Employee Change Processes

EMPLOYEE CHANGE PROCESS FORM

The Human Resources Action Form (HRAF) in an online form used to request employee data changes in the Lawson system.

• Change should be submitted prior to the effective date
• The submitter (and the manager) receive a confirmation email of the HRAF submission
• HR processing enters the change in Lawson based on effective date
• Changes can take up to 2 days to be viewed in all systems and are not viewable until the effective date (meaning future dated actions are not viewable in the system until that date)

1. Access the Human Resources Action Form. 
2. Enter the Employee ID an click Submit.
3. Select the Manager or Leader from the drop down and click Submit.
4. From the display table, select the Employee’s Name to open the HRAF form.
   The HRAF form provides general information and displays the current employee’s information.
5. Select the Action you are completing from the Radio Buttons.

The form will open different fields for you to complete depending on the Action selected.
The most frequency used employee changes are further described below:

Terminations

1. Use Termination for employee’s leaving HealthEast/Fairview.
2. The HRAF should be complete within 72 hours of the employee providing notice.
3. Enter the effective date of the termination (typically the last day worked).
4. Select the Reason for termination.
   Note: Notice period requirements are defined within the HRAF tool and will be displayed in red if the employee does not meet the required notice period as defined by their union contract.
5. In addition to HRAF, complete the departure checklist for each employee leaving
6. IS receives Lawson Termination Status to shut off computer and badge access

FTE Change Process

1. Use FTE Change or Reduce to Causal for FTE change ONLY.
   FTE – keeping scheduled hours
   Casual – not scheduled hours – FTE is 0-
2. Enter the effective date of the change (beginning of the pay period).
3. Complete the FTE value.
4. Click Submit.

Job Update (Shift, Work Week Indicator, Department, Supervisor, and/or FTE Change Process)

1. Use Job Update for employee changes that do not involve a job code change.
2. Enter the effective date of the change (beginning of the pay period).
3. Complete the fields that are changing using the drop down values.
4. Click Submit.

Note: If the area is supported by Centralized staffing, the leader DOES NOT complete the HRAF for Shift, Work week indicator, FTE block change. Centralized staffing completes this process. The leader receives an email confirmation of HRAF changes submitted for their direct reports.