HR data entry can be a pain, especially when you have ByD as your main HR system and an external payroll provider that requires the same HR data (and compensation and tax data). Find out below how I eliminated double entry at Pinkberry and made the payroll process more streamlined and efficient:
The Payroll Processing Work Center produces a file (or multiple files in FP2.6 and above), containing any HR data changes, vacation and sick deductions, employee time worked, and all things related to the Personnel Administration, Time Administration, and Compensation Work Centers, for each pay period. Yet most customers don’t’ know about or don’t use this functionality, and the value they can get from the file(s) produced.
You can use this file, which is now configurable in an easy Excel format, to send to your payroll provider. This way you can enter all employee changes in ByD and never have to do double entry in your payroll provider’s system again. It’s sweet.
I implemented this Work Center about a year ago. The ByD part is easy. All you have to do is implement the Compensation and Payroll Process Work Centers, then follow a series of steps to to produce a file containing employee data changes since the last pay period.
(Okay, maybe I kind of glossed over the implementation of those two work centers, but mayb that’s antother blog post.)
Unfortunately, back in the FP2.0 days when I developed the interface to Paychex (our provider), only an XML file was available with the change data. Now you can specify what data you want and how you want it presented, and get all that in a nice Excel file.
Not having that option, I chose to build a custom SQL Server database, with temporary, staging, configuration, and cross-reference tables, along with some stored procedures to ‘shred’ the XML file to get to the employee data. Finally, I built a process that translates the ByD data into the values that Paychex expects, and writes to a series of text files that require a specific format, length, and position for each data point. Phwew! Then we just load the files into Paychex and we’re all done. No more double entry.
While this process seems complicated, it’s not. It’s only a few steps:
- In ByD, create employee data snapshot for the pay period
- In ByD, generate the data file and download it
- In SQL Server, run one job that does what I described above (if you have that capability. If you don’t maybe I can help.)
- In Paychex, load the completed files.
The interim process is transparent to the user. I wouldn’t want to scare them with all that SQL scripting.
The moral of this story is, you can manage your HR processes and data in ByD, and forget about entering all those changes at your payroll provider. When you have 400+ employees with a lot of turnover, it makes a big difference.
Want more detail or want to do this at your company? I may be able to give you some tips!