HR & Payroll Implementation Steps ----------------------------------------

HR Core

Prerequisites: Create your own responsibility Using responsibility = "Global HRMS Create a user with the created responsibility and give him "System

Administrator" responsibility.

HR Key Flexfields:

Job Position Grade Competence

Payroll Key Flexfields:

People Group Cost Allocation Bank Details

Additional Information Key Flexfields:

Personal Analysis

Descriptive Flexfields:

Location_Address Personal Address Information Additional Personal Details

Work Structure

Location:

Global : Means that this location will be shared between all Business Groups.

Organization:

To define Organization Types:

Path: Other Definitions > Applications Utilities Lookups: in User

Lookup Type search for ORG_TYPE

You have to define at least one organization with classification "Business Group" For Example CIT

While you are on the Business Group classification Press the "Others" button and select Business Group Info. Then choose the

numbering style for Employee/Applicant/Contingent worker and

linke your 6 key flexfields with your Business Group. Also choose

your legislation and currency.

Press again the "Others" button and select Work Day Information and fill in the work time information.

To be able to hire an employee to an organization then this organization has to take the "HR Organization" classification.

Define the rest of your organizations with HR Organization" classification

Link your Business Group with your responsibility: From System Administrator Responsibility > Profile > System and Search for:

HR: Security Profile HR:User Type HR:Business Group

Define the Organization Hierarchy: Give it a name, Version Number "1" and chick the Primary Checkbox if

this is your main reporting Hierarchy.

In Organization section > Query for the top Organization name. In Subordinates section > select the subordinate Organizations for the

top org.

To add organization below one of the subordinates use the "Down" button or use "Up" button to go up in hierarchy.

Organization Diagrammer: Use the diagrammer to view and edit the hierarchy in a visual style.

Define Jobs: In the name field a popup window will show your job flexfield segments

that you defined earlier.

Press "Valid Grad" button to define any valid grades for this job. Press "Requirements" to define some extra information. Note: you can define "Requirements" from Personal Analysis Key

Flexfield then Other Definition > Special Information Types to select

which structure to use , check the "Job" checkbox to make it appear in

the Job window.

Define Positions: In our case the name should consist of "Organization name + Job". Press "Valid Grad" button to define any valid grades for this Position. Press "Reporting to" to enter a parent position for this position, you

should have defined a position Hierarchy earlier.

Press "Others" > "Requirements" to define any special information. This step is important for skill matching report. To complete this cycle

you have to fill the "Special Information" in the "People-> Enter and

Maintain" Window for each Employee or Applicant.

Note: you can define "Others" > "Requirements" from Personal Analysis Key Flexfield then Other Definition > Special Information Types

to select which structure to use , check the "Position" checkbox to make it

appear in the Position window.

Define the Position Hierarchy: Give it a name, Version Number "1" and chick the Primary Checkbox if

this is your main reporting Hierarchy.

In Position section > Query for the top position name. In Subordinates section > select the subordinate positions for the top

position.

To add a position below one of the subordinates use the "Down" button or use "Up" button to go up in hierarchy.

Position Diagrammer: Use the diagrammer to view and edit the hierarchy in a visual style.

Define Grades: In the name field a popup window will show your Grade Key flexfield

segments that you defined earlier "Band" "Grade".

Define Grade Rate: In the "Units" field choose "Money". Define Min/Max/Mid Values and Start Date.

Other Definitions > Person Types: You can add your person types in addition to the predefined

ones(Applicant Contingent Worker Employee..etc) Use "Active" And "Default" Checkbox to enable any type and to make it

the default value.

Define People "Enter and Maintain": Open the "Enter and Maintain" window and Select the "Alter Effective

Date" from the toolbar to set the "Hire Date".

Enter Values for (Last Name Gender Action="Create Employment"

National Identifier Birth Date Title - Status Nationality - Picture) Note: you can define "Title" from Other Definitions > Application

Utilities Lookups Type="TITLE"

Note: you can define "Marital Status" from Other Definitions >

Application Utilities Lookups Type="MAR_STATUS"

Note: you can define " Nationality " from Other Definitions > Application

Utilities Lookups Type="Nationality"

Address:

You can define whatever addresses for one employee but one address should be Primary.

The Address style is defined by the Descriptive flexfield "Personal Address Information".

Additional Personal Details:

Define the employee extra information (Religion Blood Type..etc".

Note: you can define " Additional Personal Details " from "Additional

Personal Details " Descriptive Flexfield.

Special Information:

For Example: Company Car Credit Cards Mobile Phones..etc. Note: you can define "Special Information" from Personal Analysis Key

Flexfield then Other Definition > Special Information Types to select

which structure to use , check the "Other" checkbox to make it appear in

the people window.

Press Others button and Select:

Phones o Note: you can define phone types from (Lookup: PHONE_TYPES).

Schools & Colleges: you have to define the following first: 1. Career Management > Schools & Colleges. This is the glob pool for all.

2. Enter and Maintain > Other > Schools & Colleges. This the Person Pool.

3. Enter and Maintain > Other > Qualification. Define details for step 2.

Previous Employement. Medical Assessments. .. etc

Assignment:

The assignment step is very important for the employee to get paid. Select the "Alter Effective Date" from the toolbar to set the "Assignment

Date". Assign the employee to (Position Job Grade - Organization Payroll .. etc).

Status = "Active" . Suspend will stop processing of the payroll for this person. Assignment Category: (Permanent Part Time Consultant .. etc). Press "Others > Costing" to set the cost percentage for each cost center for GL

Posting.

If your employee was transferred or assigned to another assignment then set

your effective date to the "Secondary Assignment" date. If you check

"Assignment Primary" checkbox (from "Miscellaneous" Tab ) then the first

assignment primary checkbox will be unchecked automatically.

To End any Assignment then Alter Date and set the status to "End" or "Terminate" then choose update.

To Terminate an Employee: People > Enter and Maintain > "Others" button then choose "End

Employment".

Set the Alter Effective Date. Enter Reason (Lookup: "LEAV_REAS") Enter the Termination Dates. Only the Actual Date is required in which the

employee's Person Type will change to "Ex-Employee".

Notified, Projected dates are for information purpose only. Final Standard Process: a date after which no further periodic payment

processing can run. Usually is set to the end of the termination month.

Final Process: Usually is set to the end of the termination year to enable the payroll staff to process any future transactions like Bonus, Profit Share ..Etc for

the terminated employee.

Press Reverse Terminate button to complete the termination. Press Reverse Termination button to cancel the termination.

Rehiring: If an employee terminated then rehired again then:

Alter Effective Date to the new Hire date which must be greater than the "Final Process Date".

From the Enter and Maintain window query for that employee and choose Action="Create Employment". His "Person Type" will change from "Ex-Employee" to "Employee".

Save with the Update option to keep the history. Create his new assignment. And choose Update option.

Note: To track the historical data for any window then select "Date Track History"

from the toolbar.

Payroll

1) Search for the Request Group name that exist in your

Responsibility then CTL+L and search for "Request Group"

2) In Request Group window find your request group and add this program to it "International HRMS Group"

3) Run this request from the requests screen to add the element

classification (Earnings Voluntary Deductions Information ... etc).

4) Define monetary units.

5) Currencies

6) consolidation set (BG)

7) Define Payrolls.

8) Bank Details KeyFlexField (Segments= [Bank Name - Branch Name -

Account_no - Account_type]

9) Cost Allocation Flexfield (Segments have to be the same as the

Accounting keyflex Field which is created by the GL consultant and

use the same LOVs which have been created for the Accounting

keyflex Field) - and Flexfield Qualifiers (which segments will appear

in which windows [payroll - element - element entry - assignment -

Organization ])

10) Gl Flexfield Map (to map each segment of the Accounting keyflex

Field with equivalent segment of Cost Allocation Flexfield for each

Payroll)

11) Define Global Values:

12) define payment types (CTRL + L) [Bank Transfer - Cash] you have to

add this function to your menu first:

13) Define Payment Methods and source bank which the payroll will be

paid from.

14) Payroll - define which of the payment methods will be available for

which payroll [valid payment method button] and the default payment

method.

15) Fast path - pay method - to define how each employee will be paid and

the payment percentage for each payment method.

16) Define Elements and their input values [priority for earnings = 1500

/deductions = 10500 / Tax=11000]

17) Element Link with each payroll.

18) Define Salary Basis for Basic Salary Element[Basis=Monthly Salary -

Pay Annualization Factor=12 - Element=Basic Salary - Input

Value=Input Value] (salary basis stablishes the duration for which a

salary is quoted)

19) Define payroll for each employee Assignment.

20) Element Entry for each Employee or Batch Element Entry. (Note that

the following Elments should have been defined as standard in the

element link to be default for new employee entries: Basic Salary Tax - Social Insurance Emp - Social Insurance Cmp - Social Insurance

Salary)

21) Define Element Set

22) Define Balances 23) Define Formulas

24) Define Formula Results

25) To run the payroll for a separate employee then use Quick Pay form

26) To run the entire payroll then run the request Payroll Run

Please note that the document lakes the vacation setup but will be

completed soon in Shaa Allah.

Your Comments are highly appreciated.

BEST REGARDS,

Hamdy Mohamed Mahmoud

Deputy ERP Manager

(Head of System Development Section HRMS Consultant)

Em@il : h.mohamed@alkannetworks.com , hamdy2001@hotmail.com

Mobile : (+20) 10 1600804

Telephone : (+202) 2 519 77 81-83-84 (ext. 115)

Fax : (+202) 5198415 Website : http://ww.alkannetworks.com/ Address : 4 Amr St., New Maadi , Cairo, Egypt