ADP Workforce Now V3.0

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1 ADP Workforce Now V3.0 Manual What s New Checks in and Custom ADP Reporting Grids V12 Instructor Handout Manual Guide V WFN3 V ADPR ADP, Inc.

2 ADP s Trademarks The ADP Logo is a registered trademark of ADP, Inc. In the Business of Your Success is a service mark of ADP, Inc. Third-Party Trademarks Microsoft and Excel are registered trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks and service marks are the property of their respective owners. and its licensors. All rights reserved. The information contained herein constitutes proprietary and confidential information of ADP. It must not be copied, transmitted, or distributed in any form or by any means, electronic, mechanical, or other, including photocopy or recording, or through any information storage or retrieval system, without the express written permission of ADP.

3 Navigating the New User Interface New Home Page Report Wizard V _1ADPR12

4 New Home Page The user interface for ADP Reporting V12 features a new layout with a menu bar and tabs for ease of access. From the new Home page, you can access the last 15 reports that you have recently run, scheduled to run, recently edited, or recently viewed. bar Tabs Access to the last 15 reports What s New in ADP Reporting V12 > Navigating the New Interface 1 of 4

5 New Home Page (Continued) Access the menus on the menu bar to return to the Home page, set up a new report, or edit, run, or view existing reports. Use the Report Search field to search for an existing report. Click the Action icon next to each report for quick access to common functions. Report Search field Action icon What s New in ADP Reporting V12 > Navigating the New Interface 2 of 4

6 Report Wizard Access the Setup menu to create a new report. You still use the Report wizard to set up reports. What s New in ADP Reporting V12 > Navigating the New Interface 3 of 4

7 Report Wizard (Continued) The Report wizard now has seven steps instead of eight steps. Steps 2 and 3, Select Files and Select Fields, have been merged to simplify the process. The new, combined step is covered in detail in the topic Selecting Report Fields. What s New in ADP Reporting V12 > Navigating the New Interface 4 of 4

8 Selecting Report Fields The Select Fields Step Searching for Fields Search Results The Filter Tab Selecting Fields for a Report Adding Coded Amounts to Your Report Creating Derived Fields for Your Report Derived Field Enhancements V _2ADPR12

9 The Select Fields Step In the Report wizard, Select Files (step 2) and Select Fields (step 3) have been merged. You no longer select a subject area before setting up your report. You can filter the subject areas that display. You select the fields from a folder structure that you can collapse or expand as needed. Filter fields by subject area. Click the plus sign to expand and the minus sign to collapse the field list. What s New in ADP Reporting V12 > Selecting Report Fields 1 of 10

10 Searching for Fields To search for fields, you can use the Search field on either the Filter tab or the Search tab. On the Filter tab, you begin searching for fields from a file hierarchy structure. On the Search tab, you begin searching for fields from a blank page, just as you do when searching on the Internet. What s New in ADP Reporting V12 > Selecting Report Fields 2 of 10

11 Search Results The Filter Tab On the Filter tab, search results display in a hierarchy structure. When you enter your search criteria, a list of fields that fully or partially match your search criteria is displayed. If you click a View All link, the file next to the link expands and displays all of the fields belonging to that file. The text that you entered as your search criteria is highlighted in the list. In this example, Hire was entered as the search criteria. The list displays in a hierarchy structure, with the field name indented under the file to which it belongs. What s New in ADP Reporting V12 > Selecting Report Fields 3 of 10

12 Search Results The Search Tab On the Search tab, search results display similar to as they do in an Internet search. When you enter your search criteria, a list of fields that fully or partially match your search criteria is displayed. The number of results found is displayed. The text that you entered as your search criteria is highlighted in the list. In this example, Hire was entered as the search criteria. The list shows the field name and also the file to which the field belongs. What s New in ADP Reporting V12 > Selecting Report Fields 4 of 10

13 Selecting Fields for a Report You can select a field in one of three ways: Click the field and then click the Move Selected Item Right button Double-click the field Drag and drop the field into the Selected Fields list Change the field sequence in the Selected Fields list by clicking the Move Selected Item Up and Move Selected Item Down buttons. Selected fields appear here. Select a field. Move Selected Item Up button Move Selected Item Right button Move Selected Item Down button What s New in ADP Reporting V12 > Selecting Report Fields 5 of 10

14 Adding Coded Amounts to Your Report To create a coded field, you no longer click Create or Edit Coded Amounts. When you select a coded amount field, the Create a Coded Field window opens, and you are prompted to enter the codes. In the Selected Fields list, the file to which the coded field belongs displays as Coded Fields. What s New in ADP Reporting V12 > Selecting Report Fields 6 of 10

15 Creating Derived Fields for Your Report The Create/Edit Derived Fields button has been removed from the user interface. To create a derived field, click Other Actions and select Create or Edit Derived Fields. The user interface that you use to create a derived field remains the same. What s New in ADP Reporting V12 > Selecting Report Fields 7 of 10

16 Derived Field Enhancements You can now combine more than two string fields. You can also convert certain field types to another field type for the derived field. For example, you can convert a string field to a numeric field and then use that converted numeric field in a calculation. The following conversions are available: String numeric Numeric string Date string What s New in ADP Reporting V12 > Selecting Report Fields 8 of 10

17 Derived Field Enhancements (Continued) When setting up a derived field, you can now enter a value at runtime. For example, when calculating proposed pay increases, you can ask at runtime what percentage to use in the derived field calculation. You can run the report multiple times using a different percentage value each time. What s New in ADP Reporting V12 > Selecting Report Fields 9 of 10

18 For More Information For additional information, access the following topics in online Help: Selecting fields Filtering fields Coded amounts Derived fields For additional information on subject areas and fields, search the data dictionary on the Support Center. What s New in ADP Reporting V12 > Selecting Report Fields 10 of 10

19 Including Data from Multiple Modules What Has Changed? Types of Automatic Joins Unmatched Records Window V _3ADPR12

20 What Has Changed? When you use multiple files in your report, ADP Reporting now automatically bridges and joins the files. Previously, when you selected a file for your report, the list of other available files displayed only compatible files. Now, you have access to all available files at all times. When you select the fields you need for your report, ADP Reporting automatically determines how the associated files relate to each other. Previously Now What s New in ADP Reporting V12 > Including Data from Multiple Modules 1 of 4

21 Types of Automatic Joins When you select fields from multiple files, ADP Reporting will ask you if you want to include employees only if information exists in all files (i.e. matched records) or include employees even if data does not exist for the employees in all files (i.e. unmatched records). Unmatched records means that data does not have to exist for the employee in each of the files selected for the record to display on your report. In this example, both Michael and Betty have no data in the file containing the Pay Period and Pay Amount fields. Select unmatched records Matched records means that data must exist for the employee in each of the files selected for the record to display in your report. Therefore, Michael and Betty are not displayed. Select matched records What s New in ADP Reporting V12 > Including Data from Multiple Modules 2 of 4

22 Unmatched Records Window After you have selected the fields to include in your report, the Unmatched Records window opens. You can choose whether to include employees if they do not have information in all the files used for the report. What s New in ADP Reporting V12 > Including Data from Multiple Modules 3 of 4

23 For More Information For additional information, access the following topics in online Help: Enabling unmatched records Selecting fields from multiple files What s New in ADP Reporting V12 > Including Data from Multiple Modules 4 of 4

24 Creating a Comparison Report What Is a Comparison Report? Differences between Quick Compare and Advanced Compare Creating a Quick Compare Report Creating an Advanced Compare Report V _4ADPR12

25 What Is a Comparison Report? Use a comparison report to show the differences in a report that you ran at two points in time. You can choose to view the additions, changes, or deletions. For example: You run a report at the end of each month to track benefit enrollments. To view enrollment changes, you can run a comparison report between the current and previous months point-in-time reports. You run a comparison report on two payroll audit reports to identify changes or discrepancies and fix any errors. You run a report on performance review information in the morning. You run the same report again at the end of the day to identify updates made throughout the day. The comparison report s output may or may not have the same output format of the two reports that you are comparing. What s New in ADP Reporting V12 > Creating a Comparison Report 1of 5

26 Differences between Quick Compare and Advanced Compare With Quick Compare, you simply select the two reports to compare, the fields you wish to compare, and run it. With Advanced Compare, you complete the Report wizard to select your formatting, sort, filters, and so on. In the user preferences, you can select default comparison types for features. What s New in ADP Reporting V12 > Creating a Comparison Report 2of 5

27 Creating a Quick Compare Report To create a Quick Compare report, from the Setup menu, select New Comparison Report. If you wanted to create an Advanced Compare report instead, you would click this link. Select two existing reports to compare. Choose the records to include: Changed Added Deleted Unchanged Select the fields to include on the comparison report. What s New in ADP Reporting V12 > Creating a Comparison Report 3of 5

28 Creating an Advanced Compare Report To create an Advanced Compare report, from the Setup menu, select New Comparison Report. On the Quick Compare page, click Switch to Advanced Compare. Follow the steps in the Report wizard. What s New in ADP Reporting V12 > Creating a Comparison Report 4of 5

29 For More Information For additional information, access the following topics in online Help: Creating a Quick Compare report Creating an Advanced Compare report Setting user preferences What s New in ADP Reporting V12 > Creating a Comparison Report 5of 5

30 Storing Reports in Folders What Has Changed? Storing Output in a Folder Locating Output in a Folder Managing Folders V _5ADPR12

31 What Has Changed? Folder management has been improved. Previously, reports were labeled but not physically copied into folders, and when you deleted a report, all copies with the same label were deleted. Now, you can copy or move reports into folders, and when you delete one report, the other copies will not be affected. What s New in ADP Reporting V12 > Storing Reports in Folders 1 of 5

32 Storing Output in a Folder During step 7 of the Report wizard, on the Output Settings page, you can specify a folder in which to store your report. What s New in ADP Reporting V12 > Storing Reports in Folders 2 of 5

33 Locating Output in a Folder To locate a report, from the View menu, select a folder. In the Unfiled Reports folder, you can access any output that you have not previously filed into a folder. You can access all available reports in the All Reports folder. You access all reports here. You access reports not saved to specific folders here. Folder list What s New in ADP Reporting V12 > Storing Reports in Folders 3 of 5

34 Managing Folders You can create an unlimited number of folders. You can manage your folders in one of three easy ways: On the Edit Reports List page, click Manage Folders On the View Reports List page, click Manage Folders Click Preferences and then click the Folder tab What s New in ADP Reporting V12 > Storing Reports in Folders 4 of 5

35 For More Information For additional information, access the following topics in online Help: Locating folders Managing folders What s New in ADP Reporting V12 > Storing Reports in Folders 5 of 5

36 Reviewing Output Enhancements Viewing Output Microsoft Excel Output Enhancement Step 7: Default Output Format Report Output Options and Formats Viewing Output History How Long Is Report Output Available? V _6ADPR12

37 Viewing Output To view output, from the View menu, select a report list or All Reports Run Jobs. To view your report results, on the View Reports List page, select a report name. To edit a report, click the Action icon and select Edit. You will return to the last step that you visited in the Report wizard when you created the report. Action icon What s New in ADP Reporting V12 > Reviewing Output Enhancements 1 of 6

38 Microsoft Excel Output Enhancement If your report includes totals, now when you download the report results into Microsoft Office Excel, the totals will also download into Excel. The values are static, so if you change the data in the Excel file, the totals will not update. What s New in ADP Reporting V12 > Reviewing Output Enhancements 2 of 6

39 Step 7: Default Output Format In step 7 of the Report wizard, you can now select a default format for a specific report, just as you can do with payroll audit reports. This option reduces report loading time. If you select Columnar as the report type in step 1 of the Report wizard, the default format is Excel. If you select Form or Mailing Label as the report type, the default format is PDF. You can change the default format as needed. What s New in ADP Reporting V12 > Reviewing Output Enhancements 3 of 6

40 Report Output Options and Formats Direct Data Download is no longer an output format option. The SQL Query output format contains the information that was in Direct Data Download. Click the report name link to launch the output in the format that you specified in step 7 of the Report wizard. You can click the Action icon and select another output format for your report. What s New in ADP Reporting V12 > Reviewing Output Enhancements 4 of 6

41 Viewing Output History You can now view a list of every instance that you have run a particular report, even if you have changed the report (for example, added/deleted fields or changed filters), as long as report name is the same. To view report output history, locate the report, click the Action icon, and select View Output History. What s New in ADP Reporting V12 > Reviewing Output Enhancements 5 of 6

42 How Long Is Report Output Available? Reports are retained for five quarters. You can save an unlimited number of reports. ADP recommends that you download or print report output periodically before it is purged. What s New in ADP Reporting V12 > Reviewing Output Enhancements 6 of 6

43 Reviewing the Other Enhancements Step 5: Formatting Enhancements Step 6: Filtering Enhancements User Preferences V _7ADPR12

44 Step 5: Formatting Enhancements You can format your report output with ease. Now you can: Apply one field s formatting to all fields of the same type Hide column headings as indicated for these document types: PDF/HTML The column headings row will show the background color selected, but the text/labels will be hidden. XLS/CSV The column headings row will not be included. Display only the last four digits of Social Security numbers What s New in ADP Reporting V12 > Reviewing the Other Enhancements 1 of 4

45 Step 6: Filtering Enhancements When creating a filter, you no longer need to click Check Syntax before moving to the next step of the Report wizard. You can configure runtime parameters based on the latest date for the date field selected. You can filter on numeric decimal amounts (nn.nn) in addition to whole amounts. When running a report again, you can enter filter information on the last step of the Report wizard without returning to the Add Filters step. What s New in ADP Reporting V12 > Reviewing the Other Enhancements 2 of 4

46 User Preferences Use the new user preferences to customize ADP Reporting to be as simple or as robust as you need. The user preferences are specific to each individual user. If you need only the basic reporting tools, you can disable advanced functionality such as derived field creation, advanced data grouping, manage file joins, and dynamic file joins. By default, these advanced features are disabled and the Unmatched Records dialog box is enabled for all new users. If you need the robust functionality for complex reporting, you can enable these advanced features. What s New in ADP Reporting V12 > Reviewing the Other Enhancements 3 of 4

47 For More Information For additional information, access the following topics in online Help: User preferences Filtering reports Formatting reports What s New in ADP Reporting V12 > Reviewing the Other Enhancements 4 of 4