Human Resource Management System (HRMS)

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Setting Up Command Authorizations & Routing

1. Check that users have the unit code that owns the position setup 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 (Section 5. Command Authorizations) and routing (Section 6. Electronic DOCUMENT Routing) in *DEFINE command US1.
   
   
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.

Command Authorizations for Various Position Types
New  modules and document types are indicated in bold.

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).

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).

Extension Instructors
JEM module; document types: JE1 (Create a New), JEA (Modify), JED (Correct Ended Incumbent), JEH (Change prior FY funding).

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).

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).

Command Authorizations for Student Positions

NOTE: If your department has staff who only work with student positions (for instance, student workers) and their supervisors do not want them to have access to information on other positions in HRMS, they should only be on desks/views with only student commands. If a person has a desk with ANY OTHER HRMS command, they 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). 

Command Authorizations for Affiliated Worker Positions

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).

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; document types include: JBZ (Cleanup Tool reports).

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