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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:
2-1
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.
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)
2-2
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
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
2-3
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.
2-4
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.
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.
2-5
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.
2-6
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 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.
2-7
Demonstration Steps
1.
b. Click New.
c.
2-8
2.
e.
f.
Enter the address of the department. For example, add the mailing
address for the building in which the department is located.
a.
3.
e.
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.
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.
f.
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.
2-9
Non-exempt Jobs are not exempt from overtime under the FLSA.
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.
2 - 10
Demonstration Steps
1.
b. Click New.
c.
In the Job template field, type a unique name for the job
template.
2 - 11
2.
3.
On the Job tasks FastTab, optionally enter job tasks workers will
complete for jobs created from the job template.
2 - 12
b. In the Job type field, select a job type to associate with the job.
c.
In the Reference job field, enter the job code that the survey
company uses for this job.
2 - 13
ii.
On the Skills FastTab, optionally enter skills required for the job,
how skilled the worker must be, and how important the skill level
is.
6.
On the Job tasks FastTab, optionally enter job tasks to the job
template.
2 - 14
d. Press Ctrl + S to save the record and enable the Copy function.
2.
On the Action Pane, click Copy from, and then select Copy from
template or Copy from job.
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.
2 - 15
Workers are tasked with calling customers and are responsible for
presales activities.
2.
Detailed Steps
1.
2.
e.
f.
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2.
Detailed Steps
1.
b. Click Add.
c.
f.
Click Add.
2.
h.
i.
b. Click Add.
c.
2.
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b. Click Add.
c.
2.
b. Click Add.
c.
2.
Copy skills for conducting meetings and knowing labor laws and
relations from the Customer Service Representative job.
Detailed Steps
1.
2.
e.
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.
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Click OK.
The following data was copied from the Customer Service Rep
job:
i.
ii.
On the message listing the data that was copied, click Close.
i.
j.
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Demonstration Steps
1.
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.
f.
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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.
Demonstration Steps
1.
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.
2 - 21
ii.
iii. In the Reason code field, select a reason for the new
position.
iv. Click Continue.
v.
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.
b. In the Job field, you can change the job associated with the
position.
c.
2 - 22
f.
In the Position type field, select a position type for the position.
4.
ii.
Demonstration Steps
1.
2 - 23
ii.
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 Steps
1.
2 - 24
e.
In the Reason code field, select a reason for adding the new
position.
f.
Click Continue.
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.
2 - 25
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.
2 - 26
1.
2.
Demonstration Steps
1.
Select positions.
a.
b. Select the positions to put a hire freeze on from the Positions list
page.
2.
Demonstration Steps
1.
b. On the Positions list page, select the positions that you want to
update.
2.
2 - 27
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.
f.
Click Update.
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.
Demonstration Steps
1.
Select a position.
a.
2 - 28
Demonstration Steps
1.
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.
2 - 29
Click Never.
Demonstration Steps
1.
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.
2 - 30
Click Never.
Demonstration Steps
1.
b. From the Positions list page, click the selection checkboxes for
the positions to put a hire freeze on.
2.
Click Update.
2 - 31
2.
Detailed Steps
1.
2 - 32
2.
Detailed Steps
1.
Click Copy.
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.
2 - 33
2 - 34
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.
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.
2 - 35
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.
2 - 36
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.
2 - 37
Demonstration Steps
1.
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).
Add a legal entity to the budget purpose type. You can add as many
legal entities as needed.
a.
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.
2 - 38
Select positions.
a.
Note: If your agency uses personnel actions, you must enter the personnel
action information before continuing.
b. Expand the Financial dimensions FastTab.
c.
f.
g. Optionally, in the Main account field, you can change the main
account to which the budgeted values apply.
h.
2 - 39
2.
When you receive the message that the position was successfully
added, click Close.
Demonstration Steps
1.
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.
2 - 40
2.
e.
In the Retirement field, enter the date that the position will be
retired, if known.
f.
Enter details about the new budget position. These steps are optional.
a.
d. In the Title field, you can change the default title that was copied
from the job.
e.
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 Steps
1.
In the Copy field group, check the information to copy from the
original forecast position to the new forecast positions.
d. Click Copy.
e.
2 - 41
Expand the FastTab that contains the field that you want
to update.
ii.
Click Update.
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
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.
2 - 42
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:
Manager
The Manager security role represents a supervisor in a reporting relationship with
subordinates.
For example, managers can do the following tasks:
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:
2 - 43
Maintain cases.
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:
2 - 44
2 - 45
Demonstration Steps
1.
Select a worker.
a.
d. Click Create.
3.
Click New.
ii.
2 - 46
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.
Budgeting positions.
2.
2 - 47
4.
5.
2 - 48
2.
3.
4.
2 - 49
2 - 50