Download - Human Resources 040115

MICROSOFT DYNAMICS AX 2012

HUMAN RESOURCES MANAGEMENT

Human Resources ManagementHouse Cleaning

The demonstration today will consist of standard out-of-the-box functionality of the Human Resources Module in AX 2012.

The demonstration will NOT include any functionality of Payroll in AX 2012, as a decision has been made not to utilize this module.

Requirements gathering will provide Global Geophysical Services (GGS) IT an understanding of the FIT/GAP Analysis. FIT implies that the standard functionality in the Human Resources module matches the needs of GGS. GAP implies that there is a gap in functionality between GGS and Dynamics AX,

Customization should be avoided at all costs. Any customization in AX may include outside resources.

The Presentation will follow the standard hiring process of Recruitment to Employee.

Ideally the best way to ensure the Human Resources module meets the needs of GGS is to navigate and create applicants, applications, recruitment projects, jobs and positions on your own. I have created the set-up to allow you to navigate the human resources module. I will forward the Power Point presentation, which will provide the steps on completing various tasks in the Human Resources module. However, if you feel the need to any add any data for the navigation, please contact me at x 7278 and I will set this up for you.

Human Resources ManagementWhat can you do in Human Resources?

Administer organizational structures, including formal and informal hierarchies and position management.

Maintain comprehensive information on workers from the day that they first apply for a job to the day that they leave GGS.

Define organizational benefit plans and options, enroll workers in benefits, combine compensation with benefits, assign dependent coverage and designate beneficiaries.

Control absenteeism by establishing, communicating, and monitoring absence policies. This includes approval procedures and centralized or self-registration.

Manager worker competencies to identify and effectively deploy the best people for GGS’s tasks.

Human Resources ManagementWhat can you do in Human Resources Cont’d?

Review performance levels through discussions, and then outline steps for improvement by creating and implementing goals for workers.

Set up, deliver, analyze training courses that include agendas, sessions, and tracks, together with demographic information about participants.

Administer recruitment initiatives, such as web advertisements, web applications and screening, developments, applications, and correspondence with candidates.

Human Resources ManagementIntegration with other Modules Project Management & Accounting Travel & Expenses* Sales & Marketing* General Ledger Questionnaire* Production Control* Inventory & Warehouse Management* Global Address Book Microsoft SQL Server Report Services* Enterprise Portal**Currently not in use at GGS.

Human Resources ManagementRole Based Security All users must be assigned to at least one security role to access Microsoft Dynamics AX. The security roles that are assigned to a user determine the duties or actions, that the user can perform and the parts of the user interface that the user can

view. Role DescriptionEmployee Represents a worker who is employed by the organization. When workers are assigned to this security role, they automatically gain access to the

duties in the subordinate role. For example, they can approve vendor invoices.

Contractor Represents a worker who has a contractor relationship with a legal entity. When workers are assigned to this security role, the same situation applies as referenced above.

Manager Represents a supervisor in a reporting relationship with subordinates. For example, set up approval policies for leave of absences.

HR Manager Represents a user who periodically reviews human resource process performance and enables the human resource process. For example, approves worker user requests.

HR Assistant Represents a user who documents recruiting events, responds to recruiting inquiries and records the financial consequences of recruiting events.

Recruiter (Staffing & Development)

Represents a user who documents recruiting events, responds to recruiting inquiries, and records the financial consequences of recruiting events.

Training & Development Manager

Represents a user who documents training events, responds to training inquiries, and records the financial consequences of training events. For example, set up policies about training.

Compensation & Benefits Manager

Represents a user who documents compensation and benefits events, responds to compensation and benefit inquiries, and records the financial consequences and benefit events. For example, set up policies for leave of absences, benefits and compensation.

Human Resources ManagementShared Data Some data (including number sequence) are shared across companies and legal entities, such as: • Identification • Personnel Numbers• Positions• User Requests• I-9 documents• Applicants• Discussions

Human Resources ManagementShared Data Cont’d Identification: Represents various proof’s of identity for employment. Personnel Numbers: Is a unique number assigned to each employee. Positions: Is an individual instance of a job. These can be assigned a department and can be open or assigned to workers.

User Requests: Allows you to create, modify or approve requests to add users to Enterprise Portal. These requests can be submitted for vendors, prospective vendors and workers. At this time, GGS is not using Enterprise Portal.

I-9 documents: Is a list of document types that are used to verify workers eligibility to work in the United States. Applicants: Allows you to see the people who are seeking employment in your company or organization, or people whom you have contacted to fill a position.

Discussions: You can track important conversations that you have with other workers by scheduling or tracking discussions, which can be used to gather useful information for employee goals. These communications provide a way to plan how an employee might evolve professionally or personally over the course of their employment.

Human Resources ManagementNon Shared Data

Other data (including number sequence) is not shared across companies or legal entities, such as:• Applications• Absence Registrations• Courses• Agendas• Events• Cases

Human Resources ManagementNon Shared Data Cont’d Applications: Represents new employment applications that can be modified as well. These can only be created for applicants whose information is already stored in the address book.

Absence Registration: Used to record the past or future absence of hourly employees. Courses: Provides the employees an opportunity to improve their level of competency. Agendas: Provides for the maintenance of information about the items on the agenda for a course.

Events: Used to process merit increases or award incentives, which includes employee’s performance.

Cases: Allows you to address issues raised by workers and customers.

Human Resources ManagementOrganizational Hierarchies

Department: Is an operating unit that represents a category or functional area of an organization (i.e. sales or accounting). They may include profit & loss responsibilities and group cost centers.

Jobs: Is a collection of tasks and responsibilities (i.e. job functions, skills, education information and certificates).• Job Tasks: Describe the basic tasks that a worker in a position for that job must complete. The same job

task can be added to multiple jobs, and positions for those jobs who use those job tasks (i.e. Sales Manager who does a performance review for each employee).

• Job Functions: Are similar to job tasks. It describes high-level functional categories and relates high-level duties (i.e. Mid-Level Manager).

• Job Types: Used to classify similar jobs into categories (i.e. Full-Time and Part-Time).• Area of Responsibility: Indicates the work roles, processes and products that a worker in a position for that

job would be responsible for (i.e. An Accountant who might be Financial Reporting for Product A).

Human Resources ManagementOrganizational Hierarchies Cont’d

Position: Is an individual instance of a job. These can be assigned a department and can be open or assigned to workers (i.e. Sales Manager East is a position associated with the job Sales Manager). • Position Duration: Is a length of time that the position is effective (i.e. summer position from May 1 through August 31st). • Worker Assignments: You assign workers to a single or multiple position.• Reporting Relationships: You can assign a worker to a position that reports to another position, which creates a reporting relationship to

the two positions.

Elements of Job• Skill types: Are used to organize the skills that you set-up and maintain.• Job Functions: Are similar to job tasks. It describes high-level functional categories and relates high-level duties (i.e. Mid-Level Manager).• Job Types: Used to classify similar jobs into categories (i.e. Full-Time and Part-Time).• Area of Responsibility: Indicates the work roles, processes and products that a worker in a position for that job would be responsible for

(i.e. An Accountant who might be Financial Reporting for Product A).

Fee: Invoice a customer for your services plus a management fee, typically a percentage of the cost of service.

Time and Material: Invoice a customer for the value of time and materials on a project.

Human Resources ManagementManage Recruitment Projects When a company must fill a vacant positon, it can use recruitment project to manage different information about the recruitment initiative, such as: • Type and number of resources being sought.• Person responsible for the recruitment effort.• Departments in which the resource will work.• Period of activity for the project.• Deadline by which applications must be received.• Advertising media used.• Applications Received.• Job advertisements to be displayed on a website.

Human Resources ManagementManage Recruitment Projects Cont’d

You will use the Recruitment project form to maintain recruitment projects. These are the projects for which you can track the recruiting progress for a specific job.

Create a Recruitment project:• Human Resources > Common > Recruitment > Recruitment Projects• Recruitment project: unique name for the project. It should be unique enough o differentiate between projects.• Recruiter: worker who is responsible for the recruitment project.• The fields in the Organization & Contacts Tabs are optional.

Department: select the department for which this resource is being sought. Job: select the job the recruitment is for. Number of openings: type the number of jobs openings to recruit for. Hiring manager: enter the primary contact person. Alternative contact: assign a second contact. Display job ad on Enterprise portal: allows you advertise the job on the web. Enterprise Portal for AX provides a web-based application

framework that allows users to interact with data in AX through a web browser. At this time, GGS is not utilizing EP for AX.

Human Resources ManagementManage Recruitment Projects Cont’d Create a Recruitment project:

Requisition approval on: enter the date that the job requisition was approved.Open date: enter a date when you can start recruiting project. This is the earliest date that

applications for this recruitment project are accepted.Application deadline: enter the last date that applications can be submitted for the

recruitment project and still be considered. Close date: enter the date when the recruitment project ends. If the project is prolonged,

then you must change the ending date to record the additional use of media for this project.

Estimated start date: enter the date when you expect the new workers hired from this recruitment project to start their day at work.


Media: select the types of media outlets to use on the project media form. The media is any print, radio or internet sources used to advertise for a job. GGS can configure any media sources.


Job Ads: type the text for the job advertisement that displays on the media.


Start: this will begin the recruitment project. If this not selected, the Application cannot be entered for the recruitment project. Before you can change the status of a recruitment project to Finished or Cancelled, all application that are related to the project must have a

status of Rejected, Cancelled or Employed.


Hire Multiple Positions for a Recruitment Project• Use mass hire projects when you hire multiple workers at one time, such as when you hire to meet a seasonal demand. • Creating a mass hire project is useful because you can create position records, worker records, and worker assignments for positions at the same

time. When you create positions for a mass hire project, you can specify: the number of positions to create The worker type of the people whom you will hire for the positions. The department and the job that are associated with the positions. The full time equivalent value of the position.

• Human Resources > Periodic > Recruitment > Mass Hire Projects• Mass hire project: type a name of the mass hire project.• Description: type a description for the mass hire project.• Project start date and end date. • Worker in charge: select the worker who is responsible for the mass hire project.• Create positions: enter the number of workers and positions to create.


Hire Multiple Positions for a Recruitment Project Cont’d


Record Development in the Recruitment Project• You can create developments to record events or new conditions that might affect the progress or results of a recruitment project.• Human Resources > Common > Recruitment > Recruitment Projects

Human Resources ManagementManage the Applicant for Employment Personal and application information about applicants is managed separately to enable applicants to submit more than one application.

When you receive an application, you can enter contact information and qualifications from the applicant’s resume in the same manner as an employee.• Human Resources > Common > Recruitment > Applicants• Current Job title: job title for the applicant’s current job, if the applicant is currently employed.• Highest degree: highest educational degree that the applicant has earned.• Future consideration: indicate whether the applicant should be considered for future job openings.• Previous employee: indicate if the applicant previously worked in the company.• Address Book: select the address book to include the applicant in.

Human Resources ManagementManage the Applicant for Employment

Human Resources ManagementManage the Applicant for Employment Cont’d - Global Address Book You can maintain one address for all records for the same person. This will assist you understand the relationships among people and organizations that are associated with your organization. For example, a worker in your

organization may also be a vendor. A party is a person or organization that is either internal or external to your organization. Each party has its own record. Adding Applicant Information.• Used to enter the address of the applicant.• Human Resources > Common > Recruitment > Applications

Human Resources ManagementManage the Applicant for Employment Cont’d - Global Address Book

Human Resources ManagementManage the Applicant for Employment Cont’d Applicants usually provide resume information when they submit applications. After a user enters this information as competencies, the applicant keeps this information when he or she is hired and becomes an employee.

To define an applicant’s competencies, similar to a resume, enter any one of these: • Education: background information, such as schools the worker has attended or is currently attending

and any educational levels that the worker has achieved.• Skills: levels and experience information that includes whether the skills are verified and approved by

the worker’s manager or another person in the organization.• Professional Experience: experience information, such as the companies or employers the worker for

and specific positions the worker has held. • Position of Trust: information about them, such as the workplace, association, board, committee or

similar organizations where the worker currently holds or previously held a selected position of trust.

Human Resources ManagementManage the Applicant for Employment Cont’d • Courses: internal training and courses that the worker has taken and other information, such

as the starting dates and ending dates and locations of the courses.• Tests: tests that a worker has completed and whether he/she passed or failed.• Certificates: certificates the worker has earned and the starting and ending dates and

locations of the courses.• Project Experience: information such as worker’s role or function on a project, which projects

the worker worked on, and the customer accounts that are related to the project.• Other Worker Attributes: attributes that do not apply to any other category. An example of

an attribute is willing to travel. Use these attributes to select the workers for projects that require specific attributes.

Human Resources ManagementManage the Applicant for Employment Cont’d

Skills Actual Skills: skills that a worker currently has and can demonstrate. These skills and their levels are usually determined by an appraisal interview in which

a worker and a manager agree on the skills and levels that the worker has. Target Skills: are defined during the appraisal process. When a manager and worker discuss the worker’s skills and skill levels. This occurs because their

must be both status and future responsibilities linked to the worker’s skills and levels. If the worker does not achieve the targeted levels and skills previously discussed, the manager may ask how he or she plans to increase levels and skills adequately perform the job. This results in future goals that become the target skills for the next development period.

Skill Mapping Analysis of skill profiles provide a convenient and organized way to view a list of competencies for an employee or job as of a specific date. Skill profiles are frequently useful for skill gap analysis. For example, when a manager or recruiter wants to see the difference between an employee’s

profile and the profile that is created for a particular job. They also enable managers to find a person who is qualified for a particular business task by running skill mapping to search for a helpful skill. Human Resources > Periodic > Skills > Skill mapping profiles Use the Execute button to search using the criteria you just entered. View the results, in the Results Form. Retrieve a profile for a person, job, course type or a previously defined skill mapping.


Skills


Skills Rating Models Rating models provide the scale that employees are managers use to rate skills for employees, jobs, courses and skill profiles. When users perform a skill

profile search, they can select only skill levels that are within the rating model related to the skill. Human Resources > Setup > Skills > Rating Models


Skills Mapping

Human Resources ManagementManage the Applicant for Employment Cont’d You can maintain an original copy of the applicant’s resume using the Attachments functionality in Dynamics AX.


Update the status of an Application• If you recall we created the applicant. By creating the applicant, AX automatically creates the Application.• Human Resources > Common > Recruitment > Application• Select the new status of the application:

Received Confirmed Interview Rejection Cancelled Hire New Worker Transfer Worker


Communicate with Applicants based on the Application status• You can create letters for a single or multiple applicant(s). • Human Resources > Common > Recruitment > Applications (Single Application)• Human Resources > Periodic > Recruitment > Create Application Document (Multiple Applicants)


Send an Email Message• You can create an email for a single or multiple applicant(s). • Human Resources > Common > Recruitment > Applications (Single Applicants)• Human Resources > Periodic > Recruitment > Email Applicant (Multiple Applicants)

Human Resources ManagementApplicant Review Process

Review Applicant Data • Human Resources > Common > Recruitment > Applications• clicking on the Applicants details, you can review all the registered data for an applicant.

Human Resources ManagementApplicant Review Process Cont’d

Route the Applications for Review• Human Resources > Common > Recruitment > Applications• By clicking on the Application routing, you can route the form to create a worker circulation list to manage the process.• For each worker that you add to the list, you an specify the following dates:

When the application will be released for review. When you expect the worker to return the application. When the application is actually returned.

Human Resources ManagementApplicant Review Process Cont’d

Interview the Applicants • Human Resources > Common > Recruitment > Applications• When an applicant is ready to interview for an application, you use the Application interview form to enter the date and time.• To copy the interview to your MS Outlook calendar, click Schedule in Microsoft Outlook button.

Human Resources ManagementHire for the Recruitment Project

Hire an existing worker.• Human Resources > Common > Recruitment > Applications• To hire an existing worker who applied for the job, the worker must be transferred to the new position.• Click the Transfer Worker button in the Application status.

Human Resources ManagementHire for the Recruitment Project Cont’d

Hire the worker for a Mass Hire Position• Human Resources > Periodic > Recruitment > Mass Hire Projects

Human Resources ManagementJobs List Page

Use the jobs list page to maintain jobs. This is how you would manually enter a new job:• Human Resources > Common > Organization > Jobs• Click New.• In the General Tab, enter a unique name or ID for the job.• In the General Tab, enter a description of the job.• In the General Tab, select the title of the job. The job title describes the responsibilities of the position.• We will leave the Maximum number of positions as Unlimited and Full-time equivalent as 1.00, By selecting Maximum positions, we are limiting the

number of poisons for the Job. 1.00 represents a full time job; whereas, anything below 1.00 represents a part time job.

Human Resources ManagementJobs List Page Cont’d• In the Job Classification tab, we will ignore the Job Type. Function and POS permission group. • The job type and Function are used for Compensation, which is tied to payroll. A decision has been

made to not use the Payroll functionality.• The POS permission group is used for Point of Sales and will not be used by Global Geophysical Services.• We will ignore the Compensation Tab, as it was decided that we would not use Payroll functionality.• In the Skills Tab, click Add to add a skill. A skill is what a worker, applicant or contract person must have

for the specific job.• In the Skills Tab, select a skill.• In the Skills Tab, based on the skill you selected, a selection must be chosen for the skill level.• In the Skills Tab, select the level of importance.

Human Resources ManagementJobs List Page Cont’d

• In the Certificates tab, click Add to add the certificate. A certificate can indicate the achievements of a worker or that are required for employment.• In the Certificates tab, select a certificate type. The description will automatically populate. However, you will need to assign an importance level. The

importance level indicates the level of importance of this certificate for any requirement for employment.


• In the Tests tab, click Add to add the test. The test measures the level of competency required for a job.• In the Test tab select a test type. The description will automatically populate.

• In the Education Tab, click Add to add the Education. The Education Disciplines record competencies for applicants, workers, and contact persons, or as job or course requirement.

• In the Education tab, select a Education Discipline and the description will automatically populate. The importance level indicates the level of importance of the Education Discipline for any job or course requirement.


• In the Screenings Tab, click Add to add the Screening. The Screening are tests that are required for employment. • In the Screenings Tab, select the Screening type. The Screening Description will automatically populate.

Human Resources ManagementJobs List Page Cont’d• In the Job Tasks Tab, click Add to add the job tasks. Job tasks describe the basic tasks that a worker in a position for that job must complete. • In the Job Tasks Tab, select the Job Task. The Description will automatically populate.

• In the Areas of Responsibilities Tab, click Add to add the area of responsibility. Area of responsibility indicates the work roles, processes and products that worker in a position for that job be responsible for.

Human Resources ManagementJobs List Page Cont’d Add a New Job Based on a Template or an Existing Job.

You can copy the notes, skills, certificates, tests, education, screenings, job tasks and areas of responsibility from one job to another You can also copy the information to an existing job to update the values to match another job. Human Resources > Common > Organization > Jobs• Select Copy from.• Select from job or from template. • Select a job or job template.• In the copy field, select the information from which to copy information.

Human Resources ManagementPosition Use the Position list page to create and manage positions in your company.

• Human resources > Common > Positions > Positions• In the Maintain Tab, click New to create a new position (click Edit to do any maintenance on a position)• A pop up box will appear for the new position, select the Job. The job must have already been created in order to set-up the position.

• Expand the General Tab and select a department.• In the General Tab, select the Reports to Position.

Human Resources ManagementPosition Cont’d• In the General Tab, select the Position type.• The Compensation region is the physical location or group of locations where the worker is assigned to this position works. After you associate positions

with regions, you can set-up compensation eligibility rules and fixed increase budgets for employees that are based on the compensation region for the position they are assigned to.

• The Available for assignment is the date and time when this position can be assigned to a worker.

Human Resources ManagementPosition Cont’d• In the Position duration Tab, you can assign a duration for the length of time

that the positon will be in your company. Many workers can be assigned to a position; however, only one worker can be assigned to the position at a time. In addition, you can retire a position and any worker assignment for this position is ended. To reactive a position, you will need create a new duration for this position.

Human Resources ManagementPosition Cont’d• In the Worker Assignment Tab, you can assign a worker to the position.

Human Resources ManagementPosition Cont’d• Expand the Relationship Tab and add a Hierarchy name and Reports to position.

• The Payroll Tab is only applicable for use in the Payroll module in AX.• The Labor Union Tab is only applicable to companies that have union agreements or operates under Union.• The Financial Dimensions Tab is only applicable for uses in payroll.

Human Resources ManagementPosition Cont’d

Human Resources ManagementPosition Cont’d Copy new Positions from an Existing Position Human Resources > Common > Organization > Positions > Positions• Select the position from the list page.• In the New Group, click Copy Positon.• In the Number of copies, enter the total number of positions you want to

create based on the existing position.• In the Activation field, optionally enter a retirement date for the position.• Select the position details to copy.• Click Copy.

Human Resources ManagementPosition Cont’d

Human Resources ManagementPositions Cont’dA position can report to another position. • Human Resources > Common > Organization > Positions > Positions• In the General FastTab, you can add the Reports to position field. • If you can hover over any existing Reports to position, you can view the details.

Human Resources ManagementPositions Cont’d Update a Group of Positions• You have the ability to update a group of positions using the mass update feature. You can

update multiple fields at one time. • Human Resources > Common > Organization > Positions > Positions• In the Maintain Group, select Mass Update.• Either leave the selection as Effective Immediately or select Effective on and enter a future

date when the change starts.• If you can hover over any existing Reports to position, you can view the details.• Use the various fast tabs to enter the data you want to change. You must select the

checkbox to make any updates.

Human Resources ManagementPositions Cont’d Update a Group of Positions Cont’d

Human Resources ManagementPositions Cont’d Retire a Position• This step makes the position inactive. If an employee is assigned to this position, their assignment end date is updated to the same

date as the retirement date of the position.• Human Resources > Common > Organization > Positions > Positions• In the list page, double click the position you want to retire.• On the Positions FastTab, click Retire.• In the Retirement field dialog box, enter the date of retirement.• Click Retire position.

Human Resources ManagementPositions Cont’d Put a Hire Freeze on a Position• Human Resources > Common > Organization > Positions > Positions• In the list page, double click the position you want to freeze.• On the Maintain group, click Edit.• In the General FastTab, click on the calendar button in the Available for

assignment field.• Click Never.

Human Resources ManagementPositions Cont’d Put a Hire Freeze on a Position Cont’d

Human Resources ManagementPositions Cont’d Put a Hire Freeze on Many Positions• You may want to put a hire freeze on a group of positions. You can select all positions if the whole

company has gone into a hire freeze. • Human Resources > Common > Organization > Positions > Positions• In the list page, click the selection of positions you want to freeze.• On the Maintain group, click Mass Update.• Either leave the selection as Effective immediately or select Effective on and enter the date the

hire freeze starts.• In the General FastTab, click on the Available for assignment checkbox. • In the Available for assignment, either enter a date in the future or click the calendar button and

click Never.• Click Update.

Human Resources ManagementPositions Cont’d Put a Hire Freeze on Many Positions Cont’d

Human Resources ManagementPosition Budgeting Data Use this feature to create a budget for filled and vacant positons and to estimate items such as salary and benefits for each position. You can create budget amounts by budget cycles, account, and dimension. You can import your forecast data into a budget plan. Scenario 1: Define Budget Purposes Type.• To generate a budget forecast, you must provide estimates for positions-related items that affect the budget (i.e. base pay, 401k, insurance amounts).• To avoid entering these items manually for each position, you can create budget purpose types that store these present values. Budget purpose types

contain additional information, such as the legal entity and main account to use. • If a budget purpose type will be used by more than one legal entity, it must be defined for each legal entity.• Budget purpose types can be assigned to multiple positions.• Human Resources > Setup > Budget planning > Budget purpose type

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Human Resources ManagementPosition Budgeting Data Scenario 2: Enter Budget Default for a Position.• Demonstrates how to enter a budget default for a position. For example, the next budgeting cycle is approaching and you must make sure that salary

and benefits costs are identified for all filled and vacant positions.• Human Resources > Common > Organization > Positions > Positions

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Human Resources ManagementPosition Budgeting Data Scenario 3: Add an Existing Position to the Forecast• Demonstrates how to add an existing position and change the department so that you can include in the budget forecast without changing the actual

position.• Human Resources > Periodic > Budget Planning > Forecast positions

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Human Resources ManagementPosition Budgeting Data Scenario 4: Create a New Forecast position• Demonstrates how to create a new forecast position. If the position you want to enter does not already exist, you can create a new one. • When you create a new forecast position, a corresponding live position is also created.• Human Resources > Periodic > Budget Planning > Forecast positions

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Human Resources ManagementPosition Budgeting Data Scenario 5: Copy a Forecast Position to a Forecast• Demonstrates how to copy a forecast position to a forecast. You might need to make additional copies of a position that is already in the forecast. For

example, you originally predicted a need for only one positon but now you expect to need two more similar positions for the upcoming year. • A corresponding live position is created for each new copied forecast position. • Human Resources > Periodic > Budget Planning > Forecast positions

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Human Resources ManagementWorker’sWorker data includes educational backgrounds, work experience, certificates, personal information and employment

relations.Workers can also be loaned company property or assets (i.e. computers or credit cards).Basic worker information and worker competencies are shared across companies, whereas employment, absences,

compensation and payroll data are specific to a company.There are two employment levels: Employee and Contract.You can maintain the following information:• Basic: worker information, such as contact information, demographics, identification, military service status and

personal & emergency contact information. • Employment: Information about a worker’s employment, such as company or organization affiliation, start and end

dates, terms of employment, pension, vacation and relocation information.• Absence: Information about workers’ absences, such as working time and absence transactions.• Competencies and development: Information for workers, such as goals, discussions, education, skills, courses.

Human Resources ManagementWorker’s Cont’d Hire a Person Without Assigning a Position.

Human Resources > Common > Workers > Workers In the New group, click Hire New Worker. Type the first, middle and last name of the person who you are hiring. In the Legal Entity field, select the legal entity for which to associate this worker. The Personal number will auto populate based on the numbering sequence we have created for GGS. In the Worker type field, select whether the worker is an employee or a contractor. In the Employment Start date field, select the date and time when the worker starts their employment. If the employee is a

contractor and their time is limited, select the date when the worker’s affiliation ends in the Employment end date field. Click Hire New Worker. The Worker form is displayed where can you enter additional information.

Human Resources ManagementWorker’s Cont’d Hire a Person Without Assigning a Position Cont’d

Human Resources ManagementWorker’s Cont’d Hire a Person for an Open Position

Human Resources > Common > Organization > Positions > Open Positions Select the Position to fill. In the Personal Actions group, click Hire. Type the first, middle and last name of the person you are hiring to fill the position. In the Legal Entity field, select the legal entity for which to associate this worker. The Personal number will auto populate based on the numbering sequence we have created for GGS. In the Worker type field, select Employee. In the Employment Start date field, select the date and time when the worker starts their employment. Click Hire New Worker. The Worker form is displayed where can you enter additional information.

Human Resources ManagementWorker’s Cont’d Hire a Worker for an Open Position Cont’d

Human Resources ManagementWorker’s Cont’d Assign a Worker to a Position Human Resources > Common > Organization > Workers > Workers Select the worker to assign to a position. In the Personal Position assignment group, click Worker Position Assignments. Click Add Assignment. In the Assignment start and Assignment end date, select the starting and ending

dates/times for the position. In the Reason code, select a reason that indicates why you are assigning the worker to this

position. Click Create position assignment.

Human Resources ManagementWorker’s Cont’d Assign a Worker to a Position Cont’d

Human Resources ManagementWorker’s Cont’d Change a Position Assignment for a WorkerHuman Resources > Common > Organization > Workers > Workers Select the worker to assign to a position. In the Personal Position assignment group, click Edit Assignments.Click Edit Assignment.Edit an necessary information.Click Update Worker Assignment.

Human Resources ManagementWorker’s Cont’d Change a Position Assignment for a Worker Cont’d

Human Resources ManagementWorker’s Cont’d Transfer a Worker to a Different Position

Human Resources > Common > Organization > Workers > Workers Select the worker to assign to a position. In the Worker tab, Personnel actions group, click Transfer Worker. If the worker is assigned to multiple positions, select the position to transfer from in the Current Assignment group,

Position field. If the worker is appointed to only one position, it is already selected. Edit any necessary information: dates of assignment, reason for assignment and whether this is the worker’s primary

position. In the New Assignment group, optionally select the job the worker is being assigned to in the Job field. The job must

have an open positions or the Position field will be blank. Select the Primary check box if you want the assignment to be designated as the worker’s primary position

assignment. In the Full-time equivalent field, you can change the default employment factor for the new position assignment. For

part time positions, enter a number less than 1.

Human Resources ManagementWorker’s Cont’d Transfer a Worker to a Different Position In the Assignment start/date time field, enter the starting date of the new position

assignment. If the worker’s affiliation with the company, organization or legal entity is limited in time,

enter the date when the workers position assignment ends in the Assignment end date/time. In the Transfer reason field, select the reason code that indicates why you are transferring the

worker to the new position. In the worker’s current position should be retired, select the Retire position checkbox.

However, if another work will the position that the current work is transferring from, do not select that check box.

Click Transfer worker.

Human Resources ManagementWorker’s Cont’d Transfer a Worker to a Different Position Cont’d

Human Resources ManagementWorker’s Cont’d Worker Termination

When a worker is terminated, you end the worker’s assignment to all positions and the relationship to any legal entities. You can also terminate multiple workers at a time, such as seasonal workers. The worker and position records are not deleted.

Termination makes the worker inactive so that you must reactivate the worker to assign them to a position. Ending a worker’s assignment leaves the worker active, so that you can assign the worker to a new position later.

If the worker is employed in more than one organization, terminating a worker ends all the worker’s employment. However, you can manually end only one employment for a worker, but the worker remains assigned to a different position, employed in a different organization.

If you retire a position that a worker was assigned to, it ends the worker’s position assignment at the same time. Retiring a positon does not terminate the workers assigned to the position. You can only doe this for one worker and position at a time.

If you decide to terminate multiple workers at the same time, you have to retire each position individually.

Human Resources ManagementWorker’s Cont’d Worker Termination (Single Worker)

Human Resources > Common > Worker > Workers Select the worker for termination. In the Personal actions group, click Terminate. In the Termination date field, enter the date on which the worker stops working in the current legal entity. In the Last Day Worked field, enter the date on which the worker stops working in the current legal entity. In the Termination reason field, select a reason code for why the worker was terminated. If the worker is appointed to a position that should also be retired, select the Retire position checkbox. If

the worker is appointed to multiple positions, the Position field, will display more than one. Enter the date to retire the position in the Retirement date field. Employment end date, last date worked and termination date are all updated with this date.

Click Terminate workers.

Human Resources ManagementWorker’s Cont’d Worker Termination (Single Worker) Cont’d

Human Resources ManagementWorker’s Cont’d Worker Termination (Group of Workers) Human Resources > Common > Worker > Workers Select the workers for termination. In the Personal actions group, click Terminate. In the Termination date field, enter the date on which the worker stops working in the

current legal entity. In the Last Day Worked field, enter the date on which the worker stops working in the

current legal entity. In the Termination reason field, select a reason code for why the worker was terminated. Click Terminate Workers.

Human Resources ManagementWorker’s Cont’d Worker Termination (Group of Workers) Cont’d

Human Resources ManagementWorker’s Cont’d Maintain Workers You can maintain the following information on a worker:• Versions for workers and positions that modify a record, which allows you to keep historical

records.• Enter reminders for workers about responsibilities and agreements.• Record any injury or illness caused on the job.• Enter leave for a worker.• Enter tasks that a worker is expected to complete on the job.• Record screenings required of the worker to maintain their job. You can enter the

screenings and whether the worker passed or failed. After this is completed, a new screening is entered based on the screening type completed.

Human Resources ManagementWorker’s Cont’d Date-Effective Data

Occasionally, you must update the worker or position. You can use the Maintain versions form to define when these changes take effect and when old versions expire.

Example of Worker Version• Human Resources > Common > Workers > Workers > Worker Tab • Select a worker, Click on Versions and then Maintain Versions.• For each of the tabs (Personal information, Worker Summary & Payroll earning codes), you can set a

date that the change will take effect. You can chose to start using the updates immediately or select a date in the future. When you finish entering the information, the earlier version is set to expire before the new version take effect.

Human Resources ManagementDate-Effective Data Cont’d

Human Resources ManagementWorker’s Cont’d Enter Worker Reminders

Human Resources > Periodic > Workers > Worker Reminders Click New. In the Worker field, select the worker to enter a remind for. In the Reminder type field, select the type of reminder. In the Reminder date field, select the date the reminder was created. In the Expiration date field, select the date when the reminder expires. In the Person in charge field, select the worker who is responsible for the reminder. In the Number of days field, type the number of days the worker has to follow-up on the reminder.

Human Resources ManagementWorker’s Cont’d Enter Worker Reminders Cont’d

Human Resources ManagementWorker’s Cont’d Create a Worker Injury or Illness Information

Human Resources > Periodic > Workers > Injury or illness incidents Click New. In the Case number field, type a case number or accept the default number. In the Case description field, type a description of the injury or illness. In the Worker field, select the worker who was injured or became ill. In the Expiration date field, select the date when the reminder expires. In the Date and time of incident field, select the date and time that the incident occurred. In the Injury or illness type field, select the type of injury or illness. In the Body part field, select the body part affected by the injury. In the Outcome type field, select the outcome of the injury or illness, if known.

Human Resources ManagementWorker’s Cont’d Create a Worker Injury or Illness Information Cont’d In the General FastTab, Date Reported field, enter the date and time the injury or illness was

reported. In the General FastTab, Person who reported case field, select the position who reported the

injury or illness. In the General FastTab, select the Compliance recordable case check box, if the case meets

the criteria to be recorded, based on regulations or policies. In the General FastTab, select the Privacy case checkbox if additional precautions must be

taken to keep the incident information private, based on regulations or policies. In the General FastTab, Case opened date field, select when the case was opened.

Human Resources ManagementWorker’s Cont’d

Create a Worker Injury or Illness Information Cont’d In the Worker FastTab, Position field, select the position the worker was working when the

injury or illness occurred. If the worker only has one position, the position is already selected. In the Worker FastTab, Supervisor field, optionally select the position who reported the injury

or illness. In the Worker FastTab, select the Human Resources Contact field, select the primary human

resources employee to contact for this case. In the Incident FastTab, provide any additional information about the injury or illness incident,

such as:• Where the incident occurred?• What caused the incident?• Any safeguards against such incidents that already exist.


Create a Worker Injury or Illness Information Cont’d In the Injury or Illness FastTab, add the costs related to the injury or illness.• Click Add.• In the Date field, enter the date when the cost was incurred. • In the Cost type field, select the type of cost for the amount.• In the Amount field, type the cost. The Total field on this FastTab updates automatically to include all

the costs entered in the Amounts field. In the Injury or illness treatments FastTab, add the treatment information related to the injury or illness.• Click Add.• In the Treatment date field, enter the date and time that the treatment occurred.• In the Treatment type field, select a type of treatment.• If the treatment included a visit to the emergency room, click the Emergency room hospital visit

checkbox.


Create a Worker Injury or Illness Information Cont’d• If the treatment included an overnight stay at the hospital select the Overnight hospital stay check box.• In the Treatment comments field, optionally type additional comments about the treatment.• In the Physicians name field, type the name of the physician who provided the treatment.• In the Treatment facility and location field, type the name of the location of the facility where the treatment was provided.• In the Treatment details field, optionally type additional details about the treatment.

In the Injury or illness filings FastTab, add the filling information related to the injury or illness.• Click Add.• In the Reporting agency field, select a reporting agency. The Description field displays the name of the selected reporting

agency.• In the Date incident repot was submitted field, enter the date and time when the incident report was submitted to the

reporting agency.• In the Comment field, you can type additional comments about filing the incident.• If the incident was reported to the reporting agency, select the Was incident reported? Checkbox. This is an informational field

only. This would be a required field if the Compliance recordable case checkbox is selected in the General FastTab.

Human Resources ManagementWorker’s Cont’d Create a Worker Injury or Illness Information Cont’d


Close a Worker Injury or Illness recordHuman Resources > Periodic > Workers > Injury or Illness incidents• Select the incident for which you want to change the status.• In the Case status, click Close.• In the Close closed date field, enter the date the case was closed.

By default, the case is closed on the current date.• Click OK.

Human Resources ManagementWorker’s Cont’d Close a Worker Injury or Illness record Cont’d

Human Resources ManagementWorker’s Cont’dEnter Leave for a Worker

Human Resources > Common > Workers > Workers• Select the worker for whom you want to enter for the leave.• Click Edit in the Maintain group.• Click the Employment FastTab. • Click Leave in the Additional Information group.• Complete the following fields: Click New. In the Leave type field, enter the first date that the worker is talking. In the Start date field, enter the first date that the worker is expected to be on leave. In the End date field, enter the last date that the worker is expected to be on leave. In the Note field, optionally type any additional information about the leave.


Enter Leave for a Worker

Human Resources ManagementWorker’s Cont’dEnter Worker TasksHuman Resources > Common > Workers > Workers• Select the worker to add tasks to.• Click Edit in the Maintain group.• In the Setup group, select the Worker task assignment.• Click New.• In the Worker task field, select the worker task to assign to the

worker.

Human Resources ManagementWorker’s Cont’dEnter Worker Tasks

Human Resources ManagementWorker’s Cont’dEnter a Screening for a Worker

Human Resources > Common > Workers > Workers• Select the worker for whom you want to enter a screening.• Click Edit in the Maintain group.• In the Personal Information FastTab, select Screenings in the More Information group.• Click New.• In the Screening field, select the type of screening.• In the Required by date, enter the date the screening must be completed before it is

overdue.• The Status field should not be changed from Not Complete. We will demonstrate this later.• In the Notes field, enter any additional information.

Human Resources ManagementWorker’s Cont’dEnter a Screening for a Worker Cont’d

Human Resources ManagementWorker’s Cont’dComplete a Screening on a Worker

Human Resources > Common > Workers > Workers• Select the worker for whom you want to enter a screening.• Click Edit in the Maintain group.• In the Personal Information FastTab, select Screenings in the More Information group.• Select the Screening that was completed.• In the Status field, select either Pass or Fail.• In the Completed field, enter the date on which the screening was completed.• The Status field should not be changed from Not Complete. We will demonstrate this later.• In the Notes field, enter any additional information, including why the worker passed or failed

the screening.

Human Resources ManagementWorker’s Cont’dComplete a Screening on a Worker

Human Resources ManagementWorker’s Cont’d Create a Team

You can create teams to associate groups of people who might not otherwise work together. Organization Administration > Setup > Organization > Teams• Click New.• In the Name field, type a name for the team.• In the Team type field, select the type of team.• In the General FastTab, type a Description of the team.• In the Administrator field, select a user to be the team administrator. By default, the user is the

administrator.• In the Team members FastTab, click Add team members.• On the Add team members form, you can search for people by name or skill.

Human Resources ManagementWorker’s Cont’d Create a Team Cont’d• Select the workers from he grid area, and then click Add.• After you add the workers, click Cancel to close the Add team members form.

Members that you added to the team by clicking Add are still added to the team.• If a worker is a member of the team for only a specific time, enter the dates that

the worker will be a member of the team in the Effective and Expiration fields.• Select the Team leader checkbox for the team member that leads the team.


Create a Team Cont’d

Human Resources ManagementWorker’s Cont’d Loan Equipment to Workers

Allows companies to loan workers various items, such as a mobile phone, computer or credit card. Loan Type: Includes general categories of items that employers can loan to workers, such as mobile

phones or computers. The actual item brand and serial number are registered on the loan item. Loan Item: Are specific and uniquely identifiable items or assets that employers issue to workers. For

example, a Dell computer with serial number KYZ-0505-1785.• Each physical item must have a corresponding loan item. Each loan item record should describe

what is being loaned, who is responsible for the loan, and the number of days the item can be on loan. You can create multiple loan items that are similar, such as a series of keys, access cards or uniforms.

Human Resources ManagementWorker’s Cont’d Loan an Item to a WorkerHuman Resources > Periodic > Workers > Loaned EquipmentClick New. In the Person field, select the worker to whom the item is on loan. In the Loan item field, select the item to loan. In the Loaned field, enter the date the loan takes effect. This usually defaults to the

current date. In the Planned return field, enter the date by which the worker must return the

item. If the item was created as the setup functionality of “creating multiple loan items,” the default date of the number of days permitted for the loan.

Human Resources ManagementWorker’s Cont’d Loan an Item to a Worker

Human Resources ManagementWorker’s Cont’d Record that a Worker has Returned an Item

Human Resources > Periodic > Worker > Loaned Equipment Select the line that displays the name of the person who returned an item and the item that was

borrowed. If a person has borrowed more than one item, the person’s name appears multiple times. In the Actual return field, enter the date when the item was returned.

Account for Lost or Misplaced Loan Items If an item becomes damaged or misplaced, enter a fictitious return date on the Loaned equipment form,

Actual return field. You cannot change the status of a loaned item to prevent it from being loaned out. To prevent the item from being loaned, you can either:• Delete the item. Keep in mind this will delete all transactions associate to this item.• Keep in the overview, and change the description to indicate that the item is not available.


Record that a Worker has Returned an Item

Account for Lost or Misplaced Loan Items


Manage I-9 Compliance: Enter Identification Documents for an Employee Human Resources > Common > Workers > Workers Select the employee to record a form of identification for. In the Worker Tab, in the Related information group, click Personal Information and then

identification. Click New. In the Identification type field, select the type of identification to record for the employee. In the Number field, type the identification number. In the Description field, type a brief description of the identification record. In the Issuing agency field, select the agency that issued the form of identification to the

employee.

Human Resources ManagementWorker’s Cont’d Manage I-9 Compliance: Enter Identification Documents for an Employee Cont’d In the Entry type field, type additional classification information about the form of identification. For

example, if you have a drivers license, you can have multiple classes of a license. Select the Primary checkbox if the form of identification is the employee’s primary form of identification. In the Issued date field, enter the date when the issuing agency issued the form of identification to the

employee. In the Expiration date field, enter the date when the form of identification expires.


Manage I-9 Compliance: Enter Identification Documents for an Employee Cont’d

Human Resources ManagementWorker’s Cont’d Manage I-9 Compliance: Verify I-9 InformationHuman Resources > Common > Workers > WorkersSelect the employee for whom you want to verify Form I-9 information. In the Worker Tab, in the Related information group, click Employment and then I-9Click Verify. In the Verified field, optionally, change the verification date In the Verified by user field, select the user who verified that the information that

was entered on the form I-9 was correct.Click OK.

Human Resources ManagementWorker’s Cont’d Manage I-9 Compliance: Verify I-9 Information Cont’d

Human Resources ManagementWorker’s Cont’d Manage I-9 Compliance: Attach I-9 Document

Human Resources > Common > Workers > Workers Select the employee for whom you want to verify Form I-9 information. In the Worker Tab, in the Related information group, click Employment and then I-9 Click Verify. In the Verified field, optionally, change the verification date In the Verified by user field, select the user who verified that the information that was entered on the form I-9 was correct. Click OK. Click File > Command > Document Handling Locate the form I-9 document file, select the file and then click Open. Document management is not currently configured.

Human Resources ManagementWorker’s Cont’d Manage I-9 Compliance: Attach I-9 document

Human Resources ManagementWorker’s Cont’d Manage I-9 Compliance: Reset Employee I-9 InformationAllows you to reset employee I-9 information for a document. In cases where you have to change

the information for an I-9 document after you have verified it, you must reset the document. Human Resources > Common > Workers > Workers Select the employee for whom you want to verify Form I-9 information. In the Worker Tab, in the Related information group, click Employment and then I-9 Select the Form I-9 information to reset.Click Reset.On the confirmation dialog box, click Yes.

Human Resources ManagementWorker’s Cont’d Manage I-9 Compliance: Reset I-9 Employee Information

Human Resources ManagementWorker’s Cont’d Work Environment Accommodations Represents changes to work environments or business operations that result in

equal employment opportunity for a person with a disability. You can enter requests for special work environment accommodations that are

made by workers and applicants with regard to one or more specific tasks that are required by the position.

You can then evaluate whether the accommodation is reasonable or if it imposes unnecessary cost, and then either grant or deny the accommodation.

Human Resources ManagementWorker’s Cont’d Manage ADA Information: Enter Physical Requirements for a JobHuman Resources > Common > Organization > Job Select a job to enter ADA requirements for. In the Setup group, click ADA > Setup requirements.On the Physical activity tab, select the relevant requirements for physical motion. When you select a

setup requirement, a brief description is displayed in the top part of the form.On the Physical requirement tab, select a level of exertion.On the Visual acuity tab, select the range of sight required.On the Conditions tab, select tolerance requirements for working conditions.

Human Resources ManagementWorker’s Cont’d Manage ADA Information: Enter Physical Requirements for a Job Cont’d

Human Resources ManagementWorker’s Cont’d Manage ADA Information: Enter a Request for AccommodationsHuman Resources > Common > Workers > Workers –or- Employees Select a worker/employee. In the Setup group, click ADA > Setup requirements. In the Related Information group, click Personal Information > Accommodations.On the Physical requirement tab, select a level of exertion.On the Visual acuity tab, select the range of sight required.On the Conditions tab, select tolerance requirements for working conditions.

Human Resources ManagementWorker’s Cont’d Manage ADA Information: Enter a Request for Accommodations

Human Resources ManagementRecruiting Reporting• <Enter data>

Human Resources ManagementOrganization Reporting Cont’d• To generate a report on job information: Human Resources > Reports > Organization > Job

Information.The report displays the setup for the selected jobs and positions and workers assigned

to the job. This includes the skills, certifications and education required for the job and the tasks and responsibilities assigned to the job. For the position, the report displays the position number, worker name, department and full-time equivalent.

• To generate a report on job template information: Human Resources > Reports > Organization > Job Template Information.Job templates provide a company information on competency requirements, work

tasks, general areas of responsibility, and physical requirements that are associated with specific job types.

Human Resources ManagementDepartments You can review department hierarchies, which are use to report on functional areas of an organization. • Human Resources > Common > Organization > Department > Department Hierarchy

Human Resources ManagementDepartments Cont’d You can review a list of departments in a report. This report displays a list of the department names, numbers, department manager and parent

department.• Human Resources > Reports > Organization > Departments

Human Resources ManagementOrganization Reporting Cont’d

Human Resources ManagementDepartments Cont’d You can review a list of positions within a specific department. For each department, the report displays the name, number, and manager. For each

position, the report displays the position number, description, title, worker name, first day the worker was assigned to the position and the full-time equivalency.• Human Resources > Reports > Organization > Positons by Departments

PAGE 2 -36 HRM

Human Resources ManagementDepartments Cont’d You can review a list of workers in a specific department.• Human Resources > Reports > Organization > People by Department

PAGE 2 – 36 HRM

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