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Human Resource Management System (HRMS)


Setting Up Command Authorizations & Routing

  1. Check that users have the unit code that owns the position set up in one of their administrative views.

  2. Check that users have command authorizations setup. Review new commands and their purposes and determine who needs to create HRMS documents, which desks/views may need to be updated or created, and the routing requirements for new document types. Update command authorizations using the Electronic Office Manager.

  3. Command authorizations can be set up at the area-menu level (JMM), the area submenu level (JAM, JCM, etc.), or the command/document-type level (JA1, JC1, etc.) with either a “V” (view), “U” (update), or “S” (super ) status.

  4. If a desk/view has update status for the JMM area, that desk/view has update status for ALL commands under it. If routing is setup for J.., it includes ALL document types.

 

Commands for Various Position Types

A&P and librarian Positions

JAM module; document types: JA1 (Create a New), JA2 (Recruit and Fill), JA3 (Reclassify), JAA (Modify), JAD (Correct Ended Incumbent), JAH (Change prior FY funding), JAP (Off-cycle pay adjustment).

Classified Positions

JCM module; document types: JC1 (Create a New), JC2 (Recruit and Fill), JC3 (Reclassify), JCA (Modify), JCD (Correct Ended Incumbent, JCE (Modify UTemps Pooled Incumbent), JCF (Assign UTemps Pooled Incumbent), JCH (Change prior FY funding), JCP (Off-cycle pay adjustment).

Extension Instructors

JEM module; document types: JE1 (Create a New), JEA (Modify) , JED (Correct Ended Incumbent), JEH (Change prior FY funding), JEP (Off-cycle pay adjustment).

Faculty Positions

JFM module; document types: JF1 (Create a New), JFA (Modify), JFD (Correct Ended Incumbent), JFH (Change prior FY funding), JFS (Create Summer Assignment), JFL (NTT Mass assign - update existing assignments), JFK (NTT Mass assign - create new assignments), JFP (Tenure/tenure-track off-cycle pay adjustment), JFB (Non-tenure track off-cycle pay adjustment).

Elementary Teacher Positions

JHM module; document types: JH1 (Create a New), JH2 (Recruit and Fill), JHA (Modify), JHD (Correct Ended Incumbent), JHH (Change prior FY funding), JHP (Off-cycle pay adjustment).

 

Commands for Student Positions

Note: If individuals have only been given access to university affiliate or student commands, they will not be able to see other positions (classified, A&P, or faculty) in HRMS. They will only be able to see both university affiliate and student positions. If individuals should have limited access to only work with university affiliate and student positions, ensure that they are not on a desk with any other HRMS command. If they are on a desk with other HRMS commands, individuals will be able to see any and all positions associated with that command(s) for that particular unit(s).

 

Academic, Non-teaching Positions

JRM module; document types: JR1 (Create a New), JRA (Modify), JRD (Correct Ended Incumbent), JRE (Modify Pooled Incumbent), JRF (Assign Pooled Incumbent), JRH (Change prior FY funding).

Academic, Non-teaching, pooled Work-Study (WS) Positions

JJM module; document types: JJD (Correct Ended WS Incumbent), JJE (Modify Pooled WS Incumbent), JJF (Assign Pooled WS Incumbent).

Non-academic Positions

JSM module; document types: JS1 (Create a New), JSA (Modify), JSD (Correct Ended Incumbent), JSE (Modify Pooled Incumbent), JSF (Assign Pooled Incumbent), JSH (Change prior FY funding).

Non-academic, pooled Work-Study Positions

JQM module; document types: JQD (Correct Ended WS Incumbent), JQE (Modify Pooled WS Incumbent), JQF (Assign Pooled WS Incumbent).

Teaching Assistant and Assistant Instructor Positions

JTM module; document types: JT1 (Create a New), JTA (Modify), JTD (Correct Ended Incumbent), JTE (Modify Pooled TA/AI Incumbent), JTF (Assign Pooled TA/AI Incumbent), JTH (Change prior FY funding).

 

Commands for University Affiliate Positions

Note: If individuals have only been given access to university affiliate or student commands, they will not be able to see other positions (classified, A&P, or faculty) in HRMS. They will only be able to see both university affiliate and student positions. If individuals should have limited access to only work with university affiliate and student positions, ensure that they are not on a desk with command. If they are on a desk with other HRMS commands, individuals will be able to see any and all positions associated with that command(s) for that particular unit(s).

 

Visiting Scholars/Researchers

JPM module; document types: JP1(Create a New), JPA (Modify), JPD (Correct Ended Incumbent), JPE (Modify Pooled Incumbent), JPF (Assign Pooled Incumbent).

Adjuncts/Clinicals

JLM module; document types: JL1 (Create a New), JLA (Modify), JLD (Correct Ended Incumbent), JLE (Modify Pooled Incumbent), JLF (Assign Pooled Incumbent).

Visiting Student Workers

JWM module; document types: JW1 (Create a New), JWA (Modify), JWD (Correct Ended Incumbent), JWE (Modify Pooled Incumbent), JWF (Assign Pooled Incumbent).

Casual Employee

JKM module; document types: JK1 (Create a New), JKA (Modify), JKD (Correct Ended Incumbent), JKE (Modify Pooled Incumbent), JKF (Assign Pooled Incumbent).

Employees of Governmental Agencies

JGM module; document types: JG1 (Create a New), JGA (Modify), JGD (Correct Ended Incumbent), JGE (Modify Pooled Incumbent), JGF (Assign Pooled Incumbent).

Additional Departmental Affiliation

JDM module; document types: JD1 (Create a New), JDA (Modify), JDD (Correct Ended Incumbent), JDE (Modify Pooled Incumbent), JDF (Assign Pooled Incumbent).

Independent Contractor

JNM module; document types: JN1 (Create a New), JNA (Modify), JND (Correct Ended Incumbent), JNE (Modify Pooled Incumbent), JNF (Assign Pooled Incumbent).

Employees of UT-affiliated organizations

JUM module; document types: JU1 (Create a New), JUA (Modify), JUD (Correct Ended Incumbent), JUE (Modify Pooled Incumbent), JUF (Assign Pooled Incumbent).

Employees of Contractors

JYM module, document types: JY1 (Create a New), JYA (Modify), JYD (Correct Ended Incumbent), JYE (Modify Pooled Incumbent), JYF (Assign Pooled Incumbent).

Volunteers

JVM module; document types: JV1 (Create a New), JVA (Modify), JVD (Correct Ended Incumbent), JVE (Modify Pooled Incumbent), JVF(Assign Pooled Incumbent).

Other

JOM module; document types: JO1 (Create a New), JOA (Modify), JOD (Correct Ended Incumbent), JOE (Modify Pooled Incumbent), JOF(Assign Pooled Incumbent).

Research Affiliate - Research Fellow and Senior Research Fellow

J2M module; document types: J21 (Create a New), J2A (Modify), J2D (Correct Ended Incumbent), J2E (Modify Pooled Incumbent), J2F(Assign Pooled Incumbent).

Research Affiliate - Postdoctoral

J3M module; document types: J31 (Create a New), J3A (Modify), J3D (Correct Ended Incumbent), J3E (Modify Pooled Incumbent), J3F(Assign Pooled Incumbent).

 

Special Documents

Mass Update Document (MUD)

J1M module; document type: J1T.

Salary Update Document (SUD)

J1M module; document type: J1Q (Classified), J1R (A&P), J1N (Non tenure-track faculty), J1J (Tenured faculty).

Non-tenure Track Mass Assign/Update Document (NTTMA)

JFM module; document type: JFK (Create new assignments), JFL (Update existing assignments).

Off-cycle Pay Adjustment Document (OPA)

JAP (A&P and Librarians), JCP (Classified), JFP (Tenured/Tenure-track faculty), JFB (Non-tenure track faculty), JEP (Extension Instructor), JHP (Elementary School Teachers).

Summer Assignment Document

JFS (Faculty), JHS (Elementary School Teachers).

 

Performance Review Authorization

To view performance review information, a user must have the EP1 desk/view authorization for the owning unit code with a status of “V,” “U,” or “S.” To update performance review information, a user must have the EP1 desk/view authorization with a status of “U” or “S.”

Note: EP1 falls outside of the JMM menu of other HRMS command authorizations. Performance review information includes the review date, the reviewer’s name, the date of the next review, and the performance rating. Reports To positions, owning unit heads, and department HR contacts can view performance review information and Reports To positions and owning unit heads can update it without the EP1 desk/view authorization. This access is based on their role as a Reports To position, owning unit head, or HR contact.

 

Other Commands

Security Commands

JXM module; document type: JX1 (View HRMS data for those without other HRMS authorizations).

Special menu (Recruiting Summary)

JZM module; document type: JZ8 (Recruiting Summary).

Report Submission

JBM module.