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1. When a position is filled with more staff than allocated in the budget, is this <br />tracked and identified in the HR system? Describe the controls in place to either <br />permit or deny this from occurring. <br />Lawson Response: <br />Lawson provides a budget check flag option that allows organizations to choose <br />if they want budget controls to permit positions to exceed their budgeted FTE and <br />headcount allocations or to deny positions to exceed their budgeted amounts. <br />The choice to allow positions to exceed budgets or not can be defined separately <br />for each Department within the City. <br />If the budget check flag is set to "do not exceed ", it is impossible to have a <br />position filled with more staff than allocated in the budget. When the position <br />rule is set to "do not exceed" budget, a hard stop, on -line edit is given to a user <br />during any transaction (hire, promotions, transfers, etc.) that would cause the <br />budgets to be over filled. The transaction cannot continue unless a user with <br />authority changes the position budget allocations. <br />If the position to budget check rule is set to allow positions to exceed your budget <br />allocations, transactions can be entered without any budget edits checks. <br />Standard on -line queries and standard reports are provided to identify which <br />positions are filled beyond budget allocations. Using Lawson Business <br />Intelligence, reports and alerts can be created to give notifications at any time to <br />any user of over or under filled positions. <br />* ** Based on the requirements listed in items #1, #3 and #4, a detail discussion <br />during the your implementation process will determine if having instant on -line <br />budget checking is the right procedure for The City of Santa Ana. If the on -line <br />checking is turned off, reports and alerts can still warn users of over budget <br />situations, yet it frees the organization to allow over /under fill processing as <br />stated in #3 and inter job promotions as stated in #4. <br />2. If a position is created for a fixed period of time only, will the system inactivate <br />the position at a designated date or is this a manual process. <br />Lawson Response: <br />If the position is created with a fixed period of time, the start and stop dates are <br />defaulted on the position and the budget accordingly. The position record is <br />automatically made inactive. When the stop date approaches on an assigned <br />position, a decision needs to be made on how to handle the employee with the <br />inactive position. Should the employee be terminated, transferred, given a <br />replacement position, etc.? The employee maintenance process is a second <br />step in the inactive position process. If the procedure is always the same, a work <br />flow can be created using Lawson Business Intelligence to make the employee <br />adjustments automatically once a position's has been made inactive. <br />3. If a position is filled by a person in a lesser position, is this tracked somewhere? <br />Describe the process for promotion from a lesser position. <br />Lawson Response: <br />Lawson Software - Confidential <br />