Employee Prefeed Overview

1. Employee Prefeed Overview

2. Prefeed: upcoming rollout CAT-HR will become UCAT Prefeed: • the system that enables employees --staff, faculty, academics, and postdocs-- to be fed into our central person registry (MCDB) so that they can claim their CNetID, and utilize University services such as: • obtaining a UChicago Card • using UChicago Time • …on the day they begin working at the University.

3. Prefeed: upcoming rollout • For those who are TAGs (Trusted Agents)…during transition, TAG/AAMS will still be used for look-up details and other functionality • AAMS will eventually be replaced by UCAT • Prefeed • Bridging & Extends • Temporary accounts • Renewals: View What We Have Done, Expired • Look-ups and other functionality

4. Prefeed: upcoming rollout • Central HR Roll-out: • Pilot phase for a few HR Admins completed • Continuing roll-out for all HR Admins • TAG / AAMS Prefeed Roll-out: • Access will be provided to existing TAGs • Upcoming roll-out (early 2013) • Same application for both

5. Today’s presentation Current Prefeed screens 4 enhancements on the new Prefeed How the screens flow when adding a Prefeed How to maintain or expire a Prefeed Navigation options First Aid

6. Existing Prefeed • CAT-HR is the current application to prefeed new employees.

7. TAG/AAMS: Trusted Options

8. Four Featured Enhancements Placeholder SSN Exec Level (Division/School) Carding  UChicago Card on first day (except for temporary employees) Optional Email  welcome note to employee

9. UCAT: Screen Flow1. Home/Initial Search ucat.uchicago.edu

10. UCAT: Screen Flow2. Home/Initial Search - sample • Name/Birth date: • Not case sensitive • Can use * wildcard • Search thoroughly • Number/codes: • Search on only one of these fields

11. UCAT: Screen Flow3. Person Not Found?

12. UCAT: Screen Flow4. No Match  Create a record

13. UCAT: Screen Flow5. Add screen • Search name fields  title case • Employment Type: • Staff • Faculty • Other Academic Appointees • Post Doc Expiration Date defaults to 45 days for Staff, else to 30 days. Max is still 1 year.

14. Prefeed: Placeholder SSN

15. Prefeed: Placeholder SSN I, [Operator Name], verify that this employee informed me that s/he does not have a SSN and is not a US Citizen and requires the creation of a temporary, university-generated placeholder code until the employee provides an SSN. An email will be sent to Central Human Resources with my name and this record's information as I have entered it. Email is sent to HR with the new record’s placeholder# You as the operator are cc’d

16. Generate a Placeholder SSN If you generate a Placeholder SSN, the label changes to ‘Generate’ & the fields are grayed out The Placeholder SSN is not generated until you click ‘Save’

17. Placeholder Email to HR

18. Prefeed: Conflict of Interest Exec Level is required; to be used with Policy Management & Conflict of Interest applications.

19. Carding Options On-time UChicago Card? UChicago Card available on first day of employment! Card Start Date first day of employment If you don’t know the Start Date, retain ‘No’ for On-time carding.

20. Prefeed: optional email • Email: • Employee’s personal email • Not a uchicago address

21. Generates an Email! Click ‘Send Email’ to send welcome note to new employee • This text will be emailed: • To: New Employee • From: operator • cc: operator

22. Auto-Email Text • Example: • Optional Email Recap of data How to claim CNetID Carding at IPO Corrections Helpful links • Additional Resources: • UChicago • Human Resources

23. 6. Success!

24. 7. Edit an existing record SSN: Only the person who entered the SSN can maintain it; SSN will not even display for others.

25. 7. Maintain an existing record *after* Uchicago Card printed

26. Expire or Revoke

27. Maintain an existing record • Can only view or edit the SSN if you created the account

28. Success Screen following Maintenance Annie Sureshot Oakley • Once a person is in the employee/payroll database, then no one may edit the Prefeed account’s name, birth date or SSN. Necessary changes must be communicated to HRS Records or the Provost’s office.

29. UCAT Prefeed: Options • Same navigation options on all Prefeed screens

30. UCAT Prefeed: Options Home returns to initial search screen Search Results displays prior results listing Help field descriptions and FAQ AAMS quick link to TAG/AAMS screens Logout per browser steps on how to logout

31. UCAT Prefeed: Online Help

32. First Aid • Questions on the app itself (such as what value should go in a field, who should get a Prefeed account) … should go to Erika: reschafer@uchicago.edu • If login errors: • Use this link:  ucat.uchicago.edu and  click on ‘Employee Prefeed’. • Firefox is the preferred browser. • If problems persist, close out of ALL tabs then re-open Firefox • If message“An error has occurred. Please email idm@uchicago.edu.” • Clear the cache from your browser: kb.iu.edu/data/ahic.html • … then close all tabs on your browser and re-log in to Firefox.

33. Summary • New features: • Placeholder SSN • New employee can be auto-emailed: Welcome! • Exec Level (Division) required • On-Time Carding options • Search thoroughly to reduce duplicates • UCAT Prefeed roll-out is underway • TAG/AAMS will be replaced gradually • Online Help and FAQ available

34. Questions?