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Employee Creation and Management Strategy V3

June 2, 2023 See June 9, 2023 Updates

  • The purpose of this document is to outline potential processing steps and operational considerations of employee creation and management in Multidev.
  • Security/Database Structure
    • Smartforms and Accounting
      • There is no relationship between the Smartforms or Point of Sale employee file records and the setup of Smartforms or Accounting users.
        • Smartforms users are set up in Smartforms, Tools, Security Manager.
        • Accounting users are set up in Account Security.
      • Setting up and maintaining users in Smartforms and Accounting will be addressed in a separate document.
    • Point of Sale:
      • Employees that need to record sales and login to a Point of Sale system, must be set up in Smartforms, Employee Management, Maintenance, Employee Maintenance.
      • At this writing, we are not using Smartforms for any payroll or HR functions.
      • Therefore, creation and maintenance of employee records in Smartforms will be limited in focus to address recording sales and logging into Point of Sale systems.
      • ANY employee from ANY store can record can login and have sales recorded for them provided their employee record does not have a status of HS (Confirmed by Multidev 06/06/2023 email))* *06/09/2023 - Need to verify that returns after termination (HS status)
        • Active employees can login to other stores in the chain and their security is copied from one store to the next, e.g., associate in home store, associate in all stores and store manager in home store, store manager in all stores – (Confirmed by Multidev 06/06/2023 email)**.
        • Active employees can have sales recorded for them. However, when a sale is being entered, only employees assigned to the store are shown and ALL employees must be checked to select an employee from another store – (Confirmed by Multidev 06/06/2023 email)**.
  • Required/Suggested Fields for Minimal/Point of Sale Use Only:
    • Employee Demographic FROM UKG file:
      • Payroll ID (5-digit numeric number used in UKG system)
      • First Name
      • Last Name
      • Status Code Note: Status code HS will prohibit an employee from loging into POS. - (Confirmed by Multidev 06/06/2023 email)* ***EMPSTATUS DESC_1 FT FULL TIME PT PART TIME HS Inactive/Resigned/Terminated
      • Position Code – Position code SMG is used within commissions processing, position DESC_1 is displayed in POS when searching/selecting employees. If additional Position Codes need to be passed to Smartforms, they must be defined in Smartforms first. EMPLYPOSITION DESC_1 SAS Sales Associate SMC SMC Staff SAM Store Assistant Manager SKH Store Keyholder SMG Store Manager

***06/09/2023 – discussed and agreed to not ******add “Lead Sales Associate”, treat a ***“Sales Associate”

  • Home Store – BRANCHLABEL, e.g., 101, IS be used, versus BRANCHID, e.g., 21 (for 101)
  • Hire Date
  • Term Date – Information only (Confirmed by Multidev 06/06/2023 email)
  • User Security FROM UKG File
    • Last Four Social – password used to login in Point of Sale System; last four of social security number. ***06/09/2023 – Have Multidev import process bring CD User Group from ***EMPLYPOSITION
    • CD User Group – security level in Point of Sale System.
    • Note: Employee table SECURLEVEL is no longer used by Multidev; see UGRP (Confirmed by Multidev 06/06/2023 email)*** ***
  • New/Updated Employee Records
    • New employees are on-boarded in the UKG Payroll system during non-holiday weekdays.
    • Once an employee is onboarded in the UKG Payroll system their employee information is available for download from the UKG Payroll system.
    • Depending on the cadence that is available from UKG for an automated output of new and modified employee records, a corresponding automated/scheduled upload of that data into Smartforms can be created.
    • Temporary employees can be set-up in all stores so that associates can sell on the same day they are hired if they are not added into Smartforms before starting employment in the store.

***06/09/2023 - ***Do not document temporary employee process up front; move forward with believe that automated files will have the cadence and timeliness to address.

  • Once the employee record has been created a function exists to re-assign completed sales from the temporary to the actual employee record. Multidev we need to have the documentation/instructions for that process.
  • Proposed Flow
    • Employee records are added/updated in the UKG payroll system as they are available.
    • Twice per day, 12 noon PT and 7:00 PM PT, the UKG payroll system should output and make available on an FTP site or network share a file of new and updated employee records.
    • Twice per day, 12 :16 PM PT and 7:16 PM PT, an automated/scheduled task in Multidev will run to add/update records based on the file from UKG.
  • UKG File Considerations
    • Record creation trigger
      • New employee
      • Existing employee
        • Change in name.
        • Change in position.
        • Change in home store.
        • Termination.
    • Field Notes:
      • First Name – instead of first name, the employee’s nickname should be used; Multidev employee data has no official payroll purpose.
      • Status Code – file must contain properly translated status codes.
      • Position Code – file must contain properly translated position codes.
      • CD Password – last four digits of social; UKG file should transform and provide from social.
      • CD User Group – set to 0 (see Multidev Import Considerations)
  • Multidev Import Considerations
    • On Insert (new employee)
      • Create EMPLYID from PAYROLLID Already discussed with Multidev as a mod for existing ADPImport.exe process.
        • PAYROLLID EMPLYID
        • 00xxx to 09xxx 0xxx to 9xxx
        • 10xxx to 26xxx Axxx to Zxxx
      • Set MAXEMPDISCPASW = CD Password
      • Set MAXEMPDISC = 0
      • Set UGRP = to current emplyfunctions.UGRP table, i.e, use emplyfunctions.UGRP as default/system wide UGRP for employees. Multidev take note and comment here***.******- Will be reviewed with the ADM mod. ***
    • On Update (employee record already on file)
      • Update all values, except MAXEMPDISCPASW (CD Password); keeps password changes made in store or in Smartforms from being overwritten from changes that come through from UKG.
      • Update EMPLOYEE UGRP (from emplyfunctions.UGRP) ONLY if existing UGRP < or = 5 (or emplyfunctions.UGRP for SMG; additional emplyfunctions record could be set up for “max security level for automatic updates). Multidev take note and comment here***.****** ***Will be reviewed with the ADM mod.
  • Effective Process:
    • New employees will be added to POS with
      • Security level (UGRP) for their position
      • Default password (MAXEMPDISCPASW) matching the last four of social.
      • Home store matching existing home store.
    • Existing employees will be updated in all fields (see notes on Security Level below), EXCEPT password.
  • Manual Updates:
    • Smartforms
      • Security Level – set a security level > 5 (or emplyfunctions.UGRP for SMG) for users that should not be updated or cannot be set by employee position, e.g., District Manager, Office Coordinator, MIS Support, etc.
    • Point of Sale
      • Password resets can be done in Point of Sale system by employee and by store manager for employee. 06/09/2023 – UKG File specifications.
  • TAB or Pipe “|” delimited file.
  • Column heading as shown below.
  • UKG to provide FTP user and connection requirements, i.e., IP/FPT Site URL, User ID, connection type (FTP, SFTP, etc.), SSH Key Pair required, SSH Key Pair used in lieu of user password, etc.
  • Prefer unencrypted, clear text file delivered to UKG FTP server.