## Understanding Human Capital Management Fundamentals

This chapter discusses:

- System features.

- HCM self service.

- General system setup.

- Tables used by JD Edwards EnterpriseOne Human Capital Management Fundamentals.

### System Features

The JD Edwards EnterpriseOne Human Capital Management Fundamentals system provides convenient features that you can use to track employee, job, and time entry information. You can also perform convenient functions, such as the future date changes and mass changes.

This section discusses:

- Comprehensive employee information.

- Integrated employee history and turnover analysis.

- Complete job information.

- Complete time and labor tracking.

- Parent/child relationship reporting.

#### Comprehensive Employee Information

You can use your JD Edwards EnterpriseOne Human Capital Management Fundamentals system to track comprehensive employee information such as:

- Employee pay status

- Government-required information

- Department

- Tax area

- Benefit group

You can also track any additional information that your organization needs, including information that is specific to your business, your industry, or the country in which an employee works. Examples of the type of information that you can track include:

- Job skills

- Education

- Work experience

- Foreign language competency

- Professional licenses

- Government-required information

When management requests information, you can rapidly respond to their needs by creating reports of employee data by department, supervisor, job, or other categories. Or managers can access the database to create their own reports.

#### Integrated Employee History and Turnover Analysis

You can set up the system so that each time you add or change employee information, the system automatically creates a historical record of the new information.

You can also set up the system to track employee turnover. Turnover is a change that involves movement, such as a promotion, a change in business unit, or employees leaving your company for any reason.

You can use history and turnover information to perform these tasks:

- Review an employee's salary increases over time.

- Perform turnover analysis for a department or job.

- Track the reason for each change.

You can create activity reports to monitor history and turnover; if a trend develops, you can take steps to identify and resolve the issues.

#### Complete Job Information

You can track complete job information, including job descriptions and job evaluation information.

You can use job information to perform these tasks:

- Match individuals to appropriate job openings.

- Compare jobs and pay ranges.

- Meet the standards that support equal pay for equal work.

- Post job descriptions from the database to your internal job listings.

- Analyze jobs to determine appropriate wage and salary ranges.

#### Complete Time and Labor Tracking

You can enter as much or as little timecard information as your organization needs. You can simplify time entry by:

- Defining default job information at the employee or group level.

- Automatically creating overtime pay from regular hours.

- Uploading time entry information from a third-party source to create timecards.

#### Parent/Child Relationship Reporting

You can document the structure of your organization and report on the parent/child relationships among employees. For example, a report for top management might show a broad organizational structure, such as branch offices that report to the main headquarters. Individual departments might need a report that shows each employee who reports to a single manager.

### HCM Self Service

JD Edwards EnterpriseOne Human Capital Management Self-Service features enable employees and managers to conduct business, initiate transactions, and obtain needed information with rapid, cost-effective, online access to HR, payroll, and life management functions at any time. These robust features free HR personnel from administrative details so that they can focus on strategic tasks.

Many companies have discovered the benefits of offering self-service features to employees by allowing them to complete tasks online through a company intranet site. Using self-service to streamline administrative processes such as benefits enrollment or time entry, HR departments can dramatically enhance service levels by virtually eliminating labor-intensive, error-prone tasks.

When employees enter changes to their personal information from a workstation or a remote location, they eliminate traditional document handling. Employees and the HR department share the resulting time savings. For example, when employees get married, they might need to change their name, address, tax withholding information, and benefit elections. To change personal information, many organizations currently require employees to fill out paper forms and then submit the forms to the HR department. An HR representative might then review the forms and enter the information into the system. Employees can save time and increase productivity when they use self-service features to enter changes through an intranet site. The HR department can eliminate redundant processes, lower expenses, and reduce errors when staff members process the changes electronically. When employees enter new or updated information, the system records the changes in a temporary workfile. A company representative can then review the changes before posting them to the employee database.

Employees can use self-service features to enter and review:

- Name and address.

- Emergency contacts.

- Dependents and beneficiaries.

- Requests for verification-of-employment letters.

- Benefits enrollment.

- Timecards.

- Paid time off.

- Leave planning and requests.

The system administrator can set up a self-service site on your organization's intranet that focuses only on information that is appropriate for your employees. Managers, supervisors, and administrators can use self-service features to review and update this information online:

- Upcoming employee reviews.

- Organization charts.

- Employee compensation.

- Employee competencies.

- Requests for verification-of-employment letters.

- Leave requests, leave accruals, and leave trends.

- Employee setup process.

Employee and manager self service are applications that you can purchase in addition to the human capital management products. To use employee or manager self service, you must have purchased some or all of the JD Edwards EnterpriseOne HCM products.

Human Resources

Below is a list of the employee applications that you can use based on the JD Edwards EnterpriseOne HCM modules that you have purchased:

- Enroll in benefits (open enrollment).

- Enroll in benefits (based on life events).

- Review employee personal profile information.

- Enter or revise competency information.

- Request a verification-of-employment letter.

- Enter automatic deposit information.

Below is a list of the manager applications that you can use based on the JD Edwards EnterpriseOne HCM modules that you have purchased:

- Use Managers workbench.

- Change an employee status.

- Approve bank information for automatic deposits.

- Enter data for verification-of-employment letters.

- Create organizational charts.

- Manage compensation.

- Run managers reports.

- Assign delegates.

- Approve automatic deposit information.

- Review upcoming employee reviews.

- Setup information for new employees.

- Approve competency information.

Payroll

Below is a list of the employee applications that you can use based on the JD Edwards EnterpriseOne HCM modules that you have purchased:

- Review pay stubs.

- Review and request leave time.

- Review and update IRS Form W-4.

Time and Labor

Below is a list of the employee applications that you can use based on the JD Edwards EnterpriseOne HCM modules that you have purchased:

- Enter timecards

- Review timecard information

Below is a list of the manager applications that you can use based on the JD Edwards EnterpriseOne HCM modules that you have purchased:

- Review self-service timecards

- Approve self-service timecards

#### System Integration for Self-Service

Workflow is an integral part of many self-service features. Workflow management is a software approach that you can use to automate tasks, such as notifying a manager that a requisition is waiting for approval, using an email-based process flow across a network. You can use workflow to send messages and approval forms to employees as a part of the process. You can also use workflow to send an E-mail to one person or a group of people, or to escalate a message that has not been answered within a certain time frame to another employee mailbox.

Your organization can set up self-service features to automatically initiate workflow processes. The employee setup process, for example, is a workflow-based process that distributes a series of tasks, approvals, and work orders to accomplish many of the setup requirements for a new employee. Managers can use the self-service employee setup feature to authorize computer equipment, set up office space, and issue a parking permit for a new employee. After a manager initiates the employee setup process, workflow displays the progress status for each task and notifies the manager when tasks are not completed within scheduled time frames.

You can also take advantage of self-service and workflow integration when an employee address change reflects a move to a different taxing locality. You can set up a workflow process that automatically responds to the locality change and mails a notification message to the payroll department.

Some additional tasks that you can automate by using workflow include:

- Discontinuing benefits and issuing a final check when terminating an employee.

- Approving a requisition.

- Changing an employee salary.

- Initiating new employee setup.

- Reviewing upcoming employee reviews by supervisor.

- Processing verification-of-employment letters.

- Approving a self-service tax form.

- Reviewing changes in auto-deposit information.

These changes are examples of advantages that you can enjoy with the integration of self-service features and workflow:

- Eliminating redundant data entry.

- Managing current, accurate information across all business operations.

- Freeing personnel from administrative details.

To prevent unauthorized access to confidential information, you can set up system security to allow users to view and change only their personal information, and information that they need for their jobs.

### General System Setup

Before using any features in your JD Edwards EnterpriseOne Human Capital Management Foundation system, you need to define critical information that the system uses for processing. You also need to define information that you will use to enter data throughout the system.

This information consists of:

Topic | Description
System controls | Set up system controls to activate specific features and systems, such as: Country-specific Human Capital Management system Personic Workflow
System options | Set up system options to define default information and to activate processes, such as: History tracking Recruitment management Pay grade step management Position budget management
Company options | Set up company options to define default information that applies to all of the employees in a particular company within your organization. For example, company options let you define different standard hours per day for each company within your organization.
Business-unit constants | Set up business unit constants to define default information associated with a business unit.
Common settings | Set up common settings to control specific display or processing features of benefits enrollment, compensation management, and self-service applications.
Employee information | Set up employee information to: Track information that is unique to your organization or your industry. Define the fields for which you will allow future changes.
Employee history and turnover tracking | Set up employee history and turnover tracking to track historical records of employee information.
Job information | Set up job information to track complete information about the jobs within your organization.
Earnings information | Set up earnings information to define the types of pay that your employees receive.
Tax information | If you are using the JD Edwards EnterpriseOne Payroll system, set up tax information so that you can process payroll for employees.

### Tables Used by Human Capital Management Fundamentals

This list includes the primary tables in the JD Edwards EnterpriseOne Human Capital Management Fundamentals system:

Table | Description
Address Book Master (F0101) | Contains name and address information for all employees. This information has a search type of E (Employee).
Employee Master Information (F060116) | Contains detailed information about employees, such as salary, pay grade, birth date, and job type.
Employee Master Additional Information File (F060120) | Contains additional information about each employee.
Employee Master - International Data (F060117) | Contains country-specific information about each employee. The F060117A tag file contains the longer alien registration number field
Future Data EE Master Revisions (F06042) | Contains future changes to employee master records.
Job Information (F08001) | Contains information for job ID and for the job evaluation. The job ID is the combination of the job type and job step.
HR History (F08042) | Contains employee history records for each employee master (F060116) field.
Supplemental Database Setup (F00090) | Contains data types and their respective column headings. Use these data types to specify the types of supplemental information that you want to track for jobs, employees, applicants, and requisitions.
Supplemental Data (F00092) | Contains multiple values with a specific type of data for individual applicants, employees, jobs, and requisitions.
Payroll General Constants (F069096) | Contains default information that applies to all Human Capital Management payroll records in the system. This table also contains default information that applies to specific modules.
HR History Constants (F08040) | Contains default information that applies to all Human Capital Management records in the system. This table also contains default information that applies to specific modules.