Mass Employee Policy Changes

Activate User's Guide
Version
2025.2
Mass Employee Policy Changes

Use the Mass Employee Policy Changes wizard to update large groups of employees who need a change to any of the policy fields, which create different employee pay setups.

Employee Policy Changes are made up of a set of different types of policies that control an employee's entitlements, payroll configuration, Work Force Management (WFM) pay configuration, time entry settings, and more. When the wizard imports Employee Policy Changes, you can make updates to large groups of employees at one time. When the wizard imports the Employee Policy changes into Dayforce, they affect the employees' People Profiles and are added directly to the employees' records.

Note: You can run this wizard as often as needed.

Note: Activate uses HR Version 2.0 (NextGen) when loading data during configuration. To streamline the import, First Name and Last Name are excluded when not required.

Before you begin

You’ve loaded the employees and configured the policies. Any policy fields and employee data you’re updating must already exist in the Dayforce environment that you’re trying to update.

Employees included in the Mass Employee Policy Changes template must exist in Dayforce. They must also meet the minimum requirements. Examples include having a hire date, work assignment, and employment status data.

Note: You can load employee data with the following wizards: Getting Started, Employees, or Clean Up Data for Parallel or Go Live.

Tasks

To select fields to assign to employees:

  1. In Activate Central, click Change Employee Data and the Change Employee Data wizards show.
  2. Click Mass Employee Policy Changes.
  3. On the Field Selector page, answer the questions.

    Note: For information on each question, see the Questions section (below).

  4. Click Next and the Value Selector page opens.
  5. Complete all fields on this page.

    Note: For information on each question, see the Questions section (below).

  6. Click Next to open the Mass Assignment Review page so you can see the employee properties that you assigned.

To review and confirm the data:

  1. Review the information shown in the grid.
  2. Make updates to data on the page:

    • To insert a new row in the grid, click the row where you want to insert it and click New.

    • To save the changes you’ve made in the grid, click Save.

    • To delete a row, click the row and click Delete.

    • To save information in the grid to your computer, click Download File and save it to the location you want.

    • To upload the file from your computer, locate the file and click Upload File. The data in the file shows in the grid.

    • To remove changes that you don’t want to save, click Refresh.

    • To download a complete list of all errors from the data load process so you can review and correct them, click Download Errors File.
  1. When the data is complete, click Done & Install. When you leave the page, the selected values stay in the grid.

To update information in the grid manually:

Note: If you make a change by mistake and haven't saved the change, click Refresh to undo the change.

  1. To move in the grid:
    • Click Tab to move to the right in a row.
    • Click Shift Tab to move to the left in a row.
    • Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.
  2. To update a field, click in the field and enter the new information.
  3. To add a row, click New and enter the information in the row.
  4. To delete a row, click in the row and click Delete.
  5. To save your changes, click Save. Activate verifies the information again.
  6. Click Next.

To install employee role changes:

  1. On the Mass Assignment Review page, click Download File and save a copy of the Mass Assignment Data File to your computer so you can refer to the information later.
  2. Click Done & Install to complete your mass changes.

    The Load page opens with a list of the steps to complete and an estimate of how long the installation usually takes. During the installation, the current step in the process is bolded so you can monitor the progress.

    Important: If someone is signed directly in to Dayforce and potentially applying manual configuration, Activate shows a warning at Done & Install. Don’t continue with the Activate installation if users are actively applying configuration changes. Users’ changes might be lost if a failure occurs during the Activate installation. Download the User Report and follow up with the team members before you continue with the Activate wizard.

  3. Click one of the following:
    • Add Email and enter your email address to be notified when the installation process ends instead of waiting for it to finish.
    • Next when the installation is complete.

    Activate Central opens. The Mass Role Changes wizard continues to show in blue text and the icon to the left of the wizard name continues to show in gray.

    Note: You can complete this Wizard as often as needed.

Results

In the Dayforce environment, employee records that were filtered or selected in the Mass Assignment change are changed based on the effective dating selected in the wizard's steps. To review these changes, go to Employee's People Profile > Employment and review the relevant statuses on the Employment, Compensation, and Policy Settings page.

The loaded template files include the columns of successfully loaded data only. They don’t include every available field in the wizard. To download the successfully loaded files, go to the dedicated section for each wizard on the Download Template Files page. After downloading the files, you can use them for auditing purposes or you can update them, if needed.

Fields populated in Dayforce

The data uploaded by the Mass Employee Policy Changes wizard shows on the People icon > Employment > Employment, Compensation, and Policy Settings page in Dayforce.

File generated by the Mass Employee Policy Changes wizard

After completing the Mass Employee Policy Changes wizard, a single import file is automatically generated and placed on the customer’s FTP site.

HR Import

  • FTP Subdirectory: Import/HRImport
  • Filename: <Namespace>-HRImport-<DateTime>.xml

Example illustrating how translates the template data to XML:

Copy 
<?xml version="1.0" encoding="UTF-8"?>
-<EmployeeImport>
    -<Employee>
        <XRefCode>372864</XRefCode>
        <EmployeeNumber>372864</EmployeeNumber>
        <FirstName>Paula</FirstName>
        <LastName>Valderrama</LastName>
        -<EmploymentStatus>
            <PayClassXrefCode>PT</PayClassXrefCode>
            <PayTypeXrefCode>HOURLY</PayTypeXrefCode>
            <EmploymentStatusXrefCode>TERMINATED</EmploymentStatusXrefCode>
            <EffectiveStart>2019-01-01</EffectiveStart>
            <ScheduleChangePolicyXrefCode/>
            <ShiftTradePolicyXrefCode/>
            <PayGroupXrefCode>USA_BI_WEEKLY_2016_01_01</PayGroupXrefCode>
        </EmploymentStatus>
    </Employee>
</EmployeeImport>

Next steps

Complete the next wizard, as appropriate.

Questions

Select the fields that you want to mass assign.

You can select more than one field in a single group assignment update.

When do you need these values to be effective on the employee's records

Select the date on which you want the change to go into effect. Any employees who don’t exist as of date selected are excluded.

  • To the current record: The start date of the employee's current record. This date is in relation to the today's date.
  • To the earliest record: The date of the first record of the employee's history.
  • As of original hire date: The employee's original hire date.
  • As of most recent hire date: The employee's most recent hire date.
  • As of next pay period: The start of the employee's next pay period.
  • As of a specific hire date: Enter or select a date (past or present).

Note: If the date you select doesn’t match an existing Employment Status record in Dayforce for the employee, a new employment status record is added to the employee’s profile.

Carry forward to records with later dates?

Employee records might exist that are later than the effective date selected above. Should we carry forward this assignment to all later records in the employees' history?

  • Yes: The wizard updates every record the effected employees have between the effective date and the most recent record on their profile. For example, if you click To the earliest record as the effective date and the employee has multiple status changes or updates, you can update all of their records by clicking Yes.

    Note: If you aren't sure, click Yes.

  • No: The wizard only updates the record selected by the effective date.

Select the employees

Select the employees that you want to group assign the role to.

  • All Employees: Applies the assignment to all employees in the organization.
  • Filter for groups of Employees: Narrow down the number of employees by selecting a specific group of employees using the following filters:
    • Employee Details: You can select from the following: Employment Status, Pay Type, Pay Class, Primary Work State/Province, Primary Work Country, Primary Job, Primary Department, Primary Work Onsite, Primary Work Site, Legal Entity, Union Membership.
    • Employee Group & Policies: You can select from the following: Time Entry Policy, Pay Policy, Pay Holiday Group, Pay Group, Time Off Policy, Shift Rotation, and Payroll Policy.

    After you make your selection, the total number of employees to be updated based on your selection shows.

Select the values you would like to assign

The fields shown are the fields that you selected on the Field Selector page.

Select the values that you want to assign.

  • Quickly assign values to all selected employees - Select a single value to assign to all employees.
  • Specify values for each selected employee - Assign different values to different people. This option takes longer but gives more flexibility.