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ADP Workforce Now
by ADP
by ADP
Profile Information Last updated on: 1 July 2024
Profile Information Last updated on: 1 July 2024
We help make selecting a software for your business effortless, economical and efficient.
by ADP
by ADP
Profile Information Last updated on: 1 July 2024
Profile Information Last updated on: 1 July 2024
The typical implementation process for ADP Workforce Now software involves several key steps and can vary in duration depending on the complexity and size of the organization. Here is a general outline of the process:
1. Initial Consultation and Planning:
- Needs Assessment: Understanding the specific requirements of the organization.
- Project Planning: Developing a detailed project plan, including timelines and milestones.
2. Configuration and Setup:
- System Configuration: Customizing the software to meet the organization's needs.
- Data Migration: Transferring existing data into the new system.
- Integration: Ensuring the software integrates with other systems used by the organization.
3. Testing:
- System Testing: Verifying that the system works as expected.
- User Acceptance Testing (UAT): Allowing end-users to test the system to ensure it meets their needs.
4. Training:
- Administrator Training: Training for those who will manage the system.
- End-User Training: Training for all employees who will use the system.
5. Go-Live:
- Final Preparations: Ensuring everything is ready for the system to go live.
- Launch: Officially starting to use the system in a live environment.
6. Post-Implementation Support:
- Ongoing Support: Providing support to address any issues that arise after go-live.
- Continuous Improvement: Making adjustments and improvements based on user feedback.
Duration
The implementation process can take anywhere from a few weeks to several months. The exact duration depends on factors such as the size of the organization, the complexity of its needs, and the level of customization required. For small to medium-sized businesses, the process might take around 8 to 12 weeks, while larger organizations with more complex requirements might need several months to complete the implementation.
Yes, ADP Workforce Now can be customized to fit specific business needs. Here are several data points that illustrate the customization capabilities of the software:
Custom Fields
- Custom Fields Setup: ADP Workforce Now allows users to set up custom fields for various purposes, such as tracking 401k eligibility dates or other specific data points needed for reporting and compliance.
- Field Types and Options: Custom fields can be configured as blank fields, drop-down lists, or other types, depending on the requirements. These fields can be used in reports and to create derived fields in reporting.
Reporting and Analytics
- Custom Reports: Users can create custom reports by selecting specific fields, applying filters, and arranging columns as needed. This allows for tailored reporting that meets the unique needs of the business.
- Advanced Reporting: ADP Workforce Now offers advanced reporting capabilities, enabling users to generate detailed and complex reports. This includes the ability to modify sample reports and create new ones with specific criteria.
- Standard Reports Customization: Standard reports can be customized by adding or removing fields, selecting sort options, and choosing output formats like PDF or Excel. This flexibility helps in generating reports that are more relevant to the business.
Integration with Other Systems
- Third-Party Integrations: ADP Workforce Now integrates with various third-party applications such as QuickBooks, Sage, JazzHR, Lever, ZipRecruiter, Cornerstone, and more. This allows businesses to create a seamless HR ecosystem that fits their specific operational needs.
- API-Based Solutions: The software supports API-based solutions for data synchronization with other systems, ensuring that user and organizational data are consistently updated across platforms.
User and Role Customization
- Portal Customization: Administrators can customize the ADP Workforce Now portal by setting up site themes, creating approval and notification processes, and managing security groups. This ensures that the portal aligns with the company’s branding and operational workflows.
- Security Groups: Security groups can be configured to control what information different users can see and do on the site. This is crucial for maintaining data security and ensuring that employees have access to the information they need based on their roles.
Employee Self-Service
- Employee Self-Service Portal: The "My ADP Workforce Now" portal allows employees to manage their own HR information, such as updating personal details, viewing pay statements, and requesting time off. This reduces administrative workload and improves employee satisfaction by giving them more control over their data.
Customization for Specific Industries
- Industry-Specific Solutions: ADP Workforce Now caters to various industries, including restaurant/hospitality, manufacturing, professional services, construction, financial services, retail, healthcare, government/education, and nonprofit/social services. This ensures that the software can be tailored to meet the specific needs of different sectors.
User Feedback and Community Support
- Community and Support: The ADP Workforce Now community and support resources provide valuable insights and assistance for customizing the software. Users can seek advice, share experiences, and get help with specific customization needs from peers and ADP support teams[10].
ADP Workforce Now involves several additional costs beyond the basic subscription fees. These costs can include setup fees, maintenance charges, and support fees. Here are the details based on the provided sources:
Setup Fees
- Implementation Costs: For larger implementations with more complex requirements, setup costs can range from $100,000 to over $500,000. For smaller implementations, the cost can range from $20,000 to $50,000.
- Customization Costs: Customization costs can vary depending on the specific needs and features required by the organization.
Maintenance Fees
- Ongoing Maintenance: There are ongoing fees for maintenance and support, which vary depending on the package selected. These fees ensure that the software remains up-to-date and continues to function smoothly.
Support Charges
- Support Services: ADP Workforce Now offers various support services, including technical support, community forums, and dedicated customer service. The level of support can influence the overall cost.
- Enhanced Support: Higher-tier plans like the HR Pro plan include enhanced support services, such as access to a designated team of HR Business Advisors and prepaid legal assistance.
Additional Fees
- Integration Fees: For integrations with other systems, there may be additional fees. For example, integrating ClockShark with ADP Workforce Now involves a $5/month fee for the connector.
- Training Costs: Training costs can also be a factor, with options for eLearning, webinars, and classroom formats. The availability and cost of these training resources can vary based on the region and country.
- Recurring Fees: There are recurring fees associated with the subscription, which can be based on the number of employees and the selected modules or packages.
Example Pricing Breakdown
- Monthly Subscription: Starts at $110 per month, depending on the features and modules selected.
- Per Employee Per Month (PEPM): Costs can range from $18 to $27 PEPM, depending on the size and complexity of the organization.
ADP Workforce Now offers a comprehensive range of training and support options to help new users get started and effectively use the platform. Here are the key training and support features available:
Training Options
1. Instructor-Led Training:
- ADP Workforce Now provides instructor-led training sessions that cover various aspects of the software, including payroll, HR, time and attendance, and benefits administration. These sessions can be conducted virtually or in-person, depending on the user's preference.
2. Online Courses and Webinars:
- Users have access to a variety of online courses and webinars through the ADP Learning Management System. These courses cover topics such as personal and professional development, compliance, cybersecurity, and more.
- The Essential Learning module includes pre-packaged courses and the ability to upload custom content, making it easy to tailor training to specific organizational needs.
3. Certification Programs:
- ADP offers professional certification programs for users who want to become certified specialists in areas like payroll, human resources, and time and attendance. These certifications help users gain in-depth knowledge and demonstrate their expertise in using ADP Workforce Now.
4. Self-Service Training Resources:
- The platform provides a range of self-service training resources, including quick reference guides, video tutorials, and detailed user manuals. These resources are available through the ADP Support Center and can be accessed at any time.
Support Options
1. Customer Support:
- ADP offers robust customer support through various channels, including phone, email, and live chat. Users can contact the support team for assistance with technical issues, troubleshooting, and general inquiries[20].
- The support team is available to help with specific tasks such as resetting passwords, accessing pay statements, and resolving login issues[20].
2. Implementation Support:
- During the implementation phase, ADP provides dedicated support to ensure a smooth transition. This includes assistance with system configuration, data migration, and integration with other systems.
- A committed implementation team works closely with new users to address any challenges and ensure that the system is set up according to their needs.
3. Community and Peer Support:
- ADP Workforce Now users can access a community forum where they can ask questions, share experiences, and get advice from other users. This peer support network is valuable for troubleshooting and learning best practices.
4. Ongoing Maintenance and Updates:
- ADP provides ongoing maintenance and updates to ensure that the software remains up-to-date and continues to meet the evolving needs of users. This includes regular software updates, security patches, and new feature releases.
5. Mobile App Support:
- The ADP Mobile App allows users to access the platform on the go, providing flexibility and convenience. The app supports various functionalities, including viewing pay statements, managing time and attendance, and accessing training courses.
ADP Workforce Now employs a comprehensive set of security measures to protect data, ensuring the confidentiality, integrity, and availability of sensitive information. Here are the key security measures in place:
Encryption
- Data in Transit: ADP Workforce Now enforces TLS 1.2 for data in transit, ensuring that data exchanged between ADP and third parties is encrypted using industry-accepted encryption techniques.
- Data at Rest: Data at rest is encrypted using AES 256-bit encryption, which is a robust encryption standard for protecting stored data.
Access Controls
- Multi-Factor Authentication (MFA): Implementing MFA helps ensure that only authorized personnel can access sensitive data, reducing the risk of unauthorized access.
- User Roles and Permissions: Strict user permission settings are established to limit access to necessary information based on job functions. This minimizes potential damage from unauthorized users or malicious actors.
- Digital Certificates: Digital certificates are issued to authenticate the identity of users, providing an additional layer of security for accessing ADP Workforce Now.
Monitoring and Auditing
- Regular Security Audits: ADP conducts regular security audits and monitoring to ensure compliance with industry regulations and internal policies. This includes reviewing audit logs to identify any suspicious activities or attempted breaches.
- Penetration Testing: External third-party vendors conduct regular penetration tests to identify and address any existing vulnerabilities in the system before they can be exploited by malicious actors.
Physical and Environmental Security
- Physical Security Measures: ADP employs various physical security safeguards, including video surveillance systems, security badges, and security guards stationed at entry and exit points. Access to secured areas is provided only to authorized associates for authorized purposes.
- Business Continuity and Disaster Recovery: ADP has established and maintains a commercially reasonable business continuity and disaster recovery plan to ensure the availability of services in case of disruptions.
Data Security Incident Management
- Incident Response: In the event of a security breach or any other event that compromises the security, confidentiality, or integrity of client data, ADP takes appropriate actions to contain, investigate, and mitigate the incident. Clients are notified as soon as reasonably possible.
- Monitoring for Unauthorized Access: ADP actively monitors the web for any client who may have shared their signup links and unique company codes, and takes action to turn off self-service registration access if such codes are found.
Compliance and Best Practices
- Compliance with Data Privacy Laws: ADP is committed to complying with data privacy laws and regulations, both in the U.S. and globally. This includes providing notice when AI is used to process data and ensuring that privacy compliance programs are up-to-date with legislative developments.
- Client Resources and Best Practices: ADP provides resources and best practices to help clients protect their organization and employees from common types of scams and fraud.
Integration Security
- Secure API Integrations: ADP offers a robust library of APIs that enforce security measures such as TLS 1.2 for data in transit and AES 256-bit encryption for data at rest. These APIs are gated, requiring approval to ensure secure access.
ADP Workforce Now releases updates regularly to ensure the platform remains current with new features, security enhancements, and compliance requirements. Here is an overview of the update frequency and management process:
Frequency of Updates
- Regular Updates: ADP Workforce Now typically releases updates on a quarterly basis. These updates include new features, enhancements, and bug fixes to improve the overall functionality and user experience of the platform.
- Express Upgrades: In addition to regular updates, ADP also provides express upgrades. These are smaller, more frequent updates that address specific issues or introduce minor enhancements. Express upgrades are listed in the release notes or update summaries and have their own sections detailing the resolved issues or new features.
Management of Updates
- Release Notes: Detailed release notes are provided for each update. These documents include information about the new features, enhancements, and bug fixes included in the update. The release notes help users understand what changes have been made and how they might impact their use of the platform.
- Update Summaries: Alongside the release notes, update summaries are provided to give a high-level overview of the changes. These summaries are useful for quickly understanding the key updates without going into the detailed technical specifics.
- Implementation of Updates: Updates are managed through a structured process to ensure minimal disruption to users. This includes thorough testing before deployment and clear communication to users about the upcoming changes and any actions they might need to take.
- User Notifications: Users are notified about upcoming updates and any required actions through various channels, including email notifications and in-platform alerts. This ensures that users are aware of the updates and can prepare accordingly.
- Support and Documentation: ADP provides comprehensive support and documentation to help users navigate the updates. This includes updated user guides, FAQs, and access to customer support for any issues that arise during or after the update process.
ADP Workforce Now has specific policies regarding data ownership and portability, which are designed to ensure that clients retain control over their data and can transfer it as needed. Here are the key points based on the provided sources:
Data Ownership
- Client Ownership: ADP Workforce Now's policy clearly states that clients retain ownership of their data. This includes all employee-related data and other information that clients input into the system.
- Data Processing: ADP acts as a Data Processor, meaning it processes client data on behalf of the client and in accordance with applicable laws. ADP does not claim ownership of the data but is responsible for its secure processing and management.
Data Portability
- Export Capabilities: ADP Workforce Now provides robust export capabilities, allowing clients to export their data in various formats. This includes exporting time, attendance, and payroll data, which can be used by other applications or for compliance and reporting purposes.
- Integration with Other Systems: The platform supports integrations with other systems, facilitating the transfer of data between ADP Workforce Now and third-party applications. This ensures that clients can maintain data continuity across different platforms.
- Data Mapping and Validation: During data transfers, ADP ensures that data mapping and validation processes are in place to maintain data integrity. This includes using validation tables to sync data accurately between ADP Workforce Now and other systems.
Data Privacy and Security
- Data Privacy Agreements: ADP has comprehensive data privacy agreements that outline the responsibilities of both ADP and the client regarding data protection. These agreements ensure that data is processed in compliance with applicable privacy laws and regulations.
- Binding Corporate Rules (BCR): ADP has adopted Binding Corporate Rules, which establish the rules for processing personal data within ADP. These rules ensure that data is handled consistently and securely across all ADP entities globally.
Client Obligations
- Data Provision: Clients are responsible for providing ADP with the necessary data required to perform the services. This includes ensuring that the data is collected in accordance with applicable laws and that the client has the authority to provide the data to ADP.
- Data Mapping and Validation: Clients must complete and validate data mapping processes to ensure accurate data transfer. Any errors discovered during the mapping process must be corrected to maintain data integrity.
Data Retention and Deletion
- Retention Policies: ADP has policies in place for the retention, maintenance, and deletion of personal data. These policies ensure that data is retained only as long as necessary for the purposes for which it was collected and is securely deleted or destroyed when no longer needed[20].
ADP Workforce Now offers flexible terms for scaling up or down to accommodate changing organizational needs. Here are the key points regarding scalability based on the provided sources:
Scaling Up
1. Modular Add-Ons:
- ADP Workforce Now allows businesses to add modules as their needs grow. For example, companies can start with basic payroll and HR functionalities and later add modules for talent acquisition, performance management, benefits administration, and more.
- The platform supports seamless integration of additional features, ensuring that businesses can expand their capabilities without significant disruptions.
2. Subscription Tiers:
- ADP Workforce Now offers different subscription tiers—Select, Plus, and Premium. Each tier includes a progressively broader set of features. Businesses can upgrade their subscription tier to access more advanced functionalities as they grow.
- The Premium package, for instance, includes everything in the Plus package along with automated time-tracking and enhanced analytics.
3. Custom Implementation Services:
- ADP provides custom implementation services to help businesses scale up effectively. This includes assistance from experts and professional consultants to address specific needs and ensure smooth transitions.
Scaling Down
1. Flexible Contract Terms:
- ADP Workforce Now offers flexible contract terms that allow businesses to scale down their services if needed. This can involve reducing the number of modules or downgrading the subscription tier to better align with current organizational requirements.
- Businesses can contact ADP to adjust their service plans and ensure they are only paying for the features they need.
2. Data Portability and Retention:
- ADP ensures that data portability is maintained, allowing businesses to retain access to their data even if they scale down their services. This includes the ability to export data and maintain compliance with data retention policies.
3. Support for Smaller Organizations:
- ADP Workforce Now is designed to be scalable for organizations of various sizes, from small businesses to large enterprises. This means that even if a business needs to scale down, the platform can still provide the necessary support and functionalities tailored to smaller organizational needs.
Practical Examples
- Starting Small and Growing: A business might start with ADP RUN, which is designed for startups and small businesses with fewer than 50 employees. As the business grows, it can transition to ADP Workforce Now for more advanced HR management features.
- Reducing Features: If a business needs to cut costs or simplify operations, it can opt to remove certain modules or downgrade from a higher subscription tier like Premium to a more basic tier like Select, which still provides essential HR and payroll functionalities.
The terms and conditions for contract renewal and cancellation for ADP Workforce Now are detailed in various agreements and documents. Here are the key points based on the provided sources:
Contract Renewal
1. Automatic Renewal:
- Contracts with ADP Workforce Now often include automatic renewal clauses. This means that unless the client provides notice of termination within a specified period before the end of the current term, the contract will automatically renew for an additional term.
2. Notice Period:
- Clients are typically required to provide written notice of their intent not to renew the contract. The notice period can vary, but it is commonly set at 30 to 90 days before the end of the current term.
3. Terms of Renewal:
- Upon renewal, the terms and conditions of the original agreement generally continue to apply unless otherwise modified by mutual agreement. Any changes to the terms or pricing must be agreed upon by both parties before the renewal takes effect.
Contract Cancellation
1. Termination for Convenience:
- Clients may have the option to terminate the contract for convenience, but this typically requires providing advance written notice. The notice period for termination for convenience can vary, but it is often set at 30 to 90 days.
2. Termination for Cause:
- Either party may terminate the contract for cause if the other party breaches any material term of the agreement and fails to cure the breach within a specified period after receiving written notice. Common causes for termination include failure to pay fees, failure to perform services as agreed, or insolvency.
3. Early Termination Fees:
- If a client terminates the contract before the end of the term without cause, they may be subject to early termination fees. These fees are typically outlined in the contract and can include the remaining balance of the contract term or a specified penalty amount.
4. Return of Equipment:
- Upon termination of the contract, clients are required to return any ADP-provided equipment, such as time and attendance hardware, in good condition. If the equipment is not returned promptly, the client may be required to purchase it at fair market value.
5. Data Portability and Retention:
- ADP ensures that clients can export their data upon termination of the contract. Clients are responsible for requesting data exports within a specified period after termination. ADP may retain data for a limited time post-termination to comply with legal and regulatory requirements.
6. Force Majeure:
- Both parties are excused from performance under the contract for any period during which they are prevented from performing due to causes beyond their reasonable control, such as natural disasters, war, or other force majeure events.
Practical Examples
- Client Obligations: Clients must provide all necessary payroll and tax information in a timely manner. Failure to do so can result in the restart of tax bases or other administrative complications.
- Legal Defense and Insurance: The contract may include provisions for legal defense benefits and employment practices liability insurance, which outline the coverage limits and conditions under which these benefits apply.
ADP Workforce Now software meets several compliance standards to ensure the security, privacy, and integrity of client data. Here are the key compliance standards and certifications that ADP Workforce Now adheres to:
ISO Certifications
1. ISO 9001:2015:
- This certification demonstrates ADP's commitment to quality management systems. It ensures that ADP consistently provides products and services that meet customer and regulatory requirements and aims to enhance customer satisfaction through effective system application.
2. ISO/IEC 27001:2013:
- This is an international standard for information security management systems (ISMS). It specifies the requirements for establishing, implementing, maintaining, and continually improving an ISMS. ADP's compliance with this standard ensures that it has robust processes in place to manage and protect sensitive information.
3. ISO/IEC 27701:2019:
- This standard provides guidelines for establishing, implementing, maintaining, and continually improving a privacy information management system (PIMS). It is an extension to ISO/IEC 27001 and ISO/IEC 27002 for privacy management within the context of the organization. ADP's certification in this standard demonstrates its commitment to managing personal data privacy.
SOC Reports
1. SOC 1 Reports:
- ADP provides Service Organization Control (SOC) 1 reports, which are internal control reports on the services provided by ADP that are relevant to user entities' financial reporting. These reports are produced by independent auditors and are available to clients upon request.
2. SOC 2 Reports:
- SOC 2 reports focus on a business's non-financial reporting controls as they relate to security, availability, processing integrity, confidentiality, and privacy of a system. These reports are also produced by independent auditors and demonstrate ADP's commitment to maintaining high standards of data security and privacy.
GDPR and Binding Corporate Rules (BCRs)
1. General Data Protection Regulation (GDPR):
- ADP complies with the GDPR, which is a regulation in EU law on data protection and privacy for all individuals within the European Union and the European Economic Area. It also addresses the transfer of personal data outside the EU and EEA areas.
2. Binding Corporate Rules (BCRs):
- ADP has implemented BCRs as both a data processor and data controller. These rules provide a framework for transferring personal data within ADP globally, ensuring compliance with GDPR and other data protection laws. BCRs are recognized by European data protection authorities as providing adequate protection for personal data transferred outside the EU.
Other Compliance Measures
1. Background Checks and Confidentiality Agreements:
- ADP conducts appropriate background checks on employees, contractors, and third parties to ensure they are suitable for handling client information. All employees and contractors are bound by confidentiality agreements to protect client data.
2. Information Security Training:
- ADP requires all employees to complete information security training as part of their onboarding process and provides annual security training to remind employees of their responsibilities in protecting client data.
3. Business Continuity and Disaster Recovery:
- ADP has established a business continuity and disaster recovery plan to ensure the availability of services in case of disruptions. This plan includes risk assessment, business impact analysis, and regular testing and validation.
4. Data Retention and Incident Management:
- ADP has a data retention policy that complies with applicable laws and ensures that data is retained only as long as necessary. In the event of a data security incident, ADP has a process in place to contain, investigate, and mitigate the incident, and to notify affected clients as required.
By ADP