Non-Employees in Lawson - Best Practices

What version of Lawson are you in? Do you use multiple companies? Do you ever end up hiring any of the non-employees? Is your CyberSecurity/Identity and Access Management tied to your data in Lawson (to provision or de-provision accounts)? The reason I ask.... If you are in S3 (not GHR) you can have issues with cross company reporting relationships. Our company decided many moons ago to keep the non-employees in a separate company to ensure they don't accidentally get paid like an employee. But now.... the headaches! Also, if you end up hiring the non-employees, it can cause issues if they have been in the non-employee company, need to keep their IT accounts, but need to move to the paid company.

As far as the SSN... we used to use 9s if we didn't know their SSN, but we have started to require it. As a healthcare organization, we are required to screen all of our workforce (defined broadly to include students, contractors, and volunteers) monthly for Sanction Screens. The SSN is a required piece of that reporting. We also use the last 4 and/or DOB as an identifier for password requests through our IT help desk. We also found out that people were coming under different names, and we were never catching it because the SSN was not required. So we had multiple records and ID badges for someone (what a pain!).

We created positions (PA02) especially for the non-employees that are set apart by the numbering scheme. We also created separate statuses for active and non-active to set them apart. At the moment, they are still in a separate company (though, if I had my way, I'd be pulling them into our paid companies). If I had them in my paid companies, I would ensure that there is an employee group they would fall in based on status or something so that I can easily pull them out of payroll.

Feel free to ask other questions. We've had non-employees in a separate company for a few years (we onboarded over 1900 last fiscal year alone) and have lots of lessons learned.

We are using Infor 10, just upgraded in March of this year.  We do not have multiple companies. That is a possibility that the contractor could be hired in a future date.

My recommendation was we create Non pay employee status and term statuses that we can easily identify in reporting. We already have some non-pay status. I was thinking to make the new status in the same range of the current ones since our interfaces knows to skip those employees with those statuses.

 

The positions.... how many non paid position do you have in your system?

Who manages the process of hiring the non-employees and entering in terminations?

We are using Infor 10, just upgraded in March of this year.  We do not have multiple companies. That is a possibility that the contractor could be hired in a future date.

My recommendation was we create Non pay employee status and term statuses that we can easily identify in reporting. We already have some non-pay status. I was thinking to make the new status in the same range of the current ones since our interfaces knows to skip those employees with those statuses.

 

The positions.... how many non paid position do you have in your system?

Who manages the process of hiring the non-employees and entering in terminations?

We currently have them broken into different AUs, but we have 6 titles for our GME students and Fellows, 51 in our Contractors and Temps (they are pretty specific to where they are working), 58 in our students and trainees (again pretty specific to where they are training), 2 visiting scholar titles, and 6 Faculty affairs titles. We make many of them specific because we want to attach a responsible manager to each title for reporting purposes. We tried to have just an "IT CONTRACTOR" but that was way too general to meet our needs. So we have an "IT BUSINESS SYTEMS CONTRACTOR" and an "IT CLINICAL SYSTEMS CONTRACTOR", for example.

We use some of the numbers between 10 - 99 for our employee statuses, so I used 00 and 01 for non-employee statuses. They have been no where near being included in our current employee groups, so it makes it easier to identify them.

All employees and non-employees are onboarded by my team (HR Program Support) because I also manage the HRIS team and HR Compliance. We mimic our employee onboarding process as much as possible when it comes to the data (how it's loaded to Lawson, how it's managed prior to hire, etc). To be able to know when to term/inactivate and non-employees (we lovingly call them NEMP).

We use the Last Day Paid to have a target end date. One of my HRIS team members (who is responsible for all terminations) currently sweeps the data and reminds managers of pending terms for the people based on the last day paid. If something needs to get extended because the work isn't done, or the temp is needed longer than planned, then she works with the onboarding/compliance team to make certain that person is still in good standing. She enters a pending termination in the system for the NEMP based on the last day paid, and if we don't hear back from the manager, they are termed in Lawson and in downstream systems. We plan to automate the NEMP notification once our IT ERP team has some capacity to work on that.

What else can you think of?