Human Resource Management System (HRMS)

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Project Updates

The HRMS team is preparing for Phase 2 functional testing, which will begin in July and last through the summer. Functional testing involves testing the system to see if it effectively handles business processes according to its intended design and meets users’ needs. Phase 2 functionality will be phased into the test environment as development progresses. Designated testers from all colleges and VP areas will have the opportunity to test Phase 2 features with specific cases as they are released.

New Concepts for Phase 2:   Pooled Positions

When Phase 2 goes live in November, users will have the ability to pool certain positions. Pooling is the process of allowing a single position to have multiple incumbents and will be available for student and affiliated worker positions.

Benefits of pools

Users will be able to easily manage and efficiently update a pooled position.  For instance, if all incumbents in a pooled position are moved to a new location, that attribute could easily be updated on one page of HRMS rather than in multiple places for each incumbent within the pool.

In addition, if a new group of students is being entered into HRMS and they meet the criteria for a pooled position, only one position has to be created rather than one position for each of the employees.

How will pools be created at the time of data conversion?

At the time of data conversion, pooled positions for students will automatically be created when account number, job code, pay type, and assignment date parameters (e.g., semester, long session) match across EIDs. Users will be able to adjust these pools as they see fit and may want to make large pools smaller or organize them differently. No pools will automatically be set up for affiliated workers during data conversion; users will be able to create these pools after Phase 2 goes live.

Organizing and setting up pools

Users may want to begin thinking about how they want to organize and set up pooled positions once this functionality becomes available. To belong to a pool in HRMS, incumbents must share the same student or affiliated worker job code and pay type and must be paid from the same single account.  

Options for organizing pools include:

• By shared supervisor.
• By work location.
• By job duties.
  
  

The above options are only suggestions. Users will be able to organize pools in whatever way is most applicable to their work areas.

Attach-a-file Functionality Now Available

Much-anticipated attach-a-file functionality for classified and A&P job applicants was released to the job application system and HRMS on May 4. Online Help content and the HRMS Training User Guide have been updated to provide instructions for using new features in Recruiting Summaries related to attach-a-file.

Downloading Attached Files

On the job application side, job applicants will be allowed to upload resumes, references, and letters of interest using the following file types:

• .doc and .docx (Microsoft Word)
• .pdf (Adobe Portable Document Format)
• .txt (Text)
• .rtf (Rich Text Format)
• .wps (Microsoft Works Document)

When downloading Microsoft 2007, those working with Recruiting Summaries may experience compatibility issues if they have Microsoft 2003. Microsoft has a compatibility pack for download that will fix this issue. More questions on this should be directed to your office’s LAN administrator or Desktop Support Personnel. Click here to read more about Attach-a-File functionality.

Read more about Phase 2 highlights.

HRMS Now Offers More Robust Support Resources

HRMS recently changed our support process for the current production system and added more resources to help you.

Support for UT Austin

If you have bookmarked the HRMS Issue submission form, please delete it, and replace it with this new link.

This page gives you two options:

• Access to a form to report any bugs you are experiencing with HRMS or to make improvement requests.
• Access to look up your SCMS representative who can answer questions you may have on using HRMS.

The purpose of this change is to direct users more quickly to the most appropriate source for their needs.


Improvements to HRMS FAQs

To support you with the system, we encourage you to visit the AskUs database, where you can search HRMS Frequently Asked Questions by keyword. AskUs also contains other information on university systems and policies, which you may find helpful. Information on HRMS is updated and added to AskUs on an ongoing basis.


Video Resources
We also invite you to visit our Training and Video page to sign up for training, download a pdf of the HRMS User Guide, and watch training videos. Check back often, as new videos are posted to this page on an ongoing basis. They are excellent tools to introduce new HRMS users to the system and provide educational information to supplement training.

What people are saying about HRMS...