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Mosaic Insights

UltiPro Integrations: Files, Data and API’s, Oh My!

Employee-related expenses (salaries, benefits, taxes, etc.) comprise up to 70% of a company’s total operating expenses – which makes leveraging HR technology to make informed business decisions imperative. HR, Finance, and Operations leaders’ ability to use data effectively to move the business forward depends on having a reliable central source for company data, and the ability to seamlessly update and ensure data integrity, in concert, across many different technology platforms.

For many companies, UltiPro serves as the “system of record” for most employee and organizational data, making it the best and most reliable source to feed systems, vendors, and processes. Integrations help maintain data integrity in internal and external sources, using UltiPro as the source of truth, for improved accuracy, security, efficiency, compliance, and decision-making.

Watch the recording of our webinar on this topic:

 
 

Click here to download the slides used during this webinar.

Why Use Integrations?

Integrations help systems to interact, working with consistent, accurate data among the multiple systems to make informed decisions. Integrations have many benefits, such as enhancing the user experience, improving processes by consolidating data to make it more consumable/actionable, and limiting manual work for your payroll, HR, IT and accounting staff. UltiPro integrations help free your team of mundane and repeatable tasks to focus on more global and meaningful aspects of your business: your people, your strategy, and the bottom line.

Integrations help data flow from UltiPro to other systems and to vendors who use employee data to support your company, such as:

  • New hire set-up from your recruiting and applicant tracking system to UltiPro
  • Hardware procurement and set-up and IT access for new hires
  • Keeping time clock and scheduling system up to date
  • Sending 401(k) demographics and contribution information to a vendor
  • Revoking facility access of an employee upon termination

Which Integration(s) Are Right For Me?

There are many types of integrations to import data into UltiPro from an external source or to push data out of UltiPro. Determining the type of integration to deploy will depend on many factors, including:

  • Data fields to be sent/received to/from other system(s)
  • Frequency of the data exchange
  • Resources available (IT resources, staff availability, staff experience)
  • Priority, sensitivity, and security of data being exchanged
  • Restrictions/Capabilities of the UltiPro integration methods
  • Capabilities and data transfer methods available with external system(s)

In addition to these factors, we recommend a quick review of your business processes to help identify opportunities for an integration.

Integrations can also address security or compliance vulnerabilities. Automatically generating and sending general ledger files to the GL system eliminates the opportunity for manual manipulation the GL files. (manual manipulation of GL files has been used to cover up fraudulent payroll activities.)

An Overview of Various UltiPro Integrations

Ultimate Software provides many methods and tools for integrating UltiPro with other systems and platforms. Most common integrations fall in the following categories:

  • Web Services/Application Programming Interfaces (API’s) – UltiPro’s Web Services and APIs are commonly used for integrating with recruiting/applicant tracking systems, Active Directory, and global third party pay, or directly to systems with built-in API functionality. An API runs on an application server – which can be hosted and maintained by your internal IT department, or you may choose cloud-hosted API platforms (such as Cloud Connectors, Mulesoft, or Informatica). You can find documentation on UltiPro APIs at connect.ultipro.com/documentation#/api
  • SQL Framework Interfaces - These are custom exports or imports that are built upon Ultimate Software’s defined development framework. While these types of interfaces are customized to your (or your vendor’s) specific requirements, they are programmed in a standard method which ensures compatibility with future UltiPro upgrades. SQL interfaces typically generate text files to send to the system or vendor, and they can be automated to run periodically or run based on triggers (such as payroll close). Common SQL interfaces are 401K Contributions, medical files, HSA/FSA contributions, General Ledger files, and NACHA files.
  • Ultimate Carrier Network (UCN) Interfaces – A UCN interface is an export built and maintained by Ultimate Software for a select few large benefits vendors. If the benefit vendor is available as UCN, these interfaces are very cost-effective.
  • Web Import Tool - The web import tool provides a platform for importing data into UltiPro from third-party systems or files that you develop and controlling the flow of data into UltiPro Core Web, either manually or automatically.
  • Backoffice Imports/Exports – Backoffice imports and exports are built as templates that allow mapping and logic to create a repeatable process for importing or exporting data into or out of UltiPro. Common use cases include:  time clock imports, GL exports, and bank NACHA files.

Ultimately, integrations help UltiPro stay in sync with other applications, vendors, processes and services to improve efficiency, reduce vulnerabilities for fraud and abuse, and help company leaders make more strategic, informed decisions.

Posted by Matt Hill at 11:00 AM

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