The Full Value of ADP Workforce Now Optimization …0F916658-03DA-4619-ADD5-95B8FC...Optimization...

Maribel Armendariz, Project Leader, Product Enablement

The Full Value of ADP Workforce Now®:

Optimization Session 2

Security and Approval Process

ADP Pro Conference Fall 2017

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Agenda

Security Overview • Access Permissions Page

• Menu Access

• Profile Members

• Membership Rules

• Payroll & People Access

• User Access Permissions Page

• People Access

• Payroll Access

• Finding a User

• View Practitioner & Employee Profiles

• Change a User’s Profile

• Profiles Page

• ACS Security Profile Report

• User Security Report

Copyright © 2017 ADP, LLC. Proprietary and Confidential.

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Agenda

Approval Process Overview • Standard Activity Triggers

• Set Up an Activity

• Specific User

• Up Affected Employee Manager Hierarchy

• Up Submitter Manager Hierarchy

• Work Groups

• Memberships Rules

• Approval Path

• Activity Configuration

• Business Rules & Exception Approval Paths

• Activity Configuration Email

• Global Email Templates

• Activity Configuration Verification

• Activity Workflow Verification


Security Overview



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Security Overview

• Access Permissions allow the practitioner to edit standard profiles or create custom/unlimited profiles from ONE Workforce Now Portal

• Content (i.e., employees see different content)

• Role (i.e., terminated employees – see limited number of tabs/menus)

• Can have multiple logos & themes by profiles

• Four Standard Roles

• Practitioner

• Manager

• Time & Attendance Supervisor

• Employee


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Access Permissions

• Log In as Practitioner, select Setup > Security > Access

Permissions


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Access Permissions

• Menu Access: Select the Menu Access link


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Menu Access

• Menu Access slide-in allows the practitioner to modify the access/permissions a user

has to the Workforce Now menus, sub-menus and sections

• Unchecking a box will prevent a user from seeing that section in Workforce Now

• You can Enable/Disable access to a menu as a whole by using the toggle switch

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Profile Members

• To view profile members, select the Members link or Actions > Members

• To add or remove profile members, use the arrows to move members between the

Available Members and the Current Members

– From here practitioners can also add members manually

• A user’s access to a menu in Workforce Now is the combined access of ALL their

Profile memberships

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Membership Rules

• Membership rules allow you to specify information (attributes and values) used to

dynamically determine membership in custom security profiles

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Membership Rules

• To view a profile’s Membership Rules, select the Membership Rules link or Actions >

Membership Rules

• Membership rules are like filters for Access Permissions Profiles, they can

include/exclude members based on the rule

• To assign or remove profile members using existing membership rule select and use

the arrows to move between the Available Rules

• To define a New Rule, select Membership Rules from Setup > Security

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Access Permissions

• People Access: Select the Payroll & People access link


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User Access Permissions Page

• The Profile types the user is included in

• Menu Access Permissions for the user

• People and Payroll Processing access for the user

• Links to the Profiles Page, Change Profile Membership for the

user selected, Find Another User, and view a Tour of the User

Access Permissions page


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People Access

The People Access tab allows a practitioner

to modify the People within Workforce Now a

user has permission to access

Custom Access to People can be set

up two ways:

• Designating employees individually

by using Select People

• Building a Custom Rule using the

Rule Builder


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Payroll Access

Under the Payroll Processing

Access tab, the practitioner can

set a user’s permissions to

Company Codes

Using Custom Access, the

practitioner has the choice to grant

Full Access, View Only or No Access

to a specific company code


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Finding a User

You can search for a user by any of the fields shown.

• To search for all Practitioners, users can select and it will

display more options like the Role type


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View Practitioner & Employee Profiles

The Current Practitioner Profile

Membership lists the Practitioner

profiles the user is a member of

The Current Employee Profile

Membership lists the Employee

profiles the user is a member of (if

the user is a Manager, select the

Viewing As dropdown Menu and

choose Manager to view their

permissions)


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Change a User’s Profile • To change a user’s profile membership from this page, select Change Profile Memberships. This

allow the practitioner to make user profile changes without navigating to the Profiles page

• Once a user is part of Custom Profile, the user is automatically removed from the system Standard Practitioner Profile

• Users can be members of multiple custom profiles and will have the combined permission of the profiles selected


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Profiles Page • Practitioner can access the Profiles page by selecting the Access Profiles Page link

• Profiles can also be accessed going to the Profiles page by selecting Setup > Access

Permissions > then Select on Menu Access


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Profiles Page • From this page you can view all the profiles for the client

– Select to view the profiles as tiles or a list

• The tiles show

– If the profile is Active/Inactive

– How many members are part of the profile

– Number of Membership Rules applied

(filters that dynamically add

members to a group when applied)

– Additional Actions:

• Make changes to the profile permissions

• Copy all settings to a new profile

• Delete to remove the profile


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ACS Security Profile Report

• The report is located on the Profiles page at Setup > Security > Access

Permissions > Menu Access

• To generate a report select the profile

– Select Generate Report

– Select Download Report

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• To run a report on a specific Profile

– Filter by the Profile Name

– Select Role for the Profile

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• The Report will show the Members and Membership Rules within the profile as well as

Menu Access Permissions

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User Security Report

• Practitioners can verify a user’s Security Access Permissions at anytime by

generating the User Security Report

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User Security Report

• All Roles and Security Profiles are listed

Approval Process Overview



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Approval Process Overview

• The Standard Activities page displays

the default Employee, Manager, and/or

Practitioner system data changes

• Workflow is the approval and notification

routing that an activity follows. Defining

standard activities includes the following:

• Defining the default approval path

• Adding exceptions to the default

approval path

• Specifying any work groups to be

excluded from the default path

• Specifying escalation rules and

reminder notification processing

• Defining activity-specific emails to

be sent at the appropriate time and

to the appropriate people

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Standard Activity Triggers

• To view a list of system data changes in Workforce Now that will trigger a Standard

Activity workflow, see Product Documentation in the Support Center

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Set Up an Activity

• Setup > Approval Process > Activity Configuration

• There are 7 steps for each Activity

• The only required step is Approval Path

– Work Groups – These are groups of users who can approve a

change, be notified of a change, or both

– Membership Rules – Filters that automatically add members to a

Work Group

– Approval Paths – These tell us WHAT path the change request will

follow (Approval, Notification, or both)

– Business Rules – These are filters created to setup exceptions to

the default Approval Paths

– Global Email Templates – An optional way administrators can be

made aware that a change is pending

– Activity Configuration – These tell us which changes are

configured to follow a specified path

• Escalation – If the approver setup within the Default Path is unable

to approve a change request, designate who should approve the

transaction

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Assignee Types

Specific User • A specific user can only be designated for one step per step type (approval or notification) in an

approval path

• If the specific user is solely a member of an employee security profile, you can only select

Notification as the step type

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Up Affected Employee Manager Hierarchy

• The approval for the affected employee's manager must be completed before going up to the next

approver

• Emails sent are based on the affected employee's manager's hierarchy

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Up Submitter Manager Hierarchy

• The “Up” for the Submitter Manager hierarchy is specific to the individual submitting the request,

regardless of whether another employee will be affected by the change submitted

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Work Groups

• Setup > Approval Process >

Enhanced Activity Configuration >

Work Groups and Select on ADD

WORK GROUP

• Enter a Workgroup Name and

Description

– Members are added dynamically

by a Membership Rule

– Members can also be added

manually by selecting the

Available for Membership link

– Select on Filter to view a list of all

available members or search for a

member by name

– Select the users you like to add to

the Workgroup

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Membership Rules

• Setup > Approval Process > Activity Configuration > Standard Activities > Manage Workflow

> Membership Rules

• Add Membership Rule, Enter Rule Name and Description

• Select the rule type either Comparison or Calculation

• Select in the Attribute column and select an attribute

• Select in the Operator column and select the value

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Approval Path

• Click on Setup > Approval Process > Activity Configuration > Approval Path and

click on

• Enter a Path Name and Description

• Choose an Assignee Type, Assignee, and a Step Type

• Enter additional Assignees if desired and press Save

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Activity Configuration

• The next step is to Enable and configure the Activity

• Here we will link the Activity with the Approval Path created on the previous slide

• The image below shows a few of the default Standard Activities available within Workforce Now

– Depending on the features your company has, you might see different activities listed

• Note that default Activities are available for Employees, Managers, and Practitioners – click on the

Role dropdown menu to see choices

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• Select edit to configure the chosen

activity

• Select the default Approval Path. The

activity follows this path, unless you

set up exceptions to the approval

path:

– If necessary, define an Excluded

Work Group (No approval tasks

will be assigned to members of

an Excluded Work Group)

– If necessary, define an Approval

Exempt Group (If a member of

this group submits this activity,

approvals are bypassed and

employee information is updated

immediately)

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• Escalation – If the approver setup within the Default Path is unable to approve a change

request, designate who should approve the transaction

• Choosing Custom or Standard will cause the Standard Activity Advanced options to display.

Select Advanced Options link

• Selecting Standard Activity will display the Escalation fields greyed out. To Edit the

Standard Escalation that will be used for all Activities (if applicable)

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• Custom Escalation is only applicable to the current Activity

– For example, if 10 days pass after a change request for approval, the system will send the

Approver an email every 3 days as a reminder

– Additionally, if after 15 days the change is still not approved, the system will add an additional

approver: One Level Up (employee’s manager)

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Business Rules & Exception Approval Paths

• Business Rules are filters used within a Exception Approval Path to exempt any member selected

by the filter from the Default Approval Path

• Click on Setup > Approval Process > Enhanced Activity Configuration > Business Rules and

click on ADD Business Rule

• There are two types of Business Rules:

– Global – Rules (filters) created using this type will be available for all activities

– Standard Activity – These are rules (filters) that can only be used with the Activity named

• Enter Rule Name & Description > then click DONE

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Business Rules & Exception Approval Paths

• To exempt employees from this approval path, an Exception must be used:

– Select edit, then Advanced Options

• Next select Manage Exception Approval Paths under Advanced Options

• Then apply the Business Rule

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Activity Configuration – Email

• The last step is to setup Email Notifications

• Activity-Specific emails are only sent when an Activity is triggered

• Each email type must be configured and is used in place of any Global email templates

• Select the Email Type to complete the email template using the system variables

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Global Email Templates

• As we mentioned in previous slide, Activity-specific email is only sent when a particular Activity is

triggered. Each email type must be configured and it replaces any Global email. To setup a Global

email:

– Select on Setup > Approval Process > Enhanced Activity Configuration > Business

Rules and Select on Global Email Templates.

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Activity Configuration Verification

• The screenshot below, shows the message a Self Service user (employee) will see when he goes

in and changes his address

• The Employee – Address Activity has an Approval Path set up

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Activity Workflow Verification

• The Practitioner will see an Approval transaction request in the Message Center

• If the change is approved, it will take effect immediately

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Questions

The Full Value of ADP Workforce Now Optimization …0F916658-03DA-4619-ADD5-95B8FC...Optimization...

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