Employee Prefeed Overview for TAGs

1. Employee Prefeed Overviewfor TAGs WELCOME!

2. Prefeed: definition • Email account • Access to the Wireless Network • Access to the Library resources • Chalk access (within 2 business days) What is the Prefeed? the system that enables employees --staff, faculty, academics, and postdocs-- to be fed into our central person registry (MCDB) prior to being entered into HR’s database so that they can claim their CNetID, and utilize University services such as:

3. Roll-outs Timing? UCAT Prefeed (for TAGs) will roll-out 2/06-2/21 Bridging & Extend will also roll-out 2/06 UCAT Prefeed replaced CAT-HR late 2012 Remaining TAG functions in AAMS will convert to UCAT … gradually

4. Prefeed: upcoming rollout • TAG/AAMS will still be used for look-up details and other functionality • AAMS will gradually be replaced by UCAT • Prefeed • Bridging & Extend • Temporary accounts • Renewals: View What We Have Done, Expired • Meeting IDs • Look-ups and other functionality

5. Today’s presentation Current Prefeed screens Enhancements in the new Prefeed Screen flow How to maintain or expire a Prefeed Navigation options First Aid Extend or Bridge an Account

6. TAG/AAMS: Trusted Options

7. Existing AAMS Prefeed

8. New UCAT Prefeed

9. Side-by-Side Comparison

10. Four Featured Enhancements Placeholder SSN Exec Level (set for Conflict of Interest apps) Carding Options  UChicago Card on first day Optional Email  welcome note to employee

11. 1. Placeholder SSN • SSN Reminders: • Safely handle • Do not store on your computer • Do not email

12. Create Placeholder pop-up 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. If you agree with the above please click Create Placeholder. Email is sent to HR –Records with the new record’s placeholder# You as the operator are cc’d

13. 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’

14. Placeholder Email to HR-Records Emily Hayman Emily Hayman (ehayman)

15. 2. Conflict of Interest Exec Level is required; to be used with Policy Management & Conflict of Interest applications.

16. 3. Carding Options On-time UChicago Card? UChicago Card available on first day of employment! Card Start Date first day of employment • Retain ‘No’ for On-time carding: • If you don’t know the Start Date • For Temp employees

17. 4. Optional email • Email: • Employee’s personal email • Not a uchicago address

18. 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

19. Auto-Email Text aoakley@gmail.com Recap of data Operator name and contact How to claim CNetID Resources Placeholder SSN

20. UCAT: Screen Flow1. Home/Initial Search

21. 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

22. UCAT: Screen Flow3. Search Results

23. UCAT: Screen FlowSearch too broad? Search First Name: an* Last Name: wa*

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

25. 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.

26. 6. Success! From:ehayman@uchicago.edu Sent: Wednesday, August 29, 2012 9:44 AMTo: Annie OakleyCc: Emily HaymanSubject: Welcome to the University of Chicago, Annie Blazes Oakley aoakley@gmail.com

27. UCAT: Screen FlowMaintain a record (from Search Results)

28. 7. Edit an existing record • Once the employee is in the HR database, then the account cannot be edited via the Prefeed. SSN: Only the person who entered the SSN can maintain it; SSN will not even display for others.

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

30. Expire or Revoke

31. Maintain an existing record • Is this employee • in the HR database?

32. UCAT Prefeed: Taskbar • Same navigation options on all Prefeed screens

33. 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

34. UCAT Prefeed: Online Help

35. First Aid • If login errors: • Verify you are using this link:  ucat.uchicago.edu • Firefox is the preferred browser • If problems persist, close out of ALL tabs then re-open Firefox • Questions on the app itself Trusted Agents: Continue to contact us at : tag@uchicago.edu • HR-Admins: contact records@uchicago.edu (Erika) • See answers.uchicago.edu (aka Knowledge Base)

36. UCAT: Initial Menu • UCAT.UCHICAGO.EDU

37. UCAT: Initial Menu • Trusted Agents • Acting as a proxy of the Dean

38. UCAT: Extend an Account • Who to Extend? • UC Employees • Why? • Provide email forwarding and wireless access

39. UCAT: Extend an Account

40. UCAT: Extend an Account • Expiration Date • Defaults to 6 months

41. UCAT: Following Extension • Current Expiration Displays existing Expiration Date (if any)

42. UCAT: Initial Menu

43. UCAT: Bridge an Account • Who is Eligible? • Faculty or Academic with an appointment within the past year. • Not Faculty or Academic? • Error Message: • Not eligible for Bridging

44. Summary • New features: • Placeholder SSN generates email to Central HR • New employee can be auto-emailed: Welcome! • Exec Level (Division) required • On-Time Carding options • UCAT roll-out 2/06-21 • Search thoroughly to reduce duplicates • Handle SSNs safely • Online Help and FAQ available

45. Questions?