Infor Process Automation (IPA) is critical in streamlining business operations by automating repetitive tasks and integrating complex workflows across the enterprise landscape.
Configuring and maintaining these flows and interfaces ensures automation processes run smoothly and effectively. This involves setting up workflows that align with business needs, integrating various systems, and continuously monitoring and refining the automation to adapt to changing business requirements.
In this article, we explore the intricacies of Infor Process Automation, focusing on essential best practices for configuring and maintaining flows and interfaces to maximize efficiency and drive operational excellence.
Outlining Initial Seed File Creation Tasks
Preparing the seed file
The first step involves collecting all data from the existing ERP system for all eligible employees for retirement benefits, including information like employee IDs, vesting data, and account balances.
Once all critical information has been collected, users can create a comprehensive seed file in a compliant format. The company then validates the created seed file to ensure cohesity, completeness, and accuracy.
Transmitting the seed file
Once the seed file has been created and validated, it is securely transmitted to the company through a secure API or Secure File Transfer Protocol (SFTP). TIAA then acknowledges the receipt of the seed file and integrates related data into their existing systems.
Integrating core data
After the initial data transmission is complete, the company loads the seed data into its existing system and ensures that its records match company data through reconciliation. If any data issues are found, the company must correct and resubmit the data.
Confirming data
Once the seed data is successfully integrated into the existing system, final confirmation is provided to establish critical baselines for future reconciliation and contribution requirements.
Understanding Key Interfaces for Process Optimization
Payroll Contribution File
- File Generation: Calculate employee contributions to retirement plans through the company’s existing ERP system. Generate an interface file containing information like payroll periods, contribution amounts, employee IDs, and more.
- File Transmission: Transmit payroll contribution files after each payroll run to ensure timely processing and posting for employee contributions.
- File Processing: Receive files, process contributions, and update individual retirement accounts as needed. Allocate contributions based on employee investment elections.
Contribution Confirmation File
An IPA Create/Update flow was created here to make final updates to Infor’s Employee Benefits record.
- File Generation: Generate a confirmation file that provides a comprehensive record of all contributions received, processed, and posted to employee accounts. Handle any data errors by correcting the data and submitting an exception file.
- File Transmission: Transmit the confirmation file back to the existing ERP system.
- Import and Validation: Import the confirmation file back into the ERP system to update company records and ensure deducted amounts match posted numbers.
Reconciliation and Exception Handling
An IPA was created here to reconcile data based on critical employee data fields, ensure records were matched correctly, and address any mismatched or missing records.
- Automatic Reconciliation: Match contributions from the payroll contribution file with the actual data in the payroll contribution file. Review any discrepancies, including missing contributions, mismatched amounts, and more.
- Exception Reporting: Generate exception reports for any unmatched or problematic records. Send to relevant teams to review and resolve discrepancies.
Adjustment and Correction
- File Generation: Generate adjustment or correction file for corrected data as needed.
- File Transmission: Transmit and process files to update employee accounts accordingly.
- Manual Adjustment: Make adjustments for any identified errors or discrepancies.
Discrepancy Feedback Loop
- Error Reports: Identify any issues and create an error report or request additional information. Enable employees to take corrective action based on error reports.
- Ongoing Communication: Facilitate ongoing communication to resolve outstanding issues and ensure accurate contribution records across systems.
Reconciliation
- Periodic: Conduct reconciliation after each payroll period or on a monthly or quarterly basis to ensure accurate, up-to-date records.
- Annual: Perform comprehensive reconciliation at the end of each fiscal year and generate year-end reports to document the end-to-end reconciliation process and ensure alignment across business units and systems.
- Continuous Improvement: Review reconciliation processes regularly to improve automation, communication, validation, and more.
Partnering with IPA Experts
If you’re in need of external IPA support for complex flow creation, management, or optimization initiatives, our team at Surety Systems is here to help.
From outlining plans for effective IPA seed file generation to identifying core discrepancies, integrating files between systems, and conducting ongoing reconciliation processes, our expert Infor consultants have you covered.
Contact Us
For more information about our Infor consulting services or to get started on a project with our team of expert consultants, contact us today.
