Human Resource Management System HRMS

1
Human Resource Management System (HRMS)

• Clean-Up Tool
• October 2008

2
Purpose of this Training

• Explain how position data will be created
• Provide suggested guidelines for priorities and
  timelines for validating position data
• Explain business reasons for using the HRMS
  Clean-Up Tool
• Offer best practices for using the Clean-Up Tool
• Demonstrate use of the Clean-Up Tool

3
Background Information

• Phase 1 of HRMS includes AP, classified,
  librarian and UT elementary school teacher
  positions
• Data converted in two ways to create positions
• HRMS converts appointments that are active on
  11/1/08 or beyond
• Matching EID, Job Code, Pay Rate, Pay Type
• Converts RPM data for active ER3 documents
• Data validation report Category 1 data keep
  it secure

4
What is the HRMS Clean-Up Tool?

• Clean-Up Tool is a device built into the HRMS
  interface to allow correction of any
  inconsistencies that may occur during conversion
• Advisory Group members provided your name as
  someone who will be authorized to use the tool
• Changes do not require routing
• Available November 3, 2008 through December 31,
  2008
• Authorized users will see a link to it on the
  HRMS Home page
• New Clean-Up Tool authorizations can be granted
  until December 18, 2008

5
Example 1 3 appointments result in 2 positions

• Final page of appointments
• DEFINE LIST APPOINTMENTS FOR AN
  EMPLOYEE - AL1 Year 07 08
• Command AL1 EID cosmo__ Misc
  _______________ Account __________
• 
  
• Name Kramer, Cosmo
  View 1 of 4
• Employee
  Comp 0 PO8 8 I-9 Y 99-99-99
• App Status Co Account Department Title
  Beg Date End Date Hrs/Wk
• JobC Job Description MH WS SS Yr
  Rate M/H Rate Allocation Time
• _ 001 ACTIVE 0 14-0210-0010 HUMAN RESOURCE
  SERVI 09/01/07 08/31/08 15.000
• 9020 ADMIN ASST M
  30,000 937.00 11,250 037.50
• _ 002 ACTIVE 0 19-0210-0010 HUMAN RESOURCE
  SERVI 09/01/07 08/31/08 05.000
• 9020 ADMIN ASST M
  30,000 313.00 3,750 012.50
• _ 003 ACTIVE 0 14-0218-0010 PAYROLL
  SERVICES 09/01/07 08/31/08 20.000
• 9026 ADMIN ASSO M
  30,000 1,250.00 15,000 050.00
• -- 0 UT Austin ------ PF1Options ------
  PF8Exit ---- 07/15/2008 319 PM --

6
Example 2 2 appointments result in 1 position

• Final page of appointments
• DEFINE LIST APPOINTMENTS FOR AN
  EMPLOYEE - AL1 Year 07 08
• Command AL1 EID gconstanza__ Misc
  _______________ Account 2006051309___
• 
  
• Name Costanza, George
  View 1 of 4
• Employee
  Comp 0 PO8 8 I-9 Y 99-99-99
• App Status Co Account Department Title
  Beg Date End Date Hrs/Wk
• JobC Job Description MH WS SS Yr
  Rate M/H Rate Allocation Time
• _ 001 ACTIVE 0 14-2495-2009 COMMUNICATION
  09/01/07 08/31/08 20.000
• 0943 HEAD HONCHO M
  250,000 10,416.00 125,000 050.00
• _ 002 ACTIVE 0 19-6650-3509 KUT RADIO
  09/01/07 08/31/08 20.000
• 0943 HEAD HONCHO M
  250,000 10,416.00 125,000 050.00
• -- 0 UT Austin ------ PF1Options ------
  PF8Exit ---- 07/15/2008 319 PM --

7
What will the Clean-Up Tool do?

• Change certain position attributes
• Modify one at a time
• Modify in bulk
• Create new positions
• Delete positions
• No routing necessary
• After December 31, changes to positions will have
  to be completed through the Modify Position
  functionality

8
Where do I start?

• Critical Items affect business processes
• Missing positions for employees
• New employees who did not have an appointment in
  DEFINE at the time of data conversion
• Semi-monthly/Hourly payroll cutoff is 11/4/2008
• Monthly employees 11/13/08
• Benefits eligibility/hours per week for ALL
  positions
• See Business Rules for Data Conversion in
  Appendix of Data Validation Guidelines for
  additional information

9
After the critical items, then what?

• Important Items
• Missing positions for vacancies
• FY Baseline for positions
• Reporting Unit (code)
• Positions funded by multiple accounts, the unit
  with the highest percentage appointment is
  determined to be the owning unit
• Reports to field
• Unit head is automatically loaded
• Secondary Reports to field
• If position reports to two different units

10
After the critical items, then what?

• Important Items
• End Date
• If position is temporary
• Department is making a permanent org change
• Pay Type
• Monthly positions allow monthly or hourly
  appointments. Hourly positions ONLY allow hourly
  appointments.
• Work schedule for all positions

11
Non-critical updates

• Lowest priority
• Driving requirement
• Position title (previously know as Posting Title)
• Regional location
• Campus location fields

12
Best Practices

• Avoid the top of the hour
• Designate one unit code per person to avoid
  overlap of changes
• You must wait to receive a confirmation e-mail
  before doing your next upload. Each user has a
  limitation of one upload file at a time.

13
Best Practices

• Before uploading your spreadsheet take note of
  the number of lines/records in the spreadsheet. 
  After you have uploaded the spreadsheet, compare
  this number against the number of records
  indicated in the confirmation.
• Consolidate your changes within a unit code to a
  single upload.

14
Tips and Tricks

• The HRMS Clean-Up Results e-mail for records
  Not updated will
• only display the first reason the record was not
  updated. There
• may be other reasons. Below is a list of
  required fields. To save
• time, ensure these fields are populated correctly
  before uploading
• your spreadsheet.
• Campus Mail Code for Effective Date
• Office Location 1 information (Bldg Code, Room,
  Floor)
• Domestic or Foreign country
• Reports to position ID
• Pay Type Hourly or Monthly
• Work Week Code
• Job Code

15
Resources

• Data Validation Report
• Budget Reports
• Departmental Databases (if applicable)
• Cognos Reports
• DEFINE AS1 Reports

16
Questions?
17
Demo of Clean-Up Tool

• Accessing the Tool
• List Positions
• Modify/Create one at a time
• Bulk modifications