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MODULE 3: WORKER SETUP Module Overview

Businesses can register lots of information about their workers. However, not all information is of real value to the company. Therefore, a business must thoroughly analyze its needs before it starts to enter workers. This analysis avoids managing data that does not directly benefit the company. In this module, you learn the basics of working with worker data, such as educational backgrounds, work experiences, certificates, personal information, and employment relations. You also learn how to loan company property or assets such as computers, keys, company confidential material, mobile phones, access cards, or company credit cards to employees. Records for your various types of workers are important to your human resources and payroll systems. The information that you enter can be used to track workers and personal information, to write letters, and to print reports. It is important to keep up-to-date information to reflect the current activities of your workers and of your companies, legal entities, and organizations. 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 worker types, which you select on the employment level: Employee and Contractor. Because a worker can be employed in more than one legal entity, he or she might be an employee in one legal entity and a contractor in another, You can maintain the following information for workers: Basic Basic worker information, such as contact information, demographics, identification, military service status, expatriate, and personal and emergency contacts. Employment Information about workers 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, absence transactions, and absence setup. Compensation and payroll Information about workers compensation plans and payroll information, such as plan enrollment, awards, performance, commission, tax information, retirement, and salary deductions.

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Competencies and development Competency and development information for workers, such as goals and discussions, in addition to professional background information that includes education, skills, courses, project and professional experience, positions of trust, and certificates earned.

Objectives
The objectives are: Set up codes used to enter information about workers. Enter new workers. Assign workers to positions. Assign workers to teams. Set up union information. Manage worker loans. Manage I-9 information. Manage Americans with Disabilities Act (ADA) data for jobs and accommodations for workers. Print reports about workers.

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Module 3: Worker Setup

Setup for Worker Information


There are many codes that you can set up and enter for workers.

Ethnic Origin Codes


Use the Ethnic origins form to enter the ethnic origin values. To enter an ethnic origin or review the existing codes, click Human resources > Setup > Workers > Ethnic origins. You can select the worker's ethnic origin in the Ethnic origin field in the Worker and Applicants forms on the Personal information FastTab.

Reminder Types
Use the Reminder types form to create types of reminders for workers. You can use reminder types when you create worker reminders in the Worker reminders form. To enter a reminder type or review the existing reminder types, click Human resources > Setup > Workers > Reminder types. The following are examples of reminder types: Relocation Termination Warning

You cannot delete a reminder type if a worker reminder record of that type exists.

Injury and Illness


Employers have to know when their workers are injured or ill because of hazards in the workplace. Use the Injury and illness form to set up the necessary information to report these. You can set up types of injuries and illnesses, including types of treatments, costs, and outcomes. You can also set up the parts of the body, severity levels, and agencies to report information to. To enter a new type of injury or illness or review a list of the existing types, click Human resources > Setup > Workers > Injury and illness. Select the type of information to set up, and then enter the details in the grid. For the reporting agencies, you can select which agency is the default. You cannot delete the default information.

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Language Codes
Use the Language codes form to maintain the list of language codes for human resources. To enter a new language or review a list of the existing language codes, click Human resources > Setup > Workers > Language codes. Create a separate code for each language and for each dialect in a language, if applicable. You can select from this list of language codes to specify the native language for workers and applicants.

Leave Types
Use the Leave types form to set up the types of leave that workers can take from the company. To enter a new leave type or review a list of the existing types, click Human resources > Setup > Workers > Leave types. Some examples of leave types are as follows: Maternity Educational Medical

Note: Leave is longer than absence, and typically does not follow a company's absence registration rules. In the Earning code field if US Payroll is configured, you can enter the earning code that should be used when earnings are generated for the leave type. This earning code determines the rate of pay for the leave type. If no earning code is specified, earning lines associated with the leave use the earning code that is associated with the schedule or position. Note: An earning code entered here must be designated as a Base earnings component on the Earning codes form and the Unit of measure must be Hours.

Veteran Statuses
Use the Veteran statuses form to enter the veteran status values. To enter a veteran status or review the existing statuses, click Human resources > Setup > Workers > Veteran statuses. You can reach the worker's veteran status from in the Veteran status field in the Military service group on the Personal information FastTab on the Worker and Applicants forms.

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Module 3: Worker Setup


Worker Tasks
Use the Worker tasks form to maintain the list of worker tasks that you can assign to workers in the Worker task assignments form. To enter a new worker task or review a list of the existing tasks, click Human resources > Setup > Workers > Worker tasks.

Screening Types
Use the Screening types form to enter types of worker screenings. You can also define the frequency that the screening is required. In the Frequency field, select how frequently the type of screening is required: Once, Daily, Weekly, Monthly, or Yearly. If you select an option other than Once, you must define the frequency details. In the Every field, specify how much time should pass between the screenings. The unit of time appears after the Every field. For example, if you select Daily, the unit of time is Days. Or if you select Monthly, the unit of time is Months. Then select the date from which the frequency is calculated: either the date the previous screening was completed, or from the required date.

Create a New Worker Record


You can create a worker record in one of three ways: Hire an applicant When you hire an applicant, the applicants information is used to create a new worker record. This is covered in the Administer Recruitment Process module of this course. Hire multiple applicants You can create a mass hire project to hire multiple people for the same job. This is covered in the Administer Recruitment Process module of this course. Create a person You can manually create a worker record for a person who is not an applicant and who was not a part of a mass hire project.

Worker Form
The Worker form can hold an extensive collection of information about a worker. Much of the data that is registered about a worker is straightforward even if the system is unfamiliar.

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Worker Types
Microsoft Dynamics AX Human Resources supports the following types of workers: Employee - Indicates a person who is employed by the company. Contractor - Indicates a person who works for another company or is independent, but is hired (usually on a contract basis) by the company for administrative purposes. Companies can manage contractors as if they are employees.

Both employees and contractors can be skill mapped, part of a plan, and participate in training. Employers manage the worker types for workers in the Worker type field on the Employment page, using the Employment details FastTab in the Workers form. Because a worker can be employed in more than one legal entity, he or she might be an employee in one legal entity and a contractor in another.

Demonstration: Hire a Person Without Assigning a Position


This demonstration shows how to hire a new worker without assigning the person to a position.

Demonstration Steps
1. Start the new worker. a. Click Human resources > Common > Workers > Workers. b. On the Worker tab of the Action Pane, click Hire new worker in the New group. 2. Enter details about the new worker. a. Type the first, middle, and last name of the person who you are hiring.

b. In the Legal entity field, select the legal entity with which to associate the worker. The default is the legal entity that you are currently logged on to. c. In the Personnel number field, type a personnel number for the worker. Depending on the setup for your organization, this number might be automatically generated and read only.

d. In the Worker type field, select whether the new worker is an employee of the company or a contactor. By default, workers are employees. e. In the Employment start date field, select the date and time when the worker starts their employment. By default, workers start on the current date.

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Module 3: Worker Setup


f. If the worker is a contractor whose affiliation with the company, organization, or legal entity is limited in time, select the date when the workers affiliation ends in the Employment end date field. Click Hire new worker.

g. Leave the Assign a position check box cleared. h.

The Worker form is displayed, where you can enter additional information about the worker, if it is necessary.

Demonstration: Hire a Person for an Open Position


This demonstration shows how to hire a new worker for an open position. The Open positions list page includes positions that are active based on their position duration and absence of a current position assignment. However, by default, the list page includes positions that are currently marked as unavailable to hire (Positions form, General FastTab, Available for assignment=Never or the date falls on or after the position retirement date of the position). The Hire button is not active when you select a position that is unavailable to hire for. Personnel actions do not affect hiring a worker for a position. The page also lists positions that do not currently have a position assignment, but do have one that begins in the future.

Demonstration Steps
1. Hire for an open position. a. Click Human resources > Common > Organization > Positions > Open positions. In the Personnel actions group of the Action Pane, click Hire.

b. Select the open position to fill. c. 2.

Enter details about the new worker. a. Type the first, middle, and last name of the person who you are hiring to fill the position.

b. In the Legal entity field, select the legal entity to associate to the worker. The default is the legal entity that you are currently logged on to. c. In the Personnel number field, type a personnel number for the worker. Depending on the setup for your organization, this number might be automatically generated and read-only.

d. The remaining fields contain default information. You can accept the default information, or you can change it:

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Worker type: Employee Employment start and end dates: Current date through no end date Position assignment start and end dates: Current date through no end date or position duration end date.

e.

Click Hire new worker.

The Worker form appears. You can enter additional information about the new worker, if it is necessary.

Position Assignment
A worker must be assigned to a position to be included in any processing through Microsoft Dynamics AX. A worker can be assigned to multiple positions.

Demonstration: Assign a Worker to a Position


This demonstration shows how to assign a worker to a position. You might have hired a worker without assigning him or her to a position, or you may have an employee that left the company and was unassigned to a position, but returned. You can assign a worker to multiple positions. You can also complete this procedure from the Positions list page or Open positions list page.

Demonstration Steps
1. Select a worker. a. c. Click Human resources > Common > Workers > Workers. On the Worker tab of the Action Pane in the Position assignment group, click Worker position assignments. b. Select the worker to assign to a position.

2.

Assign the worker to a position. a. c. Click New on the Position assignments form. In the Assignment start and Assignment end fields, select the starting and ending dates and times for the position assignment. Leave the Assignment end field as Never for a position assignment with no pre-determined end date. b. In the Position field, select the position to assign to the worker.

d. In the Reason code field, select a reason that indicates why you are assigning the worker to this position.

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Module 3: Worker Setup


e. f. If you want this assignment to be designated as the worker's primary position assignment, select the Make primary check box. Click Create position assignment.

Demonstration: Change a Position Assignment for a Worker


This demonstration shows how to change the details of the position assignment for a worker.

Demonstration Steps
1. Select the worker. a. c. Click Human resources > Common > Workers > Workers. On the Worker tab of the Action Pane, click Worker position assignments in the Position assignment group. b. Select the worker to assign to a position.

2.

Edit the position assignment. a. c. Select the position assignment to change. Edit any necessary information: dates of assignment, reason for assignment, and whether the position is the worker's primary position. b. Click Edit.

d. Click Update worker assignment.

Demonstration: Transfer a Worker to a Different Position


This demonstration shows how to transfer a worker to a different position. You might have to transfer a worker from one position to another, such as for a promotion.

Demonstration Steps
1. Select the worker. a. c. Click Human resources > Common > Workers > Workers. On the Worker tab of the Action Pane, click Transfer worker in the Personnel actions group to open the Transfer worker form. b. Select the worker to transfer.

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2. Close the worker's current assignment. a. If the worker is assigned to multiple positions, select the position to transfer the worker from in the Position field of the Current assignment group. If the worker is appointed to only one position, it is already selected.

b. In the Assignment end date/time field, enter the ending date and time for the workers current position assignment. c. In the Transfer reason field, select a reason code that indicates why you are transferring the worker from the current position.

3.

Set up the new position assignment. a. In the New assignment group, optionally select the job the worker is being assigned to in the Job field. Selecting a job limits the positions available in the Position field. The job must have open positions or the Position field will be blank.

b. In the Position field, select the position to transfer the worker to. If you did not select a job, the job for the selected position appears automatically in the Job field. c. Select the Primary check box if you want this assignment to be designated as the worker's primary position assignment.

d. In the Full-time equivalent field, you can change the default employment factor for the new position assignment. To indicate that the position assignment for the worker is part time, enter a number less than 1. e. f. In the Assignment start date/time field, enter the starting date and time for 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 field.

g. In the Transfer reason field, select the reason code that indicates why you are transferring the worker to the new position. 4. Set up compensation for the new position. a. In the Action field in the New compensation group, select the action to indicate why you are changing the compensation for the employee.

b. In the Plan field, select the compensation plan for the worker's new position. c. In the Pay rate field, you can establish the pay rate for the compensation plan.

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Module 3: Worker Setup


5. If your agency does not use personnel actions, indicate if the current position should be retired s that it becomes inactive and no other workers can be appointed to it. a. If the workers current position should be retired, select the Retire position check box and enter the date to retire their current position in the Retirement field. However, if another worker will fill the position that the current worker is transferring from, do not select that check box.

Note: You can retire a position when transferring a worker only if your agency does not use personnel actions. b. Click Transfer worker.

Worker Termination
When a worker is terminated, you end the worker's assignment to all positions and the relationship to any legal entities. The worker and position records are not deleted. Termination makes the worker inactive so that you must reactivate the worker to assign him or her to active employment and optionally assign the person to a position. You can also terminate multiple workers at a time, such as seasonal workers. Ending a worker's position 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 workers employments. However, you can manually end only one employment for a worker, but let the worker remain assigned to a different position, employed in a different organization. If you retire a position that has a worker assigned to it, retiring the position ends the worker's position assignment at the same time. Retiring a position does not terminate the worker assigned to the position. You can only do 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.

Demonstration: Terminate One Worker


This demonstration shows how to terminate a person's employment in a legal entity. The position assignment is automatically ended because the worker is no longer employed.

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Demonstration Steps
1. Select the worker. a. Click Human Resources > Common > Workers > Workers. b. Select the worker for termination. 2. Terminate the worker. a. In the Personnel actions group of the Action Pane, click Terminate.

b. In the Termination date field, enter the date the termination is effective. c. In the Last day worked field, enter the date on which the worker stops working in the current legal entity.

d. In the Termination reason field, select a reason code for why the worker was terminated. e. If the worker is appointed to a position that should also be retired, select the Retire position check box. If the worker is appointed to multiple positions, the Position field displays "More than one." Enter the date to retire the position or positions in the Retirement date field. Employment end date, last date worked and termination date are all updated with this date. Click Terminate workers.

f.

Demonstration: Terminate a Group of Workers


This demonstration shows how to terminate a group of workers.

Demonstration Steps
1. Select the workers. a. Click Human Resources > Common > Workers > Workers. b. Select the workers for termination. 2. Terminate the workers. a. On the Worker tab of the Action Pane, click Terminate in the Personnel actions group.

b. In the Termination date field, enter the date the termination is effective. c. In the Last day worked field, enter the date on which the workers stop working.

d. In the Termination reason field, select a reason code for why the workers were terminated. e. Click Terminate workers.

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Module 3: Worker Setup

Lab A: Create a Worker


Scenario
Brooke must add two new workers, both employees. Brendan M. McIntyre is the security supervisor in the United States. Amanda L Goodfin qualifies for two open positions but her supervisor has not yet decided which position she will fill. Therefore, she must be entered as an employee but not yet assigned to a position.

Exercise 1: Hire a Worker and Assign to a Position


Exercise Scenario
Brooke is hiring Brendan M. McIntyre for the 000310 (Catalog Manager) position.

High Level Steps


1. 2. 1. Start the new worker. Enter details about the worker. Start the new worker. a. Click Human resources > Common > Organization > Positions > Open positions. On the Action Pane, click Hire.

Detailed Steps

b. Select the 000310 (Catalog Manager) position. c. 2.

Enter details about the worker. a. Type the new employee's name: Brendan M. McIntyre. i. ii. In the Legal entity field, notice that "usmf" is already selected. In the Personnel number field, notice that a number is already entered. b. Leave all other fields at the default value.

iii. In the Worker type field, notice Employee is selected. 3. Click Hire new worker.

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Exercise 2: Hire a Worker Without a Position
Exercise Scenario
Brook must enter an employee record for Amanda L Goodfin, but not assign her to a position yet.

High Level Steps


1. 2. 1. Start the new worker. Enter details about the new worker. Start the new worker. a. Click Human resources > Common > Workers > Workers. b. On the Worker tab of the Action Pane in the New group, click Hire new worker. 2. Enter details about the new worker. a. c. Type the new employee's name "Amanda L. Goodfin". In the Personnel number field, notice that a personnel number is already entered. In the Employment start date field, enter the date and time when the worker starts employment as two weeks from today's date. Leave the Assign a position check box cleared.

Detailed Steps

b. In the Legal entity field, notice that "usmf" is already selected.

d. In the Worker type field, leave the selection at Employee. e.

f.

g. Click Hire new worker. Note: Because Amanda is employed with a future date, she is not visible in the Workers list page until the employment start date. To view the workers whose employment has not started, open Human resources > Common > Workers > Pending workers.

Maintain Workers
After you create a worker, you can update the information as follows: Enter reminders for workers about responsibilities and agreements. Record any injury or illness caused on the job. By tracking injury and illness caused by the work environment, your company can watch for problems areas and take precautions to prevent the injury or illness in the future.

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Module 3: Worker Setup


Enter leave for a worker. Leave is typically longer than a regular absence, and so the absence rules do not apply. Enter tasks that a worker is expected to complete on the job. Record screenings required of the worker to maintain his or her position. 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.

Demonstration: Enter Worker Reminders


The following list provides examples of reminders: Remind a worker that he or she is responsible for filling in for another worker who is taking a scheduled leave of absence. Record agreements with a worker. Record disciplinary actions.

This demonstration shows how to create and manage reminders of special events, arrangements, or actions for workers.

Demonstration Steps
1. Start a new worker reminder. a. Click Human resources > Periodic > Workers > Worker reminders.

b. Click New. 2. Enter detail about the worker reminder. a. c. In the Worker field, select the worker to enter a reminder for. In the Reminder date field, select the date the reminder was created. b. In the Reminder type field, select the type of reminder.

d. In the Expiration date field, select the date when the reminder expires. e. f. 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.

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Maintain Worker Injury and Illness Information
An occupational injury is an injury, such as a cut, fracture, burn, sprain, or amputation that results from a work-related accident or exposure to dangerous conditions that involves a single incident in the work environment. An occupational illness is a medical condition or disorder, other than one that is the result of an injury, caused by exposure to environmental factors associated with employment. Your company can use the information about worker injuries and illnesses to develop a comprehensive safety and health plan. By analyzing and reviewing the information in injury and illness records, your company can identify potential safety hazards and take steps to prevent additional injuries and illnesses. Also, depending on your country or region, your legal entity might be required to record workplace injury and illness information for liability, legal, and insurance reasons.

Demonstration: Create a Worker Injury or Illness Record


This demonstration shows how to enter an injury or illness record for a worker. Note: As an alternative to the path you follow through this demonstration, you can enter an injury or illness from the worker record. Click Human resources > Common > Workers > Workers. Double-click the worker name to open the Worker form. On the Personal information FastTab, click Injury or illness incidents in the More information group. On the Injury or illness incidents form, click New. The Worker field on the injury or illness record is already completed and read-only with information about the worker for whom you opened the form.

Demonstration Steps
1. Enter the new injury or illness case. a. Click Human resources > Periodic > Workers > Injury or illness incidents. In the Case number field, type a case number or accept the default number. This field might be read-only depending on your agency's setup for case numbers.

b. Click New. c.

d. In the Case description field, type a description of the injury or illness. e. f. In the Worker field, select the worker who was injured or became ill. In the Date and time of incident field, select the date and time that the incident occurred.

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Module 3: Worker Setup


g. In the Injury or illness type field, select the type of injury or illness. h. i. 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.

2.

Enter information about the case.

Note: All fields from here on are optional. a. On the General FastTab in the Date reported field, enter the date and time that the injury or illness was reported.

b. In the Person who reported case field, select the person who reported the injury or illness. c. Select the Compliance recordable case check box if the case meets the criteria to be recorded, based on regulations or policies.

d. Select the Privacy case check box if additional precautions must be taken to keep the incident information private, based on regulations or policies. e. f. In the Case opened date field, enter the date when the case was opened. On the Worker FastTab in the 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.

g. In the Supervisor field, optionally select the workers supervisor. If available, the supervisor for the selected position is selected by default. h. i. In the Human resources contact field, select the primary human resources employee to contact for this case. On the Incident FastTab, you can type additional information about the injury or illness incident, as required by your company: 3. Where the incident occurred. What caused the incident. Any safeguards against such incidents that already exist.

Enter information about the costs related to the injury or illness. a. c. On the Injury or illness costs FastTab, click Add. In the Cost type field, select the type of cost for the amount. b. In the Date field, enter the date when the cost was incurred.

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d. In the Amount field, type the cost. The Total field on this FastTab updates automatically to include all costs entered in the Amount fields. 4. Add treatment information related to the injury or illness. a. On the Injury or illness treatments FastTab, click Add. b. In the Treatment date field, enter the date and time that the treatment occurred. c. In the Treatment type field, select a type of treatment. d. If the treatment included a visit to the emergency room, select the Emergency room hospital visit check box. e. f. 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, if it is necessary.

g. In the Physician name field, type the name of the physician who provided the treatment. h. i. In the Treatment facility and location field, type the name and location of the facility where the treatment was provided. In the Treatment details field, optionally type additional details about the treatment.

5.

Add filing information that is related to the injury or illness. a. On the Injury or illness filings FastTab, click Add. b. In the Reporting agency field, select a reporting agency. The Description field displays the name of the selected reporting agency. c. In the Date incident report was submitted field, enter the date and time when the incident report was submitted to the reporting agency.

d. In the Comment fields, you can type additional comments about filing the incident. e. If the incident was reported to the reporting agency, select the Was incident reported? check box. This field is informational. This field has to be selected eventually if the Compliance recordable case check box is selected on the General FastTab.

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Module 3: Worker Setup


Demonstration: Close a Worker Injury or Illness Record
This demonstration shows how to close an injury or illness record. After the incident is closed, you can only add or remove costs, treatments, or filings related to the incident. To change other information about the incident, in the Action Pane click Case status > Reopen. To indicate that the processing of the injury or illness incident is in process after you create the incident, in the Action Pane click Case status > In process.

Demonstration Steps
1. Select the case. a. Click Human resources > Periodic > Workers > Injury or illness incidents.

b. Select the incident for which you want to change the status. 2. Close the case. a. c. Click Case status in the Action Pane. In the Case closed date field, enter the date the case was closed. By default, that case is closed on the current date. b. Select Close to close the incident.

d. Click OK.

Demonstration: Enter Leave for a Worker


This demonstration shows how to enter leave for a worker. Leave is longer than absence, and typically does not follow a company's absence registration rules.

Demonstration Steps
1. Select the worker for whom you want to enter leave. a. Click Human resources > Common > Workers > Workers. b. Select the worker for whom you want to enter leave. 2. Open the form to enter leave. a. On the Worker tab of the Action Pane, click Edit in the Maintain group.

b. On the Workers form, click to the Employment group of FastTabs. c. On the Employment details FastTab, click Leave in the Additional information group.

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3. Enter leave for the worker. a. On the Leave form, click New. b. In the Leave type field, select the type of leave the worker is taking. c. In the Start date field, enter the first date that the worker is on leave.

d. In the End date field, enter the last date the worker is expected to be on leave, if known. e. In the Note field, optionally type any additional information about the leave.

Demonstration: Enter Worker Tasks


This demonstration shows how to assign a task to a worker. You can assign multiple tasks to a worker, and you can assign the same task to multiple workers. For example, you could use worker tasks to differentiate the work that each worker in the same job does. Or, you can use worker tasks to assign the same tasks to each worker in a specific job.

Demonstration Steps
1. Select the worker. a. Click Human resources > Common > Workers > Workers. b. Select the worker to add tasks to. 2. Assign the worker task. a. On the Action pane, click Edit in the Maintain group to open the Workers form.

b. On the Worker tab of the Action Pane, click Worker task assignments in the Set up group. c. Click New to create a new line.

Note: If the worker does not yet have any assigned tasks, the form opens in edit mode. d. In the Worker task field, select the worker task to assign to the worker.

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Module 3: Worker Setup


Maintain Screenings for a Worker
After you enter a screening for a worker, you must enter when the worker completes the screening. When you complete a screening for a worker, another screening of the type is automatically added for the worker when you close the Screenings form. A screening with a frequency of Once will not create another screening. The Required by date of the new screening is based on the frequency set up on the screening type.

Demonstration: Enter a Screening for a Worker


This demonstration shows how to enter a screening for a worker.

Demonstration Steps
1. Select the worker. a. c. Click Human resources > Common > Workers > Workers. On the Worker tab of the Action Pane, click Edit in the Maintain group. b. Select the worker for whom you want to enter a screening.

d. On the Workers form in the Personal information FastTab, click Screenings in the More information group. 2. Enter the screening. a. c. On the Screenings form, click New. In the Required by date, enter the date the screening must be completed before it is overdue. b. In the Screening field, select the type of screening.

d. The Status field should not be changed from Not complete unless you are documenting a screening that has already occurred. Later, after the worker completes the screening, you will change the status to Pass or Fail. e. In the Notes field, enter any additional information about the screening.

Demonstration: Complete a Screening on a Worker


This demonstration shows how to complete a screening for a worker. When a worker completes a screening, you can indicate whether he or she passed or failed the screening. After you close a completed screening, the next screening is automatically created based on the frequency and screening type.

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Demonstration Steps
1. Select the screening. a. c. Click Human resources > Common > Workers > Workers. On the Worker tab of the Action Pane, click Edit in the Maintain group. b. Select the worker for whom you want to complete a screening.

d. On the Workers form in the Personal information FastTab, click Screenings in the More information group. e. 2. Select the screening that was completed.

Complete the screening. a. In the Status field, select either Pass or Fail. b. In the Completed field, enter the date on which the screening was completed. c. In the Notes field, optionally enter any additional information about why the worker passed or failed the screening.

Set Up Teams
You can create teams to associate groups of people who might not otherwise work together. For example, you can create a team for a customer advisory board that includes workers from various departments in your company.

Demonstration: Create a Team Type


This demonstration shows how to create a team type. Team types categorize teams and restrict membership to specific groups of people, such as contractors, employees, contacts, vendors, customers, or Microsoft Dynamics AX users.

Demonstration Steps
1. Start the new team type. a. Click Organization administration > Setup > Organizations > Teams. Click New.

b. Click Team types. c.

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Module 3: Worker Setup


2. Enter the new team type. a. In the Name field, type a name for the team type. b. To restrict membership to only Microsoft Dynamics AX users, select the Require team members to be Microsoft Dynamics AX users check box. c. In the Restrict membership to include field group, select the groups of people to include in the membership.

Demonstration: Create a Team


This demonstration shows how to create a team. You can create teams to associate groups of people who might not otherwise work together. For example, you can create a team for a customer advisory board that includes workers from various departments in your company. The team type restricts the types of users that can be added to a team.

Demonstration Steps
1. Create a team. a. Click Organization administration > Setup > Organization > Teams. In the Name field, type a name for the team. On the General FastTab, type a description of the team in the Description field. In the Administrator field, select a user to be the team administrator. By default, your user is the administrator.

b. Click New. c. e. f. d. In the Team type field, select the type of the team.

2.

Add members to the team. a. On the Team members FastTab, click Add team members. b. On the Add team members form, you can search for people by name or skill. c. Select the workers from the grid area, and then click Add. d. After you add 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. e. 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 check box for the team member that leads the team.

f.

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Union Setup
Agreements with unions can be easily recorded. You can enter the unions with which you have agreements and the effective date range of agreements with those unions. The union agreements are entered on the position.

Set Up Labor Unions


Use the Labor unions form to maintain a list of the labor unions with which workers might be associated. Click Human resources > Setup > Workers > Labor unions. Select the Entitled to negotiate field to indicate that the union has the authorization to negotiate with the company on behalf of one or more workers.

Demonstration: Set Up Union Agreements


This demonstration shows how to create a union agreement. Use the Union agreement form to catalog a list of agreements for unions. Make sure that you select the legal entity to which the union agreement applies.

Demonstration Steps
1. Enter the union agreement. a. Click Human resources > Setup > Workers > Union agreement.

b. In the Legal entity field, select the legal entity that made the agreement with the union. c. Click New. d. In the Union agreement field, type a code to identify the union agreement, such as a document number. e. f. In the Labor union field, select the union that made the agreement. In the Agreement description field, optionally type a brief description of the agreement.

2.

Enter details about the agreement. a. In the Agreement detail area, enter the dates of the agreement. i. ii. In the Date signed field, enter the date and time that the agreement was signed. In the Effective field, enter the date the terms of the agreement are in effect.

iii. In the Expiration field, enter the date the agreement expires.

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Module 3: Worker Setup


b. Optionally, click the Notes button after saving the record (press Ctrl + S) to type information about the agreement in the selected effective period.

Demonstration: Enter a Union Agreement on a Position Without Personnel Actions


This demonstration shows how to enter a union agreement on a position when your organization does not use personnel actions.

Demonstration Steps
1. Select the position. a. Click Human resources > Common > Organization > Positions > Positions.

b. Select the position to enter a union agreement for. 2. Add the union agreement to the position. a. In the Action Pane, click Edit in the Maintain group. b. On the Labor union FastTab in the Union agreement field, select the agreement for the position. The agreement description, labor union, and legal entity appear for the selected agreement.

Demonstration: Enter a Union Agreement on a Position With Personnel Actions Enabled


This demonstration shows how to enter a union agreement on a position when your organization uses personnel actions.

Demonstration Steps
1. Select a position. a. Click Human resources > Common > Organization > Positions > Positions.

b. Select the position to enter a union for. 2. Enter the personnel action. a. In the Action Pane, click Edit in the Maintain group. b. In the Personnel action number field, type a unique number to identify the personnel action. If your agency set up a number sequence for personnel actions, this number is already entered. c. In the Personnel action type field, select how you are editing the position.

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d. In the Reason code field, select a reason why you are editing the position's union agreement. e. 3. Click Continue.

Select the union agreement. a. Expand the Labor union FastTab. b. In the Union agreement field, select the agreement for the position.

Loan Equipment to Workers


Microsoft Dynamics AX Human Resources enables companies to manage the property or assets they issue to workers. A company can loan items either for a finite time or for the duration of the workers' employment, and record the workers to which the assets are loaned. To use the loan functionality, a company must set up loan types and loan items.

Loan Type
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. Another example is a credit card. Workers may hold several company credit cards, but only one loan type is called credit card. This means that loan types can include many loan items.

Loan Item
Loan items are specific and uniquely identifiable items or assets that employers issue to workers. For example, a Qtek 8310 Smartphone with serial number XYZMMM, or with credit cards, each card's unique number. You can create loan items in two ways: One item at a time in the Loan items form. Multiple items at the same time in the Mass creation dialog box.

Because the loan functionality enables a business to control ownership and the timeframes for which an item can be borrowed or issued, some companies also use loans for administering shared company resources, such as projectors, flip charts, meeting rooms, and shared presentation notebooks.

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About Loan Items
Loan items are records that help you keep track of the physical items that your company lends to workers. Although each item is uniquely identifiable, each belongs to the category indicated by the loan type. The following list contains examples of common loan items: Notebook and home computers Home Internet connections Handheld devices, such as PDAs Mobile phones Company credit cards

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 series of keys, series of access cards, or bunch of uniforms, at the same time. When loaning an item, enter the date that the item was loaned and the planned return date. When the item is returned, enter the actual return date.

Loan Items to Workers


You must create a loan item for each item that you will loan. You group items by loan type. On the Loan items form, you can see which items are already on loan in the Status field. The Status field is determined by the Loaned equipment form where individual items are checked out (Status=Loaned) and returned (Status=Available).

Demonstration: Add Loan Type


This demonstration shows how to set up categories of loan items or assets.

Demonstration Steps
1. Start a new loan type. a. Click Human resources > Setup > Workers > Loan > Loan types.

b. Click New.

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2. Enter information about the loan type. a. c. In the Loan type field, type a unique identifier for the type. In the Grace period field, type the default number of days an item can be overdue. You can change the grace period for specific loan items. b. In the Description field, type a brief description of the type.

Demonstration: Create a Single Loan Item


This demonstration shows how to enter one loan item.

Demonstration Steps
1. Enter the new loan item. a. Click Human resources > Setup > Worker > Loan > Loan items. In the Loan item field, enter a unique identifier for the item. This is frequently the item's serial number. In the Person in charge field, select the worker that is responsible for the item, for example, regarding its maintenance, issuance, or retrieval.

b. Click New. c.

d. In the Description field, enter a brief description of the item. e.

2.

Optionally enter detail information about the loan item. a. In the Tax information field, indicate whether the loan item is a tax liability or declared liable.

b. In the Serial number field, enter the item's serial number or other identification number if the serial number was used in the Loan item field. c. In the Loan type field, select the loan type to which the item belongs.

d. In the Grace period field, enter a number to control the number of days an item can be on loan beyond its scheduled return date before issuing a notice or reminder. By default, the grace period comes from the setup on the loan type. e. In the Number of days field, enter a number to define the maximum days this item can be on loan. This is especially applicable for managing shared resources.

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Demonstration: Create Multiple Loan Items
This demonstration shows how to create multiple loan items. Companies frequently loan many of the same item to all its workers. This means that the company must create and manage many of a single item. Instead of creating each item individually, employers can save time by using the Create loan items feature to create as many of an item as required.

Demonstration Steps
1. Set up the items to create. a. Click Human resources > Setup > Worker > Loan > Loan items. In the Qty field, enter the total number of the item to enter a loan item record for. In the Loan type field, select the loan type to which the item belongs. In the Number of days field, enter a number to define the maximum days this item can be on loan. This is especially applicable for managing shared resources.

b. Click Create loan items. c.

d. In the Description field, enter a brief description of the item. e. f.

g. In the Grace period field, enter a number to control the number of days an item can be on loan beyond its scheduled return date. h. In the Person in charge field, select the worker who is responsible for the item, for example, regarding its maintenance, issuance, or retrieval.

2.

Enter the format of the loan item number and serial number. a. In the Identification and Serial number field groups, enter the format of the number in the Loan item field (Identification fields) and Serial number field. i. ii. In the Starting value field, enter the number for the loan item. In the Interval field, enter the number by which to increase the identification value for each consecutive loan item. This number must be a whole number greater than zero.

iii. In the Format field, enter the format of the identification number. Use the pound symbol (#) to identify where the consecutive numbers display in the loan item ID or serial number. The format must contain one pound symbol for each digit in the highest identification number. The format should always end with the pound symbol.

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For example, to create four portable computer loan items, enter the following: Field Format Starting value Interval D-lapPC### 10 10 This creates the following four items: D-lapPC010 (Format + Starting value) D-lapPC020 (Format + (starting value + 1st interval count)) D-lapPC030 (Format + (starting value + 2nd interval count)) D-lapPC040 (Format + (starting value + 3rd interval count)) Value

b. Click OK.

Record Loaned Items


You can view a list of all items loaned to workers on the Loaned equipment form. Click Human resources > Periodic > Workers > Loaned equipment. This is also where you will record when an item is loaned and when it is returned.

Demonstration: Loan an Item to a Worker


This demonstration shows how to track the items that you loan to workers, contacts, and applicants. You can also complete this procedure from the Workers list page or the Workers form.

Demonstration Steps
1. Start a new loan record. a. Click Human resources > Periodic > Workers > Loaned equipment.

b. Click New. 2. Enter information about the loan. a. In the Person field, select the worker to whom the item is on loan.

b. In the Loan item field, select the item to loan.

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c. In the Loaned field, enter the date the loan takes effect. d. In the Planned return field, enter the date by which the worker must return the item. If a loan item can be on loan for only a specific number of days, the planned return date is calculated, based on the date that is selected in the Loaned field and the maximum number of days that the item can be on loan. Note: The Actual return field is used later to record the date that the worker returns the item.

Demonstration: Record That a Worker Has Returned an Item


This demonstration shows how to record a returned loan item. To ensure correct tracking of loaned items, you must update a loaned item record to indicate when the loaned item was actually returned. You can also complete this procedure from the Workers list page or the Workers form.

Demonstration Steps
1. Enter the return date of the item. a. Click Human resources > Periodic > Workers > Loaned equipment.

b. 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 persons name appears multiple times. c. 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 do one of the following: Delete the item. Keep it in the overview, and change the description to indicate that the item is not available.

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Lab B: Loan Equipment to a Worker


Scenario
Brooke has a new laptop that she will loan to Alistair Spiers.

Exercise 1: Enter a Loan Item


Exercise Scenario
Brooke must enter a loan item for the new laptop with the following information: 1. 2. 1. Her organization uses a four digit code of PC-(sequential number) for laptops. This laptop will have a sequential number of 5250. The organization uses simple descriptions, so the description is "Laptop Computer." Tim Litton, the IT manager, is in charge of loaned laptops. The laptop is considered a tax liability. This laptop has a serial number of "X91-786-95A-ZM2." Laptops are recorded in the loan type "PC (Personal Computer)." Enter the new loan item. Enter detail about the loan item. Enter the new loan item. a. Click Human resources > Setup > Workers > Loan > Loan items. In the Loan item field, type "PC-5250". In the Person in charge field, select Tim Litton, the IT Manager.

High Level Steps

Detailed Steps

b. Click New. c. e. 2. d. In the Description field, type "Laptop Computer".

Enter detail about the loan item. a. In the Tax information field, select Tax liability. b. In the Serial number field, type the item's serial number "X91786-95A-ZM2". c. In the Loan type field, select PC (Personal Computer).

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Exercise 2: Loan Item to a Worker
Exercise Scenario
Brooke must indicate that the laptop that she just entered was loaned to Alistair Spiers two weeks ago. Alistair plans to return the laptop a week from today. 1. 2. 3. 4. 5. 6. Click Human resources > Periodic > Workers > Loaned equipment. Click New. In the Person field, select Alistair Spiers. In the Loan item field, select PC-5250 (Laptop Computer). In the Loaned field, enter a date two weeks before today. In the Planned return field, enter the date one week from today.

Exercise 3: Record That a Worker Has Returned Item


Exercise Scenario
Brooke must record that Alistair returned the laptop today, which is a week early. 1. 2. 3. Click Human resources > Periodic > Workers > Loaned equipment. Select Alistair Spiers and the PC-5250 laptop. In the Actual return field, enter today's date.

Manage I-9 Compliance


The Immigration Reform and Control Act (IRCA) requires U.S. employers to verify the employment eligibility status of newly hired employees. This includes U.S. citizens, and makes it unlawful for employers to knowingly hire or continue to employ unauthorized workers. To prove employment eligibility, employees must complete and sign a Form I-9. Employers must be able to produce the information upon request of the United States Immigration and Customs Enforcement (ICE). Additionally, companies must re-verify Form I-9 information for certain types of workers within three years of the date on which the employee supplied the information.

I-9 Verification
To prove employment eligibility, employees must complete and sign a Form I-9. Employers must be able to produce the information upon request of United States Immigration and Customs Enforcement (ICE). Additionally, companies must verify Form I-9 information for certain types of workers again within three years of the date when the employee supplied the information.

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Note: For complete guidelines about Form I-9 compliance, see the United States Citizenship and Immigration Services website (www.uscis.gov). Search the site by using the keywords Form I-9. You can collect, electronically store and retrieve, and verify Form I-9 information. This helps you do the following: Make sure that all members of your workforce are legally authorized to work. Increase efficiency in processing Form I-9 verification information. Improve the accuracy of Form I-9 information. Streamline retrieval of Form I-9 information to make government inspections smoother.

You can use the document management system to upload and save signed Form I-9 documents for each employee. You can use the I-9 document expire list reports to determine which employees you must verify Form I-9 information for again. To prepare for a Bureau of Immigration and Customs Enforcement (BICE) inspection, you can use the I-9 inspection list report to print Form I-9 information for all or selected employees.

I-9 Code Setup


You must set up issuing agencies, identification types, Form I-9 document types, and number sequences for I-9 documentation before recording I-9 documents for employees.

Set Up Issuing Agencies


Issuing agencies are government entities that are authorized to issue documents that are used to verify a person's identity and employment eligibility. You must set up issuing agencies before you can set up I-9 document types. To create an issuing agency, click Human resources > Setup > Workers > Issuing agencies.

Set Up Identification Types


You must set up identification types before you can enter identification information for employees. When you add identification information for an employee, you must associate the identification information with an identification type. The following list contains some examples of identification types:

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Module 3: Worker Setup


Social Security number (SSN) Visa Passport Drivers license Birth certificate

To create an identification type, click Human resources > Setup > Workers > Identification types.

Set Up Form I-9 Document Types


Companies in the United States are required to document the eligibility of employees by using Form I-9. However, before you can enter information from the Form I-9 for an employee, you must set up document types for Form I-9. The Certificate of US Citizenship (Form N-560 or N-561) is an example of a document type for Form I-9. This document is issued by the United States government as proof of US citizenship. To create an I-9 document types, click Human resources > Setup > Workers > I-9 document types.

Select Number Sequence Code For I-9 document


Select a number sequence code for the I-9 document reference in the Human resources shared parameters form. All I-9 documents use the same number sequence.

Demonstration: Enter Identification Documents for an Employee


This demonstration shows how to enter an I-9 document for an employee. Before you can enter Form I-9 information for an employee, you must record information about the forms of identification for the employee.

Demonstration Steps
1. Enter the identification document for the employee. a. c. Click Human resources > Common > Workers > Workers. On the Worker tab in the Related information group of the Action Pane, click Personal information > Identification. b. Select the employee to record a form of identification for.

Note: Alternately, you can click Government and organizational identification in the More information group on the Personnel information FastTab.

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d. Click New. e. In the Identification type field, select the type of identification to record for the employee. If the identification type that you need is not listed, create it in the Identification types form. In the Number field, type the identification number.

f. 2.

Optionally enter details about the employee's documentation. a. In the Description field, type a brief description of the identification record.

b. In the Issuing agency field, select the agency that issued the form of identification to the employee. For example, if you are recording a drivers license as the form of identification, you might select State. c. In the Entry type field, type additional classification information about the form of identification. For example, if you are recording a drivers license as the form of identification and drivers licenses have multiple classes of licenses that are issued, you might add the employee's class of drivers license.

d. Select the Primary check box if the form of identification is the employee's primary form of identification. e. f. 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.

Demonstration: Enter Employee I-9 Information


This demonstration shows how to enter verification information for an employee.

Demonstration Steps
1. Select the employee for whom you want to select I-9 documentation. a. Click Human resources > Common > Workers > Workers. b. Select the worker for whom you want to add Form I-9 information. c. On the Worker tab in the Related information group of the Action Pane, click Employment > I-9. On the Work eligibility FastTab, select the option that indicates the eligibility for employment of the worker.

d. Click New. e.

Note: If the employee is not a citizen or national of the United States, you must also select the workers resident alien or admission number and the expiration date.

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Module 3: Worker Setup


2. Select the I-9 documentation for the employee. a. On the I-9 document FastTab, select either the List A group or the List B and List C group, depending on the form of identification that the worker provided.

Note: To comply with Form I-9 regulations, a worker must provide one List A document or one document from both List B and List C. If you select List B, you must provide information about both List B and List C documents. b. In the I-9 document type field, select the type of document that the worker provided. c. In the Document number field, select the official identification number of the document.

Note: If no values are available in this field, you must first enter identification information for the employee. d. If the employee required assistance to complete the original Form I-9 document, such as a translator, you can type the name and address of this person on the Preparer FastTab.

Demonstration: Verify I-9 Information


This demonstration shows how to verify I-9 information for an employee. After you have verified the document, the status changes from Draft to Verified and it cannot be changed without first resetting the information in the form.

Demonstration Steps
1. Select the worker. a. Click Human resources > Common > Workers > Workers. b. Select the worker for whom you want to verify Form I-9 information. 2. Verify the document. a. On the Worker tab in the Related information group of the Action Pane, click Employment > I-9. Click Verify.

b. Select the Form I-9 document information to verify. c. d. In the Verified field, optionally, change the verification date if you verified the document earlier than you are entering the verification.

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e. f. 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.

Demonstration: Attach I-9 Document


This demonstration shows how to attach I-9 documentation. You must have a digital copy of the Form I-9 document to attach it to a worker record using the document management system. You should not attach the I-9 document to the worker because it is not specific enough and is likely not secure enough. Instead, you should attach the document to the actual I-9 record.

Demonstration Steps
1. Select the worker. a. Click Human resources > Common > Workers > Workers. b. On the Worker tab in the Related information group of the Action Pane, click Employment > I-9. c. 2. Select the Form I-9 document information to verify.

Attach the document. a. Click File menu > Command > Document handling. b. Locate the Form I-9 document file, select the file, and then click Open.

Demonstration: Reset Employee I-9 Information


This demonstration shows how to reset employee I-9 information for a document. If you have to change the information for an I-9 document after you have verified it, you must reset the document. Resetting the information removes the document number. However, the I-9 document type is saved, so you only have to re-enter the document number. After you reset the Form I-9 information, the status of the I-9 document changes to Draft and you must repeat the verification procedure.

Demonstration Steps
1. Select the worker to reset a. 2. Click Human resources > Common > Workers > Workers. b. Select the worker for whom to reset Form I-9 information. Reset worker I-9 documentation. a. On the Worker tab of the Action Pane, click Employment > I-9 in the Related information group.

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Module 3: Worker Setup


b. Select the Form I-9 information to reset. c. Click Reset. d. On the confirmation dialog box, click Yes.

Manage ADA Information


Microsoft Dynamics AX provides tools to manage information that can help comply with the Americans with Disabilities Act (ADA). Managing ADA information helps your agency prohibit discrimination of qualified people with disabilities.

Work Environment Accommodations


Accommodations represent 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 a position. You can then evaluate whether the accommodation is reasonable or if it imposes unnecessary cost, and then either grant or deny the accommodation request. If you hire an applicant for whom you granted an accommodation, the person keeps the accommodation information after he or she is hired. To help track information about accommodations, reporting features make the processes of collecting, maintaining, and retrieving this information from the system easier. Before you can start to work with accommodations, you must first create one or more accommodation types. This lets you sort accommodations by type to find a particular accommodation quickly.

Set Physical Requirements for a Job


Physical requirements are set up on the job and apply to all positions in the job. You can also set up the requirements on a job template. You can enter physical requirements that are related to jobs, such as the following: The level of physical activity that is required. Requirements for visual acuity. This includes color, depth perception, and field of vision. One or more work conditions that a worker is subjected to. You can select one or more conditions in several categories.

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Demonstration: Enter Physical Requirements for a Job Template
This demonstration shows how to enter the physical requirements for a job template. Enter the physical requirements for a job template to copy the ADA requirements to the jobs created from the job template. The jobs created from the job template use these ADA conditions as the default values.

Demonstration Steps
1. Select the job template. a. Click Human resources > Setup > Organization > Job templates.

b. Select a job template to enter ADA requirements for. 2. Enter the physical requirements of the job. a. In the Action Pane, click ADA > Setup requirements. b. 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. c. On the Physical requirement tab, select a level of exertion: None, Sedentary work, Light work, Medium work, Heavy work, or Very heavy work.

d. On the Visual acuity tab, select the range of sight required: None, Close visual acuity, Visual acuity - machines, Visual acuity - equipment, or Visual acuity - accuracy. e. On the Conditions tab, select tolerance requirements for working conditions.

Demonstration: Enter Physical Requirements for a Job


This demonstration shows how to enter the physical requirements for a job. All the positions for a job reference these physical requirements.

Demonstration Steps
1. Select the job. a. 2. Click Human resources > Common > Organization > Job. b. Select a job to enter ADA requirements for. Enter the physical requirements. a. In the Action Pane, click ADA > Setup requirements. b. 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.

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Module 3: Worker Setup


c. On the Physical requirement tab, select a level of exertion: None, Sedentary work, Light work, Medium work, Heavy work, or Very heavy work.

d. On the Visual acuity tab, select the range of sight required: None, Close visual acuity, Visual acuity - machines, Visual acuity - equipment, or Visual acuity - accuracy. e. On the Conditions tab, select tolerance requirements for working conditions.

Set Up Accommodation Types


You can set up an accommodation type to indicate that a worker or applicant requires that accommodation. For example, if you have a worker with a visual disability that requires a guide dog, you can set up an accommodation type called "guide dog." The following list includes some additional types of workplace accommodations: Periodic breaks Ergonomic chair Modified work schedule Adjustable work station Interpreter Parking space closer to entrance

To set up accommodation types, click Human resources > Setup > Workers > Accommodation types. Enter a code in the Accommodation type field, a description, and optionally notes about the type.

Enter a Request for Accommodations


To enter information about work environment accommodations that are requested by workers, click Human resources > Common > Workers > Workers or Employees. Select a worker. On the Action Pane, click the Worker tab, and then click Personal information > Accommodations in the Related information group. Or for an applicant, click Human resources > Common > Recruitment > Applicants. Select an applicant. On the Action Pane, click the Applicant tab, and then click Accommodations in the Related information group. For workers and applicants, select Requested in the Status field.

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Field Accommodation type Job task Description Select the type of accommodation. Select the job task associated with the accommodation request. For example, if you are a salesperson with physical limitations and you have a job task named "Travel" associated with your job, you might have to create an accommodation request called "business class only" so that you can sit in airplane seats that have more legroom. Select an appropriate status for the accommodation: Created date and time Accepted by Financial Reply Requested: Pending approval or denial Reasonable: Approved and granted Undue hardship: Denied

Status

Date and time when the request for the accommodation was entered. Person who accepted the accommodation request. Enter information about resource costs related to the accommodation. Enter a reply to the accommodation request. For example, you can explain why the accommodation was granted or denied.

Grant or Deny Accommodations Request


You can grant or deny accommodation requests that are entered by workers and applicants. To grant or deny accommodation requests for a worker, click Human resources > Common > Workers > Workers, Employees, or Contractors. Select a worker. On the Action Pane, click the Worker tab, and then click Personal information > Accommodations in the Related information group. Or for an applicant, click Human resources > Common > Recruitment > Applicants. Select an applicant. On the Action Pane, click the Applicant tab, and then click Accommodations in the Related information group. Determine whether the request is acceptable: To grant an accommodation request, in the Status field, select Reasonable. To deny an accommodation request, in the Status field, select Undue hardship.

In the Reply field, you can enter information about why you granted or denied the request.

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Module 3: Worker Setup


ADA Reports
To print a report of the ADA requirements for a job or job template, on the Job or Job template form, in the Action Pane, click ADA > ADA requirements in the Set up group.

Worker Reporting
Businesses can learn more about their workers by running several reports: Number of workers Anniversaries and birthdays Seniority list Employee distribution

Number of Workers
The Number of workers report shows headcount information about all or selected departments. To open the Number of workers report, click Human resources > Reports > Number of workers. To limit the departments included in the report, click Select in the Departments group. In the Date field, enter the date to view the number of workers. For example, to see how many people were employed two months ago, enter the date two months back. This lets a company calculate the development of headcounts over a range of dates. You can also choose to include contractors in the total numbers by selecting the Include contractors field. The report delivers both number of workers and full-time equivalents. Part-time workers are included in the headcount. For the full-time equivalent, part-time workers are added by using their actual full-time equivalent number. This is useful in organizations that have a regulated full-time equivalent budget.

FIGURE 3.1: NUMBER OF WORKERS SAMPLE REPORT

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Anniversaries and Birthdays
To open the Anniversaries or Birthdays report, click Human resources > Reports > Workers > Anniversaries or Birthdays. Use the Anniversaries and Birthdays reports to print lists of anniversaries and birthdays. The report is used, for example, to prepare arrangements, events, or gifts for workers who reach important milestones. For both reports, you must enter a date range of anniversaries or birthdays to include in the report. The Birthday report includes the worker's name, birth date in the date range, actual birth date, and age on the reported birth date for the date range.

FIGURE 3.2: BIRTHDAYS SAMPLE REPORT The Anniversaries report shows a range from 5 to 50 in five-year intervals. You can select which anniversaries to include in the report. The report is grouped by anniversary and shows the worker's name, anniversary date in the date range, and start date used to calculate the anniversary.

FIGURE 3.3: ANNIVERSARIES SAMPLE REPORT

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Module 3: Worker Setup


Seniority Listing
To open the Seniority list report, click Human resources > Reports > Workers > Seniority list. A seniority distribution analysis can indicate when to recruit new people. The Seniority list reports the length of time all workers are employed by the company by number of years and months. This can be useful when companies base items like the following on seniority: Maternity leave payments. Salaries and benefits.

To use this report, a seniority date must be entered on the Workers form on the Profile page on the Worker summary tab in the Seniority date field.

FIGURE 3.4: SENIORITY LIST SAMPLE REPORT

Worker Distribution
To open the Worker distribution statistics inquiry, click Human resources > Inquiries > Workers > Worker distribution statistics. Use the Worker distribution statistics report to perform demographic analyses on workers by combining the following variables: Worker type Age Job Gender Department

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After you set up the data, such as the date to review, the groups, and the age interval, click Update to view the data. The Totals tab displays a simple grid of the data. The Graphics tab displays a bar graph of the same data.

FIGURE 3.5: WORKER DISTRIBUTION STATISTICS TOTALS SAMPLE This reporting tool has extensive graphical support and can show a comparison of two periods and variances between the periods. To compare two periods, select the History check box and enter a date in the History date field.

FIGURE 3.6: WORKER DISTRIBUTION STATISTICS GRAPHICS SAMPLE

To print a regular report, click Inquiry after you have set up the report. Note: There are many opportunities to customize the reports. Make sure that you have a good understanding of what has to be viewed and then carefully define the inquiry. Otherwise, report results can be large and complex.

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Module 3: Worker Setup

Module Review
Carefully identifying and structuring the information about workers enables companies to avoid administering unnecessary data and facilitate accurate and detailed reports and statistics. After it creates master data setups, a company can then start registering the information for its workers. Worker master data is the key to working successfully with Microsoft Dynamics AX Human Resources because this information is used by processes throughout the system.

Test Your Knowledge


Test your knowledge with the following questions. 1. Which of the following must be set up to enable companies to use the loan functionality? ( ) Loan types ( ) Loan items ( ) Loan journals ( ) a and b ( ) b and c 2. What can loaned items be used to record? ( ) Items for individual use, such as laptops, cell phones, and credit cards. ( ) Shared company resources, such as projectors, flip charts, and meeting rooms. ( ) Both of the above. ( ) None of the above. 3. What is the purpose of the I-9 document form? ( ) Enter new Form I-9 work eligibility information about an employee. ( ) Register candidates during a recruitment process. ( ) Enter information about work inspection status. ( ) Set up an employee's affiliation with the company.

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Test Your Knowledge Solutions


Module Review and Takeaways
1. Which of the following must be set up to enable companies to use the loan functionality? ( ) Loan types ( ) Loan items ( ) Loan journals () a and b ( ) b and c 2. What can loaned items be used to record? ( ) Items for individual use, such as laptops, cell phones, and credit cards. ( ) Shared company resources, such as projectors, flip charts, and meeting rooms. () Both of the above. ( ) None of the above. 3. What is the purpose of the I-9 document form? () Enter new Form I-9 work eligibility information about an employee. ( ) Register candidates during a recruitment process. ( ) Enter information about work inspection status. ( ) Set up an employee's affiliation with the company.

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