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SPI - Vancouver (Imageworks) Version: 1.9Workday to ADP Pay@Work and EZLabor Interface Date: 3/22/14

SPI – Vancouver / ADP Payroll (Imageworks)Functional Specification:

Workday to ADP Pay@Work and EZLabor Interface

Version 1.9DRAFT

Copyright 2011 Sony Pictures EntertainmentProprietary and Confidential

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Revision HistoryDate Version Description Author

4/16/2013 1.0 Initial Draft Kim Arnold

2/11/2014 1.1 Updated Error Handling and Field requirements Kim Arnold

2/18/2014 1.2 Updated Error Handling Kim Arnold

2/19/2014 1.3 Updated after receiving input from ADP Kim Arnold

2/26/2014 1.4 Update and review of Error Handling Kim Arnold

2/27/14 1.5 Update Control File Requirements and Error Handling Karen Dedo

3/3/14 1.6 Updated Error Handling with ADP Email address Kim Arnold

3/11/14 1.7 Updated based on meeting with ADP and Workday Team on 3/7/14 Kim Arnold

3/12/14 1.8 Updated Section 4 Error Handling based on meeting with ADP and Workday team on 3/12/14

Kim Arnold

3/22/14 1.9 Added trailer record layouts, updated file name conventions and Sec 3.2 ADP Process, based on review with ADP and Workday team on 3/20/14.

Karen Dedo


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Table of Contents

INTRODUCTION 5

1. WORKDAY INTERFACE TO ADP PAY@WORK 5

1.1 ADP PAY@WORK IMPORT FILE REQUIREMENTS 51.2 DATA FILE REQUIREMENTS 61.2.1 FILE NAME CONVENTIONS 61.2.2 DATA POPULATION 61.2.3 DATA RECORD LAYOUT 61.2.4 TRAILER RECORD LAYOUT 8

2. WORKDAY INTERFACE TO ADP EZLABOR 8

2.1 ADP EZLABOR IMPORT FILE REQUIREMENTS 82.2 DATA REQUIREMENTS 82.2.1 FILE NAME CONVENTIONS 82.2.2 DATA POPULATION 82.2.3 HEADER & DATA RECORD LAYOUT 82.2.4 TRAILER RECORD LAYOUT 102.2.5 FILE SORT ORDER 112.2.6 SECURITY GROUP CHANGES 11

3. INTERFACE & DATA TRANSPORT PROCESS 11

3.1 SPI PROCESS 113.2 ADP PROCESS 11

4. ERROR HANDLING 12

4.1 EMAIL CONTACTS 124.2 ERROR HANDLING TABLE 12

5. TABLES OR VALID FIELD VALUES 14

5.1 PAY@WORK EMPLOYMENT PROVINCE OR RESIDENCE PROVINCE (ADP MANDATED) 145.2 EZLABOR PAYGROUP (SONY SPECIFIC) 155.3 EZLABOR SECURITY GROUPS AND USER GROUPS (SONY SPECIFIC) 155.4 SUPERVISOR LIST 16


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6. APPROVAL 16


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IntroductionSony Pictures Imageworks (SPI) uses Workday to maintain and manage all employee HR related information. In the U.S., Workday provides the Sony payroll systems with new hire information, rates changes, terminations and other payroll related data. SPI Canada uses ADP Pay@Work and ADP’s EZLabor system for payroll processing and time and labor management. Currently, any new hire or changes to employee information is entered into Workday. The SPI Canada Payroll Administrator uses a report from Workday and manually updates the report with the ADP required employee information. That spreadsheet is then sent to ADP and manually entered it into their systems

This document includes the requirements for automating the Workday to ADP Pay@work and EZLabor interfaces.

1. Workday Interface to ADP Pay@Work SPI Vancouver’s payroll week ends Saturday’s at 12:00 midnight PT. This means that in order for an employee to enter their timecard in EZLabor and have hours included in the next payroll cycle, all new hires must be loaded into the ADP systems before 9:00am PT Fridays. This Interface should run every week on Friday AM just after midnight (12:05:00am)

The interface from Workday that will load data into Pay@Work is actually two files, one with New Hires information and the other with Employee Updates/Changes and Terminations. The requirements for both are nearly identical and the requirements in this section apply to both unless specifically noted otherwise.

The interfaces to Pay@Work MUST be run BEFORE the interface to EZLabor. Once updated, Pay@work will populate EZLabor with the New or Updated information about the employee. The interface from Workday to EZLabor will contain information about the employee that is unique to and required by EZLabor.

1.1 ADP Pay@work Import File Requirements Required format: Comma Separated Value (.CSV) Max File size: 5MB Max Row size: 32KB Max Field size: 2048 bytes Max # of fields per row: 256 Max # of rows per file: 100,000 Last Column must not be blank (empty) Invalid Characters: Text Fields MUST NOT contain commas

UNLESS qualified with quotes “ “


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1.2 Data File Requirements

1.2.1 File Name Conventions ADP company code: R0FU (zero not the letter O) Description of File: New Hires or Emp Updates Payroll week-ending date (MM/DD/YYYY). Time Stamp

EXAMPLE: R0FU_SPI_New_Hires_06_16_2014_12:05:00.csv

1.2.2 Data Population SAP Company Code: 5283 Current Week New Hire File: New and Re-Hires during the Mon-Thurs of the week the

interface is run AND any New/Hires from the Friday prior. Current Week Change File: Employees with changes to Pay@Work data and Status Changes

(Term/Inactive) during the Mon-Thurs of the week the interface is run AND any from the Friday prior.Interface files cannot include FUTURE New Hires/rehires, or changes.

A complete record for each is required If there are no records for the week, generate a blank file(s) with a control total of 0

1.2.3 Data Record Layout If data exceeds the length of the ADP field it will need to be truncated during the generation of

the interface file. All fields must be populated with data unless specifically noted below. The New Hire file will contain only the Y fields listed in Green below The Change Termination file will contain only the Y fields listed in Blue below

ADP HeaderADP Format Sample

New Hire File

CHG File

Notes:ADP Company Code A(4) R0FU Y Y Zero not OLast Name A(20) Smith Y YFirst Name A(15) Joe Y Y Initial A(2) B Y Y Can be blankSoc. Ins. No. A(9) 555222777 Y Y no spaces or dashes. Ok to be

Blank if emp does not haveBirth Date MM/

DD/YYYY

4/15/1968Y Y

Employee ID A(9)00605123

Y Y REQUIRED – Qualifier FieldMust have leading Zero's (zero fill to 8)

EZLabor Employee ID

A(9) 00605123 Y Y Same value as Employee ID

Add Employee to EZL A(1) Y Y Y Default to YEmp Exists in EZL A(1) Y Y Y Default to Y


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New Hire File

CHG File

Notes:Branch # A(1)

blankY Y Required ADP Field. Not

currently used by Sony, so this will be blank or Null

Department # A(6) blank Y Y Required ADP Field - Not currently used. This may be used when the GL Interface is implementedNote: Once updated, all Payroll reports will be sorted by this field

Street A(24)

Y Y

City A(24) Y Y Province A(2) BC Y Y Postal / Zip Code LNLNLN Y Y Hire Date MM/

DD/YYYY

Y Y Hire date or if a US employee, the

date the start in Vancouver

EI Occupation A(16) Y Y Job TitleLanguage A(1) E Y Y E = English (Default)

F = FrenchEmployment Province N(2) 03 Y Y 03 Default (See Section 5.1 for

complete list)One Tax Form Flag Yes or

No YESN Y Only needed if the Employment

Province is changing. Can default to YES

Residence Province N(2) Y Y See Section 5.1 for complete listPayroll Status A(1) A Y Y A=Active I=Inactive, T=TermTermination Date MM/

DD/YYYY

N Y Mandatory if Status is T or IWorkday Date = Term Date

Pay this Pay Period Yes or No

N Y Mandatory if Status is T or I. Default to NO Blank if Status is A or unchanged

Payroll Type A(1)

Y Y S = SalaryH = Hourly E = Exception Hourly

See Section Error: Reference source not found for Business Logic

Rate N(9,4) Y Y Hourly RateStandard Hours N(9,2) 40 Y Y Default to 40 Salary per pay N(9,2) If emp is

hourly ok to be blank

Y Y Weekly Base wage If employee is Hourly= Blank


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New Hire File

CHG File

Notes:Payment Type A(1) C Y N C = Check Default

1.2.4 Trailer Record Layout

Field Name Format Sample Notes:ADP Company Code A(5) ##### Value will always be ##### which

are invalid characters so the import process will not load to ADP.

Control Total 9(10) 106 Record Count for Pay@work New Hires or Emp Update file.

2. Workday Interface to ADP EZLabor

2.1 ADP EZLabor Import File Requirements Required format: Comma Separated Value (.CSV or .TXT) Max File size: Max # of rows per file: Employee ID Must be the first column Text Fields cannot contain commas Invalid Character for Non ID Fields

(“) – Double Quote(\) – Back Slash(<) – Less Than(>) -- Greater Than

2.2 Data Requirements

2.2.1 File Name Conventions ADP company code ( R0FU), Description of File: EZLabor Payroll week-ending date (MM/DD/YYYY). Time Stamp

EXAMPLE: R0FU_SPI_EZLabor_06_16_2014_12:06:00.csv

2.2.2 Data Population SAP Company Code: 5283 Current Week: New/Re-Hires, Employees with changes to EZLabor data and Status Changes

(Term/Inactive) during the Mon-Thurs of the week the interface is run AND any from the Friday prior.Interface files cannot include FUTURE New Hires/rehires, or changes.

A complete record for each is required If there are no records for the week, generate a blank file with a control total of 0


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2.2.3 Header & Data Record Layout A header record is required for the EZLabor file. All names in the header record must be in all

CAPITAL S as shown in the format below. For the data record, if data exceeds the length of the ADP field it will need to be truncated

during the generation of the interface file. All fields must be populated with data unless specifically noted below

ADP Field Name ADP Format

Sample Notes

EMPLOYEEID 25 00605123 Required, qualifier fieldUSERID 25 SPI User IDCOMPANYCODE 4 R0FULASTNAME 25FIRSTNAME 25PAYROLLID 25 00605123 Same as Employee IDBADGE 15 00605123 Same as Employee ID

PAYGROUPID 25`

See Section Error: Reference source not foundPaygroup must be Active in EZLabor

ADMINFLAG 1 T or FCalc Field. F unless employee is on Supervisor List as Admin

SUPERVISORID 25 ‘00603654

This is the ID of the Timecard Approver. This is based on the Security group the emp is assigned to.

SUPERVISORFLAG 1 T or FCalc Field. F unless employee is on the Supervisor list

EMPLOYEESECURITYGROUPID 25 Digital Billable

See Section Error: Reference source not found

EMPLOYEESECURITYGROUPSTARTDATE MM/DD/YYYY

Date employee starts in this security group. Probably hire date – can be an effective date

EMPLOYEESECURITYGROUPENDDATE MM/DD/YYYY

Default to 12312099 unless the Emp is changing Security Groups.

USERSECURITYGROUPID 25Will be blank for most employees

Will pull from Supervisor list See Section 5.4

USERSECURITYGROUPSTARTDATE Date employee starts as approver for this security group. Probably hire


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ADP Field Name ADP Format

Sample Notes

date – can be an effective date

USERSECURITYGROUPENDDATE

Default to 12312099 unless the Emp is changing Security Groups.

DATEID1 HIRE Default the work HIRE

EMPLOYEEDATE1 MM/DD/YYYY

Same date used in Pay@work. Workday date = Hire Date or if US emp, the date they started in Vancouver

DATEID2 REHIRE Default the word REHIRE

EMPLOYEEID2 MM/DD/YYYY

Workday date = Most Recent Hire Date

DATEID3 ACCRU Default the word ACCRU

EMPLOYEEID3 MM/DD/YYYY

Workday date = Continuous Service Date Year Only – default month and day to 1/1 (Jan 1st)

COCODE 5283 SAP Company Code

STATUS A = Active, I=Inactive, T=terminated

TERMINATIONCODEID Term Blank if Status is A or I, “TERM” if Status is T

TERMINATIONDATE MM/DD/YYYY

USERROLEID 25

Calc Field based on Supervisor ListEMPLOYEE SUPERVISORCLIENTADMIN

USERGROUPID

Calc Field based on Supervisor List EMPLSUPVRADMIN

USERACCESSFLAG 1 T or F

If status is A = T (Access Granted)If status is I or T = F (Access Denied)

CULTURE En-CA Default to En-CATRANSFERTOPAYROLL 1 T Default to TTIMEZONE PST Default to PST


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2.2.4 Trailer Record Layout

Field Name Format Sample Notes:ADP Company Code A(5) ##### Value will always be ##### which

are invalid characters so the import process will not load to ADP.

Control Total 9(10) 106 Record Count for EZ Labor New/Re-Hires and Employees with changes to EZLabor data.

2.2.5 File Sort OrderThe EZLabor interface file should be sorted in the following order: Employee Changes listed first New Hires Terminations listed last

2.2.6 Security Group ChangesIf an employee changes security group, two records are required. The first, would include the current Security Group ID and with an END Date. The second would include the New Security Group ID and with a New Start date

Record 1: Digital Billable, Start date: 1/01/2007, End Date: 2/14/2014Record 2: Creative Billable, Start Date: 2/15/2015, End Date: 1/1/2099

This also applies to the USER Security field.

3. Interface & Data Transport Process

3.1 SPI Process Weekly (FRIDAY morning at 12:05am) generate the following data and control files:

o Workday to Pay@Work New Hires for the weeko Workday to Pay@Work Employee Changes/Terminationso Workday to EZLabor

Deliver weekly file to ADP’s sFTP site. Send confirmation email of file generation to: [email protected] and

[email protected]

3.2 ADP Process Retrieve Weekly files from sFTP site Import Workday to Pay@Work New Hires file Verify that control total in trailer record matches Pay@work New Hires records received Import Workday to Pay@Work Employee Changes/Terminations file Verify that control total in trailer record matches Pay@work Changes records received


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mailto:[email protected]



“Sync” Pay@Work to EZLabor Verify that control total in trailer record matches EZ Labor records received Import Workday to EZLabor file

4. Error Handling

4.1 Email ContactsSONY Workday Support Team (WST): [email protected]

ADP EZLabor Interface Issues: [email protected] [email protected]

ADP Pay@Work Interface Issues: [email protected]

4.2 Error Handling Table# ERROR or ISSUE Comments/Possible Handling1 Errors as result of Import load validations.

Examples include but are not limited to: Qualifier field does not match Required field is empty or missing Fields referencing a table are

invalid (e.g Security Group or Pay Group)

Invalid character (e.g. a comma) Supervisor ID is missing or

inaccurate

If Pay@work interface1. ADP Payroll Support Team (Jennifer

Collins) will review2. ADP will fix data if applicable. If not,3. ADP will escalate to Sony Workday

Support Team (WST)4. If necessary WST will contact

Vancouver Payroll or Vancouver P&O for resolution

If EZLabor interface1. ADP EZLabor support (John Peniston)

will review2. ADP will fix data if applicable. If not,3. ADP will escalate to Sony Workday



Note: Resolution may require updating the source system (Workday) in which case only the Records in error or in question will be included in a new interface file.

2 Termination ID is Term, but there is no value for Term Date. Or Term Date has a value, but status is Active


Collins) will review2. ADP will fix data if applicable. If not,


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# ERROR or ISSUE Comments/Possible Handling3. ADP will escalate to Sony Workday



If EZLabor interface1. ADP EZLabor Support (John Peniston)

will review2. ADP will fix data if applicable. If not,3. ADP will escalate to Sony Workday



Note: Resolution may require updating the source system (Workday) in which case only the Records in error or in question will be included in a new interface file.

3 Control record count included in the file name does not match the number of records received.



Support Team (WST)If EZLabor interface

1. ADP EZLabor Support (John Peniston) will review

2. ADP will fix data if applicable. If not,3. ADP will escalate to Sony Workday

Support Team (WST)4 sFTP or other failure results in ADP not

receiving a file from SPI.

Note: There should be 3 Sony files each week even if there are no changes in which case blank files are sent.



Support Team (WST)If EZLabor interface

1. ADP EZLabor Support (John Peniston) will review

2. ADP will fix data if applicable. If not,3. ADP will escalate to Sony Workday

Support Team (WST)5 Employee comes through the interface as ADP Payroll Support Team (Jennifer Collins)


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# ERROR or ISSUE Comments/Possible Handlinga Termination, but the ADP COS team has NOT received the appropriate manual paperwork.

Reverse as well: ADP COS has the appropriate manual Termination paperwork, but the employee does not come through as a term in the interface files

will need to monitor this and refer back to SPI Vancouver Payroll if there are issues

6 Non-Required fields are empty, however they are fields that are needed – for example a Social or Job Description

ADP Payroll Support Team (Jennifer Collins) will need to monitor this and refer back to the Workday Support Team and/or Vancouver payroll depending on the issue

5. Tables or Valid Field Values

These Tables are valid as of the Go-Live date. Some tables, such as Paygroup, Security Group and Supervisor list will change over time and will require ongoing maintenance.

5.1 Pay@Work Employment Province or Residence Province (ADP Mandated)Valid Code Province04 = Alberta03 = British Columbia06 = Manitoba08 = New Brunswick09 = Newfoundland/Labrador00 = Non Resident07 = Nova Scotia11 = Northwest Territory13 = Nunavut01 = Ontario10 = Prince Edward Island02 = Quebec05 = Saskatchewen12 = Yukon Territory

5.2 EZLabor Paygroup (Sony Specific)Paygroup Name Payroll

Type


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SALARY EZL = SSALARY QC EZL = SSALARY PREM EZL = ESALARY PREM TK = ESALARY NON PREM EZL = SSALARY NON PREM TK = SSALARY QC NON PREM TK = SPST SHIFT = EHOURLY FT EZL = HHOURLY FT TK = HHOURLY 4HR EZL = HHOURLY 4HR TK = HHOURLY 6HR EZL = HHOURLY 6HR TK = H

5.3 EZLabor Security Groups and User Groups (Sony Specific)

Security GroupArtist ManagementCreative BillableDev Billable BackDev Billable FrontDev Billable MidDigital BillableFacilitiesFeatr Prod BillableOperationsOperations SrPOPO SrPST BillablePayrollProduction AccountingSys BillableSys Billable SRTraining

5.4 Supervisor ListThe Supervisor list will need to contain the following information:

Employee Name Employee ID


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Security Group: (this is the security group the supervisor is allowed to approve timecards for. In EZLabor it’s called the USER Security Group

User Role: Admin or Supervisor

6. Approval

I approve the SPI Workday to ADP Pay@Work/EZLabor Interface Requirements Document. This document will be used to implement the Workday to ADP Pay@Work/EZLabor Interfaces.

________________________ __________

Maria Palacios DateDirector, Production Finance, Imageworks


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introduction - wikileaks web viewthe spi canada payroll administrator uses a report from workday and...

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