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HRMS eDocs Usability Project

HRMS eDocs Usability Project. University Human Resource Services December, 2008. Agenda. General Overview Questions? Online Demo Questions? Academic Specific Items Questions?. Implementation Dates. Dec. 8 th – IUPUI, Columbus, and East

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HRMS eDocs Usability Project

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  1. HRMS eDocs Usability Project University Human Resource Services December, 2008

  2. Agenda • General Overview • Questions? • Online Demo • Questions? • Academic Specific Items • Questions?

  3. Implementation Dates • Dec. 8th – IUPUI, Columbus, and East • Jan. 12th – Northwest, Southeast, and South Bend • Jan. 26th – Bloomington and Kokomo (Individuals in departments with a UA chart should plan to “go live” with the campus where they are physically located)

  4. New “look and feel” but functionality has not changed • “Look and feel” is very similar to the EPIC system • 80% of HRMS eDocs system users are also EPIC system users • The two biggest changes: • Tabbed format • Side-by-side, before-and-after views

  5. Basic Changes • Multitude of “Inquiries” on new portal screen • “Actions” column on document lookup screens • “Return value” links • Route vs. Submit button • Layout of the Earnings/Funding tab • Position eDocs – “reports to” is now a required field for all Staff Monthly positions • Mass eDocs have changed greatly

  6. Basic Changes (cont’d) • “Notes and Attachments” tab – must click the “Add” button to actually add a note or attachment • Ability for initiator to clear (or continue processing) “locked/open” eDoc from the system – do not need to submit an HRMS Support Form • Everyone else can see the route log for the “locked/open” eDoc • Searching for eDocs in both the old and the new systems: • Use the generic document search; not the specific HRMS Doc Search

  7. Changes for Approvers • Ability to “return” to various tabs in the eDoc and make changes • If approver chooses to “disapprove” the eDoc, the system now requires the approver to enter a “note” explaining why it was disapproved

  8. Changes for Final Approvers • Ability to “return” to various tabs in the eDoc and make changes • “Save to PeopleSoft” and “Finalize” buttons • “Save to PeopleSoft” opens the client and allows the save – nothing has changed on the client screens • Final Approver must click on the “Finalize” button to close the eDoc. If the save to PeopleSoft has been completed, this button will remove the eDoc from the action list. If, however, the save to PeopleSoft has not been completed, this button will place the eDoc back in your action list (think of the “Defer Save” button in the old system)

  9. Training Resources • Overview document available online at SOS (System Online Support): http://sos.uhrs.indiana.edu/ • Updating SOS to fully document the new system will be a top project once we get the new eDocs system implemented on all campuses

  10. New OneStart Portal Page

  11. Hire Employee eDocStep 1Enter University ID and “Search”Please note: For the purpose of this presentation only, Name and Employee ID have been hidden throughout these screen shots. These fields are not masked in the actual application.

  12. Hire Employee eDocStep 2Begin eDoc by clicking on the link in the “Actions” column

  13. Hire Employee eDocStep 3Enter Effective Date and Position Number and “Continue”

  14. Hire Employee eDocStep 4Determine appropriate status of Primary Job field and “Continue”

  15. Hire Employee eDocStep 5Enter Standard Hours and Compensation Rate and “Continue”

  16. Hire Employee eDocStep 6Enter Voucher Code and “Add Accounting Line”Then enter account info and “Submit”

  17. Hire Employee eDocStep 7

  18. Maintain Pay Rate eDocStep 1Enter University ID and “Search”

  19. Maintain Pay Rate eDocStep 2Begin eDoc by clicking on the link in the “Actions” column

  20. Maintain Pay Rate eDocStep 3Enter Effective Date and “Continue”

  21. Maintain Pay Rate eDocStep 4Choose Action Reason from pull-down and “Continue”Note: The system highlights in yellow the changes that have been made.

  22. Maintain Pay Rate eDocStep 5Insert new Compensation Rate & Calc Annual Rate and “Continue”

  23. Maintain Pay Rate eDocStep 6 Enter new Account and “Submit”

  24. Maintain Pay Rate eDocStep 7

  25. Approver View

  26. New eDoc Functionality:Academic Specific • Create Position • Users can now backdate the effective date of all Academic Positions • Hire Employee • The Contract check box functionality is now automated and happens independent of the initiator • Hire for Additional Pay • No longer housed under the regular Hire Employee eDoc, now its own separate document type • Cont…

  27. New eDoc Functionality:Academic Specific (continued) • Administrative Posts • Available on All employee activities eDocs • Now route on Job selected • New layout to show additions and changes made

  28. Questions??? Michele Neary mahuckst@indiana.edu (812) 855-4120

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