New Hire data entry timing

Does anyone have information they are willing to share regarding timing of new hire data entry into Lawson? We are working on implementing an Identity and Access Mgmt system in IT, that would trigger certain functions (creation of AD account, email account, etc., and later on, removal of system access) based on entries into Lawson. Our current HR process is such that employees are frequently entered into the Lawson system several days after they actually begin work. This obviously doesn't help the user account creation process, and as we move into a Time & Attendance system, it will be an issue there.

What are you doing to enter new hire data before all of the process/paperwork is completed? Do you use a "pre hire" (??) status to set up basic data for account creation and then process an action to finalize once all of the hiring work is complete? How do you address account creation and/or Time & Attendance systems? What if the person ends up being a "no show" or if something in the hiring process comes back negative and the offer is retracted; what happens with that employee record?

Thank you in advance to this community that really comes together to help each other!

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Comments

sriman-shivakoti

We enter on HR11 as soon as they are hired. You have to have all the required information entered as we have it flagged on HR10 for obvious reasons. If they are a no-show, they are deleted and the number is re-used. IS is to be notified so account information can be dealt with and they are deleted from our KRONOS system.

I tried to sell our HR dept on entering the basics to PA31 but that was a no go. WE would have needed to figure out where to put employee number.

We do not use auto-numbering of employees and all the above is based on S3 application.

unknown

We load new hires up to 7 days prior to hire date with a 'pending hire' status. We use PA31 & PA52.4. The information then flows to various systems (i.e. AD, Kronos) so those records are ready to go on the hire date. Then on the hire date, the status is updated to an active status and the remaining information is entered to complete the employee's record. If the employee ends up not starting, the status is changed to 'never started'. We do not delete the record because Health Test information has often already been recorded and we maintain that for tracking costs.

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slivak

We roll new-hires from our third-party applicant tracking system as soon as they accept our job offer and are switched to "Hired" status. My interface adds the data to Lawson using PA31 and does a PA52.4 action to hire them, or a PA52 rehire action if they're already in Lawson. They're added with their active employee status and a future hire date.

IS picks up the new records in Lawson and uses them to populate Active Directory, set up an Exchange email address, etc. Our onboarding system is configured with different flows for the various functional areas and dispatches work orders to the different administrative and clinical systems administrators to set up access appropriate for their role.

If the employee ends up not starting, the employee is terminated with the term date the same as their start date and the appropriate term reason. We do not delete the record because that termination action then flows through the IS, administrative and clinical systems to deactivate any accesses that were set up for them.

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