1	EMPLOYEE ADMINISTRATION Basic Data and Requirements Lesson
2	LEARNING OBJECTIVES BY THE END OF THIS LESSON, YOU SHOULD KNOW MORE ABOUT: The basic application set-up’s optional and required for HR. The basic user access needed for HR Coordinators. How to add user-defined information items (free fields and properties) to the Employee Files. The basic data required before entering personal information. The basic data required before entering employment information. The basic data required before entering compensations information. EMPLOYEE ADMINISTRATION
3	BENEFITS The employee master data keeps information relevant to HR and Payroll in one place. The master data is organized to simplify overviews, analysis and queries. The data is entered in one place but can also be used in other components. EMPLOYEE ADMINISTRATION
4	BASIC DATA - EMPLOYEE ADMINISTRATION Basic Data is entered mainly in the Employees and Organizational Definitions module. A few basic data set-up’s are done in the Enterprise module. Most of the basic data is company specific, i.e., you can have the same or different basic data set up for different companies managed in the same database. EMPLOYEE ADMINISTRATION
5	BASIC HR APPLICATION SETUPS Automatic generation of employee number and person ID. These number series can be entered manually or you can have the system to set them automatically. They are then set up in the Enterprise module. Configure Internal and External Display Name. The Employee Name Configurator is used to define how employees names are displayed in IFS Applications and externally, e.g., in documents to external organizations. Employee Status Codes. The Employee Status Codes are used basically to distinguish between active and not active employees. EMPLOYEE ADMINISTRATION
6	BASIC HR APPLICATION SETUPS Path to MS Word document templates. The MS Word template functionality is a powerful tool for the HR Coordinator to create documents that should include current employee data from the database. The documents are generated from the Employee Files rmb function. Former Employee Groups. Used to manage employees no longer employed. Configure the steps in the New Employee wizard. This allow you to have different steps in the wizard depending on which category of employee is entered. EMPLOYEE ADMINISTRATION
7	BASIC ACCESS FOR HR COORDINATORS Access to all employees in all companies. HR Application Manager, set up in the Company Access window. Restricted access to employees in other companies. Set up in the Access to Other Company tab in the Company Access window. Restricted access to employees in own company. Set up in the Company Access and Position Access window. Access to protected information for protected persons. Set up in the Enterprise/Person/Access to Protected Person window. Access to former employee groups. Set up in the Access to Former Employee Groups window. EMPLOYEE ADMINISTRATION
8	FREE FIELDS AND PROPERTIES A user tool to define company specific information. System defined properties comes with the installation. Free fields are used in the Employee Files/Personal/Info1 window. Properties are used in the Employee Files/Personal/Info2 window. Possible to add user defined List of Values. Possible to add description translations to any language. EMPLOYEE ADMINISTRATION
9	BASIC DATA - PERSONAL INFORMATION Personal Document Type is used to organize the information about any personal documents registered to the employees, e.g., visa, work permits, passports. Relationship Type is used to define the relationship between an employee and registered contact persons, e.g., emergency contacts. EMPLOYEE ADMINISTRATION
10	BASIC DATA – EMPLOYMENT INFORMATION Assignment Types indicates the status of the employee’s position assignment. The assignment type is useful when an employee has more than one position assignment. For example, the assignment type could be temporary or ordinary. Employment Types are mandatory data used when connecting employees to employment periods. The employment type indicates the employment status, e.g., if it is temporary, permanent, probationary or other. Reason for Leaving is used to define why an employee has left an employment. For example, if the employee is dismissed or has resigned. EMPLOYEE ADMINISTRATION
11	BASIC DATA – EMPLOYMENT INFORMATION Employee Category is a way to group employees, e.g., by the same length of payment period, or by the same collective labor agreement. Blue-collar, white-collar etc. Evacuation Areas are used to define areas, i.e., parts of buildings or geographical areas where an employee may need to be evacuated from in case of an emergency. The Reduction Types are used to define the reason for breaks or periods of reduced work time in an employees employment history. The Agreement holds work time information for a group of employees. The information is used, e.g., to calculate the rates displayed in the Employee Files/Compensations/Salary window. EMPLOYEE ADMINISTRATION
12	BASIC DATA – EMPLOYMENT INFORMATION Employee Status Codes are used to determine if an employee is active or inactive in the company. Active and preliminary status codes are system defined. A company can only use one status code as the active status code in the company. When the active status code is assigned, employees are accessible to others based on position access. A company can only use one status code as the preliminary status code in the company. The preliminary status code is assigned by the system when a valid status does not exist for employees. All status codes defined by the user are inactive status codes. When inactive status codes are assigned to employees, only HR Application Managers can access the employees. EMPLOYEE ADMINISTRATION
13	BASIC DATA – COMPENSATION INFORMATION Pay Types are used when you need to track other compensations than the ordinary salary. E.g., bonuses or commissions. Additional Pay Type Periods are used when tracking, e.g., bonuses and commissions. The periods define the length of the intervals used. Q1-2004 etc. Salary Rate, Frequency and Periods are used when registering salary information. Salary Update Parameters are used to automatically calculate the new salary amount after a percentage based salary change. Reasons for Salary Changes defines why the salary was changed. EMPLOYEE ADMINISTRATION
14	EXERCISES EMPLOYEE ADMINISTRATION
15	SUMMARY OF EXERCISES WHAT YOU DID Viewed examples of the basic data used for the administration of employees. WHAT YOU LEARNED Learned about the basic data related to the administration of employees EMPLOYEE ADMINISTRATION BASIC DATA FOR EMPLOYEE ADMINISTRATION
16	END OF LESSON