Employee Administration—Exercises

Main Exercise

Basic Data for Employee Administration

Purpose: To view examples of the basic data used in the employee administration process. To get familiar where to set up the required basic data.
 

Basic HR Application Set-Up's

1. Open the Enterprise Identity Series window.
1. Note! There are no series defined for Employee and Person in this database and you should not set them up either. The available identity series are predefined and selected into the Party Type field.  
2. The series are used when you want the application to automatically generate the next Employee Number and/or Person ID when entering new employees.
2. Open the Employee Name Configurator window.
1. Populate the window, and investigate the functionality.
2. The Configurator lets you set up the format how to display employee name internally in the application and externally in, e.g., pay checks and in various reports to the authorities and other external organizations.
3. Open the Employee Status Code window.
1. Populate the window, and view the information.
2. The status codes are used to organize the employees in active and not active employees.
4. Open the Word Template Definition window.
1. Populate the window, and view the information.
2. The document templates relevant for the employee administration process are typed 'Employee'.
3. Open the Employee and right-click in the header part of the window. Select 'Generate Document...' and you will see all active documents of type 'Employee'.
5. Open the Former Employee Groups window.
1. Populate the window, and view the information.
2. The former employee groups are used to manage employees no longer employed at the company.
6. Open the Wizard Configurations window.
1. Populate the window, and view the information.
2. The wizard configuration lets you define a number of alternative step configurations to the New Employee wizard. This way you will be able to use the most efficient wizard configuration for each type of employee entered. 

Basic Access for HR Coordinators

1. Open the Company Access window.
1. Populate the window, and view the information.
2. The HR Application Manager check box is ticked to give users access to all employees in all available companies.
3. The available companies are controlled in the Users per Company window.
2. Open the Company Access window.
1. In the Access to Other Company tab you give the user access to employees in any other company as defined by the position you link to the user.
3. Open the Company Access window.
1. Populate the window, and view the information.
2. The HR Application Manager check box is not ticked to restrict the users access to employees in her own company. The access must then be defined in the Position Definitions/Position Access window.
4. Open the Access to Protected Person window.
1. Populate the window and view the information.
2. When a user ID is entered in this window this user will be able to view protected information about protected persons.
5. Open the Access to Former Employee Groups window.
1. Populate the window, and view the information.
2. The person/user connected to former employee groups will be able to view the employees assigned to those groups although the employees are no longer linked to a position in their former companies.

Basic Data - Personal Information

1. Open the Personal Document Type window.
1. Populate the window, and view the information.
2. The personal document types are used to organize the information about employees personal documents, e.g., work permits, visa, passports.
2. Open the Relationship Type window.
1. Populate the window, and view the information. 
2. The relationship type is used when defining the relationship between an employee and the registered contact persons.

Basic Data - Employment Information

1. Open the Assignment Types window.
1. Populate the window, and view the information.
2. The assignment types are used to explain the nature of the employees position assignment.
2. Open the Employment Types window.
1. Populate the window, and view the information. 
2. The employment type is required in conjunction with the employment period.
3. Open the Reason for Leaving window.
1. Populate the window, and view the information.
2. The reason for leaving is entered when employment is terminated. 
4. Open the Employee Category window.
1. Populate the window, and view the information.
2. The employment categories are used in several places in IFS/Human Resources. They provide a way to group employees with the same labor law agreements or payment terms.
5. Open the Evacuation Areas window.
1. Populate the window, and view the information.
2. The evacuation areas are used to link the employees to an area in the office or factory in which the employee is likely to be found in case of emergency.
6. Open the Employee Status Code window.
1. Populate the window and view the information.
2. The employee status code with the Employee Active check box selected is used as the active status in the company.
3. The employee status code with the Preliminary check box selected is used by the system as the preliminary status for employees in the company. That is, when employee does not have a valid status on a given date.
7. Open the Reduction Types window.
1. Populate the window, and view the information.
2. The reduction types are used to define the reason for breaks or reduced work time in an employees employment history.
8. Open the Agreement window.
1. Populate the window, and view the information.
2. Agreements are used when you need to enter work time information for employees. The agreement can then be used to link the same information to several employees.
9. Open the Employee/Compensations/Salary window.
1. Populate the window, and view the rates information. 
The rates are calculated based on the salary information and the work time information derived from the agreement entered in the Employee/Employment/Employment Periods/General window, or from the personal work time information entered in the Employee/Employment/Employment Periods/Work Time Info window.

Basic Data - Compensations Information

1. Open the Pay Type window.
1. Populate the window, and view the information.
2. The pay types are used when there is a need to track other compensations than the ordinary salary.
2. Open the Additional Pay Type Periods window.
1. Populate the window, and view the information. 
2. The periods are required when registering additional pay types.
3. Open the Salary Rate, Frequency and Period window.
1. Populate the window, and view the information.
2. The salary rates, frequencies and periods are used when registering salary information. 
4. Open the Salary Update Parameters window.
1. Populate the window, and view the information.
2. The salary update parameters are required when you need a percentage based salary change to calculate the new salary amount in a certain way.
5. Open the Reasons for Salary Changes window.
1. Populate the window, and view the information.
2. The reasons for salary changes is optional information in the salary information.

Translate Employee Basic Data

Purpose: The purpose of this exercise is to show you how employee basic data can be translated to different languages and used in the system.

1. Log in to the system as user ALAIN. Ensure you log in using English as the session language.

2. Open the Wage Codes window.

3. Enter wage code '200' with description 'Normal Hours'.

4. Select the new record you created, right-click and click Translation/Create Translations to open the Employee Basic Data Translation window in 'create' mode.

5. The module as well as the logical unit of the Wage Codes window will show in the Module and Logical Unit fields. The wage code you entered in step 2 (200) will show as the attribute in the Attribute Key field.

6. In the Default Text field, the wage code description which you entered in step 2 will display as a read only value.

7. In the Language Code field, select e.g. DE (German) as the language code.

8. In the Translated Text field, enter the German translation of the wage code description.

9. Select the Use Translation check box in the header of the window to specify that the translation should be effective.

10. Save the information and close the window.
     

11. Go back to the Wage Codes window and for the purpose of this exercise, select a record that has already been used in the system.

12. Right-click and click Translation/View Translations to open the Employee Basic Data Translation window in 'view' mode. Translations already entered for the basic data value will show in the table of the window.
     

13. Log out of the system and Log in again as user ALAIN. This time, use German as the session language.

14. Open the Wage Codes window. Query or populate to find the wage code 200. Note that the wage code description displays with the German translation.