Global Human Resources: Foundation Training Workbooklearning.infor.com/production/vLab/HCM/TM/IEN0007F/IEN0007F.pdf · Global Human Resources: Foundation Training Workbook 7 ... Global

Global Human Resources: Foundation Training Workbook

Global Human Resources March 7, 2016

Course code: 01_0641100_IEN0007_TAM

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Table of contents About this workbook .................................................................................................................................. 6 Course overview ........................................................................................................................................ 7 Course description and agenda ................................................................................................................ 8

Lesson 1: Introduction to Global Human Resources ............................................................................ 11 Overview of Global Human Resources ................................................................................................... 12 Components of Infor TM .......................................................................................................................... 14 Core modules .......................................................................................................................................... 16 Primary roles using Global HR ................................................................................................................ 17 Overview of organization units and structure .......................................................................................... 18 Overview of resource components .......................................................................................................... 19 Check your understanding....................................................................................................................... 20

Lesson 2: The user experience ............................................................................................................... 21 Infor Rich Client ....................................................................................................................................... 22 Spaces in the Infor Rich Client ................................................................................................................ 32 Check your understanding....................................................................................................................... 37

Lesson 3: Benefits Administration .......................................................................................................... 38 Overview of Benefits Administration ........................................................................................................ 39 Benefits Administration application interfacing with other Infor Lawson applications ............................. 42 Overview of defining a benefit plan ......................................................................................................... 44 Check your understanding....................................................................................................................... 51

Lesson 4: Absence Management ............................................................................................................ 52 Overview of Absence Management ........................................................................................................ 53 Absence Management application interfacing with other Infor Lawson applications .............................. 54 Plan structure - key components ............................................................................................................. 56 Process flow ............................................................................................................................................ 58 Overview of defining an absence plan .................................................................................................... 59 Check your understanding....................................................................................................................... 64

Lesson 5: Employee Relations ................................................................................................................ 65 Overview of Employee Relations ............................................................................................................ 66 Creating a disciplinary action................................................................................................................... 68 Check your understanding....................................................................................................................... 71

Lesson 6: Position Budget Management ................................................................................................ 72 Overview of Position Budget Management ............................................................................................. 73 Defining a position budget plan ............................................................................................................... 74 Check your understanding....................................................................................................................... 78

Lesson 7: Occupational Health ............................................................................................................... 79 Overview of Occupational Health ............................................................................................................ 80 Roles in Occupational Health .................................................................................................................. 81 Defining health component types and health components ..................................................................... 82 Check your understanding....................................................................................................................... 86

Lesson 8: Employee Safety...................................................................................................................... 87 Overview of Employee Safety ................................................................................................................. 88 Roles in Employee Safety ....................................................................................................................... 89 Reporting a safety incident ...................................................................................................................... 91 Check your understanding....................................................................................................................... 94

Lesson 9: Overview of security in Global HR ........................................................................................ 95 Overview of Infor Java Framework security ............................................................................................ 96 Security terminology ................................................................................................................................ 97 Security structure ..................................................................................................................................... 98 Actors ..................................................................................................................................................... 100 Security roles ......................................................................................................................................... 101 Security class organization .................................................................................................................... 102

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Naming conventions .............................................................................................................................. 103 Check your understanding..................................................................................................................... 105

Lesson 10: Overview of Configuration Console .................................................................................. 106 Overview of Configuration Console ....................................................................................................... 107 Purpose and benefits ............................................................................................................................. 109 Terminology ........................................................................................................................................... 110 Check your understanding..................................................................................................................... 111

Lesson 11: Configuring and personalizing in Global HR ................................................................... 112 Overview of personalization .................................................................................................................. 113 Personalizing a list ................................................................................................................................. 114 Overview of configuration ...................................................................................................................... 118 Check your understanding..................................................................................................................... 122

Lesson 12: Overview of Global HR interfacing with other systems .................................................. 123 Overview of Global HR interfaces ......................................................................................................... 124 Data export to Lawson S3 HRM ............................................................................................................ 125 Data import from Lawson S3 HRM ........................................................................................................ 126 Check your understanding..................................................................................................................... 127

Lesson 13: Preparing for the Global HR implementation ................................................................... 128 Global HR implementation planning ...................................................................................................... 129

Course summary ..................................................................................................................................... 131 Course review ........................................................................................................................................ 132

Appendix .................................................................................................................................................. 137 Appendix A: Employee assignment ....................................................................................................... 138 Appendix B: Exercise data reference .................................................................................................... 139 Appendix C: Benefits interfaces ............................................................................................................ 140 Appendix D: Absence Management interfaces ..................................................................................... 144

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6 Course introduction © 2017 Infor Education

About this workbook

Welcome to this Infor Education course! We hope you will find this learning experience enjoyable and instructive. This Training Workbook is designed to support the following forms of learning:

Classroom instructor-led training

Virtual instructor-led training

Self-directed learning

This Training Workbook is not intended for use as a product user guide.

Activity data

You will be asked to complete some practice exercises during this course. Step-by-step instructions are provided in this guide to assist you with completing the exercises. Where necessary, data columns are included for your reference.

Your instructor will provide more information on systems used in class, including server addresses, login IDs, and passwords.

Symbols used in this workbook

Hands-on exercise (“Exercise”)

For your reference

Instructor demonstration (“Demo”)

Your notes

Can be used for either “Scenario” or “Discussion”

Question

Note

Answer

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Global Human Resources: Foundation Training Workbook 7 © 2017 Infor Education

Course overview

Reference materials

Global Human Resources reference materials are available from the following locations:

Talent Management Help menu

Infor Xtreme®

Course duration

16 hours

Learning objectives

Upon completion of this course, you will be able to:

Describe Global Human Resources (Global HR) and the components that make up Global HR.

Identify the core modules in Global HR.

Describe how to navigate the Infor Rich Client.

Describe the function, purpose, and use of the Benefits Administration application in Global HR.

Describe the function, purpose, and use of the Absence Management application in Global HR.

Describe how Employee Relations is used in Global HR.

Describe how Position Budget Manager is used in Global HR.

Describe how Occupational Health is used in Global HR.

Describe how Employee Safety is used in Global HR.

Describe how security is used in Global HR.

Explain the function, purpose, and benefits of Configuration Console in Global HR.

Describe how to configure and personalize in Global HR using Configuration Console.

Describe how data is imported and exported from Global HR to Lawson S3 Human Resource Management (HRM).

Describe the key activities for planning a Global HR implementation.

Audience Customer user

Partners

Employees

System requirements v11 Talent Management Training Environment

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Course description and agenda

This course introduces Global Human Resources (Global HR) and its components. Included is an overview of each of the core modules, their purpose and benefits, and how each module is used; format and navigation of the Infor Rich Client; an introduction to personalizing and configuring components in Global HR; an overview of security in Global HR; and an introduction to how Global HR interfaces with other systems. The course concludes with a discussion of the key activities that need to be completed prior to a Global HR implementation.

This course is a prerequisite requirement for the Global HR: v11 Configuring and Administering Global Human Resources course.

This training is for versions: 11.x and higher.

Prerequisite knowledge

To optimize your learning experience, Infor recommends that you have the following knowledge prior to attending this course:

Knowledge of your organization’s HR structure

Familiar with your organization’s HR processes and day-to-day HR operations

Familiarity with Landmark technologies is helpful but not required

Lesson Lesson title Learning objectives Day

Course overview Review course expectations. 1

Lesson 1 Introduction to Global Human Resources

Define Global Human Resources (Global HR).

Explain how Global HR is used within an organization.

Describe the purpose and benefits of Global HR.

List the components of Infor Talent Management (TM).

List the core modules within Global HR.

Describe the primary roles that use Global HR.

1

Lesson 2 The user experience

Describe the features of the Infor Rich Client.

Explain how to access the Infor Rich Client.


Explain how to access and use the Manager space.

Explain how to access and use the Employee space.

Describe the typical tasks completed by managers and employees using the spaces.

1

Lesson 3 Benefits Administration

Define Benefits Administration.

Explain how the Benefits Administration application interfaces with other Infor Lawson applications.

Describe the Benefits Administration process flow.

Describe the essential information for defining a benefits plan.

1

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Lesson 4 Absence Management

Define Absence Management.

List the key components of an absence plan.

Explain how the Absence Management application interfaces with other Infor Lawson applications.

Describe the process flow for setting up an absence plan.

Describe the information needed when defining an absence plan.

1

Lesson 5 Employee Relations

Define Employee Relations.

Describe the process flow for Employee Relations.

Define the Employee Relations components.

Describe how to create a disciplinary action.

1

Lesson 6 Position Budget Management

Define Position Budget Management.

Describe the roles available for Position Budget Management.

Describe how to define a position budget plan.

1

Lesson 7 Occupational Health

Describe how organizations administer Occupational Health.

Identify the roles used in Occupational Health.

Describe how to define a health component type and health component.

2

Lesson 8 Employee Safety Describe how organizations administer Employee Safety.

Describe the various roles and how organizations use these roles in Employee Safety.

Describe how to report a safety incident.

2

Lesson 9 Overview of security in Global HR

List the purpose and benefits of security in Global HR.

Define security terminology.

Describe the Infor Java Framework security structure.

Describe how security classes are organized.

Explain the Infor Java Framework naming conventions.

2

Lesson 10 Overview of Configuration Console

Describe the function, purpose, and benefits of Configuration Console.

Define basic Configuration Console terminology.

2

Lesson 11 Configuring and personalizing in Global HR

Describe the components that can be personalized.

Describe how to personalize a list by changing the order of a list.

Describe how to personalize a list by adding fields to a list.

List the configurable application components.

Describe how to configure a form by adding a user field.

2

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Lesson 12 Overview of Global HR interfacing with other systems

Describe how data is exported from Global HR to Lawson S3 HRM.

Describe how data is imported from Lawson S3 HRM to Global HR.

2

Lesson 13 Planning for the Global HR implementation


2

Course summary Debrief course. 2

Appendices

There are appendices at the end of this Training Workbook that you may find useful. They contain information that is not part of the instructional content of this course but provide additional related reference information.

Appendix Appendix title Content description

Appendix A Employee assignment

Appendix A provides learners with their log in credentials.

Appendix B Exercise data reference

Appendix B is a tool for the learner to write down any exercise data.

Appendix C Benefits interfaces Appendix C provides detailed information on how to export data from Global HR Benefits to Infor HRM for Payroll and import data from Infor HRM - Payroll into Global HR Benefits using Infor Process Server (IPS) processes.

Appendix D Absence Management interfaces

Appendix D provides detailed information on how to export from and import into Absence Management using IPS processes.

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Lesson 1: Introduction to Global Human Resources

Estimated time

1 hour

Learning objectives

After completing this lesson, you will be able to:

Define Global Human Resources (Global HR).

Explain how Global HR is used within an organization.

Describe the purpose and benefits of Global HR.

List the components of Infor TM.

List the core modules within Global HR.

Describe the primary roles that use Global HR.

Topics Overview of Global Human Resources

Components of Infor TM

Core modules

Primary roles using Global HR

Overview of organization units and structure

Overview of resource components

Check your understanding

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12 Lesson 1: Introduction to Global Human Resources © 2017 Infor Education

Overview of Global Human Resources

Global Human Resources (Global HR) is the system of truth about your organization. Global HR is about the people who make up your organization, the work they do, and how they do it.

Global HR is the core human resource module. Global HR encompasses the functions that enable you to set up your organization structure and rules and maintain resource data. Global HR is the first application you must use when setting up and configuring your system.

Global HR is the organization and person record and has all the prerequisite structures to manage a workforce. This includes:

Reporting structure and hierarchies

Manager structure and hierarchies

Skills, credentials, and licenses

Employment history

Competence profiles

Jobs and positions

Work assignments

Global HR has core human resources modules to help manage benefits, absence, position budgets, occupational health, employee safety, time entry, and employee relations.

Global HR provides for user interaction through role-based processes, self-service capabilities and mobile accessibility.

As a global system, Global HR supports organizations and people around the world through localization functionality and configurability.

Through its flexible foundation, Global HR provides the ability to configure and personalize fields, forms and menus, tailor the user experience, and code customizations in other products.

Global Human Resources

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Purpose and benefits

Global HR provides an organization’s workforce and leaders a greater insight and a smarter way to manage daily activities to enhance business operations. Global HR has the following benefits:

Allows organizations to know everything about their people and processes that surround them

Provides a model for what “good looks like” through its competency framework

Helps to manage budget variances through position budgeting

Drives compliance and manages risk through health and safety

Tracks and mitigates issues through employee relations

Extends work beyond the desk through mobile functionality

Automates routine administrative tasks

Easily tracks and manages employee information

Makes a workforce more self-sufficient

Resource system of record (SOR)

As the resource system of record (SOR), Global HR is the system of truth for core employee data.

The SOR is the source of employee data, identified as the core human resource record.

The SOR is the primary point of entry for the creation and maintenance of core employee information.

Data is passed to other systems that require particular employee information.

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Components of Infor TM

Infor TM is an integrated suite of products within Global HR that provides the tools to manage human resources from recruiting to hiring, salary awarding, and performance assessment.

The following table describes the components of Infor TM.

Component of Infor TM

Description


Global Human Resources is the core application of the Infor TM Suite. It is required if your organization is going to use any of the other applications included in the Infor TM.

Global HR is where you set up your organization and resource data. All the other applications make use of the data defined in Global HR.

Talent Acquisition Talent Acquisition manages the external and internal recruitment process from the time a requisition for a position is created to the point when a candidate is hired and processed through onboarding. It includes defining, managing and approving staffing requisitions, posting job openings to multiple job boards, matching candidates to jobs, coordinating the assessment, interviewing, and hiring process, and onboarding new hires.

This is an optional component of Infor TM.

Compensation Management

Compensation Management provides a comprehensive solution for managing salary planning and administration. It allows you to align compensation programs with corporate objectives. Compensation Management also supports variable pay, complex salary structures, and rate progression rules. It also offers employees visibility into their total rewards.


Performance Management

Performance Management combines performance assessment, data collection, and ongoing goal management. It is used for workforce planning, succession management, expanded learning and development, and total reward management.


Goal Management Goal Management is closely integrated with Performance Management, Compensation Management, and Development Planning. It is used to set up goal components and to define strategic (organizational) goals for organization units that resource goals can be aligned to. Goals can be incorporated in resource performance reviews and associated with development activities. Goal Management also supports bonus objectives used in Compensation Management.

This is an optional component of TM.

Development Planning

Development Planning manages the development activities for the resources in an organization. It provides automated tools to align organization and personal development goals with development activities, helps to prepare and implement the organization's development plans and budgets, helps to maintain centralized information on development activity providers, contracts, and instructors, helps to build a catalog of available

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Component of Infor TM

Description

development activity sessions, and helps to manage session registrations


Succession Management

Succession Management shares a common competency and skill infrastructure with other applications with the goal of assisting organizations in the management of talent. It includes both position-based succession management and high potential individual-focused talent management. Succession Management uses a single flexible competency hierarchy, which utilizes industry-leading and/or customer-defined competency models to support all talent management processes.


Although, technically Global HR exists independently, it is required for all Infor TM components and is therefore listed in the above table.

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Core modules

In addition to the Core HR capabilities of Global HR including the organization, currency and general person record, Global HR incorporates key human resources modules. The following table describes these core modules.

Module Description

Benefits Administration

Benefits Administration is a core human resources module. It helps to track employee, retiree, and Consolidated Omnibus Budget Reconciliation Act (COBRA) participant benefits.

Absence Management

Absence Management is a core human resources module. It integrates to payroll allowing for the ability to balance and control payment within a

single absence plan.

Position Budget Management

Position Budget Management is a core module within Global HR. It helps to track the impact of resource movement against budgets and track the resource movement against the planned budget through hiring requisitions and employment life cycles to automatically monitor a position budget.

Employee Relations

Employee Relations is a core module within Global HR. It helps to streamline employee relations processes by improving accessibility of information, reducing the time and effort of mitigating issues, and managing grievances by replacing paper-based processes.

Occupational Health

Occupational Health is a core module within Global HR. It helps organizations stay compliant by regulating costly workplace issues through the administration of workforce health programs.

Employee Safety Employee Safety is a core module within Global HR. It helps organizations stay compliant by regulating costly workplace issues through the administration of workforce safety programs.

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Primary roles using Global HR

The following table describes the primary roles that use Global HR.

Role Description

Administrator The administrator role can be a super user who has access to the entire Infor TM Suite or an HR administrator who has access only to the Global HR setup.

Direct manager The direct manager role has a manager view of the resources that report directly to him or her. A manager must be defined as such in the manager structure.

Indirect manager The indirect manager role can be any manager defined in the manager structure. Typically, an indirect manager is assigned for a specific project or part of a resource’s work assignment.

Employee/Resource All employees have access at a minimum to the employee view, which lets them check their own data and apply for internal positions. Non-employee resources may or may not have access to the employee view, depending on their security.

Position budget manager

The position budget manager role defines all position plans and budget control rules. The position budget manager may also define and update all budgets, monitor budgets, and approve (or reject) requests for budget variances.

HR generalist The HR generalist role is responsible for the day-to-day processing in Global HR.

Benefits administrator

The benefits administrator role is responsible for setting up, managing, and processing benefit plans.

You will learn about additional roles that use the various modules within Global HR as we progress through the course.

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Overview of organization units and structure

Organization units are the components that comprise an organization. They are the building blocks that define the structure of your organization within Global HR. Each organization can represent a business unit, a geographical office location, a department within an office, or any other component of your business. You can create an unlimited number of organization units to represent the components of your business.

Organization units are arranged in an organization structure. When you create an organization unit, you must specify another organization unit to which it reports. This "reports to" relationship is used to define the organization unit's position within the organization structure.

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Overview of resource components

A resource is a person who has a relationship with the organization. You define the resource relationships when you set up your organization, and then assign those relationships to resources as they are added. Resources can be:

Employees

Volunteers

Contractors

Seasonal workers

Retirees

External recruiters

External instructors

When you define your organization's structure, you determine certain global resource rules such as:

Whether the application assigns employment IDs

What is the starting employment ID

Whether duplicate personal identification numbers (not employment IDs) are allowed

You define resource components to establish each resource's relationship to the organization and maintain the resource information that your organization needs to track.

The following information is required for resource setup:

Given and Family name

Home country

Relationship to organization

Relationship status

Start date

Core resource details

Some of the core information stored on a resource record includes:

Employee details

Work assignment – details about the resource’s work

Contacts – phone numbers, email, pager, instant messaging, etc.

Addresses - mailing, payroll

Identification numbers

Alternate identification numbers

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What is Global Human Resources?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

List four benefits of using Global HR.

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

4. ____________________________________________________________________

List four core modules in Global HR.

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

4. ____________________________________________________________________

Match the role on the right with its description of how it uses Global HR on the left. The possible roles are: direct manager, administrator, HR generalist, employee.

Description Role

Responsible for the day-to-day processing in Global HR

Can apply for internal positions and check his or her own data

Has a view of the resources that report directly to him or her

Has access to the entire Infor TM Suite or only to the Global HR setup

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Lesson 2: The user experience

Estimated time

1½ hours

Learning objectives


Describe the features of the Infor Rich Client.

Explain how to access the Infor Rich Client.


Explain how to access and use the Manager space.

Explain how to access and use the Employee space.

Describe the typical tasks completed by managers and employees using the spaces.

Topics Infor Rich Client

Spaces in the Infor Rich Client


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22 Lesson 2: The user experience © 2017 Infor Education

Infor Rich Client

The Infor Rich Client is the integrated desktop (also called "canvas") provided with your Infor Landmark applications. It is the primary user interface (UI) for human resources personnel to access the Infor TM applications to:

Build and maintain infrastructure such as organization or jobs.

Enter and process actions.

View and analyze data through inquiry and reports.

The Infor Rich Client gives you additional tools to interface with the Landmark application you are working on, as well as a way to link directly to other applications or documents you may need to use while you are working on the applications.

When you log in to the Infor Rich Client, you are also logging in to your Landmark application. A user name and password are needed.

Features

The Infor Rich Client has the following features:

Thumbnail versions of open application forms at the top of the page without cluttering your working area

The ability to create shortcuts from any application forms that can be retained on your space when you leave the application

The ability to create shortcuts to documents on your computer, to URL addresses, and/or to external applications (such as Microsoft® Word® or Microsoft® Excel®)

The ability to create shortcut groups, one of which can be designated as a startup group (which causes any external applications and application forms in the group to automatically open at startup)

The ability to locate forms in the application by typing a name or partial name

The ability to set an As Of Date to view application data as of a past, current, or future date

The ability to detach graphics from application forms and keep them on your Infor Rich Client canvas where they continue to be updated in real time and interact with the application

The ability to create other Infor Rich Client spaces (up to a total of four spaces) and switch back and forth between spaces

The ability to configure your Infor Rich Client spaces with regards to font size, animations, and how many windows can be open at any time

The ability to save customized application forms in folders

The ability to view the progress of action requests and scheduled activities

The ability to write notes to yourself and retain the notes when you exit the application

Other tools include a calculator, a clock (with the ability to have multiple clocks for multiple time zones), a slide show of your favorite pictures, and a local weather display.

Accessing the Infor Rich Client

The Infor Rich Client is secure in the sense that only authorized users can access it. Users present credentials (user IDs and passwords) to prove they are valid users of the system.

You access the Infor Rich Client as follows:

A link to the Infor Rich Client is installed on your desktop. When you click it, you are prompted to log in.

If an update to the system is available, it is installed automatically.

You open both the Infor Rich Client and an application.

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Layout

When you log in to the Infor Rich Client, the application navigation menu loads as well.

The Infor Rich Client toolbar displays the current space. You can create up to four spaces. The first space is always the default and cannot be removed.

You may also see the As Of Date. You can see this only if your setting is to display the As Of Date and if you are authorized to change the As Of Date. This feature lets authorized users view the state of application data at the time specified in the As Of Date field.

The Start menu provides access to the Infor Rich Client functionality and the navigation menu of the application.

Open application forms display in thumbnail format below the tool bar. If you minimize a form, it appears only in thumbnail form. You can hover over the thumbnail to view a slightly enlarged picture. This makes it easy for you to switch from form to form without cluttering your work space.

The area below the thumbnail area is your work area, which includes your application menu, and any of the widgets that you have created.

When you exit the Infor Rich Client, open application forms are closed. However, all your widgets and settings are retained and available to you when you log back in.

Canvas

The Infor Rich Client desktop (canvas) is where you can add widgets to access applications and personalize the format and content.

Library

The Library is the pre-delivered set of applications and widgets you can add to the canvas. You access the library by selecting Start > Library.

You can add a widget to the canvas by performing one of the following actions:

Drag

Double-click

Click the Add To Canvas button

Widgets

The following widgets are available in the Library:

Calculator

Calendar

Clock

Note

Slideshow

Weather

Shortcut widget

The shortcut widget allows you to create canvas shortcuts for:

Documents or files on your computer

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External applications

Websites

Infor TM forms

Settings

By selecting Start > Settings you can control the user experience through the settings on these tabs:

Desktop

Spaces

Landmark

Search

The Infor Rich Client provides a search tool for the Application menu. Use the Search field to type the full or partial name of the application form you want to locate. As you type, the forms that contain the string that you have typed display.

Form structure

Forms are primarily presented as list forms. This provides the following benefits:

The option to search for specific records

Panels to organize data

Actions menu

Options menu

Form actions

As you perform tasks in the application, you initiate action requests and scheduled actions.

Action requests trigger processes (work units) that are routed by the Infor Process Server (IPS) using Infor Process Automation (IPA).

Scheduled actions are actions on high volumes of data that may take a while to complete.

Scheduled actions can either start running instantly or run on a schedule.

When you open a form or a list, you can access the actions in one of the following ways.

If an Actions menu item appears on the Actions bar, all the possible actions for the form reside under Actions.

The most frequently used actions generally appear on the Actions bar and are represented by icons, for example, New, Open, or Save.

To view the complete actions available to you, you can click the All Actions Menu icon, which looks like a vertical double arrow or chevron at the end of the Actions bar.

For lists, if items exist, generally you right-click the item to view the available actions.

Effective dates

Every creation of or update to a record in the application requires an effective date. These effective dates are critical to:

Control when a new or updated record goes into effect

Determine when codes are valid or no longer eligible for use

View accurate reflection of current, past, or future information

The audit log highlights the changed fields from the previous audit line. With special security assigned to the user’s role, an existing audit log entry can be changed.

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As Of Date

You can set the As Of Date for any date in the past or future. This date allows you to view data as part of a specific point in time, whether it is current, past, or future. You set the As Of Date by selecting Start > Set ‘As Of Date’. This populates the date at the top of the canvas in red.

Date shortcut keys

You can use date shortcut keys to enter values in date fields.

Operators (+,-)

Units (d –day; w-week; y-year; t-today)

Example: Enter +30d in the date field to indicate 30 days from the current date.

Audit logs

Audit logs capture all changes made in the application. The audit log adds an audit line with the following information each an object changes:

The period of the record (current, past, or future)

The system date when the change was made

The effective date of the change

The User ID of the person who made the change

The kind of action (update or create)

The action reason and comments

The new field values of the record

Security rights can also be assigned to enable a user to perform history corrections in certain audit logs by updating existing records or adding a new entry.

Additionally, other features of the audit log let you:

Sort log entries in ascending or descending order

Compare the differences between any two log entries

Audit logs are the basis for all inquiries and reports.

Audit correction

You can use audit correction to make correction to records in the audit log if there are errors in your data. When you correct an audit entry, you make changes directly to the audit log (rather than adding more records to the audit log). Audit log correction is available for:

Employee data

Work assignment data Security access is required in order to perform audit corrections. This is set up by your system administrator.

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Lawson Pattern Language (LPL)

Lawson Pattern Language (LPL) is a proprietary language developed by Lawson Software that applies programmatic patterns to business applications. It describes the following application components:

Local representation of a database structure

Data and business object life cycles

Business transaction processing logic

User interactions with data and objects

Business class

In Landmark, data is grouped and stored by business classes. Business classes are Java equivalent to database tables. In other Landmark applications, business classes are sometimes called custom groups or eligibility groups.

To identify a business class which supports a form, click in a field and then press CTRL + Shift + left-click.

Infocenters

Infor TM documentation is delivered as interactive infocenters. Click the Show Help icon (question mark) in the upper-right corner of any form to access the appropriate documentation and search for content. You may also access the Infocenter by selecting Start > Help > Application.

Home page

A Home page is a landing page for a module or a role. You can use templates that come with the application, or you can customize your own Home page or multiple Home pages.

Throughout this course, your instructor will show you different processing and navigation features as they appear for each task on the forms.

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Demo: Navigate the Infor Rich Client

Your instructor will demonstrate how to navigate the Infor Rich Client.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Demo steps

Part 1: Log in to the Infor Rich Client

1. Go to the training desktop.

Click the Infor Rich Client icon on the desktop. The Infor Rich Client login screen displays.

Type <a user ID> provided by your instructor in the Login Name field. Note: To prepare any field in the system for text entry, first click in the text field.

Type <a password> provided by your instructor in the Password field. Use these credentials (user ID and password) anytime you log in to the Infor Rich Client.

Click Login. The Infor Rich Client canvas displays.

Part 2: Navigate the Infor Rich Client

Note: Discuss the canvas: o Spaces o Widgets

1. Click Start.

o Discuss the options that are available from the Start menu.

2. Double-click Library. The Library displays.

3. Click the Applications tab.

o Show and discuss the applications that are listed.

4. Click the Widgets tab.

o Show and discuss the widgets available.

5. Show how to add a widget to the canvas.

o Double-click the widget. o Click the Add To Canvas button. o Drag the widget to the canvas.

6. Click the X in the upper-right hand corner of the Library to close the Library. Note: This is one way to close a form in the Infor Rich Client.

7. Select Start > Help > Application. The Infor Infocenter displays.

8. Show and discuss the documentation that is available.

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o Configuration guide o User guides o Employee, Manager, and Mentor user guides o Interface guides

9. Click the expand topics icon (blue right-facing arrow) beside User guides to expand the list. Note: You expand all items in this manner.

10. Expand the Global Human Resources Management User Guide.

11. Click the Infor Talent Management overview hyperlink. A list of content hyperlinks display in the right panel.

12. Click the Infor Talent Management hyperlink. More hyperlinks display.

13. Hover the mouse over the thumbnail of the Infor Infocenter in the upper-left corner of the screen.

14. Click the X on the thumbnail of the Infor Infocenter. Note: This is another way to close a form in the Infor Rich Client. You are returned to the canvas.

15. Select Start > My Notifications. The All Notifications form displays.

o Discuss All Notifications. o Show that notifications can also be accessed by clicking the Notification icon (down-facing

arrow) located at the top of the screen.

16. Close the All Notifications form.

17. Select Start > My Inbasket. The Inbasket form displays.

o Discuss the Inbasket.

18. Close the Inbasket.

19. Select Start > Settings. The Settings form displays.

20. Click the Desktop tab.

21. Select <a theme> from the Theme drop-down list. Note: To display the options in any field, click the arrow in the field to open the drop-down list.

22. Click the Landmark tab.

23. Select the Default ‘Effective Date’ To Today check box. When you add new records that have effective dates, the current date is added automatically. This prevents you from having to select a date every time you add a new record.

24. Click OK. A dialog box displays with the message, “Theme changes take effect after you restart.”

25. Click OK. A dialog box displays with the message, “Closing Rich Client. Did you intend to shut down the Infor Rich Client?”

26. Click Yes. The Infor Rich Client closes.

27. Log in to the Infor Rich Client with the credentials you used in part 1 of this demo.

28. Type Resources in the Search field. A list of forms display in a string all having Resources in the form title.

29. Scroll through the list.

o Discuss the naming convention of the forms. Example: Administrator\Compensation\Analysis is accessed from the Administrator space.

30. Click Resources (Administrator\Resources) from the list of forms. The Resource Search form displays.

o Discuss form structure.

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Forms are presented by a list. There is a search option to search for specific records in the top panel of the form.

o Discuss form actions. Actions bar. The following are the most frequently used actions for the form:

o Click the Create icon. The icon displays as a page image. The Profile form displays.

o There are tabs located on the left side of the form. o Close the Profile form. o Click the All Actions Menu icon. The icon displays as a chevron or vertical

double arrow. A list of actions display for the form. o Click any area of the Profile form to close the list of actions. o Right-click <a resource>. A list of available actions display.

31. Close the Resource Search form.

32. Select Start > Log Off. A dialog box displays with the message, “Closing Rich Client. Did you intend to shut down the Infor Rich Client?”

33. Click Yes. You log out of the Infor Rich Client this way. You are returned to the desktop.

Exercise 2.1: Navigate the Infor Rich Client

In this exercise, you will navigate the Infor Rich Client.

Exercise 2.1 steps

Part 1: Log in to the Infor Rich Client

1. Go to the training desktop.

2. Click the Infor Rich Client icon on the desktop. The Infor Rich Client login screen displays

3. Type <a user ID> provided by your instructor in the Login Name field.

4. Type <a password> provided by your instructor in the Password field.

5. Click Login. The Infor Rich Client canvas displays

Part 2: Navigate the Infor Rich Client

1. Click Start.

2. Click Library. The Library displays.

3. Click the Applications tab. What applications are listed?

4. Write your answer here. ___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

5. Click the Widgets tab. What widgets are listed?

6. Write your answer here. ___________________________________________________________________________

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___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

7. Click the Calculator widget.

8. Click the Add To Canvas button. The Calculator displays on the canvas.

9. Close the Library.

10. Select Start > Help > Application. The Infor Infocenter displays.

11. Expand User guides.

12. Expand the Global Human Resources Management User Guide.

13. Click the Infor Talent Management overview hyperlink. A list of content hyperlinks display in the right panel.

14. Hover the mouse over the thumbnail of the Infor Infocenter in the upper-left corner of the screen.

15. Close the Infor Infocenter.

16. Select Start > My Notifications. The All Notifications form displays.

17. Close the All Notifications form.

18. Select Start > My Inbasket. The Inbasket form displays.

19. Close the Inbasket.

20. Select Start > Settings. The Settings form displays.

21. Click the Desktop tab.

22. Select <a theme> from the Theme drop-down list. Note: To display the options in any field, click the arrow in the field to open the drop-down list.

23. Click the Landmark tab.

24. Select the Default ‘Effective Date’ To Today check box. When you add new records that have effective dates, the current date is added automatically. This prevents you from having to select a date every time you add a new record.

25. Click OK. A dialog box displays with the message, “Theme changes take effect after you restart.”

26. Click OK. A dialog box displays with the message, “Closing Rich Client. Did you intend to shut down the Infor Rich Client?”

27. Click Yes. The Infor Rich Client closes.

28. Log in to the Infor Rich Client with the credentials you used in part 1 of this exercise.

29. Type Resources in the Search field. A list of forms display in a string all having Resources in the form title.

30. Scroll through the list to view the forms.

31. Click Resources (Administrator\Resources) from the list of forms. The Resource Search form displays.

32. Click Create. The Profile form displays.

33. Scroll through the form. The form is divided into panels. Tabs display on the left side of the form.

34. Close the Profile form. You are returned to the Resource Search form.

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35. Click All Actions Menu. A list of actions display for the form.

36. Click any area of the Profile form to close the list of actions.

37. Right-click Ackers, Emily. A list of available actions display.

38. Close the Resource Search form.

39. Select Start > Log Off. A dialog box displays with the message, “Closing Rich Client. Did you intend to shut down the Infor Rich Client?”

40. Click Yes. You log out of the Infor Rich Client this way. You are returned to the desktop.

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Spaces in the Infor Rich Client

All Infor TM applications, with the exception of Candidate space, are accessible only in the Infor Rich Client and have a unified user interface (UI).

Users have access to all their roles on the same desktop. Each role has a graphic representation called a work space. All users have an Employee work space.

Within work spaces, major groupings of processes are also represented by a graphic. Hover over a graphic to see the menu items associated with each process. An arrow at the end of a menu item indicates submenus. If no menu appears, click the graphic to display the form, list, or dashboard.

For example, as an employee, click My Profile to access your profile information.

Administrators, compensation analysts, HR generalists, managers, mentors, and recruiters each have their own work space. These spaces can be placed wherever a user wants on the canvas.

Users access their role on the canvas when they want to perform tasks related to their role. For example, managers access Manager > Review Performance to complete performance appraisals for their direct reports. Employees access Employee > My Reviews to access their own personal appraisals. Managers can have their Manager space and Employee space opened concurrently.

Manager space

All resources associated with a manager role have access to the Manager space. The Manager space gives managers access to their direct and indirect subordinates. In the Manager space, managers can:

View and update their subordinate’s profiles

Review compensation and award pay raises

Request new requisitions for positions and route them for approval

Search for internal candidates

Track candidates who have applied, access their qualifications, record their interviews, offer them positions, hire them, and initiate the onboarding process

Appraise the performance of their subordinates, set performance goals for them, request development activities for them, and track the completion of activities

Track their learning budgets and the learning budgets of subordinate managers (if applicable)

Employee space

All employees have access at a minimum to the Employee space. Non-employee resources may or may not have access to the Employee space, depending on their security.

In the Employee space, an employee can:

Check the organization directory

Access data related to his/her own compensation

Update his/her profile

Access the internal career site and apply for internal job opportunities

Track and complete transition tasks that he/she may be accountable for

Request goals and development activities and track his/her completion

Perform self-appraisals and appraisals for other employees

Request or cancel session registrations

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Demo: Navigate the Manager space

Your instructor will demonstrate how to navigate the Manager space.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Exercise 2.2: Navigate the Manager space

In this exercise, you will navigate the Manager space.

Exercise 2.2 steps

Click Manager on the canvas. A list of graphic representations display. What graphic representations do you see?

Write your answer here.

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

Select My Staff > My Staff. The My Staff form displays

Scroll through My Staff on the left panel to view the list of resources.

Double-click <a resource>. The <resource’s profile> form displays.

Write your answers to the following questions in the spaces provided.

o What is the resource’s rate of pay? __________________________________________________

o Who is the resource’s direct manager? ______________________________________________

o What is the resources start date?

___________________________________________________

Click the Work Assignments tab.

Write your answers to the following questions in the in the spaces provided.

o What organization unit does the resource belong to? ____________________________________

o What is the resource’s job? ________________________________________________________

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Close the Resource’s Profile form.

Close the My Staff form. You are returned to the Manager space.

Click To Do on the Manager space.

Write your answer to the following question in the space provided.

o What tasks can you perform from To Do? __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

Click Health And Safety on the Manager space.


o What tasks can you perform from Health And Safety? __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

Click Manage Absences on the Manager space.


o What tasks can you perform from Manage Absences? __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________

Close the Manager space.

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Demo: Navigate the Employee space

Your instructor will demonstrate how to navigate the Employee space.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Exercise 2.3: Navigate the Employee space

In this exercise, you will navigate the Employee space.

Exercise 2.3 steps

Click Employee. A list of graphic representations display. What representations do you see?

Write your answer here.

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Click View Compensation. The <compensation> form displays.


o What is your position? _____________________________________________________

o What is your pay rate? _____________________________________________________

Close the <compensation> form.

Click My Profile. The <profile> form displays.


o What tabs display on your profile? _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

Click the Personal Information tab.

Write your answers to the following question in the spaces provided.

o What is your email address? ________________________________________________

o Is there any other information in Personal Information? __________________________

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Close <your profile> form.


o Where would you be able to find job opportunities in your company? ___________________

o Where would you look up someone in the organization? _____________________________ o Where would you report a safety observation? _____________________________________

Close the Employee space.

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What are three ways that you can access actions on a form in the Infor Rich Client?

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

.

What are three tasks that a manager can do from the Manager space?

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

What are three tasks that an employee can do from the Employee space?

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

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38 Lesson 3: Benefits Administration © 2017 Infor Education

Lesson 3: Benefits Administration

Estimated time

1 hour

Learning objectives


Define Benefits Administration.

Explain how the Benefits Administration application interfaces with other Infor Lawson applications.

Describe the Benefits Administration process flow.

Describe the essential information for defining a benefit plan.

Topics Overview of Benefits Administration

Benefits Administration application interfacing with other Infor Lawson applications

Overview of defining a benefit plan


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Overview of Benefits Administration

Benefits is an integral part of an employee’s employment life cycle. The Benefits Administration application administers employee, Consolidated Omnibus Budget Reconciliation Act (COBRA) participant, and retiree benefits.

The following is a diagram of how benefits is infused in the employee’s employment life cycle.

Benefits infused in the employee’s employment life cycle

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Process flow

The Benefits Administration application can be considered as four main process area tasks:

Setup

Enrollments

Maintenance

COBRA, reporting, utilities, and interfaces

The table below describes each component.

Process Description

Setup Benefits setup looks at the decisions needed to structure your organization's use of the Benefits module, including the following:

Creating benefit groups

Defining the parameters and settings specific to the Benefits application

Structuring your benefit plans including setting your plan entry rule requirements

Defining plan coverage and contributions

Defining flex plans

Enrollments Benefits plan enrollment includes the processes and procedures needed to enroll your employees in your benefit plans. Included are the process to define your enrollment events and the process of maintaining enrollments.

Maintenance Benefits plan maintenance considers a variety of maintenance processes and procedures to update and maintain your organization's benefit plans. Maintenance may be performed by resource or by plan and includes payroll-related processes.

COBRA, reporting, utilities, and interfaces

Benefits processes includes assorted processes that fill out your benefit needs. Included are COBRA processing, reports and utilities and maintaining interfaces.

The following diagram illustrates the four main process areas and the tasks that are part of each area.

Benefits Administration process areas and tasks

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_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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The Benefits Administration application interfaces with other Infor Lawson applications. The following table describes how other Infor Lawson applications interfaces with the Benefits Administration application.

Application Description

Infor Payroll The Benefits Administration application creates deductions for payroll use. The Infor Payroll application submits salary compensation and hours for tracking against limits. Closing the payroll cycle updates employee balances for covered compensation and contribution amounts for defined contribution and defined benefit plans. New functionality interfaces payroll data back to TM for hours and compensation.

Infor Absence Management

The Benefits Administration application can manage a flex vacation buy and sell plan that is associated with a plan in the Infor Absence Management application. It updates employee vacation balances with the hours employees purchase or sell.

Infor Time and Attendance

The Benefits Administration application updates the balances in the time accrual plan for vacation buy and sell plans.

Infor Lawson General Ledger

The Benefits Administration application updates the Infor Lawson General Ledger application with COBRA and retiree invoicing.

Infor Employee/Manager Self-Service

The Infor Employee/Manager Self-Service application gives employees and managers access to vital information over the organization's intranet. The Infor Employee/Manager Self-Service Application allows employees to self-enroll in the company’s benefit plans and maintain and view the benefit plans they have chosen.

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The following diagram illustrates how the Infor Lawson Benefits Administration application interfaces with other Infor Lawson applications.


_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Overview of defining a benefit plan

Benefit plans can be defined for employees, dependents, retirees, and COBRA participants. Within each plan and for different groups of employees, you define unique coverage types, contribution types, and waiting periods.

When you define a benefit plan, you identify the benefit type and then define specific rules for that benefit. For each plan, you define coverage and contribution types. Entry rules, termination rules, coverage, and contributions can be unique by benefit groups.

The Main tab on the Benefit Plans form is used to define the type of benefit plan, start and end dates, coverage type, and contribution type. Benefit types define how a plan is set up and the features and reporting available for the plan.

The following table describes how the fields and check boxes are used on the Main tab of the Benefit Plans form to define a benefits plan. You access the Benefit Plans form by selecting Benefits > Plans > Benefit Plans. Click New to define a new plan.

Field/check box Description

Type The Type field identifies the benefit type. The benefit types to select include:

Defined Benefit

Defined Contribution

Disability

Employee Life

Health

Dental

Dependent Life

Vacation

Spending Account

Stock Purchase

Vision

Health Savings Account

Benefit Plan and Description

The Benefit Plan and Description field identifies the code and description that represent the plan. The description is visible to employees during enrollment.

Category The Category field identifies a category for the plan. Categories are defined on set up. If you define the plan to default by plan category, this field is required.

Start The Start field identifies the starting date for the plan. This is the earliest date any enrollment for the plan can occur.

End The End field identifies if there is a date after which employees are no longer able to enroll in the plan. This date is optional.

Coverage Type The Coverage Type field identifies the type of coverage offered by the plan.

Contribution Type

The Contribution Type field identifies the plan contribution type. The contribution types depend on the value selected in the Coverage Type field.

Default The Default field identifies the type of default plan. A default plan is a plan in which benefit update programs automatically enroll an employee when the employee becomes eligible. The selections are:

Do Not Default

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Always Default

By Benefit Type

By Plan Category

Waive The Waive check box is used if the plan is a waive plan. A waive plan tracks employees who decline coverage in a plan or plans. It can be a default plan for employees who do not elect a benefit plan at time of enrollment.

Beneficiaries Allowed

The Beneficiaries Allowed check box is selected if beneficiaries can be specified for enrollments.

Dependents Allowed

The Dependents Allowed check box is selected if dependents are allowed to enroll in the plan.

Provider The Provider field identifies the provider for the plan.

Contract The Contract field identifies the contract number of the insurance plan.

Plan Document The Plan Document field is used to attach a plan document. The plan document is available to the employee during enrollment.

Benefit Plan URL

The Benefit Plan URL field identifies the web address to the benefit plan, if desired. This is displayed to the employee during enrollment if you also select that links are displayed (Benefit Plan Links field) when defining enrollment groups.

Prerequisite Plan

The Prerequisite Plan field identifies the prerequisite plan, if applicable. Employees must be enrolled in the plan specified as the prerequisite before they can enroll in the benefit plan on which this is specified. For example, there is a High Deductible Health Plan (HDHP)and a Health Savings Account (HSA). Employees cannot enroll in the HSA unless they are also enrolled in the HDHP. On the HSA plan, the HDHP plan is selected as a prerequisite.

Restricted Plan The Restricted Plan field identifies the restricted plan, if applicable. Employees cannot enroll in both the plan on which this is specified and the restricted plan. For example, there is a High Deductible Health Plan (HDHP), a Health Savings Account (HSA), and a Health Spending Account. Employees cannot enroll in both the Health Savings Account and the Health Spending Account.

On the HSA plan, the Health Spending Account is selected as a restricted benefit plan.

Enable Imputed Income

The Enable Imputed Income check box is selected if the plan uses imputed income.

Imputed income is where the organization has to treat the cost of coverage as income for an employee so that taxes can be taken, but the employee is not actually paid the income.

Pay Code The Pay Code field identifies the pay code for the imputed income, if the Imputed Income check box is selected.

Plan Registration

The Plan Registration field identifies the Canadian registration number. This is needed on T4s.

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Eligibility

There are several criteria that determine whether an individual is eligible for a benefit plan.

They must be part of the benefit group shown on the Eligible tab.

The employee must have an active work assignment.

The retiree must have a retirement date.

The Eligible tab is used to define who is eligible for the benefit plan.

The following table describes how the field and check box are used on the Eligible tab on the Benefit Plans form.


Covered The Covered check box is selected for employee, retiree, or other participants (COBRA) who are eligible to enroll in the plan.

Benefit Group The Benefit Group field identifies the benefit group that is eligible to enroll in the plan.

Flex plans

A flex plan can either be a spending account only, or a full flex plan. The major characteristic of a flex plan is the 12-month enrollment period. You define the plan's start date (month and day) which determines the flex plan year. All enrollments in the flex plan are stopped automatically at the end of each plan year. Coverage or contribution levels must then be re-elected for the new plan year, even if the same coverage or contribution level is desired.

The Flex tab is used to define whether the benefit plan is under a flex plan. If employees receive flex credits for electing the benefit plan, you can select a pay code to track those credits. The following table describes how the fields are used on the Flex tab on the Benefit Plans form if the benefit plan is a flex benefit plan.

The following table describes how the fields are used on the Flex tab on the Benefit Plans form.

Field Description

Flex Plan The Flex Plan field identifies if this plan is a flex plan.

Flex Core A core flex plan is the minimum coverage an employee must elect under a flex plan. If a core plan exists for a plan type, employees cannot waive coverage under the plan type. Only one plan under each plan type can be a core benefit plan under a flex plan.

Select Yes if the plan is a core benefit plan. The default value is No.

Select Spouse if employees can waive coverage in favor of their spouse’s health plan. o To waive a core plan for an employee, the Spouse Coverage check

box must be selected for the benefit type on the Benefits tab for the employee.

Flex Deduction Code

The Flex Deduction Code field identifies the flex deduction code. If you are defining a flex benefit plan and employees can use flex credits to pay for benefits, you select the flex deduction code. If you leave this field blank, flex credits are not used to pay for the benefit.

Flex Pay Code The Flex Pay Code field identifies the flex pay code if employees are given flex credits for choosing a plan.

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Deductions

If contributions are required for a benefit plan, the Deduction tab is displayed.

The following table describes how the fields and check box are used on the Deduction tab on the Benefit Plans form.


Frequency Table

The Frequency Table field identifies the plan’s frequency table, which defines how often deductions and contributions are taken for a benefit.

Allow Different Frequency For Employer

The Allow Different Frequency For Employer check box, if selected, provides a different divisor for employer contribution from the employee contributions.

Employer Frequency Table

The Employer Frequency Table identifies the frequency table the employer uses if the Allow Different Frequency For Employer check box is selected. Note: It is visible after selecting the Allow Different Frequency For Employer check box.

Pre Tax If employees contribute a flat amount for this benefit plan on a pre-tax basis, you select an employee pre-tax deduction in the Amount column. If contributions are calculated as a flat percent, use the Percent column.

After Tax If employees contribute a flat amount for this benefit on an after tax basis, you select an after tax deduction in the Amount column. If the contributions are calculated as a flat percent, use the Percent column.

Employer If the employer contributes a flat amount for this benefit, you select an employer deduction to track employer contributions in the Amount column. If the plan’s contributions are calculated as a flat percent, use the Percent column

Entry rules

Entry rules are the criteria used to calculate when an employee is eligible to enroll in a plan. You define a plan's entry rules to specify the waiting period requirement, if any, that an employee must satisfy before they are eligible to enroll in a plan. This is the Waiting Period entry rule type. The Change Rule entry rule type applies if there are changes to be implemented after an enrollment has already been taken. All plans must have at least one entry rule defined.

The Entry Rules tab is used to define when an employee becomes eligible for a certain benefits plan. The following table describes how the fields are used on the Entry Rules tab on the Benefit Plans form.

Field Description

Coverage Class The Coverage Class field identifies the coverage class for the enrollee for the benefit plan entry rule. The options are:

Employees

Retirees

Participants

Benefit Group The Benefit Group field identifies the benefit group for the benefit plan entry rule.

Entry Rule Type The Entry Rule Type field identifies the entry rule type. The two types of entry rules are:

Waiting period

Change rule

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Field Description

From Date The From Date field identifies when the entry rule begins.

Termination rules

Termination rules are used by the Mass Update action to determine when an employee is no longer eligible for a benefit plan. The termination rules are applied in alphabetical order by benefit group when an employee is found to be no longer eligible for the benefit.

The Termination Rules tab is used to define when an employee is no longer eligible for a benefit plan. The following table describes how the fields and check box are used on the Termination Rule tab on the Benefit Plans form.


Coverage Class The Coverage Class field identifies the participant as either an employee, retiree or COBRA participant.

Benefit Group The Benefit Group field identifies the benefit group for the benefit plan termination rule.

Rule Type The Rule Type field identifies whether to create a pending record or stop benefit enrollment when an employee meets the specified criteria.

Stop Date Type The Stop Date Type field identifies when the employee benefit is terminated. The options values change depending on coverage class selection. The options are:

Effective Date

Termination Date

Work Period End Date

Pay Period End Date

End Of Month

Months/Days The Months/Days fields identifies the number of months and days after the stop date that the employee is terminated from the plan.

Participant Occurrence

The Participant Occurrence check box, if selected, creates a COBRA occurrence.

Participant Occurrence Type

The Participant Occurrence Type field are customer developed types added to further define COBRA occurrences.

Coverage

When you set up your benefit plan, you identify what types of coverage you want to offer your employees. There are three types of coverage you can use to set up your plan.

No coverage – No coverage is used for benefit plans such as defined contribution and spending accounts that have employee contributions but no coverage. For example: an organization’s 401(k) plan is based on employee contributions.

Coverage options – Coverage options define the specific options that an employee can select during enrollment. For example: a health plan might offer options such as single, employee plus one, and family.

Coverage amounts – Coverage amounts define a coverage amount as a specific flat amount, a chosen amount based on set increments, or a calculation using a percent or multiple of an

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employee’s salary. For example, you can define an employee life plan in which an employee can elect a coverage amount of one to five times his or her salary.

The Coverage Rule tab is used to define the coverage rules for the plan. The following table describes how the fields and check box are used on the Coverage tab on the Benefit Plans form.


Coverage Class The Coverage Class field identifies the coverage class for the enrollee for this benefit plan. The options are:

Employees

Retirees

Participants

Benefit Group The Benefit Group field identifies the benefit group for the coverage for this benefit plan.

Coverage Date The Coverage Date field identifies when coverage begins for this benefit plan.

Dependent Age The Dependent Age field identifies the maximum age for a dependent or non-tax qualified dependent.

Student Age The Student Age field identifies the maximum age for a student who is a dependent or a non-tax qualified dependent.

Part Time Students

The Part Time Students check box, if selected, indicates if part-time students are considered a student for benefit purposes.

Termination Option

The Termination Option field identifies the stop date to use when dependents are no longer eligible for coverage due to age. The options are:

Birthdate of Maximum Age

Last Day of Month of Maximum Age

Last Day of Year of Maximum Age

Default Coverage Option

The Default Coverage Option field identifies the coverage options. For example: Employee only, employee plus one, or employee and family.

Currency The Currency field identifies the currency used for the coverage.

Contributions

After you define the coverage, you define the contribution rules. The contribution type depends on the value you chose for the coverage and how you want to calculate contributions. Contributions can be flat amount premiums, amounts calculated by the application, or amounts determined by the employee.

The Benefits Administration application stores a benefit plan's contributions by date. Each plan can have multiple contribution's records. When you receive new contributions, you want to add the contributions using a new start date. This process provides an online audit trail of changes.

The following table describes how the fields are used on the Contribution tab on the Benefit Plans form.

Field Description

Coverage Class The Coverage Class field identifies the coverage class for the enrollee for this benefit plan. The options are:

Employees

Retirees

Participants

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Field Description

Benefit Group The Benefit Group field identifies the benefit group for the coverage for this benefit plan.

Contribution Date

The Contribution Date field identifies the date contributions begin for this benefit plan.

Currency The Currency field identifies the currency used for the contribution.

Calculation Type The Calculation Type field identifies the method in which the contribution is calculated. The calculation type selected must match the calculation type defined on the deduction codes that are attached to the plan.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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What are the four main process areas that make up the Benefits Administration process flow?

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

4. ____________________________________________________________________

Match the Infor Lawson application on the right with its description of how it interfaces with Global HR on the left. The possible applications are: Infor Payroll, Infor Lawson General Ledger, Infor Absence Management.

Description Application

Updates COBRA and retiree invoicing

Updates employee vacation balances with the hours employees purchase or sell

Updates employee balances for covered compensation and contribution amounts for defined contribution and defined benefit plans

Match the tab on the Benefit Plans form on the right with its description of how it is used for defining essential benefit plan information on the left. The possible tabs are: Entry Rules, Eligible, Main, Termination Rules.

Use Tab

Define the type of plan, coverage type, and contribution type

Define when an employee is eligible for a plan

Define when an employee is no longer eligible for a plan

Define who can participate in a plan

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52 Lesson 4: Absence Management © 2017 Infor Education

Lesson 4: Absence Management

Estimated time

1 hour

Learning objectives


Define Absence Management.

List the key components of an absence plan.

Explain how the Absence Management application interfaces with other Infor Lawson applications.

Describe the process flow for setting up an absence plan.

Describe the information needed when defining an absence plan.

Topics Overview of Absence Management

Absence Management application interfacing with other Infor Lawson applications

Plan structure – key components

Process flow

Overview of defining an absence plan


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Overview of Absence Management

The Absence Management application is an absence tracking solution that allows organizations to manage, track, and report vacation and sick plans, as well as leaves of absences.

The Absence Management application provides all of the tools necessary to:

Automate resource plan enrollments and terminations

Automate accruals, allotments, and carry-overs

Define rules-based plans and calculation methods

Manage long-term leaves of absence

Track absences

Track Family and Medical Leave Act (FMLA)

At a high level, you create absence plans based on rules and calculations that determine enrollment requirements, length of service, limits, etc. You can base each plan on numbers of hours worked or on cycles such as month, weekly, or yearly. Employees can be enrolled automatically or manually. You can transfer employees from one plan to another plan.

Absence Management requires the Infor Human Resources application, but does not require Infor Payroll.

Roles in Absence Management

The following table describes the roles in Absence Management and their associated tasks.

Role Tasks

Administrator Sets up and configures time-off and leave processing

Requests leaves of absence or time off on behalf of an employee

Calculates service or hours eligibility

Approves, rejects, cancels, deletes, or updates time-off requests

Approves, begins, rejects, cancels, completes, or deletes a leave of absence request

Manager Requests a leave of absence or time-off request on behalf of an employee

Approves, cancels, and rejects time-off requests

Begins, updates, or completes a leave of absence

Employee Requests a leave of absence or time-off request

Updates a request for leave of absence or time off

Cancels a leave of absence or time-off request

Views requested leaves and time-off requests

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Absence Management application interfacing with other Infor Lawson applications

The Absence Management application interfaces with other Infor Lawson applications. The following table describes how other Infor Lawson applications interfaces with the Absence Management application.

Application Description

Infor Human Resources

Infor Human Resources is the data repository for employees and supporting data. Absence Management uses Infor Human Resources for employee information such as hire/start dates, contact information, and employee groups. Infor Human Resources is required if you use Absence Management.

Infor Benefits Administration

Infor Benefits Administration is used if you want to offer benefit plans that let employees buy or sell vacation hours.

Infor Benefits Administration is not required if you use Absence Management.

Infor Payroll In addition to standard payroll processing features, the Infor Payroll application creates time and service records used for updating absence plans. You can also enter time records manually or import them from a third-party payroll application.

Infor Payroll is not required to use Absence Management.

Infor Lawson General Ledger

The Infor Lawson General Ledger is the financial repository for the overall organization. It is the basis for producing departmental financial statements and enterprise-wide financial reports.

The Lawson General Ledger application is not required if you use Absence Management.

The following diagram illustrates how the Infor Lawson Absence Management application interfaces with other Infor Lawson applications.

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Absence Management interfacing with other Infor Lawson applications

Non-Infor applications

Service and event data can be uploaded from non-Infor applications, such as non-Infor payroll systems. You can also use Lawson Add-ins for Microsoft® Office®.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Plan structure - key components

Absence plans are made up of several key components:

Plan type

Rules

Eligibility groups

Tables

Formulas

Calculations

Absence plan structure is a set of rules (for example, a service rule, accrual rule, eligibility rule, etc.) that applies to an employee group. For example, you can create an employee group for full-time, salaried, non-union employees.

You attach a set of rules to the employee group. This set of rules comprises the plan structure for the employee group. The plan structure indicates the date or range of dates the plan is in effect. An absence plan can have more than one plan structure. Rules can be used for any number of structures if the same rules apply.

Tables are attached to rules and identify how the rules calculate hours accrued or allowed.

Formulas identify the method to accrue amounts used in the tables.

Calculations define additional accrual computations.

The following diagram illustrates the key components that make up the plan structure.

Plan structure key components

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_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Process flow

Before you set up Absence Management, you should set up the following applications:


General Ledger (optional)

Payroll (optional)

Benefits Administration (optional)

Project Accounting (optional)

Process flow setup order

Before you define an absence plan, you must define the following:

Service codes and service classes

Service class/code relationships

Reason classes and reason codes

Reason class/code relationships

Formulas and calculations

Rules and tables

Absence plan category values

Plan type

Eligibility groups

Absence plan

This is the typical setup order. However, as an alternative, you can start with plan type and plan and set up each required element.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Overview of defining an absence plan

After you define all of your rules, formulas, tables, etc., you bring them together to create a plan comprised of the absence components for a group of resources.

You define an absence plan on the Absence Plans and Components form.

Plans

The Plans tab is used to identify the plan type and eligibility group. Additional details such as accrual option, automatic balance transfer, and balance display options are defined here.

The following table describes how the fields and check boxes are used on the Main tab of the Absence Plans and Components form to define an absence plan. You access the Plans and Components form by selecting Absence Management > Set Up > Plans And Components. Click New on the Plans tab to define a new plan.

Field Description

Plan Type The Plan Type field identifies the plan type.

Eligibility Group The Eligibility Group identifies the group that is eligible for the plan. The eligibility group must have HCMGroupAbsence as a subject.

Accrual Option The Accrual Option field identifies if the plan accrues based on hours, earnings, or both.

Automatic Balance Transfer

The Automatic Balance Transfer field identifies the Transfer Plans By Accrual End Date action as part of the criteria to determine the eligible Resource Plans that can be transferred From and To. Valid values are:

Include

Exclude

Transfer To Only

Transfer From Only

Allow Time Off Requests

The Allow Time Off Requests check box, if selected, allows time off requests for this plan. If selected, the Time Off Options tab displays.

Balance Display Options

The Balance Display Options section identifies display options for resources and managers.

Eligibility groups

Absence Management uses Global HR custom groups to determine eligibility for enrollment purposes.

Custom groups are used across the Infor TM Suite applications to identify a group of resources that can be processed together.

When you set up Absence Management, you define eligibility groups specifically for use in Absence Management by creating custom groups with a business class of WorkAssignment and assigning the subject of HCMGroupAbsence. For example, you might define a custom group of full-time, salaried, non-union resources. You might define another group of part-time, hourly union resources. When you define a plan, each of these eligibility groups is assigned a set of rules for usage, accruals, limits, etc.

Eligibility groups are assigned for an absence plan and are assigned on the Eligibility Groups tab.

The following table describes how the fields and check box are used on the Eligibility Groups tab on the Plans and Components form.

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Eligibility Group The Eligibility Group field identifies the eligibility group code.

Description The Description field describes the eligibility group code.

Work Assignment Group

The Work Assignment field identifies a custom group with a business class of Work Assignment and a subject of HCMGroupAbsence.

Active The Active check box identifies the status of the eligibility group. It is active by default and inactive when you clear the check box.

Plan types

Plan types (for example, vacation, holiday, personal time off) are the highest level of absence plan setup that hold configuration settings that apply to all plans created underneath them. You use the Plan Types tab to define the plan type.

The following table describes how the fields and check boxes are used on the Plan Types tab on the Plans and Components form.


Plan Type The Plan Type field identifies the plan type code.

Description The Description field describes the plan type code.

Active The Active check box identifies the status of the plan type. It is active by default and inactive when you clear the check box.

Automatic Enrollment

The Automatic Enrollment check box, if selected, automatically enrolls resources who meet the eligibility group criteria for plans that use the plan type. These resources are automatically enrolled into the plan when any new hire record is created or when Recalculate Enrollments is run for resource updates.

If you do not enable automatic enrollment, you must run Mass Create Enrollments or manually add, change, or terminate resources to plan types.

Note: Enrollments are automatically stopped for resources when they no longer qualify for the plan, regardless of whether the Automatic Enrollment option is selected.

Balance Type The Balance Type field identifies the balance type to which this plan belongs. The balance type determines how plan type balances are managed for resources and is automatically set to Eligibility Group.

Table Basis The Table Basis field is automatically set to Cycle Based. Another option is Hours Based.

Enrollment Type The Enrollment Type field is automatically set to Eligibility Group.

Plan Category The Plan Category field identifies the category to which the plan type belongs. The category can be used to combine ongoing balance limits or annual accrual limits for all plans within a plan category.

Plan categories are used to group plans together for limit checking, balance transfer actions, and/or reporting.

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Rules

Rules determine how dates are generated for the plan. Rules include:

Service Rule – The Service Rule determines how the service begin date is calculated for resources in the plan.

Accrual and Allotment Rule – The Accrual and Allotment Rule determines how the accrual and/or allotment amounts and dates are calculated for resources in the plan.

Usage Rule – The Usage Rule determines when accrued amounts are available for use by resources in the plan.

Limit Rule – The Limit Rule determines the maximum amount that may be accrued within a plan year and/or held in the available balance. It identifies the rules for carryover processing and the month and day that the plan year begins.

Balance Rule – The Balance Rule determines which types of service records decrement plan balances, the descriptions for balances in the interface, and whether to edit against negative balances during service record entry.

General Ledger Rule – The General Ledger Rule is required only if liabilities are interfaced to a general ledger system.

You use the Rules tab on the Plans and Components form to define the rules for the absence plan.

Tables

Tables identify how the rules calculate hours accrued or allowed. Tables hold values for amounts/percentages, formulas, or calculations. Tables are attached to rules.

Cycle based tables are used for calculations with service levels defined by calendar cycles, for example, weekly, monthly, annually.

Tables can be used for accrual, allotment, limit, or general ledger liability rules.

The following table describes how the fields on the Tables tab are used for defining absence tables on the Plans and Components form.

Field Description

Absence Table The Absence Table field identifies the absence table.

Description The Description fields describes the absence table.

Version Date The Version Date field identifies a version date for the table. If you change a value on the table, you add a new version date to the table to preserve the historical table data. The processing date on the calculation program determines what version of the table is used.

Table Type The Table Type field identifies if the table is based on hours or earnings.

Rule Type The Rule Type field identifies the rule type to apply to the table. Options are:

Accrual

Allotment

Limit

General Ledger

Table Basis The Table Basis field identifies if length of service used for accrual, allotment, limit, and General ledger liability calculations is based on cycles or hours.

Cycle Frequency

The Cycle Frequency field identifies the frequency for the table. The frequency determines how often the cycle frequency occurs for the cycle-

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Field Description

based type of table. It is used as a reference for the service level values in the From Cycle field which is displayed when you save the initial table setup.

Cycle Service Type

The Cycle Service Type field identifies whether the From Cycle fields pertain to amounts within the plan type or plan.

Once you save the information on the Absence Table tab, the Absence Table Details tab displays. The following table describes how the fields are used on the Absence Table Details tab.

Field Description

From The From field identifies the start of the cycle range. Leave this field blank on the first record if accruals should begin from cycle zero (no length of service is required).

Amount or Percent

The Amount or Percent field identifies the amount or percent to be used in the table.

Amounts are added as flat accruals or can be multiplied by a calculation or formula.

Percents are multiplied and should not be entered without a calculation or formula.

Formula The Formula field identifies the formula to be used by the table. If an amount or percent is entered, it is applied to the result of the formula. The types of formulas that can be used on a cycle-based accrual table are:

Cycle amount formula

Ratio formula

Date formula

A line can have either a formula or a calculation, but not both.

Calculation The Calculation field identifies a calculation to be used by the table. If an amount or percent is entered, it is applied to the result of the calculation.

Maximum The Maximum field identifies the maximum value for the combined result of the amount, percent, formula, and/or calculation.

Formulas

The Formulas tab is used to identify the method to accrue amounts used in rules tables. You can define three types of formulas:

Amount

Ratio

Date

The following table describes how the fields on the Formulas tab are used for defining formulas on the Plans and Components form.


Absence Formula

The Absence Formula field identifies the absence formula.

Description The Description field identifies the description of the absence formula.

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Active The Active check box identifies the status of the formula. It is set to Active by default and inactive when you clear the check box.

Formula Type The Formula Type identifies the formula type. The options are:

Cycle Amount

Hours Amount

Ratio

Date

Once you save the information on the Formulas tab, the Detail tab displays. The following table describes how the fields are used on the Detail tab.

Field Description

Formula Date The Formula Date field identifies the date for which the accrual occurs.

Description The Description field identifies a description for the formula.

Amount The Amount field identifies an amount for the formula. If you enter an amount, the Calculation field is left blank.

Calculation The Calculation field identifies the calculation for the formula. If you enter a calculation, the Amount field is left blank.

Calculations

Calculations define additional accrual computations. Calculations can be used by formulas or directly on tables. Calculations can include:

Factors – Standard hours per pay period, total full-time equivalent (FTE), or total FTE times the annual hours

Service class

Amount

Other amounts

Calculations are defined on the Calculations tab on the Plans and Components form.

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What is an absence plan structure?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

What are the six key components of an absence plan structure?

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

4. ____________________________________________________________________

5. ____________________________________________________________________

6. ____________________________________________________________________

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Lesson 5: Employee Relations

Estimated time

1 hour

Learning objectives


Define Employee Relations.

Describe the process flow for Employee Relations.

Define the Employee Relations components.

Describe how to create a disciplinary action.

Topics Overview of Employee Relations

Creating a disciplinary action


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66 Lesson 5: Employee Relations © 2017 Infor Education

Overview of Employee Relations

Employee Relations tracks an organization's interactions with employees, so that these interactions may be handled in a consistent and fair manner. Organizations can configure Employee Relations to develop rules, regulations, standards, guidelines, or processes around coaching, discipline, and grievances.

Process flow

Procedures vary for each organization, but typically the process flow is similar to the diagram below.

Employee Relations process flow example

Employee Relations components

The Employee Relations components used during employee and manager interactions are notes, coaching, discipline, and grievances. The following table describes each Employee Relations component.

Employee Relations component

Description

Notes Notes can be entered by an employee, manager, or HR generalist. They are used to record information about an incident.

Coaching Coaching is a meeting between an employee and a manager to discuss a performance or development issue.

Discipline Discipline is the formal process used for employee behavior that requires corrective action. Employee Relations provides the manager with a tool to prepare for and document a discipline that is being issued to an employee.

Grievance A grievance is an employee complaint. The complaint may be in response to a discipline, or some other work related issue, such as a hostile work environment or pay dispute. A grievance is created by the HR generalist.

Employee Relations uses the concept of a group to define codes and processes. You might have multiple groups in your organization that have different processes, depending on the type of work the group performs. Therefore, you must define these different groups when deciding how to best set up your Employee Relations processes.

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Before Employee Relations can be used within GLOBAL HR, you must enable the feature for your organization.

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Creating a disciplinary action

Discipline is a formal process organizations use when an employee's behavior requires corrective action. Typically discipline occurs after one or more coaching sessions. A manager can use Employee Relations to prepare for and document a discipline that is being issued to coach an employee. Creating a discipline includes the following tasks:

Identify the resources involved

Create or attach any relevant documentation and/or notes

Identify a related coaching

Track correspondence

Roles in Employees Relations

Both managers and the HR generalist can create or access discipline. However, the HR generalist can view some information and perform additional actions that the manager cannot. For example:

The HR generalist can view all employee relations items, such as notes, coaching, disciplines, and grievances.

The HR generalist has access to fields used for reporting. When a discipline is created by a manager the employee’s primary work assignment, manager’s name, and human resources contact information are all saved on the discipline and cannot be changed by the manager. The HR generalist, however, can change these fields.

The HR generalist has access to grievances and can create one as a result of a discipline, if needed.

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Scenario: Create a disciplinary action

You are the manager at your company. In this scenario:

You issued a verbal warning to one of your employees for not calling when he/she was unable to come to work over a three day period. This is a violation of company policy.

The behavior has not changed so you need to issue a written warning.

You will create the disciplinary action for a written warning.

You will confirm that the disciplinary action is created.

Demo: Create a disciplinary action

Your instructor will demonstrate how to create a disciplinary action.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Demo steps

Part 1: Create the disciplinary action

Select Manager > My Staff > My Staff. The My Staff form displays.

Double-click <a resource name> in the My Staff section of the form. The Profile form displays.

Click the Employee Relations tab.

Click Create in the Discipline section of the form. The Discipline form displays.

Create the disciplinary action for the resource by typing or selecting the values from the table below.

Field Value

Group Demo Group

Note: Click the right-facing arrow in the Group field to make your selection. You select from lists this way in the Infor Rich Client.

Step Step 2: Written Warning

Type 3 Day No Show

Incident <today’s date>

Meeting Date <today’s date>

Behavior Attendance did not improve after verbal warning.

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Field Value

Desired Behavior Report to work on all scheduled days.

Consequence If the attendance issue is not corrected, a work suspension is issued.

Click Save. A dialog box displays with the message, “Select An Option. Confirm you are creating a No Show type attendance.”

Click Yes. A dialog box displays with the message, “Select An Option. Confirm you are giving a written warning.”

Click Yes.

Close the Discipline form.

Close the Profile form.

Close the My Staff form.

Close the Manager space.

Part 2: View the disciplinary action

Select Administrator > Employee Relations > Discipline. The Discipline form displays.

Double-click <the resource name> to view the discipline record.

Close the Discipline form for the resource.

Close the Discipline form.

Close the Administrator space.

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What is the process flow for Employee Relations?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

How do managers or HR generalists use the Employee Relations module?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

What tasks are included in a discipline?

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72 Lesson 6: Position Budget Management © 2017 Infor Education

Lesson 6: Position Budget Management

Estimated time

1 hour

Learning objectives


Define Position Budget Management.

Describe the roles available for Position Budget Management.

Describe how to define a position budget plan.

Topics Overview of Position Budget Management

Defining a position budget plan


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Overview of Position Budget Management

Position Budget Management is a module that lets you set up and monitor budgets for your workforce, and enforce budget controls when personnel actions are initiated in the system.

Roles in Position Budget Management

The Position Budget Manager space is accessible to the position budget manager role as well as to the administrator role.

The following table describes the roles in Position Budget Management and the associated tasks.

Role Tasks

Administrator Sets up the relationship statuses Headcount field

Sets up the work assignment types Headcount field

Assigns manager actors to the organization units he/she is responsible for if the position site administrator role is used

Recruiter Flags requisitions to be included in counts as “budgeted” and makes sure they are associated with an organization unit

Takes actions that triggers budget controls and updates budget counts


Defines all position plans and budget control rules

Defines and updates all budgets if the position site administrator role is not used

Monitors budgets and approves (or rejects) requests for budget variances

Note: The position budget manager performs tasks on the Position Budget Manager space.

Position site administrator

Requests budgets for active position plans and organization units that he or she is responsible for

Monitors budget changes and budget variances for his or her own budgets

Note: The position site administrator is assigned to a manager and is accessible from the Manager space.

Position budget approver

Approves position budget requests

Manager/HR generalist

May take actions that trigger budget controls and update budget counts for personnel actions such as hiring, rehiring, transferring, adding work assignments, and selecting relationship status and assignment type

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Defining a position budget plan

A position budget plan defines position budgets and budget controls for a specific time range (typically a year, although more likely to be a fiscal year than a calendar year).

A position budget plan determines:

The planning level at which budgets are defined. Possible planning levels are by job, by position, by organization unit, by organization unit branch, by organization unit and job, or by organization unit and position.

Whether Talent Acquisition transactions are included in the budgets.

What budgets are monitored (full-time equivalents (FTE), headcounts, and/or salaries).

What budget control rules (if any) are applied to the budgets within the position plan.

The budgets included within the position plan. You can define budgets in three ways.

A budget by FTE allows you to budget by full-time equivalents.

A budget by headcount allows you to budget by headcounts (actual resources, whether or not they are full-time).

A budget by salary allows budget amounts to be converted to the specified currency, at the rate existing on the specified Exchange Date field.

Defining position plan rules

Once you define and save the plan, both the Rules and Budgets tabs display so you can define the rules and budgets associated with the position plan.

Position rules lets the position budget manager control whether a budget can be exceeded and either prevent or force an approval process for any action that might result in a budget from being exceeded.

You can use budget position rules to impose FTE limits on employees, exclude non-primary work assignments from certain counts, and determine at what step of the process a job requisition or job application is counted for the budgets.

Activating the position budget plan

Only one position plan be active for a given date. If an active plan exists for the position plan period range, you must inactivate it or revert it to preliminary status.

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Scenario: Define a position budget plan

You are the position budget manager. In this scenario:

You will define a position budget plan for the North Region organization unit.

You want the budget to include FTEs and headcount.

When you define the rules, you want to allow variance with approval.

Minimum FTE limits are .25 per position; maximum FTE limits are 1.5; maximum all position is 5.

You will define rules for the position budget plan.

You will activate the position budget plan.

You will view any variances.

Demo: Define a position budget plan

Your instructor will demonstrate how to define a position budget plan.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Exercise 6.1: Define a position budget plan

In this exercise, you will define a position budget plan.

Exercise 6.1 steps

Part 1: Define the position budget plan

Select Position Budget Manager > Position Plans. The Position Plan form displays.

Click Create. The Position Plan form displays.

Complete the Detail tab by typing or selecting the values from the table below.

Field Value

Position Plan Dates <01/01/current year> and <12/31/current year>

Description <Your initials> + Position Budget Plan

Planning Level Organization Unit

Used By Talent Acquisition Leave blank

Budget By FTE Select

Budget By Headcount Select

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Field Value

Budget By Salary Leave blank

Currency USD-United States Dollars

Exchange Date <today’s date>

Plan Comparisons Select

Click Save. The position budget plan is saved with a status of preliminary. It is assigned a version number consecutive to the version number of the last budget created for the same period.

Part 2: Define position plan rules

Click the Rules tab.

Click Create. The Rule For Your Position Budget Plan form displays.

Define the rules for the position plan by typing or selecting the values from the table below.

Field Value

Organization Unit Branch Human Resources - 4

Budget Control - Employees Allow Variance With Approval

Compare To Budget – FTE Select

Compare To Budget – Headcount Select

Compare to Budget – Salary Leave blank

Employee FTE Limits – Minimum Per Position

.25

Employee FTE Limits – Maximum Per Position

1.5

Employee FTE Limits – Maximum All Positions

5

Include Only Primary Work Assignments In Counts - FTE

Leave blank

Include Only Primary Work Assignments In Counts – Headcount

Leave blank

Include Only Primary Work Assignments In Counts - Salary

Leave blank

Click Save.

Close the Rule For Your Position Budget Plan form.

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Part 3: Activate the position budget plan

Click the Detail tab.

Click Activate on Your Position Budget Plan. A dialog box displays with the message, “Select An Option. Activating a plan will also run the action to build the plan position assigned resources; continue?”

Click Yes. The status changes to Active.

Close Your Position Budget Plan form.

Close the Position Plans form. You are returned to the Position Budget Manager space.

Part 4: View initial counts

Select Reports > Budget Variance. The Budget Variance form displays.

Click to highlight <your position plan>.

Click the FTE tab. View the variance.

Click the Headcount tab. View the variance.

Close the Budget Variance form.

Close the Position Budget Manager space.

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What are the three ways you can define a budget in Position Budget Management?

1. ____________________________________________________________________

2. ____________________________________________________________________

3. ____________________________________________________________________

What does a position budget plan determine?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

What is the role of the position budget manager?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

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Lesson 7: Occupational Health

Estimated time

1 hour

Learning objectives


Describe how organizations administer Occupational Health.

Identify the roles used in Occupational Health.

Describe how to define a health component type and health component.

Topics Overview of Occupational Health

Roles in Occupational Health

Defining health component types and health components


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80 Lesson 7: Occupational Health © 2017 Infor Education

Overview of Occupational Health

The Occupational Health module allows you to create, assign, and track job- or health-related requirements with your organization such as influenza shots, tuberculosis (TB) vaccinations, and hepatitis testing.

These requirements are recorded and maintained at the employee level but can be assigned by job or position.

You can mass-assign health-related requirements and use scheduling and notifications to streamline the process.

The Occupational Health module includes the following functionality:

Create tests and procedures called “health components”

Link health components in a series

Assign health components by position

Mass assigns health components

Generates email and notifications

Creates appointments

Tracks due dates and expirations

Issues renewals

Provides reporting capabilities

Occupational health in the organizational setting

Occupational health is important to organizations because it allows simple, accurate record-keeping of issues that can affect employees.

Organizations institute occupational health policies and procedures in order to protect their employees’ health and well-being in the context of the work they perform and the risk the environment may pose to that employee. This can be done for all employees (such as a flu vaccination) or for employees in certain positions. Organization can require that certain health components be managed while an employee is employed in a job or position.

Before Occupational Health can be used within GLOBAL HR, you must enable the feature for your organization and set up locations and facility managers.

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Roles in Occupational Health

An organization may use one or more of the following roles in Occupational Health.

The following table describes the roles in Occupational Health and the associated tasks.

Role Tasks

Occupational health administrator

Sets up occupational health codes

Creates health email templates

Sets up health and safety configurations for notifications, emails, alerts, etc.

Assigns components to employees

Tracks due dates for component completion


Monitors health records for completion and expiration

Renews components

Facility health manager Updates occupational health codes

Updates health and email templates

Updates health and safety configurations for notifications, emails, alerts, etc.

Assigns components to employees within his or her locations

Tracks due dates for component completion


Monitors health records for completion and expiration

Renews components

Manager Monitors his or her direct reports’ occupational health components

Employee Responds to occupational health requirements

Completes the component and provides any required documentation

Provides information if a component has already been completed

Refuses to complete a component for a permanent reason (such as allergy) or temporary reason (such as pregnancy)

Receives notifications and emails of component status changes

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Defining health component types and health components

Health component types

Health component types identify the type of health component that is being used, such as a health test or an immunization.

Health components

Health components are requirements you assign to employees, such as an immunization or a series of shots. You create individual test or immunization components separately. You can link components together for a health series.

You define health components on the Health Components form.

The following table describes how to use the tabs on the Health Components form. You access the Health Components form by selecting Health & Safety Management > Set Up > Occupational Health > Health Components.

Tab Description

Lot numbers You use lot numbers when the component is completed. Lot numbers are required for completion if it is required by the health type selected. The lot number detail information is not required; it is information only.

Attachments You attach documents to a component if needed. These documents are available to any employee that is assigned that component.

Positions You link positions to health components so that an employee who moves into a linked position is required to complete that component. You use the Helper List to select multiple positions that can be linked to this component.

Costs You attach basic cost information to the component for reporting purposes.

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Scenario: Define a health component type and health component

Employees at your company are required to have an annual influenza shot. As the occupational health administrator, you will:

Create a health component type for an annual injection for employees for influenza.

Link a position to the component.

Attach costs to the health component for reporting.

Demo: Define a health component type and health component

Your instructor will demonstrate how to define a health component type and health component.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Exercise 7.1: Define a health component type and health component

In this exercise, you will define a health component type and health component.

Exercise 7.1 steps

Part 1: Create a health component type

Select Health & Safety Management > Set Up. The Health and Safety Set Up form displays.

Click Occupational Health. The Health And Safety Set Up-Occupational Health form displays.

Click Component Types. The Health Component Types form displays.

Click New. The Health Component Type form displays.

Define a health component type for an injection by typing or selecting the values from the table below.

Field Value

Type <your initials> + Injections

Description <your initials > Injections required by job

Track Lot Number Leave blank

Active Select

Click Save.

Close the Health Component Type form.

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Close the Health Component Types form. You are returned to the Health and Safety Set Up – Occupational Health form.

Part 2: Create the health component

Click Health Components on the Health and Safety Set Up – Occupational Health form. The Health Components form displays.

Click New. The Health Component form displays.

Define a health component type for an injection by typing or selecting the values from the table below.

Field Value

Component <your initials> + Influenza

Description <your initials> Annual influenza

Active Select

Health Type <your health type> Injections required by job

Result Type Completion

Due Date Completion Annual

Expiration Date Calculation Annual

Renewal Date Calculation Annual

Documentation Required For Completion Leave blank

Clinician Required For Completion Leave blank

Click Save.

Click the Positions tab.

Click Helper List. The Position Health List form displays.

Click to highlight <a position>.

Click Attach To Health Component.

Click Close. You are returned to the Health Component form.

Right-click <the position>.

Click Assign Health Component By Position. The Assign Health Component By Position form displays.

Click the arrow in the Reason field. The Action Reasons form displays.

Click to highlight Organization Health Requirement.

Click Select. You are returned to the Assign Health Component By Position form.

Type <today’s date> in the Due field.

Type <today’s date + one week> in the Expiration field.

Type <today’s date + one year> in the Renewal field.

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Click OK.

Click the Costs tab.

Type 100.00 in the Cost field.

Select USD-United States Dollars from the Currency field.

Click Save.

Close the Health Component: Influenza form.

Close the Health Components form.

Close the Health And Safety Set Up – Occupational Health form.

Close Health & Safety Management space.

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What are four functions of the Occupational Health module?

1. _______________________________________________________________________

2. _______________________________________________________________________

3. _______________________________________________________________________

4. _______________________________________________________________________

What is a health component and health component type?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

What two roles can be used by organizations to administer Occupational Health?

1. _______________________________________________________________________

2. _______________________________________________________________________

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Lesson 8: Employee Safety

Estimated time

1 hour

Learning objectives


Describe how organizations administer Employee Safety.

Describe the various roles and how organizations use these roles in Employee Safety.

Describe how to report a safety incident.

Topics Overview of Employee Safety

Roles in Employee Safety

Reporting a safety incident


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88 Lesson 8: Employee Safety © 2017 Infor Education

Overview of Employee Safety

Employee Safety allows organizations to gather incident data, track incident-related follow-ups, create notifications, report incidents, and analyze incident data. It also includes the following:

Initial incident observation reporting

Safe behavior tracking

A process to keep track of employee and non-employee injuries

Incident follow-up tasks and activities

Costs associated with an incident

Occupational Safety and Health Administration (OSHA) reporting for United States companies and other non-regulatory reporting functionalities are included with the Employee Safety module.

Before Employee Safety can be used within GLOBAL HR, you must enable the feature for your organization. United States organizations need to enable OSHA reporting to use this functionality.

_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Roles in Employee Safety

There are four roles in Employee Safety:

Safety administrator

Facility safety manager

Manager

Employee

Safety administrator and facility safety manager

The safety administrator and facility safety manager may perform many of the same tasks including setting up safety codes, various administrative tasks in the system, setting up communication templates, and reporting and evaluating incidents and safe behaviors.

The following table describes the tasks of the safety administrator and the facility safety manager.

Role Tasks


Sets up safety codes

Assigns facility safety managers for each location (facility)

Creates safety and email templates

Sets up health and safety configurations for notifications, emails, alerts, etc.

Reports safety and near-miss incidents

Evaluates observations and generates the observations as incidents or closes them

Processes incidents

Performs any assigned follow-up tasks

Validates safe behaviors

Creates establishments and OSHA reports

Reloads and refreshes cube reports


Sets up safety codes

Creates safety and email templates

Updates health and safety configurations for notifications, emails, alerts, etc.

Reports safety and near-miss incidents

Evaluates observations and generates the observations as incidents or closes them

Processes incidents for assigned locations

Performs any assigned follow-up tasks

Validates safe behaviors for his or hers assigned locations

Creates establishments and OSHA reports for his or her assigned locations

Managers and employees

Managers and employees share many of the same tasks including incident observation, follow-up and reporting unsafe behaviors, and witnessed incidents

The following table describes the tasks of the manager and the employee.

Role Tasks

Manager Reports observations for and about other employees

Reports observations impacting one or more of his/her direct reports

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Role Tasks

Reports and validates safe behaviors

Investigates assigned observations or incidents

Performs any assigned incident follow-up tasks

Employee Reports witnessed observations

Reports observations that impacted or injured them

Enters input for observation records requested by the safety administrator

Reports safe behaviors performed by other employees

Investigates assigned observations and incidents

Performs any assigned incident follow-up tasks

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Reporting a safety incident

Incidents include information on the incident date and time, location, number of employees and non-employees who were injured or impacted by the injury, and any follow-up actions and cause assessment.

Employee injury information is stored in detail on an accident record. The information on an incident records is used by OSHA and other non-regulatory reports.

Scenario: Report a safety incident

You are the safety administrator at your company.

One of the employees at your company slipped on the floor of the main entrance to the building when arriving for work in the morning resulting in a broken arm.

The floor was wet due to rain.

An employee who witnessed the fall is reporting the incident.

In this scenario, you will report this safety incident.

Demo: Report a safety incident

Your instructor will demonstrate how to report a safety incident.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Exercise 8.1: Report a safety incident

In this exercise, you will report a safety incident.

Exercise 8.1 steps

Select Health And Safety Management > New Incident > Enter A Safety Incident. The Incident form displays.

Define the details of the safety incident by typing or selecting the values in the fields as detailed in the table below.

Field Value

Description Emily Ackers fell at entrance and broke arm

Date Reported <today’s date> (defaulted)

Incident Date <today’s date>

Incident Time 8:45 AM

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Field Value

Incident Time Undetermined Unselected

Observer <an employee of your choice>

Investigator <an employee of your choice>

Incident Type Injury Incident

Accident Type Fall

Recurrence Will Not Recur

Emergency Situation Select

Location tab

Location St. Paul

Not On Company Premises Leave blank

Location Details Main Office Entrance

Country Auto-populates

Street Address Auto-populates

City Auto-populates

State / Province Auto-populates

Post Code Auto-populates

Country District Auto-populates

Detailed Description tab Emily Ackers was entering the main office building when he/she slipped on wet floor due water build-up on the marble floor.

Click Save.

Click the Employee Cases tab.

Click Create.

Select Ackers, Emily from the Employee ID field.

Select 9:00AM from the What time did the employee begin work? field.

Type Employee was walking into the building to start her shift at 9:00 AM. in the What was the employee doing just before the incident? field.

Click the Injury or Illness tab.

Select Injury from the Injury Or Illness drop-down list.

Select Broken Bone from the Injury Type drop-down list.

Select Severe from the Injury Severity drop-down list.

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Type Arm in the What Body Parts Were Affected? field.

Click the Medical Treatment tab.

Select the Was employee treated in an emergency room? check box.

Select ABC Clinic from the Facility Name field.

Click Save.

Close the Employee Incident Case form.

Close the Incident form.

Close the Health And Safety Management space.

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How can organizations use the Employee Safety module?

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What is included when reporting a safety incident?

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Lesson 9: Overview of security in Global HR

Estimated time

1 hour

Learning objectives


List the purpose and benefits of security in Global HR.

Define security terminology.

Describe the Infor Java Framework security structure.

Describe how security classes are organized.

Explain the Infor Java Framework naming conventions.

Topics Overview of Infor Java Framework security

Security terminology

Security structure

Actors

Security roles

Security class organization

Naming conventions


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96 Lesson 9: Overview of security in Global HR © 2017 Infor Education

Overview of Infor Java Framework security

In Infor Java Framework, you begin with no access to any part of the system. You need to grant access to perform an action or have visibility to the data.

The Infor Java Framework environment provides structured application security that helps reduce redundancies of multiple security functions/access. It reduces the number of modifications because security is specific to a task so security rules can be reused by multiple users.

Infor delivers a set of standard security for each Infor Java Framework application. These standards can be applied to Infor Java Framework application users to automatically use Infor Java Framework applications.

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Security terminology

The table below lists common security terms and their definitions.

Term Definition

Actor An actor is tied to user names and assigned to an identity and roles.

Identity An identity is a user name, for example, your employee number or network login name.

Security role A role is a high-level set of security policies you can assign to an actor such as administrators, supervisors, candidates, managers, employees, contract administrators, buyers, etc. Roles control what the actor has access to view or edit. An actor can have many assigned roles.

Security class A security class is a collection of security rules that relate to a specific part of the application. For example, an employee’s ability to maintain his or her own record and the functionality or access of the securable objects.

Securable object A securable object is a specific entity within an area of Infor Java Framework. A security object in an Infor Java Framework application could be the data area, module, menu, business class, or actions.

Security rule Security rules are individual rules written on a securable object, including key fields, business classes, actions, fields, data, and modules.

Business class A business class is a related set of fields, somewhat analogous to a database table, but more complex in that a business class also encompasses business logic.

Federation Federation couples Infor Java Framework into Infor S3 and synchronizes actors.

Proxy A proxy is an individual who is acting as a manager.

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Security structure

In an Infor Java Framework application, not everyone may have access to every form or page – nor should they. Some users should be able to change the data in a form, while others can only view the data. Some may not even be able to see the form at all. This is accomplished through the use of security classes. Security within Infor Java Framework allows you to secure all the way down to the field level.

Security structure has four basic components.

Actors

Roles

Security classes

Security rules

The table below describes each security structure component.

The diagram below shows security structure for Infor Java Framework security.

Infor Java Framework security structure

Security component

Description

Actor An actor is an an Infor Java Framework user.

Security role A security role is assigned to an actor to identify his or her jobs within an organization.

Security class A security class is assigned to a role to provide access to specific areas on an Infor Java Framework application.

Security rules Security rules are part of a security class and specifies the specific functions a user can do within an area of his or her Infor Java Framework.

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_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Actors

An actor is a user in the Infor Java Framework. An actor may have a single role or multiple roles. At the highest level, the role is a broad containment layer for an actor’s access rights. Business needs may require an actor to have a single role or one actor may have several roles.

An actor has no pre-configured attributes or security definitions. What is preconfigured in the security templates that come with the application are the creation of the roles, the security classes, and the link between the roles and the security classes. The security administrator determines the relationship between actors and roles.

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Security roles

A security role is a high-level set of security policies you can assign to an actor such as administrators, supervisors, managers, employees, etc.

There are no specific rules regarding the assignment of security classes to roles. You can assign any class to any role you create. You can use the application security to expand or restrict access as needed.

The table below lists the typical roles in Global HR and their corresponding security role.

Role Security role

Administrator Admin_ST

Absence manager administrator

AbsenceAdmin_ST

Benefits administrator

BenefitsAdministrator_ST

Direct supervisor DirectSupervisor_ST

Employee Employee_ST

Facility health manager

FacilityHealthManager_ST


SafetyAdmin_ST

FacilitySafetyManager_ST

HR generalist HRGeneralist_ST

HR generalist HRGeneralistActorOrgUnit_ST

Occupational health administrator

OccupationalHealthAdmin_ST


PositionBudgetManager_ST

Position site administrator

PositionSiteAdministrator_ST

Position budget approver

PositionSiteAdministrator_ST


SafetyAdmin_ST

Rules are combined so that the least restrictive wins over the most restrictive. For example, if the actor has the role of Employee_ST and DirectSupervisor_ST, the direct supervisor role permissions provides the greater access to the data and actions over the employee permissions.

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Security class organization

Security classes are organized into four main types. The following table describes how security classes are organized by security class type.

Security class type

Description

View setup components

View setup components is used for a role who needs only view access to components.

For example, a hiring manager only needs to view candidate forms during the interview process.

Maintain setup components

Maintain setup components is nnecessary for roles with responsibility to update or make changes to components.

For example, an HR generalist responsible for adding positions in the Candidate space, may need access to update associated forms and records.

View transactional data

View transactional data is for roles who need view access to a record.

For example, an employee only needs to view his or her compensation history.

Maintain transactional data

Maintain transactional data is necessary for roles to have access to maintain records.

For example, a direct manager has access to maintain the appraisal records for the employee and submit it through the process flow.

Module-specific

Security classes are module-specific. By reducing redundancies, a security administrator can locate and manage individual security classes more efficiently.

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Naming conventions

Security classes can easily be identified by a unique naming convention.

The following table describes the naming conventions for security classes.

Naming convention

Description

Module Module indicates the component of a product suite; for example, GLOBAL HR stands for Global Human Resources.

Role Roles have access to specific data. For example: if you are a manager, access to employee data is given as his or her direct manager; whereas, this access is not given to other roles.

Feature Feature is the part of the module the class applies; for example, self-access, goal activity, or invoices.

Access rights Access rights indicate what the security class can do; for example, update or inquiry.

The screen capture below shows an example of naming conventions for security classes assigned to a role.

Security class naming conventions example

In this example, the employee security class for GLOBAL HR self-service has access rights, while the GLOBAL HR job and position security class only has inquiry rights.

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_____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________

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Match the Infor Java Framework structure component on the right with its description of how it is used on the left. The possible components are: security class, actor, security rules, security role.

Description Component

An Infor Java Framework user

Identifies an actor’s jobs within an organization

Assigned to a role to provide access to specific areas on an Infor Java Framework application

Specifies the specific functions a user can do within an area of his or her Infor Java Framework

What type of access does a role need in order to maintain records?

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106 Lesson 10: Overview of Configuration Console © 2017 Infor Education

Lesson 10: Overview of Configuration Console

Estimated time

1 hour

Learning objectives


Describe the function, purpose, and benefits of Configuration Console.

Define basic Configuration Console terminology.

Topics Overview of Configuration Console


Terminology


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Overview of Configuration Console

Infor applications, built on the Infor Java Framework platform, contain many powerful features, but often some of those features don’t quite meet a customer’s needs. For instance, you many need an additional address field, while someone else may want to capture the social security number or other government insurance numbers.

Such changes have always been possible, thanks to form customizations and Infor Java Framework Language modifications made uniquely for each customer.

You can now make changes without modifying Landmark Pattern Language (LPL) using the Configuration Console tool within the Infor Rich Client. Changes made within Configuration Console change the copy of the LPL source, which is then stored separately in the customer’s database.

You decide what to configure when using Configuration Console.

Configuration Console does not replace all required LPL modifications.

Two types of modifications

There are two types of modifications.

Personalization Personalization are changes that you can make to enhance your own experience. These changes are made using My Personalizations. Permission to make these personalization requires the security role of PersonalizationAccess_ST plus another complimentary role such as HRGeneralist_ST. You access My Personalizations by selecting Start > My Personalizations.

The ability to personalize a form, page, or menu may be restricted by some organizations or restricted to certain users.

Configurations Configurations are global changes an administrator can make to alter a delivered application to fit a business need. Configurations are made using Configuration Console. To make configuration changes, select Start > Configure > Application.

Permission to make configuration changes requires the security role of ConfigurationAccess_ST.

When you make configuration changes through the Configuration Console, the changes apply to all users. This is in contrast to the changes made through the My Personalizations, which apply only to the user making the change unless that user has the privilege to make the change global and chooses to do so.

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Layered approach

Configuration Console takes a layered approach to applying changes.

That means when a page, form, list, or menu is accessed, the application first loads what is “standard” – either the original “out-of-the-box” application, or what has been customized for the customer by Infor or its partners.

The application then applies all of the configuration changes created in the Configuration Console by system administrators, providing the user with the company’s desired page, form, list, or menu contents.

If the user has personalization access, the system then applies any user personalizations, including field labels, fonts and colors, or adding or removing menu items. These personalizations supersede any configuration changes made by the system administrator.

Configuration Console layered approach

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Configuration Console offers several benefits. The following table describes those benefits.

Purpose Benefit

Increase in user adoption

Configuration Console increases user adoption of the application because it improves the user experience and creates efficiencies down to the field level.

Increase in productivity

Configuration Console has the ability to tailor the application user interface to meet the user’s needs contributes to an increase in productivity.

Open and agile information

Open and agile information allows the user to use Web Services to access Infor Java Framework application data.

Lower cost of implementation

There is a lower cost to implement Configuration Console due to the application having predefined, delivered security templates.

Lower cost of ownership

There is a lower cost of ownership because the user can manage his/her own security and configurations.

Lower cost of maintenance

There is a lower cost of maintenance because the application upgrades are easy and generally error-free.

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Terminology

The table below lists common Configuration Console terms and their definitions.

Term Definition

Modification/Customization Modification/Customization involves changing source codes and requires a build process. This includes changing Infor Java Framework source codes to merge client changes with Infor changes.

Configuration A configuration occurs when a copy of the LPL source code is changed. Configurations happen in real time. Unlike customizations, no build processes are necessary because no source code changes are made. Updates are fault tolerant.

Personalizations Personalizations are changes a user can make to his or her view of the application. Like configurations, a copy of the LPL source code is changed. Personalizations override configurations and configurations override the delivered application or customized LPL.

Personalizations can be made global provided the actor has the security role of ConfigurationAccess_ST.

Business classes Business classes contain the basic definitions for what data is in an application, how it is organized, and how it is processed. As central repositories of business information, business classes have many components or features that are shown in the user interface and can be configured.

Actors Actors are tied to user names and contain everything about the user.

Agent An agent is tied to a record, i.e., employee number, candidate number, buyer number.

Role A role is a high-level set of security policies assigned to an actor i.e., HRGeneralist_ST, Admin_ST, Employee_ST.

CamelCase CamelCase is writing compound words and phrases in which the words are joined without spaces. Each word’s initial letter is capitalized within the compound. Example: EmployeeAddress or ContractLine.

Action request An action request configuration enables you to create an action and link that to a process service definition with an approval process. This enables a user to trigger a much more complicated chain of events than a simple update or create. For example, an action request can result in an action being routed to several users for approval before it is complete.

Action override An action override is an action within a business class that can require users to supply an effective date, action reason, and/or action comment when the user tries to perform an action. An action override permits the user to change these action requirement settings.

Fault tolerance A fault tolerance is when changes are made to the base LPL by Infor alongside updates made either through the Configuration Console or a personalization. This results in the delivered base LPL changes not to be applied to the user’s configurations/personalizations automatically. The user must review those changes, compare them to the configurations/personalizations and make the decision whether or not to apply the delivered changes.

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What are the two types of modifications?

1. _______________________________________________________________________

2. _______________________________________________________________________

What is a personalization?

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What is a configuration?

_______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________

What is the difference between making changes in Configuration Console and making changes in My Personalizations?

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112 Lesson 11: Configuring and personalizing in Global HR © 2017 Infor Education

Lesson 11: Configuring and personalizing in Global HR

Estimated time

1 hour

Learning objectives


Describe the components that can be personalized.

Describe how to personalize a list by changing the order of a list.

Describe how to personalize a list by adding fields to a list.

List the configurable application components.

Describe how to configure a form by adding a user field.

Topics Overview of personalization

Personalizing a list

Overview of configuration


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Overview of personalization

Personalizations are changes made to override default configurations.

Personalizations allow you to customize application components to help increase efficiencies by modifying forms, menus, and pages by:

Hiding fields that are irrelevant to the workflow.

Changing label text to make the fields stand out on the form or match corporate standards or other requirements.

Rearranging fields to make a form easier to navigate.

Creating a customized menu to efficiently navigate from form to form.

Creating watches to send alerts when certain conditions are met.

You may have the option to push the personalization to everyone as a customization with the “make global” option. Make global is available only if the user is given the security role of ConfigurationAccess_ST.

Application components can be personalized by any actor with the security role of PersonalizationAccess_ST.

The following table describes how the application component can be personalized.

Application component

Description

Menus Menus can be created and modified to hold application objects (pages and lists) that meet specific job needs.

Pages Pages can be added or lists removed from the page to change the layout to suit the user’s preferences.

Lists Lists can be modified by adding fields, deleting fields, and rearranging fields to make a user’s work efforts more efficient.

Labels The appearance of a label on a field can be changed; fields can be hidden, or the name of a field can be changed.

Forms Like lists, related fields can be added or irrelevant fields can be deleted on a form.

Fields Fields can be made editable from a list or color can be added to a field.

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Personalizing a list

You can add or remove fields and change the order of the columns to make the workflow more efficient. Within the structure of the Infor Rich Client, lists are designed to be reusable. If you personalize a list on one page, then every page that the list is used reflects the personalization as well.

List Editor

You use the List Editor to make changes to a list. On the Column tab, you make modifications to the columns that lists use to present a set of records. The changes you can make include changes to the fields displayed and changes to the order in which the displayed records are sorted.

Changing the order of a list

When delivered, lists may not display the way you need them to display. You have the ability to change the order of the columns to suit your preferences. For example, when reviewing work assignments, it may be more important to have the organization unit in the first position for easier reporting and searching.

Scenario: Change the order of a list

As the administrator, it is important for you to have the Organization Unit appear first in the list when reviewing work assignments to make it easier for reporting and searching.

In this scenario, you will change the order of list that you use for searching on resources so that Organization Unit displays as the first list on the form.

Demo: Change the order of a list

Your instructor will demonstrate how to personalize a list by changing the order of a list.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Exercise 11.1: Change the order of a list

In this exercise, you will personalize a list by changing the order of a list.

Exercise 11.1 steps

Select Administrator > Resources > Resources. The Resource Search form displays.

Click the Work Assignment Search tab.

Note where the Organization Unit list is located.

Click the All Actions Menu.

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Select Options > Personalize. The List Editor – Work Assignment Search form displays.

Click to highlight Organization Unit.

Click the Move Up button until Organization Unit is located at the top of the list.

Click OK. You are returned to the Resource Search form.

Verify that Organization Unit displays as the first list on the form.

Close the Resource Search form.


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Adding a field to a list

Within the Infor Rich Client, you have the ability to add a related field to a list. Adding a field to a list allows you to put relevant fields together to make your workflow more efficient.

Scenario: Add a field to a list

As the administrator, you monitor work assignments and position changes, update education records, and sort reports by direct manager.

To be more efficient, you would like to add a Start Date field to a list when you search on a resource.

In this scenario, you will add a field to a list.

Demo: Add a field to a list

Your instructor will demonstrate how to personalize a list by adding a field to a list.

______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________

Exercise 11.2: Add a field to a list

In this exercise, you will personalize a list by adding a field to a list.

Exercise 11.2 steps

Select Administrator > Resources > Resources. The Resource Search form displays.

Click the Resource Search tab.

Click All Actions Menu.

Select Options > Personalize. The List Editor – Resources form displays.

Click the Add Field button. The List Column Editor form displays.

Click the right-facing arrow in the Field field. The Select Field window displays.

Type StartDate in the Search field to narrow down the list of choices.

Click StartDate.

Click OK. You are returned to the List Column Editor form.

Type Start Date in the Label field. This makes the field more intuitive.

Select ByName from the Sort Order drop-down list.

Click OK. You are returned to the List Editor – Resources form.

Click to highlight Start Date.

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Click Move Up to move Start Date so it displays directly below Employment ID.

Click OK. You are returned to the Resource Search form.

Verify that you have a Start Date column and that it displays to the right of the Employment ID column.

Close the Resource Search form.


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Overview of configuration

In the Configuration Console, you can configure a variety of application objects as well as some application settings. The application objects that you can configure in the Configuration Console include many of the objects that appear in the Infor Rich Client.

The table below describes the type and extent of the changes you can make to each of these objects and settings.

Object and/or setting

Description

Data areas Data areas are the highest level within the application. All other components of the application belong to the data area. For a data area, you can configure whether data translation is enabled and add business subjects for use by action requests within the data area.

Menus Menus are a group of links or icons for related forms or submenus. They help organize the many forms, lists, pages, and submenus in the Infor Rich Client so that users can more easily navigate to related application objects.

Pages Pages are composite objects that combine lists and forms into a single viewable object for the user. The different objects are placed on the page through different layout formats and one or more tabs.

Business classes Business classes contain the basic definitions for what data is in an application, how it is organized, and how it is processed. As central repositories of business information, business classes have many components or features that are shown in the user interface and can be configured. Most of the work is done here.

User fields User fields are custom fields added to the standard lists or forms. You can add them to forms that are part of an Infor Java Framework application product line or to the business classes.

Lists Lists are components that you can configure as part of the configuration of pages and business classes. A list displays the records (sometimes a subset of those records) from a database table.

Forms Forms can be configured to include changes to the layout, fields, call out actions, restricted actions, and delivered action requests.

Action requests Action request configuration enables you to create an action and link that to a process service definition. This enables you to trigger a more complicated chain of events to include an approval process rather than a simple update or create. For example, an action request can result in an action begin routed to several users for approval before it is updated in the system and considered complete.

Action extensions Action extensions are action requests that are created by using an existing action request as a template and then overriding some of the properties. Action extensions have the advantage of including the business logic within the action request from which they are built.

Action overrides Action overrides are actions within a business class that require you to supply an effective date, action reason, or action comment when you try to perform the action. You can change these action requirement settings to ensure the action reason and/or action comment are completed before

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Object and/or setting

Description

saving the overrides.

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Demo: Add a user field to a form

Your instructor will demonstrate how to configure a form by adding a user field.

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Demo steps

Part 1: Configure the user field

Select Start > Configure > Application. The Configure Application form displays.

Click to highlight Business Classes.

Click New. The Create New Configuration form displays.

Select the Field Configuration Type radio button.

Select WorkAssignment from the Business Class drop-down list.

Select the Field Field Type radio button.

Click OK.

Use the values from the table below to define the new field.

Field Value

Field Name (use camelcase) ClockNumber

Default Label Clock Number

Field Type Alpha

Size 7

Named Type Leave blank

Option/Required//Conditionally Required Optional

Required When Leave blank

Initial Value Leave blank

Default Value Leave blank

Click Save.

Part 2: Add the user field to a form

Select Start > Configure > Application. The Configure Application form displays.

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Expand Business Classes.

Expand Work Assignment.

Click to highlight Forms.

Click New. The Create New Configuration form displays

Select WorkAssignment from the Business Class drop-down list.

Select WorkAssignmentDetail from the Form drop-down list.

Click OK.

Scroll through the list of options on the left panel.

Click to highlight paragraph.

Click New > User Field.

Select ClockNumber from the User Field drop-down list.

Click Save.

Click the Refresh icon. Note: This is a circular arrow.

Click Back. Note: This is a left-facing arrow.

Close the Configure Application form.

Part 3: Confirm your changes

Select Administrator > Resources > Resources. The Research Search form displays.

Double-click <an employee record>. The employee’s Profile form displays.

Click the Work Assignments tab.

Double-click <the work assignment>. The Work Assignment form displays. The Clock Number field displays next to the Job field.

Type abcd123 in the Clock Number field.

Type <today’s date> in the Effective Date field.

Click Save.

Close the Work Assignment form.

Close the Profile form.

Close the Research Search form.


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What can be personalized?

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Where do you change the order of a list?

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Which of the following steps is part of configuring a user field on a form?

a) Select Start > Configure > Application b) Select Options > Personalize c) Administrator > Resources > Resources d) Select Start > Configuration Console

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Lesson 12: Overview of Global HR interfacing with other systems

Estimated time

1 hour

Learning objectives


Describe how data is exported from Global HR to Lawson S3 HRM.

Describe how data is imported from Lawson S3 HRM to Global HR.

Topics Overview of Global HR interfaces

Data export to Lawson S3 HRM

Data import from Lawson S3 HRM


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124 Lesson 12: Overview of Global HR interfacing with other systems © 2017 Infor Education

Overview of Global HR interfaces

Data can be exported from Global HR and imported into other applications using IPS processes. Likewise, data can be imported to Global HR from other applications. The interface functions include:

Reading comma-separated value (CSV) files to import time records to employee time records, and if applicable, after approval, create service records in Absence Management.

Creating time record export CSV files that can used in other applications.

You decide how often to interface data to and from Global HR (for example, once per hour, once per day) and configure the Process Server Scheduler to run on its interface schedule.

The Infor Talent Management Interface Guide describes the procedure for setting up the interface. These procedures must be completed in addition to the procedures in the Infor Talent Management Interface Guide.

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Data export to Lawson S3 HRM

Time records can be exported from Global HR to Lawson S3 HRM. The time record export interface creates a CSV file of time records using Infor Process Designer. This file can be imported into other applications to create employee time records.

The CSV file can be used to interface to HRM payroll (PR530) or another payroll system.

If the file transport process (FTP) option is configured, a file transfer would be performed.

To run this interface, select Administrator > Utilities > Interface > Time Record Interface > Export Records > Time Record Interface.

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126 Lesson 12: Overview of Global HR interfacing with other systems © 2017 Infor Education

Data import from Lawson S3 HRM

Time records can be imported from Lawson S3 HRM to Global HR. The time record import interface uses an Infor Process Designer flow to read records from a CSV file and creates time record import records. The imported time records are then processed to become employee time records. Once the employee time records are approved, records for hours create an associated service record for Absence

Management.

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What is the process to export data from Global HR to Lawson S3 HRM?

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128 Lesson 13: Preparing for the Global HR implementation © 2017 Infor Education

Lesson 13: Preparing for the Global HR implementation

Estimated time

1½ hours

Learning objectives



Topics Global HR implementation planning

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Global HR implementation planning

You need to plan your organization structure on paper before entering it into your TM system. Some things to consider:

What code do you use to identify your enterprise group? Keep in mind there is a one-to-one relationship to the organization. This enterprise group code number is also your organization’s code number.

How many enterprise groups/organizations do you need? The number of autonomous businesses your structure requires determines the number.

Do resources move within your organization or are they independently run business units?

Before implementing Global HR, there are several key activities that you need to complete. The following is a sample check list and examples of questions to help you identify your organization’s business needs so that you can begin to map a preliminary plan for your Global HR implementation.

General planning questions

Implementation factors

How many lines of business do you need?

What type of organization structure to use? (centralized, decentralized, or hybrid)

In how many countries do you operate?

How many currencies does your business use?

What types of resources do you have? (contract, seasonal, employee, or volunteer)

Do employees often transfer within your organization?

Absence plans

How many different types of absence plans do you currently have?

Are the file layouts available for your current systems?

What are the critical issues with your current Absence Management system?

Benefits

How many benefit plans do you offer?

Who is covered on these plans?

Do you offer COBRA benefits?

Do you have a waive plan?

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130 Lesson 13: Preparing for the Global HR implementation © 2017 Infor Education

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Course summary

Estimated time

30 minutes

Course objectives

Now that you have completed this course, you should be able to:

Describe Global Human Resources (Global HR) and the components that make up Global HR.

Identify the core modules in Global HR.


Describe the function, purpose, and use of the Benefits Administration application in Global HR.

Describe the function, purpose, and use of the Absence Management application in Global HR.

Describe how Employee Relations is used in Global HR.

Describe how Position Budget Manager is used in Global HR.

Describe how Occupational Health is used in Global HR.

Describe how Employee Safety is used in Global HR.

Describe how security is used in Global HR.

Explain the function, purpose, and benefits of Configuration Console in Global HR.

Describe how to configure and personalize in Global HR using Configuration Console.

Describe how data is imported and exported from Global HR to Lawson S3 Human Resource Management (HRM).


Topics Course review

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132 Course summary © 2017 Infor Education

Course review

How is Global HR used within an organization? Select all that apply.

a) It has all the prerequisite structures to help manage a workforce. b) It has core human resources modules to help manage benefits, absence,

position budgets, occupational health, employee safety, time entry, and employee relations.

c) It enables organizations to set up and manage resource and organization goals.

Which of the following are components of Infor TM? Select all that apply.

a) Absence Management b) Benefits c) Compensation Management d) Talent Acquisition e) Succession Management

Which of the following are ways that you can access actions on a form in the Infor Rich Client? Select all that apply.

a) Click the All Actions Menu icon b) Right-click a list item c) Select the most frequently used actions from the Actions bar d) Select Start > Settings > Actions

Which of the following can a manager do from the Manager space? Select all that apply.

a) Create budgets b) Request new requisitions for positions and route them for approval c) Search for internal candidates for open positions d) View and update his or her subordinate’s profiles

Which of the following are key components of an absence plan? Select all that apply.

a) Calculations b) Coverage types c) Eligibility groups d) Formulas e) Rules

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Match the Benefits Administration process on the right with a task from that process on the left. The possible processes are: enrollments, setup, maintenance.

Task Process

Define plan coverage and contributions

Complete benefit plan enrollments

Update benefit plans

Match the tab on the Absence Plan and Components form on the right with how it is used on the left. The possible tabs are: Plans, Formulas, Tables, Calculations.

How it is used Tab

To calculate rules for hours accrued or allowed

To accrue amounts used in rules tables

To define additional accrual computations

To identify plan type and eligibility group

What are three ways that you can define budgets in Position Budget Management?

a) By full-time equivalents (FTE) b) By headcount c) By organization d) By salary

What role in Position Budget Management monitors budget changes and budget variances for one’s own budgets?

a) Direct manager b) Recruiter c) Position budget manager d) Position site administrator

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Which of the following do you define when setting up a health component? Select all that apply.

a) Attachments b) Budgets c) Costs d) Lot numbers e) Positions

Match the Employee Relations component on the right with its description on the left. The possible components are: discipline, notes, grievance, coaching.

Description Component

Record information about an incident

A meeting between an employee and a manager to discuss a performance or development issue

Formal process used for employee behavior that requires corrective action

An employee complaint

Which of the following from the Employee Safety module can organizations use to administer employee safety? Select all that apply.

a) Create appointments b) Gather incident data c) Report incidents d) Track tasks, follow-up activities, and costs associated with an incident

What is the employee role in employee safety? Select all that apply.

a) Report witnessed observations b) Report observations that impacted or injured them c) Investigate assigned observations and incidents d) Perform any assigned incident follow-up tasks

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Match the Configuration Console term on the right with its definition on the left. The possible terms are: modification, configuration, personalization.

Definition Term

Changes a copy of the LPL source

Changes a user can make to his or her view of the application

Changes source codes and requires a build process

Which of the following statements are true about how organizations administer Occupational Health? Select all that apply.

a) Occupational Health can be administered for all employees. b) Occupational Health can be administered by position. c) Occupational Health can be administered only for the entire organization. d) Occupational Health can be administered only to employees who work in high

risk jobs or a high-risk work environment.

A user name or employee number is called a(n) __________.

a) Actor b) Business class c) Identity d) Role

Which statement best describes a security role?

a) A security role is an individual who is acting as a manager. b) A security role controls what can be accessed to view or edit. c) A security role allows access to the application using a user name and

password.

What type of access would a direct manager need to maintain the appraisal records for his or her employees and submit them through the process flow?

a) Maintain setup components b) Maintain transactional data c) View setup components d) View transactional data

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Which of the following is a true statement about how data is exported from Global HR to Lawson S3 HRM?

a) The time record export interface creates a CSV file of time records using Infor Process Designer.

b) The time record export interface creates a Microsoft® Excel® file of time records using Infor Process Designer.

c) The time record export interface creates a CSV file of time records using the Infor Rich Client.

d) The time record export interface creates a CSV file of time records using Configuration Console.

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Appendix

Topics Appendix A: Employee assignment

Appendix B: Exercise data reference

Appendix C: Benefits interfaces

Appendix D: Absence Management interfaces

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138 Appendix © 2017 Infor Education

Appendix A: Employee assignment

Your instructor will assign you a student ID and employee to use for class exercises.

Infor Rich Client Login ID

Rich Client password

Employee number

Employee name

ST01 ST01 6 Emily Ackers

ST02 ST02 1106 Alexander Bell

ST03 ST03 1118 Drew Buchanan

ST04 ST04 1104 Arthur Clarke

ST05 ST05 1121 Tony Cleveland

ST06 ST06 1103 Tom Peterson

ST07 ST07 1102 Sue Hadley

ST08 ST08 1125 Michelle Harding

ST09 ST09 1117 Dean Harrison

ST10 ST10 1101 Julia Hahn

ST11 ST11 1112 Marcia Hudson

ST12 ST12 1119 Matthew Lincoln

ST13 ST13 26 Kristie Fisher

ST14 ST14 1210 Julia Hocken

ST15 ST15 1174 Jill Knutson

ST16 ST16 1169 Gerry Sample

ST17 ST17 1105 Theo Robot

ST18 ST18 1107 Taylor Wang

ST19 ST19 1108 Thomas Edison

ST20 ST20 1109 Will Robinson

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Appendix B: Exercise data reference

Use the table below to record your student-defined information used during class.

Item Details

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Appendix C: Benefits interfaces

Overview of Benefits interfaces

Data can be exported from Global HR Benefits to Infor HRM for Payroll and imported from Infor HRM- Payroll into Global HR Benefits using IPS processes.

The interfaces are:

Export benefit standard time records

Export employee benefit deductions

Import benefit hours worked

Import year-to-date benefit contribution and defined benefit contribution history

The interface processes are run on the schedule you set up in Infor IPS or can be processed immediately when that option is selected.

The Benefits interface processes do not send any records that are future-dated or are history corrections. Such records are included in the export files, but their statuses are set to Not Applicable, therefore excluding them from the actual interface. The interface export processes send only records with a Not Processed status. The interface import process manages records with a Not Processed or Error status.

Export benefit standard time records interface

The benefit standard time records export process sends data from Infor GLOBAL HR to Infor HRM for Standard Time Record (PR30.1).

To review the benefit standard time record export:

Select Benefits > Utilities > Interface> Export Records > Standard Time Record.

or

Select Administrator > Utilities > Interface > Benefits Interface > Export Records > Standard Time Record.

Export employee benefit deduction interface

The employee benefit deduction export process sends data from Infor GLOBAL HR to Infor HRM for Employee Deduction (PR14.1). As a deduction is created or changed in TM, it is written to the export table as a benefit deduction export record.

To review the employee benefit deduction export:

Select Benefits > Utilities > Interface > Export Records > Employee Benefit Deduction.

or

Select Administrator > Utilities > Interface > Benefits Interface > Export Records > Employee Benefit Deduction.

Import benefit hours worked interface

The benefit hours worked import process uses the PRTime database file from Infor HRM to load data to Infor GLOBAL HR to the business class "BenefitHoursWorkedImport" (stagingtable) and runs the action "CreateAllBenefitHoursWorked," and then updates "BenefitHoursWorked."

To review the benefit hours worked import:

Select Benefits > Utilities > Interface> Import Records > Hours Worked.

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or

Select Administrator > Utilities > Interface > Benefits Interface > Import Records > Hours Worked.

Import YTD contributions and defined benefit contribution history interface

This import process includes the year-to-date contributions and defined benefit contribution history. You must enter the year for the calculation. The process reads the PREMDEDHST for the year entered, goes to the DEDHIST, and writes the transaction data to the Benefit Deduction Amount Import table. The action UpdateYearToDateContributionAmountAndDefinedContributionHistory updates the employee benefit record and the defined contribution history record.

This import runs for all plans.

To review the year-to-date contributions and defined benefit contribution history interface import and monitor for processing errors:

Select Benefits > Utilities > Interface > Import Records > Benefits Import Records > Year-to-date Contributions and Defined Contribution History.

Defined contributions updated are:

Employee year-to-date contributions total

Year-to-date pre-tax contributions total

Year-to-date after-tax contributions total

Year-to-date flexible spending (flex) contributions total

Set up the Benefits interface

The Benefits interfaces writes data to table or flat files and processes the information with Infor IPS.

The following is a high-level overview of the information and procedures to set up and test the Benefits interface.

Part 1: Configure the interface setting

Select Administrator > Utilities > Interface > Setup. The Interface Setup form displays.

Select <the organization> from the list.

Select Trigger from the Interface Type drop-down list. Note: It may already be selected.

Set up the variable for the year for benefits interfaces that require a year value. Note: The variable values is an integer, for example 2016. You may choose to create multiple triggers for multiple years.

Click the File Selection tab.

Select all the Benefits check boxes in the Select Items To Include section.

Click Save.

Close the Interface Setup form.


Close the Utilities – Interface form.


Part 2: Set up deduction codes

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Set up deduction codes in Infor HRM that correspond to the deduction codes in Infor GLOBAL HR. Note: Deduction codes must in the same in both systems.

Part 3: Configure cross references

Select Start > Applications > Process Server Administrator. The Process Server Administrator displays.

Click the Menu tab.

Click the Cross Reference hyperlink. The Cross Reference Codes form displays.

Follow the instructions in creating cross reference codes in the Infor TM Interface Guide, "Overview and Setup" section to map the following data fields.

o DeductionCode o HROrganization o PaySummaryGroup o BenefitPlan

Click Save.

When defining the cross-reference codes, these listed codes are required to interface data from Benefits Management to TM. The interface will not function properly if these codes are removed. If the values are identical, no cross reference mappings are required.

Ensure the following codes are already mapped:

o Currency o PayCode o Employee o BalanceType o EmployeeDeductionMaster o StandardTimeRecord

Close the Cross Reference Codes form.

Close the Process Server Administrator.

EmployeeDeductionMaster and StandardTimeRecord are generated as the export runs.

Create configuration parameters

If you are interfacing data to or from Benefits Management you need to create configuration parameters for the IPS to specify the interface file details. These parameters must be entered before creating the interface files.

The following is high level-overview of the procedure to create configuration parameters.

Select Start > Applications > Process Server Administrator > Configuration > System Configuration > Benefits.

Enter the values for the following information:

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Property Description

BenefitsFileDirectory This is the destination working directory for the export files from Benefits Management

Examples:

/tmp/ (example for a UNIX host)

“C:\\Temp\\” (example for a Windows host)

Organization Select the organization for the interface or leave it blank for all organizations.

Click Save.

Close the Configuration form.

Close the Configuration Sets form.

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Appendix D: Absence Management interfaces

Overview of Absence Management interfaces

Data can be exported from and imported into Absence Management using IPS processes. The interfaced data includes:

Creating CSV files to export balances from Absence Management to a generic or Infor Workforce Management format

Creating CSV files to export general ledger transactions from Absence Management to universal ION format

The Absence Management interface processes do not send any records that are future-dated or are history corrections. Such records are included in the export files, but their statuses are set to Not Applicable, therefore excluding them from the interface. The interface processes send only records with a status of Not Processed.

The interface processes are run on the schedule you set up in IPS or can be processed immediately when that option is selected.

Employee balance export (generic) interface

The balance export interface creates a pre-defined generic file from the Absence Management application of an employee's absence plan balances using Infor Process Designer. A balance rule must be configured to interface with the balance type.

Refer to the Absence Management User Guide for more information about balance rules.

To run this interface, select Administrator > Utilities > Interface > Absence Interface > Export Records > Balances.

Fields in the balance export file are:

Company

Employee

AbsencePlan

StructureGroup

Position

AccruedHours

AvailableHours

AllotmentHours

ReservedHours

CarryoverHours

AccruedEarnings

AvailableEarnings

AllotmentEarnings

ReservedEarnings

CarryoverEarnings

Currency

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Employee balance export to Infor Workforce Management interface

The balance export to Infor Workforce Management interface action exports available balance records from the Absence Management application using Infor Process Designer to the defined Workforce Management (WFM) employee_balance.csv format.

The FTP option is the default for this interface.

The Infor Workforce Management balance import process is required after the file is transferred.

To run this interface, select Administrator > Utilities > Interface > Absence Interface > Export Records > Balances.

General Ledger export interface

The balance export to the general ledger interface action exports general ledger transaction activity and general ledger balances for absence plans that have general ledger rules. For each, plan type and plan balances by employee are exported.

If the FTP option is configured, a file transfer would be performed.

To run this interface, select Administrator > Utilities > Interface > Absence Interface > Export Records > General Ledger.

Set up the Absence Management interface

You decide how often to interface data to and from Absence Management (for example, once per hour, once per day) and configure Process Server Scheduler to run on its interface schedule.

The following is a high-level overview of how to configure and test your Absence Management interface.

Part 1: Define the interface setup

1. Use the procedures in the Infor Talent Management Interface Guide, “Define Export Service Triggers” to set up the interface. Note: These following procedures must be completed in addition to those procedures in the Infor Talent Management Interface Guide.

Part 2: Configure the interface settings

Business classes must be selected to create interface records.

Select Administrator > Utilities > Interface > Setup. The Interface Setup form displays.

Select <the organization>.

Select Trigger from the Interface Type drop-down list. Note: It may already be selected.

Click the File Selection tab.

Select the Workforce Management check box if you are using the Infor Workforce Management interface in the Select The Interfaces To Include section.

Select all the Absence check boxes in the Select The Items To Include section.

Click Save.



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Close the Utilities – Interface form.


Part 3: Configure cross references

Select Start > Applications > Process Server Administrator.> Configuration > Cross References. The Cross Reference Codes form displays.

Define values following the instructions in creating cross reference codes in the Infor Talent Management Interface Guide, "Overview and Setup" section to map the following data fields.

o ServiceCode o ReasonCode (the reason for the absence) o HROrganization (Organization) o HROrganizationUnit (not required) o Employee o ProcessLevelDept o Position o PayRateCurrency (not required) o BalanceName (for balance export to Infor Workforce Management interface)

Click Save.

Close the Cross Reference Codes form.



When defining the cross-reference codes, these listed codes are required to interface data from Absence Management to TM. The interface will not function properly if these codes are removed

Part 3: Create configuration parameters

Select Start > Applications > Process Server Administrator > Configuration > System Configuration > ABM.

Specify the values for the ABM configuration properties using the information from the table below.


BalanceExport_DestinationDirectory This is the destination directory where the balance data file is created for export from Absence Management

Examples:


C:\\Temp\\(example for Windows host)

BalanceExport_DestinationSystem This is the destination name for the balance data file exported from Absence Management.

BalanceExport_FTPDestinationDirectory This is the destination directory for the FTP location of the balance export file from Absence Management.

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Examples:


“C:\\Temp\\” (example for a Windows host)

BalanceExport_FileName This is the file name for the balance export file created from Absence Management.

BalanceExport_UseFTP This is the setting to identify if the exported balance files are sent via FTP to a server after creation (true or false).

Click Save.



Close Process Server Administrator.

Create configuration parameters for Infor Workforce Management

Configure the WFM parameter if you are creating Absence Management files to be used with Infor Workforce Management.

Select Start > Applications > Process Server Administrator > Configuration > System Configuration > WFM.

Specify the values for the following properties using the information from the table below.


HRAdminEmailAddress hradmin@PfiConfigurationProperty_

HRAdminEmailAddress

HRAdminFromEmailAddress hradmin@PfiConfigurationProperty_

HRAdminFromEmailAddress

InterfaceUsePositionShortDescription This identifies if Position ShortDescription (true) or Auto-Sequence (false) should be used.

InterfaceUseSupervisorShortDescription This identifies if Supervisor ShortDescription (true) or Auto-Sequence (false) should be used.

LTM_FTPSourceDirectory "/tmp/" (example for a UNIX host)

"c:\\temp\\" (example for a windows host)

LTM_Organization This is the organization used for the Workforce Management interface.

ProcessFutureEmployees This is used if you would you like to process future dated employee records (true or false).

WFMEmpSkillExportFileName This is the file name used by the WFMEmployeeSkillExport.

WFMEmployeeBalanceFileName You use the file name: employee_balance.csv

WFMJobExportFileName This is the file name used by the WFMJobExport

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WFMSkillMasterExportFileName This is the file name used by the WFMSkillMasterExport.

WFMTargetDirectory This is used for the WFM interface target directory.

WFMTeamExportFileName This is the file name used by the WFMTeamExport.

WFMEmployeeExportFileName This is the file name used by the WFMEmployeeExport.

Click Save.



Configure the FTP connection

You configure the FTP connection if you are sending the file via FTP protocol. It is not necessary if you are not sending the file via FTP.

Select Start > Applications > Process Server Administrator > Configuration > System Configuration > ABM.

Click the File Transfer tab.

Click New. The File Transfer Connection form displays.

Type <the fully qualified domain name of the server> in the Host field. Note: Do not include http:// or a port number.

Select Ftp from the Protocol drop-down list.

Type <the user name to log in to the server> in the User field.

Click Save.

Close the File Transfer Connection form.




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