Human resources roadmap [AX 2012]

Updated: September 10, 2014

This topic is a roadmap to additional information about Human resources in Microsoft Dynamics AX 2012. It includes links to information about how to get started with, configure, use, and integrate with Human resources in AX 2012. You can use this information to help you plan a Human resources implementation, guide you through the implementation steps, and give you a comprehensive list of links to most of the tasks you need to complete.

The Human resources module in AX 2012 streamlines and automates many of the day-to-day recordkeeping processes and provides a framework for human resources (HR) staff to manage areas of oversight. These areas include employee recruitment and retention, benefits administration, training, performance reviews, and change management.

You can use Human resources to complete these tasks:

  • Administer organizational structures

  • Maintain comprehensive worker information from hire to retire

  • Define and administer benefit plans, enroll workers, assign dependent coverage, and designate beneficiaries

  • Establish and monitor absence policies

  • Implement and track profile-based time management and generate pay information to export to a payroll system

  • Manage worker competencies

  • Review performance and implement worker goals

  • Set up, deliver, and analyze training courses that include agendas, sessions, and tracks

  • Recruit workers and track applicants

There are many options to consider and decide on before you set up and implement Human resources.

The following table lists links to topics that you can view to learn more about Human resources. You should review the setup steps in these topics to help you plan and make decisions before you set up Human resources. Some of the links are repeated in the “Configure” and “Use” sections of this topic.

Task

Details

More information

Learn what’s new

Learn what’s new in your release of Human resources.

What's new: Human resources features

Learn about Human resources

Learn about the functionality that is available in Human resources and learn about worker-related concepts.

Human resources

About workers

Plan the setup parameters for Human resources

Plan the identification types that represent certain ID numbers (such as the SSN field), the auto-numbering sequences to use, and whether to allow workers to be assigned to new positions when new positions are created.

Some parameters and settings are specific to a single legal entity (sometimes called a company), whereas others are shared across all legal entities.

Set up human resources parameters

Plan number sequences

Decide how to number records such as personnel numbers, applicants, and positions. Be aware that some numbered records, such as personnel numbers and positions, are shared across legal entities. You must also determine how to set up additional general, recruitment, compensation, and other number sequence parameters.

Set up number sequences for Human resources

Plan worker identification information

For organizations in the United States, specify the types of identification you allow for Form I-9 employee eligibility.

Set up identification types

(USA) Set up issuing agencies

(USA) Set up Form I-9 document types

Plan personnel action descriptions

Decide whether to use personnel actions. Personnel actions are activities that occur when a worker is employed, such as transfers, promotions, and the creation of new positions. You can use personnel actions to track the reasons and, optionally, add approval workflows, for each of these actions.

Personnel actions

Plan the structure of your organization’s HR elements

Decide how to structure your organization’s HR elements, such as departments, jobs, and positions. You can also decide whether to set up teams.

About organizations and organizational hierarchies

Setting up organization information for workers

“View department statistics” section in Key tasks: Departments

Create a team

Plan compensation plans

Decide how to set up compensation plans. These plans include pay for performance.

About compensation plans

Plan loan items

Decide whether to use loan items to keep track of physical items that your organization loans to workers, such as laptop computers and mobile phones.

About loan items

Plan reference information for workers

Decide how to set up worker reference information, such as name sequences, titles, ethnic origins, and absence information. This helps ensure that reference information is entered before worker records are created, which streamlines that process.

Key tasks: Set up reference information for workers

Plan competencies

Decide on the competencies to use for workers, applicants, or contact persons. You can track skills, education, and professional experience.

About competencies

About skills

Plan injury and illness information

Decide how to set up injury and illness information. Default information is provided for legal entities whose primary address is in the United States or Canada. For other countries/regions, you must manually set up injury and illness information.

Set up injury and illness information

Plan recruitment projects

Decide how to set up recruitment. Before you can use recruitment projects, you must set up application bookmarks, default recruitment projects, email templates, and document types that are used to communicate with applicants.

About recruitment projects

Set up application bookmarks

Create document types for applicant communication

Select a default recruitment project for unsolicited applications

Create application email templates

Plan worker performance management

Decide how to set up performance management goals, goal and discussion types, and rating models.

Create goal headings

Create discussion types

Create goal types

Create a rating model

Plan benefit plans

Decide how to set up benefit eligibility policies, rules, and plans.

Key tasks: Benefit eligibility policies

Key tasks: Determine benefit eligibility

Set up benefits

Plan Time and attendance management

Decide how to set up Time and attendance including planned absences, approval groups, and calculation groups.

About time registration workers

About time and attendance registrations

About registration groups for time and attendance

About registrations in electronic timecards

About adding clock-out registrations

About payroll in Time and attendance

About indirect activities for time and attendance

About profiles for time and attendance registrations

Examples: Profiles for time and attendance registrations

About parameters for calculations

About parameters for time and attendance

About dimension control for time and attendance

About pay adjustments and count units

Example of a pay adjustment for time and attendance

Plan absence management

Decide how to set up worker absence information.

About absence administration

Plan training course management

Decide how to categorize training courses using course types. Learn about how to enter classrooms, instructors, course locations, and course group information.

About courses

Set up course instructors

Plan the Employee Services site on  Enterprise Portal for Microsoft Dynamics AX

Learn about the tasks you can complete by using the Employee Services site.

Using the Employee Services site

Consider position budgeting

Learn about position budgeting, which lets you create and work with forecast positions.

Set up position budgeting

Work with forecast positions

About budget plans

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Complete the tasks in the following table to set up and configure Human resources. You should complete most of the tasks in the order they are listed. You can return to any setup area later to make changes as needed.

Task

Details

More information

Set up Human resources parameters

Define all parameters before you set up other Human resources data. You can change these settings at any time.

Set up human resources parameters

Set up number sequences

Set up number sequences before you assign number sequences to records in Human resources, such as personnel numbers. Then set up number sequences for the various types of records.

Set up number sequences

Set up number sequences for Human resources

Set up worker identification information

Set up identification types before you enter identification information for workers. In the United States, you must also set up issuing agencies and Form I-9 document types.

Set up identification types

(USA) Set up issuing agencies

(USA) Set up Form I-9 document types

Configure personnel actions

Set up personnel actions, if you’re using them.

Configure personnel actions

Set up organization information for workers

Set up departments, jobs, and positions, and set up team types if you plan to use teams.

Key tasks: Departments

Key tasks: Jobs

Key tasks: New worker positions

Set up team types

Set up compensation information

Set up fixed, variable, and other compensation plans. If you want to associate compensation plans together with worker performance, set up pay for performance.

“Create a fixed compensation plan” section in Key tasks: Compensation plans

“Create a variable compensation plan” section in Key tasks: Compensation plans

“Create an eligibility rule for a compensation plan” section in Key tasks: Compensation plans

“Create a performance plan” section in Key tasks: Pay for performance

“Set up performance ratings” section in Key tasks: Pay for performance

“Set up a pay for performance allocation” section in Key tasks: Pay for performance

Set up loan items

Set up loan items, if you’re using them.

Create loan items

Set up worker reference information

Set up worker reference information, such as titles, name sequences, and ethnic origins, before you can create worker records.

Key tasks: Set up reference information for workers

Set up competencies

Set up competencies before they can be assigned to workers, applicants, or contacts. You can set up many different competency types, such as education disciplines, institutions, degrees, skills, certificate types, project experiences, positions of trust, test types, and interests.

Education disciplines (form)

Education discipline category (form)

Institutions (form)

Degrees (form)

Skills (form)

Certificate types (form)

Project experience (form)

Position of trust (form)

Test types (form)

Interest (form)

Set up injury and illness information

Set up the information that you will need if you have to report injuries or illnesses in the workplace.

Set up injury and illness information

Set up recruitment

Set up recruitment before you track applications and applicants for job openings. You must set up application bookmarks, create recruitment document types, specify a default recruitment project for unsolicited applications, and create application email.

Set up application bookmarks

Create document types for applicant communication

Select a default recruitment project for unsolicited applications

Create application email templates

Set up performance information

Create goal headings, goal types, discussion types, and at least one rating model before you track performance elements and rate the performance of workers.

Create goal headings

Create goal types

Create discussion types

Create a rating model

Set up benefits

Create benefits eligibility policies, benefit plans, and eligibility events before workers can be enrolled in benefits.

Key tasks: Benefit eligibility policies

Set up benefits

Key tasks: Determine benefit eligibility

Set up Time and attendance

Set up time and attendance policies. The specific steps you complete, and the sequence in which they’re completed will vary depending on the specific Time and attendance options you use.

Time and attendance configuration wizard (form)

Time and attendance parameters (form)

About parameters for calculations

About registration groups for time and attendance

Set up indirect activities for time and attendance

About profiles for time and attendance registrations

Set up profiles for time and attendance registrations

Set up profile groups for time and attendance registrations

About payroll in Time and attendance

Configure registration forms (form)

Terminals (form)

Set up absence management

Set up absence management before you specify absence information for a worker, create absence journals, or register absences. You must create absence setups, absence groups, and absence codes, and specify a color for absence transactions.

“Create absence setups” section in Key task: Set up absence information

“Create absence groups” section in Key task: Set up absence information

“Create absence codes” section in Key task: Set up absence information

“Specify a color for open absence transactions” section in Key task: Set up absence information

Set up course training

Set up instructors, course types, courses, course descriptions, agendas, tracks, and sessions before you assign an instructor to a course or register someone for a course.

Instructors must already exist as workers, applicants, or contacts. Therefore, you will probably have to return to this step after the necessary workers, applicants, or contacts have been created.

Course types (form)

“Create a course record” section in Key tasks: Courses

“Create a course agenda” section in Key tasks: Courses

“Specify a course description for a course” section in Key tasks: Courses

“Create a course track” section in Key tasks: Courses

“Create a course session” section in Key tasks: Courses

Set up course instructors

Set up position budgeting and forecast positions

Set up position budgeting so you can work with forecast positions.

Set up position budgeting

Position budgeting setup issues

“Define budget purpose types” in Key tasks: Forecast positions

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The following table provides links to key information and step-by-step instructions that help you make the best use of Human resources. This table provides links to most tasks that you have to perform in Human resources.

Task

Details

More information

Recruit workers

Use recruitment projects to save and edit the text used when advertising for open positions and to accept applications for job openings.

Track responses to job postings for a specific recruitment project, or specific applicants, and update the status of open positions.

About recruitment projects

Record developments

About applicants and applications

Hire workers

Hire a single applicant or manage a mass hire project.

Hire an applicant

About mass hire projects

Onboard workers

Record general worker information, enter worker employment information, and request or grant accommodations requests for workers.

In the United States, before a person can start working, you must confirm that person’s legal eligibility to work using the Form I-9 verification process. In certain cases, you might have to designate an individual as a contractor instead of a worker.

Key tasks: Workers

About Form I-9 verification

Workplace accommodations

Contractors

Manage worker absence information

Track information about worker absences. You can record absence information for workers, create absence journals, and set up absence approval workflows.

Specify absence information for a worker

Create absence journals

Register absences

Transfer absence journals for approval

Approve or reject absences

Delete absence journals

Train workers

Assign instructors to courses, update course statuses, register people for courses, and drop people from courses.

“Assign an instructor to a course” section in Key tasks: Courses

“Update the status of a course” section in Key tasks: Courses

“Register a person for a course” section in Key tasks: Courses

“Drop a participant from a course” section in Key tasks: Courses

Manage worker competencies

Track competency information for workers, applicants, and contacts. You can also perform gap analysis and skill profile analysis.

Record competencies

Create a skill gap analysis or a skill profile analysis

Manage organization information for workers

Update existing positions, such as changing the reporting relationships, relocating positions to a different department, retiring multiple positions at the same time, retiring a position when terminating employment, and placing one or more positions on hold at the same time. You can also view a list of the positions in a specific department and export a position hierarchy to Microsoft Visio. Create teams if you’re using them.

“Modify the reporting relationships for a position” section in Key tasks: Existing worker positions

“Relocate positions to a different department” section in Key tasks: Existing worker positions

“Retire multiple positions at the same time in Microsoft Dynamics AX 2012 R2 or AX 2012 R3” section in Key tasks: Existing worker positions

“Terminate a worker and retire their position in Microsoft Dynamics AX 2012 R2 or AX 2012 R3” section in Key tasks: Existing worker positions

“Place one or more positions on hold at the same time in Microsoft Dynamics AX 2012 R2 or AX 2012 R3” section in Key tasks: Existing worker positions

View a list of the positions within a specific department

Export a position hierarchy to Microsoft Visio

“Create one or more new positions from an existing position in Microsoft Dynamics AX 2012 R2 or AX 2012 R3” section in Key tasks: New worker positions

“Create one or more new positions from an existing position in Microsoft Dynamics AX 2012 R2 or AX 2012 R3 when personnel actions are enabled” section in Key tasks: New worker positions

“Add a department to the department hierarchy” section in Key tasks: Departments

Calculate worker distribution

Create a team

Manage worker performance

Set worker goals, maintain activities for goals, add comments to goals, and monitor performance discussions.

Set a goal

Maintain activities for goals

Add comments to goals

Key tasks: Discussions

Key tasks: Discussions

Key tasks: Discussions

Manage worker compensation

Enroll workers in fixed or variable compensation plans and rate workers who are enrolled in a pay for performance compensation plan. Change a worker’s fixed compensation plan and add exceptions to a worker’s variable compensation plan. Create and run compensation events and view the results. Use recommendations to adjust fixed increases or awards.

“Enroll an employee in a fixed compensation plan” section in Key tasks: Compensation plans

“Maintain or change the fixed compensation of an employee” section in Key tasks: Compensation plans

“Enroll an employee in a variable compensation plan” section in Key tasks: Compensation plans

“Add exceptions to an employee’s variable plan enrollment” section in Key tasks: Compensation plans

“Create and run a process event” section in Key tasks: Compensation plans

“View the results of a process event for an employee” section in Key tasks: Compensation plans

“Enable recommendations on fixed or variable plans” section in Key tasks: Compensation plans

“Use recommendations to adjust fixed increases or awards” section in Key tasks: Compensation plans

“Approve an employee’s compensation change” section in Key tasks: Compensation plans

“Update compensation from a compensation process event” section in Key tasks: Compensation plans

“Enable pay for performance” section in Key tasks: Pay for performance

“Rate an employee” section in Key tasks: Pay for performance

Manage benefits for workers

Enroll workers in benefits and remove benefits they’re currently enrolled in, enroll multiple workers in a benefit at the same time, create benefits, maintain dependent and beneficiary information, and maintain expiration dates for benefits.

Enroll and remove benefits for workers

Enroll multiple workers in a benefit at the same time

Maintain information for dependents and beneficiaries

Create a new benefit

Maintain benefit expiration dates

Manage the workplace

Maintain employee injury and illness information and maintain information about equipment or items that are loaned to workers.

Maintain employee injury and illness information

Loan an item to a worker, contact, or applicant

Record a returned loan item

Manage time and attendance for workers

Enter and process time and attendance registrations. Some of these tasks might not apply, depending on the functionality you use.

Enable workers to register time and attendance

Create pay types in time and attendance

Set up payroll statistics for time and attendance

Set up pay periods for time registration workers

Set up and apply piecework in production

Set up dimension control for time and attendance

Synchronize the job table

Updating payroll data for time and attendance

Apply profiles using work planner

About calculating, approving and transferring registrations

Modify registrations before or after calculation

Calculate time and attendance for workers

Modify registrations before or after approval

Add clock-out registrations for workers

Approve time and attendance registrations

Transfer time and attendance registrations

Create absence registrations for planned absences

Send messages to workers during registration

Temporary group assignment

Second workers to another group

Post indirect activities costs

Adjust flex time, unit count, and statistical payroll balances

About registrations with future timestamps

Clean up old time and attendance registrations

Deactivate past workers

Manage forecast positions

Create position forecasts to create a budget for filled or vacant positions, and to estimate payroll expenses for each position. You can create budget amounts by budget cycle, account, and dimension, and then import forecast data into a budget plan.

“Add an existing position to the forecast with a small modification” section in Key tasks: Forecast positions

“Create a new forecast position” section in Key tasks: Forecast positions

Enter budget defaults for a position

“Copy a forecast position to the forecast” section in Key tasks: Forecast positions

“Update multiple forecast positions” section in Key tasks: Forecast positions

Create reports about workers and worker associated information

Generate various types of Human resources reports. Use the Human resources cube, which provides many of the reports that you will need. You can also create custom reports after the data cube has been deployed and processed.

Microsoft Dynamics AX reports

Human resources reports

Human resources cube (HumanResourceCube) for Microsoft Dynamics AX 2012 R2 and R3

Generating custom reports for Human resources

Retire a worker or terminate employment

Capture information if a worker retires or is terminated from your organization.

Terminate employment

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Human resources can integrate with Payroll for Microsoft Dynamics AX 2012, and the Project management and accounting, Travel and expense, and General ledger modules in Microsoft Dynamics AX.

Integrating module

Details

More information

Payroll for Microsoft Dynamics AX 2012

Human resources must be installed and configured before you use Payroll. Payroll uses information that is entered in Human resources, such as workers, positions information, and benefits information.

Payroll

Project management and accounting

Project management and accounting requires Human resources information. For example, workers in Human resources are assigned to projects in Project management and accounting.

Project management and accounting

Travel and expense

Travel and Expense lets you create an integrated workflow where you can track the money that workers spend when they incur expenses for your business.

Travel and expense

General ledger

Payroll financial data can be moved into General ledger.

General ledger

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Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).

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