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UKG Pro Integration

UKG

UKG Pro, formerly UKG Dimensions, is a leading Workforce Management and comprehensive HR platform used by typically larger Enterprises globally. 

vSure offers a comprehensive 2-way integration to UKG Pro making management of work rights compliance in Australia and New Zealand effortless!

Our UKG Pro integrations includes:

  1. New employees in UKG Pro:

    1. Automatically create a vSure Self-Onboarding Right To Work request for any new Employees in UKG Pro who is not already in vSure

    2. Move to Current any new Employees in UKG Pro who are already in vSure (e.g. Prospective or Previous) based on Employee ID, email or mobile number.

  2. Write Completed Self-Onboarding Work Rights Status from vSure to UKG Pro employee record / Certificate

  3. Maintain in UKG Pro, the up-to-date Work Rights Status for Current Employees from vSure (automatically update any changes found in work rights to UKG Pro)
  4. Automatically move to Previous in vSure any Terminated Employee in UKG Pro
  5. Maintain vSure Employee details (such as Location, Email, Mobile etc) with any changes in UKG Pro
  6. Move to Current in vSure (and automatically check work rights) any reactivated Employee in UKG Pro (same integration flow as 1b)
  7. Automatically apply Student Visa (8104 and 8105) and 407 Secondary Training Visa (8104) work hours limitations in UKG Pro based on actual limitations and relevant course dates managed in vSure
  8. Multi-entity, Group and Location management, allowing one to many UKG Pro to vSure Sub Accounts. e.g. Australia and New Zealand OR separate Business Units.

 

Step required in UKG Pro

API Credentials

Create an API Key and provide vSure with:

  • Client ID
  • Client Secret
  • Organisation ID
  • Base URL - typically something like: https://companyname.prd.mykronos.com
  • Auth URL - typically: https://welcome-aus.ukg.net/oauth/token
  • Grant Type - typically:  client_credentials
  • Audience - typically: https://wfm.ukg.net/api

Worker Types Configuration

Requirement to map UKG Worker Types to the vSure Employment Types:

  • Casual
  • Part time
  • Full time
  • Contractor

Unique Employee Identifier

Requirement to specify what to use as the unique Identifier in the UKG employee record and map this to the vSure EmployeeID. Either:

  • Person Number
  • Person ID

UKG Certificate(s) for work rights

vSure updates employee work rights to Certificates in UKG Pro WFM. Visas and citizenship status can be mapped to one or separate Certificates. 

We recommend at least one, called "Right To Work" or similar, but you can have multiple related to different roster rules: e.g. Certificate for visa code 491, 8579 Regional work condition limiting work locations. 

If you choose, vSure allows separate certificates for different visa/work rights statuses, but typically this is not necessary.

 

Configure Organisation Path parts

Business Unit --> vSure Account/Sub-Account

vSure sub accounts can be mapped to a single UKG Pro account based on a specified filter of the Organisation Path in UKG Pro. Your UKG Pro may have up to 7 segments in its organisation path and this requires definition in the integration. 

For example:  CO/BU/LOC/DEP/XX/YY/ZZZ

In this case Part 2 represents the Business Unit and a vSure sub-account.

Location --> vSure Location

vSure Locations can be pulled from the Organisation Path in UKG Pro. 

In the example above, Part 3 can be used to populate the Location field in each employees profile in vSure.

NOTE: the Description rather than the code itself would be applied to the Location field in vSure.

Employee Grouping --> vSure Group

vSure Group can also be pulled from the Organisation Path in UKG Pro.

In the example above, The client may choose Part 4, 5, 6 or 7 to populate the Group field in vSure.

NOTE: the Description rather than the code itself would be applied to the Group field in vSure.

Schedule Rule Override

To apply the work right hours limitations associated with Student and 407 Training visas, the condition codes for 8104 and 8105 against these visas can be mapped to Schedule Rule Override rulesets in UKG Pro WFM. 

e.g. Maximum number of hours over a bi-weekly period

NOTE these can be date effective mean Primary Student Visa Course Dates / Holidays can be seamlessly managed by vSure and applied to your roster.