Advanced Human Resources in Microsoft Dynamics GP - Setup

The Dynamics GP Advanced Human Resources components (Benefit Lifecycle Manager, Certification, License and Training Manager, and Employee Health and Wellness) require various setup tasks to be completed prior to connecting them with the employee records.

Planning what will be used within the various set up windows is critical. As categories, codes, types and templates are developed; keep in mind what information is required for outputs in the form of inquiries and reports.

Security Setup for Advanced Human Resources

Use the Security Task Setup window to select a default security task or modify the default security task.

Setting up a Security Task

1. Choose the Administration series button, click System on the Setup content pane, and then choose Security Tasks.

2. Enter a Task ID.

3. Select HRM Solutions Series for the Product.

   • Select Windows for the Type

   • Select 3rd Party for the Series

   • Select the following from the Access List:

     • Benefit Options
     • Effective Date
     • Employee Beneficiaries
     • Employee Benefit Dependents
     • Employee Dependents
     • Future Effective Activation
     • Plan Status Reason Lookup
     • Plan StatusReasons

   • Change the Type to Reports

   • Select the following from the Access List:

     • Future Effective Activation Reports

   • Change the Product to Certification Manager.

   • Select Windows for the Type.

   • Select 3rd Party for the Series.

   • Select the following from the Access List:

     • Certification Endorsement
     • Certification Entry
     • Certification History
     • Certification Setup
     • Certification, License and Training Required by Department and Position
     • Certification, License and Training Inquiry
     • Certifications
     • Class Point
     • Course and Class Employee Entry
     • Employee Certification Endorsements
     • Employee License Endorsements
     • Employee Training
     • Endorsement Setup
     • Instructor Lookup
     • Instructor Setup
     • Issued By Lookup
     • Issued by Setup
     • License Endorsements
     • License Entry
     • License History
     • License Type Setup
     • License Types
     • Percent Current Inquiry
     • Training Course Definition Additional Information
     • Training Courses
     • Training History

   • Change the Type to Reports

   • Select the following from the Access List:

     • CLM Certification History

CLM Certification License and Training Inquiry

Reports:

• CLM Certification Setup
• CLM Certifications
• CLM Course Setup
• CLM Instructor Setup
• CLM Issued By Setup
• CLM License History
• CLM License Setup
• CLM Licenses
• CLM Percent Current
• CLM Percent Current Totals
• CLM Required Report
• CLM Training History

Change the Product to Employee Health and Wellness.

• Select Windows for the Type

• Select 3rd Party for the Series

• Select the following from the Access List:

  • Assign Templates
  • Category Lookup
  • Category Setup
  • Health and Wellness Code Lookup
  • Health and Wellness Code Setup
  • Health and Wellness Entry
  • Health and Wellness History
  • Health and Wellness Template Lookup
  • Health and Wellness Template Setup
  • Injury and Illness Details
  • Result Lookup
  • Result Setup
  • Source Lookup
  • Source Setup

Change the Type to Reports

• Select the following from the Access List o EHW Category Setup o EHW Code Setup o EHW Health And Wellness Entry Report o EHW Health and Wellness History Report o EHW Injury And Illness Report o EHW Result Setup o EHW Source Setup o EHW Template Setup

Click Save to save the selections and close the window.

Setting up Alternate/Modified Forms and Reports Security

Use the Alternate/Modified Forms and Reports window to set access to the alternate/modified forms for Advanced Human Resources. To open this window, click the Administration series button, click System on the Setup content pane and then click Alternate/Modified Forms and Reports.

Select the appropriate ID.

Select HRM Solutions Series for the Product.

Select Windows for the Type.

Expand the Payroll folder and select the HRM Solution Series radio button for each of the following Alternate Core Dynamics GP windows.

• Benefit Setup

• Deduction Setup

• Employee Deduction Maintenance

Click Save to save the selections and close the window.

Setting up Security Roles

Use the Security Role Setup window to select a default security role for Advanced Human Resources or modify the default security role. To open this window, click the Administration series button, click System on the Setup content pane, and then click Security Roles.

Benefit Lifecycle Manager - Setup

Benefit Lifecycle Manager allows Future Effective Records to be created for any of the benefit plans. The Future Effective options are accessed the same way in the Human Resources Benefit Setup and in the Payroll Deduction and Benefit Setup windows.

To access a Future Effective Record window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Benefits and Deductions, click Miscellaneous Benefits, Health Insurance, Life Insurance or Retirement Plans, enter or select a Code, click the Benefits icon and then click Future Effective.

FIGURE 2.1 BENEFIT SETUP (FUTURE EFFECTIVE) WINDOW

One of two options will be available on the drop down menu:

• Future Effective (New) – this option will be available if no future effective record currently exists for the benefit/deduction record currently open.

• Future Effective (Existing 00/00/0000) – this option will be available if a future effective record currently exists for the benefit/deduction record currently open. The 00/00/0000 represents the future effective date (or Benefit Begin Date) assigned to this future effective record.

Setting up a Future Effective Record

To create a new Future Effective record for the benefit or deduction record currently open, click the Benefits icon and then click Future Effective (New) option. The system prompts, "Create a Future Effective record using the current information?"

• Select Create to open the Future Effective window with the current core record values defaulted in the fields.

• Select Cancel to return to the current core record.

For Human Resources the system prompts to enter the Future Effective Date, enter a date greater than the current user date and select OK.

• Enter the future information for this benefit. The window name will be followed by "(FUTURE EFFECTIVE)".

• Select Save. They system prompts, "Save future effective record?" o Select Save to save the current Future Effective record.

Refer to section "Human Resources and Payroll Integration" for more information on subsequent messages that appear during the save process. o Select Cancel to return to the current future effective record.

Roll down from HR/Payroll Setup level to existing Employee level HR/Payroll records exists so beware of the selection to this message when saving Future Effective records. Since the roll down feature is for employee records, answer this question No as Future Effective functionality is for Benefit Setup windows only.

• Select Clear to clear the record form the window and set the window back to the core record.

• Select Delete and the system prompts, "Delete this Future Effective record?"

  • Select Delete to delete the displayed Future Effective record. Then there are checks to determine if there are corresponding Future Effective records in Payroll, if there are then the system prompts a message asking if the corresponding Future Effective records from Payroll should be deleted. If the answer is yes, then select Yes, and then all Human Resources and Payroll Future Effective records are deleted for that code. If the answer is No and No is selected, then only the Human Resources Future Effective records are deleted for that code.

    • Select Cancel to return to the current Future Effective record.

• Reports are only available if the Future Effective record is open.

Note

Future Effective amounts are not reported on the Reports generated from the Reports > Human Resources menu.

If a Future Effective record is created for a Human Resources code that does not exist in Payroll and corresponding is set up in Payroll, the system prompts, "The Payroll Benefit must exist before a Future Effective Record can be created." Select OK.

Note

When Future Effective records are created, you should not select to roll down to Payroll or Human Resources. This roll down functionality does not apply to the future effective records.

Editing and Viewing an Existing Future Effective Record

To open an existing Benefits and Deduction Setup window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Benefits and Deductions, click Miscellaneous Benefits, Health Insurance, Life Insurance or Retirements Plans, click the GoTo menu and then click Future Effective.

The system prompts, "Display future effective record?"

• Select Yes to open the current Future Effective record in the Future Effective window. For Human Resources the system then prompts to verify the Future Effective Date, leave the date as entered or edit the date and select OK.

• Select No to return to the current core record.

• Select Save to save and the system prompts, "Save future effective record?" o Select Save to save the current Future Effective record. o Select Cancel to return to the current Future Effective record.

Roll down from HR/Payroll Setup level to existing Employee level HR/Payroll records exists so beware of the selection to this message when saving Future Effective records. Select No; Future Effective functionality is for the Benefit and Deduction Setup windows only.

• Select Clear to clear the record from the window and set the window back to the core record.

• Select Delete to delete the record, the system prompts "Delete this Future Effective record?"

o Select Delete to delete the displayed Future Effective record. Then there would be checks if there were corresponding Future Effective records in Payroll, if so the system prompts with a message asking to delete corresponding Future Effective records from Payroll. If Yes is selected, then all Human Resources and Payroll Future Effective records are deleted for that code. If No is selected, then only the Human Resources Future Effective records are deleted for that code. o Select Cancel to return to the current future effective record.

• Reports are only available while a Future Effective record is open.

Saving in Payroll

When saving a future effective record in Payroll, the system prompts,

"Save future effective record?"

• Select Save to save the current future effective record.

  • The system prompts, "The information for the Payroll deduction code is different than the Human Resources deduction code. Do you want to continue?"

• Selecting Yes prompts, "These changes must be saved in the Benefit Setup window to take effect across Human Resources with Integration to Payroll. When the Benefit Setup window opens, choose Save to save changes." Click OK.

• Selecting No cancels the message and returns to the Future Effective record.

• Select Cancel to return to the current Future Effective record window.

Select Save to save this operation, the system prompts, "Save future effective record?"

• Select Save to save the current future effective record.

  • The system prompts, "The information for the Payroll deduction code is different than the Human Resources deduction code. Do you want to continue?"

• Select Yes or select No

• Select Cancel to return to the current Future Effective record window.

Select Clear to clear the window and return to the core window.

Saving in Human Resources

Next, the system prompts, "Do you want to set up the corresponding codes in Payroll so the integration is complete?"

• Select Yes to open the Payroll Deduction window and default all values from the Human Resources Future Effective record. Once the record is saved in this window, the Payroll Benefit window opens and defaults to save as well.

• Select No to save the Future Effective record only in Human Resources and return to the core window.

If this operation should NOT be saved, click Cancel. It returns to the Future Effective record.

Click OK when prompted, "These changes must be saved in the Benefit

Setup window to take effect across Human Resources with Integration to Payroll." When the Benefit Setup window opens, select Save to save changes.

Employee Dependents Window

Within the Employee Dependents window data fields have been added to use to set up dependents associated with the employee. To open this window, click the HR and Payroll series button, click Human Resources on the Cards content pane, click Employee and then click Dependents.

FIGURE 2.2 EMPLOYEE DEPENDENTS WINDOW

The additional data fields are:

• Status - select Active or Inactive

• Status Comment - these options are defined in the Plan Status Reason window

• Change Date

• Marital Status - select Married, Single or N/A

• Change Date

• Disabled checkbox

• Disabled Date

Employee Beneficiaries Window

Within the Employee Beneficiaries window additional data fields are available, to define beneficiaries associated with the employee and specific benefit plan. To open this window, click the HR and Payroll series button, click Human Resources on the Cards content pane, click Employee - Benefits, select a Benefit, select an Employee ID, click the Benefit icon, and click Beneficiary Definition.

FIGURE 2.3 EMPLOYEE BENEFICIARIES WINDOW

The data fields are:

• Plan Status - select Active or Inactive

• State Change Reason - the lookup button allows information to be defaulted from existing Dependents.

• Status Comment - these options are defined in the Plan Status Reason window

• Change Date

• Marital Status - select Married, Single or N/A

• Change Date

• Disabled checkbox

• Disabled Date

Employee Benefit Dependents Window

The Employee Benefit Dependents window allows Human Resources to define the employee dependents associated with a specific employee benefit plan. To open this window, click the HR and Payroll series button, click Human Resources on the Cards content pane, click Employee -

Benefits, select a Benefit, select an Employee ID, select a Benefit Code, click the Benefit icon, and click Dependents.

FIGURE 2.4 EMPLOYEE BENEFIT DEPENDENTS WINDOW

Complete the Plan Status and Status Change Reason fields as appropriate.

Plan Status Reasons Window

The Plan Status Reasons window allows Human Resources to define acceptable Reasons for why a particular dependent or beneficiary were activated or inactivated from a benefit plan. This information is necessary to provide to benefit carriers. To open the Plan Status Reasons window, click the HR and Payroll series button, click Human Resources on the Setup content pane and then click Plan Status Reasons.

Select a Record Type and then select a Status Type.

Benefit Options Window

To open the Benefit Options window, click the HR and Payroll series button, click Human Resources on the Setup content pane, select a Benefit window, select a Benefit Code, click the Benefits icon and then click Benefit Options.

Each of the Benefit Setup windows (Miscellaneous Benefits, Health Insurance, Life Insurance and Retirement Plans) has the Benefit Options item added to the Benefits button. When Benefit Options is selected this will allow the user to define the maximum number of dependents allowed for the specified benefit.

Note

A Benefit Setup record must be displayed within the window to open Benefit Options.

This window allows the user to set the Maximum Dependents Allowed. The Maximum Dependents Allowed will be validated when enrollment changes are made to the benefit record.

By default, the number of dependents is set to zero which means unlimited if the Benefit Self Service module is not being used.

Certification, License and Training Manager Setup

There are several set up windows associated with Certification, License and Training Manager:

• Issued By Setup

• Instructor Setup

• Endorsement Setup

• Certification Setup

• License Type Setup

In addition, several other windows can be completed at this point in the process:

• Training Course Definition Additional Information window

• Class Points window

• Certification, License and Training Required by Dept and Position window

Issued By Setup Window

Use the Issued By Setup window to set up, assign an unlimited number of

Issued By Agencies with description, contact and address information. An Issued By could be Agency or other organization. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Certifications, Licenses and Training and then click Issuers.

Enter or select an Issued By Agency.

Enter the following information:

• Description

• Contact Name

• Address 1

• Address 2

• City

• State

• Zip Code

• Phone Number

• Fax Number

• Web Site

• E-mail

Select the Inactive checkbox to inactivate the current Issued By Agency code.

Instructor Setup Window

Use the Instructor Setup window to set up, assign unlimited number of Instructors with contact and address information. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Certifications, Licenses and Training and then click Instructors.

Enter or select Instructor ID.

Enter the following information:

• Instructor Name

• Address 1

• Address 2

• City

• State

• Zip Code

• Phone Number

• Fax Number

• Web Site

• E-mail

Select the Inactive checkbox to inactivate the current instructor ID code.

Endorsement Setup Window

Use the Endorsement Setup window to define the Endorsements by Certification or License. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Certifications, Licenses and Training and then click Endorsements.

Select the Type:

• Certification

• License

Enter the new Endorsement or edit the Endorsement for the selected Type.

Select OK to save the Endorsement Setup and close the window.

To delete a row, select the Endorsement and then select the delete row button to delete this Endorsement.

Certification Setup Window

Use the Certification Setup window to set up and assign unlimited number of Certifications with descriptions. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Certifications, Licenses and Training and then click Certifications.

When entering a new Certification Code, enter a Description and select any Required options.

• Issued By Agency

• Original Issue Date

• Expiration Date

• Certification Number

• Date Renewed

Selecting any of the Required options affects the Employee Certification Entry window by forcing entry of a value in the field prior to saving the record.

Select the Inactive checkbox to inactivate the current Certification Code.

Certification Endorsements Window

Use the Certification Endorsements window to mark the appropriate Endorsement that was created during the Endorsement Setup. To open this window, click the Endorsements button on the Certification Setup window.

The Marked column indicates the Endorsements that are marked for the specific Certification Code. Use Mark All and Unmark All to mark or unmark all Endorsements at once.

Select OK to save the Endorsement Assignment and close the window.

License Type Setup Window

Use the License Type Setup window to set up and assign unlimited number of License Types with descriptions. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Certifications, Licenses and Training and then click License Types.

Enter or select a License Type.

When entering a new License Type, complete the Description, select the appropriate Required options and assign Endorsements.

• Issued By Agency

• Date Renewed

• Expiration Date

• Issued By State

• Original Issue Date

Selecting any of the fields as Required affects the Employee License Entry window by forcing entry of a value in the field prior to saving the record.

Select the Inactive checkbox to inactivate the current Certification Code.

License Type Endorsements Window

Use the License Endorsements window to select the appropriate Endorsement that was created during the Endorsement Setup. To open this window, click the Endorsements button on the License Type Setup window.

The Marked column indicates the Endorsements that are marked for the specific License Code. Use Mark All and Unmark All to mark or unmark all Endorsements at once.

Select OK to save the Endorsement Assignment and close the window.

Training Course Definition Additional Information Window

Use the Training Course and Class Definition window to set up a training course. The Certification, License and Training Manager has extended the Course set up with additional fields on the new Training Course Definition Additional Information window. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Certifications, Licenses and Training and then click Training Additional Info.

Enter or select a Course ID. The description field displays from the Training Course and Class Definition window. Check the boxes for fields that are to be Required on the Employee Training window.

Select the Inactive checkbox to inactivate the current Course ID.

Class Points Window

Use the Class Points window to add points to the individual class combination. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Training, select a Course ID, select a Class, click Additional from the menu and then click Class Points.

Enter a Points value for the selected class (ex: time length of class).

Select OK to save and close the Class Points window.

Certification, License and Training Required by Dept and Position Window

Use the Certification, License and Training Required by Department and Position window to assign to a specific Position and Department combination and any required certifications, licenses or training. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Certifications, Licenses and Training and then click Requirements.

Use this window to add, update or remove from a list any required certifications, licenses or training.

Enter or select a Department and Position.

Required Certifications section within the scrolling window allows the user to assign any Certification Codes that are required for the currently selected Department and Position. Enter or delete the Certification Codes as required. To delete the Certification Code, select the code and then select delete row button.

Required Licenses section within the scrolling window allows the user to assign any License Types that are required for the currently selected Department and Position. Enter or delete the License Types as required. To delete the License Type, select the type and then select delete row button.

Required Training section within the scrolling window allows the user to assign any Course IDs that are required for the currently selected Department and Position. Enter or delete the Course IDs as required. To delete the Course ID, select the course id and then select delete row button.

Once a Department and Position have been selected, the Copy button is enabled. Selecting Copy opens the Copy Requirements window and allows the user to copy all of the Required Certifications, Licenses and Training associated with the currently open Department/Position combination to another Department/Position combination.

Enter or select the Copy To Department and Copy To Position. Select Copy to complete the copy process or select Cancel to cancel the copy process.

Employee Health and Wellness Manager - Setup

There are several set up windows associated with Employee Health and Wellness:

• Category Setup window

• Results Setup window

• Health and Wellness Code Setup window

• Health and Wellness Template Setup window

• Sources Setup window

Health and Wellness Code Setup Window

Use the Health and Wellness Code Setup window to set up and assign unlimited number of Codes with descriptions and be able to set the status of the code to Active or Inactive. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Health and Wellness and then click Codes.

Examples of Health and Wellness Codes are Rubeola, Rubella, Booster, Hepatitis C, Pertussis Exposure, Laser Screening, Hearing Protection and Eye Exams.

For each Code the user will be able to set up results, such as Positive or Negative. These results will then be available as choices on the Employee Health and Wellness Entry window.

Enter or select a Code; enter or modify the Description and enter or select the Category.

The scrolling window allows the user to apply the Results that relate to the current Health and Wellness code.

• Checkbox will activate the Result

• Enter or select a Result Code

• The Description displays from the Result Setup window

Result Setup Window

Use the Result Setup window to set up and assign unlimited number of Result Codes with descriptions and be able to set the status of the code to Active or Inactive. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Health and Wellness and then click Results.

Enter or select a Result Code. Enter or modify the Description.

Select the Inactive checkbox will inactivate the current Result Code.

Select Save to save the Result Code.

Health and Wellness Template Setup Window

Use the Health and Wellness Template Setup window to set up and assign unlimited number of Templates with descriptions and be able to set the status of the Template to Active or Inactive. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Health and Wellness and then click Templates.

Employee defined templates can be used to assign defaults to employees. One template setup assigned can easily establish all the tests required by a certain position, employee class or grouping specific to each facility.

Enter or select a Template Code and enter or modify the Description.

The scrolling window allows the user to associate Health and Wellness Codes with a Template Code.

Enter or select a Health and Wellness Code.

The Description displays from the Health and Wellness Code Setup window.

The Category and Description displays from the Category Setup window.

Source Setup Window

Use the Source Setup window to create Source records. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Health and Wellness and then click Sources.

Enter or select a Source ID.

Enter the Last Name, First Name, Middle Name, Social Security Number and Medical Record Number.

Select Save to save the Source ID.

Category Setup Window

Use the Category Setup window to set up an unlimited number of Category Codes with descriptions and be able to set the status of the code to Active or Inactive. The Category Code can be used for report grouping and restrictions. Example: Immunizations, Vaccinations, Blood Exposure, Injuries and Tests. To open this window, click the HR and Payroll series button, click Human Resources on the Setup content pane, click Health and Wellness and then click Categories.

Enter or select a Category Code. Enter or modify the Description.

Select the Inactive checkbox to inactivate the current Category Code.

Select Save to save the Category Code.

Summary

A variety of setup windows need to be completed prior to using the

Advanced Human Resources module. Each of the components to Advanced Human Resources has dedicated windows for this purpose.

Key points to remember from this chapter:

• Future Effective records can be set up to pre-enter information for upcoming changes to benefit plans.

• After completing the appropriate setup for Certification, License and Training Manager, certifications, licenses and training can be assigned to a department and position combination as required.

• Templates can be developed to assign predetermined health and wellness codes that will eventually be assigned on the employee level.

See also

Advanced Human Resources - Overview
Advanced Human Resources - Employee Maintenance
Advanced Human Resources - Inquiries and Reports
Advanced Human Resources - Training and Certification for Employee Self Service
Human Resources - Overview
Human Resources - Company Setup and Organizational Structure
Human Resources - Position Control Setup
Human Resources Social Security Number Mask