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HR & Payroll Implementation Steps

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Prerequisites:

HR Core

Create your own responsibility Using responsibility = "Global HRMS

Create a user with the created responsibility and give him "System Administrator" responsibility.

HRMS  Create a user with the created responsibility and give him "System Administrator" responsibility.
HR Key Flexfields:  Job  Position  Grade  Competence Payroll Key Flexfields: 

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

Location:

Work Structure

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

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

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

> Profile > System and Search for:  HR: Security Profile  HR:User Type  HR:Business
Define the Organization Hierarchy:  Give it a name, Version Number "1" and chick the
Define the Organization Hierarchy:  Give it a name, Version Number "1" and chick the

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

Organization Diagrammer:

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

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

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.

Information Types to select which structure to use , check the "Job" checkbox to make it
Define Positions:  In our case the name should consist of "Organization name + Job".

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

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.

a position below one of the subordinates use the "Down" button or use "Up" button to

Position Diagrammer:

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

diagrammer to view and edit the hierarchy in a visual style. Define Grades:  In the

Define Grades:

In the name field a popup window will show your Grade Key flexfield segments that you defined earlier "Band" "Grade".

you defined earlier "Band" – "Grade". Define Grade Rate:  In the "Units" field choose

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

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.

to enable any type and to make it the default value. Define People "Enter and Maintain":

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 –

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"

> Application Utilities Lookups Type="TITLE"  Note: you can define "Marital Status" from

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

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".

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

the employee extra information (Religion – Blood Type  Note: you can define " Additional Personal

Note: you can define " Additional Personal Details " from "Additional Personal Details " Descriptive Flexfield.

Personal Details " Descriptive Flexfield. Special Information:  For Example: Company Car –

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

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.

This is the glob pool for all. 2. Enter and Maintain > Other > Schools &

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

3. Enter and Maintain > Other > Qualification. Define details for step 2.
3. Enter and Maintain > Other > Qualification. Define details for step 2.
 Previous Employement.  Medical Assessments.  etc Assignment:  The assignment step is very

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).

"Assignment Date".  Assign the employee to (Position – Job – Grade - Organization – Payroll
 Status = "Active" . Suspend will stop processing of the payroll for this person.

Status = "Active" . Suspend will stop processing of the payroll for this person.

Assignment Category: (Permanent Part Time Consultant

Press "Others > Costing" to set the cost percentage for each cost center for GL Posting.

etc).

Consultant  Press "Others > Costing" to set the cost percentage for each cost center for
 If your employee was transferred or assigned to another assignment then set your effective

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 the terminated employee.

Press Reverse Terminate button to complete the termination.

Press Reverse Termination button to cancel the termination.

Etc

for

Rehiring: If an employee terminated then rehired again then:  Alter Effective Date to the

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 Groupname that exist in your

2)

Responsibility then CTL+L and search for "Request Group" In “Request Groupwindow find your request group and add this program to it "International HRMS Group"

add this program to it "International HRMS Group" 3) Run this request from the requests screen

3)

Run this request from the requests screen to add the element classification (Earnings Voluntary Deductions Information

etc).

4) Define monetary units. 5) Currencies
4) Define monetary units. 5) Currencies
4)
Define monetary units.
5)
Currencies
6) consolidation set (BG) 7) Define Payrolls.
6) consolidation set (BG) 7) Define Payrolls.
6)
consolidation set (BG)
7)
Define Payrolls.
8) Bank Details KeyFlexField (Segments= [Bank Name - Branch Name - Account_no - Account_type] 9)
8) Bank Details KeyFlexField (Segments= [Bank Name - Branch Name - Account_no - Account_type] 9)
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

10) Gl Flexfield Map (to map each segment of the Accounting keyflex Field with equivalent segment of Cost Allocation Flexfield for each Payroll)

Accounting keyflex Field with equivalent segment of Cost Allocation Flexfield for each Payroll) 11) Define Global

11) Define Global Values:

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

12) define payment types (CTRL + L) [Bank Transfer - Cash] you have to add this function to your menu first:

- Cash] you have to add this function to your menu first: 13) Define Payment Methods

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

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

15) Fast path - pay method - to define how each employee will be paid and the payment percentage for each payment method.

be paid and the payment percentage for each payment method. 16) Define Elements and their input

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

17) Element Link with each payroll.

17) Element Link with each payroll. 18) Define Salary Basis for Basic Salary Element[Basis=Monthly Salary -

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

19) Define payroll for each employee Assignment.

19) Define payroll for each employee Assignment. 20) Element Entry for each Employee or Batch Element

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
21) Define Element Set

21) Define Element Set

22) Define Balances 23) Define Formulas
22) Define Balances 23) Define Formulas

22) Define Balances 23) Define Formulas

24) Define Formula Results 25) To run the payroll for a separate employee then use

24) Define Formula Results

24) Define Formula Results 25) To run the payroll for a separate employee then use Quick

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 ”

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

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

Mobile

 Telephone

: (+20) 10 1600804

, hamdy2001@hotmail.com

: (+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