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MODULE 2: ORGANIZATION SETUP

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

Objectives
The objectives are:

Distinguish between types of organization units.

Classify types of jobs.

Create a new position.

Report on jobs and positions.

Define role-based security.

Enter addresses for applicants and workers.

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Introduction
Typically, a company bases the formal structure of its organization on the product
or service that the company delivers. Workers are organized into groups because
they have similar or complementary talents and resources to work toward a
shared objective. Formal organizational structures enable companies to define
and communicate policies and procedures, and to set out lines of authority.
In Microsoft Dynamics AX Human Resources, the primary, formal relationship
between a worker and the company is defined through employment.
Relationships between positions and the positions to which they report, and also
between positions and departments, are defined by the position. A department
relationship to one or more companies (legal entities) is determined by the
organizational hierarchies that your agency sets up. Workers can have a formal
relationship with a company through their employment and be assigned to a
position that relates to one or more companies that may or may not be the same
as the workers' position.
This section explains and shows how to set up and structure the elements of the
organization:

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

Positions are specific instances of a job that can be occupied by


employees and assigned to organizational units.

Organization
Departments, jobs, and positions are organizational elements that are maintained
within human resources.
For examples of organizational elements, see the following example.
Department
Sales

Job
Sales manager

Position
Sales manager (East)
Sales manager (West)
Sales manager (Central)

Accounting

Human resources

Accounting manager

Accounting supervisor

Accountant

Accountant-A

HR manager

HR manager (East)
HR manager (West)
HR manager (Central)

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Module 2: Organization Setup


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

Jobs
A job is a collection of tasks and responsibilities. A position is a specific instance of
a job. Areas of responsibility, job tasks, job functions, skills, education information,
and certificates that are defined for a job are also automatically related to
positions that are associated with a job.
You can create jobs from scratch, by copying an existing job, or from a template.

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

Job task
Perf-review Review each salesperson's job performance.
Abs-review Approve or reject each salesperson's absence
requests or registrations.

Accountant

FIN-Report Present weekly financial reports to chief


financial officer.

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

Job functions

Sales manager

Mid-level Manager

Accountant

Professionals

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

Full-time and Part-time

Salary and Hourly pay

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

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

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

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

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

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Module 2: Organization Setup


If your organization uses a matrix hierarchy or another custom hierarchy, you can
also set up position hierarchy types and then add reporting relationships to
positions for each hierarchy type that you set up. Use the position hierarchy to
view the reporting structure of positions. If you have multiple position hierarchies,
you can view the hierarchy for each hierarchy type in the position hierarchy. Also,
you can search for a position by position ID or by the name of the worker who is
assigned to the position. The position hierarchy is an organizational hierarchy, but
the position hierarchy is independent from the organization hierarchy.
Position hierarchies are available in Human resources > Common >
Organization > Positions, click the View in hierarchy button in the Related
information group on the Action Pane. Organization hierarchies are available in
the form Organization administration > Setup > Organization > Organization
hierarchies.

Personnel Actions
Your organization might want to log all changes to positions, such as creating
new positions. To log work on a single position, your organization can enable
personnel actions. With personnel actions enabled via the License configuration
menu, you cannot simply create a new position or make a change on the fly as
you can when personnel actions are disabled. With personnel actions enabled, you
enter a personnel action to make any changes to a position or create a new
position. A personnel action requires an action type and a reason code. When the
personnel action is completed, the change is made or the new position is added.
A personnel action type indicates the type of change you are entering for
positions. You can also set up each action type to be submitted through a
different workflow.

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

Set Up Elements for Jobs


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

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

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The following list contains examples of skill types:

Leadership

Professional

Individual

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

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

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

Certificates
Maintain a list of certificate types that jobs can require and workers can earn.
When a worker earns a certificate, you can indicate that achievement in the
Certificates form. Certificates can indicate the achievements of a worker or
achievements that are required for employment.
To enter a certificate, click Human resources > Setup > Competencies >
Certificate types. Select the Require renewal check box if certificates of the
selected type must be renewed after they expire.

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

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In the Score required to pass field, enter the minimum number a


worker must score on a test to pass.

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Module 2: Organization Setup

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

Education Discipline Category


Before you enter an education discipline, you can set up categories of education,
such as college diploma, some college, or high school diploma. You cannot delete
education categories that are associated with an education discipline.
To enter an education category, click Human resources > Setup >
Competencies > Education > Education discipline categories. If you have
already entered education disciplines, you can click Add to select the disciplines
that belong in the category.

Education Disciplines
Set up education disciplines to record competencies for applicants, workers, and
contact persons, or as job or course requirements. Education disciplines can
include any study, instruction, or training that provides new skills, regardless of
whether the training is provided by your company or in an external institution.
Education disciplines can be included as criteria in a skill-mapping search, where
you can search for individuals who have a specific education discipline.
To create an education discipline, click Human resources > Setup >
Competencies > Education > Education disciplines. Click Add, and then select
an education category. You can add as many categories as apply in the Education
discipline category field.

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

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Departments Form
Use the Departments form to create operating units that represent business
processes or functions. Click Human resources > Common > Departments >
Departments. Departments are used throughout Microsoft Dynamics AX.
When you select a department in the grid area, you can use the buttons on the
Departments form to view more information about the department.

View in hierarchy: View the departments in an organization


hierarchy.

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


department.

Totals: View the total number of employees in positions for the


selected department and the total number of vacant positions in the
selected department.

Compensation > Performance: Maintain a record of how well the


selected department performed compared to the objectives or
targets for the current period.

Compensation> Fixed increase budgets: Maintain the fixed


increase budgets for the selected department.

Demonstration: Create a Department


This demonstration shows how to create a department.

Demonstration Steps
1.

Create the department.


a.

Click Human resources > Common > Organization >


Departments > Departments.

b. Click New.
c.

In the Name field, type a name for the department.

d. In the Department number field, type a department number.


A default value might automatically be generated if a number
sequence code is assigned to the Organization number
reference in the Number sequences form.
Note: The remaining steps are optional.

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Module 2: Organization Setup

2.

e.

On the General FastTab in the DUNS number field, type the


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

f.

In the Manager field, select the person who manages the


department.

Enter the address of the department. For example, add the mailing
address for the building in which the department is located.
a.

Expand the Addresses FastTab.

b. Click Add to open the New Addresses form.


c.

In the Name or description field, enter a name to identify the


address.

d. In the Purpose field, select the purpose of the address.

3.

e.

On the Address FastTab, enter the address components and


other necessary information.

f.

Click OK.

Enter information about the contact for the department. For example,
add a telephone number for the service desk in the department.
a.

Expand the Contact information FastTab on the Departments


form.

b. Click Add.
c.

In the Description field, type the name of the contact for the
department.

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

In the Contact number/address field, enter the contact


information.

f.

In the Extension field, optionally enter a phone number


extension if you entered a phone number.

g. If the contact is the primary contact for the department, select


the Primary check box.

Create Jobs
Before you can create jobs, you must set up some reference information that you
can use for jobs. You can create a job with only a name, but including additional
information provides default values for the positions assigned to the job. These
default values save time later when you add positions to the job.
Job details are date effective. So if you create the job today but do not add the
details until later, if you ever look at the job as of the creation date, it will appear
to have no details.

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Job Type
Job types are not required. However, if you plan to use job types when you set up
eligibility rules for compensation management, you should set up job types
before you set up jobs.
To enter a new job type, click Human resources > Setup > Organization > Job
types. In the Exempt status field, select one of the following options to indicate
the Fair Labor Standards Act (FLSA) exempt status of jobs with this job type:

Exempt Jobs are exempt from overtime under the FLSA.

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

Does not apply FLSA coverage is not applicable.

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

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

Areas of Responsibilities
Areas of responsibility are the work roles, processes, products, and actions that a
worker performing the job is responsible for.
To enter a new area of responsibility, click Human resources > Setup >
Organization > Areas of responsibility.

Job Tasks
Job tasks are basic tasks that a worker in a position for that job must complete. A
position uses the job tasks from the job that a position is associated with.
To enter a new job task, click Human resources > Setup > Organization > Job
tasks.

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Module 2: Organization Setup


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

Job Templates Form


Use the Job templates form to create job templates, which you can use as the
basis for jobs that you create that are similar in function or purpose.
You can enter information about competency requirements, work tasks, general
areas of responsibility, and physical requirements that are frequently associated
with specific job types. You can copy the information from the job template to the
new job. After you copy information from a job template to a job, you can modify
the information for the job.
To enter default ADA information for jobs and positions based on the job
template, click ADA > Setup requirements. To print a list of the ADA
requirements for the selected template, click ADA > ADA requirements. The
"Worker Setup" module in this course discusses ADA information in more detail.

Demonstration: Create a Job Template


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

Demonstration Steps
1.

Create a job template.


a.

Click Human resources > Setup > Organization > Job


templates.

b. Click New.
c.

In the Job template field, type a unique name for the job
template.

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


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

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e.

2.

On the Description FastTab, optionally enter additional


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

Enter skills and education required for the job template.


a.

On the Skills FastTab, optionally enter skills workers are required


to have for jobs created from the job template.

b. On the Certificates FastTabs, optionally enter certification


requirements for jobs created from the job template.
c.

On the Tests FastTab, optionally enter tests workers are required


to pass for the job created from the job template.

d. On the Education FastTabs, optionally enter educational


requirements for the job created from the job template.
e.

3.

On the Screenings FastTab, optionally enter any screenings that


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

Select job tasks and responsibilities for the job template.


a.

On the Job tasks FastTab, optionally enter job tasks workers will
complete for jobs created from the job template.

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


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

Jobs List Page


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

Demonstration: Manually Enter a New Job


This demonstration shows how to manually enter a new job. You must create jobs
before you can create positions. Only the job name is required to create a job.
However, you can also add information to the job record. Some of the additional
information will be inherited by the positions that are associated with the job.
However, the default values from the job are inherited by the position only upon
creation. If the values are updated on the job later, they are not also updated on
the positions.
Before you complete the following optional steps, you must set up competencies
for skills, certifications, and education. The competencies that you add to the job
template are included in the competency requirements for jobs that you create
from this template.

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Module 2: Organization Setup


Demonstration Steps
1.

Start a new job.


a.

Click Human resources > Common > Organization > Jobs.

b. In the New group of the Action Pane, click Job.


c.
2.

In the Job field, enter a name for the job.

Define the new job.

Note: All steps from this point on are optional.


a.

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

b. In the Title field, select a title for the job.


c.

In the Maximum number of positions field, indicate the


number of positions that are allowed for the job:

Maximum positions Select this option and enter the


maximum number of positions that are allowed for the
job.

Unlimited Select this option to indicate that an


unlimited number of positions are allowed for the job.

d. In the Full-time equivalent field, enter an employment factor


from 0 to 1. The value 1 indicates a full-time job. For part-time
employment, enter a number between 0 and 1. For example,
enter .5 for a half-time job.
3.

Enter the job classification.


a.

Expand the Job classification FastTab.

b. In the Job type field, select a job type to associate with the job.
c.

In the Description field, enter additional information about the


job.

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


4.

Define the job compensation range.


a.

On the Compensation FastTab, in the Level field, select a wage


level for the job. Levels are discussed more in the "Manage
Compensation" module of this course.

b. In the Survey company field, select the survey company that is


responsible for the survey that was applied to establish the
market-based pay range for this job. Survey companies are
discussed more in the "Manage Compensation" module of this
course.
c.

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

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d. Enter the market price range information for the job from the
following options:
i.

Source Enter the source of the information for the


market-based pay range.

ii.

Low threshold Enter the minimum amount that a


worker in this job would get paid.

iii. Control point Enter the base amount that a worker in


this job would get paid.
iv. High threshold Enter the maximum amount that a
worker in this job would get paid.
5.

Define skills and education required for the job.


a.

On the Skills FastTab, optionally enter skills required for the job,
how skilled the worker must be, and how important the skill level
is.

b. On the Certificates FastTabs, optionally enter certification


requirements for the job and the importance of the certificate.
c.

On the Tests FastTab, optionally enter tests workers are required


to pass for the job.

d. On the Education FastTabs, optionally enter educational


requirements for the job and the importance of the education.
e.

6.

On the Screenings FastTab, optionally enter any screening that


workers are required to pass for the job.

Define tasks required by the job areas where the worker is


responsible.
a.

On the Job tasks FastTab, optionally enter job tasks to the job
template.

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


worker is responsible for in jobs.

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


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

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Module 2: Organization Setup


Demonstration Steps
1.

Start a new job.


a.

Click Human resources > Common > Organization > Jobs.

b. In the New group of the Action Pane, click Job.


c.

In the Job field, enter a name for the job.

d. Press Ctrl + S to save the record and enable the Copy function.
2.

Copy the setup from an existing job or job template.


a.

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

b. In the Job template or Job field, select a job template or an


existing job from which to create the job.
c.

In the Copy field group, select the information from which to


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

d. Click OK. The information that you selected is copied to the job.
To enter additional information for the job, continue editing as if it is
a new job.

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Lab A: Create a Job


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

Exercise 1: Manually Enter a New Job


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

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

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

A party planner receives a wage at the 05 grade.

Workers must have skills in marketing at a level of 4 with an


importance of 4, and calendar planning with a level of 4 and an
importance of 4.

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

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

Task 1: Start a New Job


High Level Steps
1.

On the Jobs form, start a new job.

2.

Enter the additional job information.

Detailed Steps
1.

On the Jobs form, start a new job.


a.

Click Human resources > Common > Organization > Jobs.

b. In the New group of the Action Pane, click Job.


c.

In the Job field, type "Party Planner".

d. In the Description field, type "Party Planner".

2.

e.

In the Title field, select Marketing Staff.

f.

In the Maximum number of positions field, select Unlimited.

Enter the additional job information.


a.

Expand the Job classification FastTab.

b. In the Job type field, select Clerical.


c.

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In the Function field, select 0200 (Professionals).

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Module 2: Organization Setup


d. Expand the Compensation FastTab.
e.

In the Level field, select the wage code G05.

Task 2: Enter Any Competency Requirements


High Level Steps
1.

Indicate that the job requires skills in employee development and


sales performance.

2.

Indicate that the job requires high school graduation or equivalent


and would like a degree in business management.

Detailed Steps
1.

Indicate that the job requires skills in employee development and


sales performance.
a.

Expand the Skills FastTab.

b. Click Add.
c.

In the Skill field, select MarCom (Marketing communications).

d. In the Level field, select a skill level of 4.


e.

In the Importance field, select an importance of 5.

f.

Click Add.

g. In the Skill field, select Calendar Planning (Calendar planning).

2.

h.

In the Level field, select a skill level of 4.

i.

In the Importance field, select an importance of 4.

Indicate that the job requires high school graduation or equivalent


and would like a degree in business management.
a.

Expand the Education FastTab.

b. Click Add.
c.

Select High School (High school education) in the Education


field.

d. In the Importance field, select 3.

Task 3: Enter Tasks and Responsibilities


High Level Steps
1.

Enter the sales administration job task.

2.

Indicate that the job is responsible for skill management processes.

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Detailed Steps
1.

Enter the sales administration job task.


a.

Expand the Job tasks FastTab.

b. Click Add.
c.
2.

In the Job task field, select Customer calls.

Indicate that the job is responsible for skill management processes.


a.

Expand the Areas of responsibility FastTab.

b. Click Add.
c.

In the Area of responsibility field, select Presales (Presales


activities).

Exercise 2: Create a Job Based on an Existing Job


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

Task 1: Copy a Job


High Level Steps
1.

Create a new job for the Customer Service Assistant Manager.

2.

Copy skills for conducting meetings and knowing labor laws and
relations from the Customer Service Representative job.

Detailed Steps
1.

Create a new job for the Customer Service Assistant Manager.


a.

Click Human resources > Common > Organization > Jobs.

b. In the New group of the Action Pane, click Job.


c.

In the Job field, type "Customer Service Ast Mgr".

d. In the Description field, type "Customer Service Assistant


Manager".

2.

e.

In the Title field, select Customer Service Manager.

f.

Press Ctrl + S to save the new job before copying the information
from another job.

Copy skills for conducting meetings and knowing labor laws and
relations from the Customer Service Representative job.
a.

In the Set up group of the Action Pane, click Copy from.

b. Select Copy from job.


c.

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In the Job field, select Customer Service Rep.

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Module 2: Organization Setup


d. In the Copy field group, make sure the Education disciplines,
Skills, Work task, and Responsibility check boxes are selected.
e.

Click OK.
The following data was copied from the Customer Service Rep
job:
i.

Education: Business administration

ii.

Skills: Dispute settlement, Custom focus, Customer service

iii. Job tasks: Customer calls


iv. Areas of responsibility: Customer satisfaction
f.

On the message listing the data that was copied, click Close.

g. On the Skills FastTab, click Add.


h.

In the Skill field, select MeetingPlan (Plan meetings).

i.

In the Level field, select 1.

j.

In the Importance field, select 2.

Work with Positions


Before you can create positions, you must set up some reference information that
you can use for positions. Some of the default values on the new position come
from the job to which the position is assigned. Some of the information you can
set up on the position, such as unions, are discussed in other modules of this
course. Positions can also be updated in both the HRM and Payroll modules of
Microsoft Dynamics AX.
Your organization might also use personnel actions. How you work with positions
differs depending on whether personnel actions are enabled. Both situations are
covered in the following procedures.

Set Up Position Types


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

Set Up Position Hierarchy Types


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

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To create a new position hierarchy type, click Human resources > Setup >
Organization > Position hierarchy types. The position hierarchy type is always
Other for custom hierarchies that are added. The Hierarchy type field is Line for
the standard line hierarchy.

Demonstration: Set Up a Personnel Action Type


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

Demonstration Steps
1.

Set up a personnel action type.


a.

Click Human resources > Setup > Actions > Personnel action
types.

b. Click New.
c.

In the Personnel action type field, enter a name for the action
type.

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


type.
e.

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


creating a new position or modifying an existing position.

f.

In the Workflow field, select the workflow that actions of this


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

Positions List Page


Use the Positions list page to enter and maintain positions. Click Human
resources > Common > Organization > Positions > Positions. From the
Positions list page, you can create a new position by copying an existing position
with similar characteristics.
For the selected position, you can view the title, appointed worker, FTE, and the
position number that the selected position reports to. In the FactBox, you can view
a list of the skills required for the selected position and the position duration.

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Module 2: Organization Setup


Use the buttons in the Action Pane to work with the selected position:

To hire a new worker for an unfilled position, click Hire in the


Personnel actions group of the Action Pane.

To transfer an existing worker to a new position, select the position


the worker is currently appointed to and click Transfer worker in the
Personnel actions group of the Action Pane.

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

To enter updates for a group of selected positions, click Mass update


in the Maintain group of the Action Pane. Mass update does not use
personnel actions because each record would have to be processed
and reviewed separately.

Demonstration: Add a New Position


This demonstration shows how to enter a new position.

Demonstration Steps
1.

Create the position. The creation process differs for positions


depending on whether your organization uses personnel actions.
a.

Click Human resources > Common > Organization >


Positions > Positions.

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


2.

Start the new position.


o

If your organization does not use personnel actions, follow these


steps:
i.

In the Position field, enter a position ID. A default value


might automatically be generated if a number sequence
code is assigned to the Position reference in the Human
resources shared parameters form

ii.

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

iii. In the Activation field, enter or accept the default


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

Click Create positions.

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vi. You might have to click Edit on the Action Pane of the
Position form before you can complete this procedure.
o

Or if your organization does have personnel actions enabled,


follow these steps:
i.

In the Personnel action number field, enter a unique


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

ii.

In the Personnel action type field, select an action type.


All action types for "create position" are available.

iii. In the Reason code field, select a reason for the new
position.
iv. Click Continue.
v.

You might have to click Edit on the Action Pane of the


Position action form before you can complete this
procedure.

vi. In the Number of new positions field, enter the total


number of positions you want to create using this setup.
vii. In the Action request by field, you can optionally enter
the user who requested the new position.
viii. In the Related action field, you can optionally select an
existing personnel action that relates to this new position.
3.

Complete detail about the position.

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

In the Description field on the General FastTab, modify the


description of the position. The default description is the
description of the job that is associated with the position.
Changing the position description does not change the
description of the job.

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

In the Department field, select the department to which the


position belongs.

d. In the Report to position field, select the position to which the


employee assigned to this position reports. This employee is the
immediate supervisor for the position.

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Module 2: Organization Setup


The selected Report to position employee assigns the position
to the standard line hierarchy.
e.

To select a different title than the one provided by the job,


choose a different job title in the Title field.
If you modify the title for the position, the title for the job that is
associated with the position will not change.

f.

In the Position type field, select a position type for the position.

g. In the Full-time equivalent field, you can enter a different FTE


employment factor for the position from the default provided by
the job type.
If you modify the FTE employment factor for the position, the FTE
employment factor for the job that is associated with the position
will not change.
h.

4.

If the position is a temporary position, on the Position duration


FastTab, enter the dates that the position is active.
i.

In the Activation field, enter the date the position starts.

ii.

In the Retirement field, enter the last date the position is


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

If your agency uses position actions, complete the position.


a.

If your organization is using personnel actions, click Complete to


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

Demonstration: Copy New Positions from an Existing


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

Demonstration Steps
1.

Select the position to copy.


a.

Click Human resources > Common > Organization >


Positions > Positions.

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


2.

Define how to copy the position.


a.

In the New group of the Action Pane, click Copy position.

b. In the Number of copies field, enter the total number of


positions you want to create based on the existing position.

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c.

In the Activation field, enter or accept the default activation date


for the position.

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


position.
e.

Select the position detail to copy:


i.

Relationships: hierarchies defined on the original


position. The report-to position is always copied
regardless of this field.

ii.

Financial dimensions: legal entity, default financial


dimensions, and budget default.

iii. Labor union: labor union agreement and details.


iv. Payroll: All payroll and workers' compensation
information.
f.

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

Demonstration: Copy New Positions from an Existing


Position with Personnel Actions Enabled
This demonstration shows how to copy an existing position to create new
positions when your organization uses personnel actions.

Demonstration Steps
1.

Start a new position.


a.

Click Human resources > Common > Organization >


Positions > Positions.

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


c.

In the Personnel action number field, enter the unique


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

d. In the Personnel action type field, select the action type.

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e.

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

f.

Click Continue.

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Module 2: Organization Setup


2.

Copy values from another position.


a.

In the Maintain group of the Action Pane, click Copy values


from position.

b. In the Position to copy from fields, select the position to copy.


c.

Click Copy values.

d. In the Position action form, enter the number of new positions


that you want to create.
e.

Click Complete to create the new positions or Submit to enter


the personnel action into workflow.

A confirmation message displays the new position numbers.


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

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

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

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

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


If you must enter a change that takes place in the future, you can create a new
version of the position details. Click Human resources > Common >
Organization > Positions > Positions, select the position, and then click
Maintain versions in the Versions group of the Action Pane. You can enter
effective dates for much of the position data, including position details (such as
description, job, and department) and the worker assigned to the position.
Versions do not use position actions.
To make a position inactive, you retire the position. To put a hold on an active
position, such as for a temporary freeze or leave of absence, you would set the
position to be unavailable for assignment.

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

Immediate Supervisor
In the Position form, you can specify the position that a position reports to on the
General FastTab in the Reports to position field. When you assign a worker to a
position that reports to another position, you create a reporting relationship
between the workers who are assigned to the two positions. In other words, you
have assigned a supervisor.
For example, position Accountant-A reports to position Accounting Supervisor.
Kim Akers is assigned to position Accounting Supervisor and Sanjay Patel is
assigned to position Accountant-A. This means that Sanjay Patel reports to Kim
Akers.

Hierarchy Reporting Relationships


If your organization uses a matrix hierarchy or another custom hierarchy, you can
also set up position hierarchy types and then enter reporting relationships to
positions for each hierarchy type that you set up.
For example, Lori Penor is a general manager at Adventure Works and is assigned
to the General Manager position. Lori manages the development of a product
that is used to clean widgets. Lori requires an accountant to help her with the
finances for developing the product. Therefore, she has recruited Sanjay Patel to
be her accountant. Sanjay reports directly to Kim Akers, but also works with Lori
Penor on his work related to the finances for developing the widget cleaner.
For the previous example, you would complete the following tasks to set up the
working relationship between Sanjay Patel and Lori Penor:

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1.

Create a custom position hierarchy type called Widget to create a


hierarchy that includes positions responsible for working on the
widget cleaner product.

2.

Assign the General Manager position to be the position that the


Accountant-A position reports to in the Widget hierarchy.

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Demonstration: Set Up Reporting Relationships in a
Hierarchy
This demonstration shows how to set up reporting relationships in a hierarchy
with personnel actions disabled.

Demonstration Steps
1.

Select positions.
a.

Click Human resources > Common > Organization >


Positions > Positions.

b. Select the positions to put a hire freeze on from the Positions list
page.
2.

Enter the reporting relationship.


a.

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

b. On the Relationships FastTab, click Add.


c.

In the Hierarchy name field, select the hierarchy. Only one


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

d. In the Report to position field, select the position the employee


in this position reports to in that hierarchy.

Demonstration: Update a Group of Positions


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

Demonstration Steps
1.

Select the positions to update.


a.

Click Human resources > Common > Organization >


Positions > Positions.

b. On the Positions list page, select the positions that you want to
update.
2.

Enter the changes to mass update.


a.

In the Maintain group of the Action Pane, click Mass update.

b. Either leave the selection as Effective immediately, or select


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

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c.

Open the FastTab with the information that you want to update
for all the selected positions. You can update general information
like the job, title, and department, the position duration, position
hierarchy relationships, labor union information, and financial
dimensions.

d. Select the check box for the fields you want to update.
e.

Select or enter the new value for the field.

f.

Click Update.

A confirmation message displays the number of positions that are


updated.

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

Reactivate a Retired Position


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

Demonstration: Retire a Position with Personnel Actions


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

Demonstration Steps
1.

Select a position.
a.

Click Human resources > Common > Organization >


Positions > Positions.

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


do not have to be in Edit mode to retire a position.
2.

Retire the position.


a.

On the Position duration FastTab, click Retire.

b. In the Retirement field of the Retire the position dialog box,


enter the date to retire the position.
c.

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Click Retire position.

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Demonstration: Retire a Position with Personnel Actions
Enabled
This demonstration shows how to retire a position when your agency uses
personnel actions.

Demonstration Steps
1.

Select the position to retire.


a.

Click Human resources > Common > Organization >


Positions > Positions.

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


2.

Enter the personnel action to retire the position.


a.

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

b. In the Personnel action number field, enter a unique identifier


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

In the Personnel action type field, select the type of action for
the position change.

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

Click Continue.

f.

On the Position action form, you can enter the user that
requested the position be retired in the Action requested by
field.

g. On the Position duration FastTab, enter the date to retire the


position in the Retirement field.
h.

Click Complete to retire the position or Submit to enter the


personnel action into workflow.

Demonstration: Put a Hire Freeze on a Position with


Personnel Actions Disabled
Demonstration Steps
1.

Select the position to freeze.


a.

Click Human resources > Common > Organization >


Positions > Positions.

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

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2.

Freeze the position from hiring.


a.

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

b. On the General FastTab, click the calendar button in the


Available for assignment field.
c.

Click Never.

Demonstration: Put a Hire Freeze on a Position with


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

Demonstration Steps
1.

Select the position.


a.

Click Human resources > Common > Organization >


Positions > Positions.

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


2.

Enter the position action to freeze the position.


a.

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

b. In the Personnel action number field, enter a unique identifier


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

In the Personnel action type field, select the type of action for
the position change.

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

Click Continue.

f.

On the Position action form, you can enter the user that
requested the hire freeze on the position in the Action
requested by field.

g. On the General FastTab, click the calendar button in the


Available for assignment field.
h.

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Click Never.

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Module 2: Organization Setup


Demonstration: Put a Freeze on Many Positions
This demonstration shows how to place a mass freeze on a group of positions.
You might want to put a hire freeze on a group of positions. You can select all
positions if the whole company has gone into a hire freeze. This is a specific
instance of entering a mass update to a group of positions.
Personnel actions do not affect mass updates, which means that the process is the
same regardless of whether the feature is enabled.

Demonstration Steps
1.

Select the positions to place a hire freeze on.


a.

Click Human resources > Common > Organization >


Positions > Positions.

b. From the Positions list page, click the selection checkboxes for
the positions to put a hire freeze on.
2.

Enter the mass freeze.


a.

In the Maintain group of the Action Pane, click Mass update.

b. Either leave the selection as Effective immediately, or select


Effective on and enter the date the hire freeze starts.
c.

On the General FastTab, select the Available for assignment


check box.

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


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

Click Update.

Position Actions List Page


If personnel actions are enabled, use the Position actions list page to view a
historical record of all position actions. Click Human resources > Common >
Actions > Position actions.
For the selected position actions, you can view the action type, action status,
position affected, and the date and time the action was entered. In the Related
information FactBox, you can view the number of positions that have been
created and the number of positions that have been changed by the action. The
number of positions updates from zero after the action is completed and the
positions are created or changed.

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Lab B: Create a Position


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

Exercise 1: Create a Position for a Party Planner


Exercise Scenario
Brooke wants to manually enter a new party planner position.
The new position is based on the job you created in Lab A: Create a Job, Party
Planner. It is a full-time position that is available for assignment today. The party
planner is in the Marketing department for operating unit OU_4775. A worker in
this position reports to the Marketing Executive position (MA-US-ME).
You cannot complete this lab without completing Lab A: Create a Job.

Task 1: Create a New Position


High Level Steps
1.

Create a new party planner position.

2.

Set up the details of the new position.

Detailed Steps
1.

Create a new party planner position.


a.

Click Human resources > Common > Organization >


Positions > Positions.

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


c.

Notice that in the Position field, a position ID is already entered.

d. In the Job field, select "PartyPlanner (Party Planner)."


e.
2.

Click Create positions.

Set up the details of the new position.


a.

In the Department field, select "Sales & Marketing".

b. In the Reports to position field, select 000090 (Marketing


Manager, Benjamin Danner).
c.

In the Position type field, select Full-time.

d. In the Available for assignment field, enter today's date.

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Module 2: Organization Setup


Exercise 2: Copy a Cashier Position
Exercise Scenario
Brooke wants to copy the receptionist position to create two new receptionist
positions. The new positions use all the same information that was set up in the
original position.

Task 1: Copy a Position


High Level Steps
1.

Select the position to copy.

2.

Enter the number of copies to make.

Detailed Steps
1.

Select the position to copy.


a.

Click Human resources > Common > Organization >


Positions > Positions.

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


000305.
2.

Enter the number of copies to make.


a.

In the New group of the Action Pane, click Copy position.

b. In the Number of copies field, enter "2".


c.

Click Copy.

d. A message displays the position numbers for the two new


positions. Close the message.

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

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

List of Workers in Jobs


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

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

FIGURE 2.1: JOB INFORMATION REPORT SAMPLE

Job Template Information


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

FIGURE 2.2: JOB TEMPLATE INFORMATION SAMPLE REPORT

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Module 2: Organization Setup


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

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

FIGURE 2.3: DEPARTMENT HIERARCHY SAMPLE

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

FIGURE 2.4: DEPARTMENT SAMPLE REPORT

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

FIGURE 2.5: POSITIONS BY DEPARTMENT SAMPLE REPORT

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

FIGURE 2.6: PEOPLE BY DEPARTMENT SAMPLE REPORT

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Module 2: Organization Setup


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

List Pages for Positions


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

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

Position Budgeting Data


Use the forecast positions feature to create a budget for filled and vacant
positions and to estimate items such as salary and benefits for each position. You
can create budget amounts by budget cycles, account, and dimension. You can
also import your forecast data into a budget plan.
You can complete these changes to forecast positions in a temporary environment
without affecting your current positions. Changes to your live data do not affect
the forecast position based on the live position. If you create a new forecast
position without a corresponding live position, a new corresponding live position
is automatically created.

Demonstration: Define Budget Purpose Types


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

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For example, you can create a budget purpose type called "life insurance" that
automatically calculates 10% of the annual gross compensation for each position
to which the budget purpose type is assigned.

Demonstration Steps
1.

Create a new budget purpose type.


a.

Click Human resources > Setup > Budget planning > Budget
purpose types.

b. Click New.
c.

In the Budget purpose type field, enter the name of the budget
purpose type (for example, 401k).

d. In the Description field, enter a description of the budget


purpose type (for example, 401k retirement plan).
2.

Add a legal entity to the budget purpose type. You can add as many
legal entities as needed.
a.

Click Add to enter a new line to the grid.

b. In the Legal entity field, select the legal entity. You can only
enter one line for each legal entity in a budget purpose type.
c.

In the Main account field, select the main account to which the
budgeted position amount is recorded.

d. Enter the amount for the budget purpose type.

Percent field if the amount is determined by the


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

Amount field if the value is not affected by the annual


gross income of the position, enter the fixed amount. For
example, you could enter a car allowance of 500.00.

Demonstration: Enter Budget Default for a Position


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

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Demonstration Steps
1.

Select positions.
a.

Click Human resources > Common > Organization >


Positions > Positions.

b. Select the position.


2.

Define default budget information for a position.


a.

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

Note: If your agency uses personnel actions, you must enter the personnel
action information before continuing.
b. Expand the Financial dimensions FastTab.
c.

In the Annual gross compensation field, enter the annual gross


compensation amount. The annual gross compensation amount
is not used directly in the budget forecast. It is only used to
calculate other budget values.
Most people have an annual compensation or base pay budget
purpose type with 100 percent. Each position has a specific
annual compensation in this field, which causes the value of the
base compensation line in to fill with 100 percent.

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


default value.
e.

Click Add to add a budget purpose type to the position.

f.

In the Budget purpose field, select the budget purpose to apply


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

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

Optionally, in the Percent or Amount field, you can change the


budgeted amount.

Demonstration: Add an Existing Position to the Forecast


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

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Demonstration Steps
1.

Add the existing position as a budget position.


a.

Click Human resources > Periodic> Budget planning >


Forecast positions.

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


positions.
c.

Select the positions to add.

d. Click OK to add the position to the forecast.


e.

2.

When you receive the message that the position was successfully
added, click Close.

Update the new budget position.


a.

To view the budget position, click Refresh.

b. Select the position to edit.


c.

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

d. In the Department field on the General FastTab, select the


department.
e.

On the Financial dimenstions FastTab, update the values as they


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

You can use position versions to set up a position to change at a


certain time. When you enter existing positions to the budget
forecast, you can select the version to use as of a certain date.

Demonstration: Create a New Forecast Position


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

Demonstration Steps
1.

Start a new budget position.


a.

Click Human resources > Periodic > Budget planning >


Forecast positions.

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


c.

In the Job field, select the job that is associated with the position.
The job description, job title, and full-time equivalent (FTE)
employment factor are copied from the job to the new forecast
position.

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


for the position.

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Module 2: Organization Setup

2.

e.

In the Retirement field, enter the date that the position will be
retired, if known.

f.

Click Create positions.

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

In the Description field, modify the description of the position.


The default description comes from the job description.

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


position belongs.
c.

In the Reports to position field, enter a reporting relationship


for the position.

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

In the Position type field, select the position type.

f.

In the Full-time equivalent field, you can change the default FTE
that was copied from the job. Changing the FTE on the forecast
position does not affect the FTE on the job.

Demonstration: Copy a Forecast Position to a Forecast


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

Demonstration Steps
1.

Select position budget.


a.

Click Human resources > Periodic > Budget planning >


Forecast positions.

b. Select the budget position to copy.


2.

Copy a forecast position to a forecast.


a.

In the New group of the Action Pane, click Copy selected.

b. In the Number of copies field, enter the total number of copies


that you want to create.
c.

In the Copy field group, check the information to copy from the
original forecast position to the new forecast positions.

d. Click Copy.
e.

When you receive the message that the positions were


successfully added to the forecast, click Close.

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Demonstration: Update Multiple Forecast Positions
Demonstration Steps
1.

Update multiple forecast positions.


a.

Click Human resources > Periodic > Budget planning >


Forecast positions.

b. Select the positions to update.


c.

In the Maintain group of the Action Pane, click Mass update.

d. Update the field values.


i.

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

ii.

Select the check box of the field to update.

iii. Select or enter the new value for the field.


e.

Click Update.

A message confirms that the update is successful.

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

Employee

Contractor

Manager

HR manager

HR assistant

Recruiter

Training and development manager

Compensation and benefits manager

Employee
The Employee security role represents a worker who is employed by a legal entity.
By default, the Time registration worker security role is a subordinate of this
security role. This means that when users are assigned to this security role, they
automatically gain access to the duties in the subordinate role, as well.

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Module 2: Organization Setup


For example, employees can do the following tasks:

Maintain employee information on the Enterprise Portal.

Approve vendor invoices.

Document and record product receipts.

Document, approve, and authorize travel expenses.

Contractor
The Contractor security role represents a worker who has a contractor relationship
with a legal entity.
By default, the Time registration worker security role is a subordinate of this
security role. This means that when users are assigned to this security role, they
automatically gain access to the duties in the subordinate role, as well.
For example, contractors can do the following tasks:

Maintain worker information on the Enterprise Portal.

Document travel expenses.

Manager
The Manager security role represents a supervisor in a reporting relationship with
subordinates.
For example, managers can do the following tasks:

Set up approval policies for leave of absences.

Inquire into and respond to inquiries about missing timesheets.

Maintain employee information on the Enterprise Portal.

Approve and authorize purchase orders, and respond to status


inquiries.

Maintain, submit, and respond to worker user requests.

HR Manager
The Human resource manager security role represents a user who periodically
reviews human resource process performance and enables the human resource
process.
For example, HR managers can do the following tasks:

Approve worker user requests.

Set up policies for human resource processes, performance processes,


and global address book processes.

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Monitor and analyze processes, such as for absence, case, and


compensation.

Respond to inquiries about HR issues, such as leave of absences, jobs,


positions, employee cases, and training.

Maintain cases.

View applicant information.

HR Assistant
The Human resource assistant security role represents a user who documents
human resource events and responds to human resource inquiries.
For example, HR assistants can do the following tasks:

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

Respond to inquiries, such as those about absences, jobs and


positions, and payroll.

Maintain information such as that about cases, jobs, positions, and


workers.

Recruiter (Staffing and Development)


The Recruiter security role represents a user who documents recruiting events,
responds to recruiting inquiries, and records the financial consequences of
recruiting events.
For example, Recruiters can do the following tasks:

Set up policies for the recruitment process and skill management.

Maintain applicants, applications, workers, and positions.

Respond to inquiries such as those about applicants, recruitments,


skills.

Training and Development Manager


The Training manager security role represents a user who documents training
events, responds to training inquiries, and records the financial consequences of
training events.
For example, Training managers can do the following tasks:

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Set up policies about training.

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

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Compensation and Benefits Manager
The Compensation and benefits manager security role represents a user who
documents compensation and benefits events, responds to compensation and
benefit inquiries, and records the financial consequences of compensation and
benefit events.
For example, Compensation and benefits managers can do the following tasks:

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

Respond to inquiries, such as those about absences, benefits, and


compensation.

Record absences and compensation.

Monitor and analyze the processes for absences and cases.

Global Address Book


With the global address book, you can maintain one address for all records for the
same person. The global address book can help you understand the relationships
among people and organizations that are associated with your organization. For
example, a worker in your organization may also be a vendor.
A party is a person or organization that is either internal or external to your
organization. Each party has its own record.

Adding Applicant Information


To enter the address for an applicant, click Human resources > Common >
Recruitment > Applicants. Select an applicant, and then click Edit.
On the General FastTab, you can enter a search name in addition to an actual
name.
Addresses for the applicant are entered using the Addresses FastTab. Enter
contact information for the applicant by using the Contact information FastTab.
Use the Personal information tab to enter personal information about the
applicant, such as birth date and native language.

Adding Worker Information


To enter the address for a worker, click Human resources > Common > Workers
> Workers. Select a worker, and then open the Worker form.
Enter addresses for the worker on the Addresses FastTab. Use the Contact
information FastTab to enter contact information for the worker. You do not
have to be in Edit mode to enter addresses and contacts information.

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Demonstration: Enter Personal Contacts for a Worker
This demonstration shows how to enter personal contacts for a worker.

Demonstration Steps
1.

Select a worker.
a.

Click Human resources > Common > Workers > Workers.

b. Double-click a worker to open the Worker form.


2.

Create a new contact.


a.

On the Personal information FastTab, click Personal contacts


under More information.

b. On the Personal contacts form, click New.


c.

In the Name field, type the name of the new contact.

d. Click Create.
3.

Enter information about the contact.


a.

In the Relationship field, select the relationship of the contact to


the worker.

b. In the General FastTab, select whether an employee is an


Emergency contact, Beneficiary, or Dependent.
c.

For an emergency contact, select whether the contact is the


primary or secondary.

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


Pane, click Identification.
i.

Click New.

ii.

In the Identification type field, select the type of


identification document.

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


document.

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Module 2: Organization Setup

Module Review
Human resources is based on positions. Positions are specific instances of a job.
You can use Human Resource Management in Microsoft Dynamics for the
following:

Creating jobs.

Creating positions.

Maintaining positions.

Reviewing lists and reports of information about jobs, positions, and


departments.

Budgeting positions.

Defining HRM security roles.

Recording addresses for workers and applicants.

Test Your Knowledge


Test your knowledge with the following questions.
1.

Positions are individual instances of a job.


( ) True
( ) False

2.

How do job and position data work together?


( ) Jobs and positions do not share any data.
( ) All the information from a job is copied to a position created for the
job.
( ) All the information from a position is copied to a job created for the
position.
( ) Some values from the job are copied to the position and are editable,
but other values remain on the job and are referenced by the
position.
( ) Some values from the position are copied to the job and are editable,
but other values remain on the position and are referenced by the
job.

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3.

What is the purpose of personnel actions?


( ) Assign a worker to a position.
( ) Record changes to positions and creation of new positions.
( ) Faster position entry.
( ) All of the above.
( ) None of the above.

4.

Personnel actions affect all your work in Human Resource Management.


( ) True
( ) False

5.

How does position budgeting work with real positions?


( ) Position budgeting is completely separate from positions.
( ) Position budgeting is a sandbox to refine a position budget with
separate live copies of all positions.
( ) Position budgeting works directly with live positions.
( ) All of the above.
( ) None of the above.

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Test Your Knowledge Solutions


Module Review and Takeaways
1.

Positions are individual instances of a job.


() True
( ) False

2.

How do job and position data work together?


( ) Jobs and positions do not share any data.
( ) All the information from a job is copied to a position created for the
job.
( ) All the information from a position is copied to a job created for the
position.
() Some values from the job are copied to the position and are editable,
but other values remain on the job and are referenced by the
position.
( ) Some values from the position are copied to the job and are editable,
but other values remain on the position and are referenced by the
job.

3.

What is the purpose of personnel actions?


( ) Assign a worker to a position.
() Record changes to positions and creation of new positions.
( ) Faster position entry.
( ) All of the above.
( ) None of the above.

4.

Personnel actions affect all your work in Human Resource Management.


( ) True
() False

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5.

How does position budgeting work with real positions?


( ) Position budgeting is completely separate from positions.
() Position budgeting is a sandbox to refine a position budget with
separate live copies of all positions.
( ) Position budgeting works directly with live positions.
( ) All of the above.
( ) None of the above.

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