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Read HRMS Tips.
Read archived announcements.
June News
The HRMS team is preparing for Phase 2 functional testing, which will begin in July and last through the summer. Functional testing involves evaluating 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.
Upcoming Deadlines for HRMS Project Liaisons
Friday, June 12: Project liaisons should send the names of their testers to erin.mcdowell@austin.utexas.edu by this date.
Sunday, June 21: Project Liaisons should set up routing and authorizations before this date (may require coordination with *DEFINE office managers and delegates).
Note: These deadlines are not for general users, but only for project liaisons, who are designated contacts at each college/VP area that coordinate with the HRMS project team. For information on who your project liaison is e-mail hrms-communications@austin.utexas.edu.
Videos
WATCH HRMS Training Videos. New users of HRMS can view the HRMS Project Overview video to familiarize themselves with new concepts in HRMS.
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.
May News
HRMS Tip: How can I open a job applicant’s materials if those documents were saved in Microsoft Works?
The university decided to accept Microsoft Works (.wps) files through the Job Application System because a number of applicants may not have access to newer software and because Microsoft offers free compatibility packs and file converters that allow opening files from previous versions of its applications.
Hiring managers downloading Microsoft Works documents in HRMS that were uploaded by applicants through the Job Application System can do so using Microsoft Word. However, in some instances, users may need to first install a file converter.
Conversion Options for opening Works files using Word
Microsoft Word users who are unable to convert Works (.wps) documents can download a file converter here. You may first want to search for: Convert Works documents to Word format in Word Help to determine the best option based on your installation. If you have questions about software compatibility or need assistance, please contact your office’s LAN administrator or Desktop Support Personnel.
View past HRMS Tips here.
May 2009 Project Updates for HRMS Phase 2
Representatives from colleges and VP areas have participated in usability testing during the month of May. Usability testing evaluates the system’s ease of navigation and user interface. Functional testing based on business processes will begin this summer. During this time, individuals will perform test scenarios to ensure that the system functions as designed and is equipped to handle the different business practices conducted across the university.
HRMS Training & Videos
New users can familiarize themselves with position management concepts by watching the HRMS Project Overview video.
Other videos and training information are also available, including a new series that walks users through the Create a New Position process in HRMS.
NEW! Create a New Position videos (27 minutes for entire series)
Watch them all for a complete overview.
Start (4 minutes)
Section 1: General (3 minutes)
Section 2: Salary & Funding (3 minutes)
Section 3: Purpose & Functions (3 minutes)
Section 4: Qualifications (4 minutes)
Section 5: Working Conditions (1 minute)
Section 6: Justification (1 minute)
Section 7: Recruiting (5 minutes)
Section 8: Document Review (3 minutes)
Read HRMS Tips.
Read archived announcements.
To receive announcements through e-mail, contact hrms-communications@austin.utexas.edu.
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