Job and Employment Management System JEMS CHRIS HR Workshop

Transcription

1 Job and Employment Management System JEMS CHRIS HR Workshop

2 Agenda Introduction Workflows (open recruitments vs waivers) Creating a Position Description (PD) Hiring into a US vacancy in CHRIS-HR Searching for an HR Transaction Copying Resources for Follow-up

3 Learning Objectives Define and identify stakeholder holes. Define and describe common terms, vocabulary, and acronyms. Identify and recognize where to locate resources and tools. Describe and demonstrate understanding of JEMS Hire data. Hire a person into a new position in JEMS HIRE.

4 JEMS and HRS Securities JEMS & HRS are separate systems and each have different security roles Everyone has security assigned-related to their job Security roles determine what HRS menus/pages you can use: Data you can view (screens and/or queries/reports) Data you can enter Data you can edit

5 Roles - Employee Apply for the job Agree to the terms that are negotiated for employment Provide personal information to the employer Complete onboarding tasks

6 Roles - Departments Submit the JEMS transaction (e.g., create position description) Submit transaction to their division JEMS contact Complete transactions in TREMS or HRS Contact their division HR offices if they have issues with JEMS transactions

7 Roles - Divisions Training and developing Department(s) HR and Payroll professionals on division business process. Answering policy and procedure questions. Submitting and approving JEMS transactions. Completing transactions in TREMS or HRS. Should contact the appropriate person in OHR if there are questions about JEMS transactions.

8 Roles Office of Human Resources Training and developing division HR and payroll offices to understand the business process. Helping to clarify policy questions that divisions have. Approving requests for HRS changes that divisions then enter into the HRS system. Determining whether questions should be escalated to AG1.

9 Roles Issues Issues regarding JEMS should be directed to Issues should: Not be directed to the Service Center AG1 ticketing system. Be directed to TRE if the data doesn t push to HRS. Be directed to OHR if there are questions regarding policies. Be directed to TRE if there are questions regarding. recruitment processes.

10 Employment Classifications Empl Class JEMS CHRIS-HR JEMS-HIRE HRS Univ. Staff - Ongoing (CP) Univ. Staff Fixed-Term Finite (CJ) Temporary Employee (CL) Faculty (FA) Academic (AS) Limited (LI) Post Degree Training (ET) Student Assistant (SA) Other (OT) Student Help (SH) Note: This framework creates the Empl Classes. They are tied to Job Title codes. One hiring exception: Student Help (SH) uses HRS for hiring. Empl Class KB -

11 Overview of Systems JEMS JEMS CHRIS HR TREMS Talent and Recruitment Management System JEMS JEMS CHRIS HR HRS Human Resource System Position Creation System Create and manage Position Descriptions PD management and approval workflow Creating and managing recruitments Create and manage recruitments Manage applicants Onboarding Position Creation and Hiring System Hire employees Rehire Multiple jobs Transfers Set-up, operations, and maintenance system Manage and update position, job and person data Hire student help Human Resources JEMS Other Functions JEMS Rate and Title Adjustments JEMS Job Changes Payroll Benefits Time and Labor Finance

12 CHRIS-HR Introduction WHY DO WE USE CHRIS-HR? Provides some consistency in position description (PD) structure across campus Allows campus divisional staff access to PDs created in any division for reference or to use as a template for creating similar positions. Expedites the process of approving and filling positions and updating position descriptions. Reduces the paper flow by making electronic versions of the position descriptions available to the approval staff immediately upon position description entry. Allows both current and prospective employees the ability to review position descriptions online for vacancies.

13 JEMS CHRIS & CHRIS-HR User Roles Supervisor (or representative) Creates a Position Description (PD) and submits it to employing unit HR staff for approval (CHRIS or CHRIS-HR). Department HR Staff Reviews PD, modifies if necessary, and approves and/or rejects the transaction (CHRIS or CHRIS-HR). Division HR Staff Reviews PD, modifies if necessary, and approves and/or rejects the transaction (CHRIS or CHRIS-HR).

14 JEMS CHRIS & CHRIS-HR User Roles Office of Equity & Diversity (OED If underutilized REP required. OED will review and approve or reject back to division for modifications (CHRIS or CHRIS-HR) Comp & Titling HR Specialists Reviews PD, modifies if necessary, approves and/or reject the transaction TRE HR Specialist Validates appointments that may require mandatory re-employment candidates. Reviews, approves posting related data, and releases the job posting in TREMS to post to the UW-Madison Employment Website.

15 Access

16 LET S GET STARTED! Go to HRS-JEMS Training Environment Go to: Classified JEMS (CHRIS-HR)

17 HR Transactions Transactions University Staff/US-Fixed Term Finite Vacancy (CP, CJ) Temporary Employee (TE) Reclassification (Reclass) Update Reallocation Description Create a position vacancy, posting of job, and recruitment Create a Temporary Employment vacancy Request reclassification of an employee (change that would have a permanent change in duties and change in pay) Modify the position description (PD) of record for an employee because of changed duties This option is not used

18 Create New University Staff (US) Open Recruitment Process

19 Create New University Staff (US) Open Recruitment Process Create a New HR Transaction Position Description (PD) transaction is created and submitted for Division approval. Perform Error Check, Submit HR Transaction, and Approve Transaction (Depart > Division) * the final approval typically happens at the Division HR Office before it goes to OHR.

20 Create New University Staff (US) Open Recruitment Process TRE validates that the appropriate recruitment policies and practices are being followed. Office of Equity and Diversity get notification if a Recruitment Efforts Plan (REP) is required. C&T approves the classification *all of these can happen at the same time once division approved. Once approved the creation of recruitment in the Talent Recruitment Employee Management System(TREMS)can be initiated. * cycle time process takes 60 minutes. * in the case of re-employment after lay-off (see next slide)

21 Create New University Staff (US) Open Recruitment Process Once the recruitment has been completed, an applicant has accepted and completed the new starter form, the HR transaction can now be completed in JEMS CHRIS HR. * cycle time process takes 60 minutes for the hire data to flow from TREMS to JEMS CHRIS HR. Once the TREMS transaction has been approved, the recruitment can be completed.

22 Create New University Staff (US) Open Recruitment Process Complete the HR Transaction in JEMS CHRIS HR and push to HRS. * division level The transaction will push to HRS. If there are errors with the JEMS CHRIS HR to HRS process, the division HR Offices will receive an indicating this. Division HR Offices will need to verify and make appropriate corrections or contact TRE specialist.

23 Create New University Staff (US) Open Recruitment Process Set-up TL Security PY Coordinator Approvers Set-up schedule (if applicable) etime Add funding stream Other onboarding business process End HRS can now be accessed to complete new employee fields

24 Create New University Staff (US) Waivers

25 In the case of re-employment after lay-off

26 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions 1. Select transaction type by clicking on the checkbox 2. Choose to create a new transaction or copy an existing one

27 Department ID/UDDS The UDDS code describes each unit, division, & department. UDDS = 7 digits Security may allow you to see more access Used to fill out many forms that are submitted UW Madison is A

28 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions Required fields use blue labels Select supervisory type options Rate Range automatically populates when title is entered No longer used

29 Supervision Type

30 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions Add How to Apply language

31 Waivers There are several reasons when a waiver could be used Still require PD transactions Waivers bypass TREMS process Wavier information found in the TRE toolkit > Tab/TalentRecruitmentandEngagement/tabid/520/Default.aspx >

32 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions Fill out if GPR / Tuition funded position *

33 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions Required fields use blue labels Goals and Activities tab are actual tasks that the position will be required to perform. Best Practice: fill in 4-5 goals

34 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions Knowledge and Skills are specific requirements of the position. e.g., process mapping, excel, adobe photoshop

35 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions Org. chart is a required tab for University Staff positions. * Not required for temporary employees

36 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions This field is automatically populated. * TRE Toolkit

37 Submitting the Transaction

38 Practical Application Create a position description with a waiver You will have more access in the training environment than you will have the live system. View is determined based on your department / division Once you create a job, we will practice hiring them

39 University Staff - Ongoing (CP) and Fixed Term Finite CJ) Hiring

40 UW Multiple Jobs Summary Look for other active jobs in HRS to determine if the new job should be processed as a Hire or Transfer in JEMS Hire Hire in JEMS Hire will create a Rehire or Add an Employment Instance when applicable May need to contact other units to determine if employee is resigning from other position There are impacts of not doing this: WRS eligibility Benefits eligibility Duplicate records Tax Reporting Payroll UW Multiple Jobs Summary

41 Employee ID & Employee Record Numbers Empl ID = 1 Person Empl Rec = 1 Job Row Primary & Secondary job indicators are separate from Empl Recs. Empl Recs (job data) do not belong to campuses, departments or people and are reusable Only 1 Empl ID (one per person) Job 1 Empl Rec = 0 Job 2 Empl Rec = 1 Job 3 Empl Rec = 2 Use lowest available Empl Rec

42 Hiring Actions Hire Date First UW System Job Other Employment Time January 1 July 1 December 31 Hire Date: 11/4/13 Previous UW System Job New UW System Job Time Gap Time 04/18/11 June 30, 2012 Hire Date Use Add an Instance for Job #2 Job Number 2 Job Number 1 Time January 1 July 1 December 31 Hire Date Use Transfer Action for #2 UW Job Number 1 UW Job Number 2 Time January 1 July 1 December 31 Note: Employees who worked in the UW System before 04/18/11 are processed with a Hire action. Note: Employees who were in HRS, but also had a gap in their employment are processed as a rehire. Note: Employee s who have multiple appointments will be processed as adding an employment instance. Note: Employees who end one job and start another job are processed as transfer.

43 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Hiring (Waivers) Enter date: Vacancy ID SSN and/or Empl ID *if an Empl ID pulls back, STOP. Access HRS and look at UW Multiple Jobs Summary.

44 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions The steps for hiring appointments that had a recruitment through TREMS follows this process.

45 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Position Descriptions Once you have chosen to view by rank or alpha, click on the <detail> button to open the applicant information. Note: If hiring via TREMS and information is incorrect, corrections will need to be made in TREMS on the Offer Card which could result in an amended appointment letter

46 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Hiring Enter data as needed: Required fields Populated fields Populated fields are grey Required fields use blue labels

47 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Hiring

48 University Staff - Ongoing (CP) and Fixed Term Finite (CJ) Hiring

49 Create Temporary Employee (TE) Transaction Search for the US position you just created Select the position and Copy it into a New TE Transaction Enter Hire Information Approve TE

50 Temporary Employees If the employing unit knows who they are going to hire into the temporary employee appointment, they are not required to post the position on the WEB. If the employing unit does not have anyone in mind that they are going to hire, the job must be posted a minimum of 1 week (7 days) on the employment website. For recruiting purposes temporary employee transactions are done the same way as University Staff transactions, with the exception of the TE tabs.

51 Temporary Employees (TE)

52 Temporary Employees (TE) 1

53 Temporary Employees (TE) 1 2

54 Temporary Employees (TE)

55 Temporary Employees (TE) Biographical data on top Names: only UPPER CASE letters Save button Job specific data on bottom

56 Temporary Employees (TE)

57 Temporary Employees (TE)

58 Menu Things Edit profile Actions Compare HR Transactions Add Contacts Error Check Entire HR transaction

59 Questions?