NEWHIRE Process in HR - Personnel Action or HR11 Direct Enter

NEW HIRES practices: We currently use three forms (2 Personnel actions) to hire new employees. We enter an applicant in PA31.1 then we have a NEWHIRE (on the PA52.4) and a NEWHIRE2 action which we enter on the PA52.1. We have heard that some companies hire their new employees directly on the HR11 which might be a much simpler process. I would like to get feedback from anyone who has an opinion on how this should be done (best practice) as well as from anyone who is using the HR11 directly to input new hires. Thanks!

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Infor Lawson Human Resources Group - Discussion

Comments

deanna-plant

We enter new hires directly on the HR11 and have had no issues with it. Make sure you have Required fields set up on the HR10 to force entry. If you have Smart Office you can customize the layout to better fit data entry (hide fields, re-order fields to align with your new hire source document, etc.) We will soon be moving to an interface from our applicant tracking system (non Lawson) to format in PR530 layout to eliminate the new hire manual entry to Lawson.

unknown

We use the 3 forms you listed in our new hire process. Since the most of the demographic information is already on PA31 for the recruitment process, using the Hire an Applicant eliminates the need to rekey that information. It also helps ensure the correct fields are populated because they have been grouped into the action. And, it provides a level of security as the staff member processing the new hire does not need to have add/change access to HR11.We use personnel action history for much of our reporting so using PA52 for the hire process eliminates the need to use both HR history and PA history.

unknown

I would be careful with going directly to HR11. If you have rules/processes for things like LP or BN you might not get certain process to run if you don't use a PA process.

unknown

We enter new hires directly on the HR11 and have no issues with BN or LP. Our issue is when new hires do not accept the position and they have already been entered onto the HR11.

We are researching a feed from our nonLawson applicant tracking system as well.

azeem-haider

We also enter new hires directly on HR11, and have no issues with BN or LP. We don't currently have an applicant tracking system, and we don't use job requisitions in Lawson yet, so doing the Hire Personnel Action doesn't really work for us. We were getting frustrated with the issue of someone changing their start date, once they had been entered on HR11, so we now have a new employee status just for 'pending new hires' (ZZ). We enter the employee prior to their start date in a ZZ status and then change it to their real status once we know for sure they have physically started work. If you set up employee groups and the other things that run off status codes to exclude ZZ, then when you have to change the start date there really is only HR11 and PA13 to worry about. Much less of a headache. All that being said....I'm looking forward to the day when we have an applicant tracking system and a more streamlined process for new hires.

unknown

We use PA31/PA52 to add in new hires. By using this process it creates the BN35 for benefits entry and LP35 to LP entry. The BN100 and LP100 pick up those records respectively and process the automated entry into benefits and LP plans. believe if you enter directly on HR11, you need to do automated benefit and LP entry a different way - like BN101, LP101 etc so it may be a complete process revision.

unknown

I'm looking at using HR11 to create the employee ID instead of PA52.4. I will input only name, employee status and position code on HR11. Once I have the employee ID, all of the other information will be entered into Lawson by a HIRE action on PA52.1. This way I have a record of the HIRE when you drill on the employee. Currently we use PA31,PA45,PA52.4 to hire an employee. Since we use Position Manager for recruitment we are considering dropping the PA31,PA45, PA52.4 and go to the HR11, PA52.1 forms for hiring.Does anyone use this process for hiring or see any issues if I implement this change.

juergen-erbe

If you have to worry about any seperation of duties sort regulation, or SOX type auditing, I would strongly recommend AGAINST any sort of 'essential data' type entry directly into HR11 unless you are doing it via an automated process.

Simply speaking, PA actions exist for a reason, and for most people that primary reason is auditability and accountability. Security-wise opening up HR11 to entering a new hire directly essentially requires opening up all the 'important' fields in HR11 to direct editing.

And yes, you can use HR10 to ensure that the most important fields are tracked with respect to history and know who did the edit. But the one thing an edit directly to HR11 lacks that a PA action has is the REASON why an edit was made.

And when auditors are asking you why someone's rate changed from $x an hour to $y an hour, being able to look and see that it was entered as a market adjustment is far preferable to saying "Well I'm going to have to pull all the paperwork that was entered for this person around July 8th, 2013 and review which change this was."

[Updated on 6/29/2015 10:00 AM]

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