eAsE onboarding tool quick start guide - Quilter plc...Page 3 of 2227 eAsE onboarding tool quick start guide / user guide 1 Summary The purpose of this guide is to step you through

eAsE onboarding tool quick start guide

V0.1 July 2015

Page 2 of 2227

eAsE onboarding tool quick start guide / user guide

Contents

1 Summary 3

2 Adding a new case 4

2.1 Case Securities Error! Bookmark not defined.4

2.2 Adding a new role 5

2.3 Standard eAsE User Roles 76

2.4 Case Specific Roles 76

3 Onboarding tool 87

3.1 Employer Setup 98

3.2 Payroll Setup 1110

3.3 Scheme Setup 1210

3.4 Communications Setup 1312

3.5 Add user account 1413

3.6 Setting up Pension Scheme provider export reports 1715

Page 3 of 2227


1 Summary

The purpose of this guide is to step you through the process required to set up a new case on eAsE using the

onboarding tool.

The onboarding tool is designed to be a faster way of setting up a new employer on the system. It is aimed at

the simpler employers with only one payroll and one pension scheme. For more complex cases or where you

wish to use functionality not provided for within the onboarding tool, the menu driven set up is still available

and the existing user guide is still applicable for these cases.

There is a separate guide that will step through the process of loading opt-in, opt-out and payroll files.

Page 4 of 2227


2 Adding a new case

To begin the creation of a new employer you need to add a new case. When you create a new case you will

also need to set up ‘Case Securities’ and create ’User Roles’.

Clicking on ‘Add/amend cases’ opens the screen below.

Clicking on ‘Add’ opens the screen below

Once the case is setup you will need to add a new role and then add this role to case securities.

Type in the client’s name and select the Database Server from the drop down list

Click on Add

Click Update

Click on the Administration tab, user setup, Add/amend cases

Page 5 of 2227


11

2.1 Adding a new role

To add a new case specific role follow these steps

Clicking Add/amend roles will open the screen below:

Note: Do not tick the New User Default check box, if you do, this role will be the default for all new users.

Once you have the role saved, you need to go back to the case and add this role into the case securities tab.

2.2 Case Securities

Case securities need to be set up to ensure that the case is accessible only to users with eAsE Admin, eAsE

client or case specific role you have created.

Best Practice is that you will always add a case specific role to the new case at this stage.

Type in your new role – best practice is ‘Name of case’ e.g. Test01 – click Update

Click Administration, User Set up, Add/amend roles

Click Add to add a new role

Page 6 of 2227


Search for your case by name in case reference

Once you have selected the role you require click Update.

Click Add

To add Case Securities click on ‘+’ next to your new case. The eAsE Client and eAsE Admin roles will already have been populated here.

Select the role(s) you want to add.

Click on the Administration tab, user setup, Add/amend cases

Page 7 of 2227


2.3 Standard eAsE User Roles

eAsE Admin – has access to all menus (Auto-enrolment, Members, Contributions, Documents, Employer Setup

and Administration) in eAsE, can see all cases and also can add new contribution/postponement rules (this

requires some SQL knowledge)

eAsE Client – has access to all menus and cases but cannot add new rules.

eAsE Case – has access to 3 menus, Auto Enrolment, Documents and Members.

2.4 Case Specific Roles

This role is assigned to users who you want to have specific user access level to a specific case or cases.

Page 8 of 2227


3 Onboarding tool

Once your case and case specific role have been set up you need to select your employer from the menu on

the right hand side of the screen under Payroll Selection.

Select Employer Setup tab

Employer Setup eAsE onboarding tool

The tool will open in a new window, the name of your employer will be displayed on the left hand side of the

screen, if you are not in the correct employer, close this window and select the correct one from the

Employer list.

Page 9 of 2227


3.1 Employer Setup

Follow the on screen prompts and complete the fields with the relevant details.

As you complete each page click Next

There is a help panel at the right hand side of the screen and also so help text as you go through each page

Page 10 of 2227


When you reach screen 4 you will still be able to return to previous screens but if all the data is entered

correctly click

Page 11 of 2227


3.2 Payroll Setup

A single page of information is required

Click when complete. A green tick will appear on the Payroll Setup icon which shows this

section is complete.

Page 12 of 2227


3.3 Scheme Setup

In this section you will be able to set up any existing qualifying scheme that the employer already has, and

also the auto enrolment scheme.

If you have an existing scheme, work through the 4 set up screens using the Next button, once complete click

Next add your AE scheme, again complete the 4 screens, working through them using the Next button, once

complete click

Page 13 of 2227


3.4 Communications Setup

The new simplified TPR letters are set in the system as defaults. Under this section you can upload a signature

and logo that will be inserted into the letters when they are produced at the relevant times in the AE process.

Page 14 of 2227


The letter samples can be viewed by clicking on the document title. Once complete click

3.5 Add user account

Click Add user account

Page 15 of 2227


Once complete click . An email will be sent to the user automatically from the system with

their login name, password and PIN, as well as the URL into the site.

Once all data has been entered you should click

The employer record will then be saved.

Close this window and then Click refresh on the front screen.

To find out what employer, payroll and scheme codes have been automatically assigned to your employer go

to the left hand side of the screen and expand the employer list.

Page 16 of 2227


Hover over the name of your employer (which will be greyed out if you have submitted it) and the codes will

be displayed. The example below shows the codes for email test case. The employer code will be needed if

you are going to be uploading a file for the payroll not using the editable grid.

Page 17 of 2227


4 Setting up Pension Scheme provider export reports

There is a standard payroll export report that will be automatically generated from the system once the

payroll file has been run. However, if you want to produce a report to return to your Pension Scheme Provider

you will need to set up a further link in the system, which as present is not configured through the onboarding

tool.

Go to the Employer Setup tab – Payroll Setup – Add/Amend payroll details

Click on the + to expand the record.

Select Payroll Template Selector tab and click Add. In Template type select Pension Provider Reports.

In Template Name select the template name that is associated to your scheme provider.

Click update

Page 18 of 2227


Once the payroll file has been processed through eAsE you will be able to view the export that you have just

set up.

Page 19 of 2227


5 Using editable grid

When a new employer is set up the system will automatically default the payroll upload to using the ITM

worker details file as your payroll file template. However, there is an alternative in the form of an editable

grid that can be used instead.

This has to be switched on and the following steps show you how. (This can be done before the first payroll

period, or once the first payroll file has been loaded)

Set up your employer as per the instructions above. Once you have done this you need to go to Employer set

up tab – Payroll set – Add/Amend payroll details

Click on+ next to your payroll name and select the Add/amend system links tab

Click Edit next to

Check the box and click update

Close the window and refresh the screen. Now when you open the Payroll Load Widget and click Load Payroll

File instead of being given a browse option you will be given an editable grid, which can then be populated

with member data.

IF you have previously loaded a file but have then changed the setting the data from the previous payroll

period will show in the grid as below, but will be editable. Once changes have been made click submit data

and the details will be loaded.

Page 20 of 2227


Page 21 of 2227


Version control

Date Created Version Classification By Whom Reason

28/07/2015 0.1 External Sally Cuthbert Creation of document

30/07/2015 0.2 External Rob Barksfield Review of document

31/07/2015 0.3 External Sally Cuthbert Update to document

Page 22 of 2227
