Your Payroll Processing Data Template
Your Payroll Processing Data Template
- Recommended attributes for detailed analysis
- Critical process steps and milestones
- ADP Workforce Now extraction best practices
Payroll Processing Attributes
| Name | Description | ||
|---|---|---|---|
|
Activity
ActivityName
|
The name of the process step or event performed. | ||
|
Description
This attribute captures the specific action taken within the payroll workflow, such as 'Time Sheet Submitted', 'Gross Pay Calculated', or 'Bank Transfer File Generated'. It is fundamental to the process map, defining the nodes in the graph and allowing the visualization of the workflow sequence. Variations in activity sequences highlight rework loops and deviations from the standard operating procedure.
Why it matters
It defines the 'what' of the process, enabling the visualization of process flows and variants.
Where to get
Audit trails or transaction history logs in ADP Workforce Now.
Examples
Time Sheet SubmittedPayroll Record ApprovedData Correction Performed
|
|||
|
Event Timestamp
EventDateTime
|
The specific date and time when the activity occurred. | ||
|
Description
This attribute records the exact moment an activity was logged in the system. It is used to sequence events chronologically and calculate durations between steps. Precise timestamps are critical for identifying bottlenecks, measuring lead times (e.g., time to approval), and ensuring that service level agreements for payroll processing are met.
Why it matters
It provides the temporal dimension required for all cycle time and performance analysis.
Where to get
System timestamps associated with transaction logs.
Examples
2023-10-01T08:30:00Z2023-10-01T14:45:12Z2023-10-02T09:15:00Z
|
|||
|
Payroll Record
PayrollRecordId
|
Unique identifier for the specific employee and pay period combination. | ||
|
Description
The Payroll Record acts as the central case identifier for the process. It represents a single instance of an employee being paid for a specific cycle (e.g., Pay Period 12 for Employee X). In analysis, this attribute groups all disparate events—from the initial timesheet submission to the final tax filing—into a cohesive end-to-end journey. It allows analysts to track the velocity and accuracy of payment for each individual record.
Why it matters
It is the mandatory case key that binds all event data together to enable process reconstruction.
Where to get
Consult ADP Workforce Now documentation
Examples
PR-2023-10-A-00123PR-2023-10-A-00456PR-2023-10-B-00789
|
|||
|
Last Data Update
LastDataUpdate
|
Timestamp indicating when the record was last modified in the source. | ||
|
Description
Reflects the most recent modification time of the data record in ADP Workforce Now. This is used to determine data freshness and manage incremental data loads. It ensures that the process analysis reflects the current state of the payroll records.
Why it matters
Critical for incremental data extraction and ensuring analysis is based on current data.
Where to get
Consult ADP Workforce Now documentation
Examples
2023-10-05T17:00:00Z2023-10-06T08:00:00Z
|
|||
|
Source System
SourceSystem
|
The system of record where the event originated. | ||
|
Description
Identifies the software environment from which the data was extracted, in this case, 'ADP Workforce Now'. In complex landscapes where data might be blended with other HRIS or Banking systems, this field ensures data lineage and helps isolate system-specific integration issues.
Why it matters
It ensures traceability and context, especially in multi-system process mining environments.
Where to get
Hardcoded during the ETL process.
Examples
ADP Workforce NowADP WFNADP_PROD
|
|||
|
Department
DepartmentCode
|
The department or cost center associated with the employee. | ||
|
Description
Represents the organizational unit of the employee being paid. In ADP, this is often the 'Home Department'. This attribute is essential for the 'Departmental Process Variance' analysis, allowing the organization to compare approval times and error rates across different business units.
Why it matters
Key for benchmarking performance across different organizational units.
Where to get
Employee Master Data or Cost Center fields.
Examples
Sales-101IT-Dev-200HR-Admin-001
|
|||
|
Gross Pay Amount
GrossPayAmount
|
The calculated gross pay for the record before deductions. | ||
|
Description
The total compensation amount calculated for the employee for the specific pay period. While not always used for process flow analysis, it provides context for 'ActivityAmount' and helps prioritize high-value records when analyzing audit exceptions or retrospective adjustments.
Why it matters
Provides financial context and magnitude for the payroll record.
Where to get
Payroll Result tables.
Examples
2500.005430.501200.00
|
|||
|
Is Manual Intervention
IsManualIntervention
|
Flag indicating if the activity involved manual data entry or correction. | ||
|
Description
A boolean attribute derived from the activity name or transaction source (e.g., true if activity is 'Data Correction Performed'). This drives the 'Manual Correction Rate' KPI, helping management identify where automation is failing and where human effort is heavily concentrated.
Why it matters
Directly supports analysis of automation rates and process efficiency.
Where to get
Derived from ActivityName or specific transaction codes.
Examples
truefalse
|
|||
|
Is Retrospective
IsRetrospective
|
Flag indicating if this payroll record is an adjustment for a past period. | ||
|
Description
Identifies if the processing is for a current period or a correction to a previously closed period (retro-pay). This supports the 'Retrospective Adjustment Volume' dashboard, highlighting the stability of the payroll process and the frequency of post-publication errors.
Why it matters
Distinguishes between standard processing and rework/correction cycles.
Where to get
Derived from Pay Run Type or comparison of Pay Period vs Current Date.
Examples
truefalse
|
|||
|
Pay Group
PayGroupCode
|
Identifies the specific payroll cycle or group (e.g., Bi-Weekly US). | ||
|
Description
Segments employees into processing groups based on pay frequency and type (e.g., Weekly, Bi-Weekly, Executive). Used to filter analysis for specific cycles and is critical for the 'Manual Data Correction Frequency' dashboard to see if certain groups are more prone to errors than others.
Why it matters
Allows segmentation of the process by pay frequency and employee type.
Where to get
Pay Group configuration or Payroll Header tables.
Examples
US_BiWeeklyCA_MonthlyUS_Executive
|
|||
|
Payroll Specialist
PayrollSpecialistName
|
The user or system agent responsible for performing the activity. | ||
|
Description
Identifies the individual (e.g., Payroll Specialist, Manager) or automated system account that executed the activity. This attribute enables the 'Specialist Throughput Performance' dashboard, helping to balance workloads and identify training needs or bottlenecks caused by resource constraints.
Why it matters
It enables resource analysis, workload balancing, and segregation of duties auditing.
Where to get
User ID or Actor fields in audit logs.
Examples
Jane DoeSystem AdminJohn Smith
|
|||
|
Tax Jurisdiction
TaxJurisdictionCode
|
The specific region or state code for tax filing purposes. | ||
|
Description
Indicates the primary tax authority or region (e.g., CA, NY, Federal) relevant to the payroll record. Required for the 'Tax Filing Completion Benchmarks' dashboard to identify which regions are experiencing delays in statutory filing and to ensure compliance with local regulations.
Why it matters
Essential for compliance monitoring and regional performance analysis.
Where to get
Tax profile or Payroll Tax tables.
Examples
US-CAUS-NYUS-TX
|
|||
|
Audit Exception Type
AuditExceptionType
|
Categorization of the compliance or data warning flagged. | ||
|
Description
Specifics the type of issue found during validation (e.g., 'Negative Net Pay', 'Missing Tax ID'). Used in the 'Audit Exception Resolution Monitor' to analyze which types of errors are causing the longest delays and to guide root cause analysis for upstream data quality improvements.
Why it matters
Provides detail on why the process was halted or flagged.
Where to get
Consult ADP Workforce Now documentation
Examples
Missing SSNNegative Net PayBenefit Mismatch
|
|||
|
Bank File ID
BankTransferFileId
|
Identifier for the generated payment file sent to the bank. | ||
|
Description
The unique reference number for the ACH or wire file generated during the 'Bank Transfer File Generated' activity. This helps link individual payroll records to the bulk payment execution step, enabling the 'Disbursement and Publication Velocity' analysis.
Why it matters
Links individual cases to batch processing events.
Where to get
Consult ADP Workforce Now documentation
Examples
ACH-20231005-01ACH-20231005-02
|
|||
|
Cost Center
CostCenterId
|
The financial cost center code charged for the payroll. | ||
|
Description
Indicates the specific GL unit or cost center associated with the payroll expense. This attribute provides a financial view of the process, allowing the organization to correlate processing inefficiencies (like rework costs) with specific business units.
Why it matters
Aligns process analysis with financial reporting structures.
Where to get
Labor Distribution fields.
Examples
CC-500CC-900CC-120
|
|||
|
Cycle Time (Days)
CycleTimeDays
|
The total duration of the case from start to finish. | ||
|
Description
A calculated metric representing the number of days from the first event (e.g., Time Sheet Submitted) to the last (e.g., Payment Executed). It serves as a high-level performance indicator for the 'End to End Payroll Cycle Trends' dashboard, allowing for the monitoring of overall process speed and efficiency.
Why it matters
High-level metric for overall process speed.
Where to get
Calculated during data transformation.
Examples
3.55.02.1
|
|||
|
Employee ID
EmployeeId
|
Unique identifier of the employee being paid. | ||
|
Description
The specific ID of the employee associated with the payroll record. While the CaseId tracks the record, the Employee ID allows for longitudinal analysis of specific employees who may chronically submit late timesheets or require frequent manual corrections.
Why it matters
Enables analysis of behavior patterns at the employee level.
Where to get
AssociateOID or File Number in ADP.
Examples
A102030000123456
|
|||
|
Pay Period End Date
PayPeriodEndDate
|
The closing date of the pay cycle. | ||
|
Description
Marks the end of the period for which the employee is being compensated. Used in conjunction with event timestamps to determine if processing is happening on schedule relative to the close of the pay period.
Why it matters
Reference point for calculating schedule adherence and lateness.
Where to get
Pay Cycle configuration.
Examples
2023-10-152023-10-31
|
|||
Payroll Processing Activities
| Activity | Description | ||
|---|---|---|---|
|
Audit Exception Flagged
|
Indicates the system detected a violation of validation rules (e.g., negative net pay, missing tax jurisdiction) during calculation. Captured from the generation of error messages in the calculation output. | ||
|
Why it matters
Driver for the 'Audit Exception Resolution Monitor'. High volumes indicate upstream data quality issues.
Where to get
Payroll Processing Error Log or 'Verify Payroll' output report.
Capture
Logged when system generates validation error
Event type
explicit
|
|||
|
Bank Transfer File Generated
|
The technical creation of the NACHA/ACH file for direct deposits. Usually triggered immediately after the 'Finalize' step completes. | ||
|
Why it matters
Monitors the 'Time to Bank Transfer File Generation' to ensure technical handoffs don't delay payments.
Where to get
Output/Reports Log; Timestamp of 'ACH File' or 'Direct Deposit File' generation.
Capture
Logged when output file created
Event type
explicit
|
|||
|
Gross Pay Calculated
|
The system executes the logic to multiply hours by rates and add supplemental earnings. This is inferred from the completion timestamp of the 'Calculate Payroll' batch process. | ||
|
Why it matters
Core processing step. Multiple occurrences indicate rework loops typically visualized in the 'Payroll Preview Loop Analysis'.
Where to get
Payroll Audit Trail; completion time of 'Calculate' action on the specific Pay Group Batch.
Capture
Derive from completion timestamp of calculation job
Event type
inferred
|
|||
|
Pay Slip Published
|
The availability of the digital pay statement to the employee via the self-service portal (iPay). Usually scheduled relative to the Payment Date. | ||
|
Why it matters
Supports 'Pay Slip Publication Lead Time' and employee satisfaction analysis.
Where to get
Inferred from System Settings (Pay Statement Availability Rule) applied to the Check Date.
Capture
Derive from comparing field Check Date to Publication Rule
Event type
inferred
|
|||
|
Payment Executed
|
The effective date funds are released to employees. This is often a calculated event based on the Check Date defined in the payroll batch. | ||
|
Why it matters
The primary outcome of the process. Essential for calculating 'Tax Filing Compliance Lead Time'.
Where to get
Payroll History; 'Check Date' field.
Capture
Derive from comparing field Check Date to System Date
Event type
calculated
|
|||
|
Payroll Record Approved
|
The formal acceptance of the payroll batch, locking it against further changes and authorizing money movement. This is the 'Finalize' step in ADP WFN. | ||
|
Why it matters
The definitive milestone ending the processing phase and starting the disbursement phase.
Where to get
Payroll Process Workflow; Status change of Batch to 'Finalized' or 'Committed'.
Capture
Logged when transaction 'Finalize Payroll' executed
Event type
explicit
|
|||
|
Payroll Record Initialized
|
Occurs when the payroll batch is created or opened for the cycle, effectively instantiating the payroll case for the employee. Inferred from the creation timestamp of the Paydata record in the active batch. | ||
|
Why it matters
Establish the start of the specific payroll calculation window. Measures the 'Incentive Data Integration Lag' when compared to data import timestamps.
Where to get
Payroll Module; Paydata Batch Header creation timestamp or first entry in Paydata Grid.
Capture
Compare status field before/after batch creation
Event type
inferred
|
|||
|
Time Sheet Approved
|
Represents the manager's approval of the timecard, authorizing the hours for payroll processing. This is a critical gatekeeping step that moves data from T&A to the Payroll module. | ||
|
Why it matters
Essential for the 'Timesheet Approval Cycle Times' dashboard. Identifies managerial bottlenecks that jeopardize the processing timeline.
Where to get
ADP Time & Attendance Audit Trail; filter for 'Status Change' to 'Approved'.
Capture
Logged when transaction 'Approve Timecard' executed
Event type
explicit
|
|||
|
Time Sheet Submitted
|
Marks the moment an employee or manager submits time and attendance data for the pay period. Captured explicitly from the Time & Attendance module audit logs within ADP Workforce Now. | ||
|
Why it matters
Starts the payroll cycle lead time clock. Delays here ripple downstream, reducing the time available for payroll specialists to validate data.
Where to get
ADP Time & Attendance Audit Trail; filter for 'Status Change' to 'Submitted' on Timecard objects.
Capture
Logged when transaction 'Submit Timecard' executed
Event type
explicit
|
|||
|
Benefits Deductions Applied
|
The application of benefit rules (medical, 401k) to the gross pay. Usually occurs simultaneously with calculation but is logically distinct for audit purposes. | ||
|
Why it matters
Correlates with 'Audit Exception Flagged' to determine if benefit logic is triggering compliance errors.
Where to get
Inferred from the creation or update of deduction line items in the Paydata Grid following a calculation event.
Capture
Compare deduction fields before/after calculation
Event type
inferred
|
|||
|
Data Correction Performed
|
A manual modification to the Paydata Grid executed by a payroll specialist to resolve errors or adjust amounts. Captured via the field-level audit trail. | ||
|
Why it matters
Key metric for 'Manual Data Correction Frequency'. High correction rates suggest automation failures.
Where to get
Paydata Grid Audit Trail; User 'Update' actions on pay lines.
Capture
Logged when transaction 'Update Paydata' executed
Event type
explicit
|
|||
|
Incentive Data Imported
|
Records the ingestion of external pay data such as commissions or bonuses via the ADP Import utility. This event tracks when secondary income sources are attached to the payroll record. | ||
|
Why it matters
Crucial for identifying integration delays. Late imports often force recalculations and rework loops.
Where to get
ADP Integration/Import Logs; success timestamp for 'Paydata Import' job.
Capture
Logged when transaction 'Import Paydata' executed
Event type
explicit
|
|||
|
Payroll Result Previewed
|
The generation of the 'Preview Payroll' register or reports for human verification. This step validates the calculation results before finalizing. | ||
|
Why it matters
Used in 'Payroll Preview Loop Analysis'. Excessive previews imply a lack of confidence in the data.
Where to get
System Logs; timestamp of 'Preview Payroll' report generation.
Capture
Logged when transaction 'Generate Preview' executed
Event type
explicit
|
|||
|
Retrospective Adjustment Posted
|
Occurs when a historical correction is applied to a closed payroll record, typically affecting the next cycle. This identifies errors found after the process officially ended. | ||
|
Why it matters
Critical for 'Retrospective Adjustment Volume' analysis, indicating failed upstream quality checks.
Where to get
Payroll History; New transactions posted with an 'Effective Date' in the past.
Capture
Logged when transaction 'Post Adjustment' executed
Event type
explicit
|
|||
|
Tax Filing Completed
|
Marks the completion of statutory tax filings for the pay period. For ADP Tax Service clients, this is when ADP confirms the filing package is closed. | ||
|
Why it matters
Tracks compliance risk. Delays here can result in penalties.
Where to get
Tax Module; Quarter-End or Period-End filing status update.
Capture
Requires system analysis
Event type
inferred
|
|||