UltiPro 2015 Spring Release Highlights

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2 TABLE OF CONTENTS Ultimate Software is pleased to provide you with this high-level overview of the UltiPro 2015 Spring Release (v12.0.1). Introduction... 3 Human Resources... 4 Payment Services... 5 Benefits... 5 Payroll Processing... 7 Tax Compliance... 9 System Management User Experience Integration Talent Management Compensation Management Performance Management Time and Labor Time and Attendance Time Management Confidential For Ultimate Software Customer Use Only Page 2 of 21

3 INTRODUCTION Ultimate Software continues to simplify your work life by building comprehensive people management solutions focused on the individual rather than process. The UltiPro 2015 Spring Release (v12.0.1) includes many new features and strategic enhancements that deliver a more engaging and personalized employee experience as well as position your business for success. Tax and compliance updates in this release also ensure you remain compliant with 2015 government and payroll tax requirements for the U.S. and Canada. RELEASE SCHEDULE Ultimate will apply the Spring Release to your environment between May 16 and May 17, Your SaaS focal contact will receive an with your specific upgrade date. If you re not sure who your focal contact is, go to the Customer Success Portal to verify this information and also change or update any other account details. RELEASE NOTES For complete details on the enhancements and functionality changes included in this release, Ultimate recommends you review the Release Notes, available May 1, Confidential For Ultimate Software Customer Use Only Page 3 of 21

4 HUMAN RESOURCES New features make it easy for you to effectively manage a diverse organization through: Mass Employee Updates in the Portal. Widespread employee supervisor changes can be made via a new Add Mass Update feature in the UltiPro portal (UltiPro > Employee Admin > Mass Updates). When a supervisor gets promoted, for example, you can simply select the employees now reporting to the supervisor and execute a comprehensive change to direct reports. To enable the Add Mass Update functionality for specific user-roles, go to UltiPro > System Configuration > Role Administration > select role > Web Access Rights, expand the Employee Admin section, and select all Mass Updates checkboxes. Change Job and Salary Work Event Enhancements. Updates to the Change Job and Salary work event allow you to assign more attributes to employee records. Specifically, the Job page is fully configurable and includes support for: o New configuration capabilities that allow you to personalize labels for certain fields to reflect the terminology/translations unique to your organization o The Value Rules Engine feature which leverages customizable field information as drivers to auto-populate data for you. Confidential For Ultimate Software Customer Use Only Page 4 of 21

5 PAYMENT SERVICES The Spring Release delivers new validation and auto-population features to simplify wage attachment setup and processing in the UltiPro portal: Quick Address Search. Type-ahead functionality for wage attachment setup (UltiPro > System Configuration > Business Rules > Providers, Admin., Vendors and Payees) lets you quickly and accurately identify U.S. payee addresses. When you create a wage attachment, for a bankruptcy garnishment, for example, simply start typing the trustee address within the new search box and the valid street address appears automatically for selection. Need to manually add address information, for instance, for a post office box? You can override the quick address search function. To use Quick Address Search capabilities, you must enable the Smart Tax Search tool (available to those with an assigned role of Corporate Officer). Go to UltiPro > System Configuration > Smart Tax Search, select Edit, and slide the Smart Tax Search option to on. Federal Information Processing Standard (FIPS) Codes for Child Support. Setting up a child support wage attachment just got faster as required state FIPS codes automatically populate within UltiPro. When you add a child support deduction plan (UltiPro > Employee Administration > My Employees > Pay > Deductions), simply select the appropriate state and all relevant FIPs fields populate on the next deduction setup page. The only exceptions are Illinois and Florida, which require county-specific information. In addition, for fast access to a list of all completed wage attachment file submissions, click the new View Payment Services Files link within Things I Can Do on the Tax Services page (UltiPro > Transfer Data > Tax Services). BENEFITS Enhancements in the Spring Release give you more visibility into and control of Open Enrollment sessions and Life Event processing: Employee Desired Benefit Rates Details. You can now view employees desired benefit rates elected during Open Enrollment/Life Event sessions. This rate (a flat amount, rate calculation, etc.) is dynamic, based on the plan setup, and displays within deduction management (UltiPro > Pay > Deductions > Add/Change Deductions > Calculation) to provide helpful context for benefits administrators when entering coverage amounts or implementing adjustments. For example, when an employee enrolls in life insurance and the insurer approves their full request, the administrator can see the coverage value the employee wants and simply enters in this amount. Confidential For Ultimate Software Customer Use Only Page 5 of 21

6 Configurable Display of Estimated Deduction Start Dates. Benefits administrators can now choose whether they want the estimated deduction start date for each benefit plan to be visible to employees during Open Enrollment/Life Event sessions. To do this, simply click the Display Deduction Start Date checkbox on the Select Deduction/Benefit Plan page (UltiPro > Session Setup > select Deduction/Benefit Group, which walks you through Add/Change Deduction/Benefit Group > Select Deduction/Benefit Type > Select Deduction/Benefit Plan). Fixed Employee-Selected Benefits Amounts. When an employee enrolls in a benefit plan, such as life insurance, that requires evidence of insurability, any coverage amount the employee elects - that s greater than the plans guarantee issue value - is no longer reduced. Employees now view the benefits amount they selected in the Open Enrollment/Life Event session, whereas UltiPro previously changed these amounts to the guarantee issue value listed in Deduction/Benefit Plan setup. Confidential For Ultimate Software Customer Use Only Page 6 of 21

7 Life Event Approvals on Expired Sessions. Benefits administrators can now approve employees Life Event entries after the enrollment period expires. This new approach allows you to enforce employee completion deadlines, but provides flexibility for administration and processing. In addition, new features make it easy for you to follow U.S. healthcare guidelines with: Expanded Healthcare Reform Support. Last year, UltiPro delivered healthcare management groups to help you determine your employees health plan eligibility according to Patient Protection and Affordable Care Act (PPACA) regulations. The 2015 Spring Release takes this a step further, adding an additional eligibility safeguard so you can also manage employee benefit options and selections during Open Enrollment/Life Events sessions. Within Deduction/Benefit Plan setup, benefits administrators can select a new checkbox, This plan is available to employees who are eligible for healthcare under the PPACA. With this selection, employees cannot enroll in a medical plan when the healthcare measurement tool specifies they are not yet eligible for under PPACA rules. Healthcare Reform Reporting. To help you prepare for the Employer Shared Responsibility provision of the PPACA required in 2016 for the 2015 tax year, UltiPro has several new fields and business rules to help you manage your people data and stay compliant. With the Spring Release, you can: o Configure your Applicable Large Employer (ALE) information and, if necessary, the ALE Groups to which each ALE belongs. o Indicate the minimum employee-only cost and offer of coverage codes on a monthly o basis for each employee. Capture employee-specific Safe Harbor Codes (used to populate Line 16 of Form 1095-C). Note! The 2015 Fall/Year-End Release planned for October will deliver additional functionality to help you generate and distribute required IRS forms in PAYROLL PROCESSING New and enhanced features make it easy to manage payroll and remain tax compliant: Pending Pay Item Capabilities. A new page, Pending Pay Items (UltiPro > Payroll Processing > Pending Pay Items), provides a working grid for managers and administrators to make quick and easy entries to regular payrolls in both the next and future pay cycles. You simply: o Enter earnings or deductions, o Change the pay item to Submit, and o Process submitted pay items in a scheduled regular payroll. Plus, you can assign privileges by role so certain team members can submit or deny an entry. To take advantage of these new capabilities, enable access rights by role (UltiPro > System Configuration > Role Administration > select role > Web Access Rights) by expanding the Payroll Processing section and selecting all Pending Pay Items checkboxes. Confidential For Ultimate Software Customer Use Only Page 7 of 21

8 Payroll Gateway Enhancements. Significant design improvements to the payroll gateway By Status page enhance your user experience and support efficient processing. For example, you can: o Search and filter fields o View up to 500 pay groups per page o o Process payroll without reports View a new payroll processing status section that makes payroll operations easier to track and manage Confidential For Ultimate Software Customer Use Only Page 8 of 21

9 Enhanced Export Scheduling. You can now schedule exports on a biweekly or semimonthly basis under UltiPro > Transfer Data > Interfaces. For semimonthly exports, you select the specific days of the month the data exchange occurs. This expanded, more intuitive scheduling option makes it simple to send data, for example for 401k plans, to third-party providers after processing your payroll. California - Support for Paid Sick Leave Law. New functionality makes it easy to comply with the Healthy Workplaces, Healthy Families Act by paying out employees with variable pay at a 90 day average. New fields within Earnings Setup allow you to choose the appropriate payout pay rate and specify further details by checking the Wages Paid Last 90 Days and/or Hours Paid Last 90 Days checkbox. With these UltiPro capabilities, your people are paid correctly and according to regulations. TAX COMPLIANCE The Spring Release delivers new features and compliance updates that bring you: United States Auto-Populated Employee Form W-4. To ensure proper tax withholding in instances where an employee does not complete a Form W-4, UltiPro automatically populates blank W-4 fields with a default filing status and income tax allowances, per federal and state regulations. Simply accept or override the tax filing defaults by selecting another option from each field s drop-down list. This new feature is supported for the following business rules/work events: o New Hire o Rehire o Work Location o Transfer Employee o Change Resident Taxes Canada Smart Tax Search Tool. To streamline the process of assigning taxes in Canada, Smart Tax Search is now available to determine the correct provincial payroll taxes, based on where an employee works. Smart Tax Search saves time and increases the quality and accuracy of your data for locations business rules and the following work events: o New Hire o Transfer Employee o Change Name, Address, or Phone (for administrators and employees) o Change Resident Taxes Confidential For Ultimate Software Customer Use Only Page 9 of 21

10 With Smart Tax Search, UltiPro automatically provides all applicable tax codes - associated with company location and employee setup/changes - for you to accept and assign to an employee or override. What s more, the new Quick Address Search provides type-ahead functionality that delivers specific location and tax code information to you. As you type in content within the search box, the street address appears within a drop-down list to select. Then, you manually type in the postal code. In addition, Ultimate recommends you take advantage of Smart Tax Search multi-level approver and workflow configuration capabilities, which makes it easy to assign certain responsibilities to the appropriate person(s) within your organization. For example, when an employee submits a home address update, you can ensure your HR administrator approves this change. To enable Smart Tax Search (available to those with an assigned role of Corporate Officer), from the Smart Tax Search page (UltiPro > System Configuration > Smart Tax Search), select Edit, and slide the Smart Tax Search option to on. Please note: Release Notes for the Spring Release will be available on May 1, This document contains additional compliance details, as well as any late-breaking updates. If necessary, additional tax updates will be delivered as new requirements from tax jurisdictions become available. SYSTEM MANAGEMENT Expanded System Management capabilities in the Spring Release include: The Value Rules Engine. Elevating UltiPro s platform configurability and fully configurable pages features to a new level, the Value Rules Engine makes it easy for you to configure UltiPro fields to automatically populate based on business drivers and conditions that you specify. Think about selecting a job code, for example. If everyone in your organization with the job code Manager has the same deduction group, earnings group, and pay group codes, you can configure UltiPro to automatically enter these fields with the appropriate codes when you select Manager as the job code. You can also set values for these fields, even if they are hidden. Confidential For Ultimate Software Customer Use Only Page 10 of 21

11 The Value Rules Engine is available only on fully configurable work events/pages: o New Hire (Start, Personal, Jobs/Payroll pages) o Change Job o Change Job and Salary (Change Job page only) o Change Name and Address o Termination Enable and use this timesaving functionality via the new Add/Change Rules page (UltiPro > System Configuration > Rules). System-wide Label Configuration. Last year at the Connections, you had the opportunity to vote on a new feature you wanted to see added to UltiPro. The winning feature the ability to personalize UltiPro labels is now available. System Administrators can rename the descriptor label for certain fields so the terminology and/or translations unique to your organization display across all UltiPro. For instance, if people in your organization are known as associates instead of employees, simply edit the Employee label so that Associate displays as the field description throughout UltiPro. A new Labels page (UltiPro > System Configuration > Platform Configuration > Labels) includes all field labels available for editing. It provides: o Search capabilities to help you quickly locate the label you want to change. o An in-page editing option so you can update field labels directly on the UltiPro page you re using, which apply system-wide. Stay tuned! Watch Connect With US for a webcast invitation to learn everything you need to know about the new Value Rules Engine AND Label Configuration. Role-Based Multi-Factor Authentication. UltiPro s optional multi-factor authentication feature protects your organization s sensitive employee data from unauthorized access by requiring UltiPro administrators, managers, and employees to input a temporary code (oneor two-step authentication) when viewing W-4s, W-2s, I-9s, and Private Info pages. The Spring Release gives you greater control over UltiPro security by allowing you to require multi-factor authentication based on roles. For example, you can allow your employees to access their own Private Info pages without authentication and require administrators/managers to input a temporary access code to view these same UltiPro pages. To further configure UltiPro security access rights in a way that fits your organization, go to System Configuration > Security > Multi-Factor Authentication and turn on multi-factor authentication for specific roles. As always, Ultimate strongly encourages you to enforce frequent password resets and turn on multi-factor authentication to protect your data from unauthorized access. Confidential For Ultimate Software Customer Use Only Page 11 of 21

12 USER EXPERIENCE The Spring Release enhances your UltiPro experience by delivering: Contemporary visual updates to UltiPro, UltiPro Mobile, Business Intelligence, and TouchBase, our tablet-based timekeeping solution. A more modern look-and-feel to UltiPro that s engaging with: o New, easier-to-read fonts that appear the same regardless of web browser/version and device/model. o Enhancements to improve your overall usability, such as a more robust Employee Summary page experience. UltiPro Mobile optimization to ensure greater image clarity and compatibly with the latest, high definition smartphones and tablets that support up to 4K resolution. INTEGRATION The Spring Release provides seamless integrations with other business systems to help you access and manage important people data using: The Integration Studio. A new self-service tool - powered by Ultimate s technology partner Informatica - allows you to easily create and manage timely, secure, and reliable integrations between UltiPro and your other business systems. The Integration Studio (UltiPro > Transfer Data > Integration Studio) provides a user-friendly dashboard - similar to your smart UltiPro home page - that gives you access to system-delivered connectors as well as the ability to create on your own data exports. Confidential For Ultimate Software Customer Use Only Page 12 of 21

13 A visual activities grid displays the status of your organization s recent integrations (imports/exports) and two graphic links: Studio Designer connects you to Informatica Cloud, an application outside of UltiPro, which allows you to set up exports from UltiPro to the third-party systems you use frequently. To access Informatica Cloud, simply open a case via the Customer Success Portal requesting a user account for this application. Report Exports take you to a simple-to-use interface, supported by Reports-As-A-Service, that gives users without IT/development experience the ability to deliver data from an existing Business Intelligence report to a file. Confidential For Ultimate Software Customer Use Only Page 13 of 21

14 Using Report Exports, it s easy to create a report and export any data value. You can: o Access data in your existing Business Intelligence reports, without running the reports in the Business Intelligence application. o Retrieve report properties and input parameter values. o Seamlessly transfer specified HCM data to a destination in a delimited file or standard Extensible Markup Language (XML) format as well as specify: Timing - Reports you develop can run one-time or on an automated schedule. Delivery - Send report files to certain recipients via the UltiPro inbox (File Transfers page) and/or UDES drive. Report Exports gives you the flexibility to put accurate HCM data in the hands of your decision-makers no matter what business tools they choose to use. Want more information? Look for a webcast invitation on Connect With US for a demo to see what you can do with the Integration Studio. Expanded Web Services support: o Time Management Global Employee Integrations. To mirror the automation you are accustomed to with your U.S. and Canada hires, web service enhancements allow data to integrate into Time Management seamlessly when you process global employees hire/rehire information in UltiPro. You no longer have to make manual changes or perform workarounds that require multiple steps. In addition, when you modify employee profile data, the updated information immediately syncs as well. o New Data Integrations. Gain more control over your peoples timekeeping information with a new web service that allows you to pull in, export, and populate timekeeping data, such as employee schedules, punch transactions, and overtime information. Eliminate the need to rely on reports for this information. Using Time Management data connectors, it s easy for you to directly move information to and from systems/databases that function separately - like third-party vendors or your in-house solutions. Confidential For Ultimate Software Customer Use Only Page 14 of 21

15 TALENT MANAGEMENT New, intuitive UltiPro talent features help you effectively direct your peoples compensation and growth. COMPENSATION MANAGEMENT New Compensation Management features make it easy for you to allocate: Stocks. For companies that provide equity such as restricted stock units, stock options, etc. - as part of employee compensation, you are now able to allocate these units within salary planning. Establish: o Organization-specific calculation parameters, like you do for merit or bonus allocations, so that UltiPro generates a unit pool or a budgeted amount of stock units for managers to allocate to employees from within the salary plan worksheet. o An unrestricted unit pool, that s not bound by a budget, within the salary plan worksheet for managers to distribute units to employees, at their own discretion. In addition, to help you track and record stock allocations, the salary plan worksheet budget summary displays: o Unit pool details (what s been allocated and is remaining), and o A new column that outlines your stock allocations and notes whether you re in line with your budget. Once the salary plan closes, employee records are updated with unit data to keep your people informed. The Compensation Summary page (UltiPro > My Team > Jobs > Compensation > Units) provides stock information such as grant date, price, and number of shares. One-Time Payouts. There s now a faster way for managers and/or administrators to give their employees a spot bonus. A new Request One-Time Payout link under the Things I Can Do section of the Compensation Summary page (My Team > My Employees > select Confidential For Ultimate Software Customer Use Only Page 15 of 21

16 Employee > Jobs > Compensation) makes it simple for you reward employees with a onetime payout. Simply complete all required fields on the Request One-Time Payout page and select Save. The request moves through a configurable workflow for approval and automatically passes to payroll for immediate processing of the payment to the employee. To turn this feature on, go to System Configuration > Workflow Administration > Business Processes and select the Request One-Time Payout checkboxes for managers and/or administrators. Next, enable the Request One-Time Payout link. Go to UltiPro > System Configuration > Role Administration > select role > Web Access Rights, expand My Employees List, My Team, Jobs, and Compensation sections, in that order, and select the Request One-Time Payout Add checkbox for managers and/or administrators. PERFORMANCE MANAGEMENT The Spring Release continues to simplify work for anyone responsible for handling or contributing to performance reviews: Spell Check. A new spell check option is available on performance review pages to ensure accurate spelling for comments in UltiPro-delivered languages. Incorrectly spelled words are underlined so you know to right click the word for menu options to accept spelling suggestions, ignore, etc. Auto-Save at Timeout. If you do not save an employee s performance review and UltiPro times out for security reasons - don t worry UltiPro saves your work for you. When you go back to the review you were working on when the timeout occurred, UltiPro intuitively prompts you to start working again from either: o The last draft in existence when the timeout occurred, or o Your last formal save. Confidential For Ultimate Software Customer Use Only Page 16 of 21

17 Mass Inactivate Goals. UltiPro now makes it simple and fast to manage goals on a short-term basis as well as year-over-year. Currently, goals remain active and carry over to the next performance review cycle if they are not manually inactivated. With the Spring Release, administrators can clean up employee goals, on-demand, according to date-based rules you specify. For instance, you can set up UltiPro to systematically inactivate all or certain goals according to a date or date range. Simply go to UltiPro > Talent Management > Configuration and select the Mass Inactivate Goals link within the Things I Can Do section to access this functionality. To enable this feature for specific user-roles, go to UltiPro > System Configuration > Role Administration > select role > Web Access Rights, expand Talent Management, Performance Management, and Configuration sections, in that order, and select the Mass Inactivate Goals checkboxes. Job Competency Enhancements. The ability to add job competency: o Descriptions with Advanced Formatting. To ensure competency descriptions are easier to digest and use, expanded formatting such as font types (color, bold, and italics) and bulleted lists - allows administrators to develop more detailed definitions. o Rating Targets on Performance Reviews. To help you assess individual skills and facilitate useful discussions with your employees about development, when needed, you can include a minimum proficiency target score or description (depending on the rating scale you set) directly on employee reviews. Confidential For Ultimate Software Customer Use Only Page 17 of 21

18 To add rating targets, make sure: The rating scale selected on the review template (UltiPro > Talent Management > Review Templates > select template link > Template Details) matches the rating scale selected for the minimum-proficiency level on the Talent Management Settings page (UltiPro > System Configuration > Talent Management Settings). Select/add job-based competencies and chose each minimum proficiency level from a drop-down menu on the Add/Change Jobs business rule (UltiPro > System Configuration > Business Rules > Job > select job > Add/Change Jobs). You select the Job-based and Display Minimum Proficiency Level checkboxes on the Review Sections Details page (UltiPro > Talent Management > Review Templates > select template link > Template Details). Disable Comments. Within performance review workflow, it s common to add routing comments to be read by subsequent approvers on your team. However, these comments are visible to all - even when a review moves back in the workflow or forward to an employee. Now you have more control with the ability to turn off all routing comments to avoid any risk of individuals - who should not - add and/or see these statements. To do this, simply deselect the Enable routing comments on Reviews checkbox under UltiPro > System Configuration > Talent Management Settings. In addition, the Spring Release continues to expand UltiPro s predictive capabilities and tools to provide valuable insight on the performance of your workforce with: Predictability Reporting and Visuals. The Business Intelligence Predictive Score Package now supports High-Performer Predictor reporting to help you identify employees who will become high-performers within your company. The Spring Release also delivers valuable analytics with the new Retention Score and High- Performer Dashboard that shows how Retention Predictor and High-Performer Indicator measurements on your employee population translate to useful predictive data. When Retention Predictor and High-Performer Indicator features are enabled, the dashboard s visual graphs and charts display a breakout of: Confidential For Ultimate Software Customer Use Only Page 18 of 21

19 o o o o o High (10% of employees), medium (40% of employees), and low (50% of employees) retention risk groups based on Retention Predictor analytics High-Performer Indicator counts (if applicable) High-performers by retention risk group (if applicable) Overall termination rates of your workforce in comparison to the termination rates of your high-performers (if applicable) Terminated employees by retention risk group Most importantly, the dashboard makes it easy for you to consume and make correlations on performance and predictability data, which arms you with the tools necessary to take action in retaining high-performing employees and increasing overall business performance. Note: The dashboard is available to those with an assigned Business Intelligence role of Talent Management: Analysis User, Author, Consumer (can execute reports, but cannot create them), Portal Administrator (can execute reports, but cannot create them), Query User, Report Administrator, and/or Security Administrator (can execute reports, but cannot create them). To enable Retention Predictor and High-Performer Indicator features, switch both the Retention Score and High Performer options to on within the Predictive Analytics section under UltiPro > System Configuration > Talent Management Settings. Confidential For Ultimate Software Customer Use Only Page 19 of 21

20 TIME AND LABOR TIME MANAGEMENT New functionality with the Spring Release supports: A Personalized Color Scheme. For a more consistent user experience between UltiPro and Time Management, design enhancements ensure that any UltiPro color customizations to reflect your own corporate branding, created in UltiPro, translate to Time Management. Expanded Web Services support Time Management: o Global Employee Integrations. To mirror the automation you are accustomed to with your U.S. and Canada hires, web service enhancements allow data to integrate into Time Management seamlessly when you process global employees hire/rehire information in UltiPro. You no longer have to make manual changes or perform workarounds that require multiple steps. In addition, when you modify employee profile data, the updated information immediately syncs as well. Confidential For Ultimate Software Customer Use Only Page 20 of 21

21 o New Data Integrations. Gain more control over your peoples timekeeping information with a new web service that allows you to pull in, export, and populate timekeeping data, such as employee schedules, punch transactions, and overtime information. Eliminate the need to rely on reports for this information. Using Time Management data connectors, it s easy for you to directly move information to and from systems/databases that function separately - like third-party vendors or your in-house solutions. Mobile Time-Off Requests. The Spring Release expands Mobile to include time-off request capabilities for your people. Employees simply log in to UltiPro Mobile via any HTML5 compatible smartphone or tablet browser using their existing credentials and select the My Time option for access to: o View their paid time-off (PTO) balances, o See the status of submitted PTO requests, and o Easily request time-off with a click of a button. To take advantage of these new capabilities, make sure UltiPro Mobile is enabled and mobile punching is configured: o In the portal, go to UltiPro > System Configuration > Role Administration > select role > Web Access Rights, and select the Mobile Website checkboxes for specific user-roles, and o Open a case via the Customer Success Portal requesting that Time Management mobile punching be configured for your organization. Confidential For Ultimate Software Customer Use Only Page 21 of 21