Use this activity to go through a the steps offered by the assistant. Due to
the high customizability of the assistant, you can see the steps in different
order, with missing fields, with fields already filled in, or with whole steps
missing. Because of that, the procedure part of the activity allows you to
select the steps you need help with from a list of values. When you select the
step, it's procedure will appear below. The procedure is written as if all
available fields were enabled, so if you don't see some of the fields, don't
worry. Note: Some optional requirements might be mandatory if the assistant
configuration requires it.
Prerequisites
In order to perform this activity:
A company has to be registered in the system. (Mandatory)
Users have to be registered in the system. (Optional)
Employee Agreements have to be registered in the system. (Optional)
Employee statuses have to be registered in the system. (Optional)
Employee categories have to be registered in the system. (Optional)
Organization structure has to be created in the system. (Mandatory)
Position structure has to be registered in the system. (Optional)
Assignment types have to be registered in the system. (Optional)
Jobs have to be registered in the system. (Optional)
Job Grades have to be registered in the system. (Optional)
Work locations have to be registered in the system. (Optional)
Work location categories have to be registered in the system. (Optional)
Relationship Types have to be registered in the system. (Optional)
Competency profiles have to be registered in the system. (Optional)
Competency groups have to be registered in the system. (Optional)
Competency levels have to be registered in the system. (Optional)
Education levels have to be registered in the system. (Optional)
Education fields have to be registered in the system. (Optional)
Education Institutions have to be registered in the system. (Optional)
Industry areas have to be registered in the system. (Optional)
Reasons for leaving have to be registered in the system. (Optional)
Work licenses have to be registered in the system. (Optional)
Wage classes have to be registered in the system. (Optional)
Work schedules have to be registered in the system. (Optional)
Shifts have to be registered in the system. (Optional)
Selection groups have to be registered in the system. (Optional)
Rule types have to be registered in the system. (Optional)
PHC schedules have to be registered in the system. (Optional)
Emergency schedules have to be registered in the system. (Optional)
Increment schedules have to be registered in the system. (Optional)
Increment shifts have to be registered in the system. (Optional)
Employment types have to be registered in the system. (Optional)
Absence types have to be registered in the system. (Optional)
Wage codes have to be registered in the system. (Optional)
Benefit plans have to be registered in the system. (Optional)
Free fields have to be registered in the system. (Optional)
Properties have to be registered in the system. (Optional)
Multi-fields have to be registered in the system. (Optional)
Shop floor sites have to be registered in the system. (Optional)
Labor classes have to be registered in the system. (Optional)
Shop floor filters have to be registered in the system. (Optional)
Work time calendars have to be registered in the system. (Optional)
Resource groups have to be registered in the system. (Optional)
Project teams have to be registered in the system. (Optional)
Sites have to be registered in the system. (Optional)
Crafts have to be registered in the system. (Optional)
Maintenance teams have to be registered in the system. (Optional)
System Effects
As a result of this activity, employee information will be entered into the
assistan. Note: No information will be saved as the result of this activity.
Select the assistant step on which you want to receive instructions. Note: The steps available are limited by the configuration you have
selected in the previous activity. In addition, if you used a template or a
draft, some fields may be filled in.
If you have selected an assistant template in addition to the configuration,
some fields might be already filled in for you. This is only a suggestion and
can be changed.
If you are going through the assistant with the intention of preparing a
template, fill in only the fields that you want to be automatically filled in
(as a suggestion) whenever the template is used.
Assistant Step:
In the Company ID field, enter the identifier of a company to
which you want to add an employee
In the Emp ID field, enter the identifier that will be assigned to
the employee.
In the Person ID field, enter the identifier of a person to whom
the employment will be assigned.
In the Title field, enter the title of an employee (e.g., Mr.,
Ms.).
In the First Name field, enter the name of the employee.
In the Last Name field, enter the surname of the employee.
In the Middle Name field, enter the middle name of the employee (if
applicable).
In the Birth Name field, enter the surname given to the employee
upon birth.
In the Prefix field, enter a phrase which will precede name of an
employee
In the Alias field, enter an alias of an employee.
In the Initials field, enter employee initials.
Select the Protected Personcheck box if you want to
protect personal data assigned to the Person who is being employed. What
information is classified as protected depends on the configuration.
In the Internal Display Name field, enter the name which should
be displayed internally in windows which use only a single field for the
name of the employee.
In the External Display Name field, enter the name which should
be displayed externally in windows which use only a single field for the
name of the employee.
In the User ID field, enter the identifier of a foundation user
used to log on to the application. This will connect the foundation user to
the Person who is being employed.
In the Card No. field, you can enter a card number that is readable by a data capture device. If a data capture equipment reads this number, it will automatically connect it to the ID of the employee. This functionality is used, for example, in IFS/Time and Attendance. Note: The number of characters registered here should be the same as the number of characters, which the terminal reads. If necessary, fill out the number with zeros at the beginning.
In the Default Language field, select a language that will be
connected to the Person and used by relevant IFS Components (such as
suggested language when printing an invoice).
In the Signature field, enter employee's signature.
In the Internal Remark field, enter any internal remarks you
might have on the employee. This information will be visible in the
Employee window.
In the PublicRemark field, enter any information which
you want to make publicly visible on e.g. intranet.
In the Agreement ID field, enter the identifier of the employee
agreement
In the Employment Type field, enter a type of employee's employment.
This field can have many usages depending on the configuration. Note: This setting is valid for the entire employment.
In the Degree of Occupation field, specify to what degree the person
will be occupied with the employment.
If the Master Employment check box is selected, it indicates that the
employment you are currently defining is the primary employment of a Person. There are many functionalities in various areas of IFS Applications that will automatically use data from the employee's master employment.
If you are creating a new Person alongside the Employment, this check box will
be automatically selected as it will be their first employment.
If you are creating a new employment for an already registered Person, you can
select the check box to designate the employment as the master employment.
In the Start Date and End Date fields, enter the validity
period for the employment period.
In the Employment Start Type field, you can select what is the
"source" of the new employment. Following values are available:
Internal Recruit - the employment is a result of an internal
recruitment.
External Recruit - the employment is a result of an external
recruitment from the outside of the company.
Internal Change - the employment has been modified to reflect
some internal changes.
In the Employee Status field, enter the status which will be assigned
to the employee from the employment's Start Date (e.g., Active)
In the Employee Category field, enter a category to which the employee belongs. Employee categories are used to handle employees in groups in various functionalities. Examples would be:
When transferring transactions to payroll, the category is one way to define which employees should be transferred simultaneously.
When defining the standard hourly cost for employees, the category can be used to group those with the same rate.
If the employee should be compensated for overtime, select the Entitled
to Overtime check box.
In the Employment Information field, you can enter any additional
information about the employment.
In the Org Code field, enter the identifier of an organization
code to which you want to assign the employee. Note that you can select
matrix, multicompany assignments if a matrix structure is connected to the
employee's company.
In the Position ID field enter the identifier of a position which you
want to grant to the employee. Note: Position ID is mandatory only for the primary employee assignment
and can be skipped for secondary assignments.
Select one of the following check boxes:
Select the Primary Assignment check box if the assignment is
supposed to be the main assignment of an employee. Each employee can
have only one such assignment. Note: If you are making the first assignment for an employee,
this check box has to be selected.
Select the Secondary Assignment check box if the the
assignment is supposed to. Note: This check box can be selected only when an employee
already has a primary assignment.
In the Start Date and End Date fields, enter the validity
period for the organization and position assignment.
In the Assignment Type field, enter the type of employee
assignment. Available types can vary and be used for different things in
each company.
In the Access Role field, enter the self-access role for the
employee. This role determines what of his own data an employee can access. Note: Only self-access roles can be entered in this field.
In the Job ID field, enter the identifier of a job which you want to
assign to the employee.
In the Job Grade field, enter a grade of the job.
If you want to create another organization/position assignment, click the
Add New button and go to step 1.
To navigate between assignments, click Previous and Next
buttons. To delete an assignment, click Remove.
In the Work Location field, enter the place where the employee is
working.
In the Work Location Category field, enter the category of a work
location. Usage of this field varies based on the needs of a company.
In the Valid From and Valid To fields, enter the validity
period for the employee's assignment to the work location.
In the Notes field, enter any notes about the employee's work
location assignment.
If you want to assign the employee to another work location, click
Add New and go to step 1.
To navigate between work location assignments, use Previous and
Next buttons. To delete an assignment, click Remove.
In the Address ID field, enter the identifier of an employee's
address. This is the ID that will bind all other address information
together.
In the Valid From and Valid To fields, enter the validity
period for the employee's address.
In the Country field, select the country in which the address is
located.
In the Address 1 and Address 2 fields, enter the address
information such as the street, number of the building and apartment.
In the Zip Code field, enter the postal code for the address.
In the City field, enter the city in which the address is
located.
Enter data in the State and County fields if applicable.
Enter phone information in the Home Phone, Work Phone, Work Mobile
fields.
Enter employee's work E-mail in the Work E-Mail field.
In the table, add an Address Type row. Address types specify what
the address can be used for. You can select the Default Address check
box so that the address will be automatically loaded in places use a particular
type. Note: A single Address ID can be a default address for several
address types. However, a single address type can have only one default
address ID.
If you want to add another address, click the
Add New button and go to step 1.
To navigate between addresses, click Previous and Next
buttons. To delete an address, click Remove.
In the Date of Birth field, enter when the employee was born.
In the Place of Birth field, enter where the employee was born.
In the Citizen of field, select in what country the employee has
citizenship.
In the Marital Status field, select whether the employee is
married or not.
In the Gender field, select the employee's gender.
Select the Has Children check box if the employee has children.
In the SSN field, enter the social security number of an
employee.
In the Contact Person Information table, add persons who can be
contacted in regards to the employee.
In the First Name field, enter the first name of the contact
person.
In the Last Name field, enter the surname of the contact person.
In the Contact Phone field, enter the phone number via which the
contact person can be reached.
In the Relationship field, enter what relationship the contact
person has with the employee.
Select the Emergency Contact check box if the person should be
contacted in case of emergencies.
In the Dependent ID field, enter a unique identifier of a
dependent.
In the Firs Name field, enter dependent's first name.
In the Last Name field, enter dependent's surname.
In the Social Security No field, enter dependent's social
security number.
In the Date of Birth field, enter dependent's date of birth.
In the Gender field, enter dependent's gender.
In the Relationship Type field, enter what is the relationship
between the dependent and the employee.
Select the Active check box if the dependent is currently active
and should be connected to, e.g., a benefit plan.
In the Note field, you can enter any notes about the dependent.
In the Address ID, select the ID of the address where the
dependent lives. Only employee addresses are available. If the dependent
lives under a different address than the employee, go to the Address
step and add it.
If you want to add another dependent, click the
Add New button and go to step 1.
To navigate between dependents, click Previous and Next
buttons. To delete an dependent, click Remove.
Add employee competencies according to one of the following methods:
In the Job ID field, enter the identifier of a job. All
competencies assigned to the job will be automatically added for the
employee. If you have entered a Job ID in the Assignment
step, the job will be loaded here by default. Note: If you enter a Job ID, it will be impossible to
automatically add competencies from any other Job or Competency Profile.
More competencies can still be added manually.
In the Profile ID field, enter the identifier of a competency
profile. All competencies assigned to the profile will be automatically
added for the employee. Note: If you enter a Profile ID, it will be impossible to
automatically add competencies from any other Job or Competency Profile.
More competencies can still be added manually.
In the table, add a new record to manually assign competencies.
In the Competency Group field, select a competency group.
It will narrow the selection of available competencies.
In the Element Name field, select an employee competence.
In the Competency Level field, select the level of
employee's competence.
In the Education Level Name field, enter the level of education
attained by the employee.
In the Education Field Name field, enter employee's field of
study
In the Education Institution Name field, enter the name of the
last educational institution from which the employee graduated.
In the Start Year field, enter the date when the employee has
started their education.
In the End Year field, enter the date when the employee has ended
their education.
In the Grade Point Average field, enter employee's grade point
average from their last educational institution.
In the Achievement field, enter any academic achievements of the
employee.
In the Remark field, enter any remarks about employee's
education.
If you want to add another level of education of the employee, click the
Add New button and go to step 1.
To navigate between education levels, click Previous and Next
buttons. To delete a level, click Remove.
In the Industry Area field, enter an area in which the employee
had previous experience.
In the Company ID field, enter a company where the employee
worked before being employed in their current company.
In the Division field, enter the division to which the employee
belonged.
In the Location field, enter where the employee was working at
the time of their employment.
In the Job Title field, enter what job the employee had.
In the Job Description field, enter a short description of the
employee's job.
In the Supervisor field, enter the name of the employee's
supervisor.
In the Last Salary field, enter salary which the employee was
receiving while working at their previous company.
In the Reason for Leaving field, enter why the employee left
their previous company. You can use the list of values.
In the Start Date and End Date fields, enter the period
during which the employee was employed by their previous company.
In the Remark field, enter any remarks about the employee's
previous employment.
If you want to add more records of employee's experience, click the
Add New button and go to step 1.
To navigate between records, click Previous and Next
buttons. To delete record, click Remove.
In the License Name field, enter the license which the employee
has.
In the Valid From and Valid To fields, enter the period
when the license is valid.
In the License ID field, enter the ID number of the license.
In the Issued By field, enter who issued the license.
In the Note field, enter any remarks about the employee's
license.
If you want to add another license, click the
Add New button and go to step 1.
To navigate between licenses, click Previous and Next
buttons. To delete a license, click Remove.
In the Wage Class field, enter the identifier of a wage class
which determines what schedules and rules can be assigned to the employee.
You can use the list of values.
In Schedule field, enter the identifier of an employee schedule.
You can use the list of values.
In the Shift field, enter which shift will the employee work.
In the Shift at Valid From field, enter from which shift the
employee will start working.
In the Valid From and Valid To fields, enter the validity
period for the employee's schedule assignment.
In the Time and Attendance Time Base field, select how the
employee will report time. Following values are available:
Manual clockings - the employee will enter the clocking
information on a daily basis via a data capture device or directly
through the IFS Applications client.
Generated clockings - the system will automatically generate
employee clocking information on a daily basis based on the employee
schedule.
Manual results - the employee will manually enter the amount
of hours scheduled for him or her on a given day via the IFS Application
client.
Generated results - the system will automatically generate
the amount of hours scheduled for the employee for a given day.
No Time & Attendance Reporting - select this option if the
employee is not using the Time & Attendance module but should still be
connected to a schedule. The schedule cannot contain day types.
Gross Time Reporting - Use this option when time should be
accounted from the in-time to the out-time without considering the
intervals in a day type.
In the Selection Group field, you can add the employee to a
predefined selection group.
In the Time Base field, select from there the employee's
attendance is derived from. Following values are available:
Job hour controlled wage hours - the attendance hours are
derived from the entered job hours.
Clocking controlled wage hours - the attendance hours are
derived from the entered in- and out-clockings.
Automatic insertion of normal hours - the employee's
scheduled hours are automatically inserted as attendance hours.
In the Rule Type field field, enter identifier of a rule which
combines an overtime rule, a parameter list and a number of time balances.
This rule will be assigned to the employee and used in their time and
attendance calculation.
In the PHCSchedule field, enter the ID of a public
holiday compensation schedule. The schedule manages how the hourly salary of
an employee is calculated if a public holiday takes place during a standard
working day.
In the Emergency Schedule field, enter the identifier of an
emergency schedule which will be connected to the employee.
In the Increment Schedule field, enter the identifier of an
increment schedule which will be connected to the employee.
In the Increment Shift field, enter the shift of the increment
cycle schedule to which the employee should be assigned.
In the Incr. Shift at Valid From field, enter the increment shift
from which the increment schedule should apply on a day when the employee
starts work.
Select the Flexible Work Time check box if the schedules daily
hours of the employee should be counted only from the moment he or she
clocks in.
Select the Entitled to Overtime check box if the employee
schedule should allow overtime to be calculated. If cleared, the time card
calculation will not recognize an overtime interval, meaning that
Overtime Cash and Overtime Comp clockings will be calculated as
Normal.
Select the Time Clock User check box if the employee is licensed
to use the Time Clockwindow for time reporting
In the Absence Type ID field, enter the identifier of an absence
type. It will control how the limit of available days of absence will be
generated.
In the Absence Limit Initial Value field, you can manually enter
the amount of days or hours which should be generated for the period. This
should be done only when required by the absence configuration.
In the Amount field, enter the employee's salary for a specified
period.
In the Salary Period field, select the period for which the
amount was specified.
In the Full Time Amount field, enter the salary which would be
earned by the employee if he or she was working full time. By default, the
standard amount from the Amount fieldwill be suggested.
In the Currency Code field, enter the currency in which salary
should be paid.
In the Pay Frequency field, select how frequently the employee
should receive his or her salary.
In the Valid From and Valid To field, enter the validity
period for the salary information you have entered.
In the Wage Class field, enter the wage class to which the
employee should be linked.
In the Wage Code field, enter the wage code to which the salary
information should be linked.
In the Additional Pay Type field, select what additional pay the
employee is eligible to receive.
In the Pay Type Period field, enter how often the employee should
receive the additional pay.
In the Start Date and End Date fields, enter the period
over which the employee should periodically receive the additional payment.
In the Planned Amount field, enter how much the employee should
be paid.
In the Currency Code field, enter the currency in which the
employee should be paid.
In the Wage Class field, enter the wage class to which the
additional payment should be connected during payroll calculation.
In the Wage Code field, enter the wage code to which the
additional payment should be connected during payroll calculation.
Select the Transfer to Payroll check box to transfer the
additional payments to payroll.
In the Note field, enter any additional information about the
payment.
If you want to add more additional payments, click the
Add New button and go to step 1.
To navigate between payments, click Previous and Next
buttons. To delete a payment, click Remove.
In the Benefit Plan field, enter the benefit plan for which the
employee will be enrolled.
Enter how much the employee will have to pay for the benefit plan by one
of the following methods:
In the Employee Percentage field, you can enter what
percentage of the total benefit plan cost (visible in the Premium
field) will be covered by the employee.
In the Employee Amount field, you can enter how much the
employee will have to play for the benefit plan. Note: Only one method can be selected.
In the Effective From and Effective To fields, enter the
period during which the employee will have access to the benefit.
In the table, add employee dependents, who are also eligible for a
certain benefit.
In the Dependent ID field, enter the identifier of an employee
dependent (he has to be registered in the Dependents step to be
available for selection).
Select the Student/Disabled check box if the dependent studies or
has a disability.
In the Effective From and Effective To fields, enter the
period during which the dependent will have access to the benefit.
If you want to assign more benefits, click the
Add New button and go to step 1.
To navigate between benefits, click Previous and Next
buttons. To delete a benefit, click Remove.
As free fields are defined according to user needs, fill in relevant
fields according to instructions provided by the HR personnel or system
administrator.
In the PropertyCode field, enter the identifier of a
property which you want to assign to the employee. You can use the list of
values.
In the Property Value field, enter the the relevant value which
should be assigned to the employee.
In the Valid From and Valid To fields, enter the validity
period for how long the property should be assigned to the employee. Note: It is possible to fetch all available employee or person
properties by right-clicking the table and clicking Load Properties. This will
cause all Person or Employee property codes to be loaded onto the table. You
can then modify the loaded properties by setting their values and removing
properties irrelevant for the employee.
In the Property Code field, enter the identifier of a property
code which consists of multiple fields.
Depending on the property code selected, enter relevant values and
specify the validity period. Note, that the property can have multiple rows
as well.
If you want to add another multi-field property, click the
Add New button and go to step 1.
To navigate between multi-field properties, click Previous and Next
buttons. To delete a property, click Remove.
Select the Assign Employee to a Labor Class check box if you want
to assign the employee to a labor class.
In the Site field, enter the identifier of a site to which the
employee will be assigned.
In the Labor Class field, enter identifier of a labor class which
you want to assign to the employee.
In the Resume Option field, determine how the automatically
stopped jobs or operations should be resumed once the employee clocks back
in.
Following values are available:
No Resume - the job or activity will not be automatically
resumed.
Ask for Resume - the employee will be asked if he wants to
resume the automatically stopped indirect jobs and operations, and
whether he wants to join the team from which they last clocked out.
Automatic Resume - the automatically stopped operations and
indirect jobs will be automatically resumed and the employee will join
the team from which they clocked out.
In the Default Team field, enter the team which should be
suggested to the user once he starts their work and presses the Default
Team button in theJoin Team dialog.
In the Indirect Job for Diff field, enter the job ID which will
be used to fill the negative time difference between total reported job
hours and the actual attendance hours of the employee. When the time is
authorized, a transaction connected to this indirect job ID will be
generated to fill the time difference.
In the Time Idle field, enter the amount of idle time for the Shop Floor Workbench for the specified employee. When the idle
time exceeds the value entered, the Entered Asdialog box will
be automatically triggered if the Auto Trigger "Enter As" Dialog
check box is selected for the site. The value entered has to be either 0 or
between 1 to 3600 seconds, This setting will override the site setting for
Time Idle and can be used if a certain employee/team wants to have
another value than the site, If the value entered is 0, the idle time will
be infinite. If a value is not entered, the site setting will be used for
this employee.
In the Filter ID field, enter the short code of the filter which
separates the operations to be shown in the shop floor workbench.
In the Calendar ID field, enter the identifier of a work time
calendar to which the employee will be assigned.
In the Allow Concurrent Op field, select how the existing
clockings of an employee are handled when he or she starts one or more
clockings.
Following values are available:
Yes - existing clockings will continue
No - existing clockings will stop.
Ask - the employee will be asked if they want to stop their
existing clockings.
In the Utilization field, enter what percentage of employee's
total work hours is spent on effective work. The utilization is only used
when calculating the available labor capacity. It has no effect on
scheduling of operations and is not used by CBS or the Advanced Planning
Board.
In the Sched Capacity field, select if the schedule capacity used
for the employee should be planned as limited or unlimited.
In the Start Date and End Date fields, enter the period
during which the employee will be assigned to a labor class.
Select the Handle Time for Others check box if the employee
should be able to manage clocking and time of other employees when logged on
to the shop floor workbench.
Select the Workbench User check box if the employee should be
restricted to enter and report from the shop floor workbench.
In the Resource ID field, enter the identifier of a resource
group to which the employee should be assigned.
Use the Project Reporting Resource check box to determine where
the cost information for the employee is retrieved. If selected, the
employee's cost information is based on Standard Price (from
Project Reporting). If cleared, the employee's cost information is retrieved
from the Cost tab. Refer to usage for more information.
In the Team ID field, enter the identifier of a team to which you
want to assign the employee.
In the Site field, enter the work site which the employee will
service as a part of a maintenance team.
In the Maintenance Organization field, enter the identifier of a
maintenance organization to which the employee will be assigned.
In the Craft field, enter the ID of a specific craft of
competence that is required to perform the operation or work.
In the Team ID field, enter the ID of the maintenance team to
which the employee will be assigned.
Select the Mobile User check box if the employee is mobile.
If you selected the Mobile User check box, you can select what
type of a mobile user the employee will be in the Mobile User Type
field.
Once you have filled in all the necessary information, select a different step or proceed to the next activity on the diagram