ADP Workforce Now Workflow Automatic Data Processing, Inc. ES Canada
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WORKFLOW FOR WORKFORCE NOW HANDOUT MANUAL Table of Contents Module 1: Workflow Basics... 1-1 Purpose... 1-1 Objectives... 1-1 Workflow Overview... 1-2 Pre-Setup Decisions... 1-2 Workflows... 1-3 Triggering a Workflow Process... 1-4 Audit History... 1-5 Module 1: Workflow Basics... 1-6 Review Discussion... 1-6 Summary... 1-6 Module 2: Workflow Creation... 2-1 Purpose... 2-1 Workflow Components...... 2-1 Objectives...... 2-1 Workflows... 2-2 Course Scenario... 2-2 Brainstorming Workflow Requirements... 2-3 Membership Rules... 2-4 Membership Rule Navigation... 2-4 Comparison and Calculation Navigation...... 2-4 Membership Rule Fields...... 2-5 Pre-Work Decisions... 2-5 Comparison Type Field...... 2-5 Calculation Type Field...... 2-5 Multiple Criterions... 2-6 Additional Resources... 2-6 2015 ADP, LLC iii W017_ILT_WFN80V01_0415
WORKFLOW FOR WORKFORCE NOW HANDOUT MANUAL Membership Rule...... 2-7 Demonstration: Creating a Membership Rule... 2-7 Scenario...... 2-7 Activity: Creating a Membership Rule Director of Sales...... 2-7 Activity Results... 2-7 Activity: Creating a Membership Rule Manager of Operations...... 2-8 Activity Results... 2-8 Activity: Creating a Membership Rule Department Identifier...... 2-9 Activity Results... 2-9 Work Groups... 2-10 Overview... 2-10 Example... 2-10 Work Group Navigation...... 2-11 Additional Resources...... 2-11 Demonstration: Creating a Work Group & Assigning Membership... 2-12 Scenario...... 2-12 Activity: Creating a Work Group & Assigning Membership Rules...... 2-12 Activity Results... 2-12 Approval Paths... 2-13 Additional Resources... 2-13 Approval Path Navigation...... 2-14 Navigation Chart...... 2-14 Workflow Approval Path Options...... 2-15 Important Information...... 2-15 Demonstration: Creating Approval Paths... 2-16 Scenario...... 2-16 Activity: Creating a Multi-Row Notification/Approval Path...... 2-16 Activity Results... 2-16 Activity: Creating a One Level up Approval Path...... 2-17 Activity Results... 2-17 2015 ADP, LLC iv W017_ILT_WFN80V01_0415
WORKFLOW FOR WORKFORCE NOW HANDOUT MANUAL Business Rules... 2-18 Example... 2-18 Business Rules Navigation...... 2-19 Navigation Chart...... 2-19 Additional Resources...... 2-19 Demonstration: Creating a Business Rule... 2-20 Scenario...... 2-20 Activity: Creating a Business Rule...... 2-20 Activity Results... 2-21 Activity Configuration (Exceptions to Approval Paths)... 2-22 Important Information... 2-22 Navigating Activity Configuration...... 2-23 Navigation Chart...... 2-23 Additional Resources...... 2-23 Demonstration: Creating the Default Approval Path in Activity Config... 2-24 Scenario...... 2-24 Activity: : Creating the Default Approval Path in Activity Config...... 2-24 Activity Results... 2-24 Scenario...... 2-25 Activity: Setting up the Escalation Process...... 2-25 Activity Results... 2-25 Demonstration: Creating an Exception Approval Path(s)... 2-26 Scenario...... 2-26 Activity: Creating an Exception Approval Path(s)...... 2-26 Activity Results... 2-26 Demonstration: Workflow Creation for Employee Direct Deposit... 2-27 Scenario... 2-27 Activity1: Creating a Membership Rule... 2-27 Activity2: Creating a Work Group...... 2-28 Activity3: Creating an Approval Path...... 2-28 Activity4: Setting Up an Activity Configuration... 2-28 Module 2: Workflow Creation... 2-29 Debrief... 2-29 Summary...... 2-29 2015 ADP, LLC v W017_ILT_WFN80V01_0415
WORKFLOW FOR WORKFORCE NOW HANDOUT MANUAL Module 3: Triggering and Responding to Workflow... 3-1 Purpose... 3-1 Objectives...... 3-1 Triggering a Workflow Scenario... 3-2 Workflow Perspectives... 3-3 Employee Requests Time Off... 3-3 Demonstration: Logging in and Requesting Time Off... 3-3 Scenario...... 3-3 Activity: Logging in and Requesting Time Off...... 3-3 ADP Workforce Now Message Center... 3-4 Current Tab... 3-4 Completed Tab... 3-4 Archived Messages... 3-4 Manager/Work Group Receives Notification/Approval Request... 3-5 Demonstration: Reviewing a Notification and Approving a Request... 3-5 Scenario...... 3-5 Activity: Reviewing a Notification and Approving a Request...... 3-5 2 nd Level Approval... 3-6 Demonstration: Reviewing and Rejecting a Request... 3-6 Scenario...... 3-6 Activity: Reviewing and Rejecting a Request...... 3-6 Employee Views Responses... 3-7 Viewing Workflow Responses... 3-7 Demonstration: Viewing Workflow Responses... 3-7 Scenario...... 3-7 Activity: Viewing Workflow Responses...... 3-7 Email Notifications in Workflow Messaging and Activity Configuration... 3-8 How-To Activate and Customize Activity-specific Emails... 3-8 Email Templates... 3-9 Accessing the Email Templates... 3-9 Global and Activity-specific Email Types... 3-9 Module 3: The Triggering and Responding to Workflow... 3-10 Debrief... 3-10 Summary... 3-10 2015 ADP, LLC vi W017_ILT_WFN80V01_0415
WORKFLOW FOR WORKFORCE NOW HANDOUT MANUAL Module 4: Delegation... 4-1 Purpose... 4-1 Objectives... 4-1 Delegation... 4-2 Delegation Tab... 4-2 Delegated From... 4-2 Delegate on Behalf of Tab...... 4-2 Delegation Tracking... 4-2 How-To: Setting up a Delegation... 4-3 Scenario...... 4-3 Activity: Setting up a Delegation...... 4-3 Additional Resources...... 4-3 Activity Images...... 4-4 Editing and Deleting Delegations... 4-6 Activity: How to Edit a Delegation...... 4-6 Activity: Deleting a Delegation...... 4-6 Deletion Image...... 4-6 Deletion Email... 4-6 How to Act as a Delegate... 4-7 Knowledge Check... 4-8 Module 4: Delegation... 4-9 Review Discussion...... 4-9 Summary... 4-9 2015 ADP, LLC vii W017_ILT_WFN80V01_0415
WORKFLOW FOR WORKFORCE NOW HANDOUT MANUAL Module 5: Course Closing... 5-1 Support After Class... 5-1 Additional Online Resources... 5-1 ADP Client Service Centre... 5-2 Accessing and Navigating in the Client Service Centre. 5-2 ADP Workforce Now Support Centre... 5-3 Accessing and Searching within the ADP Workforce Now Support. 5-3 The Bridge... 5-4 Benefits to Registering for the Bridge... 5-4 Accessing and Registering for the Bridge...5-4 The Bridge Registration/Login Page... 5-4 Course Closing... 5-5 Summary... 5-5 Course Objectives... 5-5 Training Evaluation... 5-5 2015 ADP, LLC viii W017_ILT_WFN80V01_0415
Workflow for ADP Workforce Now Course Introduction Automatic Data Processing, Inc. ES Canada
WORKFLOW FOR ADP WORKFORCE NOW COURSE INTRODUCTION HANDOUT MANUAL Course Introduction Course Purpose This course prepares you to use the features of ADP Workforce Now to automate your company's self service notification and approval process. In this session we will explore the components of a Workflow, and how to customize each step to meet your business needs. We will explore the Workflow results from the practitioner, manager and employee perspectives. Course Objectives Upon completion of this course, participants will be able to: Discuss Workflow Management Fundamentals Identify which components of a Workflow are required for your task Create a Workflow Describe what triggers a Workflow Demonstrate how to respond to Workflow approvals Delegate Workflow tasks 2015 ADP, LLC 1 W017_ILT_WFN80V01_0415
WORKFLOW FOR ADP WORKFORCE NOW COURSE INTRODUCTION HANDOUT MANUAL Course Agenda During this course we will explore several topics. Each topic and module within the ADP Workforce Now training has been designed to build upon the previous topic/module. In addition, ADP provides three different online resource tools that are designed to support your learning after class. During this course we will explore the following topics: Modules Headings Module 1: Workflow Basics Module 2: Workflow Creation Module 3: Triggering and Responding to Workflow Module 4: Delegation Module 5: Course Closing Workflow Basics Workflow Overview Triggering a Workflow Process Module Debrief Workflow Creation Workflows Brainstorming Workflow Requirements Membership Rules Work Groups Approval Paths Business Rules Activity Configuration ( Exceptions to Approval Paths) Demonstration: Workflow Creation for Employee Direct Deposit Module Debrief Triggering and Responding to Workflow Triggering a Workflow Scenario Workflow Perspectives ADP Workforce Now Message Center Employee View Responses Email Notifications in Workflow Messaging and Activity Configuration Email Templates Module Debrief Delegation Editing and Deleting Delegations How to Act as a Delegate Knowledge Check Module Debrief Support After Class Course Closing 2015 ADP, LLC 2 W017_ILT_WFN80V01_0415
Workflow Management for ADP Workforce Now Module 1: Workflow Basics Automatic Data Processing, Inc. ES Canada
MODULE 1: WORKFLOW BASICS HANDOUT MANUAL Module 1: Workflow Basics Purpose This module will introduce the basic fundamentals required to build Workflows within ADP Workforce Now. Objectives At the completion of this module, you will be able to: Identify the purpose of a Workflow Define the components within a Workflow Explain a basic Workflow Identify where Workflow audit histories are displayed Provide examples for each component within the Workflow 2015 ADP, LLC 1-1 W017_ILT_WFN80V01_0415
MODULE 1: WORKFLOW BASICS HANDOUT MANUAL Workflow Overview Many different changes/requests are made daily to maintain accurate information within ADP Workforce Now. Some changes are simple updates and have no impacts. Some require specific people to be notified and others require an approval. The Workflow feature provides the ability to create these notifications and approvals and assign them to a specific change or request type. Practitioners are responsible for setting up the Workflows; however managers and employees can trigger them. Once the Workflow is setup, the changes/requests (or events) are what trigger the Workflow to begin. This automation helps ensure all steps in your company's review, approval and notification processes are completed within the time frames your company requires. Pre-Setup Decisions Prior to setting up a Workflow there are several decisions to be made: If notifications and/or approvals will be used for each change/request? What change types will require notifications and/or approvals? Who will have access to make changes? What changes will be made available for employees within the self service feature? What changes will be available to managers/supervisors? Who will be notified on what changes/requests? (individuals, level up or a work group) Who will be responsible for approvals on what changes/requests? (individuals, level up or a work group) Who will receive reminder emails and when? Who will receive escalations when approvals have been pending with no response? What wording will be used in the email messages? 2015 ADP, LLC 1-2 W017_ILT_WFN80V01_0415
MODULE 1: WORKFLOW BASICS HANDOUT MANUAL Workflows Workflows have six possible components. The only components that are required in order to setup a workflow are: An Approval Path and Activity Configuration. The remaining components are used to customize and enhance the Workflow. As we progress through this course, we will explore and setup each of the six components. 2015 ADP, LLC 1-3 W017_ILT_WFN80V01_0415
MODULE 1: WORKFLOW BASICS HANDOUT MANUAL Triggering a Workflow Process This image shows the Workflow process from when it is triggered by the initial change/request through to the final approval/rejection. This process consists of 5 steps: A change/request is made by an employee or a manager, triggering the Workflow. Notification and/or approvals are distributed based on the criteria in the Workflow. Notifications/approvals are reviewed in the Message Center. Practitioner(s) and /or Manager(s) approve requests. Requestor views the final approval/rejection. Step 1 Step 2 An employee or manager enters a change/request, triggering the Workflow. Notifications: All roles can receive notifications. Approvals: Practitioners and managers/supervisors can receive approvals. Step 3 Recipients access the notification or approvals through their message centers. Step 4 Approved requests are saved and will process with payroll based on their effective date. Step 5 The Requestor receives the response to their change/request in their message center. 2015 ADP, LLC 1-4 W017_ILT_WFN80V01_0415
MODULE 1: WORKFLOW BASICS HANDOUT MANUAL Audit History Audit History can be viewed in Message Center within the Current or Completed tab. Information remains in the current tab until it is marked read and archived. Based on where it is viewed it will appear slightly different: The Current Tab. The Completed Tab 2015 ADP, LLC 1-5 W017_ILT_WFN80V01_0415
MODULE 1: WORKFLOW BASICS HANDOUT MANUAL Module 1: Workflow Basics Debrief Discuss the following questions: 1. Which type of Workflows will you create for your company changes? 2. Will your company use a simple or a complex Workflow and why? Summary The user can now: Identify the purpose of a Workflow Define the components within a Workflow Explain a basic Workflow Identify where Workflow audit histories are displayed Provide examples for each component within the Workflow 2015 ADP, LLC 1-6 W017_ILT_WFN80V01_0415
Workflow for ADP Workforce Now Module 2: Workflow Creation Automatic Data Processing, Inc. ES Canada
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Module 2: Workflow Creation Purpose As discussed in the previous module, all 6 components are not required when creating a Workflow. Although only an Approval Path and Activity Configuration are required to setup a Workflow, it is important to understand the value of the remaining components. In this module, we will expand our knowledge by using one scenario that will encompass all six components of a Workflow. Each component will provide an overview and hands on activities to demonstrate how to complete the setup. Once all components are setup they will be combined in the Activity Configuration step. Workflow Components Objectives Upon completion of this module, you will be able to: Set up each of the components within a Workflow: Membership rules Work Groups Approval path Business Rules Activity Configuration (Exception path) Define which steps are mandatory and which are optional Demonstrate how to escalate pending Workflows after a period of inactivity 2015 ADP, LLC 2-1 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Workflows The Workflow components are located in the Setup menus which is only available with practitioner access. We will use a single scenario to demonstrate the setup of a Workflow in module 2 and then the execution of Workflows in module 3. Let s first review the scenario and the requirements, and then we can brainstorm the requirement for each component. Course Scenario Log in as Donald East in order to create all required entries for this module. The following scenario will require two pathways to be created: Pathway 1 - All requests from employees in each department will send an approval request to their manager. Pathway 2 - Time off requests for all employees in Manufacturing (department 700000). This pathway will send a notification to the Sales and Operation managers and send an approval to Donald East. Note: In both Pathways, an activity specific email will be setup to go to the employee as soon as the request is approved or rejected. This email will go to the employee's Message Center and will notify them that their request has been approved or rejected. 2015 ADP, LLC 2-2 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Brainstorming Workflow Requirements Results Left blank for brainstorming notes. 2015 ADP, LLC 2-3 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Membership Rules Membership Rules define who is eligible to be a member of the group based on criteria outlined within the rule. Membership Rules can be associated with security profiles or Work Groups and can be reused for multiple purposes. Once the rules are set, ADP Workforce Now automatically adds or deletes members from the group based upon if they meet the criteria outlined in the rule. In addition to the automated process, members can also be manually added by selecting employee in the Available for Membership tab. For example: If the criterion in department equals 400400, then all employees that have a department code of 400400 will appear as a member of this rule. In addition if David s department changes from 400400 to 500500, he will automatically be removed from the rule 400400 and placed into the membership rule for department 500500. If Sally is hired into department 400400 she will automatically appear as a member in this rule. Membership Rule Navigation The screen layout will appear differently based on the type selected. Let s review the two screens. Starting Point: Setup > Approval Process > Membership Rules Note: There are additional attributes not seen in this diagram. Comparison and Calculation Navigation 2015 ADP, LLC 2-4 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Membership Rule Fields The criterion fields found in Membership Rules is as follows: Field Options Type Attribute Comparison Attribute Calculation Operators Value Action Icon Comparison or Calculation Associate ID, Bargaining Unit, Company Code, Department, Employment Rate Type, Employment Status, FLSA Status, Full Time/Part Time, Hire Date, Job Class Code, Job Code, Location, Manager, Pay Division, Payroll Standard Hours, Regular or Temporary, Shift, Time & Attendance Employee, Time & Attendance Supervisor, and Archived Employee. Current Date, Payroll Standard hours, Hire Date, and Payroll Standard Hours. The operators for Attribute Calculation include: Equal to, Not Equal to, Greater Than, Less Than, Greater than or Equal to and Less than or Equal to. Note: Operators will be different for Attribute Comparison. Will vary based upon the criteria. Note: Text entered into this field must match a value held in the corresponding validation table for the attribute selected. Add row above, Add row below, Delete row, Add left parenthesis, Remove left parenthesis, Add right parenthesis, and Remove right parenthesis. Pre-Work Decisions Before creating a Membership Rule, the practitioner must make the following decisions: Comparison Type Field Will the rule be a comparison? Example: Job code equal to CSR Calculation Type Field Will the rule be a calculation? Example: Current date-hire date < than 100 Note: Review the Validation Tables to identify your options for many of the values. 2015 ADP, LLC 2-5 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Multiple Criterions Will there be multiple criterions within the logic parameters? Example: Job code equal to CSR and the hire date is > than Jan 21, 2014 Example: Job code equal to CSR or the hire date is > than Jan 21, 2014 Note: To change the AND to OR select the AND button. Additional Resources Refer to the following resources: The Setting Up Workflow in ADP Workforce Now guide on the Support Center The ADP Workforce Now Support Center: Search Membership Rules > Select Documentation Page Level Help 2015 ADP, LLC 2-6 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Membership Rules Now let's take a look at how Membership Rules are setup. Demonstration: Creating a Membership Rule We will now demonstrate the process of creating a Membership Rule within ADP Workforce Now. Scenario Create three Membership Rules: Director of Sales: Job Code = DIRSALES Manager of Operations: Job Code = OPSMGR Department Identifier: Department = 700000 (Manufacturing) Activity: Creating a Membership Rule - Director of Sales Log in as Donald East. Starting Point: Setup > Approval Process > Membership Rules Step Action 1 Click ADD. 2 Name field: Type DIRSALES. Description field: Type Director of Sales. 3 Click Done. 4 Select/type the following data into each of the fields: Type: Comparison Attribute: Job Code (located under Job Title in Validation tables) Operator: = (equal to) Value: DIRSALES 5 Select the Save dropdown and select Save & Return. Activity Results 2015 ADP, LLC 2-7 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Activity: Creating a Membership Rule - Manager of Operations Starting Point: Setup > Approval Process > Membership Rules Step Action 1 Click ADD. 2 Name field: Type OPSMGR. Description field: Type Manager of Operations. 3 Click Done. 4 Select/type the following data into each of the fields: Type: Comparison Attribute: Job Code (located under Job Title in Validation tables) Operator: = (equal to) Value: OPSMGR 5 Select the Save dropdown and select Save & Return. Activity Result 2015 ADP, LLC 2-8 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Activity: Creating a Membership Rule - Department Identifier Starting Point: Setup > Approval Process > Membership Rules Step Action 1 Click ADD. 2 Name field: Type Dept 700000. Description field: Type Dept 700000 Manufacturing. 3 Click Done. 4 Select/type the following data into each of the fields: Type: Comparison Attribute: Department Operator: = (equal to) Value: 700000 5 Select the Save dropdown and select Save & Return Activity Results 2015 ADP, LLC 2-9 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Work Groups Overview Work Groups contain one or more Membership Rules. When Membership Rules are combined into a Work Group, the individual Membership Rules still apply. The rule will now define the members of the Work Group. Like Membership Rules, members can also be manually added by selecting employees from the Available for Membership tab. Tip: Like Membership Rules, Work Groups are reusable. Example The company wants to create a Workflow to have David from HR and Heidi from Benefits approve all pay rate change requests. If individual Membership Rules are created for David and Heidi, they can then be combined into one Work Group that will contain an automated membership process. If they create a Work Group with one Membership Rule and then manually add the other member, all changes will require manual intervention for the member that was manually entered. 2015 ADP, LLC 2-10 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Work Group Navigation Starting Point: Setup > Approval Process > Work Groups 1 2 3 # Description 1 Practitioners enter the Work Group description here. 2 Practitioner can select which rule(s) will be assigned to the Work Group in this tab. 3 The Members tab provides a view of the automatic members and the ability to manually add members. 1 2 3 # Description 1 The Members tab contains two sub tabs: Current Members and Available for Membership. 2 The Current Members tab contains the list of members that was automatically populated based on the Membership Rule. 3 The Available for Membership contains a list of all members that are available to be added manually. Additional Resources Refer to the following additional resources: The Setting Up Workflow in ADP Workforce Now guide on the Support Center The ADP Workforce Now Support Center: Search Work Groups > Select Documentation Page Level Help 2015 ADP, LLC 2-11 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Demonstration: Creating a Work Group & Assigning Membership Rules We will now demonstrate how to create a Work Group, assign Membership Rules and add a member manually. Scenario The Sales Director, the Operations Managers and Michele Heroux need to be aware of all time off requests. Create a Work Group called Sales & Operations, assign the Membership Rules DIRSALES & OPSMGR and then manually add Michele Heroux to the membership list. Activity: Creating a Work Group & Assigning Membership Rules Starting Point: Setup > Approval Process > Work Groups Step Action 1 Click ADD. 2 Name field: Type Sales and Operations. Description field: Type Sales and Operations. Click Done. 3 Select DIRSALES, hold down the CTRL button, select OPSMGR, and then select the single arrow pointing to the right. 4 Adding a Member Manually: Select the Members tab, then Available for Membership tab. 5 Type Heroux into the Last Name field, and then select the Filter button. 6 Place a check beside Michele Heroux. 7 Then, select the dropdown on the Save button, and select Save & Return. Activity Results 2015 ADP, LLC 2-12 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Approval Paths Approval Paths define who will be assigned to an activity and what function they are to perform (approval or notification). Multiple paths can be created within each Approval Path as long as the assignee is unique for each step. In this example: When a Workflow is triggered, a notification will go to the members of the Work Group, Sales and Operations and an approval request will go to Donald East. Starting Point: Setup > Approval Process > Approval Paths The Assignee Type identifies who the notification or approval will be sent to. The approval process is based on an organizational hierarchy. In addition to the Work Group and specific user assignee types, practitioners can select from two hierarchies (Up Affected Employee Manager or Up Submitter Manager) with the Assignee option levels of 1-10. Up Submitter Manager is assigned to the individual's manager. Up Affected Employee Manager is used when a change is made by a person other than the employee or employee s manager. Both can be used to interlace the hierarchies with Specific User and Work Group steps with no restrictions on their order in the approval path. The hierarchy that is followed is based on the submitter or the affected employee, providing options for different paths. When approvals are sent to Work Groups, requiring multiple approvals, all the approvals must take place before the Workflow will be complete. Like Membership Rules and Work Groups, Approval Paths can also be reused within multiple activities. Additional Resources Refer to the following additional resources: The Setting Up Workflow in ADP Workforce Now guide on the Support Center The ADP Workforce Now Support Center: Search Approval Paths > Select Documentation Page Level Help 2015 ADP, LLC 2-13 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Approval Path Navigation Practitioner must enter a path name and a description before entering the criteria. Starting Point: Setup > Approval Process > Approval Paths The approval page appears as follows: 1 2 5 3 4 6 Navigation Chart # Description 1 The Approval Path Name is entered here. 2 The Approval Path Description is entered here. 3 There are four Assignee Types to select from: Specific User, Up Affected Employee Manager Hierarchy, Up Submitter Manager Hierarchy and Work Group. 4 Assignee: Specific User: The assignee options are to be select from the employee list. Up Affected Employee or Submitter Manager Hierarchy: The assignee options can be selected between levels 1 through 10. The requester's manager (level 1) upward the organizational hierarchy. Work Groups: The assignee options are to be selected from an existing list of Work Groups. 5 Step Type: Approval: Can go to practitioners, managers and supervisors. Approval requests must be approved before the changes will process with payroll. Notification: Can be sent to all roles. Notifications tell the assignees what changes have been made. 6 Action: Insert above: Inserts another step above the existing one. Insert below: Inserts another step below the existing one. Delete: Deletes the selected row. 2015 ADP, LLC 2-14 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Workflow Approval Path Options As part of the Approval Path setup, practitioners must identify if this Workflow will initiate a notification, an approval or a combination of notifications and approvals. Let s look at each of the options: Action 1. Nothing (No Workflow) Description A change is made using employee or manager self service. The results are then processed. 2. Notification A change is made using employee or manager self service. This triggers a notification to be sent to a specific user, one level up or to a Work Group. The notification is sent to the recipients Message Center where they can view the change. Example: The HR team only requires notification on address changes. 3. Approval A change is made using employee or manager self service. This triggers an approval request, which is sent to a specific user, one level up, or to a Work Group. The approval is sent to the recipients Message Center where they can view and approve or reject the request. No changes are sent to payroll until the request has been approved. Example: All rate changes must be approved by the VP of the department. 4. Approval and Notification A change is made using employee or manager self service. This triggers both a notification and an approval request to be sent. The notifications and approvals are sent to the Message Centers of specific users, one level up, or Work Groups. The notifications and approvals are usually sent to different people or groups. The rules regarding notification and approvals still apply. Notifications do not prevent the processing of the changes; however nothing will process to payroll until the approval request has been approved. Example: When a rate is changed a notification is sent to HR and the approval request goes to the department VP. Important Information If effective dating is off, the changes will process with the next payroll. If effective dating is on, the changes will not take effect until the date advised at the time of entry. Only practitioners, managers and supervisors have approval privileges. All roles can receive notifications. 2015 ADP, LLC 2-15 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Demonstration: Creating Approval Paths We will now demonstrate how to create multiple Approval Paths. Scenario Create two Approval Paths, one for each scenario: 1. Pathway 1: Create a two-step process with the following criteria: Work Group, Sales & Operations and notifications Specific User, Donald East and Approval 2. Pathway 2: Create an Approval Path with the following details: Up Submitter Manager Hierarchy, One Level, Approval Activity: Creating a Multi-Row Notification/Approval Path Starting Point: Setup > Approval Process > Approval Path Step Action 1 Pathway 1: Click ADD. 2 Key the following into these fields: Path Name: Dept. 700000 (Manufacturing) Description: Dept. 700000 - Notification and Approval 3 Select Work Group from the Assignee Type dropdown. 4 Select Sales and Operations from the Assignee dropdown. 5 Select Notification from the Step Type dropdown. 6 Click the action icon and select Insert below. 7 Select Specific User from the Assignee Type dropdown. 8 Select Donald East from the Assignee dropdown. 9 Select Approval from the Step Type dropdown. 10 Select Save. Activity Result 2015 ADP, LLC 2-16 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Activity: Creating a One Level up Approval Path Starting Point: Setup > Approval Process > Approval Path Step Action 1 Pathway #2 Select the Add button. 2 Key the following into these fields: Path Name: Basic Approval Description: Managers Approval 3 Select Up Submitter Manager Hierarchy from the Assignee Type dropdown. 4 Select One Level from the Assignee dropdown. 5 Select Approval from the Step Type dropdown. 6 Select Save. Activity Result 2015 ADP, LLC 2-17 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Business Rules Standard Workflows automate the notification and approval processes, however many companies have unique situations/exceptions that require more than what the standard Workflow can support. Business Rules provide the ability to create exceptions sending notifications and/or approval requests along a different path based on the criteria outlined in the Business Rule. Like approval paths, Membership Rules, and Work Groups, Business Rules are reusable. Example All Time off requests for employee in the home department 900000 will go to the department VP for approval. The Time Off request for all other home departments will go one level up for approval. 2015 ADP, LLC 2-18 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Business Rules Navigation The approval page appears as follows: 1 3 2 4 5 6 Navigation Chart Starting Point: Setup > Approval Process > Business Rules Step Action 1 Is where the Business Rule description is keyed. 2 The comparison type allows the practitioner to create criteria by selecting an attribute and then assigning a value. 3 Action Add provides the practitioner with the ability to locate criteria and then add it into the database. 4 Action Update provides the practitioner with the ability to locate criteria and then update the information in the database. 5 Action Delete provides the practitioner with the ability to locate criteria and then delete the information in the database. 6 The calculation type allows the practitioner to calculate data and only capture the values that meet the criteria in the operator & value. Additional Resources For more information about Business Rules and how to set them up, see: The Setting Up Workflow in ADP Workforce Now guide on the Support Center The ADP Workforce Now Support Center: Search Business Rule > Select Documentation Page Level Help 2015 ADP, LLC 2-19 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Demonstration: Creating a Business Rule We will now demonstrate how to create a Business Rule. Scenario Create two Business Rules, one for each pathway: Pathway 1: Home Department = 700000 (Manufacturing) Activity: Creating a Business Rule Starting Point: Setup > Approval Process > Business Rules Step Action 1 Pathway #1 Click ADD. Result: The Add Business Rule window will open. 2 Complete the following in the Add Business Rule window: Select the Standard Activity radio button. In the Activity field, select Employee - Time Off Request from the dropdown list. Type Dept 700000 in both the Rule Name and Description fields. 3 Click Done. 4 Complete the following items in the step: Type: Leave as default, Comparison. Attribute: Global - Home Department. Operator: Select = (equal to). Value: 700000. 5 Select Save. 2015 ADP, LLC 2-20 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Activity Results Pathway #1 2015 ADP, LLC 2-21 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Activity Configuration (Exceptions to Approval Paths) The Activity Configuration component combines all of the various components of the Workflow together. It is broken down into two tabs: Standard Activities and Custom Activities: Standard Activities: Within the Standard Activities tab practitioners can select Employee or Manager Activities to attach to Workflows. Custom Activities: Within the Custom Activities tab a wizard provides the ability to create custom Employee Activities. In addition to the activity itself exception pathways can also be setup for customized activities. Once an activity is selected from the Standard Activity tab there are several setup requirements: Default Approval Path (required) Escalation (optional) Emails (optional) Exception Approval Paths (Optional) Important Information Activity Configuration contains default Standard Activities for employees and managers. These activities cannot be deleted or changed, however practitioners can create customized activities using the Custom Activities tab. 2015 ADP, LLC 2-22 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Navigating Activity Configuration The Activity Configuration page appears as follows: 1 2 3 4 5 Navigation Chart # Description 1 The Standard Activities tab displays all of the activities (Employee & Manager). Note: There are no activities for practitioners. 2 The Custom Activities tab provides the practitioner with the ability to create customized activities. 3 These radio buttons are used to toggle between the employee and manager activities. 4 Displays the number of exception pathways created. 5 Displays the list of default activities. Additional Resources For more information about Activity Configuration and how to set them up, see: The Setting Up Workflow in ADP Workforce Now guide on the Support Center The ADP Workforce Now Support Center: Search Activity Configuration > Select Documentation 2015 ADP, LLC 2-23 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Demonstration: Creating the Default Approval Path in Activity Configuration We will now demonstrate how to define the default Approval Path in Activity Configuration. Scenario Complete the following activity for Basic Approval: Identify the default Approval Path as Basic Approval Activity: Creating the Default Approval Path in Activity Configuration Starting Point: Setup > Approval Process > Activity Configuration > Employee - Time Off Request > Approval Paths and Approvers section Step Action 1 Select the magnifying glass in the Default Approval Path field, and then select Basic Approval from the dropdown list. Activity Results 2015 ADP, LLC 2-24 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Scenario Complete the following activities: Define the escalation process: Field 1: 2 Field 2: 2 Field 3: 5 Reassign field: Leave it blank Or Add field: One Level up Activity: Setting up the Escalation Process Starting Point: Setup > Approval Process > Activity Configuration > Employee - Time off Request > Escalation section Step Action 1 Field 1 - In the first selection field use the up arrow or type in 2 days. (If no action is taken ) 2 Field 2 - In the second selection field use the up arrow or type in 2 days. (Notification email...) 3 Field 3 - In the third selection field use the up arrow or type in 5 days. (After ) 4 Field 4 - In the reassign field leave the default: Leave Blank. OR add select One Level Up (Note: If selected, only the reassigned approver can approve.) 5 Field 5 - In the Or add field, select One Level Up. Activity Results 2015 ADP, LLC 2-25 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Demonstration: Creating an Exception Approval Path(s) We will now demonstrate how to define an exception Approval Path within Activity Configuration. Scenario Complete the following activities for the Manufacturing Department (700000): Define the exception pathway as follows: Select Dept. 700000 for the Business Rule and Dept 700000 for the Approval Path. Activity: Creating an Exception Approval Path(s) Starting Point: Setup > Approval Process > Activity Configuration > Employee - Time off Request > Exception Approval Path(s) tab Step Action 1 Select Dept 700000 from the Business Rule dropdown. 2 Select Dept 700000 from the Approval Path dropdown. 3 Select Save. Activity Results 2015 ADP, LLC 2-26 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Demonstration: Workflow Creation for Employee Direct Deposit We will now demonstrate how to create a work group and setup an approval path. Scenario The Payroll Manages and Payroll Director needs to approve all direct deposit change requests submitted by employees or supervisors. Activity1. Create a membership rule "Direct Deposit Payroll Group" and select Payroll Department 500000 for the membership rule. Activity2. Next, create a work group called "Direct Deposit" and attach the Direct Deposit Payroll Group membership rule to it. Ensure that the payroll managers and payroll directors are the only active members within this workgroup. Remove all other members (if any). Activity3. Next, setup an approval path as follows: Work Group, Direct Deposit, Approval Activity4. Also, set an Employee Direct Deposits activity configuration, with the default approval path Direct Deposit and set an escalation process as follows: Field 1: 2 Field 2: 2 Field 3: 4 Reassign field: Leave it blank Or Add field: One Level up Remember to save your work at regular intervals. Activity1: Creating a Membership Rule Starting Point: Setup > Approval Process > Membership Rules Step Action 1 Click ADD. 2 Name field: Type DD Payroll Group. Description field: Type Direct Deposit Payroll Group. Click Done. 3 Select/type the following data into each of the fields: Type: Comparison Attribute: Department (located under Job Title in Validation tables) Operator: = (equal to) Value: 500000 (Payroll) 4 Select the Save dropdown and select Save & Return. 2015 ADP, LLC 2-27 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Demonstration (Continued): Workflow Creation for Employee Direct Deposit Activity2: Creating a Work Group Starting Point: Setup > Approval Process > Work Groups Step Action 1 Click ADD. 2 Name field: Type Direct Deposit. Description field: Type Direct Deposit. Click Done. 3 Select DD Payroll Group and then select the single arrow pointing to the right. 4 Select the Members tab, the Current Members tab displays by default. Check to see the members and their Job Titles. Note: All members should be Payroll Managers and Payroll Directors. 5 If you see any members other than payroll managers and payroll directors, check the checkbox beside their name and then click Save. Note: This will remove them from the list as they are not required to approve the direct deposit change requests. If you wish to add any additional members as approvers, you can add them by going to the Available for Membership tab. 6 When ready, click Save and select Save & Return. Activity3: Creating an Approval Path Starting Point: Setup > Approval Process > Approval Paths Step Action 1 Click ADD. 2 Path Name field: Type Direct Deposit. Description field: Type Direct Deposit. 3 Select Assignee Type as Work Group. 4 Select Direct Deposit from the Assignee dropdown. 5 Select Approval from the Step Type dropdown. 6 Select Save. Activity4: Setting Up an Activity Configuration Starting Point: Setup > Approval Process > Activity Configuration Step Action 1 Under Standard Activities ensure, Employee radio button is selected. From the displayed list, select Employee - Direct Deposits. 2 In the Approval Paths and Approvers section, select the magnifying glass in the Default Approval Path field, and then select Direct Deposit from the dropdown list. 3 In the Escalation section, select/type the following: Field 1: 2; Field 2: 2; Field 3: 4; Reassign field: Leave it blank; and Or Add field: One Level up. 6 Click Save. 2015 ADP, LLC 2-28 W017_ILT_WFN80V01_0415
MODULE 2: WORKFLOW CREATION HANDOUT MANUAL Module 2: Workflow Creation Debrief In this module, we have explored all of the components that can be selected to create a Workflow. Review and write down the correct responses for each of these questions: 1. What portions of the Workflow can you see your company utilizing? 2. What types of exceptions can you incorporate into your company? Summary You can now: Set up each of the components within a workflow: Membership Rules Work Groups Approval Path Business Rules Activity Configuration (Exception path) Define which steps are mandatory and which are optional Demonstrate how to escalate pending Workflows after a period of inactivity 2015 ADP, LLC 2-29 W017_ILT_WFN80V01_0415
Workflow for ADP Workforce Now Module 3: Triggering and Responding to Workflows Automatic Data Processing, Inc. ES Canada
MODULE 3: TRIGGERING AND RESPONDING TO WORKFLOWS HANDOUT MANUAL Triggering and Responding to Workflows Purpose In module 2 we setup the workflow, now we will trigger the workflow and examine the results from different perspectives. Objectives Upon completion of this module, you will be able to: Identify what triggers a Workflow Describe what occurs during each stage of the process once a Workflow is triggered Demonstrate how to access and view messages within the Message Center Create Email Templates Activate email notifications within Activity Configuration 2015 ADP, LLC 3-1 W017_ILT_WFN80V01_0415
MODULE 3: TRIGGERING AND RESPONDING TO WORKFLOWS HANDOUT MANUAL Triggering a Workflow Scenario The following scenario will be used in order to demonstrate all components of a workflow: 1. Peter Biggins from department 700000 (Manufacturing) and Edward Bonner from department 710000 (Production) will enter a time off request into their self service profiles. 2. This request will trigger the following: Peter Biggins s Request: Notifications will go to the Sales & Operations workgroup and an approval request will go to his director, Donald East. (Pathway #1) Edward Bonner s Request: An approval request will go to his manager, Samuel Barbato -1 level up. (Pathway #2) 3. Samuel Barbato will login to his message center and: Review Peter s notification (For he is in the Sales & Operations workgroup) Review and approve Edward s time off request. 4. Donald East will login to his message center to review and approve Peter s time off request. 5. Peter Biggins will then: Login to his message center to see the response. View the email notification to his response. Step 1 Step 2 An employee or manager enters a change/request, triggering the Workflow. Notifications: All roles can receive notifications. Approvals: Practitioners and managers/supervisors can receive approvals. Step 3 Recipients access the notification or approvals through their Message Centers. Step 4 Approved requests are saved and will process with payroll based on their effective date. Step 5 The Requestor receives the response to their change/request in their message center. 2015 ADP, LLC 3-2 W017_ILT_WFN80V01_0415
MODULE 3: TRIGGERING AND RESPONDING TO WORKFLOWS HANDOUT MANUAL Workflow Perspectives Employee Requests Time Off The process begins by a practitioner, employee, or manager triggering the workflow by requesting time off. Demonstration: Logging in and Requesting Time Off We will now demonstrate the process of logging in as an employee and requesting Time Off. Scenario Log in as Edward Bonner and request one day off. Log in as Peter Biggins and request one day off. Activity: Logging in and Requesting Time Off Starting Point: Login as an employee > Myself > Time Off > Request Time Off Step Action 1 Log in as Peter Biggins. Note: Enter this information under the User login tab. 2 Use the pathway listed above. Request Time Off page with My calendar displays. Click on the day in the calendar. 3 Then, click Request Time Off. 4 In the Request Time Off window, enter the following into each field: Time Off Policy (dropdown): Vacation Amount: Type 7 hours Start Time: Type 8:30 Note: If the employee is an hourly time employee such as Edward Bonner the start time and value will be prepopulated. 5 Click Submit. 6 Log into Edward Bonner using the same method as Peter, and then repeat steps 2-5. 2015 ADP, LLC 3-3 W017_ILT_WFN80V01_0415
MODULE 3: TRIGGERING AND RESPONDING TO WORKFLOWS HANDOUT MANUAL ADP Workforce Now Message Center The Message Center is a mailbox system used to send notifications and approval requests to individuals regarding a variety of things within ADP Workforce Now. The Message Center is located in the top right hand corner of the page: The Message Center, the Envelope icon, will contain a red circle and a white number on it, as seen in the example when there are unread messages. The Message Center contains two tabs: Current and Completed. Current Tab All notifications and approvals will appear and remain in this tab until they are marked as read. Completed Tab Once the entries have been Marked as read they will appear in the completed tab. To clear the completed tab, the user can select the Archive link. Archived Messages In order to view the items that have been archived, the user must select Include Archived Messages. 2015 ADP, LLC 3-4 W017_ILT_WFN80V01_0415
MODULE 3: TRIGGERING AND RESPONDING TO WORKFLOWS HANDOUT MANUAL Manager/Work Group Receives Notification/Approval Request Now that the workflow has been triggered, the assignee must review the notification/approval request and action it if required. Demonstration: Reviewing a Notification and Approving a Request We will now demonstrate how to open the Message Center, review a notification and approve a request. Scenario Log in as Samuel Barbato, review your notification triggered by Peter and approve the request from Edward. Activity: Reviewing a Notification and Approving a Request Starting Point: Log in > Message Center icon Step Action 1 Log in as Samuel Barbato. Note: Enter this information under the User login tab. Result: Samuel s message center will display the number of unread message on the envelope icon. 2 Select the Envelope icon. Result: The message center opens revealing the notification and approval request. 3 Select the action icon to the right of Peter s name, and then select Review. 4 Select the action icon to the right of Edward s name, and then select Approve. Result: An Approve window opens with the option to add comment/s. 5 Type appropriate notes in the Add a Comment box and then click Approve. Edward s workflow will be complete. Note: Peter s request still requires the approval of Donald East, the director, one level up before it will be complete. 2015 ADP, LLC 3-5 W017_ILT_WFN80V01_0415
MODULE 3: TRIGGERING AND RESPONDING TO WORKFLOWS HANDOUT MANUAL 2 nd Level Approval In some cases approvals are sent to the next level up. In this scenario we notified the manager group and the approval is required by the director level. Demonstration: Reviewing and Rejecting a Request We will now demonstrate how to open the Message Center, review a request and reject it. Scenario Donald East received a message in his message center. A time off request from Peter required action. After reviewing the schedule, Donald must reject Peter s time off request as too many people are off that day. Activity: Reviewing and Rejecting a Request Starting Point: Log in > Message Center Step Action 1 Log in as Donald East. Note: Enter this information under the User login tab. Result: Donald s message center will display the number of unread message on the Envelope icon. 2 Select the Envelope icon. Result: The Message Center opens revealing the notification and approval request. 3 When the action icon to the right of Peter s name is selected, Donald has the option to select approve or reject the request. Select Reject. Result: A reject window appears with the option to add comment/s. 4 Donald can add appropriate notes in the Add a Comment box, then click Reject. 2015 ADP, LLC 3-6 W017_ILT_WFN80V01_0415