integrating sap successfactors with adp payroll...
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qforservices.comSharing best practices for digital transformation
SVCS
qforservices.comSharing best practices for digital transformation
Integrating SAP SuccessFactors with ADP Payroll system
WHITE PAPER
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Integration is the process of configuring multiple application programs to share or
exchange data. This white paper offers insight into how integration works between
cloud to cloud platforms using Integration Platform as a Service (iPaaS). Using
this cloud integration, organizations are able to share their employee personal and
compensation related information with their respective payroll service provider’s
system via secure file transfer protocol (SFTP).
This paper also provides an overview of the data exchange that occurs between
Human Resource Information System (HRIS) records and Payroll in order to process an
individual employee’s paystub.
Integrating Sap SuccessFactors With ADP Payroll System
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More and more organizations are transforming their enterprise application
from an On-Premise system to an On-Demand system to take advantage of the
Software as a Service (SaaS) model. By adopting a cloud computing model,
organizations reap the benefit of reducing their investment cost in maintaining
their IT infrastructure. However, this migration prompts organizations to consider
integration options between Cloud-to-cloud, Cloud-to-On premises and On
Premises-to-Cloud applications in order to ensure data security, scalability,
region specific rollouts and adoptability.
When SuccessFactors Employee Central acts as the HRIS source of record
and ADP acts as the Payroll application, integration will play a vital role in an
organization’s IT infrastructure.
This whitepaper covers one method to integrate Cloud SAP SuccessFactors and
ADP payroll applications in a cost effective, customizable and secure manner.
Introduction
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Traditionally, organizations have looked at Payroll and HR as two separate functions.
With HR and Payroll being driven by two different applications, organizations are
prone to errors in areas covering employee life cycle, leave finalization and tax
planning among others. Without integrating SuccessFactors with ADP Payroll,
organizations face hurdles in the form of:
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Maintenance of master and transactional data in two different applications
Manual processing is time consuming and unnecessarily drains resources
Data inconsistency due to manual errors between SuccessFactors and ADP
Failure to detect data error until it is reported by an employee
Data redundancy
Data security
Hurdles Faced Without HR and Payroll System Integration
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Integrating SuccessFactors with ADP Payroll system is key to ensure both systems
access the same information, assure consistency and accuracy of data.
Implementing SuccessFactors Employee Central as the logical HRIS system of
record for employee data and making the data flow from the HRIS system to
ADP Payroll system serve well in gaining better control over data and promoting
consistency of data. The self-serve feature of the HRIS system allows the employee
to enter data into SuccessFactors Employee Central system and the integration
makes the data flow directly to ADP Payroll system. This in turn reduces the payroll
department’s input, processing time and efforts.
SuccessFactors-ADP Payroll Integration is the Key
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Automating Regular Transactions
By integrating SuccessFactors and ADP, organizations can support transactions
through the designed automated process. Transactions that are automated include:
Using this automation process, organizations are able to ensure the payroll system can
access information from SAP SuccessFactors Employee Central, which in turn assures
consistency of data. Moreover, this process fetches custom information which will be
maintained for work location and subsequently, computation of work location-based
taxes will be handled in the ADP system.
New Hires / Rehire
Address changes
Work locations changes
Promotions
Benefit eligibility class changes
Time-off details
Compensation changes
Direct deposit changes
Pay frequency changes
Custom information
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SAP SF: Employee Central
Organization Data Employee Data Compensation Data
Middleware
Integration Architecture
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The Solution iPaaS Using Dell Boomi
This integration solution is built on the Integration Platform as a Service (iPaaS)
model. This process retrieves employee information from SuccessFactors using
the SuccessFactors Application Programing Interface (SFAPI) and the same
information will be shared to ADP with the help of a custom integration process
using Dell Boomi.
Dell Boomi is an integration tool with patented visual designer and enhanced
secure cloud platform to Extract, Transform and Load (ETL) data between
N-number of applications without storing the data at any point on its own. Dell
Boomi, a user-friendly integration tool, is packaged with SAP SuccessFactors
Employee Central for a quick and simplified integration process.
In this integration solution, the SAP SuccessFactors API is used to retrieve
employee-related data including employee personal information, address
information, organizational information including both employment and job
information as well as compensation information to share data with ADP through
Secure File Transfer Protocol (SFTP). The integration process is built using the
Dell Boomi visual designer with the combination of standard components to
transform data, so as to ensure the ADP interface reads and processes data in the
payroll application along with their inbuilt master data relationships.
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ADP Records Business Rules WFN Universal
Import 3
Rejected End & Continue
Accepted Combine Records
ADP Output File
Branch Trigger eMail
set ADPSFTP
SFTPADP SFTP Connection
ProductionSend ADP WFN 91
MaileMail Connection
MailOperation
End & Continue
End & Continue
Snapshot of the Process Flow
The figure below illustrates the process flow in the middleware (Dell Boomi) related to the
integration process leveraged to achieve integration of SuccessFactors Employee Central and
ADP Payroll system.
Data Sync
Data can be scheduled to sync based on an organization’s need, preferably on a daily or an
hourly basis. This integration process retrieves current and historical employee records from
SuccessFactors for identifying the exact transaction changes, where some of the transactions may
come with effective-date, particularly transactions like Hire/Rehire, Termination, Compensation
Change and Leave of absence. This effective-date will be considered in ADP payroll as the ‘change
effective date’, and there is also the need to process some of the non-effective dated information,
which will utilize the SuccessFactors pay period date as the change effective date in ADP.
Data Update in ADP leveraging ADP Data Bridge
ADP comes with Data Bridge, which evaluates data records before updating information into
the system. After successful data processing in Dell Boomi, the desired output records are sent
into SFTP, where the ADP Data Bridge evaluates those records and either updates the relevant
transaction with a success message or does not update the transaction and posts an error log.
The error logs are then addressed by an integration consultant.
Acknowledgment for Payroll Administrator
With frequent record updates in SuccessFactors, an organization must ensure record changes are
replicated in the ADP Payroll System. This integration process not only replicates data in the payroll
system from SAP SuccessFactors but also facilitates acknowledgement for the payroll administrator
to become aware of the data replication. This process acknowledgment is facilitated via e-mail
notifications including an attachment with the processed record(s) content. Based on this, the
administrator can evaluate processed records and ensure consistency of data in the ADP Payroll
system.
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Secure Process
When an organization works with a third party system, one of the critical concerns for the
organization is to secure data when they plan to achieve integration with different applications.
This security option must take both the application and data privacy into consideration. Dell
Boomi has standard secure connectors for individual operations, whether there is a need to
read or write. During this integration process, Dell Boomi does not store any data and ensures
data confidentiality, data access controllability and data integrity.
System Break Down
During a system upgrade or when patches are being applied in the middleware system, a
need may arise to stop the scheduled integration process. After the successful completion of
administration activities in the middleware, the system is made to resume the scheduled jobs
according to the respective scheduled time. During this course of time, the integration process
is made to consider the changes from the ‘Last Successful Run Date’, for all data records to
be replicated in the ADP system without any data loss. This integration process ensures data
integrity.
Source System
Middleware
Target System
Scripting+
Tools Used Technology associated with this Integration Process
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Supports both Initial and Delta Load
Embraces event-based approach
Captures both Retro and Effective Dated information
Handles all employee relevant data for payroll processing
Streamlines iFlow and automates email notifications with an attachment about the processed
record(s) by scheduled jobs
Captures Current Pay Period from SAP SuccessFactors system and updates the Change Effective
Date (field required in ADP System) based on transaction executed
Handles SAP SuccessFactors Custom fields
Promotes negligible amount of manual intervention for data verification after process completion
Ensures both systems have the same information assuring better consistency of data
Facilitates flexible interface to enhance output fields
Promotes secured processing of Data
Enables accurate identification of correct, updated transaction into ADP system by comparing
both the current and history records
Salient Features of Integration Process
The integration between HRIS system and the payroll system brings about a reduction
in payroll department’s input, data validation and processing time as well as efforts,
administrative tasks and helps organizations to avoid data duplication, errors and
establish seamless communications. The integration process discussed in this paper
has significant features of interest.
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In this age of emerging adoption of cloud computing using SaaS Model, IPaas
solutions provide a user-friendly experience to integrate multiple applications as per
customer needs without manual intervention.
This custom integration approach works to the advantage of organizations that want
to replicate data from SAP SuccessFactors Employee Central into the ADP Payroll
System. Moreover, this process ensures consistency of data and gives better control
over both organisation and employee data. This process also acknowledges data
replication through e-mail and meets all security aspects.
Summary
Quadrant 4 Services, a business division of Quadrant 4 System Corporation, provides
a wide range of IT services to help organizations transform their business. As a trusted
technology partner, we deliver technology solutions that meet our clients’ evolving
business needs and deliver value to clients’ businesses.
SAP SuccessFactors is a cloud-based Human Capital Management (HCM) solution which
covers core HR, talent management, analytics, workforce planning, social collaboration,
and mobile. The solution promotes cross-organization standardization of strategy
by using a set of goal-creation, tracking and educational tools, optimizes employee
performance with talent management solutions, and accelerates business function with
insight tools and helps to get the best from your greatest asset – employees.
We leverage our long-established partnership with SAP SuccessFactors to optimize
enterprise return on investment in SAP SuccessFactors cloud solutions. Our experienced
SAP SuccessFactors consultants work closely with clients to assess and deploy
SuccessFactors cloud solutions. From implementation and data migration to integration
and training, we provide comprehensive services to help enterprises gain value from
SuccessFactors cloud solutions.
Contact us at [email protected].