Go Through Employee Assistant Steps

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

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.

Window

Related Window Descriptions

Procedure

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.

Some steps which can be selected are available only if you have a relevant extension installed.

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 Person check 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 Public Remark 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, 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 PHC Schedule 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 Clock window for time reporting

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 field will 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.

In the Property Code 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.

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 the Join 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 As dialog 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.

In the Document Number field, select a constant data document which should hold employee's parameters.
In the Param ID field, enter the constant parameter which will be registered for the employee.
In the Date From field, enter from when the start date for the parameter validity period.
In the Date To field, enter the end date for the parameter validity period.
In the Value field, enter the value of the parameter.
In the Description field, you can add a description for the parameter assignment.

To register multiple parameters using a parameter template:

Click the Get Data From button to open the Get Data dialog box.
In the Document area, enter the ID of the document that should hold employee's parameters.
In the Parameter area, select the Template option, and enter the ID of a template, which holds multiple parameters.
In the Date field, enter the start date for the validity period of parameters.
If all parameters are to have the same value, select the Initial Value check box and enter the value in the field below. If parameters are to have different values, ignore this step and add each value manually.
If the value from the step 6 should be used for Const Txt parameters, select the Def For Const Txt Params check box.

In the Payment Type ID, select a unique payment type which will handle how employee payments are processed.
In the Valid From field, enter the start date for the validity of the payment definition
Add a new record in the table.
In the Seq No field, enter sequence number for how the payments will be handled. Records with higher sequence number will be handled first.
Select a payment method in the Payment Form field. You can use the list of values.
Enter an amount or percent of payment in the Amount and Percent fields.
In the Bank ID field, specify an id of the employee's bank. Alternatively, you can use the list of values.
Enter a bank account number for the employee in the Bank Account field.
In the Account Address field, enter any additional account-related information.
If the payment needs some additional description for the transfer, enter this information in the Ref1 field.

In the Seq field, enter a unique number under which SSI information will be stored. The number has to be unique for each employee.
In the Date From field, enter the date from which SSI information will be stored. Information will be valid until another Sequence number is defined with a later Date From.

Under the Insurance area:
In the Ins. Code field, enter a code for a branch of the NHS providing the medical insurance. You can use the list of values.
In the Agreement Date field, specify a date when the agreement for medical services was signed.

Under the Pension Annuity Settlement area:
In the Pens. Ann. Settle. Code field, specify a code describing settlement periods and type of social payments. You can use the list of values.
In the Date From field, specify a date from which the information on settlement is effective.

Under the National Health Service area:
In the Code field, specify a code for a branch of the NHS providing the medical insurance. You can use the value list.
In the Agreement Date field, specify a date when the agreement for medical services was signed.

Under the Inefficiency area:
In the Code field, specify a code for a given sort of inefficiency. You can use the list of values.
Specify a time frame for the inefficiency period in the Date From and Date To fields.

Under the Disability area:
In the Code field, specify a code for a given sort of disability. You can use the list of values.
Specify a time frame for the disability period in the Date From and Date To fields.

Under the Hazard Occupation area:
In the Profession Code field, specify an ID of position connected with hazardous assignment. You an also use the list of values.
Specify a timeframe in which the hazardous assignment is valid in the Date From and Date To fields.

Under the Profession area
In the Profession Code field, specify an id for the employee profession. You can also use the list of values.
If the employee is a foreigner and needs a permanent residence permit, select the Permanent Residence Permit check box.
If the employee is a foreigner and needs a temporary residence permit, select the Temp. Resid. Permit (Rfugee St.) check box.
If pension insurance is mandatory for the employee, select the Obligatory Pension Insurance check box.
If pension insurance is optional for the employee, select the Optional Pension Insurance check box.
If annuity insurance is mandatory for the employee, select the Obligatory Annuity Insurance check box.
If annuity insurance is optional for the employee, select the Optional Annuity Insurance check box.
If sick insurance is mandatory for the employee, select the Obligatory Sick Insurance check box.
If sick insurance is optional for the employee, select the Optional Sick Insurance check box.
If health insurance is mandatory for the employee, select the Obligatory Health Insurance check box.
If health insurance is optional for the employee, select the Optional Health Insurance check box.
If accident insurance is mandatory for the employee, select the Obligatory Accident Insurance check box.
If accident insurance is optional for the employee, select the Optional Accident Insurance check box.