HRMS 8.9 Upgrade Person Model

1. HRMS 8.9 Upgrade Person Model

2. Introduction One of the significant changes to HRMS with the upgrade to 8.9 is the new Person Model. This course provides an overview of this change.

3.  A person What is a POI? When is a person an employee, and when is a person a POI? How do I enter these “people”?

4. Who are POI? • POI are people who are not employees of the university, but have a relationship with CU. • POI are assigned an employee ID, which is required to access university systems or to use services provided by the University, such as libraries, Buff One cards, etc. • Examples of POI include: • Off-campus Work-Study employers • employees of University Physicians, Inc. • volunteer faculty • POI types in HRMS 8.9 • POI types provide the capability to track and define different types of people. POI types available at 8.9 go liveare: • Affiliate; External Trainee; External Instructor; Other; Other Payee (Employee Services Only); Pre-Employment; Security Access; Visiting Scholars, Volunteers; Volunteer Clinical Faculty; and Veteran’s Administration • NOTE: Additional POI types may be added in the future to enable campuses/ departments to track other types of relationships with their organizations

5. Advantages of POI • potential for a single system of record for all persons who have relationships with the university • makes it easy to track each specific type of relationship each person has with the university • establishes and tracks a time period for the POI to be active • POI maintains the same ID number throughout his/her affiliation with the university. If a POI is hired as an employee, his/her ID will remain the same. • maintains training records and history on a single ID • provides new employees an employee ID before actual employment start date, using the pre-employment POI type before job information is entered and approved • tracks people with both a POI and an employee relationship • tracks the employee ID and name of the person who entered the POI, and the current sponsoring department and Employee ID for that POI • tracks emergency contact and background check date information in HRMS for POI (This information will carry forward if the POI becomes an employee.)

6. How do we enter a POI? Follow the POI Map

7. Active EmplRecord? EMP POI EMP POI Search for Matching Persons Is the Person an existing Employee or POI? Workforce Administration > Personal Information >Search for Matching Persons Yes No EMP POI • Go to • Add a Person • Add POI • Relationship • Go to • Add a Person • Enter Job • Information • Go to • Add POI • Relationship YES NO • Go to • Add • Employment • Instance

8. Entering POI in the HRMS • POI information is entered into HRMS via the “Add a Person” function • Use “Search for Matching Persons” functionality to see if the POI exists in PeopleSoft • University users with HRMS access will have access to all POI in the system. • All of a person’s relationships with the university can be viewed on a single new page. • Required information to enter POI includes • Name • Address • Birth Date • Gender • Home Department • Campus Box • Social Security Number for POI Type of Security Access • Ethnicity (Chose Not to Disclose is valid choice) • POI Type

9. HRMS 8.9 Person Pages Search for Matching Persons Available Search Fields: First Name, Middle Name, Last Name, Date of Birth and SSN. TIP: Use at least two fields to reduce the number of results.

10. HRMS 8.9 Person Pages Add A Person

11. Person Pages (cont.) Biographical Details • Enter basic information about the Person • Page is similar to Personal Data in PeopleSoft 8.3

12. Person Pages (cont.) Contact Information

13. POI Pages (cont.) Identity/Diversity

14. Person Pages (cont.) Assign the POI type here Organizational Relationships Assign the University Relationship Type

15. Person Pages (cont.) Add and Maintain POI Certain POI types will require the user to enter additional information such as SSN

16. POI Pages (cont.) Person Organizational Summary Use this summary to review Person and/or Employment information once entry is complete

17. Hiring a POI • POIs may become CU employees • For example, a future faculty member may be added as a POI using the pre-employment type during summer months before the actual hire date of September 1. When the hire date is near, the faculty member’s status must be changed from a POI to an Employee and the job data is entered. • Use the Add Employment Instance component (formerly Add Concurrent Job) to hire the POI.

18. Existing T-ID Conversion • Current non-employee IDs and Names will be assigned a new six-digit “Empl” ID • Names and non-employee IDs that appear to be duplicates will be converted to one “Empl” ID. For example, if Patricia J. Johnson has two non-employee IDs in the current version of HRMS, she will only be assigned one ID in 8.9. • Employees with Non-employees IDs will be converted to a new Empl ID. All existing information under the T id will be moved to the new employee ID. • Non-employee T-IDs will be available in 8.9 for search purposes only. The former T-ID will be displayed in the POI’s personal data as a view-only field. If a person had multiple T-IDs in HRMS 8.3, only the one will be converted. • Only those non-employees who were identified by their sponsoring departments as active or have security access to HRMS will be converted in an “Active” status. All others will be converted in an “Inactive” status. Non-employees can be re-activated. • Non-employee IDs (T-IDs) will not be accepted for enrollment in on-line training courses effective March 1, 2007 Note: While cleaning up the HRMS system, it is possible that some will be missed. Please contact Employee Services if you have questions or problems with finding a non-employee from the HRMS 8.3 system. All data will be retained and available for research purposes by Employee Services staff.

19. Conclusion This course is intended to provide you with the necessary information to understand how the Person of Interest functionality works in 8.9. Please contact us should you have any questions. Employee Services 303-860-4200