Requesting new work assignments

Use this procedure if your organization requires you to request approval to create a new assignment. The Add Assignment request is a request action that can be routed through multiple approvers. The new work assignment must be approved by the final approver before it is created.

Note: If your organization uses Position Monitoring and this action would result in exceeding a position budget allocation (in terms of FTE, headcount or salary) or in the resource exceeding the maximum allowed FTE for a resource, you may not be able to complete the action. The error message that is displayed explains how the budget is exceeded. You will be allowed to complete the action only by reducing the amount that causes the budget error.
  1. Select Administrator > Resources > Resources.
  2. On the Resource Search tab, open the resource for which to request a work assignment.
  3. Click the Work Assignments tab.
  4. In the Work Assignments section, click Create.
  5. On the Detail tab, specify this information:
    Note: 
    • Configurable features selected for the organization determine whether certain fields are available. For example, collective agreements are a configurable feature and the collective agreement fields are displayed only if that feature is selected for your organization.
    • After you select a position for the work assignment, some fields are automatically populated with the rules for job and position fields.
      • If the job or position rule for a field is Default With Override, when you create a new work assignment, the default value is displayed and you can change it.

        If you update the position on an existing work assignment, the fields that have a Default With Override rule are not automatically updated with the new default values. You must update the appropriate field values.

      • If the job or position rule for a field is Default With Override, the default value is displayed but it cannot be changed.

        For job and position fields with the Default With Override rule, the default values are applied when you create a new work assignment and when you update the position on an existing work assignment. For an update, the fields are updated only after you save the work assignment.

      • If the job or position rule for a field is No Default, no value is displayed. If the field is required, you must specify it.
    Effective Date
    Specify the date on which the work assignment takes effect.
    Assignment Expiration or Not To Exceed

    Select the date on which the assignment expires.

    Assignment Type
    Select whether the assignment is permanent or temporary.
    Note: If your organization uses position budgets, the Headcount field on the assignment type determines whether the work assignment is included in budget counts. If the Headcount field is Excluded, the work assignment is not included in budget counts. If the Headcount field is Blank or Included, or if you do not select an assignment type, the work assignment is included in the budget counts.
    Position
    Select the position for this work assignment.
    Job
    The job is the default value from the selected position.
    Organization Unit
    Select the organization unit where this position reports.
    Legal Entity
    Select the legal entity associated with this work assignment.
    Location
    Select the location for this work assignment.
    Company, Accounting Unit, Account, Activity, Account Category
    This field is available only if your organization is configured to use Chart of Accounts. Specify an expense account. For example, company, accounting unit, or account. If applicable, specify an activity and account category. These fields are used to interface expenses and activities to Infor Lawson Financials.
    Cost Center, Project
    This field is available only if your organization is not configured to use Chart of Accounts. Specify a cost center and project. These fields are used to interface expenses and projects to a financial system other than Infor Lawson Financials.
    Location
    Depending on the position field rules, the location may be the default from the position and may or may not be overridden.
    Preferred Job Title
    If different from the position description, specify the position title.
    Work Schedule
    Depending on the position field rules, the work schedule may be the default from the position and may or may not be overridden. Optionally, specify the work schedules.
    Shift
    If this is a shift assignment, specify the shift number. Depending on the position field rules, the shift may be the default from the position and may or may not be overridden.
    Union
    If the work assignment is for a unionized position, select the union associated with the work assignment. Depending on the position field rules, the union may be the default from the position and may or may not be overridden.
    Bargaining Unit
    If the work assignment is for a unionized position, select the bargaining unit associated with the work assignment. Depending on the position field rules, the bargaining unit may be the default from the position and may or may not be overridden.
    Direct Manager
    Select the direct manager that the resource reports to. Depending on the position field rules, the direct manager may be the default from the position and may or may not be overridden. The direct manager may or may not be associated with an actual resource.
    Dotted-Line Manager
    If the resource reports indirectly to another manager for part of the assignment, select the indirect manager. Depending on the position field rules, the indirect supervisor may be the default from the position and may or may not be overridden. The indirect supervisor may or may not be associated with an actual resource.
    Assignment Is Manager
    If the resource supervises other resources for this assignment, select the manager role that the resource will be associated with. Depending on the position field rules, the resource's manager role may be the default from the position and may or may not be overridden.
    Trial Period
    If the contract specifies a trial or probationary period, select the trial period.
    Trial Period End Date Override
    The end date of the trial period is calculated by the system based on criteria defined for that trial period. When you save the contract information, that calculated end date is displayed. To specify a different end date, select a trial period override date and click Save. For example, if the trial period end date is a week end date.

    See the Infor HR Talent Resources Setup and Administration Guide for details.

    Notice Period During Trial Period
    The end date of the trial period is calculated by the system. To give the resource advanced notice for termination during the trial period, select the notice period. If left blank, the resource can be terminated without notice.
    Notice Period After Trial Period
    Select the notice period that the resource is entitled to after completing the trial period.
    Pay Rate
    Specify a pay rate for the position.

    Depending on the position field rules, the resource's pay rate may be the default from the position and may be overridden.

    • If you specify a pay rate, leave the Schedule, Grade and Step field blank. If you are using a step and grade schedule with zero as its first pay step, you can specify both a pay rate and a step and grade schedule. For example, for probationary pay. When the resource completes the criteria for the first step, the resource moves to the next step and its corresponding pay rate.
    • If you specify a salary structure in the Compensation Analysis region, the system checks whether the pay rate you specify is within range for the salary structure and grade that you specify.

    If you specify a pay rate, you must also specify a currency code.

    Note: Do not update the pay rate currency code for an existing work assignment. If you must change the pay rate currency for a resource, such as when they move to another country, create a new work assignment for the resource rather than update the existing assignment.
    Step And Grade Schedule, Grade, Step
    If the resource is paid based on a step and grade schedule, select the schedule, grade, and step.
    Note: If you specify a pay rate, you generally leave Schedule, Grade and Step field blank. If you are using a step and grade schedule with zero as its first pay step (for example, for probationary pay), you can specify both a pay rate and a step and grade schedule. Then, when the resource completes the criteria for the first step, the resource moves to the next step and its corresponding pay rate.
    Note: You can specify either a step and grade schedule or a salary structure, you cannot specify both.
    Pay Rate Type
    Select a pay rate type. For example hourly, annual salary, or monthly salary.
    Number Of Months
    If the pay rate type is monthly salary, specify the number of months. The default is 12.
    Pay Frequency
    Select the pay frequency, for example, weekly, biweekly, monthly, semimonthly, and so on.
    Payment Schedule
    Select the payment schedule, for example LastDayOfMonth.
    Full Time Equivalent
    Specify the full time equivalent factor associated with the resource. This is the percentage of standard full time hours the resource works.
    Full Time Annual Hours
    Specify the number of full-time annual hours for the position. For example, 2080 if the standard full time week is 40 hours or 1820, if the standard full time week is 35 hours.
    Exempt From Overtime
    Select this check box if this work assignment is exempt from overtime.
    Collective Agreement
    This feature is configurable. If the position is regulated by a collective agreement, specify the collective agreement ID, the population category, and the position/level that apply.

    For more information on collective agreements, see the Compensation User Guide

    Compensation Analysis
    To ensure that the pay rate you specified is within the salary range of the salary structure that the resource compensation is based on, specify the salary structure information.
    Salary Structure
    Select a salary structure for the resource.
    Geographic Differential
    If the salary structure has a geographic differential that applies to the resource, select the appropriate geographic differential. For example, the salary structure might have different salary ranges for California, and for the Midwest.
    Grade
    Select the salary structure grade to which the resource is being compared.
    Notional Salary
    This feature is configurable. If applicable, specify the employee's notional salary. This field is used to track the salary that an international assignee would have received in their home country. This salary may continue to be used to determine benefits and merit increases.

    If you specify a notional salary, select the currency in which the notional salary is expressed.

  6. Click OK.
    The request is routed to the first approver. The request appears in the Work Assignments region when the last approver approves it.
  7. Optionally, to make this work assignment the resource's primary work assignment, in the Work Assignments region, select Actions > Set As Primary Work Assignment.