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Flowchart: Configuring the Human resources module

Dynamics AX 4.0

Use the module to manage business information and perform actions that are related to the business workforce and its organizational structure.

Some of the core tasks involve working with:

  • Organization units

  • Positions

  • Employees in human resources

  • Development plans

  • Absence

  • Recruitment

  • Courses

  • Actions and action plans

  • Strategic plans

  • Human resources statistics

  • Human resources parameters

The main setup forms in the module are divided into several distinct feature areas, and each feature area is controlled by a license code. Therefore, both mandatory and optional setup depend on how you want to use the system and the license code(s) that you enable.

This topic details the mandatory and optional forms that you must set up to work with the module’s features. Setup form descriptions are sorted according to the license code that enables their use, and the mandatory setup steps are listed in the order you must complete them.

  • Set up the and modules, and make sure that the appropriate configuration keys are enabled.

Human Resource I

Set up Human Resources module

See Human resources module flowchart for a print version.

Human Resource II

Set up Human Resources module

See Human resources module flowchart for a print version.

Human Resource III

Set up Human Resources module

See Human resources module flowchart for a print version.

The forms that a company must set up to work with the features that are enabled by the license code are listed in the recommended order that you should set them up.

1. Parameters

Set up parameters to specify default information, define number sequences, and other functionality that you want to be used across the module.

For complete guidelines for setting up the form, see Human Resource parameters (Form).

2. Organization

Line organization units represent the formal employment relation for all employees. Therefore, you must set up the line organization units that reflect your company’s formal organization structure. Specify information such as identification, address and contact information, and dimensions. You can also create organizational hierarchies by establishing primary and secondary unit relationships.

For complete guidelines for setting up the form, see Organization units (Form).

3. Employee

Set up and hire the employees that work in the company. For each employee, you must specify identification. All other information in the form is optional and depends on the information that you want to manage about employees.

For complete guidelines for setting up the form, see Employees (Form).

The setup of the feature set includes a additional steps to the mandatory setup.

The additional setup forms are organized by functionality, and you do not have to complete them in a specific order.

Employee

  • Certificates

    Create the certificates that have been earned by company employees. Certificates are registered on employee resumes from the form. You can also create the certificates that can be achieved by successfully completing a training course. Using certificates with courses requires that the Human Resources III license code is enabled.

    For complete guidelines for setting up the form, see Certificates (form).

  • Language codes

    Create language codes that you want to use when recording the native language of employees on the form.

    For complete guidelines for setting up the form, see Language codes (Form).

  • Entitled negotiators

    Record information about the representatives who are entitled or authorized to negotiate with the company on an employee’s behalf.

    For complete guidelines for setting up the form, see Entitled negotiators (form).

  • Vocational organizations

    Record the vocational organizations, such as unions or employee associations, with which some or all employees are associated.

    For complete guidelines for setting up the form, see Vocational organizations (Form).

  • Employee record types

    Create types of development plans or reminders of, for example, events, agreements, or actions that are related to an employee. Reminder types are used by employee records.

    For complete guidelines for setting up the form, see Employee record types (Form).

  • Reason codes

    Define codes that indicate the reason for an event or occurrence. Reason codes are used when hiring or moving employees, when terminating employment, and when rejecting an application for employment.

    For complete guidelines for setting up the form, see the Human Resources reason codes (Form).

Skills

  • Skill types

    Create and manage general categories of skills. All skills must be assigned to a skill type.

    For complete guidelines for setting up the form, see Skill types (Form).

  • Skills

    Create skills that can be associated with an employee, applicant, or contact person, or that can be used to describe position requirements.

    For complete guidelines for setting up the form. see Skills (Form).

Education

  • Education

    Create the types of education you want to record as qualifications on an employee or applicant resume, or to indicate a requirement for performing the tasks involved in specific positions in the company. Education can include all kinds of studies, instruction, or training that result in new skills, regardless of whether they are achieved privately or in-company.

    For complete guidelines for setting up the form, see Educations (Form).

  • Institutions

    Set up institutions so that you can specify where employees received education, or where they attended training courses.

    For complete guidelines for setting up the form, see Institutions (Form).

  • Degrees

    Create the educational degrees that have been achieved by one or more employees. Educational degrees are specified for employees as a part of their resume data and can also be used as search criteria in a skill mapping.

    For complete guidelines for setting up the form, see Degrees (Form).

  • Education group

    Create education groups to categorize educations.

    For complete guidelines for setting up the form, see Educations (Form) and Education group (Form).

Loan

  • Loan items

    Record the items or other company assets that can be loaned to employees. Loan items can include cell phones, company cars, computer equipment, uniforms, cameras, and books. The loan item describes what is being loaned, who is responsible for the item and, if relevant, the number of days the item may be on loan.

    For complete guidelines for setting up the form, see Loan items (Form).

  • Loan types

    Create categories of items that can be loaned to people in the network. When you create loan items, you must assign the item to a loan type.

    For complete guidelines for setting up the form, see Loan types (Form).

Development

  • Interview types

    Set up general categories of interviews. When you create an interview, you must assign the interview to the appropriate interview type. Examples of interview types are appraisal interview, job development discussions, and exit interviews.

    For complete guidelines for setting up the form, see Interview types (Form).

  • Development plan

    Set up general categories of development plans. When you create a development plan, you must assign the plan to the appropriate development plan type. Examples of development plan types are educational plans, career plans, and personal plans.

    For complete guidelines for setting up the form, see Development plan types (Form).

Payroll

  • Payroll category

    Create categories to classify employee salaries. Examples of payroll categories are hourly, increment, and salaried.

    For complete guidelines for setting up the form, see Payroll category (Form).

  • Income tax codes

    Create tax categories for employees. Income tax codes are used when recording wage information for employees. Only one tax code can be assigned to an employee.

    For complete guidelines for setting up the form, see Income tax codes (Form).

  • Benefit types

    Set up the types of benefits that the company grants to its employees. Examples of benefits are free telephone, gym membership, or a newspaper subscription.

    For complete guidelines for setting up the form, see Benefit type (Form).

  • Salary deduction types

    Define the types of deductions that can be made from employee salaries, and provide a description of each deduction.

    For complete guidelines for setting up the , see Salary deduction types (Form).

  • Insurance types

    Catalog general types of insurance policies that the company employees have, either currently or historically. You use insurance types when recording wage information for an employee. Examples of insurance types are health, life, and dental.

    For complete guidelines for setting up the form, see Insurance types (Form).

  • Income tax categories

    Create tax categories that apply to company employees. You can use income tax categories when you record wage information for employees. An employee can only belong to one tax category.

    For complete guidelines for setting up the form, see Income tax category (Form).

  • Terms of employment

    Create categories of employment terms. Examples of terms of employment are full-time, part-time, and contractor.

    For complete guidelines for setting up the form, see Terms of employment (Form).

  • Personnel category

    Create categories of employees to provide a basis for assigning payroll information. You can divide each category into wage groups, which can be additionally divided according to payroll scale level. For example, if you employ many accountants you could create an accountant category in payroll scale level. You could then create wage groups to indicate a level of qualification or experience related to the accountant category. When you assign a payroll scale level to a wage group, you can also differentiate between junior and senior accountants.

    For complete guidelines for setting up the form, see Personnel category (Form).

  • Leave types

    Set up the types of leave that employees can take from the company. Examples of leave types are maternity, educational, and medical.

    For complete guidelines for setting up the form, see Leave types (Form).

  • Payroll allowance

    Enter the employee’s nontaxable salary.

    For complete guidelines for setting up the for, see Payroll allowance (Form).

The forms that a company must set up to work with the features that are enabled by the license code are listed in the recommended order that you should set them up.

1. Parameters

Set up parameters to specify default information, define number sequences, and other functionality that you want to be used across the module.

For complete guidelines for setting up the form, see Human Resource parameters (Form).

2. Position groups

Set up categories in which you can group positions in the company that are similar in nature or function.

For complete guidelines for setting up the form, see Position groups (Form).

3. Positions

Create the positions in which you want to hire employees. You can create job-type positions for line organization units or role-type positions for project or matrix organization units.

For complete guidelines for setting up the form, see Positions (Form).

4. Absence setup

Set up rules to control the way in which employees register absence. For each employee to whom you assign the setup, you can define registration rules that control the period in which the employees can register absences, who approves their registrations, and whether they record absence in days or hours.

For complete guidelines for setting up the form, see Absence setup (Form).

5. Absence groups

Create categories to classify absence codes into logical groups. This is especially useful if you have many different types of absence. For example, the leave category might include the following absence codes: Short term, Maternity, and Educational.

Absence groups are also used when you set up columns for the report.

For complete guidelines for setting up the form, see Absence groups (Form)

6. Absence codes

Create absence codes to enable employees to indicate the reason for the absence during registration. Additionally, you can apply registration validations to these reasons. For example, applying registration validations to absence codes lets you control the maximum acceptable number of absences during a specific period, multi-day absences during a specific period, and multiple occurrences of multi-day absences during a period.

For complete guidelines for setting up the form, see Absence codes (Form).

The setup of the feature set includes additional steps to the mandatory setup.

The additional setup forms are organized by functionality, and you do not have to complete them in a specific order.

Organization

  • Position status

    Create status types that indicate the current state of a position. For example, a status called vacant could be assigned to a position that is currently active but empty.

    For complete guidelines for setting up the form, see Position status (Form).

  • Work tasks

    Define specific tasks that employees working in a specific position must perform.

    For complete guidelines for setting up the form, see Work tasks (form).

Absence

  • Absence status

    Define the types and appearance of absence reports.

    You can control the report's subject and determine the time frame for the displayed results by assigning a period code (month, quarter, half-year, or year), and by assigning groupings (employee, organizational unit, or gender).

    For complete guidelines for setting up the form, see Absence status (Form).

Recruitment

  • Media types

    Set up categories of the advertising media that you use to recruit new employees. An example of a media type is “newspaper,” to which you can then assign specific media, such as the name of the newspaper in which you advertised.

    For complete guidelines for setting up the form, see Media types (Form).

  • Media

    Create the specific advertising media sources that you use in recruitment projects to attract potential new employees.

    For complete guidelines for setting up the form, see Advertising media (Form).

  • Application bookmarks

    Facilitate communications with applicants by defining the fields from which you draw information when you are using application documents or application e-mail messages to correspond with applicants. You can use the bookmarked fields to insert specific information into prepared text, which you can then include in responses to applicants.

    For complete guidelines for setting up the form, see Application bookmarks (Form).

  • Application e-mail templates

    Create templates for e-mail correspondence with applicants. You can create one or more templates for the following types of communications: Received, Interview, Rejection, Employed.

    For complete guidelines for setting up the form, see Application e-mail templates (Form).

Reason codes

Define codes that indicate the reason for an event or occurrence. Reason codes are used when hiring, moving, or terminating the employment of employees and when rejecting an application for employment.

For complete guidelines for setting up the form, see the Human Resources reason codes (Form)

The forms that a company must set up to work with the features that are enabled by the license code are listed in the recommended order that you should set them up.

1. Parameters

Specify default information, define number sequences, and determine other functionality that you want to be used across the module.

For complete guidelines for setting up the form, see Human Resource parameters (Form).

2. Course groups

Assemble course types into logical groups. If you have many different types of courses, this can make it easier to find the course you want. For example, a group that is named “company” might contain the following course types: Company Business Processes, Company HR Management, Company Balanced Scorecard.

For complete guidelines for setting up the form, see Course groups (Form).

3. Course types

Set up course types to classify courses according to their type, structure, or subject matter. Examples of course types include courses in personal development, management training, foreign languages, and programming.

For complete guidelines for setting up the form, see Course types (Form).

4. Courses

Set up internal training courses, and manage information about participants in each course.

For complete guidelines for setting up the form, see Training courses (Form).

The setup of the feature set includes additional steps to the mandatory setup.

The additional setup forms are organized by functionality, and you do not have to complete them in a specific order.

Course

  • Course locations

    Specify information about the locations where you hold training courses, such as the rooms that are used at the location, the instructors who teach there, a picture of the location, and a recommended hotel in the area.

    For complete guidelines for setting up the form, see Course locations (Form).

  • Classroom groups

    Set up groups of classrooms. Each group can represent items such as all rooms in a particular building or rooms that are appropriate for a special type of instruction. This makes it easy to find and assign the most suitable classroom to a course.

    For complete guidelines for setting up the form, see Classroom groups (Form).

  • Classrooms

    Record information about the specific rooms at training course locations, such as a room's location within a building, the room's maximum capacity, and notes to indicate any special conditions.

    For complete guidelines for setting up the form, see Classrooms (Form).

  • Instructors

    Assign course instructors to a specific course location. However, if the same instructor teaches at several locations, do not assign a course location to the instructor. You can only assign employees, contact persons, and applicants as instructors.

    For complete guidelines for setting up the form, see Instructors (Form).

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