Global Payroll - Functional Overview

Global Payroll - Functional Overview

ContentsGlobal Payroll - Functional Overview 2

Commercial In Confidence 3

Introduction 4

Purpose 4

Executive Summary 4

Business Benefits 4

Scope 5

Baselines 5

Functional Scope 5

Business Rules / Design Decisions 5

Transformation and Data Enrichment 5

Data Mapping 5

Payroll Calculate 5

Payroll Transaction 5

Interface Details 6

Process Overview 6

Reference Data 6

Preparation of Payroll Transaction Data 6

Sending of Payroll Transaction Data 6

Return of Payroll Advice Data 6

Adapter Details 6

Personnel 6

Payroll Master 7

Payroll Transaction 7

Payroll Advice 8

Ellipse Configuration 9

Modules 9

Security 9

Core Menu Changes 9

Other Configuration 10

FAQs 11

Commercial In ConfidenceCopyright 2016 ABB

All Rights Reserved

Confidential and Proprietary

Legal Disclaimer

The product described in this documentation may be connected to, and/or communicate information and data via, a networkinterface, which should be connected to a secure network. It is your sole responsibility to ensure a secure connection to thenetwork and to establish and maintain appropriate measures (such as but not limited to the installation of firewalls, applicationof authentication measures, encryption of data, installation of antivirus programs, etc.) to protect the product, the network,your systems, and the interface against any kind of security breach, unauthorised access, interference, intrusion, leakage,damage, or corruption or theft of data. We are not liable for damages or losses related to any such security breach,unauthorised access, interference, intrusion, leakage, damage, or corruption or theft of data.

Introduction

PurposeThe purpose of this document is to explain the business intent of the Global Payroll integration solution, including how toconfigure and use the new functionality. Business processing will occur in Ellipse in relation to the maintenance of referencedata (employee information and deduction information) and the preparation of transaction data (valued payroll transactiondata). This data will be exported to a 3rd party Payroll system for payroll calculation processing. Upon completion of Payrollprocessing in the 3rd party Payroll system pay advice information will then be returned to Ellipse. Business analysts and keysystem users will need to understand the functionality of the Payroll integration solution in order to instruct the technicalresources as to how to implement and configure this.

Executive SummaryThe Ellipse product provides support for a fully embedded payroll solution for Australia, payroll support for all other regions canutilise the Global Payroll solution to integrate with local payroll solutions. The Ellipse 8.5+ Global Payroll solution provides theability to integrate with 3rd party payroll systems utilizing either Valued or Unvalued Transaction models, this ensures that acomplete solution can be provided in all regions regardless of whether full Ellipse payroll or a 3rd party payroll system withlocal expertise is used.

The primary difference between running Ellipse with internal payroll and Ellipse with a 3rd party Payroll system is that theregulatory requirements of taxation, deductions, etc., distribution of payments and filing of reports is removed from the Ellipseproduct and processed in the payroll system. The creation and modification of employee information is performed within Ellipseand automatically passed to the payroll system, all timekeeping is performed and interpreted in Ellipse, then passed to thepayroll system for processing, results from the payroll process can then be returned to Ellipse for review in ESS pay advices inthe same way pay advices are reviewed when payroll is processed within Ellipse.

The integration solution provides adapters that cater for Ellipse reference and transaction data to be passed to payroll systemsfor calculation of salary according to local rules and regulations. The payroll system is then expected to provide Payroll Advicedata from a payroll run back to Ellipse through an adapter. This will indicate that the payroll run processing was successfullycompleted. The following Ellipse data entities are available for integration through the standard Global Payroll integrationsolution:

• Personnel

• Payroll Master

• Payroll Transaction

• Payroll Advice

Business BenefitsThe key business benefits of this integration solution are:

1. A customer can operate multiple payroll types on a single instance of Ellipse, including integrating with 3rd party Payrollsolutions using both the Valued and Unvalued Transaction models. This removes the need to establish and maintainseparate instances of Ellipse or the use of multiple HR Payroll solutions for rostering, timekeeping and awardinterpretation.

2. A person can transition between different payroll processing types while on a single instance of Ellipse, for example anemployee could move from full payroll within Ellipse to payroll from a 3rd party system and the employee would stillaccess the same applications within Ellipse for ESS as they did when being paid within Ellipse.

3. Different payroll types can be implemented as required by an organisation (e.g. with mergers and acquisitions, executiveversus staff payroll, etc.).

4. Customers can leverage the benefits of Ellipse's asset intensive industry focused solution for rostering, timekeeping,award interpretation and payroll solutions as required (i.e. staggered implementations).

5. Payroll history transactions for the payroll types of Full Payroll, Gross and Timekeeping are stored in a consistent mannerand can be accessed via the same services and adaptors. This achieves a simplified integration and reporting model.

6. Core pay advice developed in Jasper has been made available as part of the global payroll adapter enhancement, this payadvice utilizes the pay advice history tables to ensure that a pay advice can be accurately reproduced at any point intime. The same Jasper pay advice that is run in batch mode for producing pay advices for all or selected employees isalso used in ESS mode within the online pay advice history application.

7. Full history of pay advices with point in time review of any historical pay advice. The online application details basicinformation for each pay advice as it was when originally generated, a detailed pay advice in pdf format is available foreach item by pressing a button on the detail page. When the Pay Advice button is pressed the pdf pay advice isgenerated by initiating a Jasper report that is displayed in a new tab, this pay advice uses the same information that wasgenerated when the payroll was originally processed so will be a true point in time reflection.

8. Single point of entry and review for ESS regardless of where the actual payroll calculations and disbursements occur. Thismeans that the following type of process flow is supported with all access by an employee within Ellipse and no need toaccess the 3rd party solution.

a. Employee changes personnel details within Ellipse, any changes trigger the extraction of the personnel data for useby 3rd party systems.

b. Employee enters time, leave and labour transactions within Ellipse.

c. Payroll process values transactions (if required), and triggers extraction of payroll data for use by 3rd party system.

d. Remaining steps of payroll calculation and disbursement performed in 3rd party system, payroll results generatedfor use by Ellipse.

e. Payroll results used by Ellipse to populate pay advice history tables.

f. Employee reviews pay advice within Ellipse ESS.

ScopeThe Ellipse portion of the integration solution is contained within Ellipse and the Ellipse Integration Platform (EIP). There will beadditional third party software required to integrate between the 3rd party Payroll system and EIP to complete the end-to-endEllipse / Payroll integration solution. The scope of the Ellipse / Payroll integration solution is detailed below:

BaselinesEllipse 8.5 onwards. This item is not suitable for back fit to prior versions of Ellipse 8.

Functional ScopeThe functional scope of the Ellipse side of the integration solution encompasses:

1. Personnel adapter to provide employee details to the 3rd party payroll systems.

2. Payroll Master adapter to provide master deduction details for use in 3rd party payroll systems.

3. Payroll Transaction adapter to provide employee payroll transaction details for use in 3rd party payroll systems.Acknowledgement that the transactions were accepted or rejected by the 3rd party payroll system is required to ensurethat all information passed from Ellipse has been loaded successfully into the 3rd party payroll system.

4. Payroll Advice adapter created to support the import of pay advice details into Ellipse from a 3rd party payroll system.This provides users the ability to review and print pay advices from within Ellipse even though the payroll was processedon another system.

5. Ellipse payroll calculate/update processing that provides a full history of non-valued payroll transactions available foraccess by 3rd party payroll systems using the relevant adapter. Thus regardless of the type of payroll being processedthe results are stored in a consistent manner in Ellipse.

6. The Time and Attendance No Payroll (TANP) global setting (and its limitations) has been removed from Ellipse andunnecessary code and reporting parameters related to the TANP configuration setting has also been removed fromEllipse.

Business Rules / Design Decisions

Transformation and Data EnrichmentIt is assumed that all transformation and enrichment of the data passed from the 3rd party Payroll system required for themessage to be processed into Ellipse, will be carried out within EIP. The provision of third party software required to integratebetween the 3rd party Payroll system and EIP will need to catered for.

Data MappingThe XML messages to be passed to the EIP adapters for Payroll will be required to conform to the relevant OAGIS standard.Refer to the EIP adapter documentation under the Ellipse Knowledge Repository for the specific details of the messagesrequired for each EIP adapter.

Payroll CalculateEllipse payroll calculate and update process has been modified so that the payroll history transactions for a payroll type ofTimekeeping are stored in a consistent manner to the payroll types of Gross and Full Payroll. This change provides the ability toprocess MSF832 / 833 transactions through to MSF835 without valuing the transaction if the pay group has a payroll type ofTimekeeping. The above change enables the same services and adaptors to be used regardless of payroll type and ensuresthat there is a full history of payment transactions that have been sent to 3rd party payroll solution for processing.

Payroll TransactionAn acknowledgement process is expected to be implemented for Payroll Transaction Data passed from Ellipse to the 3rd partypayroll system. The 3rd party payroll system will be required to provide a status update back to Ellipse that reflects whether ornot the transaction data was successfully loaded into the 3rd party payroll system.

Interface Details

Process OverviewThe Global Payroll integration solution is comprised of several adapters that support the exchange of data between Ellipse anda 3rd party payroll system. A summary of the business processing that is required to support the Ellipse Global Payrollintegration solution is outlined in the sections below. Broadly this covers:

• Update of Payroll reference data within Ellipse.

• Preparation of Payroll transaction data within Ellipse.

• Sending Payroll transaction data from Ellipse to payroll system

• Return of Payroll advice data from payroll system to Ellipse.

Reference DataReference data relevant to payroll processing will be maintained in Ellipse in an ad hoc manner as part of routine Ellipsebusiness processing. This information includes the following:

• Core Employee details updates including Reference Codes.

• Position Hierarchy details updates.

• Employee Positions details updates

• Employee Training Courses details updates

• Employee Deduction details updatesThis data will be automatically published from Ellipse whenever changes are made via the event framework. The EIP adaptersfor Personnel and Payroll Master will then provide the details of this information via OAGIS XML messages that will be passed tothe payroll system.

Preparation of Payroll Transaction DataIn preparation for Payroll processing Payroll Transaction History transaction data will be generated in Ellipse. The Ellipse dataincludes transactions generated by the Roster Generate (MSB890), Timeekeeping (MSE891), Leave Request (MSE888) andPayroll Transactions entry applications (MSO832, MSO89F, MSO83M). Valued transactions from this processing will be held onthe Ellipse Payroll Transaction History (MSF835). If unvalued transactions are required in the payroll system the values forthese transactions can be ignored by the payroll system.

Sending of Payroll Transaction DataPayroll transaction data is sent to the Payroll system using the Payroll Transaction adapter. This adapter can use either anevent based or a timer based mechanism to initiate the sending of the data to the payroll system. The EIP Payroll Transactionadapter will provide a complete set of work time transactions for an Ellipse Employee that is sent to the payroll system. Thisinformation will be passed in the form of OAGIS XML messages to the payroll system. The Payroll Transaction adapter isdesigned to operate within an end-to-end integration solution with the Payroll system. This requires that the payroll system willprovide a status update back to Ellipse that reflects whether or not the transaction data was successfully loaded into the 3rdparty payroll system. An application in Ellipse (MSE835) will allow users to monitor and administer the interface to ensure allrequired data is successfully passed from Ellipse to the 3rd party payroll system.

Return of Payroll Advice DataPayroll Advice details are required to be sent from the payroll system back to Ellipse to provide confirmation of the completionof Payroll processing and provide data that can be stored in ellipse and then used for ESS processing. A Process Payroll AdviceHeader message for a payroll run must firstly be sent from the Payroll system and received in Ellipse. This indicates that thepayroll run processing was successfully completed. The related Process Pay Advice Employee messages for each employeeprocessed in that payroll run can then be sent.

Adapter Details

PersonnelIn order for the 3rd party payroll system to calculate salary amounts, some details of the employee will be required. Personnelinformation is maintained in an ad hoc manner within Ellipse. This information includes employment details, names andaddresses, contact details, id details and similar information. Where changes to the data are made in Ellipse, this informationwill be made available for use by the payroll system (for example when the address details are changed for an employee inEllipse this will trigger the extraction of personnel information for the employee).

When integrating with a payroll system Ellipse is the master of the personnel information and the payroll system will be theslave. It is expected that the personnel data will be maintained within Ellipse and whenever a change is made to an employee,then all personnel information will be published to the payroll system in order to be synced there. This will ensure that the

personnel information in the payroll system accurately reflects the information within Ellipse. To facilitate this, when employeeinformation is changed in Ellipse (including a new hire of employee), all the details of the Employee will be published via Ellipseevents functionality. Refer to the Events section of the Personnel adapter documentation for details of the configurationrequired to enable this processing. The Personnel adapter provides access to the following Ellipse business elements:

• Core Employee

• Position Hierarchy

• Employee Positions

• Employee Training Courses

• Reference CodesThe Personnel adapter passes the data to the Payroll system via a ShowPersonnel XML message. The data contents of thismessage will need to be mapped the relevant data entities and attributes in the payroll system. Refer to the Message Mappingsections of the Payroll Transaction adapter documentation for details of the content of this message.

NoteMore detailed technical information relating to this adapter is available in a separate document in the Ellipse KnowledgeRepository.

Payroll MasterIn order for the 3rd party payroll system to calculate salary amounts, employee deduction information will be required. Thisinformation includes deduction codes, amounts, dates, references, supplier details, etc. Employee deduction information ismaintained in an ad hoc manner within Ellipse. Where changes to the data are made in Ellipse, this information will be madeavailable for use the payroll system (for example when a new deduction code is added in Ellipse this will trigger the extractionof employee deduction information).

When integrating with a payroll system Ellipse is the master of the employee deduction information and the payroll system willbe the slave. It is expected that the employee deduction data will be maintained within Ellipse and whenever a change is madeall employee deduction information will be published to the payroll system in order to be synced there. This will ensure that theemployee deduction information in the payroll system accurately reflects the information within Ellipse. To facilitate this, whenemployee deduction information is changed in Ellipse, all the details of the deduction code will be published via Ellipse eventsfunctionality. Refer to the Events section of the Payroll Master adapter documentation for details of the configuration requiredto enable this processing.

The Payroll Master adapter provides access to the following Ellipse business elements:

• Employee DeductionThe Payroll Master adapter passes the data to the Payroll system via a ShowPayrollMasterData XML message. The datacontents of this message will need to be mapped to the relevant data entities and attributes in the payroll system. Refer to theMessage Mapping sections of the Payroll Transaction adapter documentation for details of the content of this message.

NoteMore detailed technical information relating to this adapter is available in a separate document in the Ellipse KnowledgeRepository.

Payroll TransactionIn order for the 3rd party payroll system to calculate salary amounts, employee transaction information will be required. Theemployee transaction data contains raw payroll transaction data (Time and Units) generated by Ellipse business processing,utilising the employee details, configuration and award interpretation process.

The external Payroll system will receive a complete set of work time transactions for an Ellipse Employee. To facilitate thepassing of this information to the payroll system, there are 2 supported mechanisms provided for the publication of PayrollTransaction data from Ellipse:

1. Events - where a change is made to the Pay Group Control table (MSF801_PG_801), an event message will be generated.This will initiate the extraction of Payroll Transaction data for the relevant Pay Group by the Payroll Transaction adapter.

2. Timer - the extraction of Payroll Transaction data for Pay Groups can be initiated via time based process. At the specifiedtime the extraction of Payroll Transaction data will be processed by the Payroll Transaction adapter.

Refer to the Publication section of the Payroll Transaction adapter documentation for details of the configuration required toenable this processing. The Payroll Transaction adapter provides access to the following Ellipse business elements:

• Payroll HistoryThe Payroll Transaction adapter passes the data to the Payroll system via a PostEmployeeWorkTime XML message. The datacontents of this message will need to be mapped to the relevant data entities and attributes in the payroll system. The Payroll

Transaction adapter requires that the payroll system will provide a status update back to Ellipse that reflects whether or not thetransaction data was successfully loaded into the 3rd party payroll system. The status update is required in the form of aAcknowledgeEmployeeWorkTime XML message. The data contents of this message will need to be mapped from the relevantdata entities and attributes in the payroll system. Refer to the Message Mapping sections of the Payroll Transaction adapterdocumentation for details of the content of this message.

NoteMore detailed technical information relating to this adapter is available in a separate document in the Ellipse KnowledgeRepository.

Payroll AdviceThe Payroll Advice adapter allows for the update of the Employee Pay Advice related tables in Ellipse with the details for anemployee from a payroll run performed in a 3rd party Payroll system. A Process Payroll Advice Header message for a payrollrun must firstly be sent from the Payroll system and received in Ellipse. This will indicate that the payroll run processing wassuccessfully completed and cater for Employee Self Service (ESS) processing in Ellipse. Ellipse will provide anacknowledgement message for the Payroll Advice Header process message, which will contain the unique payroll run id(created in Ellipse) for this payroll run. The related Process Pay Advice Employee messages for each employee processed inthat payroll run can then be sent in any order. The Process Pay Advice Employee messages for each employee MUST includethe unique payroll run id created in Ellipse, this is to allow Ellipse to associate the Process Pay Advice Employee messages foreach employee with the correct payroll run.

Where an update Payroll run is processed in the external Payroll system and is then incorrectly passed to Ellipse, there exists aCancelPayrollAdviceHeader message that can be passed to the Payroll Advice Adapter to delete this information in Ellipse.

NoteEllipse only holds one Update Payroll run per period, if a subsequent Update Payroll run is attempted to be updated into thecurrent Ellipse period an error will be returned.

The Payroll Advice adapter provides access to the following Ellipse business elements:

• Pay Advice Header

• Pay Advice Employee

• Pay Advice Employee Earning

• Pay Advice Employee Deduction

• Pay Advice Employee Banking

• Pay Advice Employee Leave

• Pay Advice Employee Message

• Pay Advice Employee Tax

• Pay Advice Employee PTD Earning

• Pay Advice Employee PTD Deduction

• Pay Advice Employee YTD TaxThe Payroll Advice messages are required in the form of a ProcessPayrollAdviceHeader and ProcessPayrollAdviceEmployee XMLmessages. The data contents of these message will need to be mapped from the relevant data entities and attributes in thepayroll system. Refer to the Message Mapping sections of the Payroll Advice adapter documentation for details of the contentof these messages.

NoteMore detailed technical information relating to this adapter is available in a separate document in the Ellipse KnowledgeRepository.

Ellipse Configuration

ModulesModule

No Module Name Required Notes

3001 General Module MandatoryRequired for all payroll types.3760 | PersonnelAdministration

Mandatory | Required to use all payroll types except "No Payroll".

3785 | Salary Administration Optional | Required for the payroll types of Gross and Full Payroll.3801 | Payroll Configuration Mandatory | Required to configure the payroll types of Rostered, Timekeeping, Gross and

Full Payroll.3820 | Payroll Management Mandatory | Required to administer the payroll types of Timekeeping, Gross and Full Payroll.3840 | Higher Duties Optional | Optional for all payroll types.3870 | Position Management Mandatory | Required for all payroll types.3880 | AbsenceManagement

 

Optional | Optional to administer the payroll types of Rostered, Timekeeping,Gross and Full Payroll. Not

applicable for the payroll type of No Payroll.

3890 | Time Management

 

Mandatory | Required to administer the payroll types of Rostered, Timekeeping,Gross and Full Payroll. Not

applicable for the payroll type of No Payroll.

3895 | RetrospectivePayments

 

Optional | Optional method to administer retrospective payments for payroll typesof Gross and Full Payroll.

Not applicable to the payroll types of No Payroll, Rostered and Timekeeping.

SecurityIt is recommended that a user account is setup in Ellipse that will used by EIP when processing web services requests to Ellipsefor messages associated with the Payroll system. This user account will need access to the following web service classes inellipse (via the MSE020 application):

• Employee

• PosnHierarchy

• EmpPositions

• EmpTrainCourse

• RefCodesEmpDeduction

• PayrollHistory

• PayAdviceEmployee

• PayAdviceEmpEarning

• PayAdviceEmpDeduction

• PayAdviceEmpBanking

• PayAdviceLeave

• PayAdviceMessage

• PayAdviceEmpPTDEarning

• PayAdviceEmpPTDDeduction

• PayAdviceEmpYTDTax

• PayAdviceEmpTaxThis will ensure the Payroll user account in Ellipse will only have access to the web service classes required for the standardGlobal Payroll interface.

Core Menu ChangesNo core menu changes have been made as a result of this development item.

Other ConfigurationThis functional overview does not detail the pre-existing configuration requirements for each of the different payroll types.

FAQsThe following questions are answered in this FAQ section:

• What countries are supported on Full Payroll?

• When would I use the payroll type of Gross?

• When would I use the payroll type of Timekeeping?

• Can a person move between payroll types?

• Who should be allowed to change a payroll type in my organisation?

• Are adapters that are developed by the customer to integrate to the ERP system have to be built to be run in the EllipseIntegration Platform (EIP)?

• Does this support the initial load of data entities into the 3rd party payroll system?Question: What countries are supported on Full Payroll?

Response: Australia only.

Question: When would I use the payroll type of Gross?

Response: When undertaking timekeeping, award interpretation and payroll exception processing in Ellipse and passingvalued transactions to a third party payroll system for "gross to net" processing and the associated disbursements andcompliance reporting. This model would be commonly used for countries outside Australia, particularly customers which utilisebureau services such as ADP for payroll. The benefit is that you are able to use the benefits of Ellipse rostering, timekeepingand award interpretation with full integration of availability and resource information for maintenance scheduling purposes.

Question: When would I use the payroll type of Timekeeping?

Response: When undertaking timekeeping and award interpretation processing in Ellipse and passing unvalued timekeepingtransactions to a third party payroll system for payroll processing. This model would be commonly used for countries outsideAustralia, where the customer wishes to utilise Ellipse as a clocking system to take advantage of its rostering, awardinterpretation and availability functionality but integrate with a 3rd party payroll. Often the use between Gross andTimekeeping with be influenced by the integration capabilities of the third party payroll system.

Question: Can a person move between payroll types?

Response: Yes. This can be achieved in a variety of ways, including:

1. Manually changing the Payroll Type against the person from No Payroll to Rostered and vice versa.

2. Pay Group transfers.Question: Who should be allowed to change a payroll type in my organisation?

Response: This is a business decision. Ventyx would recommend users with the responsibility of creating / modifying person /position details be responsible for setting the Payroll Type in MSE81S (No Payroll and Rostered options). All other payroll typesare determined via administering people against pay groups.

Question: Are adapters that are developed by the customer to integrate to the ERP system have to be built to be run in theEllipse Integration Platform EIP?

Response: The adapters that are developed to integrate to the ERP system do NOT have to be built to be run in the EIP. Thoseadapters can be developed to be run in the customer integration OR can be developed to be run in the EIP. The choice ofintegration platform will be dependent on the specific requirements of each customer. Where the customer integration platformis to be used to host the adapters for the ERP system, OAGIS XML messages will be expected to be passed to and from the EIP(over JMS) by the customer integration platform.

Question: Does this support the initial load of data entities into the 3rd party payroll system?

Response: The integration solution is only intended to support the transfer of data in a normal, day-to-day operationalenvironment. For the initial load of data the integration may suffice, however the volume of data to be loaded would need to bedetermined and the timeframe in which this is required to be transferred determined and then load testing on a productionstrength physical environment conducted to determine if that is possible.