10 DIY S3 HR/Payroll Projects

Join RPI while we present 10 DIY S3 HR/Payroll Projects and learn and discuss the top 10 awesome things you can do to optimize your existing HR/HCM v10x applications! Extend the use and life of your current applications! Provide your organization with a deeper appreciation and value of the investments already made.


Keith Wayland: Good Afternoon everyone. My name is Keith Weiland from RPI Consultants. I want to thank you for taking the time to attend our webinar debut of a brand new presentation “10 awesome things to do with your existing HGM applications”. This is focused on projects that clients can do with internal resources or consulting support to improve what they’re getting out of the system they have today, Lawson and HR/Payroll S3. I’m going to hand it off to two excellent presenter. Ms. Melissa Olson and Ms. Jackie Goudas.

Two quick housekeeping notes. Number 1, we will be recording this presentation. It does take us a week or so to get that video edited and uploaded to Youtube. When we do we will send you an email and you will be able to view it and share that copy. The second is, we love questions. We even have more of a panel format here today. So please type them into the go to webinar module. Our college, Mr. Bill Getty, will read them as he has time. And it helps us break up the presentation. And without further adue, I give you Ms. Jackie Gudas and Ms. Melissa Olson.

Jackie: Thank you Keith. So as he said, today we’re going to be talking about 10 awesome things you can do with your current existing software. We’re not going to be selling you anything. We’re not going to be telling you to buy Global HR. Just so happens though that some of these things will help you if you eventually plan to move to GHR. Not only will it help you with your current processing, but it will help you get into a position for if and when you do eventually move to GHR.

Melissa: A little bit about us, RPI Consultants. We are an alliance partnered with Infor, we have been in the Lawson based since 1999 and we have consultants based all over the U.S.

Jackie: Here’s our agenda for the day. Just going to leave it up here for a second if you’re watching it as a repeat. But this is what we’re going to be talking about today.

Number 1, the fist thing we’re going to talk about is cleaning up your position structure. I have gone a lot clients and done position re-implementations, position implementations. A lot of times we’ll see where the position structure is not clean. If you ask someone what constitutes a position, they cannot really tell you because it varies by employee. That’s not good, we want to make sure that each position has a specific definition. Maybe your position is made up by job, department, location, maybe you track per Diem status at the position level, maybe not, maybe track it at the employee level. But you want to take your existing positions and kind of clean them up. Make sure that the relationship between your jobs and positions is one to many. You want to have 1 job like RN and then many positions beneath that. RN, ERRN, ORRN, Acute, that kind of thing.

The same as cleaning up duplicate positions. We want to also clean up duplicate jobs. So if you have jobs that pretty much everything is the same except for maybe the title is different, or someone didn’t see this job before so they created the same thing over again and now they’re using it in their employees allocated in each bucket. Clean that up, get it a little bit neater, helps for reporting and it helps keep your structure clean, especially with your supervisor structure, which we’ll talk about in a minute.

Here we are, supervisor. So determine if your position and supervisor should be 1 to 1. One really neat feature within PAO2, the position screen, is your link to supervisor field. And that’s on the structure tab. And what you can do is put, if you’re in a supervisory position or if your creating a supervisory position, you can put the associated supervisory code into that field. So whenever someone moves into or out of that position, the related HR07 record will be updated with that employee number.

Melissa: I want to jump in right there because that field is often mistaken. People think you link it to that positions supervisor, as opposed to you linking it to the position supervisor code. If the position is a supervisor, you link it to the supervisor code that it attaches to. You do not link it to that positions direct supervisor or uplined supervisor.

Jackie: Right and it just creates that automation where if you have someone moving into it, you don’t have to then also update the HR07. So very helpful and a lot of people do overlook it or think that it is something else. Inactivate any obsolete jobs or positions. This is real easy, you can go in and look and see what position is not being used, determine if it will be filled or if its not going to be, just inactivate it and then it won’t show up in your select list anymore and you can always reactivate it and update it if you need to down the road.

Melissa: And I want to do some little bonus points here for some of the things that we’re talking about, we said you can do with your resources. If there are areas that I want to put in some process automation for, again bonus points. You could, for your supervisory structure, you could maintain that with an IPA flow that says … We’ve got a question, let me finish my thought real quick … You could maintain the supervisor record with a flow that says if somebody is hired into this position, which is linked to the supervisor, or if somebody does a position change into this position, or if somebody terminates out of this position, change that employee ID. So either add an employee ID when you hire, move it out when somebody moves to a different position, or remove that ID all together when you terminate that employee. That puts a lot off of HR into maintaining it. It allows it to be automated, and it’s not a day or 2 behind.

If you are using manager self service and HR hasn’t gotten a chance to update the HR07, automation means manager is moved into that new position and day one they’re able to see their new direct reports.

Speaker 1: We have a couple questions already. And the first is, how do we clean up jobs and positions, how can we remove inactive jobs or positions from a view? Is this something we can do on our own? Is this opportunity for consulting support? That last one came from me.

Jackie: The way you would clean them up … This is kind of a broad question … But the way you would clean them up is probably by taking some of these steps. Take a look at your positions in relation to your HR11 record. So one thing that I do at clients often, is I’ll pull a dump of the PA02 position table and bring in related fields from the HR11 table. And compare where employees in the same position have discrepant records on their HR11. And that will help you determine whether those PA02 records need to stay separate? And that’s something that you can override on the employee level. Or that’s something that you want to create separate positions for and then have maintained at the position level, and then defaulted with no override down to the employee level.

Its probably a query that you’re going to run and its manual work. And yes you could hire a consultant to do it, but its not rocket science. It’s something that you can do yourself. But if you find that you don’t have the time to do it, it is something that you could bring a consultant in for.

Speaker 1: What about removing inactive jobs and positions?

Jackie: On the positions you have that end date field and you also have I believe 5 statuses, like 1 is active, 5 is inactive and then in between you have temporary or intermittent or some of those. So if you’re truly going to inactivate it I suggest putting an end date on it and I suggest changing that status to 5.

Melissa: Again, query to make sure nobody is attached to it.

Jackie: Right, do that first.

Speaker 1: So the next question is, how do you connect a position to the supervisor to whom they report?

Jackie: That’s on the position itself too.

Melissa: To whom they report is on the HR07. So there’s the reports … oh, yes.

Jackie: You can do it in both places.

Melissa: It’s on both places.

Jackie: That’s on the structure tab of the PA02 and that’s where you should see direct supervisor, indirect supervisor, and then linked to supervisor. So the field in question is the direct supervisor field. And you can choose to default that down to the employee level. Or you can just add it at the employee level as well. So, where you would to add it at position level is on the structure tab.

Speaker 1: So this was more of a comment and combined question from my good friend Margie. “My experience has been that if you have the default on the supervisor setup correctly, as the supervisor terms, the number is removed from the HR07 and when you hire the new person it automatically adds it back.” Is that correct, or maybe she didn’t hear us correctly?

Jackie: Yeah, that’s that link to supervisor.

Melissa: So the position change is where it sometimes doesn’t quite work.

Jackie: Like a transfer?

Melissa: Yeah a transfer to another position if that supervisor becomes a different position. That ID stays until somebody new is hired into that position. Sometimes the timing is a little off but yes.

Speaker 1: One last question, if a termed employee has a position, can you still put on an end date and inactivate the position without changing the term to record?

Melissa: Yes. Its just making sure there’s no active employees that are assigned to that position. If they’re all terminated it allows you to inactivate that position.

Speaker 1: Perfect. Thank you.

Melissa: Thank you for the questions.

Jackie: So one more little piece in cleaning up your jobs and positions. One thing you can do now that will get you ready for GHR in the future, and also kind of clean up what you have maybe saved off line and Word documents, is parse out your job and position descriptions. And start using some of these forms that are already in S3. So tracking your skills and your competencies and your educations. Those are your PA22’s screens, PA20 screens. This here i