Millennium / HUB & WorkforceHUB Integration

The HUB to Millennium Connector (Connector) is middleware that syncs employee data and delivers pay stubs. This software was formerly licensed by Baker Tech Consulting but is now available from SwipeClock. Please contact your Channel Development Manager if you are interested in taking advantage of this integration.

In addition to syncing employees and enabling Onboarding, the Connector will create a company in HUB and share the following data:
  • contacts
  • payroll schedule
  • org groups
  • earnings
  • PTO buckets
  • state tax codes
For those using HUBtime, the Connector will also export timesheets to M3. This only applies to those companies using HUB timekeeping. Users of TimeWorksPlus should export via the SwipeClock to Millennium integration.

Installation Requirements

The following is necessary to implement the Connector:
  • A local copy of the M3 database*
  • Microsoft .NET Framework 4.5 on Windows 7, Windows Server 2008 or higher
  • Partner API Key and Password provided by SwipeClock
  • M3 Admin access and your email server information
* Citrix and BPO licensees can use a local downstream site.

A PDF version of instructions on installing the software can also be downloaded here:

HUB_to__Millennium_3_User_Guide_v2.pdf
 

Bureau Level Installation

Once you've acquired the software from SwipeClock, the first step is to perform a one-time, bureau level installation.
  1. Download the Connector software to the server hosting your M3 instance and install. Enter the license key provided by SwipeClock.
  2. Setup a command line program on the computer with M3 installed, preferably the process server. This will add and update Shugo from Millennium. This program is a zip file acquired from SwipeClock. Extract the file into a folder. Within that folder, you will also want to create a subfolder called "Logs" for log files.
  3. Login to the management console (the Shugo to Millennium Interface) and select Scheduled Sync Config tab.
     

    Scheduled Sync Config tab
     
  4. Enter requested information: Millennium DSN and a Millennium Admin Username and password (If the username and password changes, then this step needs to be repeated.) Then enter the email server settings and the "Log" folder file path from step 2.
  5. Click Create File to create the config file. Once created, navigate to that files location and move it to the same folder you used for the zip extraction in step 2. (Not the Log folder, but the folder containing the Log folder.)
  6. Run the Shugo2MillenniumInterfaceCMDLauncher.exe from a command prompt.
  7. Create a task in Windows Task Scheduler on the same computer with the command line program. It should run the Shugo2MillenniumInterfaceCmdLauncher.exe at an interval of no less than 30 minutes. Log files will be created every day in the specified log folder.

Shugo Services in Millennium

There are a few services that need to be enabled in Millennium to complete the setup.
 
In Millennium, the Shugo service needs to be configured and active on the system level before you can start integrating companies. After doing this, immediately run a RefreshCache job on the Processing Machines tab. This is done by clicking the "calendar" button in Millennium or restarting all process services.

The Shugo service needs to be running on M3.

Enabling HUB for a Client

Once you have the initial integration setup with your Millennium instance and have the Shugo service running at the system level, the next step, in Millennium, is to run the Shugo service at the company level.
 

Running the Shugo service at the company level
 
If you are using WorkforceHUB to take advantage of Onboarding (a feature formerly referred to as "FLIGHT"), then create a service leve  on the Shugo service named "FLIGHT" with the description of "Add Flight".
 
After the services are running in Millennium, you will continue the configuration on the Shugo to Millennium Interface. Use your payroll credentials to login to the interface program.

The First Time You Log In

You will be asked for your Partner API Key and Password. Those will be provided by SwipeClock and should only need to be entered once. If you ever need to change the API key, you can do so by click FileSettings in the interface program.
 

The API Key for HUB is required upon initial sign on


After logging in, a list of companies with an active Shugo service will appear in a dropdown selector. Choose the company and configure. An explanation of the settings follows.
 

Configuring an accounts HUB settings in the Millenniu/Shugo Interface

Shugo Configuration

The image above shows the options for configuring a client to use HUB and WorkforceHUB.
  • Contacts to Send to Shugo lets you choose which contacts in Millennium will be administrators in HUB and WorkforceHUB.
    IMPORTANT: If one of these contacts is also an employee in Millennium, do not select them. Setting up employee's as HUB admins will be covered later.

    NOTE: HUB will divide the single name field in Millennium into two fields: first and last. For this reason, make sure a contact in Millennium has a single space between their first and last name and no additional spaces.
  • PUSH Features designates which events will trigger a notification and how the person will receive the notice. If SMS is selected, but the employee has no cell number in their demographics, the notice will be sent via email.
  • HUB Features allows you to choose the employee portal options. By choosing either HUB option, a specialized Personal Earnings Statement will be created in the company's Every Payroll reports folder. To complete this step, you will need to provide the path to your FileGuardian service folder.
 

The folder for Personal Earnings in M3

The path to the Shugo folder on your network
  • Org level Mapping  can be used to customize the mapping of data from Millennium to HUB's organization levels (1-5). Org Level 1 is special in that it is tied to HUB security, so once it is mapped, it can't be remapped.
  • Miscellaneous sets a threshold for preventing terminated employees from accessing HUB. You can also suppress the printing of check vouchers.

Adding Reports to PUSH

In addition to sending payroll reminders and pay stubs to employees, you can add other common reports in Millennium to the PUSH service. This is done in Millennium by checking the box next to the report and clicking Save Config. That will put the report in the Every Payoll folder with the required output options.

Admin Employees

If an employee in Millennium neds to be setup as an admin in HUB, then you need to designate that on the employees Event tab in Millennium. Designate them as "Shugo Admin".
 

Setting an employee as an admin in HUB

Syncing Employees and Company to HUB

The Sync Data to Shugo tab in the Interface program will manually perform the same tasks as the scheduled command line program. They are as follows:
  • Add and update any company level information with the Shugo service running.
  • Add and update any employees, including Millennium accrual data, unless:
    • They are terminated
    • Don't have an email
    • No employee features are being used
For larger companies, these updates will be done in batches of 250 employees.
 

Syncing Data through the Shugo Millennium Interface

Welcome Email for HUB

When a new hire is added in Millennium, they will receive a welcome email inviting them to login and setup their HUB account. For this to happen, the employee record must have:
  • social security number
  • date of birth
  • email address
  • zip code
The employee may also access the HUB system directly using a default password of their M3 employee ID plus their last name.

Onboarding

Users of WorkforceHUB can take advantage of onboarding (formerly called "FLIGHT"). Employees are setup in WorkforceHUB and, once their paperwork is complete, their record is passed to Millennium.
 
This requires the FLIGHT service to be enabled on the account.
 
When a new hire is onboarded through WorkforceHUB, the integration checks for an existing SSN in Millennium. If no number exists, it will create the employee using the next ID in sequence. ­Do not manually supply an ID through WorkforceHUB onboarding.
 
The following information will be exported from WorkforceHUB to Millennium:
  • Demographics
  • Pay frequency
  • Rate and/or salary
  • ACA status
  • Tax Form
  • CC levels
  • Federal tax exemptions
  • State taxes and exemptions
  • Employment type
  • Direct deposits
  • Emergency contacts

ESS Updates

If employees are using the ESS feature of HUB or WorkforceHUB, then any changes they make to their
  • address
  • cell phone
  • tax info
  • direct deposit info
will be reflected in Millennium.
 
IMPORTANT: If an employee changes their direct deposit info in HUB, then that becomes the system of record for all direct deposit details. Also, if they update one field in their direct deposit details, then they need to update all fields.

Import Time

IMPORTANT: The following only applies to those using the integration with HUB, not those using WorkforceHUB or HUB with TimeWorksPlus.
 
If a company in Millennium is configured with a Time Import service and the company is utilizing the HUB Full service (time attendance) in Shugo, the time file can be imported into the payroll using the Import Time tab. The date range of the time file is set based on the period begin and end dates on the payroll.

Attachments

HUB_to__Millennium_3_User_Guide_v2.pdf HUB_to__Millennium_3_User_Guide_v2.pdf

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