Configure personnel actions

Applies To: Microsoft Dynamics AX 2012 R3

This topic is intended for system administrators and describes how to set up personnel actions. Personnel actions are optional. If you enable personnel actions, you can require users to enter additional information when they perform the following tasks:

• Create new positions

• Edit existing position values

• Hire new workers

• Transfer workers

• Terminate workers

If you enable personnel actions, you can also implement an approval or notification process when these tasks are performed.

Decide whether to enable personnel actions

If you enable personnel actions, users must complete a few extra steps each time they perform the specified tasks. However, the information that users provide in these steps is often invaluable to organizations. Consider the following questions when you decide whether to enable personnel actions.

If you answered “Yes” to either of those questions, or you need to implement these processes for other personnel actions, your organization should enable personnel actions.

Prerequisites

The following table shows the prerequisites that must be in place before you start.

1. Optional: Create workflows to assign to personnel action types

You can create a workflow for each personnel action type that requires a review process. We recommend that you create the workflows first, because you assign these to personnel action types when you map them in the next step. You create and maintain workflows on the Human resource workflows list page. If you’re not familiar with how to set up workflow, see Workflow for Microsoft Dynamics AX.

Here are some things to consider when you set up workflow for personnel actions:

• There are several types of human resource workflows. You have to set up workflows only for the personnel action types that your organization requires.

• Even if the workflow is the same for two worker action types (for example, the process is the same for new hires and for worker terminations), you have to create two separate workflows – one for each type.

• You can set up workflows that require approval, that send notifications, or that do both.

The following table lists some examples of when you might or might not use workflows.

2. Create and map personnel action types

When you enable personnel actions, users must select a personnel action type that is specific to your organization when they create new positions, modify existing positions, hire workers, transfer workers, or terminate a worker. You must create a custom personnel action type for each of these personnel actions in order for your users to complete their tasks. One personnel action type is supplied by the system for each of these actions. If your organization uses the same terminology supplied by the system, you can simply type the same name, but if your organization refers to the action differently, or uses more than one description for an action type, you will need to create these custom values.

The following table shows some ways you might map the Terminate a worker action, which is provided by the system, to suit your organizational needs.

To create a personnel action type, follow these steps:

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

2. Click New.

3. Enter a custom personnel action type name, such as Edit a position, Seasonal position, Lateral transfer, or those listed in the table earlier in this section.

4. Enter a detailed description of the action that users can refer to if they need more information to make the appropriate selection.

5. Select the system action to map the personnel action type to. You must map at least one custom personnel action to each system action that users perform, or they will not be able to complete the task.

   Type	Available when
   Create positions	New positions are created.
   Modify positions	The values on an existing position are changed.
   Hire a worker	New workers are hired.
   Transfer a worker	Existing workers are assigned to a different position, with or without a change to their fixed compensation plan or pay rate.
   Terminate a worker	An employee’s employment end date is changed.

   Note

   The list earlier in this section includes both worker actions and position actions. If you see only Create positions and Modify positions, you are not using the most current version of Microsoft Dynamics AX. Worker actions are available only if Microsoft Dynamics AX 2012 R3 or cumulative update 7 or later for AX 2012 R2 is installed and the Personnel actions configuration key is selected.

6. If your organization requires that actions of this type follow a review process, select the workflow ID from the list. You can select only workflows that have a workflow type that corresponds to this personnel action type.

7. Optional: For Hire a worker or Transfer a worker personnel action types only, select a fixed compensation action type that corresponds to this personnel action type. This default value is displayed automatically for users so that they don’t have to select a compensation action in addition to the personnel action.

   Tip

   All users are required to enter a compensation action regardless of whether personnel actions are enabled. When personnel actions are enabled, this requirement often becomes redundant because it is the same information that is supplied for the personnel action request. If this is the case for your organization, selecting a default fixed compensation action type can keep users from having to enter it two times. For more information, see Fixed compensation actions (form).

3. Optional: Set up reason codes for personnel actions

When users perform tasks that have personnel actions enabled, they are prompted for a Reason code. This reason code provides additional detail about the Personnel action type they selected. Some examples are listed in the following table.

4. Create a personnel action number sequence and associate it with personnel actions

Each time a user creates a personnel action, the action must be assigned a unique ID so that it can be easily identified. You can automate this process by creating a number sequence and assigning it to personnel actions.

To set up a number sequence and associate it with personnel actions, follow these steps:

1. Create a number sequence for personnel actions. If you’re not familiar with how to set up a new number sequence, see Number sequence overview.

2. In the Human resources shared parameters form, assign the number sequence that you created to the Personnel action reference.

3. Close the form. When users create personnel actions, the next available number in the number sequence is assigned to the action.

Next step

After you have set up and tested the items described in this topic, users can enter personnel action types and submit their requests to workflow, if it is required. For more information, see Assign personnel actions to workers.

Related tasks

Assign personnel actions to workers

Personnel actions

Technical information for system administrators

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

See also

Set up Human resources workflows