Initiate Employee Setup

Access the Employee Setup Entry form.

To initiate employee setup:

If you just added an employee record using the Employee Setup Workbench program (P08710), continue with the task.

1. On Work With Employee Setup, if you used a program other than Quick Hire to add the employee master record (F06116), click the Add button and go to step 4; otherwise, perform step 2.

2. Complete any of these fields and click Find:

   • Supervisor

     Enter the address book number of the supervisor.

   • Employee Number

     Enter the address book number of the employee who is being hired or set up.

   • Process Status

     Enter a code that represents the status of the entire setup process.

3. Select the employee setup record and click Select.

4. If you added an employee record with a program other than Employee Setup Workbench, on Employee Setup Entry, complete the Address Number and Setup Action fields on the Employee tab:

   • Setup Action

     Enter a code that represents the setup action to perform.

5. To add default tasks, select Add Default Tasks from the Form menu.

   If default tasks are set up for the new employee's job type and step, the system supplies the default tasks on the Employee Setup Entry form.

   If a value is in the Lock Code field, you can change the subclass only to a level that is equal to or less than the value in the Ranking field.

   Your new employee record appears on Work With Employee Setup and shows Pending in the Process Status field in the detail area.

6. To add or change the subclass for a task, review these fields:

   • Ranking

     Enter a code that specifies the rank of tasks within a task type. You rank tasks to restrict users from changing the subclass of a task to a subclass with a higher rank.

   • Lock Code

     Enter a code that specifies whether the hiring manager can change the selected default setup task.

7. Complete the Sub Class field.

   If the task is locked, the subclass that you select must have a ranking that is equal to or less than the value in the Ranking field.

8. Complete the UM optional field.

9. If the task is an equipment-setup task and you need more than one unit, complete the Units field.

10. Review the system-supplied information in the Order Number field and in these fields:

    • Task Recipient

      Enter the address book number of the person who is assigned to the current employee setup task.

    • Approved By

      Enter the address book number of the person who approves any given work. The system verifies this number against the Address Book Master table (F0101).

    • Req. Flds (Required Fields)

      Enter a value that represents the number of location category codes you need to know to accomplish the current setup task.

      For example, to install a telephone, you might need to know the first four location codes (state, city, building, and office number). To set up a computer account, you might need to know only the first two location codes (state and city).

11. Select the Location tab and review the value for Required Fields to determine the number of location code fields that you need to complete for this task.

12. Complete as many of these Location Code fields as are required.

    For example, if four fields are required, then complete Location Code 001 through 004.

    • Location Code 001

      Enter a user-defined category code that defines the location of an employee. You set up this code to meet the needs of your organization. For example, you can set up a category code to represent country, city, state, campus, building, office, or other location.

      The Human Resources system provides this code to enable you to define a custom setup process for new employees based on the location where the employee will work.

13. Complete the Office Number optional field.

    • Office Number

      Enter a field that uniquely identifies the physical location where an employee works. The system does not verify this information. You can enter any alphanumeric string.

14. To assign an additional task, complete the Task Type field and repeat steps 6–13.

15. To copy tasks from another employee, select Copy Employee from the Form menu. On the Employee Setup Search and Select form, inquire on the setup process for the desired employee to copy from and click the Select button.

16. When you finish entering all tasks for the employee's setup, click OK.

17. On Activation Confirmation, click Yes to begin the process.

    If you click No, the system leaves the status of the process as pending. You will need to activate the process from the Work With Employee Setup form by selecting the Process Tasks from the Row menu.