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LAWSON SELF SERVICE. DENVER HEALTH & HOSPITAL AUTHORITY. Goals. Provide on line/electronic access for DHHA employees to enroll in benefits (Employee Self Service)

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Lawson self service

LAWSON SELF SERVICE

DENVER HEALTH & HOSPITAL AUTHORITY


Goals
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


Approach
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


Approach cont
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


Post evaluation
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


Administration
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


Administration cont
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


Administration cont1
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





Trouble shooting
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


Trouble shooting cont
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


Customizations
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


Customizations cont
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 ID’s and passwords unless all browser windows are closed. See Lawson Guru Letter: http://www.danalytics.com/guru/letter/archive/2005-07.htm


Customizations cont1
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 xml’s 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


Benefits open enrollment
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













Employee self service
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


Manager self service
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.)


Manager self service1
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


Manager self service2
Manager Self Service

Nice features (cont)

  • Reporting structure works well - ability to review the direct reports of your direct reports


Survey feedback
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


Survey feedback cont
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


Requisition self service
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


Requisition self service1
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


Requisition self service2
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





The end
The End

Thank you for attending ROMLUG!

Contact information:

Charlene Childs (Human Resources) [email protected]

Sue Parkins (Procurement/AP) [email protected]


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