Microsoft Dynamics GP. Advanced Human Resources

Transcription

1 Micrsft Dynamics GP Advanced Human Resurces

2 Cpyright Cpyright 2008 Micrsft Crpratin. All rights reserved. Cmplying with all applicable cpyright laws is the respnsibility f the user. Withut limiting the rights under cpyright, n part f this dcument may be reprduced, stred in r intrduced int a retrieval system, r transmitted in any frm r by any means (electrnic, mechanical, phtcpying, recrding, r therwise), r fr any purpse, withut the express written permissin f Micrsft Crpratin. Ntwithstanding the freging, the licensee f the sftware with which this dcument was prvided may make a reasnable number f cpies f this dcument slely fr internal use. Trademarks Micrsft, Internet Explrer, and Micrsft Dynamics are either registered trademarks r trademarks f Micrsft Crpratin r its affiliates in the United States and/r ther cuntries. FairCm and c-tree Plus are trademarks f FairCm Crpratin and are registered in the United States and ther cuntries. The names f actual cmpanies and prducts mentined herein may be trademarks r registered marks - in the United States and/r ther cuntries - f their respective wners. Unless therwise nted, the example cmpanies, rganizatins, prducts, dmain names, addresses, lgs, peple, places, and events depicted herein are fictitius. N assciatin with any real cmpany, rganizatin, prduct, dmain name, address, lg, persn, place, r event is intended r shuld be inferred. Intellectual prperty Micrsft may have patents, patent applicatins, trademarks, cpyrights, r ther intellectual prperty rights cvering subject matter in this dcument. Except as expressly prvided in any written license agreement frm Micrsft, the furnishing f this dcument des nt give yu any license t these patents, trademarks, cpyrights, r ther intellectual prperty. Warranty disclaimer Micrsft Crpratin disclaims any warranty regarding the sample cde cntained in this dcumentatin, including the warranties f merchantability and fitness fr a particular purpse. Limitatin f liability The cntent f this dcument is furnished fr infrmatinal use nly, is subject t change withut ntice, and shuld nt be cnstrued as a cmmitment by Micrsft Crpratin. Micrsft Crpratin assumes n respnsibility r liability fr any errrs r inaccuracies that may appear in this manual. Neither Micrsft Crpratin nr anyne else wh has been invlved in the creatin, prductin r delivery f this dcumentatin shall be liable fr any indirect, incidental, special, exemplary r cnsequential damages, including but nt limited t any lss f anticipated prfit r benefits, resulting frm the use f this dcumentatin r sample cde. License agreement Use f this prduct is cvered by a license agreement prvided with the sftware prduct. If yu have any questins, please call the Micrsft Dynamics GP Custmer Assistance Department at (in the U.S. r Canada) r Publicatin date September 2008

3 Cntents Chapter 1: Features and Requirements 4 Objectives...4 Intrductin...4 Benefit Lifecycle Manager...5 Features...5 Release Requirements...6 Multi-User Access...6 Certificatin, License and Training Manager...7 Features...7 Release Requirements...7 Certificatin Feature...8 License Feature...8 Training Feature...8 Emplyee Health and Wellness...9 Features...9 Summary...10 Chapter 2: Advanced Human Resurces Setup 11 Objectives...11 Intrductin...11 Security Setup fr Advanced Human Resurces...11 Setting up a Security Task...11 Setting up Alternate/Mdified Frms and Reprts Security Benefit Lifecycle Manager - Setup...15 Setting up a Future Effective Recrd...16 Editing and Viewing an Existing Future Effective Recrd Saving in Payrll...18 Saving in Human Resurces...18 Emplyee Dependents Windw...19 Emplyee Beneficiaries Windw...20 Emplyee Benefit Dependents Windw...21 Plan Status Reasns Windw...22 Benefit Optins Windw...23 Certificatin, License and Training Manager Setup Issued By Setup Windw...24 Instructr Setup Windw...25 Endrsement Setup Windw...26 Certificatin Setup Windw...27 Certificatin Endrsements Windw...28 License Type Setup Windw...29 License Type Endrsements Windw...30 Training Curse Definitin Additinal Infrmatin Windw Class Pints Windw...31 Certificatin, License and Training Required by Dept and Psitin Windw. 32 Emplyee Health and Wellness Manager - Setup...33 Health and Wellness Cde Setup Windw...34

4 Result Setup Windw...35 Health and Wellness Template Setup Windw...36 Surce Setup Windw...37 Categry Setup Windw...37 Summary...38 Chapter 3: Emplyee Maintenance 39 Objectives...39 Intrductin...39 Benefit Lifecycle Manager...39 Emplyee Dependents Windw...40 Emplyee Beneficiaries Windw...41 Assign Template Windw...42 Emplyee Benefit Dependents Windw...43 Future Effective Activatin Windw...44 Certificatin, License and Training Manager...45 Certificatin Entry Windw...46 License Entry Windw...47 Emplyee Training Windw...48 Mass Training Update Windw...50 Emplyee Health and Wellness Manager...51 Health and Wellness Entry Windw...51 Injury and Illness Details Windw...52 Assign Templates Windw...54 Summary...55 Chapter 4: Inquiries and Reprts 56 Objectives...56 Intrductin...56 Inquiries...56 Certificatin Histry...57 License Histry...58 Training Histry...59 Percent Current Inquiry...60 Emplyee Certificatins, Licenses and Training...63 Health and Wellness Histry...64 Reprts...64 SmartList Builder...65 Summary...65 Chapter 5: Certificatin, License and Training Manager fr Business Prtal 66 Objectives...66 Intrductin...66 Certificatin, License and Training Manager fr Business Prtal Cnfiguratin. 66 Enabling Manager Views within Business Prtal...67 Direct Reprts View...67 Manage Business Prtal Users...68 Internet Explrer Brwser Cnfiguratin...69 Launching Certificatin, License and Training Manager fr Business Prtal 69 2

5 Emplyee s Training, Certificatin and License Tabs...69 Emplyee Training Tab...69 Emplyee Certificatin Tab...70 Emplyee License Tab...70 Manager s Training, Certificatin and License Tab...70 Manager Training Tab...70 Manager Certificatin Tab...71 Manager License Tab...71 Business Entities fr Manager Queries...71 Clumn Headings Available...72 Status Definitins fr Required Entities...73 Training Required...73 Certificatin Required...73 License Required...74 Summary

6 CHAPTER 1: FEATURES AND REQUIREMENTS Objectives Intrductin The bjectives are: Understand the features, requirements and multi-user access criteria fr Benefit Lifecycle Manager within Advanced Human Resurces. Understand the features and requirements fr the Certificatin, License and Training Manager cmpnent f Advanced Human Resurces. Understand the features available thrugh the Emplyee Health and Wellness cmpnent f Advanced Human Resurces. Micrsft Dynamics GP Advanced Human Resurces includes three cmpnents: Benefit Lifecycle Manager; Certificatin, License and Training Manager; and Emplyee Health and Wellness. Benefit Lifecycle Manager integrates with the Micrsft Dynamics GP Payrll mdule. It is designed t create Human Resurces, Payrll Benefit and Payrll Deductin setup recrds that are nt immediately effective. At the apprpriate time, the recrds can be activated and previus setup recrds are tracked in histry. Certificatin, License and Training Manager integrates with Micrsft Dynamics GP Human Resurces mdule. Certificatin, License and Training Manager creates the link between the skills, training and certificatins as well as prvides a means t track emplyee certificatins, licensing and training. It als enables the tracking f certificatins r license t the extent f reprting n expiratin, renewal perids and whether the certificatins r licenses are required. Yu may query n required certificatins, licenses, training and dates f expiratin. In additin, a query can be created n a specific list f emplyees with a particular certificatin, license r training. Emplyee Health and Wellness Manager integrates with Micrsft Dynamics GP Human Resurces mdule. The purpse f the Emplyee Health and Wellness Manager is t prvide features fr tracking all immunizatins, vaccinatins and tests required fr each emplyee. The results fr each test can als be recrded. Since cdes can be defined t meet the cmpany needs, this slutin allws fr additins r changes as business r jb requirements change. The Emplyee Health and Wellness Manager will enable the user t schedule fllw-up vaccinatins, immunizatins and tests. Having all the data available will 4

7 Benefit Lifecycle Manager enable easy searches n wh is past due r scheduled fr a particular immunizatin, vaccinatin r test. The requirements per emplyee are mre easily assigned and tracked by the utilizatin f health and wellness templates. Benefit Lifecycle Manager is used t create Human Resurces Benefit, Payrll Benefit and Payrll Deductin setup recrds that are nt immediately effective when creating emplyee level recrds r running payrll in Micrsft Dynamics GP. Benefit Lifecycle Manager then enables the user t activate the Future Effective setup recrds at the apprpriate time, while tracking the past setup recrds in histry. By creating a Future Effective date t the recrd, this infrmatin can als be extended t the Benefit Self Service prduct n Business Prtal. Benefit Lifecycle Manager integrates with the Micrsft Dynamics GP Payrll mdule. When creating Human Resurces Benefit, Payrll Benefit r Payrll Deductin recrds, the user can easily create r mdify the Future Effective recrd as well. Features The features and capabilities f Benefit Lifecycle Manager include: Create Human Resurces Setup Future Effective recrds fr: Miscellaneus Benefit Health Insurance Life Insurance Retirement Plans Create crrespnding Payrll Setup Future Effective recrds fr: Benefit Deductin Activate Future Effective Setup recrds Track Histry f previus Setup recrds Make Pending Changes available t Benefit Self Service fr infrmatinal and enrllment purpses. NOTE: This prduct is required fr use with Benefit Self Service t activate any Pending Changes ptins in Business Prtal. 5

8 Release Requirements Certain features and the use f this prduct must meet the fllwing setup requirements t ensure prper functinality. Failure t use the Benefit Lifecycle Manager prduct as specified here will nt currently be supprted. Changes must be made frm the Human Resurces level and rll them dwn t payrll. There is NO recnciling functinality fr future effective recrds. If creating a Future Effective Benefit, Payrll Deductin r Payrll Benefit recrd, the cre recrd fr that Benefit Cde must exist befre attempting t create the Future Effective recrd. Each individual must have the Payrll View fr Human Resurces ptin selected. T pen the User Setup windw, click the Administratin series buttn, click System n the Setup cntent pane and then click User. Enter r select the User ID. Select the Payrll View fr Human Resurces checkbx. Click Save. Grant Security Access using the Security Setup windw t grant individual security settings fr each cmpany. Multi-User Access Additinal checks have been added t restrict access t Benefit Cdes and Future Effective Benefit Cdes when Benefit Lifecycle Manager is being used t ensure that benefit cdes are mdified crrectly. The restrictins added include the fllwing scenaris and if ne f these scenaris is encuntered, the system prmpts with This cde is pen by anther user. Please try again later. Multi User Access Denied Scenaris: If the benefit cde is pened in the Future Effective mde in the Human Resurces Benefit Setup, Payrll Benefit Setup r Payrll Deductin Setup windw, n ther emplyee is able t pen that benefit cde in any f the three areas at the cre setup level. If mre than ne emplyee currently has the benefit cde pen in the Human Resurces Benefit Setup, Payrll Benefit Setup r Payrll Deductin Setup windw and there is an attempt t create a new r display the existing Future Effective recrd in any f the three areas fr that benefit cde. When the Human Resurces t Payrll Integratin is happening fr a Future Effective recrd, if anther emplyee wuld pen that benefit cde in ne f the subsequent windws befre the Human Resurces t Payrll Integratin gets t that level, when the Human Resurces t Payrll Integratin hits that level, the integratin is stpped. 6

9 Certificatin, License and Training Manager The Certificatin, License and Training Manager tracks all Certificatins, Licensing and Training requirements. This prduct cmpletes certain areas and fills additinal areas that cre Micrsft Dynamics GP skills and certificatin tracking des nt currently handle. Certificatin, License and Training Manager integrates with Micrsft Dynamics GP Human Resurces. The Certificatin, License and Training Manager will create the link between the skills, training and certificatins as well as prvide a means t track emplyee certificatins, licensing and training. It will als enable the tracking f certificatins r licenses t the extent f reprting n expiratin, renewal perids and whether the certificatins r licenses are required. Yu may query n required certificatins, licenses, training and dates f expiratin. In additin, yu may query n a specific list f emplyees with a particular certificatin, license r training. Features The features and capabilities f Certificatin, License and Training Manager include: Enter unlimited Certificatins Certificatins tracking fr emplyees Enter unlimited Licenses License tracking fr emplyees Enter unlimited Training Training tracking fr emplyees Inquire fr an emplyee n Certificatins, Licenses and Training Set and View Requirements per Department and Psitin cmbinatins fr Certificatin, License and Training View Emplyee Percent Current per Department and Psitin cmbinatins based n Wrked r Hme department/psitins fr Certificatin, License and Training SmartList Builder reprting ptins Release Requirements Certain features and the use f this prduct must meet the fllwing setup requirements t ensure prper functinality. Failure t use the Certificatin, License and Training Manager prduct as specified here will nt currently be supprted. T Grant Security Access use the Security Setup windw t grant individual security settings fr each cmpany. 7

10 Certificatin Feature The Certificatin feature f the Certificatin, License and Training Manager allws the user t enter Certificatin infrmatin specific t the cmpany needs as well as track emplyee level Certificatin infrmatin as required within the industry r business. The Certificatin feature is easy t use and prvides inquiry ptins t view the infrmatin emplyees are tracking mre easily. When a recrd fr a Certificatin is entered where an expiratin date is an attribute f that Certificatin whether the date is knwn at the time f entry r later, the expiratin date will always be a future date t expire in relatinship t the current recrd, i.e. my current Certificatin will expire at a future date. When the Certificatin is renewed r cmpleted, the user can pull up the recrd fr the Certificatin and enter the current renewal/cmpleted date, the future expiratin date and select Save. When it is the first year f a Certificatin, then the Original Issue Date = Date Renewed/Cmpleted. License Feature The License feature f the Certificatin, License and Training Manager allws the user t enter License infrmatin specific t the cmpany needs as well as track emplyee level License infrmatin as required within the industry r business. The License feature is easy t use and prvides inquiry ptins t view the infrmatin an emplyee is tracking. When a recrd fr a License is entered where an expiratin date is an attribute f that License whether the date is knwn at the time f entry r later, the expiratin date will always be a future date t expire in relatinship t the current recrd. When the License is renewed r cmpleted, yu shuld pull up the recrd fr the License and enter the current renewal/cmpleted date and the future expiratin date and select Save. When it is the first year f a License, then the Original Issue Date = Date Renewed/Cmpleted. Training Feature The Training feature f the Certificatin, License and Training Manager allws the user t enter Training infrmatin such as Curses and Classes specific t the cmpany needs as well as track emplyee level Training infrmatin as required within the industry r business. The Training feature is easy t use and prvides inquiry ptins t view the infrmatin the emplyee is tracking mre easily. When a recrd fr the Training is entered where an expiratin date is an attribute f that Training, the expiratin date will always be a future in relatinship t the current recrd. When the Training is renewed / cmpleted, yu will pull up the recrd fr the Training and enter the current renewal / cmpleted date and the future expiratin date and select 8

11 Save. When it is the first year f a Training, then the Original Issue Date = Date Renewed/Cmpleted. Emplyee Health and Wellness Within Micrsft Dynamics GP Human Resurces, yu can track injury and illness infrmatin fr each emplyee and generate the necessary OSHA reprts. Emplyee Health and Wellness Manager enables rganizatins t cmpletely track all additinal emplyee immunizatins, vaccinatins and test requirements that are related t the injury and illness cases, but nt included n OSHA reprts. Emplyee Health and Wellness Manager is an enhancement that integrates with Micrsft Dynamics GP Human Resurces. The purpse f Emplyee Health and Wellness Manager is t prvide features fr tracking all immunizatins, vaccinatins and tests required fr each emplyee. The results fr each test can als be recrded. Since the cdes can be defined, the prduct allws fr additins r changes as business r jb requirements change. Emplyee Health and Wellness Manager enables the user t schedule fllw-up vaccinatins, immunizatins and tests. Having all the data available will enable easy searches n wh is past due r scheduled fr a particular perid fr a particular immunizatin, vaccinatin r test. The requirements per emplyee are mre easily assigned and tracked by the utilizatin f health and wellness templates. Features The features and capabilities f Emplyee Health and Wellness Manager include: Create Categries and assciated Cdes specific t the business needs Create unlimited Results types that can be assciated with the Health and Wellness cdes Create Health and Wellness cdes fr use in Health and Wellness and related t Injury and Illness tracking Assignment f multiple cdes t emplyees via custmized Templates Assignment f Health and Wellness cdes t emplyees fr infrmatinal and tracking purpses Additinal infrmatin fr tracking with Illness and Injury Cases, including Surce tracking SmartList Builder reprting ptins 9

12 Summary Sensitive infrmatin related t the Health and Wellness f Emplyees and Surces is tracked using this prduct. Cmpliance with HIPPA regulatins as it pertains t this data is the respnsibility f the user. The Advanced Human Resurces mdule fr Micrsft Dynamics GP is cmprised f three cmpnents: 1. Benefit Life Cycle Manager 2. Certificatin, License and Training Manager and 3. Emplyee Health and Wellness Key pints t remember frm this chapter: Benefit Life Cycle Manager prvides the ability t assign future effective dates fr Miscellaneus Benefits, Health Insurance, Life Insurance and Retirement Plans The user can enter an unlimited number f certificatins, licenses and training data fr emplyees. Emplyee Health and Wellness allws the rganizatin t track varius health-related categries, cdes and tests, as well as the results f each. 10

13 CHAPTER 2: ADVANCED HUMAN RESOURCES SETUP Objectives Intrductin The bjectives are: Learn t set up the security settings fr each mdule. Create a future effective recrd fr a benefit plan such as health insurance, life insurance r a retirement plan. Learn t cmplete the varius setup windws required t use Certificatin, License and Training Manager. Learn t set up varius Health and Wellness windws t allw the rganizatin t track health related infrmatin fr emplyees. Micrsft Dynamics GP Advanced Human Resurces cmpnents (Benefit Lifecycle Manager; Certificatin, License and Training Manager and Emplyee Health and Wellness) require varius setup tasks t be cmpleted prir t cnnecting them with the emplyee recrds. Planning what will be used within the varius set up windws is critical. As categries, cdes, types and templates are develped; keep in mind what infrmatin is required fr utputs in the frm f inquiries and reprts. Security Setup fr Advanced Human Resurces Setting up a Security Task Use the Security Task Setup windw t set Security Tasks fr Advanced Human Resurces mdules. T pen this windw, click the Administrative series buttn, click System n the Setup cntent pane and then click Security Tasks. Enter a Task ID. Select HRM Slutins Series fr the Prduct. Select Windws fr the Type Select 3 rd Party fr the Series Select the fllwing frm the Access List: Benefit Optins 11

14 Effective Date Emplyee Beneficiaries Emplyee Benefit Dependents Emplyee Dependents Future Effective Activatin Plan Status Reasn Lkup Plan Status Reasns Change the Type t Reprts Select the fllwing frm the Access List Future Effective Activatin Reprts Change the Prduct t Certificatin Manager. Select Windws fr the Type. Select 3 rd Party fr the Series. Select the fllwing frm the Access List: Certificatin Endrsement Certificatin Entry Certificatin Histry Certificatin Setup Certificatin, License and Training Required by Department and Psitin Certificatin, License and Training Inquiry Certificatins Class Pint Curse and Class Emplyee Entry Emplyee Certificatin Endrsements Emplyee License Endrsements Emplyee Training Endrsement Setup Instructr Lkup Instructr Setup Issued By Lkup Issued by Setup License Endrsements License Entry License Histry 12

15 License Type Setup License Types Percent Current Inquiry Training Curse Definitin Additinal Infrmatin Training Curses Training Histry Change the Type t Reprts Select the fllwing frm the Access List CLM Certificatin Histry CLM Certificatin License and Training Inquiry Reprt CLM Certificatin Setup CLM Certificatins CLM Curse Setup CLM Instructr Setup CLM Issued By Setup CLM License Histry CLM License Setup CLM Licenses CLM Percent Current CLM Percent Current Ttals CLM Required Reprt CLM Training Histry Change the Prduct t Emplyee Health and Wellness. Select Windws fr the Type Select 3 rd Party fr the Series Select the fllwing frm the Access List: Assign Templates Categry Lkup Categry Setup Health and Wellness Cde Lkup Health and Wellness Cde Setup Health and Wellness Entry Health and Wellness Histry 13

16 Health and Wellness Template Lkup Health and Wellness Template Setup Injury and Illness Details Result Lkup Result Setup Surce Lkup Surce Setup Change the Type t Reprts Select the fllwing frm the Access List EHW Categry Setup EHW Cde Setup EHW Health And Wellness Entry Reprt EHW Health and Wellness Histry Reprt EHW Injury And Illness Reprt EHW Result Setup EHW Surce Setup EHW Template Setup Click Save t save the selectins and clse the windw. Setting up Alternate/Mdified Frms and Reprts Security Use the Alternate/Mdified Frms and Reprts windw t set access t the alternate/mdified frms fr Advanced Human Resurces. T pen this windw, click the Administrative series buttn, click System n the Setup cntent pane and then click Alternate/Mdified Frms and Reprts. Select the apprpriate ID. Select HRM Slutins Series fr the Prduct. Select Windws fr the Type. Expand the Payrll flder and select the HRM Slutin Series radi buttn fr each f the fllwing Alternate Cre Dynamics GP windws. Benefit Setup Deductin Setup Emplyee Deductin Maintenance Click Save t save the selectins and clse the windw. 14

17 Benefit Lifecycle Manager - Setup Benefit Lifecycle Manager allws Future Effective Recrds t be created fr any f the benefit plans. The Future Effective ptins are accessed the same way in the Human Resurces Benefit Setup and in the Payrll Deductin and Benefit Setup windws. T access a Future Effective Recrd windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Benefits and Deductins, click Miscellaneus Benefits, Health Insurance, Life Insurance r Retirement Plans, enter r select a Cde, click the Benefits icn and then click Future Effective. FIGURE 2.1 BENEFIT SETUP (FUTURE EFFECTIVE) WINDOW One f tw ptins will be available n the drp dwn menu: Future Effective (New) this ptin will be available if n future effective recrd currently exists fr the benefit/deductin recrd currently pen. Future Effective (Existing 00/00/0000) this ptin will be available if a future effective recrd currently exists fr the benefit/deductin recrd currently pen. The 00/00/0000 represents the future effective date (r Benefit Begin Date) assigned t this future effective recrd. 15

18 Setting up a Future Effective Recrd T create a new Future Effective recrd fr the benefit r deductin recrd currently pen, click the Benefits icn and then click Future Effective (New) ptin. The system prmpts, Create a Future Effective recrd using the current infrmatin? Select Create t pen the Future Effective windw with the current cre recrd values defaulted in the fields. Select Cancel t return t the current cre recrd. Fr Human Resurces the system prmpts t enter the Future Effective Date, enter a date greater than the current user date and select OK. Enter the future infrmatin fr this benefit. The windw name will be fllwed by (FUTURE EFFECTIVE). Select Save. They system prmpts, Save future effective recrd? Select Save t save the current Future Effective recrd. Refer t sectin Human Resurces and Payrll Integratin fr mre infrmatin n subsequent messages that appear during the save prcess. Select Cancel t return t the current future effective recrd. Rll dwn frm HR/Payrll Setup level t existing Emplyee level HR/Payrll recrds exists s beware f the selectin t this message when saving Future Effective recrds. Since the rll dwn feature is fr emplyee recrds, answer this questin N as Future Effective functinality is fr Benefit Setup windws nly. Select Clear t clear the recrd frm the windw and set the windw back t the cre recrd. Select Delete and the system prmpts, Delete this Future Effective recrd? Select Delete t delete the displayed Future Effective recrd. Then there are checks t determine if there are crrespnding Future Effective recrds in Payrll, if there are then the system prmpts a message asking if the crrespnding Future Effective recrds frm Payrll shuld be deleted. If the answer is yes, then select Yes, and then all Human Resurces and Payrll Future Effective recrds are deleted fr that cde. If the answer is N and N is selected, then nly the Human Resurces Future Effective recrds are deleted fr that cde. Select Cancel t return t the current Future Effective recrd. 16

19 Reprts are nly available if the Future Effective recrd is pen. NOTE: Future Effective amunts are nt reprted n the Reprts generated frm the Reprts > Human Resurces menu. If a Future Effective recrd is created fr a Human Resurces cde that des nt exist in Payrll and crrespnding is set up in Payrll, the system prmpts, The Payrll Benefit must exist befre a Future Effective Recrd can be created. Select OK. Editing and Viewing an Existing Future Effective Recrd T pen an existing Benefits and Deductin Setup windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Benefits and Deductins, click Miscellaneus Benefits, Health Insurance, Life Insurance r Retirements Plans, click the GT menu and then click Future Effective. The system prmpts, Display future effective recrd? Select Yes t pen the current Future Effective recrd in the Future Effective windw. Fr Human Resurces the system then prmpts t verify the Future Effective Date, leave the date as entered r edit the date and select OK. Select N t return t the current cre recrd. Select Save t save and the system prmpts, Save future effective recrd? Select Save t save the current Future Effective recrd. Select Cancel t return t the current Future Effective recrd. Rll dwn frm HR/Payrll Setup level t existing Emplyee level HR/Payrll recrds exists s beware f the selectin t this message when saving Future Effective recrds. Select N; Future Effective functinality is fr the Benefit and Deductin Setup windws nly. Select Clear t clear the recrd frm the windw and set the windw back t the cre recrd. Select Delete t delete the recrd, the system prmpts Delete this Future Effective recrd? Select Delete t delete the displayed Future Effective recrd. Then there wuld be checks if there were crrespnding Future Effective recrds in Payrll, if s the system prmpts with a message asking t delete crrespnding Future Effective recrds frm Payrll. If Yes is selected, then all Human Resurces and Payrll Future 17

20 Effective recrds are deleted fr that cde. If N is selected, then nly the Human Resurces Future Effective recrds are deleted fr that cde. Select Cancel t return t the current future effective recrd. Reprts are nly available while a Future Effective recrd is pen. Saving in Payrll When saving a future effective recrd in Payrll, the system prmpts, Save future effective recrd? Select Save t save the current future effective recrd. The system prmpts, The infrmatin fr the Payrll deductin cde is different than the Human Resurces deductin cde. D yu want t cntinue? Selecting Yes prmpts, These changes must be saved in the Benefit Setup windw t take effect acrss Human Resurces with Integratin t Payrll. When the Benefit Setup windw pens, chse Save t save changes. Click OK. Selecting N cancels the message and returns t the Future Effective recrd. Select Cancel t return t the current Future Effective recrd windw. Select Save t save this peratin, the system prmpts, Save future effective recrd? Select Save t save the current future effective recrd. The system prmpts, The infrmatin fr the Payrll deductin cde is different than the Human Resurces deductin cde. D yu want t cntinue? Select Yes r Select N Select Cancel t return t the current Future Effective recrd windw. Select Clear t clear the windw and return t the cre windw. Saving in Human Resurces Next, the system prmpts, D yu want t set up the crrespnding cdes in Payrll s the integratin is cmplete? Select Yes t pen the Payrll Deductin windw and default all values frm the Human Resurces Future Effective recrd. 18

21 Once the recrd is saved in this windw, the Payrll Benefit windw pens and defaults t save as well. Select N t save the Future Effective recrd nly in Human Resurces and return t the cre windw. If this peratin shuld NOT be saved, click Cancel. It returns t the Future Effective recrd. Click OK when prmpted, These changes must be saved in the Benefit Setup windw t take effect acrss Human Resurces with Integratin t Payrll. When the Benefit Setup windw pens, select Save t save changes. Emplyee Dependents Windw Within the Emplyee Dependents windw data fields have been added t use t set up dependents assciated with the emplyee. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Cards cntent pane, click Emplyee and then click Dependents. FIGURE 2.2 EMPLOYEE DEPENDENTS WINDOW The additinal data fields are: Status - select Active r Inactive 19

22 Status Cmment - these ptins are defined in the Plan Status Reasn windw Change Date Marital Status - select Married, Single r N/A Change Date Disabled checkbx Disabled Date Emplyee Beneficiaries Windw Within the Emplyee Beneficiaries windw additinal data fields are available, t define beneficiaries assciated with the emplyee and specific benefit plan. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Cards cntent pane, click Emplyee - Benefits, select a Benefit, select an Emplyee ID, click the Benefit icn, click Beneficiary Definitin. FIGURE 2.3 EMPLOYEE BENEFICIARIES WINDOW 20

23 The data fields are: Plan Status - select Active r Inactive State Change Reasn - the lkup buttn allws infrmatin t be defaulted frm existing Dependents. Status Cmment - these ptins are defined in the Plan Status Reasn windw Change Date Marital Status - select Married, Single r N/A Change Date Disabled checkbx Disabled Date Emplyee Benefit Dependents Windw The Emplyee Benefit Dependents windw allws Human Resurces t define the emplyee dependents assciated with a specific emplyee benefit plan. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Cards cntent pane, click Emplyee - Benefits, select a Benefit, select an Emplyee ID, select a Benefit Cde, click the Benefit icn, click Dependents. FIGURE 2.4 EMPLOYEE BENEFIT DEPENDENTS WINDOW Cmplete the Plan Status and Status Change Reasn fields as apprpriate. 21

24 Plan Status Reasns Windw The Plan Status Reasns windw allws Human Resurces t define acceptable Reasns fr why a particular dependent r beneficiary were activated r inactivated frm a benefit plan. This infrmatin is necessary t prvide t benefit carriers. T pen the Plan Status Reasns windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane and then click Plan Status Reasns. FIGURE 2.5 PLAN STATUS REASONS WINDOW Select a Recrd Type and then select a Status Type. 22

25 Benefit Optins Windw T pen the Benefit Optins windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, select a Benefit windw, select a Benefit Cde, click the Benefits icn and then click Benefit Optins. FIGURE 2.6 BENEFIT OPTIONS WINDOW Each f the Benefit Setup windws (Miscellaneus Benefits, Health Insurance, Life Insurance and Retirement Plans) has the Benefit Optins item added t the Benefits buttn. When Benefit Optins is selected this will allw the user t define the maximum number f dependents allwed fr the specified benefit. NOTE: A Benefit Setup recrd must be displayed within the windw t pen Benefit Optins. This windw allws the user t set the Maximum Dependents Allwed. The Maximum Dependents Allwed will be validated when enrllment changes are made t the benefit recrd. By default, the number f dependents is set t zer which means unlimited if the Benefit Self Service mdule is nt being used. Certificatin, License and Training Manager Setup There are several set up windws assciated with Certificatin, License and Training Manager: Issued By Setup Instructr Setup Endrsement Setup Certificatin Setup License Type Setup In additin, several ther windws can be cmpleted at this pint in the prcess: 23

26 Training Curse Definitin Additinal Infrmatin windw Class Pints windw Certificatin, License and Training Required by Dept and Psitin windw Issued By Setup Windw Use the Issued By Setup windw t set up, assign an unlimited number f Issued By Agencies with descriptin, cntact and address infrmatin. An Issued By culd be Agency r ther rganizatin. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Certificatins, Licenses and Training and then click Issuers. FIGURE 2.7 ISSUED BY SETUP WINDOW Enter r select an Issued By Agency. Enter the fllwing infrmatin: Descriptin Cntact Name Address 1 Address 2 City State Zip Cde Phne Number Fax Number 24

27 Web Site Select the Inactive checkbx t inactivate the current Issued By Agency cde. Instructr Setup Windw Use the Instructr Setup windw t set up, assign unlimited number f Instructrs with cntact and address infrmatin. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Certificatins, Licenses and Training and then click Instructrs. FIGURE 2.8 INSTRUCTOR SETUP WINDOW Enter r select Instructr ID. Enter the fllwing infrmatin: Instructr Name Address 1 Address 2 City State Zip Cde Phne Number Fax Number Web Site 25

28 Select the Inactive checkbx t inactivate the current instructr ID cde. Endrsement Setup Windw Use the Endrsement Setup windw t define the Endrsements by Certificatin r License. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Certificatins, Licenses and Training and then click Endrsements. FIGURE 2.9 ENDORSEMENT SETUP WINDOW Select the Type: Certificatin License Enter the new Endrsement r edit the Endrsement fr the selected Type. Select OK t save the Endrsement Setup and clse the windw. T delete a rw, select the Endrsement and then select the delete rw buttn t delete this Endrsement. 26

29 Certificatin Setup Windw Use the Certificatin Setup windw t set up and assign unlimited number f Certificatins with descriptins. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Certificatins, Licenses and Training and then click Certificatins. FIGURE 2.10 CERTIFICATION SETUP WINDOW When entering a new Certificatin Cde, enter a Descriptin and select any Required ptins. Issued By Agency Original Issue Date Expiratin Date Certificatin Number Date Renewed Selecting any f the Required ptins affects the Emplyee Certificatin Entry windw by frcing entry f a value in the field prir t saving the recrd. Select the Inactive checkbx t inactivate the current Certificatin Cde. 27

30 Certificatin Endrsements Windw Use the Certificatin Endrsements windw t mark the apprpriate Endrsement that was created during the Endrsement Setup. T pen this windw, click the Endrsements buttn n the Certificatin Setup windw. FIGURE 2.11 CERTIFICATION ENDORSEMENTS WINDOW The Marked clumn indicates the Endrsements that are marked fr the specific Certificatin Cde. Use Mark All and Unmark All t mark r unmark all Endrsements at nce. Select OK t save the Endrsement Assignment and clse the windw. 28

31 License Type Setup Windw Use the License Type Setup windw t set up and assign unlimited number f License Types with descriptins. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Certificatins, Licenses and Training and then click License Types. FIGURE 2.12 LICENSE TYPE SETUP WINDOW Enter r select a License Type. When entering a new License Type, cmplete the Descriptin, select the apprpriate Required ptins and assign Endrsements. Issued By Agency Date Renewed Expiratin Date Issued By State Original Issue Date Selecting any f the fields as Required affects the Emplyee License Entry windw by frcing entry f a value in the field prir t saving the recrd. Select the Inactive checkbx t inactivate the current Certificatin Cde. 29

32 License Type Endrsements Windw Use the License Endrsements windw t select the apprpriate Endrsement that was created during the Endrsement Setup. T pen this windw, click the Endrsements buttn n the License Type Setup windw. FIGURE 2.13 LICENSE ENDORSEMENTS WINDOW The Marked clumn indicates the Endrsements that are marked fr the specific License Cde. Use Mark All and Unmark All t mark r unmark all Endrsements at nce. Select OK t save the Endrsement Assignment and clse the windw. 30

33 Training Curse Definitin Additinal Infrmatin Windw Use the Training Curse and Class Definitin windw t set up a training curse. The Certificatin, License and Training Manager has extended the Curse set up with additinal fields n the new Training Curse Definitin Additinal Infrmatin windw. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Certificatins, Licenses and Training and then click Training Additinal Inf. FIGURE 2.14 TRAINING COURSE DEFINITION ADDITIONAL INFORMATION WINDOW Enter r select a Curse ID. The descriptin field displays frm the Training Curse and Class Definitin windw. Check the bxes fr fields that are t be Required n the Emplyee Training windw. Select the Inactive checkbx t inactivate the current Curse ID. Class Pints Windw Use the Class Pints windw t add pints t the individual class cmbinatin. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Training, select a Curse ID, select a Class, click Additinal frm the menu and then click Class Pints. FIGURE 2.15 CLASS POINTS WINDOW Enter a Pints value fr the selected class (ex: time length f class). 31

34 Select OK t save and clse the Class Pints windw. Certificatin, License and Training Required by Dept and Psitin Windw Use the Certificatin, License and Training Required by Department and Psitin windw t assign t a specific Psitin and Department cmbinatin and any required certificatins, licenses r training. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Certificatins, Licenses and Training and then click Requirements. FIGURE 2.16 CERTIFICATION, LICENSE AND TRAINING REQUIRED BY DEPARTMENT AND POSITION WINDOW Use this windw t add, update r remve frm a list any required certificatins, licenses r training. Enter r select a Department and Psitin. Required Certificatins sectin within the scrlling windw allws the user t assign any Certificatin Cdes that are required fr the currently selected Department and Psitin. Enter r delete the Certificatin Cdes as required. T delete the Certificatin Cde, select the cde and then select delete rw buttn. Required Licenses sectin within the scrlling windw allws the user t assign any License Types that are required fr the currently selected Department and Psitin. Enter r delete the License Types as required. T delete the License Type, select the type and then select delete rw buttn. Required Training sectin within the scrlling windw allws the user t assign any Curse IDs that are required fr the currently selected 32

35 Department and Psitin. Enter r delete the Curse IDs as required. T delete the Curse ID, select the curse id and then select delete rw buttn. Once a Department and Psitin have been selected, the Cpy buttn is enabled. Selecting Cpy pens the Cpy Requirements windw and allws the user t cpy all f the Required Certificatins, Licenses and Training assciated with the currently pen Department/Psitin cmbinatin t anther Department/Psitin cmbinatin. FIGURE 2.17 COPY REQUIREMENTS WINDOW Enter r select the Cpy T Department and Cpy T Psitin. Select Cpy t cmplete the cpy prcess r select Cancel t cancel the cpy prcess. Emplyee Health and Wellness Manager - Setup There are several set up windws assciated with Emplyee Health and Wellness: Categry Setup windw Results Setup windw Health and Wellness Cde Setup windw Health and Wellness Template Setup windw Surces Setup windw 33

36 Health and Wellness Cde Setup Windw Use the Health and Wellness Cde Setup windw t set up and assign unlimited number f Cdes with descriptins and be able t set the status f the cde t Active r Inactive. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Health and Wellness and then click Cdes. FIGURE 2.18 HEALTH AND WELLNESS CODE SETUP WINDOW Examples f Health and Wellness Cdes are Rubela, Rubella, Bster, Hepatitis C, Pertussis Expsure, Laser Screening, Hearing Prtectin and Eye Exams. Fr each Cde the user will be able t set up results, such as Psitive r Negative. These results will then be available as chices n the Emplyee Health and Wellness Entry windw. Enter r select a Cde; enter r mdify the Descriptin and enter r select the Categry. The scrlling windw allws the user t apply the Results that relate t the current Health and Wellness cde. Checkbx will activate the Result Enter r select a Result Cde The Descriptin displays frm the Result Setup windw 34

37 Result Setup Windw Use the Result Setup windw t set up and assign unlimited number f Result Cdes with descriptins and be able t set the status f the cde t Active r Inactive. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Health and Wellness and then click Results. FIGURE 2.19 RESULT SETUP WINDOW Enter r select a Result Cde. Enter r mdify the Descriptin. Select the Inactive checkbx will inactivate the current Result Cde. Select Save t save the Result Cde. 35

38 Health and Wellness Template Setup Windw Use the Health and Wellness Template Setup windw t set up and assign unlimited number f Templates with descriptins and be able t set the status f the Template t Active r Inactive. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Health and Wellness and then click Templates. FIGURE 2.20 HEALTH AND WELLNESS TEMPLATE SETUP WINDOW Emplyee defined templates can be used t assign defaults t emplyees. One template setup assigned can easily establish all the tests required by a certain psitin, emplyee class r gruping specific t each facility. Enter r select a Template Cde and enter r mdify the Descriptin. The scrlling windw allws the user t assciate Health and Wellness Cdes with a Template Cde. Enter r select a Health and Wellness Cde. The Descriptin displays frm the Health and Wellness Cde Setup windw. The Categry and Descriptin displays frm the Categry Setup windw. 36

39 Surce Setup Windw Use the Surce Setup windw t create Surce recrds. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Health and Wellness and then click Surces. FIGURE 2.21 SOURCE SETUP WINDOW Enter r select a Surce ID. Enter the Last Name, First Name, Middle Name, Scial Security Number and Medical Recrd Number. Select Save t save the Surce ID. Categry Setup Windw Use the Categry Setup windw t set up an unlimited number f Categry Cdes with descriptins and be able t set the status f the cde t Active r Inactive. The Categry Cde can be used fr reprt gruping and restrictins. Example: Immunizatins, Vaccinatins, Bld Expsure, Injuries and Tests. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Setup cntent pane, click Health and Wellness and then click Categries. FIGURE 2.22 CATEGORY SETUP WINDOW Enter r select a Categry Cde. Enter r mdify the Descriptin. 37

40 Summary Select the Inactive checkbx t inactivate the current Categry Cde. Select Save t save the Categry Cde. A variety f setup windws need t be cmpleted prir t using the Advanced Human Resurces mdule. Each f the cmpnents t Advanced Human Resurces has dedicated windws fr this purpse. Key pints t remember frm this chapter: Future Effective recrds can be set up t pre-enter infrmatin fr upcming changes t benefit plans. After cmpleting the apprpriate setup fr Certificatin, License and Training Manager, certificatins, licenses and training can be assigned t a department and psitin cmbinatin as required. Templates can be develped t assign predetermined health and wellness cdes that will eventually be assigned n the emplyee level. 38

41 CHAPTER 3: EMPLOYEE MAINTENANCE Objectives Intrductin The bjectives are: Benefit Lifecycle Manager Learn t effectively use Benefit Lifecycle Manager by understanding (1) the changes n the emplyee dependents windw, (2) the changes n the emplyee beneficiary windw, (3) hw t cnnect benefits t dependents and (4) hw t activate Future Effective recrds. Assign certificatins, licenses and training t emplyee recrds. Learn t assign Health and Wellness cdes, categries and templates t emplyees and t track surce infrmatin in the event f a wrk-related injury r illness. After cmpleting the required setup in Chapter 2, the next step is t assign data t emplyee recrds. Advanced Human Resurces allws the rganizatin t input data fr benefit plan changes in advance f the effective date by using future effective recrds, allws certificatins, licenses and training curses and classes t be assigned t individual emplyees nce attained r cmpleted, and finally allws fr the cllectin f additinal data fr a wrk-related injury r illness. The first cmpnent f Advanced Human Resurces is the Benefit Lifecycle Manager. This cmpnent has added additinal fields t the emplyee dependent and beneficiary windws. In additin, benefits can nw be assigned t dependents fr better tracking f insurance cverages and csts. 39

42 Emplyee Dependents Windw Within the Emplyee Dependents windw, data fields have been added t set up dependents assciated with the emplyee. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Cards cntent pane, click Emplyee and then click Dependents. FIGURE 3.1 EMPLOYEE DEPENDENTS WINDOW The data fields are listed belw: Status Active r Inactive Status Cmment These ptins are defined in the Plan Status Reasn windw Change Date Marital Status Married, Single r N/A Change Date Disabled checkbx Disabled Date 40

43 Emplyee Beneficiaries Windw Within the Emplyee Beneficiaries windw, additinal data fields are available t define beneficiaries assciated with the emplyee and specific benefit plan. T pen this windw, click the HR and Payrll series buttn, click the Human Resurces n the Cards cntent pane, click Emplyee - Benefits, select a Benefit Enrllment ptin, select an Emplyee ID, select a Benefit cde, click the Benefit icn and then click Beneficiary Definitin. FIGURE 3.2 EMPLOYEE BENEFICIARIES WINDOW The data fields are listed belw: Plan Status Active r Inactive Status Change Reasn lkup buttn nw allws infrmatin t be defaulted frm existing Dependents. Status Cmment These ptins are defined in the Plan Status Reasn windw Change Date Marital Status Married, Single r N/A 41

44 Change Date Disabled checkbx Disabled Date Assign Template Windw Selecting a Template will create emplyee and cde recrds fr all cdes assciated with that Template. Yu can then assign any Dates and Results t thse cdes in this windw. Example: There may be a template fr New Emplyees that wuld have listed 5 Immunizatins, Vaccinatins and Tests that a new emplyee wuld need. Yu culd assign that template and the system wuld create the 5 recrds. If nly 3 were needed, then yu wuld uncheck the 2 that d nt apply. T pen the Assign Template windw, click the HR and Payrll series buttn, click Human Resurces n the Cards cntent pane, click Emplyee, click Health and Wellness, enter an Emplyee ID and then click the Assign Template buttn. FIGURE 3.3 ASSIGN TEMPLATES WINDOW 4. Enter r select a Template Cde. 5. The Descriptin displays frm the Health and Wellness Template Setup windw. 6. The Scrlling windw allws yu t assciate Health and Wellness cdes with a Template Cde. 42

45 Emplyee Benefit Dependents Windw The Emplyee Benefit Dependents windw allws Human Resurces t define the emplyee dependents assciated with a specific emplyee benefit plan. T pen this windw, click the HR and Payrll series buttn, click Human Resurces n the Cards cntent pane, click Emplyee - Benefits and select a Benefit Enrllment ptin, enter an Emplyee ID, select a Benefit cde, click the Benefits icn and then click Dependents. FIGURE 3.4 EMPLOYEE BENEFIT DEPENDENTS WINDOW 43