ax2012_enus_hrm_ process

MODULE 2: ORGANIZATION SETUP

Module Overview In the module, Human Resource Management, you set up the organization of your workers. The workers are organized based on their positions within departments and jobs.

Objectives

The objectives are:

• Distinguish between types of organization units.

• Classify types of jobs.

• Create a new position.

• Report on jobs and positions.

• Define role-based security.

• Enter addresses for applicants and workers.

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Microsoft Official Training Materials for Microsoft Dynamics ®

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Human Resource Management in Microsoft Dynamics® AX 2012 R2

Introduction Typically, a company bases the formal structure of its organization on the product or service that the company delivers. Workers are organized into groups because they have similar or complementary talents and resources to work toward a shared objective. Formal organizational structures enable companies to define and communicate policies and procedures, and to set out lines of authority.

In Microsoft Dynamics® AX Human Resources, the primary, formal relationship between a worker and the company is defined through employment. Relationships between positions and the positions to which they report, and also between positions and departments, are defined by the position. A department relationship to one or more companies (legal entities) is determined by the organizational hierarchies that your agency sets up. Workers can have a formal relationship with a company through their employment and be assigned to a position that relates to one or more companies that may or may not be the same as the workers' position.

This section explains and shows how to set up and structure the elements of the organization:

• Jobs include job type jobs and role type jobs, and jobs can be based on job templates.

• Positions are specific instances of a job that can be occupied by employees and assigned to organizational units.

Organization

Departments, jobs, and positions are organizational elements that are maintained within human resources.

For examples of organizational elements, see the following example.

Department Job Position

Sales Sales manager Sales manager (East)

Sales manager (West)

Sales manager (Central)

Accounting Accounting manager Accounting supervisor

Accountant Accountant-A

Human resources HR manager HR manager (East)

HR manager (West)

HR manager (Central)

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Module 2: Organization Setup Departments

A department is an operating unit that represents a category or functional area of an organization. A department is responsible for a specific area of the organization, such as sales or accounting. You can use departments to report on functional areas. Departments might have profit and loss responsibility. Also, a department might include a group of cost centers. Sales, accounting, and human resources are some examples of departments in an organization. Positions can be assigned to departments.

Jobs

A job is a collection of tasks and responsibilities. A position is a specific instance of a job. Areas of responsibility, job tasks, job functions, skills, education information, and certificates that are defined for a job are also automatically related to positions that are associated with a job.

You can create jobs from scratch, by copying an existing job, or from a template.

Job Tasks

Job tasks describe the basic tasks that a worker in a position for that job must complete. The same job task can be added to multiple jobs, and positions for those jobs use those job tasks. For examples of job tasks, see the following table.

Job Job task

Sales manager Perf-review – Review each salesperson's job performance. Abs-review – Approve or reject each salesperson's absence requests or registrations.

Accountant FIN-Report – Present weekly financial reports to chief financial officer.

Job Functions

Job functions are like job tasks. A job function describes high-level functional categories and relates high-level duties. They are useful for collecting skills, training, and education that would be required. You can use job functions, together with job types, to filter compensation plans to specific jobs. Job functions can be assigned to jobs and used to set up and implement eligibility rules for compensation plans. For examples of job functions, see the following table.

Job Job functions

Sales manager Mid-level Manager

Accountant Professionals

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Job Types

Use job types to classify similar jobs into categories. Job types, like job functions, can be assigned to jobs and used to set up and implement eligibility rules for compensation plans. Some examples of job types include the following:

• Full-time and Part-time

• Salary and Hourly pay

Areas of Responsibility

Use areas of responsibility to indicate the work roles, processes, and products that a worker in a position for that job would be responsible for. An example of an area of responsibility for a job titled “Accountant” might be “Financial reporting for Product A.”

Positions

Positions are an important element of the lower level of an organization hierarchy. A position is an individual instance of a job. For example, the position, “Sales manager (East),” is just one of the positions associated with the job, “Sales manager.” Positions can be assigned a department and can be open or assigned to workers.

Position Duration

Every position has a length of time that the position is effective. This length of time is referred to as duration. For example, summer positions might have duration of May 1, 2012 until August 31, 2012. Some positions might not have a date of expiration.

Worker Assignments

When you assign a worker to a position, you fill that position. You can assign workers to multiple positions, but only one worker can be assigned to a position at the same time.

Reporting Relationships

Positions are important elements of the lower level of an organization hierarchy. You can assign a worker to a position that reports to another position, which creates a reporting relationship between the workers who are assigned to the two positions.

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Module 2: Organization Setup If your organization uses a matrix hierarchy or another custom hierarchy, you can also set up position hierarchy types and then add reporting relationships to positions for each hierarchy type that you set up. Use the position hierarchy to view the reporting structure of positions. If you have multiple position hierarchies, you can view the hierarchy for each hierarchy type in the position hierarchy. Also, you can search for a position by position ID or by the name of the worker who is assigned to the position. The position hierarchy is an organizational hierarchy, but the position hierarchy is independent from the organization hierarchy.

Position hierarchies are available in Human resources > Common > Organization > Positions, click the View in hierarchy button in the Related information group on the Action Pane. Organization hierarchies are available in the form Organization administration > Setup > Organization > Organization hierarchies.

Personnel Actions

Your organization might want to log all changes to positions, such as creating new positions. To log work on a single position, your organization can enable personnel actions. With personnel actions enabled via the License configuration menu, you cannot simply create a new position or make a change on the fly as you can when personnel actions are disabled. With personnel actions enabled, you enter a personnel action to make any changes to a position or create a new position. A personnel action requires an action type and a reason code. When the personnel action is completed, the change is made or the new position is added.

A personnel action type indicates the type of change you are entering for positions. You can also set up each action type to be submitted through a different workflow.

Set Up Organization Setting up your organization involves creating departments and jobs, to which positions are assigned.

Set Up Elements for Jobs

Before you set up jobs and job templates, you might want to create the following elements. Some of these codes are also entered for workers.

Skills Types

Before you set up skills, you can set up skill types. Skill types are used to organize the skills that you set up and maintain in the Skills form. You can assign colors to skill types so that you can use the skill analysis forms to analyze skills for specific people or jobs. Skill types are optional.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 The following list contains examples of skill types:

• Leadership

• Professional

• Individual

To create a skill type, click Human resources > Setup > Competencies > Skills > Skill types. In the Color field, select a color for the skill type. The color that is assigned to a skill type is used to generate the skill wheel in the Skill gap analysis job - person form and the Skill profile analysis form.

Rating Models

Optionally, you can set up ratings for skills to indicate a jobs proficiency requirement. To create a rating model, click Human resources > Setup > Competencies > Skills > Rating models. You can enter as many levels to the rating model as needed.

Skills

To enter a skill, click Human resources > Setup > Competencies > Skills > Skills. For a skill, you select a rating model for the proficiency levels of the skill. You can also select a skill type that the skill belongs to.

Certificates

Maintain a list of certificate types that jobs can require and workers can earn. When a worker earns a certificate, you can indicate that achievement in the Certificates form. Certificates can indicate the achievements of a worker or achievements that are required for employment.

To enter a certificate, click Human resources > Setup > Competencies > Certificate types. Select the Require renewal check box if certificates of the selected type must be renewed after they expire.

Tests

To enter a test, click Human resources > Setup >Competencies > Test types.

• In the Score required to pass field, enter the minimum number a worker must score on a test to pass.

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Module 2: Organization Setup • In the Frequency field, select how often workers must take the test. If

you select any frequency other than One-time only, select the number of units that must pass before the test is required again in the Every field. For example, to require a test once a year, select Yearly in the Frequency field and then type "1" in the Every field. Then select the date that the next occurrence of the test is based on in the From the field, either the date by which the test is required or the date on which the worker completed the test.

Education Discipline Category

Before you enter an education discipline, you can set up categories of education, such as college diploma, some college, or high school diploma. You cannot delete education categories that are associated with an education discipline.

To enter an education category, click Human resources > Setup > Competencies > Education > Education discipline categories. If you have already entered education disciplines, you can click Add to select the disciplines that belong in the category.

Education Disciplines

Set up education disciplines to record competencies for applicants, workers, and contact persons, or as job or course requirements. Education disciplines can include any study, instruction, or training that provides new skills, regardless of whether the training is provided by your company or in an external institution.

Education disciplines can be included as criteria in a skill-mapping search, where you can search for individuals who have a specific education discipline.

To create an education discipline, click Human resources > Setup > Competencies > Education > Education disciplines. Click Add, and then select an education category. You can add as many categories as apply in the Education discipline category field.

Screenings

To enter a screening type, click Human resources > Setup > Workers > Screening types. Screening types are discussed in more detail in the Worker Setup module of this course.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Departments Form

Use the Departments form to create operating units that represent business processes or functions. Click Human resources > Common > Departments > Departments. Departments are used throughout Microsoft Dynamics AX.

When you select a department in the grid area, you can use the buttons on the Departments form to view more information about the department.

• View in hierarchy: View the departments in an organization hierarchy.

• Positions: View a list of all the positions assigned to the selected department.

• Totals: View the total number of employees in positions for the selected department and the total number of vacant positions in the selected department.

• Compensation > Performance: Maintain a record of how well the selected department performed compared to the objectives or targets for the current period.

• Compensation> Fixed increase budgets: Maintain the fixed increase budgets for the selected department.

Demonstration: Create a Department

This demonstration shows how to create a department.

Demonstration Steps

1. Create the department. a. Click Human resources > Common > Organization >

Departments > Departments. b. Click New. c. In the Name field, type a name for the department. d. In the Department number field, type a department number.

A default value might automatically be generated if a number sequence code is assigned to the Organization number reference in the Number sequences form.

Note: The remaining steps are optional.

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Module 2: Organization Setup e. On the General FastTab in the DUNS number field, type the

Data Universal Numbering System (DUNS) number for the department.

f. In the Manager field, select the person who manages the department.

2. Enter the address of the department. For example, add the mailing address for the building in which the department is located. a. Expand the Addresses FastTab. b. Click Add to open the New Addresses form. c. In the Name or description field, enter a name to identify the

address. d. In the Purpose field, select the purpose of the address. e. On the Address FastTab, enter the address components and

other necessary information. f. Click OK.

3. Enter information about the contact for the department. For example,

add a telephone number for the service desk in the department. a. Expand the Contact information FastTab on the Departments

form. b. Click Add. c. In the Description field, type the name of the contact for the

department. d. In the Type field, select the type of contact information you are

entering. e. In the Contact number/address field, enter the contact

information. f. In the Extension field, optionally enter a phone number

extension if you entered a phone number. g. If the contact is the primary contact for the department, select

the Primary check box.

Create Jobs

Before you can create jobs, you must set up some reference information that you can use for jobs. You can create a job with only a name, but including additional information provides default values for the positions assigned to the job. These default values save time later when you add positions to the job.

Job details are date effective. So if you create the job today but do not add the details until later, if you ever look at the job as of the creation date, it will appear to have no details.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Job Type

Job types are not required. However, if you plan to use job types when you set up eligibility rules for compensation management, you should set up job types before you set up jobs.

To enter a new job type, click Human resources > Setup > Organization > Job types. In the Exempt status field, select one of the following options to indicate the Fair Labor Standards Act (FLSA) exempt status of jobs with this job type:

• Exempt – Jobs are exempt from overtime under the FLSA.

• Non-exempt – Jobs are not exempt from overtime under the FLSA.

• Does not apply – FLSA coverage is not applicable.

Job Function

Job functions are not required. However, if you plan to use job functions when you set up eligibility rules for compensation management, you should set up job functions before you set up jobs. To enter a new job function, click Human resources > Setup > Organization > Job functions.

Job Titles

Before you create jobs, you must set up titles for those jobs. Positions inherit titles from the job that the position is associated with. Titles are not exclusive to jobs. The titles that you set up in this procedure can also be used for positions and workers. To enter a new job title, click Human resources > Setup > Workers > Titles.

Areas of Responsibilities

Areas of responsibility are the work roles, processes, products, and actions that a worker performing the job is responsible for.

To enter a new area of responsibility, click Human resources > Setup > Organization > Areas of responsibility.

Job Tasks

Job tasks are basic tasks that a worker in a position for that job must complete. A position uses the job tasks from the job that a position is associated with.

To enter a new job task, click Human resources > Setup > Organization > Job tasks.

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Module 2: Organization Setup Notes

In the Note field for areas of responsibility or job tasks, you can optionally enter additional information. For example, on an area of responsibility, you could list the rooms in a specific section of the building that a person with this area of responsibility is responsible for. The notes you enter can be updated for a specific job or position without changing the notes you entered here.

Job Templates Form

Use the Job templates form to create job templates, which you can use as the basis for jobs that you create that are similar in function or purpose.

You can enter information about competency requirements, work tasks, general areas of responsibility, and physical requirements that are frequently associated with specific job types. You can copy the information from the job template to the new job. After you copy information from a job template to a job, you can modify the information for the job.

To enter default ADA information for jobs and positions based on the job template, click ADA > Setup requirements. To print a list of the ADA requirements for the selected template, click ADA > ADA requirements. The "Worker Setup" module in this course discusses ADA information in more detail.

Demonstration: Create a Job Template

This demonstration shows how to create a job template. You can use a job template to define job information that applies to multiple jobs, and then you can create jobs from the template. By using job templates, you do not have to manually enter the same information into jobs that are similar.

Demonstration Steps

1. Create a job template. a. Click Human resources > Setup > Organization > Job

templates. b. Click New. c. In the Job template field, type a unique name for the job

template. d. In the Description field, type a brief description of the job

template.

This description is displayed in the Description column in the grid in the Job templates form and is available in the Job template field in the Copy from template form.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 e. On the Description FastTab, optionally enter additional

information about the job template. For example, you could describe the jobs that this template should be used to create.

2. Enter skills and education required for the job template. a. On the Skills FastTab, optionally enter skills workers are required

to have for jobs created from the job template. b. On the Certificates FastTabs, optionally enter certification

requirements for jobs created from the job template. c. On the Tests FastTab, optionally enter tests workers are required

to pass for the job created from the job template. d. On the Education FastTabs, optionally enter educational

requirements for the job created from the job template. e. On the Screenings FastTab, optionally enter any screenings that

workers are required to pass for the job created from the job template.

3. Select job tasks and responsibilities for the job template. a. On the Job tasks FastTab, optionally enter job tasks workers will

complete for jobs created from the job template. b. On the Areas of responsibility FastTab, optionally enter areas a

worker is responsible for in jobs created from the job template.

Jobs List Page

Use the Jobs list page to enter and maintain jobs. Click Human resources > Common > Organizations > Jobs. For the selected job, you can view the job type, function, maximum number of positions, full-time equivalent (FTE), and any notes. In the FactBox, you can view a list of the positions for the selected job and the skills entered for the job.

Demonstration: Manually Enter a New Job

This demonstration shows how to manually enter a new job. You must create jobs before you can create positions. Only the job name is required to create a job. However, you can also add information to the job record. Some of the additional information will be inherited by the positions that are associated with the job. However, the default values from the job are inherited by the position only upon creation. If the values are updated on the job later, they are not also updated on the positions.

Before you complete the following optional steps, you must set up competencies for skills, certifications, and education. The competencies that you add to the job template are included in the competency requirements for jobs that you create from this template.

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Module 2: Organization Setup Demonstration Steps

1. Start a new job. a. Click Human resources > Common > Organization > Jobs. b. In the New group of the Action Pane, click Job. c. In the Job field, enter a name for the job.

2. Define the new job.

Note: All steps from this point on are optional.

a. In the Description field, type a brief description of the job. b. In the Title field, select a title for the job. c. In the Maximum number of positions field, indicate the

number of positions that are allowed for the job: Maximum positions – Select this option and enter the

maximum number of positions that are allowed for the job.

Unlimited – Select this option to indicate that an unlimited number of positions are allowed for the job.

d. In the Full-time equivalent field, enter an employment factor from 0 to 1. The value 1 indicates a full-time job. For part-time employment, enter a number between 0 and 1. For example, enter .5 for a half-time job.

3. Enter the job classification. a. Expand the Job classification FastTab. b. In the Job type field, select a job type to associate with the job. c. In the Description field, enter additional information about the

job. d. In the Function field, select a job function.

4. Define the job compensation range.

a. On the Compensation FastTab, in the Level field, select a wage level for the job. Levels are discussed more in the "Manage Compensation" module of this course.

b. In the Survey company field, select the survey company that is responsible for the survey that was applied to establish the market-based pay range for this job. Survey companies are discussed more in the "Manage Compensation" module of this course.

c. In the Reference job field, enter the job code that the survey company uses for this job.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 d. Enter the market price range information for the job from the

following options: i. Source – Enter the source of the information for the

market-based pay range. ii. Low threshold – Enter the minimum amount that a

worker in this job would get paid. iii. Control point – Enter the base amount that a worker in

this job would get paid. iv. High threshold – Enter the maximum amount that a

worker in this job would get paid.

5. Define skills and education required for the job. a. On the Skills FastTab, optionally enter skills required for the job,

how skilled the worker must be, and how important the skill level is.

b. On the Certificates FastTabs, optionally enter certification requirements for the job and the importance of the certificate.

c. On the Tests FastTab, optionally enter tests workers are required to pass for the job.

d. On the Education FastTabs, optionally enter educational requirements for the job and the importance of the education.

e. On the Screenings FastTab, optionally enter any screening that workers are required to pass for the job.

6. Define tasks required by the job areas where the worker is responsible. a. On the Job tasks FastTab, optionally enter job tasks to the job

template. b. On the Areas of responsibility FastTab, optionally enter areas a

worker is responsible for in jobs.

Demonstration: Add a New Job Based on a Template or an Existing Job

This demonstration shows how to copy the setup from an existing job or a job template to a new job. You can copy the notes, skills, certificates, tests, education, screenings, job tasks, areas of responsibility, and ADA information from one job to another. In addition to copying information from an existing job to a new job, you can copy the information to an existing job to update the values to match another job.

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1. Start a new job. a. Click Human resources > Common > Organization > Jobs. b. In the New group of the Action Pane, click Job. c. In the Job field, enter a name for the job. d. Press Ctrl + S to save the record and enable the Copy function.

2. Copy the setup from an existing job or job template.

a. On the Action Pane, click Copy from, and then select Copy from template or Copy from job.

b. In the Job template or Job field, select a job template or an existing job from which to create the job.

c. In the Copy field group, select the information from which to copy information.

For example, to copy only the areas of responsibility information to the new job, select only the Responsibility check box.

d. Click OK. The information that you selected is copied to the job.

To enter additional information for the job, continue editing as if it is a new job.

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Lab A: Create a Job Scenario

Brooke must add some new jobs: a party planner and a customer service assistant manager.

Exercise 1: Manually Enter a New Job Exercise Scenario

You will manually enter a new job for a party planner because no existing job is similar.

• The party planner job can have an unlimited number of positions.

• The party planner is a clerical type of job with a marketing function.

• A party planner receives a wage at the 05 grade.

• Workers must have skills in marketing at a level of 4 with an importance of 4, and calendar planning with a level of 4 and an importance of 4.

• Workers must have an education, which has an importance level of 3.

• Workers are tasked with calling customers and are responsible for presales activities.

Task 1: Start a New Job

High Level Steps 1. On the Jobs form, start a new job. 2. Enter the additional job information.

Detailed Steps 1. On the Jobs form, start a new job.

a. Click Human resources > Common > Organization > Jobs. b. In the New group of the Action Pane, click Job. c. In the Job field, type "Party Planner". d. In the Description field, type "Party Planner". e. In the Title field, select Marketing Staff. f. In the Maximum number of positions field, select Unlimited.

2. Enter the additional job information.

a. Expand the Job classification FastTab. b. In the Job type field, select Clerical. c. In the Function field, select 0200 (Professionals).

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Module 2: Organization Setup d. Expand the Compensation FastTab. e. In the Level field, select the wage code G05.

Task 2: Enter Any Competency Requirements

High Level Steps 1. Indicate that the job requires skills in employee development and

sales performance. 2. Indicate that the job requires high school graduation or equivalent

and would like a degree in business management.

Detailed Steps 1. Indicate that the job requires skills in employee development and

sales performance. a. Expand the Skills FastTab. b. Click Add. c. In the Skill field, select MarCom (Marketing communications). d. In the Level field, select a skill level of 4. e. In the Importance field, select an importance of 5. f. Click Add. g. In the Skill field, select Calendar Planning (Calendar planning). h. In the Level field, select a skill level of 4. i. In the Importance field, select an importance of 4.

2. Indicate that the job requires high school graduation or equivalent

and would like a degree in business management. a. Expand the Education FastTab. b. Click Add. c. Select High School (High school education) in the Education

field. d. In the Importance field, select 3.

Task 3: Enter Tasks and Responsibilities

High Level Steps 1. Enter the sales administration job task. 2. Indicate that the job is responsible for skill management processes.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Detailed Steps

1. Enter the sales administration job task. a. Expand the Job tasks FastTab. b. Click Add. c. In the Job task field, select Customer calls.

2. Indicate that the job is responsible for skill management processes.

a. Expand the Areas of responsibility FastTab. b. Click Add. c. In the Area of responsibility field, select Presales (Presales

activities).

Exercise 2: Create a Job Based on an Existing Job Exercise Scenario

Brooke wants to copy the customer service representative job to create the customer service assistant manager job. The Customer Service Assistant Manager job requires the same skills as the Customer Service Rep, except the assistant manager plans meetings.

Task 1: Copy a Job

High Level Steps 1. Create a new job for the Customer Service Assistant Manager. 2. Copy skills for conducting meetings and knowing labor laws and

relations from the Customer Service Representative job.

Detailed Steps 1. Create a new job for the Customer Service Assistant Manager.

a. Click Human resources > Common > Organization > Jobs. b. In the New group of the Action Pane, click Job. c. In the Job field, type "Customer Service Ast Mgr". d. In the Description field, type "Customer Service Assistant

Manager". e. In the Title field, select Customer Service Manager. f. Press Ctrl + S to save the new job before copying the information

from another job.

2. Copy skills for conducting meetings and knowing labor laws and relations from the Customer Service Representative job. a. In the Set up group of the Action Pane, click Copy from. b. Select Copy from job. c. In the Job field, select Customer Service Rep.

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Module 2: Organization Setup d. In the Copy field group, make sure the Education disciplines,

Skills, Work task, and Responsibility check boxes are selected. e. Click OK.

The following data was copied from the Customer Service Rep job:

i. Education: Business administration ii. Skills: Dispute settlement, Custom focus, Customer service iii. Job tasks: Customer calls iv. Areas of responsibility: Customer satisfaction

f. On the message listing the data that was copied, click Close. g. On the Skills FastTab, click Add. h. In the Skill field, select MeetingPlan (Plan meetings). i. In the Level field, select 1. j. In the Importance field, select 2.

Work with Positions Before you can create positions, you must set up some reference information that you can use for positions. Some of the default values on the new position come from the job to which the position is assigned. Some of the information you can set up on the position, such as unions, are discussed in other modules of this course. Positions can also be updated in both the HRM and Payroll modules of Microsoft Dynamics AX.

Your organization might also use personnel actions. How you work with positions differs depending on whether personnel actions are enabled. Both situations are covered in the following procedures.

Set Up Position Types

Position types categorize the positions that you have throughout your company. For example, you can create the following position types: Full-time and Part-time. To create a new position type, click Human resources > Setup > Organization > Position types.

Set Up Position Hierarchy Types

In addition to the line hierarchy, which has not been entered in the position hierarchy types, you can create a position hierarchy type for each organizational hierarchy that your organization or company uses. For example, if your organization uses a matrix structure, you might create a hierarchy type for each product that your company produces.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 To create a new position hierarchy type, click Human resources > Setup > Organization > Position hierarchy types. The position hierarchy type is always Other for custom hierarchies that are added. The Hierarchy type field is Line for the standard line hierarchy.

Demonstration: Set Up a Personnel Action Type

This demonstration shows how to set up a personnel action type, which are available only if your agency has personnel actions enabled. If your organization uses personnel actions, you must use personnel action types to make any changes or to create new positions. For example, you might have personnel action types for creating a permanent position, creating a seasonal position, and modifying an existing position.

Demonstration Steps

1. Set up a personnel action type. a. Click Human resources > Setup > Actions > Personnel action

types. b. Click New. c. In the Personnel action type field, enter a name for the action

type. d. In the Description field, enter a brief description of the action

type. e. In the Action field, select whether the action type relates to

creating a new position or modifying an existing position. f. In the Workflow field, select the workflow that actions of this

type should use for approval. You can leave the field blank if actions of this type do not have to be approved and can be immediately implemented.

Positions List Page

Use the Positions list page to enter and maintain positions. Click Human resources > Common > Organization > Positions > Positions. From the Positions list page, you can create a new position by copying an existing position with similar characteristics.

For the selected position, you can view the title, appointed worker, FTE, and the position number that the selected position reports to. In the FactBox, you can view a list of the skills required for the selected position and the position duration.

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Module 2: Organization Setup Use the buttons in the Action Pane to work with the selected position:

• To hire a new worker for an unfilled position, click Hire in the Personnel actions group of the Action Pane.

• To transfer an existing worker to a new position, select the position the worker is currently appointed to and click Transfer worker in the Personnel actions group of the Action Pane.

• To view and maintain the job that the position is for, select the position and click Job in the Related information group of the Action Pane.

• To enter updates for a group of selected positions, click Mass update in the Maintain group of the Action Pane. Mass update does not use personnel actions because each record would have to be processed and reviewed separately.

Demonstration: Add a New Position

This demonstration shows how to enter a new position.

Demonstration Steps

1. Create the position. The creation process differs for positions depending on whether your organization uses personnel actions. a. Click Human resources > Common > Organization >

Positions > Positions. b. In the New group of the Action Pane, click Position.

2. Start the new position. o If your organization does not use personnel actions, follow these

steps:

i. In the Position field, enter a position ID. A default value might automatically be generated if a number sequence code is assigned to the Position reference in the Human resources shared parameters form

ii. In the Job field, select the job that is associated with the position.

The job description, job title, and full-time equivalency (FTE) employment factor are copied from the job that you select to the new position.

iii. In the Activation field, enter or accept the default activation date for the position.

iv. In the Retirement field, optionally enter a retirement date for the position.

v. Click Create positions.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 vi. You might have to click Edit on the Action Pane of the

Position form before you can complete this procedure.

o Or if your organization does have personnel actions enabled, follow these steps:

i. In the Personnel action number field, enter a unique identification number for the action. If your agency has set up a number sequence for personnel actions, the number is entered for you.

ii. In the Personnel action type field, select an action type. All action types for "create position" are available.

iii. In the Reason code field, select a reason for the new position.

iv. Click Continue. v. You might have to click Edit on the Action Pane of the

Position action form before you can complete this procedure.

vi. In the Number of new positions field, enter the total number of positions you want to create using this setup.

vii. In the Action request by field, you can optionally enter the user who requested the new position.

viii. In the Related action field, you can optionally select an existing personnel action that relates to this new position.

3. Complete detail about the position.

Note: All these steps are optional. Position details are subject to effective date. If you do not enter the optional fields when you first create the position and you later look at the position as of the creation date, it will have no detail.

a. In the Description field on the General FastTab, modify the description of the position. The default description is the description of the job that is associated with the position. Changing the position description does not change the description of the job.

b. In the Job field, you can change the job associated with the position.

c. In the Department field, select the department to which the position belongs.

d. In the Report to position field, select the position to which the employee assigned to this position reports. This employee is the immediate supervisor for the position.

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Module 2: Organization Setup The selected Report to position employee assigns the position to the standard line hierarchy.

e. To select a different title than the one provided by the job, choose a different job title in the Title field.

If you modify the title for the position, the title for the job that is associated with the position will not change.

f. In the Position type field, select a position type for the position. g. In the Full-time equivalent field, you can enter a different FTE

employment factor for the position from the default provided by the job type.

If you modify the FTE employment factor for the position, the FTE employment factor for the job that is associated with the position will not change.

h. If the position is a temporary position, on the Position duration FastTab, enter the dates that the position is active.

i. In the Activation field, enter the date the position starts. ii. In the Retirement field, enter the last date the position is

open. Or, if the retirement date is unknown, click Never.

4. If your agency uses position actions, complete the position. a. If your organization is using personnel actions, click Complete to

create the new positions or Submit to enter the personnel action into workflow. The newly created positions appear immediately in the Positions form if your company does not use workflow.

Demonstration: Copy New Positions from an Existing Position with Personnel Actions Disabled

This demonstration shows how to copy an existing position to create new positions when your organization does not use personnel actions.

Demonstration Steps

1. Select the position to copy. a. Click Human resources > Common > Organization >

Positions > Positions. b. Select the position to copy from the Positions list page.

2. Define how to copy the position.

a. In the New group of the Action Pane, click Copy position. b. In the Number of copies field, enter the total number of

positions you want to create based on the existing position.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 c. In the Activation field, enter or accept the default activation date

for the position. d. In the Retirement field, optionally enter a retirement date for the

position. e. Select the position detail to copy:

i. Relationships: hierarchies defined on the original position. The report-to position is always copied regardless of this field.

ii. Financial dimensions: legal entity, default financial dimensions, and budget default.

iii. Labor union: labor union agreement and details. iv. Payroll: All payroll and workers' compensation

information.

f. Click Copy.

The new positions appear in the Positions list page. The Available for assignment field on the new positions is determined by the setup on the Human resources shared parameters form, on the Positions FastTab in the Available for assignment field.

Demonstration: Copy New Positions from an Existing Position with Personnel Actions Enabled

This demonstration shows how to copy an existing position to create new positions when your organization uses personnel actions.

Demonstration Steps

1. Start a new position. a. Click Human resources > Common > Organization >

Positions > Positions. b. In the New group of the Action Pane, click Position. c. In the Personnel action number field, enter the unique

identification for the action. If your agency set up a number sequence for personnel actions, this number is already entered.

d. In the Personnel action type field, select the action type. e. In the Reason code field, select a reason for adding the new

position. f. Click Continue.

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Module 2: Organization Setup 2. Copy values from another position.

a. In the Maintain group of the Action Pane, click Copy values from position.

b. In the Position to copy from fields, select the position to copy. c. Click Copy values. d. In the Position action form, enter the number of new positions

that you want to create. e. Click Complete to create the new positions or Submit to enter

the personnel action into workflow.

A confirmation message displays the new position numbers.

If you received any errors, no new positions were created. You can either reactivate or delete the position action. Regardless of whether there were errors, the position action is available in the Position actions list page for historical reference.

Maintain Positions

To review and modify positions, click Human resources > Common > Organization > Positions > Positions. Select a position from the list and then, on the Action Pane, click Edit to modify an existing position record.

• If personnel actions are enabled for your organization, you must enter a position action to edit the position. Based on the personnel action type, the position action might need to be approved through workflow before the change is made.

• If personnel actions are disabled, clicking Edit will open the Positions form and you can directly enter your changes.

Note: You cannot delete a position that a worker is assigned to.

If you must enter a change that takes place in the future, you can create a new version of the position details. Click Human resources > Common > Organization > Positions > Positions, select the position, and then click Maintain versions in the Versions group of the Action Pane. You can enter effective dates for much of the position data, including position details (such as description, job, and department) and the worker assigned to the position. Versions do not use position actions.

To make a position inactive, you retire the position. To put a hold on an active position, such as for a temporary freeze or leave of absence, you would set the position to be unavailable for assignment.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Set Up Reporting Relationships

A position can be set up to report to another position. The standard line hierarchy is given by the position's immediate supervisor. If your organization uses a matrix hierarchy or another custom hierarchy, you can set up additional relationships for each type of hierarchy for your organization.

Immediate Supervisor

In the Position form, you can specify the position that a position reports to on the General FastTab in the Reports to position field. When you assign a worker to a position that reports to another position, you create a reporting relationship between the workers who are assigned to the two positions. In other words, you have assigned a supervisor.

For example, position “Accountant-A” reports to position “Accounting Supervisor.” Kim Akers is assigned to position Accounting Supervisor and Sanjay Patel is assigned to position Accountant-A. This means that Sanjay Patel reports to Kim Akers.

Hierarchy Reporting Relationships

If your organization uses a matrix hierarchy or another custom hierarchy, you can also set up position hierarchy types and then enter reporting relationships to positions for each hierarchy type that you set up.

For example, Lori Penor is a general manager at Adventure Works and is assigned to the “General Manager” position. Lori manages the development of a product that is used to clean widgets. Lori requires an accountant to help her with the finances for developing the product. Therefore, she has recruited Sanjay Patel to be her accountant. Sanjay reports directly to Kim Akers, but also works with Lori Penor on his work related to the finances for developing the widget cleaner.

For the previous example, you would complete the following tasks to set up the working relationship between Sanjay Patel and Lori Penor:

1. Create a custom position hierarchy type called “Widget” to create a hierarchy that includes positions responsible for working on the widget cleaner product.

2. Assign the General Manager position to be the position that the Accountant-A position reports to in the Widget hierarchy.

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Module 2: Organization Setup Demonstration: Set Up Reporting Relationships in a Hierarchy

This demonstration shows how to set up reporting relationships in a hierarchy with personnel actions disabled.

Demonstration Steps

1. Select positions. a. Click Human resources > Common > Organization >

Positions > Positions. b. Select the positions to put a hire freeze on from the Positions list

page.

2. Enter the reporting relationship. a. In the Maintain group of the Action Pane, click Edit. b. On the Relationships FastTab, click Add. c. In the Hierarchy name field, select the hierarchy. Only one

relationship can be set up per hierarchy type. You can use position versions to enter a different reporting relationship for different periods of time.

d. In the Report to position field, select the position the employee in this position reports to in that hierarchy.

Demonstration: Update a Group of Positions

This demonstration shows how to mass update a group of positions using the mass update feature. You can update multiple fields at one time. Personnel actions are not used for mass updates, which means that the mass update process does not change based on personnel actions.

Demonstration Steps

1. Select the positions to update. a. Click Human resources > Common > Organization >

Positions > Positions. b. On the Positions list page, select the positions that you want to

update.

2. Enter the changes to mass update. a. In the Maintain group of the Action Pane, click Mass update. b. Either leave the selection as Effective immediately, or select

Effective on and enter the future date when the change starts.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 c. Open the FastTab with the information that you want to update

for all the selected positions. You can update general information like the job, title, and department, the position duration, position hierarchy relationships, labor union information, and financial dimensions.

d. Select the check box for the fields you want to update. e. Select or enter the new value for the field. f. Click Update.

A confirmation message displays the number of positions that are updated.

Retire a Position

Retire a position to make it inactive. If an employee is assigned to the position, his or her assignment end date is updated to the same date as the retirement date of the position. The steps to retire a position differ depending on whether position actions are enabled.

Reactivate a Retired Position

After retiring a position, you might need to reactive the position again. On the Positions form, in the Position duration FastTab, click New and enter a new activation date. The new activation date should be after the old retirement date.

Demonstration: Retire a Position with Personnel Actions Disabled

This demonstration shows how to retire a position when your agency does not use personnel actions.

Demonstration Steps

1. Select a position. a. Click Human resources > Common > Organization >

Positions > Positions. b. In the Positions list page, double-click the position to retire. You

do not have to be in Edit mode to retire a position.

2. Retire the position. a. On the Position duration FastTab, click Retire. b. In the Retirement field of the Retire the position dialog box,

enter the date to retire the position. c. Click Retire position.

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Module 2: Organization Setup Demonstration: Retire a Position with Personnel Actions Enabled

This demonstration shows how to retire a position when your agency uses personnel actions.

Demonstration Steps

1. Select the position to retire. a. Click Human resources > Common > Organization >

Positions > Positions. b. Select the position to retire from the Positions list page.

2. Enter the personnel action to retire the position.

a. In the Maintain group of the Action Pane, click Edit. b. In the Personnel action number field, enter a unique identifier

for the 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 the type of action for the position change.

d. In the Reason code field, select the reason for retiring the position.

e. Click Continue. f. On the Position action form, you can enter the user that

requested the position be retired in the Action requested by field.

g. On the Position duration FastTab, enter the date to retire the position in the Retirement field.

h. Click Complete to retire the position or Submit to enter the personnel action into workflow.

Demonstration: Put a Hire Freeze on a Position with Personnel Actions Disabled

Demonstration Steps

1. Select the position to freeze. a. Click Human resources > Common > Organization >

Positions > Positions. b. Select the position to freeze from the Positions list page.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 2. Freeze the position from hiring.

a. In the Maintain group of the Action Pane, click Edit. b. On the General FastTab, click the calendar button in the

Available for assignment field. c. Click Never.

Demonstration: Put a Hire Freeze on a Position with Personnel Actions Enabled

This demonstration shows how to freeze a position with personnel actions enabled.

Demonstration Steps

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

Positions > Positions. b. Select the position to retire from the Positions list page.

2. Enter the position action to freeze the position.

a. In the Maintain group of the Action Pane, click Edit. b. In the Personnel action number field, enter a unique identifier

for the 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 the type of action for the position change.

d. In the Reason code field, select the reason for retiring the position.

e. Click Continue. f. On the Position action form, you can enter the user that

requested the hire freeze on the position in the Action requested by field.

g. On the General FastTab, click the calendar button in the Available for assignment field.

h. Click Never.

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Module 2: Organization Setup Demonstration: Put a Freeze on Many Positions

This demonstration shows how to place a mass freeze on a group of positions. You might want to put a hire freeze on a group of positions. You can select all positions if the whole company has gone into a hire freeze. This is a specific instance of entering a mass update to a group of positions.

Personnel actions do not affect mass updates, which means that the process is the same regardless of whether the feature is enabled.

Demonstration Steps

1. Select the positions to place a hire freeze on. a. Click Human resources > Common > Organization >

Positions > Positions. b. From the Positions list page, click the selection checkboxes for

the positions to put a hire freeze on.

2. Enter the mass freeze. a. In the Maintain group of the Action Pane, click Mass update. b. Either leave the selection as Effective immediately, or select

Effective on and enter the date the hire freeze starts. c. On the General FastTab, select the Available for assignment

check box. d. In the Available for assignment field, either enter a date in the

future or click the calendar button and then click Never. e. Click Update.

Position Actions List Page

If personnel actions are enabled, use the Position actions list page to view a historical record of all position actions. Click Human resources > Common > Actions > Position actions.

For the selected position actions, you can view the action type, action status, position affected, and the date and time the action was entered. In the Related information FactBox, you can view the number of positions that have been created and the number of positions that have been changed by the action. The number of positions updates from zero after the action is completed and the positions are created or changed.

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Lab B: Create a Position Scenario

Brooke wants to create new positions: a party planner and two new receptionists. Personnel actions are disabled for her organization.

Exercise 1: Create a Position for a Party Planner Exercise Scenario

Brooke wants to manually enter a new party planner position.

The new position is based on the job you created in Lab A: Create a Job, Party Planner. It is a full-time position that is available for assignment today. The party planner is in the Marketing department for operating unit OU_4775. A worker in this position reports to the Marketing Executive position (MA-US-ME).

You cannot complete this lab without completing Lab A: Create a Job.

Task 1: Create a New Position

High Level Steps 1. Create a new party planner position. 2. Set up the details of the new position.

Detailed Steps 1. Create a new party planner position.

a. Click Human resources > Common > Organization > Positions > Positions.

b. In the New group of the Action Pane, click Position. c. Notice that in the Position field, a position ID is already entered. d. In the Job field, select "PartyPlanner (Party Planner)." e. Click Create positions.

2. Set up the details of the new position.

a. In the Department field, select "Sales & Marketing". b. In the Reports to position field, select 000090 (Marketing

Manager, Benjamin Danner). c. In the Position type field, select Full-time. d. In the Available for assignment field, enter today's date.

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Module 2: Organization Setup Exercise 2: Copy a Cashier Position Exercise Scenario

Brooke wants to copy the receptionist position to create two new receptionist positions. The new positions use all the same information that was set up in the original position.

Task 1: Copy a Position

High Level Steps 1. Select the position to copy. 2. Enter the number of copies to make.

Detailed Steps 1. Select the position to copy.

a. Click Human resources > Common > Organization > Positions > Positions.

b. From the Positions list page, select the receptionist position, 000305.

2. Enter the number of copies to make. a. In the New group of the Action Pane, click Copy position. b. In the Number of copies field, enter "2". c. Click Copy. d. A message displays the position numbers for the two new

positions. Close the message.

Organization Reporting You can print reports to review information about jobs, departments, and positions.

Jobs

You can view information about jobs through list pages and reports.

List of Workers in Jobs

To view a list of workers in a job, click Human resources > Common > Organization > Jobs to open the Jobs list page. The list page displays the job code, description, and title. The Positions FactBox on this list page displays all the positions and workers assigned to the job and the Skills FactBox any skills required for the job.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Job Information

To generate a report on job information, click Human resources > Reports > Organization > Job information. The report displays the setup for the selected jobs and the positions and workers assigned to the job. Setup for the job includes the skills, certifications, and education required for the job and the tasks and responsibilities assigned to the job. For the positions, the report displays the position number, worker name, department, and full-time equivalent.

FIGURE 2.1: JOB INFORMATION REPORT SAMPLE

Job Template Information

To generate a report on job templates, click Human resources > Reports > Organization > Job template information. The report displays the setup for the selected job template, including skills, certifications, and education.

FIGURE 2.2: JOB TEMPLATE INFORMATION SAMPLE REPORT

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Module 2: Organization Setup Departments

You can run a number of reports to review information about departments.

Department Hierarchy

To view the department hierarchy, click Human resources > Common > Organization > Departments > Departments hierarchy. The hierarchy displays a graphical representation of how the departments are related to one another, including which departments are under other departments.

FIGURE 2.3: DEPARTMENT HIERARCHY SAMPLE

Departments

To view a list of departments, click Human resources > Reports > Organization > Departments. The report displays a list of the department names, numbers, department manager, and parent department.

FIGURE 2.4: DEPARTMENT SAMPLE REPORT

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Positions in a Department

To view a list of positions within a specific departments, click Human resources > Reports > Organization > Positions by department. For each department, the report displays the name, number, and manager. For each position, the report displays the position number, description, title, worker name, first day the worker was assigned to the position, and the full-time equivalency.

FIGURE 2.5: POSITIONS BY DEPARTMENT SAMPLE REPORT

Workers in a Department

To view a list of workers within a specific department, click Human resources > Reports > Organization > People by department. You must limit the workers by the date they were appointed to the positions in the As of field. If you want the report to include both contractors and workers, select the Include contractors check box. Otherwise the report includes only workers. If you want to group the results of the report by department, select the Group by check box. If you are grouping the report by department, you can use the Filter by department field to select a single department to include in the report.

FIGURE 2.6: PEOPLE BY DEPARTMENT SAMPLE REPORT

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Module 2: Organization Setup Positions

You can view information about positions through list pages and reports.

List Pages for Positions

To view a list of all positions, click Human resources > Common > Organization > Positions > Positions.

To view a list of all open positions, click Human resources > Common > Organization > Positions > Open positions.

To view a list of inactive positions, click Human resources > Common > Organization > Positions > Inactive positions.

Position Hierarchy

To view the position hierarchy, click Human resources > Common > Organization > Positions > Positions. Then click View in hierarchy in the Related information group on the Action Pane. Or to view the hierarchy from the top down, click Human resources > Common > Organization > Positions > Position hierarchy.

Position Budgeting Data Use the forecast positions feature to create a budget for filled and vacant positions and to estimate items such as salary and benefits for each position. You can create budget amounts by budget cycles, account, and dimension. You can also import your forecast data into a budget plan.

You can complete these changes to forecast positions in a temporary environment without affecting your current positions. Changes to your live data do not affect the forecast position based on the live position. If you create a new forecast position without a corresponding live position, a new corresponding live position is automatically created.

Demonstration: Define Budget Purpose Types

This demonstration shows how to create a budget purpose type. To generate a budget forecast, you must provide estimates for position-related items that affect the budget, such as base pay, 401k, and insurance amounts. To avoid entering these items manually for each position, you can create budget purpose types that store these preset values. Budget purpose types contain additional information, such as the legal entity and main account to use. If a budget purpose type will be used by more than one legal entity, it must be defined for each legal entity individually and may have different values defined for each legal entity. Budget purpose types can be assigned to multiple positions.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 For example, you can create a budget purpose type called "life insurance" that automatically calculates 10% of the annual gross compensation for each position to which the budget purpose type is assigned.

Demonstration Steps

1. Create a new budget purpose type. a. Click Human resources > Setup > Budget planning > Budget

purpose types. b. Click New. c. In the Budget purpose type field, enter the name of the budget

purpose type (for example, 401k). d. In the Description field, enter a description of the budget

purpose type (for example, 401k retirement plan).

2. Add a legal entity to the budget purpose type. You can add as many legal entities as needed. a. Click Add to enter a new line to the grid. b. In the Legal entity field, select the legal entity. You can only

enter one line for each legal entity in a budget purpose type. c. In the Main account field, select the main account to which the

budgeted position amount is recorded. d. Enter the amount for the budget purpose type.

Percent field – if the amount is determined by the annual gross compensation, enter the percentage that is used to determine the amount. For example, if you are creating a life insurance budget purpose type and enter "10.00" in this field, a position with an annual gross compensation of 60,000.00 will estimate a net amount of 6,000.00 for life insurance in the budget forecast.

Amount field – if the value is not affected by the annual gross income of the position, enter the fixed amount. For example, you could enter a car allowance of 500.00.

Demonstration: Enter Budget Default for a Position

This demonstration shows how to enter a budget default for a position. The next budgeting cycle is approaching and you must make sure that salary and benefit costs are identified for all filled and vacant positions.

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1. Select positions. a. Click Human resources > Common > Organization >

Positions > Positions. b. Select the position.

2. Define default budget information for a position.

a. In the Maintain group of the Action Pane, click Edit.

Note: If your agency uses personnel actions, you must enter the personnel action information before continuing.

b. Expand the Financial dimensions FastTab. c. In the Annual gross compensation field, enter the annual gross

compensation amount. The annual gross compensation amount is not used directly in the budget forecast. It is only used to calculate other budget values.

Most people have an annual compensation or base pay budget purpose type with 100 percent. Each position has a specific annual compensation in this field, which causes the value of the base compensation line in to fill with 100 percent.

d. In the Currency field, change the currency if it differs from the default value.

e. Click Add to add a budget purpose type to the position. f. In the Budget purpose field, select the budget purpose to apply

to the position. The other fields automatically display the information as it is set up for the budget purpose.

g. Optionally, in the Main account field, you can change the main account to which the budgeted values apply.

h. Optionally, in the Percent or Amount field, you can change the budgeted amount.

Demonstration: Add an Existing Position to the Forecast

This demonstration shows how to add an existing position and change the department so that you can include it in the budget forecast without changing the actual position.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Demonstration Steps

1. Add the existing position as a budget position. a. Click Human resources > Periodic> Budget planning >

Forecast positions. b. In the New group of the Action Pane, click Add existing

positions. c. Select the positions to add. d. Click OK to add the position to the forecast. e. When you receive the message that the position was successfully

added, click Close.

2. Update the new budget position. a. To view the budget position, click Refresh. b. Select the position to edit. c. In the Maintain group of the Action Pane, click Edit. d. In the Department field on the General FastTab, select the

department. e. On the Financial dimenstions FastTab, update the values as they

change for the budget year. The original position is not changed.

You can use position versions to set up a position to change at a certain time. When you enter existing positions to the budget forecast, you can select the version to use as of a certain date.

Demonstration: Create a New Forecast Position

This demonstration shows how to create a new forecast position. If the position you want to enter to the forecast does not already exist, you can create a new one. When you create a new forecast position, a corresponding live position is also created. The new live position has the same position number and you can find it on the Positions list page.

Demonstration Steps

1. Start a new budget position. a. Click Human resources > Periodic > Budget planning >

Forecast positions. b. In the New group of the Action Pane, click Forecast positions. c. In the Job field, select the job that is associated with the position.

The job description, job title, and full-time equivalent (FTE) employment factor are copied from the job to the new forecast position.

d. In the Activation field, enter or accept the default activation date for the position.

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Module 2: Organization Setup e. In the Retirement field, enter the date that the position will be

retired, if known. f. Click Create positions.

2. Enter details about the new budget position. These steps are optional.

a. In the Description field, modify the description of the position. The default description comes from the job description.

b. In the Department field, select the department to which the position belongs.

c. In the Reports to position field, enter a reporting relationship for the position.

d. In the Title field, you can change the default title that was copied from the job.

e. In the Position type field, select the position type. f. In the Full-time equivalent field, you can change the default FTE

that was copied from the job. Changing the FTE on the forecast position does not affect the FTE on the job.

Demonstration: Copy a Forecast Position to a Forecast

This demonstration shows how to copy a forecast position to a forecast. You might need to make additional copies of a position that is already in the forecast. For example, you originally predicted a need for only one position, but now you expect to need two more similar positions for the upcoming year. A corresponding live position is created for each new copied forecast position.

Demonstration Steps

1. Select position budget. a. Click Human resources > Periodic > Budget planning >

Forecast positions. b. Select the budget position to copy.

2. Copy a forecast position to a forecast.

a. In the New group of the Action Pane, click Copy selected. b. In the Number of copies field, enter the total number of copies

that you want to create. c. In the Copy field group, check the information to copy from the

original forecast position to the new forecast positions. d. Click Copy. e. When you receive the message that the positions were

successfully added to the forecast, click Close.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Demonstration: Update Multiple Forecast Positions

Demonstration Steps

1. Update multiple forecast positions. a. Click Human resources > Periodic > Budget planning >

Forecast positions. b. Select the positions to update. c. In the Maintain group of the Action Pane, click Mass update. d. Update the field values.

i. Expand the FastTab that contains the field that you want to update.

ii. Select the check box of the field to update. iii. Select or enter the new value for the field.

e. Click Update.

A message confirms that the update is successful.

Role-Based Security All users must be assigned to at least one security role to access Microsoft Dynamics AX. The security roles that are assigned to a user determine the duties, or actions, that the user can perform and the parts of the user interface that the user can view. The following roles are used in HRM:

• Employee

• Contractor

• Manager

• HR manager

• HR assistant

• Recruiter

• Training and development manager

• Compensation and benefits manager

Employee

The Employee security role represents a worker who is employed by a legal entity.

By default, the Time registration worker security role is a subordinate of this security role. This means that when users are assigned to this security role, they automatically gain access to the duties in the subordinate role, as well.

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Module 2: Organization Setup For example, employees can do the following tasks:

• Maintain employee information on the Enterprise Portal.

• Approve vendor invoices.

• Document and record product receipts.

• Document, approve, and authorize travel expenses.

Contractor

The Contractor security role represents a worker who has a contractor relationship with a legal entity.

By default, the Time registration worker security role is a subordinate of this security role. This means that when users are assigned to this security role, they automatically gain access to the duties in the subordinate role, as well.

For example, contractors can do the following tasks:

• Maintain worker information on the Enterprise Portal.

• Document travel expenses.

Manager

The Manager security role represents a supervisor in a reporting relationship with subordinates.

For example, managers can do the following tasks:

• Set up approval policies for leave of absences.

• Inquire into and respond to inquiries about missing timesheets.

• Maintain employee information on the Enterprise Portal.

• Approve and authorize purchase orders, and respond to status inquiries.

• Maintain, submit, and respond to worker user requests.

HR Manager

The Human resource manager security role represents a user who periodically reviews human resource process performance and enables the human resource process.

For example, HR managers can do the following tasks:

• Approve worker user requests.

• Set up policies for human resource processes, performance processes, and global address book processes.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 • Monitor and analyze processes, such as for absence, case, and

compensation.

• Respond to inquiries about HR issues, such as leave of absences, jobs, positions, employee cases, and training.

• Maintain cases.

• View applicant information.

HR Assistant

The Human resource assistant security role represents a user who documents human resource events and responds to human resource inquiries.

For example, HR assistants can do the following tasks:

• Set up management policies, such as for cases, skills, and workforce.

• Respond to inquiries, such as those about absences, jobs and positions, and payroll.

• Maintain information such as that about cases, jobs, positions, and workers.

Recruiter (Staffing and Development)

The Recruiter security role represents a user who documents recruiting events, responds to recruiting inquiries, and records the financial consequences of recruiting events.

For example, Recruiters can do the following tasks:

• Set up policies for the recruitment process and skill management.

• Maintain applicants, applications, workers, and positions.

• Respond to inquiries such as those about applicants, recruitments, skills.

Training and Development Manager

The Training manager security role represents a user who documents training events, responds to training inquiries, and records the financial consequences of training events.

For example, Training managers can do the following tasks:

• Set up policies about training.

• Respond to inquiries such as those about jobs, positions, and training.

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Module 2: Organization Setup Compensation and Benefits Manager

The Compensation and benefits manager security role represents a user who documents compensation and benefits events, responds to compensation and benefit inquiries, and records the financial consequences of compensation and benefit events.

For example, Compensation and benefits managers can do the following tasks:

• Set up policies for leave of absences, benefits, and compensation.

• Respond to inquiries, such as those about absences, benefits, and compensation.

• Record absences and compensation.

• Monitor and analyze the processes for absences and cases.

Global Address Book With the global address book, you can maintain one address for all records for the same person. The global address book can help you understand the relationships among people and organizations that are associated with your organization. For example, a worker in your organization may also be a vendor.

A party is a person or organization that is either internal or external to your organization. Each party has its own record.

Adding Applicant Information

To enter the address for an applicant, click Human resources > Common > Recruitment > Applicants. Select an applicant, and then click Edit.

On the General FastTab, you can enter a search name in addition to an actual name.

Addresses for the applicant are entered using the Addresses FastTab. Enter contact information for the applicant by using the Contact information FastTab. Use the Personal information tab to enter personal information about the applicant, such as birth date and native language.

Adding Worker Information

To enter the address for a worker, click Human resources > Common > Workers > Workers. Select a worker, and then open the Worker form.

Enter addresses for the worker on the Addresses FastTab. Use the Contact information FastTab to enter contact information for the worker. You do not have to be in Edit mode to enter addresses and contacts information.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 Demonstration: Enter Personal Contacts for a Worker

This demonstration shows how to enter personal contacts for a worker.

Demonstration Steps

1. Select a worker. a. Click Human resources > Common > Workers > Workers. b. Double-click a worker to open the Worker form.

2. Create a new contact.

a. On the Personal information FastTab, click Personal contacts under More information.

b. On the Personal contacts form, click New. c. In the Name field, type the name of the new contact. d. Click Create.

3. Enter information about the contact.

a. In the Relationship field, select the relationship of the contact to the worker.

b. In the General FastTab, select whether an employee is an Emergency contact, Beneficiary, or Dependent.

c. For an emergency contact, select whether the contact is the primary or secondary.

d. To enter identification documents for the contact, in the Action Pane, click Identification.

i. Click New. ii. In the Identification type field, select the type of

identification document. iii. In the Number field, enter the ID number for the

document.

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Module 2: Organization Setup

Module Review Human resources is based on positions. Positions are specific instances of a job.

You can use Human Resource Management in Microsoft Dynamics for the following:

• Creating jobs.

• Creating positions.

• Maintaining positions.

• Reviewing lists and reports of information about jobs, positions, and departments.

• Budgeting positions.

• Defining HRM security roles.

• Recording addresses for workers and applicants.

Test Your Knowledge

Test your knowledge with the following questions.

1. Positions are individual instances of a job.

( ) True

( ) False

2. How do job and position data work together?

( ) Jobs and positions do not share any data.

( ) All the information from a job is copied to a position created for the job.

( ) All the information from a position is copied to a job created for the position.

( ) Some values from the job are copied to the position and are editable, but other values remain on the job and are referenced by the position.

( ) Some values from the position are copied to the job and are editable, but other values remain on the position and are referenced by the job.

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 3. What is the purpose of personnel actions?

( ) Assign a worker to a position.

( ) Record changes to positions and creation of new positions.

( ) Faster position entry.

( ) All of the above.

( ) None of the above.

4. Personnel actions affect all your work in Human Resource Management.

( ) True

( ) False

5. How does position budgeting work with real positions?

( ) Position budgeting is completely separate from positions.

( ) Position budgeting is a sandbox to refine a position budget with separate live copies of all positions.

( ) Position budgeting works directly with live positions.



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Module 2: Organization Setup

Test Your Knowledge Solutions

Module Review and Takeaways

1. Positions are individual instances of a job.

(√) True

( ) False

2. How do job and position data work together?

( ) Jobs and positions do not share any data.

( ) All the information from a job is copied to a position created for the job.

( ) All the information from a position is copied to a job created for the position.

(√) Some values from the job are copied to the position and are editable, but other values remain on the job and are referenced by the position.

( ) Some values from the position are copied to the job and are editable, but other values remain on the position and are referenced by the job.

3. What is the purpose of personnel actions?

( ) Assign a worker to a position.

(√) Record changes to positions and creation of new positions.

( ) Faster position entry.



4. Personnel actions affect all your work in Human Resource Management.

( ) True

(√) False

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Human Resource Management in Microsoft Dynamics® AX 2012 R2 5. How does position budgeting work with real positions?

( ) Position budgeting is completely separate from positions.

(√) Position budgeting is a sandbox to refine a position budget with separate live copies of all positions.

( ) Position budgeting works directly with live positions.



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ax2012_enus_hrm_ process

Documents

organization departments

organization setup departments

workers position

job type jobs

types of jobs

examples of departments

types of organization

role type jobs