Report of changes made via ESS (W4 and Direct Deposits)

Hoping one of you can point me in the right direction.
On LSF - ESS .. I am sure I had read somewhere or had discussion there is an 'audit' that would show changes made by employees via ESS.
Such as tax changes and direct deposit changes.
I felt like this was written to a file on the app server and not in the db but I can't find any information on this and was hoping someone could help point me in the right direction and hopefully save me some time.
We are wanting to set up a Smart note to notify payroll when employees change their taxes or direct deposit information via ESS. They want one report a day listing any changes.. not one email per change.. (which I understand is delivered functionality)

Support referenced using two tables (Tax Withholding: EMDEDMASTR Direct Deposits: EMACHDEPST ) but per my Report Writer, those just show the 'user id' of NT000000... so you can't say who made the change without trying to figure out how to pull from that table and some lDAP lookup , which honestly, I don't have time for right now.

Wichtige Lösungen in der Wissensdatenbank März 2013.pdf

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Comments

Legacy Contributor

I believe you can use the HS07.1 to set up whether payroll or anyone else is emailed if someone makes a change to their tax withholding as well as if they change their address.

sriman-shivakoti

Did you look at PR280 for deductions or PR212 with history option or HR105? Depending on version and when it was made, it might give you what you need.

Before 10, we used PR280 for auditors and cross referenced an employee look up for the NT numbers.

I haven't looked closely at PR280 recently.

Legacy Contributor

Hi! Hope this helps - It's of a converse situation but I think it might have your answer. We had noticed that for certain EMDEDMASTR records a number of records contained a prefix of "W" on the userid field of that table. We opened a ticket to ask what that is (we had a feeling but wanted to verify). Sure enough that's an indicator of a situation where an employee has made the update using EMSS. They referred us to the following kb article: 1191954. Hope that's what you're looking for - at least somwhat. Lenny

sriman-shivakoti

Most of the time, we found that to be so. We found in 9, anyway, that sometimes and on some tables it was the NT number for the selfservice user or if the user also had core application access, it would be their NT number.

I think 10 is more consistent and has additional audit fields holding who/when it was created and then the last changed by. Time will tell as we just updated 3 months ago.

Legacy Contributor

Thanks but they want a custom report and not one email per change.. that's my struggle

Legacy Contributor

YES.. that's exactly what I remember on the discussion that it had their emp id but some letter in front.

I will go find that KB.

Thank you!

Legacy Contributor

That KB is for versions prior to 10 but only references Benefit changes.

Looks like I'm back to square one.

Thanks everyone

bhillz

Would the intent be a daily summary report either stored or sent with (select one):

A: Report of all employee changes made in ESS?

B: Report all employee changes to Taxes/SSN/Bank info (i.e. key info). This could be ESS changes by the employee or HR updates on behalf of an employee.

C: Report just employee made changes (employees changes for themselves and only in ESS -- not MSS).

What happens if Employee makes a change, HR performs a supplemental update later that day? Would you want to see all changes -or- just employee made changes -or- just that the employee HAD a change that day?

(for auditing) do you need to know who made the change?

Sorry if this sounds like a long list, but a problem accurately defined is half the solution (paraphrase of Zig Ziglar).

Legacy Contributor

Thank you Gary. Our Payroll Dept does not want to allow employees the ability to edit W4's or Direct Deposits via ESS unless they can have a report that shows changes employees made so they can check them.

So..

Just W4 and DirectDeposit Bank Infor made by Employees via ESS

deanna-plant

As long as you have always had history turned on for all the W4 fields on the HR10, Payroll could run the PR280 (report only)for just your tax deduction codes (FED, IL, TX, etc), for a specific date range. They could run it daily, weekly, etc. Problem we got into is that we did not have history turned on for all the fields when we went live years ago so we don't have the BEFORE (initial) values of some of the fields. We are considering keeping all hardcopy W4's to date; dumping & archiving the EMDEDMASTR table for our tax deduction codes for all employees as of this same date; and then using the PR280 moving forward. We are also reluctant on opening Direct Deposit to ESS until we can make sure we have a way to audit all the changes - if you find a good solution, please share!

Legacy Contributor

Hello Annette, Sorry I didn't respond until now. Yes the kb article is for a previous version. But the practice still applies in v10. If you came from a previous version you know that the database structure didn't dramatically change, e.g. between 9 and 10 (really relatively minor changes). So this record 'format' definitely still exists for v10 in that employee EMSS transactions get marked with the "W" as the userid prefix. I just verified in our emdedmastr file (Employee Deductions). Just something to keep in mind - I know our Payroll folks are using this indicator for reports now. Have a good one! Lenny

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