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TRANSCRIPT
Microsoft Dynamics AX 2012 R3
Solution Demo
Human Resources : FMLA (USMF)
Last Updated: October 2014
3 Microsoft Dynamics AX 2012 R3 | Solution Demo: Human Resources: FMLA | Last Updated: October 2014
Table of Contents Demo Overview ................................................................................................................................................................................................. 4
Introduction .................................................................................................................................................................................................... 4
Target Audience ............................................................................................................................................................................................ 4
Demo Scenario .............................................................................................................................................................................................. 4
Background ................................................................................................................................................................................................ 4
Problems this demo addresses ........................................................................................................................................................... 4
Purpose of demo (solutions to pains, benefits, value proposition) ...................................................................................... 4
List of Personas ......................................................................................................................................................................................... 5
Demo Pre-steps ................................................................................................................................................................................................. 5
Demo Step-by-Step ......................................................................................................................................................................................... 6
Conclusion ........................................................................................................................................................................................................ 23
Glossary and Additional Background Content ................................................................................................................................... 23
Disclaimer ......................................................................................................................................................................................................... 24
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Demo Overview
Introduction
This document and its included script will introduce you to the new Family Medical Leave Act (FMLA)
features included in Microsoft Dynamics AX 2012 R3 Cumulative Update 8.
When you complete this document and demo script you will be able to:
• Describe how AX 2012 R3 CU8 provides the ability to administer FMLA leaves through case
functionality.
• Set up FMLA so that cases can be administered in the system.
• Understand how to determine FMLA eligibility.
• Create FMLA cases.
• Add time to approved FMLA cases either manually or through payroll integration.
• Report on FMLA cases and the time applied against them.
• Discuss how the Human Resources (HR) enhancements provide flexibility during various
processes.
Target Audience
The included script should be used to demonstrate the value of Microsoft Dynamics AX 2012 R3 CU8 to
Human Resources managers.
The managers that you are presenting to will find value in this script if they are challenged with:
• Administering FMLA
• Tracking and communicating time applied to FMLA leaves
Demo Scenario
Background
Currently Dynamics AX does not provide the ability to administer FMLA. By adding this functionality we
can simplify the tracking and administration of FMLA cases.
Problems this demo addresses
Currently in AX:
Determining FMLA eligibility for a worker can be difficult, because you need to look at not only his or
her length of employment but also the hours worked in the previous year.
Managing FMLA cases throughout the review process can be confusing.
Tracking hours toward an FMLA case is labor-intensive.
Reporting on FMLA cases and hours taken can be time-consuming.
These are very time-consuming and error-prone tasks.
Purpose of demo (solutions to pains, benefits, value proposition)
The creation of FMLA administration within AX provides new functionality, including:
Managing eligibility and available hours for FMLA, and ensuring compliance with federal statutes
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Creating and approving FMLA cases
Tracking the hours that must be applied to an FMLA case
Reporting on FMLA cases and hours taken
The following are key benefits of FMLA:
Simplify the determination eligibility and the available hours for FMLA – FMLA
functionality tracks the length of employment and hours worked, to ensure that eligibility
is in compliance not only with federal mandates, but also any additional parameters set by
the organization.
Simplify the tracking and administration of FMLA cases – Because FMLA cases can now
be entered directly into the system, it is easier to review the status of the case, manage
expected documents, and track hours related to the leave.
List of Personas
Human Resources Manager (Claire): Human Resources Managers manage the needs of a
company's employees. They develop and manage areas such as employment programs, salary
compensation, job evaluations, benefits, and training programs. Human Resources Managers
struggle with obtaining information to make decisions, managing change, and maintaining
employee data by using a manual process.
Compensation and Benefits Manager (Jodi): Jodi conducts compensation and benefit analysis
and administers the benefit plans.
FMLA Administrator: The FMLA Administrator is responsible for the overall management and
processing of FMLA. Because this is not a full-time position, FMLA Administrator is a role that will
be added on to an existing position.
Demo Pre-steps
1. Make sure that the virtual machine (VM) is running and that you have logged on. This script was
written to work with the AX 2012 R3 CU8 VM.
2. All users are in the CONTOSO domain and the password is “pass@word1”. So if you are to log on
as Admin, then you would use CONTOSO\Admin with the password as pass@word1.
3. The script has been written to minimize role changes, and the role changes are called out in the
following script.
4. As a System Administrator (SysAdmin role), the FMLA Case category has already been added with
Category type = FMLA, and the Case category type security has been set up to allow Jodi, the
Compensation and Benefits Manager, to access the FMLA case category in the Organization
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Administration module.
Demo Step-by-Step
Jodi sets up FMLA administration
Jodi has already worked with system administrators at her company to create FMLA cases by using the Case
categories and Case category type security forms, and now she needs to set up FMLA parameters so
Contoso can begin using the FMLA functionality.
1. Log on as Admin.
2. Open Microsoft Dynamics AX 2012.
3. Open Human resources > Area
page.
4. Go to Setup > Human resource
parameters.
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5. In the Human resource parameters
form, click FMLA in the left-hand
navigation.
6. In the Set up FMLA form, notice the
default values in the FMLA eligibility
requirements section. Make the
following change:
Hours worked: 1500
Press the Tab key to move out of the
field. Notice that the field is
validated, to ensure that you do not
increase the values above what is
stipulated in the FMLA regulations.
Because it is more than what is
allowed, the field will revert to the
default value.
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7. The FMLA entitlement section
contains the Standard and Military
leave allocations, and the leave
calendar.
For the Standard hours field,
decrease the value to 200, and tab
off the field.
8. Press the Tab key to move out of the
field. Notice that the field is
validated, to ensure that you do not
decrease the values below what is
stipulated in the FMLA regulations.
Because it is less than what is
allowed, the field will revert to the
default value.
Similar validation exists on other
fields in the form.
9. For our purposes, the Leave
calendar has been set to Rolling 12-
month period measured
backwards.
10. Click Close.
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11. If the Payroll configuration key is
enabled, you also need to identify the
earning codes that will automatically
reduce the FMLA time when used in
earning statements.
Go to Payroll > Setup > Earnings >
Earning codes.
12. Select the FMLA earning code, and
on the General FastTab, select the
Reduce remaining FMLA time
check box.
13. Click Close.
The setup steps are now complete. Next, we will determine FMLA eligibility for a worker.
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Jodi determines FMLA eligibility for a worker
Jodi wants to identify whether a worker would be eligible for FMLA leave based on a request that she
received from the worker. If the worker is eligible, Jodi will identify the number of hours the worker
could take for FMLA leave, based on the annual allocation and any prior FMLA leaves the worker
might have taken.
14. Log on as Admin.
15. Open Microsoft Dynamics AX 2012.
16. Open Human resources > Common
> Workers > Workers.
17. Select the row that contains worker
Aaren Ekelund.
18. On the Action Pane, in the Related
Information group, click
Employment > FMLA eligibility.
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19. In the FMLA eligibility form, enter
the following setting:
Effective: Today’s date
20. Click Calculate.
21. The FMLA eligibility form updates
to provide the estimated hours
worked and length of employment as
of the date specified. The FMLA
Administrator can use this to identify
eligibility. In addition, the estimated
Standard and Military hours that
would be available on that date are
shown based on any previous FMLA
leave taken in the current leave
calendar.
22. Jodi can enter additional dates as
needed, and can communicate this to
the worker.
23. Click Close.
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24. Alternately, you can access the FMLA
eligibility calculator as follows:
Go to Human resources >
Common > Workers >
Workers.
Double-click the row that
contains worker Alicia
Thornber on the left
navigation, and then click
FMLA eligibility.
Jodi can now communicate the available hours to the worker, based on the leave type requested (Standard
or Military).
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Jodi creates an FMLA case for a worker
Jodi is ready to create an FMLA case based on the information received from a worker and the
worker’s physician. She has reviewed the request and determined that it is valid. Jodi will now enter
the FMLA case into the system.
1. Log on as Admin.
2. Open Microsoft Dynamics AX 2012.
3. Open Human resources > Common
> Workers > Workers.
4. Select the row that contains worker
Aaren Ekelund.
5. On the Action Pane, in the Maintain
group, click New FMLA case.
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6. Confirm that the following fields
reflect the following:
Name: Aaron Ekelund
Case category: FMLA
Category type: FMLA
Status: Opened
7. At the bottom of the New case form,
click Create to create the FMLA case.
8. The case form opens, and the
information pertaining to FMLA and
the worker’s personal information
appears. On the Action Pane, click
Edit to modify the form.
10. On the General FastTab, under FMLA
leave request, make the following
modifications:
Reason: Maternity or paternity for
the birth of a child
Leave start date: 1/5/2015
Estimated leave end date: 3/1/2015
Approved hours: 150.00
Approved check box: Selected
Note: The Eligibility section provides all
of the information needed for Jodi to
determine eligibility and available hours.
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11. On the Certifications FastTab, click
Add to add a line, and then enter the
following information:
Requested date: 12/15/2014
Date sent: 12/16/2014
Due date: 12/30/2014
Date returned: 12/26/14
Valid certificate: Yes
12. On the Associated leave FastTab,
click Add to add a line, and then
select the leave that has the Leave
type of Sick. This identifies that the
FMLA request is associated with the
existing sick leave.
13. If, at any time, the hours worked or
dates of the FMLA leave are changed,
click Recalculate eligibilty on the
Action Pane to refresh the leave with
the current information for the
worker.
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14. Click Close to save and close the
form.
15. Alternatively, you can create an FMLA
case as follows:
Go to Human resources >
Common > Workers >
FMLA cases.
When the page opens, click
the New case button on the
Action Pane.
The FMLA case has now been created and approved. As hours are taken by the worker, they can be applied
toward the FMLA case
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Jodi adds FMLA related hours to an FMLA case
In this scenario, an FMLA leave case has been created and approved. As the worker uses time toward
the FMLA leave, Jodi adds hours to the case manually. In an alternate scenario, we see how this would
work if Contoso was using the integrated payroll solution.
Jodi has already created the FMLA case for the worker, determined eligibility, and approved the hours
for the FMLA case. As hours are taken away from work for the qualifying leave, they must be recorded
against the existing FMLA case.
1. Log on as Admin.
2. Open Microsoft Dynamics AX 2012.
3. Open Human resources > Common
> Workers > FMLA cases.
4. Double-click the row that contains
worker Aaren Ekelund.
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5. On the Action Pane, click FMLA
hours.
6. The FMLA hours form opens and
you can see the details for the hours
taken to date, and the hours
remaining for that specific case.
7. On the Action strip, click Add line,
and then enter the following
information:
Earnings date: 1/15/2015
Hours taken: 8
8. Notice that the Source of the entry is
set to Manual, and that you can add
any notes that are relevant to the
case, and additional lines as needed.
9. Click Close to close the form.
Note: When you tab off the line, you can
see that the remaining hours are
updated based on the hours that have
been entered against the case.
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10. If the Payroll configuration key has
been turned on, hours will be added
automatically as earning statement
lines are released.
Note: This applies to any hours set
against earning codes that have been
configured to reduce FMLA time.
11. Additionally, you can view the hours
taken for all FMLA cases for a worker.
Go to Human resources > Common
> Workers > Workers.
12. Select the row that contains worker
Aaren Ekelund.
13. On the Action Pane, in the Related
Information group, click
Employment > FMLA hours.
14. The FMLA hours form appears, with
information about all FMLA cases for
the worker.
15. Click Close to close the form.
Jodi has added hours to the FMLA case and can easially track the hours that are remaining for the case.
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Jodi runs a report of FMLA hours taken
In this scenario, the Compensation and Benefits Manager runs a report to obtain information about approved
FMLA leave within a specific time period. Follow the steps below to understand the process.
1. Log on as Admin.
2. Open Microsoft Dynamics AX 2012.
3. Open Human resources > Area
page.
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4. Go to Reports > Workers > FMLA
leave taken.
5. Enter the following parameters:
From date: 1/1/2010
To date: Today’s date
6. Click OK to run the report.
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7. The FMLA leave report opens and
you can see all of the FMLA leaves for
the specified timeframe. The case ID
provides a link back to the FMLA
case.
8. Click Close to close the report.
Note: This report is available to multiple
HR roles, but the reason for the leave is
available only to the FMLA Administrator
role.
Jodi has run the FMLA leave report and now has all of the information she needs.
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Conclusion
This demonstration has walked you through the major capabilities of the new FMLA Administration feature.
This feature provides you with the following functionality:
Setting up the leave calendar and annual FMLA hour entitlements for the organization
Providing the information required to determine FMLA eligibility for workers
Creating and managing FMLA leave cases
The ability to manually record hours taken against an approved FMLA leave
Integration with payroll to have the system automatically record hours taken against an
approved FMLA leave
Reporting on FMLA leave and on hours taken for a specified time frame
Glossary and Additional Background Content
The following list of terms and resources are provided if you are unfamiliar with this functional domain:
• Worker: An internal party (person). A worker is hired to work for a company, organization, or legal entity,
and can be an Employee or a Contractor.
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Disclaimer
© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista, Microsoft Dynamics
and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other
countries. Other names and brands may be claimed as the property of others.
The information herein is for informational purposes only and represents the current view of Microsoft
Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it
should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the
accuracy of any information provided after the date of this presentation.
Sample code included in this presentation is made available AS IS. THE ENTIRE RISK OF THE USE OR THE
RESULTS FROM THE USE OF THIS CODE REMAINS WITH THE USER.
MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE
INFORMATION IN THIS PRESENTATION. NO LICENSE, EXPRESS OR IMPLIED, BY ESTOPPEL OR
OTHERWISE, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED BY THIS PRESENTATION.
Microsoft products are not intended for use in medical, life-saving, or life-sustaining applications.
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