/ TDS Automotive – Tillson Avenue, Hagersville, and Port Colborne
PaySpecialist Export
TDS Automotive – Tillson Avenue, Hagersville, and Port Colborne
Business Process Description
PaySpecialist Export

10 2003

Version: 20031031D

Last Updated: 2003/10/31 03:51 PM

Prepared by: Christopher Van Eenoo

Document Revision History

Date / Revised By / Description of Change
10/29/2003 / Christopher Van Eenoo / Created

©PdMAIN Corp.

All rights reserved. No part of this document shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photocopy, recording, or otherwise, without written permission from PdMAIN Corp.

Contents

Contents

About this document

Business Functions Diagram

PaySpecialist Export Process Overview

PaySpecialist Export Process Supporting Tables and Modules

Related Site Documentation

About this document

This document has been prepared as a reference guide which describes the process by which PdMAIN™ employee data is exported for PaySpecialist purposes from the PdMAIN™ Payroll application as used by the TDS Automotive – Tillson Avenue, Hagersville, and Port Colborne sites.

This document does not describe topics such as ‘how to Query’, ‘how to insert a record’, or ‘how to copy a record’. These topics are described in detail in the PdHELP™ document. This document does not describe each module in detail with reference to field names or functions because this is also described in detail in PdHELP™. Screen snapshots can be found in PdHELP for each module referred to in this document. This document will cover processes and topics of interest that are not obvious in PdHELP™.

This document is divided into the following sections:

  • Business Functions diagram
  • Process Overview
  • Goal
  • Inputs
  • Procedure
  • Outputs
  • Alternates
  • Process Supporting modules
  • Related site documentation

Business Functions Diagram

The following diagram represents the scope of the PdMAIN™ Payroll application at TDS Automotive – Tillson Avenue in use by the Human Resources department. Each block represents a main business function supported in whole or in part by the PdMAIN™ application.

PaySpecialistis a Windows-based client server application choice that offers on-site control plus the benefits of outsourcing. PaySpecialist is a payroll management and reporting tool offered by ADP Canada. TDS Tillson Avenue uses the PaySpecialist software to print employee payroll reports and by doing so must keep the data in the PaySpecialistsoftware current with the data found in the PdMAIN™ software. In order for this data maintenance to happen quickly, efficiently, and without errors, TDS exports selected data from PdMAIN™ and then imports the data into PaySpecialist. The PaySpecialist Export is a function of the Master Data block in the diagram below.

TDS Automotive – Payroll Process

PaySpecialist Export Process Overview

Process Goal

The goal of the PaySpecialist Export process at TDS Automotive - Tillson Avenue is:

  1. To map and convert PdMAIN™ data element values to values accepted by the PaySpecialist software.
  2. To define and control which PdMAIN™ data elements are exported.
  3. To create a text file containing PdMAIN™ employee data, in a format defined by PaySpecialist, for the sole purpose of importing the data into the PaySpecialist software.

Inputs

The following non-exhaustive list of tables/modules play a direct role in the PaySpecialist Export process:

  • List Items
  • PaySpecialistExport Mapping
  • Export Field Control
  • PaySpecialist Export

Procedure

Once the supporting tables have been initially configured, the procedure to create an export file for PaySpecialist import purposes comes down to the simple click of a button. The export routine should be carried out once a week, usually after the payroll export, to keep the PaySpecialist software as up to date as possible. The routine can only run for a single Division at a time, so if you have multiple Divisions across multiple databases, this task must be run several times.

This document will not describe the process by which the export file is imported into the PaySpecialist software. Please refer to documentation provided by PaySpecialist for instructions on how to import files into their software. If you encounter any difficulties importing the file, and you are sure that file has been created properly by the export routine, contact PaySpecialistTechnical support.

ADP Canada

6200 Kenway Drive
Mississauga, Ontario
L5T 2N3

Technical Support: +1 (416) 207-7995

Fax: +1 (416) 207-1451

Run the PaySpecialist Export

  1. Launch the PaySpecialist Export module. It can be found under External Functions→Exports→Trade Partners→ADP →PaySpecialist Export.
  2. Verify that the Directory Name and Output File Name field values are correct.
  3. Specify which Division’s data you wish to export by selecting a Division Code using the Division Code drop down list box. Every employee belonging to that Division will be included in the export file. Recall that associations to Divisions are made through the employee’s default Department Code. The initial Division Code presented here is the Division Code marked as the Default division in the Division Master.
  4. Click on the ‘Export’ button. The export file will be created in the folder specified.
  5. When the file has been created, you will be presented with an information message telling you where export file can be found and how many lines were created. Click Ok.
  6. Click ‘Exit’ to exit the PaySpecialist Export module.

Import the file into the PaySpecialist software

  1. Launch the PaySpecialist software from your Windows Programs menu.
  2. Import the text file as per PaySpecialist’s import instructions.

PaySpecialist Export Process

Run the PaySpecialist Export routine
Launch the PaySpecialist Export module and click ‘Export’. A text file conforming to PaySpecialist’ exact specifications will be created in the directory specified.
Import the file into the PaySpecialist software
Follow PaySpecialist’ instructions for importing the text file. /

PaySpecialist Export Detailed Process

Has the ‘List Items’ module been setup for PaySpecialist use?
The List Items module must be configured so that the PaySpecialist Export Mapping module can be configured.
Configure the ‘List Items’ module
Contact PdMAIN Central Support or refer to the Setup List Items section of this document for help on setting up the ‘List Items’ module.
Has the ‘PaySpecialist Export Mapping’ module been setup?
The PaySpecialist Export Mapping module must be configured to supply the mappings between PdMAIN™ data and PaySpecialist-accepted data.
Configure the ‘PaySpecialist Export Mapping’ module
Refer to the Setup PaySpecialist Export Mapping section of this document for help on setting up this module.
Has the ‘Export Field Control’ module been setup for PaySpecialist use?
The Export Field Control module must be configured so that the export file characteristics are clearly defined.
Configure the ‘Export Field Control’ module
Refer to the Setup Export Field Control section of this document for help on setting up this module.
Launch the PaySpecialist Export module
Launch the PaySpecialist Export module from the PdMAIN Navigator.
Select the data elements to export
Using the Field Control tab, specify which data elements you wish to export.
Are all data elements available?
If not all of the data elements you wish to export are active, you must make them active in the ‘Export Field Control’ module.
Close the PaySpecialist Export module
Close the module so that when you re-enter it your changes will have taken place.
Run the PaySpecialist Export routine
Click ‘Export’ to start the export routine which will create the export file.
Import the file into the PaySpecialist software
Follow PaySpecialist’s instructions for importing the text file. /

Outputs

Outputs of the PaySpecialist Export processes include, but are not limited to:

  • PdMAIN™ data elements mapped to PaySpecialist data elements for data conversion purposes while creating the export file.
  • A configured Export Field Control table.
  • A dynamic line length text file containing employee data which can be read by the PaySpecialist software for importing purposes.

Alternate Process methods

Given enough time, a knowledgeable user could pull the required PdMAIN™ data elements into an Excel spreadsheet using an ODBC link to the database. Certain columns would need to be converted since the data in these columns is not accepted by PaySpecialist. Finally, the spreadsheet would need to be converted to a fixed-length columns conforming to the exact specifications dictated by PaySpecialist.

This would be a time consuming process and most likely the average user would not be able to configure the spreadsheet to PaySpecialist’s exact specifications. This makes this alternative quite impractical and infeasible.

Another approach would be to forego the import process entirely and manually re-key data from PdMAIN™ into the PaySpecialist software. It would be very hard, with this approach, to keep track of which data has changed in PdMAIN™ and required updating in PaySpecialist. This approach would also be very time consuming and prone to error, making this alternative infeasible.

PaySpecialist Export Process Supporting Tables and Modules

As you can see from the PaySpecialist Export Process above, the method to create the PaySpecialist export file is quite simple. To make it that simple however, there are several supporting tables behind the scenes. Two of the three supporting tables come completely pre-configured and require no user maintenance. The third is half configured and requires some initial user maintenance. After the three tables have been setup once, they rarely need to be revisited, if at all.

Setup List Items

The List Items module is used to specify the "drop-down" list options available in fields throughout the PdMAIN™ application. This module requires very little maintenance because it is pre-populated during installation and updated during application upgrades. It rarely requires maintenance by an on-site user. It is described here so that should a user wish to change the source of the ‘Incoming (PdMAIN)’ values in the PaySpecialist Export Mapping module (described in detail below), this document can be used as a guide in that process.

Because the List Items module is an integral and central part of the PdMAIN™ application and could cause unexpected results if modified, you must click on the ‘1 Edit’ button if you wish to make changes to any of the column values.

List Items – PaySpecialist Export values

Column / Value / Comments
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA.INCOMING_VALUE / This value controls the behaviour of the Marital Status tab.
SQL Text / EMP_MARITAL_STATUS / This value looks to the List Item Master for the EMP_MARITAL_STATUS list of options.
Default Value / null / This column controls the default option of the lookup. It is recommended to always leave this column blank. Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the option in the List value Master marked as Default as the default option.
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA2.INCOMING_VALUE / This value controls the behaviour of the Gender tab.
SQL Text / PERSON_GENDER / This value looks to the List Item Master for the PERSON_GENDER list of options.
Default Value / null / Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the option in the List value Master marked as Default as the default option.
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA3.INCOMING_VALUE / This value controls the behaviour of the Payroll Status tab.
SQL Text / EMPLOYEE_STATUS / This value looks to the List Item Master for the EMPLOYEE_STATUS list of options.
Default Value / null / Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the first item found in the Employment Type Master as the default option.
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA4.INCOMING_VALUE / This value controls the behaviour of the Payroll Type tab.
SQL Text / PAYROLL_TYPE / This value looks to the List Item Master for the PAYROLL_TYPE list of options.
Default Value / null / Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the option in the List value Master marked as Default as the default option.
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA5.INCOMING_VALUE / This value controls the behaviour of the Tax Prov tab.
SQL Text / SELECT TEXT LABEL, PROVINCE_CODE VALUE FROM PROVINCE_MASTER / This value looks to the Province Master table for its list of options.
Default Value / null / Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the first item found in the Language Master as the default option.
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA6.INCOMING_VALUE / This value controls the behaviour of the Province tab.
SQL Text / SELECT TEXT LABEL, PROVINCE_CODE VALUE FROM PROVINCE_MASTER / This value looks to the Province Master table for its list of options.
Default Value / null / Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the first item found in the Language Master as the default option.
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA7.INCOMING_VALUE / This value controls the behaviour of the Prov of Emp tab.
SQL Text / SELECT TEXT LABEL, PROVINCE_CODE VALUE FROM PROVINCE_MASTER / This value looks to the Language Master table for its list of options.
Default Value / null / Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the first item found in the Language Master as the default option.
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA8.INCOMING_VALUE / This value controls the behaviour of the Prov of Res tab.
SQL Text / SELECT TEXT LABEL, PROVINCE_CODE VALUE FROM PROVINCE_MASTER / This value looks to the Province Master table for its list of options.
Default Value / null / Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the first item found in the Language Master as the default option.
Module / ADPMAP / This value indicates that the following settings pertain to the PaySpecialist Export Mapping module.
Object / DATA9.INCOMING_VALUE / This value controls the behaviour of the Payment Type tab.
SQL Text / PAYMENT_TYPE / This value looks to the List Item Master for the PAYMENT_TYPE list of options.
Default Value / null / Leaving this column blank force the ‘Use Default’ option. See below.
Use Default / checked / Having this value checked will force the lookup to use the first item found in the Language Master as the default option.

For more information on the List Items module and for field definitions, see the ‘List Items’ section of PdHELP™.

Setup PaySpecialist Mapping

There are nine data elements of the import file that are validated by the PaySpecialist software during the import routine. PaySpecialist will only accept a pre-defined set of values for each data element. All other values will be rejected by the import routine. Because it is possible that the values in PdMAIN™will not be identical to those accepted by PaySpecialist, the PdMAIN™ values must be ‘mapped’ to PaySpecialist values. The PaySpecialist Export Mapping module is used to create an association between PdMAIN™ and PaySpecialist values for the nine validated data elements. All values must be mapped even if they are identical.

You may map several different ‘Incoming (PdMAIN)’ values to the same ‘Outgoing (PaySpecialist)’ value but you may not map the same ‘Incoming (PdMAIN)’ value to different ‘Outgoing (PaySpecialist)’ value. This, of course, would cause an ambiguous mapping and the export routine would fail.

Once this module has been initially configured, it does not need to be revisited until additional PdMAIN™ values are added to any of the nine data elements’ master table or list. It is not expected that there will be additional values added to any of the nine elements’ master tables or lists.

PaySpecialist Export Mappingmodule Field definitions

Column / Value / Comments
Incoming (PdMAIN) / user-definable
limited by List Items settings for each tab / This column lists all possible PdMAIN™ values that can be exported.
The available options in this column in each tab are controlled by the settings in the List Items module (see above). The actual values presented here are the textual description of each option. When an option is chosen, the Value column is populated with the actual ‘code’ associated to the option.
You may choose to map all possible options to Outgoing values or only a few. You may also choose not to map certain options to Outgoing (PaySpecialist) values at all. When found, these data elements will then be exported as blanks.
Value / controlled by the ‘Incoming (PdMAIN)’ value / This column shows the underlying ‘code’ value of the option chosen in the ‘Incoming (PdMAIN)’ column and is the actual PdMAIN™ value that will be mapped to the Outgoing (PaySpecialist) value. If you wish to change this value, do so by changing the ‘Incoming (PdMAIN)’ column value.
Outgoing (PaySpecialist) / dictated by PaySpecialist / This column lists the acceptable values for each data element. It is not recommended to add any new options to this list without implicit instructions from PaySpecialist because the values in this list are validated by PaySpecialist during the import routine. Values that are not pre-defined will be rejected by PaySpecialist and the import process will fail.
All values in this column will be pre-populated by PdMAIN™ during installation.
Comment / pre-populated / This column is a textual description of the Outgoing (PaySpecialist) value as supplied by PaySpecialist. All values in this column will be pre-populated by PdMAIN™ during installation.

Each tab in the PaySpecialist Export Mapping module corresponds to one of the nine validated data elements. Each tab has the same five columns (described above). The ‘Outgoing (PaySpecialist)’ and ‘Comments’ columns are pre-populated with PaySpecialist’s acceptable values and descriptions.