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UltiPro Integration
UltiPro Integration

A detailed overview of Humanity’s integration with UltiPro along with instructions for setting up and activating the integration.

Yasir Ehsan avatar
Written by Yasir Ehsan
Updated over a week ago

UltiPro from Ultimate Software is a cloud-based human capital management (HCM) software system that unites all aspects of HR, payroll, and talent management.

This document provides a detailed overview of Humanity’s integration with UltiPro along with instructions for setting up and activating integration.

Integration Overview

Integration is bi-directional and supports the following data synchronization:

1- From UltiPro to Humanity:

  • Organization structure (from UltiPro Core module)

  • Employee data (from UltiPro Core module)

  • Time Off data (from UltiPro Time & Attendance (UTA) module)

2- From Humanity to UltiPro:

  • Schedule data synchronization (to UltiPro Time & Attendance module)

Synchronization is automatically triggered every three hours (starting from the completion of the last sync).

UltiPro is the source of truth for organization structure, employee and time off data. Data synced from UltiPro to Humanity shouldn’t be changed in Humanity.

Humanity is the source of truth for schedule data. Data synced from Humanity to UltiPro shouldn’t be changed in UltiPro.

Organization Structure Synchronization

Synchronization of the organization structure from UltiPro to Humanity is the initial component of the employee data sync. The same sync is required in order to reflect the hierarchical structure of the UltiPro Master Company and belonging Component Companies to the Group Account Platform (GAP) in Humanity, to which employees and their data will be allocated.

UltiPro Master Company organization structure is synced from UltiPro Core module.

Upon the integration activation and the initial employee sync completion, all the organizations of the selected Master Company in your UltiPro account will be reflected in child accounts in Humanity's GAP.

If you have more than one Master Company, the integration will synchronize only the organizational structure of the Master Company defined in your UltiPro Core account whose credentials are used for integration activation.

Upon the integration activation, the Master Company organization structure data that is synced to a specific Humanity GAP account, cannot be changed with other Master Company's organization structure data.

The following organization structure data will be synced from UltiPro to Humanity:

  • Company Name

  • Company Status

  • Company's Parent

Integration recognizes and synchronizes the data from UltiPro to Humanity upon the following actions:

  • A new company is created in the UltiPro Master Company organization structure

  • An existing company is updated in the UltiPro Master Company organization structure

  • An existing company is deleted/deactivated in the UltiPro Master Company organization structure

Employee Data Synchronization

Integration will synchronize only the employee data which is related to the synchronized Master Company organization structure.

All employees from UltiPro will be synced to Humanity as users with Employee account permissions.

To set proper account permissions per user in Humanity, go to Staff > access specific employee profile > Permissions > Account Type > choose desired permission level.

The employee match during the initial sync will be made by the employee’s UltiPro ID.

Upon the initial Employee sync, Humanity will automatically create user accounts for all synchronized employees. Each newly-created employee account in Humanity will have a status which reflects the employee’s status in UltiPro. An Active status will be set for all employees who are active in UltiPro and a Disabled status will be set for employees who are inactive in UltiPro.

If the employee’s status is Active, an activation email (for password setup) won’t be sent to the employee.

If you would like to send an activation email (for password setup) to a single, newly-created employee in Humanity, you will need to:

  • Set that user’s status in Humanity to Inactive

  • Click on the Staff module and select Not Activated from the left side panel

  • Choose one of the available options—Send Activation Email Now

If you would like to send an activation email (for password setup) to a few, or all, newly-created employees in Humanity, you will need to:

  • Go to Staff module and select desired employees

  • Click on the Bulk Edit button in the upper right corner

  • Select Send Activation Email in the bulk edit options

  • Go to Next Step on the bottom of the page

  • Confirm the action by pressing Confirm

The following Employee data is synced from UltiPro to Humanity:

  • First Name

  • Last Name

  • Preferred Name

  • Work Phone

  • Home Phone (only if Work Phone doesn't exist)

  • Primary Email

  • Alternate Email (only if Primary Email doesn't exist)

  • Employee Status

  • Employee Number

  • Employee Hire Date

Integration recognizes and synchronizes the data from UltiPro to Humanity upon the following actions:

  • Employee account created in UltiPro

  • Employee information updated in UltiPro—first name, last name, phone, email, status change, etc.; employee transferred from one Company/Location (+ Org. Level 1/2/3/4) to another in the same Organization Structure

  • Employee deactivated/terminated in UltiPro

Location Synchronization

Integration supports synchronization of UltiPro Location (+ Organization Level 1/2/3/4) or UTA Team to Humanity Location.

The Humanity Location name represents the:

  1. UltiPro Location code OR

  2. Combination of UltiPro Location code and Organization Level (1, 2, 3 or 4) description OR

  3. UTA Team name

Depending on the Location sync option that the user chooses, you can then determine which of the three options will be set as the Humanity Location name.

Possible Location sync options are:

  1. Sync UltiPro Location to Humanity Location—in this case the UltiPro Location code will be set as Location name in Humanity (e.g. BEG)

  2. Sync UltiPro Location & Org. Level 1 to Humanity Location—in this case the UltiPro Location code + Org. Level 1 description will be set as Location name in Humanity (e.g. BEG - Entertainment)

  3. Sync UltiPro Location & Org. Level 2 to Humanity Location—in this case the UltiPro Location code + Org. Level 2 description will be set as Location name in Humanity (e.g. BEG - Corporate)

  4. Sync UltiPro Location & Org. Level 3 to Humanity Location—in this case the UltiPro Location code + Org. Level 3dDescription will be set as Location name in Humanity (e.g. BEG - Southeast)

  5. Sync UltiPro Location & Org. Level 4 to Humanity Location—in this case the UltiPro Location code + Org. Level 4 description will be set as Location name in Humanity (e.g. BEG - John Smith)

  6. Sync UTA Team to Humanity Location—in this case the UTA Team name will be set as Location name in Humanity (e.g. Neurology)

Note:

  • Activating the Location sync is mandatory if the Schedule sync option is to be used; otherwise, it is optional.

  • If the Schedule sync is to be used, Location sync option number 6 (Sync UTA Team to Humanity Location) is mandatory.

Location Synchronization

The Location sync can only be activated when setting up the Employee sync configuration for the first time and once enabled, it cannot be disabled .

Integration recognizes and synchronizes the Location data from UltiPro/UTA to Humanity upon the following actions:

  • A new Location or Org. Level 1/2/3/4 is created in UltiPro Core module

  • A new Team is created in the UltiPro Time & Attendance module

  • An existing Location or Org. Level 1/2/3/4 is updated in the UltiPro Core module

  • An existing Team is updated in the UltiPro Time & Attendance module

  • An existing Location or Org. Level 1/2/3/4 is deleted/deactivated from the UltiPro Core module

  • An existing Team is deleted/deactivated from the UltiPro Time & Attendance module

Company, Location and Org. Level 1/2/3/4 are synced from the UltiPro Core module. Only Team is synced from UltiPro Time & Attendance module to Humanity.

Moreover, Location created manually in Humanity will not be deleted/overridden by integration with data from UTA. If you delete/change location which is synced from UltiPro, that data will be overridden with data from UltiPro with the next sync.

Job Synchronization

Integration supports the synchronization of employee’s Job from UltiPro, to Position in Humanity. Employee’s Job synced from UltiPro will be assigned as Position to Employee in Humanity.

Note: Activating the Job sync is mandatory if Scheduled sync is to be used; otherwise, it is optional.

The Job sync can be activated only when setting up the Employee sync configuration for the first time. Once enabled, it cannot be disabled. Upon Job sync activation, the shifts that are being synced from Humanity to UTA module will bear information about the Position for which the specific shifts have been created.

Positions manually created in Humanity will not be deleted/overridden by integration with data from UltiPro. If you delete/change a position which is synced from UltiPro, that data will be overridden with data from UltiPro with the next sync.

If an employee doesn't have an assigned Job in UltiPro then that employee will be synced to Humanity, but won't have an assigned position.

Integration recognizes and synchronizes the data from UltiPro to Humanity upon the following actions:

  • Job created and assigned to employee in UltiPro Core module

  • Job profile for employee updated in UltiPro Core module

  • Job profile unassigned from employee in UltiPro Core module

Important Notes

  • Email address sync: Integration will first search for a Primary Email in UltiPro; if one is not set, it will search for an Alternate Email to sync to Humanity.

  • Phone Number sync: The integration will first search for a Work Phone in UltiPro; if one is not set, it will look for a Home Phone in UltiPro to sync to Humanity.

  • The employee’s Work/Home Phone has to have at least 7 digits in order to be synced from UltiPro to Humanity.

  • Integration currently doesn't support the sync of employee's Secondary Jobs and Time Zone.

Time Off Data Synchronization

Integration supports synchronization of employee’s Time Off data from UltiPro Time & Attendance (UTA) module to Humanity.

The Time Off (TO) data that is synced from UltiPro to Humanity include:

  • Time Off Type Name

  • Approved Time Off Request Start Time

  • Approved Time Off Request End Time

  • Approved Time Off Request Type (Partial day/Full day)

The integration recognizes and syncs data upon the following actions:

  • Approved TO request created in UltiPro Time & Attendance

  • Approved TO request updated in UltiPro Time & Attendance

  • Approved TO request deleted/cancelled in UltiPro Time & Attendance

After TO sync is activated, the initial sync will import all changes made to TO requests which have been approved/cancelled one week in the past and one month in the future, starting from the date of the current sync runtime (i.e. if the current sync is running on July 1, 2019, it will import all changes that occurred in the period from June 25, 2019 to August 31, 2019).

Each following sync will import only the changes that occurred between the last sync end and the next sync start time.

Important Notes

  • Synced, approved TO requests will be visible in the Humanity’s Dashboard “On Leave” widget, Leave module (Upcoming Time Off) , Schedule module (Schedule Overview, Leave Schedule, Staff Availability) and Staff module (within employee profile in the Leave section), Reports Module (Vacations, Vacation Summary reports).

  • TO request types in UltiPro Time & Attendance may be in both hourly or daily units, but all approved TO requests will be synced to Humanity as full day requests only.

  • If an employee takes an hourly TO request (e.g. 3 hours on Thursday), that employee will be shown in the Leave Schedule as being unavailable for the whole day. The Manager will be able to see how many hours the employee is actually unavailable by pulling up the “Vacation Summary” Report (in the Humanity Reports module). The information will be available in the “Comments” column.

  • For an accurate entitled TO days/hours amount, please reference UltiPro as the primary source of truth for TO data. This information will not be synced to Humanity. In Humanity, “Entitled Leave Days” for each synced TO type will be set to 365/366 days by default.

Schedule Data Synchronization

Integration supports synchronization of employee’s Schedule data from Humanity to UltiPro Time & Attendance (UTA) module.

The schedule data synced from Humanity to UltiPro Time & Attendance include:

  • Shift Date

  • Shifts Start Time

  • Shift End Time

  • Team

  • Job

  • Activity

  • Time Code

  • Operation Type

Integration recognizes and syncs data from Humanity to UltiPro Time & Attendance upon the following actions:

  • Shift for an employee is created and published in Humanity

  • Shift for an employee is updated/edited and published in Humanity

  • Published shift for an employee is deleted in Humanity

Important Notes

  • If the setting 'Use the Draft/Publish Schedule Method' is OFF, then all created shifts will be synced to UTA.

  • If the setting 'Use the Draft/Publish schedule method' is ON, then only the published shifts will be synced to UTA.

  • Synced shifts will be visible in the Schedule tab of the UTA module.

  • Only the shifts which are created for the positions (jobs) synced from UltiPro, will be synced from Humanity to UTA. Shifts that are created for positions which are added manually in Humanity, don’t sync to UTA.

  • If an employee doesn't have an assigned job in UltiPro then that employee will be synced to Humanity, but won't have an assigned position. Consequently, shifts created for that employee won't be synced to UTA.

Integration Requirements

To activate Humanity’s integration with UltiPro and enable data synchronization, a certain set of requirements, related to Humanity and UltiPro (Core and UTA), must be fulfilled.

Humanity Application Requirements

The integration user must have an active Humanity account with administrator access.

The Group Accounts Platform (GAP) module must be activated. Please contact Humanity Support for details.

The preconditions for Time Off sync activation are:

Step 1: Filled in UTA account credentials in the Integration Activation (Authentication) step;

Step 2: The following Leave settings ( Settings > Leave and Availability) must be set to the values shown in the following screenshot;

Step 3: The “Deduct weekends from leave requests” setting under “Advanced settings” for the Leave module ('Settings' > 'Leave and availability') has to be set in a way that none of the days are selected. See the screenshot below.

The preconditions for Schedule sync activation are:

  1. Filled in UTA account credentials in the Integration Activation (Authentication) step;

  2. Activated Employee sync;

  3. Activated Location Sync with option ‘Sync UTA Team to Humanity Location’;

  4. Activated Job Sync.

UltiPro Application Requirements

The following configuration is required in UltiPro:

  • Humanity Integration Service Account created in UltiPro Core module

  • Specific Web Services access granted to Humanity Integration Service Account in UltiPro Core module

  • Humanity Integration User created in UltiPro Time & Attendance module

Create Humanity Integration Service Account in UltiPro Core following these steps:

  1. Access your UltiPro Core company instance

  2. Go to Menu > System Configuration > Security > Service Account Administration

  3. Click 'add' button in the top right corner

  4. Create Username, Password and Email of the new Service Account and save the changes

To grant the required UltiPro Core Web Services access to the Humanity Integration Service Account follow these steps:

  1. Access your UltiPro Core company instance

  2. Access the previously created Humanity Integration Service Account

  3. In the 'Web Service' section select Add, View, Edit, Delete permissions following instructions in the tab ”Web Services Access Setup” of the “UltiPro Integration Checklist” document (*)

  4. Save the changes

(*) “UltiPro Integration Checklist” document will be provided to you during the integration implementation process.

Create UTA Humanity Integration User following these steps:

  1. Log in to your UltiPro Time & Attendance instance

  2. Go to Maintenance > Security > Users

  3. Click ”Create New Entry” button

  4. Define the required fields (User, Password, Employee, Date Password Changed, Security Group, Locale)

  5. Check the boxes ”Can see self” and ”Is Power User"

  6. Save the changes

Integration Setup Instructions

Integration Activation (Authentication)

  1. Log in to your Humanity account and click on the Settings gear in the upper right corner.

  2. Choose the Integrations module listed under the Integration section on the left side panel.

  3. Choose the UltiPro integration from the Integrations main page.

4. On the next page, click the Activate button.

5. A sidebar will appear and you will be asked to fill in the following company information, followed by a prompt to click the Authorize button:

  • UltiPro Core Service Subdomain

  • UltiPro Core Service Apikey

  • UltiPro Core Service Username

  • UltiPro Core Service Password

  • UTA Customer ID

  • UTA Username

  • UTA Password

6. Authentication between the two apps will be completed and integration will be activated.

Important Notes

  • UTA authentication credentials (Customer ID, Username and Password) are mandatory if Time Off and Schedule sync are to be activated, otherwise they are optional.

  • If the Integrations module is not listed, please contact Humanity Support.

  • Any changes made to the login credentials or security setup of the UltiPro Core and UTA Integration users will result in integration deactivation.

Employee Sync Activation

In order to enable the Employee sync, the requirements from the “Integration Requirements” section must be fulfilled.

Employee sync activation steps:

  1. Click the Show More for Employee Sync, located in the UltiPro integration page Sync Details section.

2. Enable Location Sync and choose the preferred Location sync option.

3. Enable Job Sync.

4. Click Start Sync.

5. The Employee sync is now activated and the initial Employee data sync will begin immediately.

Important Notes

  • Location Sync option “Sync UTA Team to Humanity Location” is mandatory if Schedule sync will be activated.

  • Job Sync is mandatory if Schedule sync will be activated.

  • The initial Employee sync may last more than 60 minutes. No changes can be made to the integration configuration while the sync is running.

  • Within each account of your GAP structure (navigate to Group Accounts module > Manage Accounts > select specific account), the “Child of [account name]” setting will be automatically set when integrating to the proper account name and must not be changed.

Time Off Sync Activation

In order to enable the Time Off sync, the requirements from the “Integration Requirements” section must be fulfilled.

Time Off sync activation steps:

Step 1: Click Start Sync for Time Off Sync located in the UltiPro integration page Sync Details section.

Step 2: The Time Off sync is activated and the initial Time Off data sync will begin once the next scheduled Employee sync has been completed.

Important Notes

  • If the Employee sync is deactivated, Time Off sync will be automatically deactivated as well.

  • Time Off requests synced from UltiPro Time & Attendance must not be requested/approved in Humanity.

  • Upon Time Off (TO) sync activation, the following settings will be automatically set and must not be changed in order for the TO sync to work properly:

Schedule Sync Activation

In order to enable the Schedule sync, the requirements from the “Integration Requirements” section must be fulfilled.

Schedule sync activation steps:

Step 1: Click the Start Sync for Schedule Sync located in the UltiPro integration page Sync Details section.

Step 2: The Schedule sync is activated and the initial Schedule data sync will begin once the next scheduled Employee sync has been completed.

Frequently Asked Questions

To which Humanity Child Account will the employee be synced?

The employee will be synced to the Humanity child account representing that employee's UltiPro home Company.

To which Humanity Location will the employee be synced?

  • If the chosen option for Location sync is UltiPro Location, the employee will be synced to the Humanity Location representing the UltiPro Location to which he/she belongs.

  • If the chosen option for Location sync is UltiPro Location + Org.Level 1/2/3/4 the employee will then be synced to the Humanity Location representing the combination of their UltiPro Location and Org. Level 1/2/3/4.

  • If the chosen option for Location sync is UTA Team, the employee will then be synced to the Humanity Location representing the Team to which the employee is assigned in UltiPro Time & Attendance module.

How will the employee's Location or Org. Level change in UltiPro be reflected in Humanity, if the chosen option for Location Sync is, for example, UltiPro Location + Org.Level 2?

The employee's initial Location code in UltiPro is 'BEG' and Org. Level 2 is 'Sales.' That employee will be placed in Humanity under Location BEG-Sales.

  • Scenario 1: The employee's Location in UltiPro is changed to 'SF', while Org. Level 2 stays unchanged. That employee will be placed in Humanity under Location ‘SF-Sales’. The employee will be unassigned from the Position at the old location and assigned to new Position under new Location.

  • Scenario 2: The employee's Org. Level 2 in UltiPro is changed to 'Marketing,' while the Location remains unchanged. That employee will be placed in Humanity under Location ‘BEG-Marketing’. The employee will be unassigned from the Position at the old location and assigned to new Position under new Location.

  • Scenario 3: The employee's Location in UltiPro is changed to 'SF' and Org. Level 2 in UltiPro is changed to ‘Marketing’. That employee will be placed in Humanity under Location ‘SF-Marketing’. The employee will be unassigned from the Position at the old location and assigned to new Position under new Location.

What will happen if I create, delete or change employee details in Humanity—e.g. employee’s phone number, first name, last name, etc.?

You should only create, delete or update this type of employee information in UltiPro Core because UltiPro is the single point of truth for employee data. Data changed in Humanity won’t be picked up by Integration and synced to UltiPro, and will be overridden by data from UltiPro during the next scheduled sync.

Is it required that each employee synced from UltiPro to Humanity has an email address set in UltiPro?

It isn’t required, but it is recommended. Providing an email address in UltiPro will allow users to receive various notifications from Humanity or instructions for account activation, password reset, etc.

How can I access multiple Humanity accounts if I need to schedule employees in those accounts?

If the multiple accounts you are trying to access have the same parent account in Humanity, then you need to manually create a user in the parent account in order to access all its child accounts. To manually create user account, please contact your admin user of the Humanity Master account.

Will the user’s permissions role set in UltiPro be reflected in Humanity?

Once all users in UltiPro have been synced to Humanity, they will have accounts with “Employee” permissions/access. Permission settings for your users have to be set in the Humanity platform.

Once specific Component Company in UltiPro is synced to the corresponding Humanity account, which user will be the Administrator of that Humanity account?

A generic user with the name “Admin” will be the administrator of that Humanity account. This user is not synced from UltiPro but rather created by integration itself.

Will the Employee be synced from UltiPro to Humanity if their email address is already taken by another user in Humanity?

Yes, that Employee will be synced and their email address in Humanity will be saved as an original email address with added ‘+’ and a random alphanumeric string in front of the ‘@’ symbol (i.e. if the original email is ultipro.user@domain.com, in Humanity, it will be saved as ultipro.user+djfr8tu59cjivns@domain.com).

If you have any further queries, please don't hesitate to reach out to us at support@humanity.com.

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