Entering Non-Employees in Lawson (Volunteers & Doctors)

We are looking to enter in our volunteers and doctors that are not on payroll and do not supervise others in Lawson. Is there any other company doing the same?

What are the best practices?

What were the challenges?

Did you have to build a new company?

What is the process of terminating when no longer volunterring?

What happens when if this person is hired as an employee?

Did you build new statuses?

Who entered the information: HR?

Was background checks and etc. completed on the volunteers?

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Legacy Contributor

I can answer a few of your questions.

Note: We added ONLY non-employees who were managing employees, so that they could use Manager Self-Service to enter personnel actions for their staff. We enter them using an employee number sequence that would never be used for an employee (e.g. 90000-99999).

What were the challenges? Getting the information to HR when hired and terminated.
Did you have to build a new company? No, we added them to our existing company.
What is the process of terminating when no longer volunterring? HR enters a termination action. The only trouble is learning when one should be terminated.
What happens when if this person is hired as an employee? We only enter the last 4 positions of the SSN (e.g. we enter it as 000-00-nnnn) so this does not interfere with the person being hired later. The former
Did you build new statuses? Yes, this is important to be able to exclude them from work flows, reports, etc. We only have an active status code (Z1) but should have had a terminated one too (ZT) so we could distinquish a terminated non-employee from a terminated employee. That is on our wish list.
Who entered the information, HR?: Yes

Legacy Contributor

We add any non-employee with badge and/or computer access to our facilities. This includes doctors, volunteers, students, vendors, contracted staff, etc.

Did you build a new company? Yes. We created a separate company to track the non-employees and use the PA16 to hold all system and badge access information.

What is the process for terminating? Every non-employee ha a delegated access coordinator assigned from thei facility. These individuals are assigned as the 'supervisor' for the non-employee. The 1st of every month, a report is sent to these delegated access coordinators with a list of non-employees to be reviewed. They must send back a sign off sheet stating access is to be continued or IT will removed it on the 20th of each month.

If a person is hired as an employee? We have educators who are employees and non-employees. They will have a employee number in both companies and we use the PA16 to track these. If they will no longer be a non-employee, we term that record and move their PA16 access to the active employee company PA16 where appriopriate.

Did you build new statuses? Only for active. We use the same term statuses.

Who enters the information? HR enters the non-employees who are contracted staff since they must be credentialed like a true employee. IT does all others.

Legacy Contributor

We are looking to enter in our volunteers and doctors that are not on payroll and do not supervise others in Lawson. Is there any other company doing the same? Yes, we entered physicians that are leased.

What are the best practices? We want them in the existing company supervisory structure, so we entered them into same company, with new process level. We also setup a new employee status that is NN no-pay/benefits payment status.

What were the challenges? The challenges were excluding them from exisiting reports and export file interfaces to benefit carriers, and duplicate Active Directory security accounts needing to be updated manually.

Did you have to build a new company? No

What is the process of terminating when no longer volunterring? We plan to change them to term status.

What happens when if this person is hired as an employee? We create two positions, paid position is primary and the leased position is secondary.

Did you build new statuses? Yes, one, NN no-pay/benefits payment status.

Who entered the information: HR? Yes, we uploaded about 200 records using HR511.

Was background checks and etc. completed on the volunteers? Yes

Legacy Contributor

Hello Patricia,

I am interested in how you handled Required fields such as pay rate for non-employees who will not be paid. The pay rate is a Required field on our HR10.1 so when we try to add a intern who will not be paid, the system will not accept a pay rate of zero. It has to be greater than zero and we were able to get it to work with a .0001 pay rate but would prefer to enter a zero pay rate, if possible.

apiazza

We enter volunteers, doctors, residents, students and non-employee contractors into Lawson/GHR. In our case, these folks are entered into one of two separate companies. One company for those that use our Kronos timekeeping (generally the non-employee contractors) and those that don't (volunteers, MDs, students, etc) but who still need a network account and access to other systems. Non employees who do NOT need any type of system access do not get entered.

I can't speak to best practices overall, but I can recommend the separate companies. It prevents so many issues.

Concur with other responses challenge of getting term info to HR timely, or at all. For employees coming in through a temp agency, such as executive secretary, learning they were moved to a different department is also a challenge. Bottom line, since they are NOT employees, keeping track of any "employee" data about them is harder than usual. Also we had challenges knowing who is responsible for various people. We just moved one non-employee company to GHR and added the source (Hire Source in S3) so we can track what non-employee source they came from.

Terms should be reported to HR and our Help Desk or a Term email group to ensure that all accounts are appropriately disabled. We just mark them termed in Lawson like any other term.

If they are hired as an employee we have a duplicate accounts process that allows us to re-use the network account for their new employee role and we transfer that as needed. They will have two records within Lawson, one in each company.

We do have different statuses in the different companies. But in the non-employee companies they are extremely basic - Active or Termed. We don't have to worry about LOA and all that. We did just add a term status of "hired" so we can track which vendors went on to be hired as real employees.

Who enters the information differs based on what type of non-employee they are. HR enters most non-employee contractors, though we are working toward automation. We also had a contractor who entered their own. Our Education department enters the students and our IT team works with the medical staff department to enter MDs and upload residents. We would like to decentralize that a bit and will work on that when we move this company to GHR in the near future.

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