Inova Settings and Labor Burden True-Up

Inova Settings and Labor Burden True-Up 

💭What’s New?

Improve job costing using the Inova Labor Burden True-Up and significantly save time by customizing your payroll exports. These features are exclusively available to clients currently using Inova with Aspire. 

Requirements 

You will need the below-listed requirements. 

• Must have an Inova Payroll Services account to integrate with Aspire. 
  • You need the IPS Company ID and IPS Short Name provided by Inova to connect Inova to Aspire. 

Permissions

• Enable Inova Labor Burden True-Up permission - provides the ability to view and use the Run Inova Labor Burden True-Up function on the Weekly Review screen without a System Admin permission. 
  • You must activate the Calculate Actual Labor Burden from Inova before you can view this permission. 
• System Admin Permission -to view and manage Inova connection and export options. 
• View All Time Permission or My Reports Permission -to view the Weekly Time Review screen. 
• HR Admin Permission  or View Read Only Payroll Data-to view Inova Pay Records on the Contact screen. 

Configuration

After you have ensured that you can access Inova and the correct permissions are selected under your user role, you will need to: 

1. Activate Inova 
2. Configure Inova Settings 
3. Configure Inova Export Options 

Activate Inova 

Activate Inova by taking these steps: 

1. Go to the Configuration section of the Administration menu.
2. Select the Time Reporting subsection.
3. Choose Enable Inova Payroll Services under the Payroll section. 
4. Enter your IPS Company ID and IPS Company Short Name.
5. Select Enable.
   • All other payroll export formats are disabled once Inova is activated. 
   • If your IPS Company ID and IPS Company Short Name are validated, a confirmation toast will pop up, indicating that the integration is enabled.
   • The Connection failed. Please check Inova Integration Credentials or contact a System Admin error message means that the correct permission has not been assigned to your user role in Aspire or that the Inova credentials you used are incorrect. 

• The Inova logo will appear on the time reporting tab for all Aspire users who can view and manage the Time Reporting screen.
  • Select Learn More to request more information about the service if your company wants to use Inova Payroll Services with Aspire. 
• Your company code and short name will be preserved upon disabling Inova Payroll Services. However, the functionalities to export to Inova, compute labor burden true-up, and display PTO balances will be deactivated.

Configure Inova Connection Settings 

Once you have activated Inova, you can use the following information to configure connection options. 

Follow these steps to get to the Connection section of the Settings screen. 

1. Select the Configuration section of the Administration menu.
2. Navigate to the Time Reporting subsection.
3. Select the Inova Settings and Export Options hypertext once Inova is activated.
4. Make any desired Connection or Export changes and Save.
   • The Connection and Export options are located on separate tabs.

As a system administrator, go to the connection settings to enter or update your IPS credentials, elect to transfer PTO balances from Inova to Aspire, and activate/deactivate Calculate Actual Labor Burden From Inova.  

1.  Enter or update the credentials to validate the connection between your Inova and Aspire accounts. 
2. Make PTO Balances Visible on the Contact Page - allows for easy access to view the available PTO hours for an employee on their contact record. 
   1. Utilize the Internal PTO Service menu to assign PTO to a specific service for your employees. 
3. Calculate Actual Labor Burden From Inova - select if you want to calculate the actual labor burden. Once chosen, the work ticket costs for selected employees on the Weekly Time Review screen who are also in the Inova system will be updated. 

Use Labor Burden True-Up in Inova

Ensure accurate employee cost tracking by updating work tickets with actual labor burden costs using the Inova labor burden true-up feature. Running an Inova labor burden true-up allows you to update work tickets with actual labor burden costs so that you can more appropriately account for the overall cost of an employee. 

As a system administrator, you need to go to the Inova Settings screen to select the Calculate Actual Labor Burden option by taking the following steps:

1. Select Configuration from the Administration menu.
2. Choose the Time Reporting subsection.
3. Select the Inova Settings and Export Options hypertext.
4. Choose the Connection tab.
5. Select Calculate Actual Labor Burden from Inova.
   1. Once selected, you can view and select the permission, allowing users to run burden true-ups from the Bulk Action menu on the Weekly Time Review screen.
   2. All of the burden cost options will be selected by default. However, you can uncheck options you don’t want to include. 
      1. Unchecking all three burden cost options will automatically disable the Calculate Actual Labor Burden from Inova, preventing inadvertent updates to the labor cost as a percentage of the burden.
6. Save.

Configure Inova Export Options 

Customize your Inova payroll export to control how information is displayed and eliminate the need for reformatting CSV files. The export options allow you to customize your weekly time review Inova payroll export by selecting the optional cost center data source(s) you wish to include. You can combine up to three cost centers in one column on your CSV file. 

1. By default, each Cost Center holds a specific data source and is displayed in a separate column in your exported CSV file. 
2. To merge cost centers, select the Combine up to 3 cost centers into one column separated by delimiter option and specify the export column you want the combined cost centers to display on your CSV file. Once assigned, the selected cost center export column(s) will appear grayed out on the left side.
   1. The chosen delimiter determines which character will represent the separation between cost centers within one column.  
      

Your configured settings will persist even if you deactivate Inova Payroll Services, ensuring they reappear as configured when you reactivate.

Weekly Time Review Screen

Once you have configured your Inova integration settings, go to the Inova bulk actions menu on the weekly time review screen to run an Inova burden true-up and/or export payroll CSV files. You can also access Inova Settings from this screen.

Access Weekly Time Review 

Access the Weekly Time Review screen by taking these steps: 

1. Go to the  Main Menu.
2. Select Scheduling. 
3. Select Weekly Time Review from the page header. 

Keep in mind

• The Inova integration must be activated, and you must have the View All Time and My Reports permissions activated under your user role to access the Inova bulk action on the Weekly Time Review screen. 

 Inova Bulk Actions Menu

1. Export - export payroll data for selected employees. 
2. Export All Employees - export payroll data for all employees.
   1. You'll need to adjust the information being pulled from Inova by going to the Export Options tab in the Inova Settings.
   2. The default configuration for Inova exports includes:
      1. Employee ID - unique identifier associated with each employee profile.
      2. Employee Name -full name of the employee.
      3. Start Date - initiation time of the work ticket.
      4. End Date - conclusion time of the work ticket.
      5. E/D/T - burden costs (earnings, deductions, and taxes). This is a static field that will always display E(earnings). 
      6. Pay Statement Type - static field that will always display Regular.
      7. E/D/T Code - specific payment code for earnings, deductions, and taxes. 
      8. E base Rate -hourly base rate for earnings. 
3.  Inova Settings - quickly access the Inova Settings. 
4. Run Labor Burden True-Up - generate an Inova Burden True-Up. You must have the Labor Burden True-Up permission activated under your user role. 

Run Labor Burden True-Up 

Running a labor burden true-up will calculate the actual burden costs based on the information pulled from Inova and then use the information to update work ticket actual labor costs within selected pay periods. 

Take these steps to run a labor burden true up: 

1. Ensure the desired week date, branches, and pay schedules are selected. 
2. Select the employee(s) you want to true up.
3. Choose Run Inova Burden True Up from the Inova bulk actions menu. 
   1. This option will be grayed out if you still need to select employees.
   2. Once selected, you will see a Pre-Validating message appear to inform you that your Inova credentials are being refreshed. 
      
4. Select the pay periods you want to include in the burden true-up.  
   1. Choose the check box in the Payroll Period header row to select all pay periods from the last 90 days. 
   2. A yellow alert icon will appear next to the chosen payroll dates that fall partially or wholly within a closed month in Aspire, along with a message at the bottom of the dialog box letting you know that if you select payroll periods in a closed month, your actions will be logged, labor costs will be adjusted and earned revue will NOT be recalculated. 
   3. You must uncheck the chosen tickets within a closed month if you do not want to include them in the true-up. Otherwise, the option to Submit the process will not be selectable. 
   4.  You can select finalized pay periods from the past 90 days. 
5. Select Submit.
   1. Wait a few minutes for the Inova Burden True-Up to complete. Once completed, a time stamp will appear emboldened, listing the date timestamp of the last run within the Run Inova Burden True-Up dialog and on the Contact detail screen for an employee who has been trued-up. 

• You can only perform a true-up for employee contact types that are both in the Inova and Aspire systems. You will see the number of eligible employees above the payroll period selector. To activate the Run Inova True-Up option, you must select employees. Once initiated, the process will run in the background.

• Upon initiation of a true-up, the following data is synchronized and stored:
  • Aspire User ID of the contact who initiated the true-up.
  • Date timestamp marking the completion of the true-up.
  • Employee Unique ID sourced from Inova.
  • Payroll Period reflects the choices made within the true-up modal.
  • The gross pay for each employee per pay period, as provided by Inova. 
  • The Cost fields that were included in the calculation:
    • Payroll Tax obtained from Inova.
    • Workers comp - obtained from Inova.
    • Benefits/Deductions - obtained from Inova.

• If you try to initiate a true-up while the previous run is still in progress, you'll receive a notification indicating that another process can't be initiated. You must wait for the ongoing process to finish before starting a new one. 
• Upon completing the Burden True Up, an email notification will inform you that you can run another report.
  

Keep in mind 

• The pay periods listed in the run burden true-up modal are the Finalized pay periods pulled from Inova.
  
• If an administrator changes the labor costs selected under Inova Settings, the change will be applied when a new burden true-up is run.
  
• You don't need to select all labor costs to run a true-up for an employee. You must select at least one. 
• When you run a labor burden true-up to and then create or update a pay rate for work tickets contained within a pay period included in the true-up, that new pay rate will replace the previous one when another true-up is run. 
• When you run a labor burden true-up that includes work tickets not completed in an open month, the actual labor costs AND earned revenue will be updated. 
• When you run a labor burden true-up that includes work tickets within a closed month, the actual labor cost is updated, and your action is logged, but the earned revenue will NOT be updated. 

Contact Screen  

 You can navigate to the contact screen for an employee to view their available PTO hours and Inova Pay Records. 

Overview of Inova Pay Records

You can access the transferred information from Inova for a specific contact by going to the Inova Pay Records section on the Contact screen if you have the HR or System Admin permission provisioned to your user role. 

• Here are the fields you will find in this section:
  • True-Up Date: Information pulled from the Aspire system.
  • Unique Contact ID: Information pulled from Inova.
  • Payroll Period: Information displayed in the Weekly Time Review section of the scheduling board.
  • Gross Pay: Total pay before deductions.
  • Payroll Tax: Value pulled from Inova.
  • Workers Comp: Value pulled from Inova.
  • Deductions: Value Pulled from Inova.
  • Actual Burden: Percentage calculated by Aspire. It is the sum of quantities (Payroll Tax, Workers Comp, Benefits) divided by Gross pay per pay period. Rounded to two decimal places.
  • Actual Hourly Cost: Value calculated by Aspire. 
  • Last burden true-up timestamp: The last run timestamp of the most recent labor burden true-up completion from Inova. 

• Any cost values omitted from the actual labor burden will be displayed as Not Included on the contact's Inova Pay Record.

PTO 

View available Paid Time Off (PTO) hours for a specific employee, extracted from Inova, in a read-only field on the Payroll section of the Contact screen.

• To view this option, activate the Make PTO Balances Visible on Contact Page option in the Inova Settings. 
  •  This is the only payroll information you can view if you do not have the HR Admin or View Read-Only Payroll Data permission assigned to your user role.  
•  If PTO hours are not accessible for the contact, an error message will appear below the field. 
  • If the PTO hours are not available, one of the following error messages can be displayed:
    • Valid ExternalContactReference is required to view PTO data - The contact's identification details in Aspire do not match any employee account in Inova, or if there isn’t a PTO balance in Inova for the contact 
    • Inova Integration needs to be enabled to view PTO data - The Inova integration feature is currently deactivated.
    • Insufficient permissions to view PTO data - The user role lacks the necessary account provisions to access this information.
    • Data failed to load; try again later - The data could not be synchronized from Inova to Aspire.

Frequently Asked Questions

• As an existing user of Inova and Aspire, will any of these changes impact me? 
  • As an existing Inova user, the changes will not impact you. However, you can request to integrate Inova with Aspire directly. In which case, reach out to your Inova representative for assistance. 
• As an existing Inova user opting to enable Inova services with Aspire, will I need to prepare for any changes to my payroll? 
  • Inova will configure the Inova integration to ensure the process is executed properly. Reach out to Inova for more information. 
•  Can I access the Calculate Actual Labor Burden From Inova or Make PTO Balances Visible on Contact Page options without enabling Inova services in Aspire? 
  • You must enable Inova services to access these options. Reach out to Inova for assistance. 

💭- denotes new and improved functionality implemented in response to client portal feedback.