LAWSON SELF SERVICE

1
LAWSON SELF SERVICE

• DENVER HEALTH HOSPITAL AUTHORITY

2
Goals

• Provide on line/electronic access for DHHA
  employees to enroll in benefits (Employee Self
  Service)
• Provide one site for all Self Service functions
  of Lawson (Requisition, Employee and Manager Self
  Service users) for ease in use and prevention of
  duplicate logins
• Minimal customizations to adapt to Lawson patches
  and upgrades

3
Approach

• Develop and setup standardized look to web site
  for all users including bookmarks
• Define security by employee number, position and
  web requisition logon
• Roll out to pilot group for Open Enrollment
  Human Resources, Information Services, Materials
  Management

4
Approach (cont)

• Provide resources for questions or problems
• Identified internet explorer version requirements
  - IS contact provided for immediate resolution
• Developed detailed instruction and communication
  plan

5
Post Evaluation

• Utilize reports to monitor and QA (login
  attempts, benefit enrollment)
• Conducted survey for feedback on users experience
• Identify areas of success and improvements for
  global rollout in 2006

6
Administration

• RD30 record security includes employee number
  (HR11), requisition user (RQ04), requisition
  approval code (RQ02), login to laua (made this
  generic)
• RD30 setup directed to customized default.xml via
  the ID type and attribute

7
Administration (cont)

• RD30 link of web name and ID were made the same
  for simplicity and ease of maintenance (note web
  type is old functionality)
• Loaded records via RD930 or Microsoft Add-Ins

8
Administration (cont)

• LX00 Attribute setups crucial to attach to new
  xml and ID type (note this is setup as USERENV
  attribute type)
• Personnel skill set requirements include a good
  Java expert for screen customizations

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Administration (cont)
10
Administration (cont)
11
Administration (cont)
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Trouble Shooting

• Be sure to use IOS cache refresh frequently to
  update portal
• Internet Explorer must meet Lawson requirements.
  Blocking of pop-ups cannot be enabled. Typical
  errors "Error on page" --and-- "Object doesn't
  support this property or method" --and-- "The
  server returned an invalid XML response"
• Logan environment and application access takes
  trial and error. We opened Logan and disallow
  user from switching to this product line in
  preferences

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Trouble Shooting (cont)

• Attributes are very sensitive on setup so may
  need to delete RD30 and start over
• Minimize bookmarks (parent vs. child) to limit
  selections on login page and prevent too many
  pop-ups

14
Customizations

• Login Error warning If User ID or password was
  incorrect, background turned red and we
  customized so users see Invalid username or
  password verbiage. See Lawson Guru Letter
  http//www.danalytics.com/guru/letter/archive/2005
  -06.htm

15
Customizations (cont)

• Preferences lock out removed Preferences button
  from menu so users can not subscribe to
  bookmarks. All bookmark subscriptions are set up
  by Administrator
• Logout button Set up Logout button for users to
  close Portal. Did this because Lawson caches
  User IDs and passwords unless all browser
  windows are closed. See Lawson Guru Letter
  http//www.danalytics.com/guru/letter/archive/2005
  -07.htm

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Customizations (cont)

• All customizations were made via a copy of
  default.xml and logon.htm to prevent over-writing
  with updates
• Removed search box to lock down security for
  generic users
• Future customizations of our customized xmls
  require deletion of username.xml files. Portal
  refresh is required on logon and new username.xml
  is created
• MSP applies are carefully monitored for changes
  to above files as well as bookmark changes

17
Benefits Open Enrollment

• Items to consider
• Cycles.htm will need to be edited for spending
  account enrollments to work
• New benefit rates must be entered into Lawson
  much earlier than when using manual enrollment
• No coverage plan must be set up for each OE
  plan type
• Salary information and entire SSN prints on
  confirmation statement make sure employees are
  aware of this in case they do not have a
  dedicated printer

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Benefits Set up

• BS01

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Benefits Set-up

• BS02

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Benefits Set Up

• BS03

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Open Enrollment Process
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Open Enrollment Process
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Open Enrollment Process
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Open Enrollment Process
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Open Enrollment Process
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Open Enrollment Process
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Open Enrollment Process
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Open Enrollment Process
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Employee Self Service

• View only access to
• Training - History Scheduled Trainings
• Employment Job Profile Review History
• Pay Tax Withholdings Pay Stubs
• (can print out W-4 to send to payroll but can not
  directly update Lawson)
• Personal Leave Balances and Emergency Contact
  information

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Manager Self Service

• View only access to
• Employee Dates
• birthday (mm/dd), original hire date, adjusted
  hire date and length of service
• Position Requisitions
• Direct Reports
• Profile (Employment data)
• Employee drill around (Leave balances, etc.)

31
Manager Self Service

• Nice features
• New Hire notation next to any direct report
  recently hired
• Review due notation for anyone who has review
  due in next thirty days
• Overdue Review notation for anyone whose review
  is currently overdue

32
Manager Self Service

• Nice features (cont)
• Reporting structure works well - ability to
  review the direct reports of your direct reports

33
Survey feedback

• Need ability to change password within Self
  Service
• On-line open enrollment was quick and easy
• Convenience of completing enrollment at your own
  computer
• Nice to be able to retrieve PTO balances, etc.
  without having to call someone

34
Survey feedback (cont)

• Easy to navigate no training necessary
• Recommend offering classes for those who do not
  use computers on daily basis
• Not having to deliver paperwork to benefits was
  nice
• Wish the Leave Balances for direct reports were
  in same format as Employee information

35
Requisition Self Service

• Items to consider
• RQ04 setup to include locking down to a
  particular accounting unit
• Unable to use Shopping Cart in 8.0.3 as it
  creates user roles which override the customized
  role
• Only able to see requisitions created by
  requisition user logged on

36
Requisition Self Service

• Items to consider (cont)
• Templates go a long way to helping customers with
  ordering
• RQ02 approval codes have non-encrypted passwords
  which force generic usage unless each individual
  has a unique approval code

37
Requisition Self Service

• Nice Features
• Ability to check and drill around on requisition
  status
• Ease of use compared to RQ10
• Search capabilities are more robust in RSS than
  LID
• Shortcuts to non-Lawson ordering sites

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Requisition Self Service (cont)

• 8.0.3

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Requisition Self Service (cont)

• 8.1

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Demonstration

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The End

• Thank you for attending ROMLUG!
• Contact information
• Charlene Childs (Human Resources)
  charlene.childs_at_dhha.org
• Sue Parkins (Procurement/AP) susan.parkins_at_dhha.or
  g