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

http://www.qforservices.com

http://www.qforservices.com

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Integrating SAP SuccessFactors with ADP Payroll system |

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


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].

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integrating sap successfactors with adp payroll...

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