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UT Direct

 April 2009


Changes to Appointment and Employee files

In November 2009, the university will launch the second phase of the Human Resource Management System (HRMS). Currently the system contains human resource data on classified and A&P employees. During Phase 2, the system will bring in faculty and student positions, and also make changes to data that developers see on employee and appointment files today.


One change will be the creation of positions for and tracking of people who do work for our university but who do not get paid through payroll appointments. These positions will be called affiliated workers. Examples of affiliated workers include volunteers, visiting researchers/scholars, employees of government agencies (e.g. state auditors), employees of UT-affiliated organizations (e.g. Texas Exes employees), visiting students, and many more.

Today, departments sometimes give 0% appointments to these individuals. In HRMS, departments may still choose to create 0% appointments in order to provide access to services and accommodate downstream systems that rely on appointments for processing.


Possible Impact to Developers using Appointment and Employee files
Beginning on November 2, 2009, 0% appointments for affiliated workers (only) will not contain a funding account number since the account number serves no function for these types of positions.  If you maintain a process or software system that accesses and uses 0% appointments, and you rely on account numbers to be on those 0% appointments for your process or system to function, you will need to look instead at the owning unit code available to you on these appointments. Account numbers will no longer be available on 0% appointments for affiliated workers, i.e., those who do work for the university but do not receive payment through payroll appointments.

Additionally, there will be changes to the employee file. Affiliated workers will have PO-8 designation of “W” on their employee record. If you use employee records for your processes or systems and you want to exclude affiliated workers, you can do so by eliminating anyone with a “W” designation for their PO-8 switch. The employee file will only collect limited biographical information for affiliated workers.



For more information on HRMS, visit the HRMS Project Web site. You can read archived announcements for the UT developer community here.

 

 

 

  

  Updated 2009 May 04
  Comments on web pages hrms-communications@austin.utexas.edu