HRMS Basics

1
HRMS Basics

2
Overview

• What is HRMS?
• HRMS Functions and Features
• Concepts and Terms
• Position/Incumbent/Funding Relationship
• Funding
• Documents
• Security and Routing
• Training
• Support

3
What is HRMS?

• The Human Resource Management System (HRMS) is a
  web-based application that integrates
  employment-related procedures such as
  recruitment, hiring, separation, and
  compensation.
• It identifies positions as unique entities within
  the workforce, each with a specific set of
  attributes.

4
HRMS Functions and Features

• Manage AP, Classified, Student, Faculty,
  Librarians, School Teacher and University
  Affiliate positions
• Manage funding sources, pay adjustments, and
  leave without pay (LWOP)
• Define a clear reporting structure

5
HRMS Functions and Features

• Ability to view historical attributes of
  positions and incumbents
• Update certain position and incumbent attributes
  in real time
• Allow more access to data through position and
  document reporting tools

6
Concepts and Terms

• Position
• A collection of attributes, responsibilities, and
  tasks
• The position represents the organizational home
  of the incumbent/employee
• Position ID
• The unique 6-character alpha-numeric ID number
  (AA) programmatically generated when a
  position is created.

7
Concepts and Terms

• Insufficient Funds
• There is not enough money in the designated
  account to cover the position salary and/or
  fringe benefit charges.
• Default Account
• An account established by a dean/vp office that
  is used only when there is missing or partial
  funding distribution on a monthly position. The
  default account is used to ensure that employees
  receive accurate and timely payments and proper
  allocation of fringe benefit charges in the event
  that there is missing or partial funding on the
  position. Default accounts are not used for
  hourly positions.
• Unfunded
• When there is missing or partial funding, the
  funding section identifies use of the default
  account by an UNFUNDED indicator on the funding
  line. A warning message will also be displayed.

8
Concepts and Terms

• Employee
• Individual with an employment relationship with
  The University of Texas at Austin
• Incumbent
• Individual currently assigned to a position

9
Concepts and Terms

• What is the difference between incumbent and
  employee in HRMS?
• Incumbent describes the relationship an
  individual has to a position, whereas employee
  describes the relationship between an individual
  and the university, including information on all
  positions the individual has held.

10
Concepts and Terms

• Assignment
• Relationship between an incumbent and a position.
  Assignments connect incumbents to the positions
  they hold.
• Appointment
• Authorization to pay an employee on a particular
  account for certain hours, days, basis, and rate.

11
Concepts terms

• What is the difference between appointments and
  assignments?
• Appointments
• Transaction-based and affect payroll
• Based on account(s)
• Cannot cross fiscal years
• Assignments
• Fuller description of an incumbents relationship
  to the position they hold
• Can cross fiscal years

12
Position/Incumbent/Funding Relationship
Position
Incumbent
Position ID Owning Unit Job code, Job
title Position title Supervisor Purpose and
functions Qualifications Hours per week Work
schedule Recruiting requirement
Assignment begins
Funding
Account(s) Distribution Begin/End dates
When the assignment begins, the incumbent
inherits the attributes of the position and is
paid from the funding source(s).
13
Position/incumbent/funding relationship
Position
Position ID Owning Unit Job code, Job
title Position title Supervisor Purpose and
functions Qualifications Hours per week Work
schedule Recruiting requirement
Assignment ends
When the incumbent leaves, the position stays on
the org chart (nonfaculty only), is vacant, and
retains its attributes and funding
source(s). The position can then be filled by
another incumbent.
Funding
Account(s) Distribution Begin/End dates
14
Funding

• Funding is associated with the position, not the
  incumbent.
• Positions can be funded by more than one unit.
  The owning unit manages all funding on the
  position, but the document routes to each unit
  funding the position.
• Leave Without Pay (LWOP) is associated with the
  incumbent, not the position.

15
Funding

• End date of 8/31 (formerly used for appointments)
  is no longer necessary and should not be used
  unless the position, funding, or assignment is
  actually ending.
• Account distribution percentage is not the same
  as appointment percent time.
• Funding distribution for positions must total
  100. If 100 distribution is not provided, then
  HRMS will display an UNFUNDED line for the
  missing funding percentage.
• Pooled positions require 100 funding by a single
  account.

16
HRMS Documents

• Most actions in HRMS are driven by the creation
  of documents.
• Documents are electronic forms used to create or
  update positions and assignments.
• Each document has a unique document ID.
• Documents route for approval. Routing controls
  the approvals required on electronic documents
  and is administered by the electronic office
  manager or delegates.

17
Security and Routing

• Security
• Authorizations and document routing are set up in
  Electronic Office Management (EOM) by electronic
  office managers and delegates.
• The unit that owns the position must be in an
  authorization view for which the creator of the
  document is authorized.
• Routing
• Routing controls the approvals required on
  electronic documents and is administered in EOM
  by electronic office managers and delegates.

18
Training

• Where can I find out about training?
• Training resources are available here
  http//www.utexas.edu/business/erp/hrms/training.p
  hp

19
Support

• Where can I get help?
• Online Help
• http//www.utexas.edu/business/erp/hrms/help/
• HRS Representative
• http//www.utexas.edu/hr/hrpro/lookup/
• Frequently asked questions
• askUS - https//austin-utexas.custhelp.com
• Report an issue with HRMS (UT EID required)
• https//utdirect.utexas.edu/security-443/UTEIDLogo
  n.wb