Microsoft Dynamics AX 2012 R3 Solution Demo Last · PDF fileMicrosoft Dynamics AX 2012 R3...

Microsoft Dynamics AX 2012 R3

Solution Demo

Human Resources : FMLA (USMF)

Last Updated: October 2014

3 Microsoft Dynamics AX 2012 R3 | Solution Demo: Human Resources: FMLA | Last Updated: October 2014

Table of Contents Demo Overview ................................................................................................................................................................................................. 4

Introduction .................................................................................................................................................................................................... 4

Target Audience ............................................................................................................................................................................................ 4

Demo Scenario .............................................................................................................................................................................................. 4

Background ................................................................................................................................................................................................ 4

Problems this demo addresses ........................................................................................................................................................... 4

Purpose of demo (solutions to pains, benefits, value proposition) ...................................................................................... 4

List of Personas ......................................................................................................................................................................................... 5

Demo Pre-steps ................................................................................................................................................................................................. 5

Demo Step-by-Step ......................................................................................................................................................................................... 6

Conclusion ........................................................................................................................................................................................................ 23

Glossary and Additional Background Content ................................................................................................................................... 23

Disclaimer ......................................................................................................................................................................................................... 24


Demo Overview

Introduction

This document and its included script will introduce you to the new Family Medical Leave Act (FMLA)

features included in Microsoft Dynamics AX 2012 R3 Cumulative Update 8.

When you complete this document and demo script you will be able to:

• Describe how AX 2012 R3 CU8 provides the ability to administer FMLA leaves through case

functionality.

• Set up FMLA so that cases can be administered in the system.

• Understand how to determine FMLA eligibility.

• Create FMLA cases.

• Add time to approved FMLA cases either manually or through payroll integration.

• Report on FMLA cases and the time applied against them.

• Discuss how the Human Resources (HR) enhancements provide flexibility during various

processes.

Target Audience

The included script should be used to demonstrate the value of Microsoft Dynamics AX 2012 R3 CU8 to

Human Resources managers.

The managers that you are presenting to will find value in this script if they are challenged with:

• Administering FMLA

• Tracking and communicating time applied to FMLA leaves

Demo Scenario

Background

Currently Dynamics AX does not provide the ability to administer FMLA. By adding this functionality we

can simplify the tracking and administration of FMLA cases.

Problems this demo addresses

Currently in AX:

Determining FMLA eligibility for a worker can be difficult, because you need to look at not only his or

her length of employment but also the hours worked in the previous year.

Managing FMLA cases throughout the review process can be confusing.

Tracking hours toward an FMLA case is labor-intensive.

Reporting on FMLA cases and hours taken can be time-consuming.

These are very time-consuming and error-prone tasks.

Purpose of demo (solutions to pains, benefits, value proposition)

The creation of FMLA administration within AX provides new functionality, including:

Managing eligibility and available hours for FMLA, and ensuring compliance with federal statutes


Creating and approving FMLA cases

Tracking the hours that must be applied to an FMLA case

Reporting on FMLA cases and hours taken

The following are key benefits of FMLA:

Simplify the determination eligibility and the available hours for FMLA – FMLA

functionality tracks the length of employment and hours worked, to ensure that eligibility

is in compliance not only with federal mandates, but also any additional parameters set by

the organization.

Simplify the tracking and administration of FMLA cases – Because FMLA cases can now

be entered directly into the system, it is easier to review the status of the case, manage

expected documents, and track hours related to the leave.

List of Personas

Human Resources Manager (Claire): Human Resources Managers manage the needs of a

company's employees. They develop and manage areas such as employment programs, salary

compensation, job evaluations, benefits, and training programs. Human Resources Managers

struggle with obtaining information to make decisions, managing change, and maintaining

employee data by using a manual process.

Compensation and Benefits Manager (Jodi): Jodi conducts compensation and benefit analysis

and administers the benefit plans.

FMLA Administrator: The FMLA Administrator is responsible for the overall management and

processing of FMLA. Because this is not a full-time position, FMLA Administrator is a role that will

be added on to an existing position.

Demo Pre-steps

1. Make sure that the virtual machine (VM) is running and that you have logged on. This script was

written to work with the AX 2012 R3 CU8 VM.

2. All users are in the CONTOSO domain and the password is “pass@word1”. So if you are to log on

as Admin, then you would use CONTOSO\Admin with the password as pass@word1.

3. The script has been written to minimize role changes, and the role changes are called out in the

following script.

4. As a System Administrator (SysAdmin role), the FMLA Case category has already been added with

Category type = FMLA, and the Case category type security has been set up to allow Jodi, the

Compensation and Benefits Manager, to access the FMLA case category in the Organization


Administration module.

Demo Step-by-Step

Jodi sets up FMLA administration

Jodi has already worked with system administrators at her company to create FMLA cases by using the Case

categories and Case category type security forms, and now she needs to set up FMLA parameters so

Contoso can begin using the FMLA functionality.

1. Log on as Admin.

2. Open Microsoft Dynamics AX 2012.

3. Open Human resources > Area

page.

4. Go to Setup > Human resource

parameters.


5. In the Human resource parameters

form, click FMLA in the left-hand

navigation.

6. In the Set up FMLA form, notice the

default values in the FMLA eligibility

requirements section. Make the

following change:

Hours worked: 1500

Press the Tab key to move out of the

field. Notice that the field is

validated, to ensure that you do not

increase the values above what is

stipulated in the FMLA regulations.

Because it is more than what is

allowed, the field will revert to the

default value.


7. The FMLA entitlement section

contains the Standard and Military

leave allocations, and the leave

calendar.

For the Standard hours field,

decrease the value to 200, and tab

off the field.

8. Press the Tab key to move out of the

field. Notice that the field is

validated, to ensure that you do not

decrease the values below what is

stipulated in the FMLA regulations.

Because it is less than what is

allowed, the field will revert to the

default value.

Similar validation exists on other

fields in the form.

9. For our purposes, the Leave

calendar has been set to Rolling 12-

month period measured

backwards.

10. Click Close.


11. If the Payroll configuration key is

enabled, you also need to identify the

earning codes that will automatically

reduce the FMLA time when used in

earning statements.

Go to Payroll > Setup > Earnings >

Earning codes.

12. Select the FMLA earning code, and

on the General FastTab, select the

Reduce remaining FMLA time

check box.

13. Click Close.

The setup steps are now complete. Next, we will determine FMLA eligibility for a worker.


Jodi determines FMLA eligibility for a worker

Jodi wants to identify whether a worker would be eligible for FMLA leave based on a request that she

received from the worker. If the worker is eligible, Jodi will identify the number of hours the worker

could take for FMLA leave, based on the annual allocation and any prior FMLA leaves the worker

might have taken.

14. Log on as Admin.


16. Open Human resources > Common

> Workers > Workers.

17. Select the row that contains worker

Aaren Ekelund.

18. On the Action Pane, in the Related

Information group, click

Employment > FMLA eligibility.


19. In the FMLA eligibility form, enter

the following setting:

Effective: Today’s date

20. Click Calculate.

21. The FMLA eligibility form updates

to provide the estimated hours

worked and length of employment as

of the date specified. The FMLA

Administrator can use this to identify

eligibility. In addition, the estimated

Standard and Military hours that

would be available on that date are

shown based on any previous FMLA

leave taken in the current leave

calendar.

22. Jodi can enter additional dates as

needed, and can communicate this to

the worker.

23. Click Close.


24. Alternately, you can access the FMLA

eligibility calculator as follows:

Go to Human resources >

Common > Workers >

Workers.

Double-click the row that

contains worker Alicia

Thornber on the left

navigation, and then click

FMLA eligibility.

Jodi can now communicate the available hours to the worker, based on the leave type requested (Standard

or Military).


Jodi creates an FMLA case for a worker

Jodi is ready to create an FMLA case based on the information received from a worker and the

worker’s physician. She has reviewed the request and determined that it is valid. Jodi will now enter

the FMLA case into the system.

1. Log on as Admin.





Aaren Ekelund.

5. On the Action Pane, in the Maintain

group, click New FMLA case.


6. Confirm that the following fields

reflect the following:

Name: Aaron Ekelund

Case category: FMLA

Category type: FMLA

Status: Opened

7. At the bottom of the New case form,

click Create to create the FMLA case.

8. The case form opens, and the

information pertaining to FMLA and

the worker’s personal information

appears. On the Action Pane, click

Edit to modify the form.

10. On the General FastTab, under FMLA

leave request, make the following

modifications:

Reason: Maternity or paternity for

the birth of a child

Leave start date: 1/5/2015

Estimated leave end date: 3/1/2015

Approved hours: 150.00

Approved check box: Selected

Note: The Eligibility section provides all

of the information needed for Jodi to

determine eligibility and available hours.


11. On the Certifications FastTab, click

Add to add a line, and then enter the

following information:

Requested date: 12/15/2014

Date sent: 12/16/2014

Due date: 12/30/2014

Date returned: 12/26/14

Valid certificate: Yes

12. On the Associated leave FastTab,

click Add to add a line, and then

select the leave that has the Leave

type of Sick. This identifies that the

FMLA request is associated with the

existing sick leave.

13. If, at any time, the hours worked or

dates of the FMLA leave are changed,

click Recalculate eligibilty on the

Action Pane to refresh the leave with

the current information for the

worker.


14. Click Close to save and close the

form.

15. Alternatively, you can create an FMLA

case as follows:

Go to Human resources >

Common > Workers >

FMLA cases.

When the page opens, click

the New case button on the

Action Pane.

The FMLA case has now been created and approved. As hours are taken by the worker, they can be applied

toward the FMLA case


Jodi adds FMLA related hours to an FMLA case

In this scenario, an FMLA leave case has been created and approved. As the worker uses time toward

the FMLA leave, Jodi adds hours to the case manually. In an alternate scenario, we see how this would

work if Contoso was using the integrated payroll solution.

Jodi has already created the FMLA case for the worker, determined eligibility, and approved the hours

for the FMLA case. As hours are taken away from work for the qualifying leave, they must be recorded

against the existing FMLA case.

1. Log on as Admin.



> Workers > FMLA cases.

4. Double-click the row that contains

worker Aaren Ekelund.


5. On the Action Pane, click FMLA

hours.

6. The FMLA hours form opens and

you can see the details for the hours

taken to date, and the hours

remaining for that specific case.

7. On the Action strip, click Add line,

and then enter the following

information:

Earnings date: 1/15/2015

Hours taken: 8

8. Notice that the Source of the entry is

set to Manual, and that you can add

any notes that are relevant to the

case, and additional lines as needed.

9. Click Close to close the form.

Note: When you tab off the line, you can

see that the remaining hours are

updated based on the hours that have

been entered against the case.


10. If the Payroll configuration key has

been turned on, hours will be added

automatically as earning statement

lines are released.

Note: This applies to any hours set

against earning codes that have been

configured to reduce FMLA time.

11. Additionally, you can view the hours

taken for all FMLA cases for a worker.

Go to Human resources > Common



Aaren Ekelund.

13. On the Action Pane, in the Related

Information group, click

Employment > FMLA hours.

14. The FMLA hours form appears, with

information about all FMLA cases for

the worker.

15. Click Close to close the form.

Jodi has added hours to the FMLA case and can easially track the hours that are remaining for the case.


Jodi runs a report of FMLA hours taken

In this scenario, the Compensation and Benefits Manager runs a report to obtain information about approved

FMLA leave within a specific time period. Follow the steps below to understand the process.

1. Log on as Admin.


3. Open Human resources > Area

page.


4. Go to Reports > Workers > FMLA

leave taken.

5. Enter the following parameters:

From date: 1/1/2010

To date: Today’s date

6. Click OK to run the report.


7. The FMLA leave report opens and

you can see all of the FMLA leaves for

the specified timeframe. The case ID

provides a link back to the FMLA

case.

8. Click Close to close the report.

Note: This report is available to multiple

HR roles, but the reason for the leave is

available only to the FMLA Administrator

role.

Jodi has run the FMLA leave report and now has all of the information she needs.


Conclusion

This demonstration has walked you through the major capabilities of the new FMLA Administration feature.

This feature provides you with the following functionality:

Setting up the leave calendar and annual FMLA hour entitlements for the organization

Providing the information required to determine FMLA eligibility for workers

Creating and managing FMLA leave cases

The ability to manually record hours taken against an approved FMLA leave

Integration with payroll to have the system automatically record hours taken against an

approved FMLA leave

Reporting on FMLA leave and on hours taken for a specified time frame

Glossary and Additional Background Content

The following list of terms and resources are provided if you are unfamiliar with this functional domain:

• Worker: An internal party (person). A worker is hired to work for a company, organization, or legal entity,

and can be an Employee or a Contractor.


Disclaimer

© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista, Microsoft Dynamics

and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other

countries. Other names and brands may be claimed as the property of others.

The information herein is for informational purposes only and represents the current view of Microsoft

Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it

should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the

accuracy of any information provided after the date of this presentation.

Sample code included in this presentation is made available AS IS. THE ENTIRE RISK OF THE USE OR THE

RESULTS FROM THE USE OF THIS CODE REMAINS WITH THE USER.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE

INFORMATION IN THIS PRESENTATION. NO LICENSE, EXPRESS OR IMPLIED, BY ESTOPPEL OR

OTHERWISE, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED BY THIS PRESENTATION.

Microsoft products are not intended for use in medical, life-saving, or life-sustaining applications.

Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your

people to make business decisions with greater confidence. Microsoft Dynamics works like and with familiar

Microsoft software, automating and streamlining financial, customer relationship and supply chain processes in a

way that helps you drive business success.

U.S. and Canada Toll Free 1-888-477-7989

Worldwide +1-701-281-6500 www.microsoft.com/dynamics

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