Fall 2009 Affiliated Workers and HRMS Phase 2 What is an Affiliated Worker What are the Affiliated Worker types Before HRMS Phase 2 After HRMS Phase 2 Why add Affiliated Workers Business Rules ID: 676722
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Slide1
Affiliated Worker Positions Overview
Fall 2009Slide2
Affiliated Workers and HRMS Phase 2
What is an Affiliated Worker?
What are the Affiliated Worker types?
Before HRMS Phase 2
After HRMS Phase 2
Why add Affiliated Workers?Business RulesPoolingBest PracticesAdditional Information and ResourcesSlide3
What is an Affiliated Worker?
People who perform work for the university outside of traditional employment
Could be:
Paid
Unpaid
May have needed a 0% appointment and/or Official Visitor Letter to gain access to UT services or systems, such as *DEFINE, Blackboard, ID Center, parkingSlide4
Affiliated Worker types & examples
Adjunct/clinical professionals
(A002)
Preceptors, Social Work liaisons
Casual employee
(existing)Stagehand, PAC usher, Camp CounselorEmployee of contractor (A004)Elevator repair, equipment installationEmployee of governmental agency (A005)ROTC, auditors, National Guard recruitersEmployee of UT-affiliated organizations (A001)Ex-students Association, LBJ LibrarySlide5
Affiliated Worker types & examples
Employee with additional dept. affiliation
(existing)
Department wants to officially affiliate, but not pay
Independent contractor
(A003)Professional facilitators, contract trainersVisiting researcher/scholar/scientist (A006)Includes those independently funded by grant or governmentVisiting student worker (A007)Students who assist a researcherVolunteer (A008)Blanton docents, Wildflower Center guides
Other
(A009)Slide6
Before HRMS Phase 2
Some of these types of workers needed access to services and systems that typical employees might need, including
ID or proximity cards
keys
parking
authorization for university administrative systems (*DEFINE, CCART, etc.)Access was granted through a 0% appointment in DEFINE or by an Official Visitor LetterSlide7
After HRMS Phase 2
Affiliated workers
must
be entered into HRMS if they:
Require access to services or systems that would have been granted with a 0% appointment or an Official Visitor Letter
Will hold a position that requires a background checkAffiliated workers who do not require services or access do not have to be entered into HRMS.Slide8
Why add Affiliated Workers?
Track and report on populations which have historically been missing from central administrative systems
Provide a “holistic view” of a worker’s history at the University including all paid and unpaid positions
Enable departments to add and remove access to university services for nontraditional workers
Provides a central repository for people in a wide variety of positionsSlide9
Why add Affiliated Workers?
Benefit of accessing more complete and accurate data on the university workforce - one of the stated objectives of the HRMS project charter
Future goal of HRMS phases to enable all worker payment processes, including voucher payments
Provide the groundwork to transition away from 0% appointmentsSlide10
Business Rules
No data conversion at go-live of Phase 2
None of the affiliated worker positions are paid through HRMS
No recruiting for any type of affiliated worker
Positions cannot be reclassifiedSlide11
Business Rules
APS or AIS (
PBS
) forms are still required for the same positions as before
Access expires when assignment end date is reached
Affiliated workers can be assigned up to 13 consecutive months and then can be reassigned to the position.Slide12
Business Rules
New positions and assignments final approve at departmental level.
Visiting researcher affiliated worker types route to the Research Office. Additional information is available from the Research Office.Slide13
Business Rules for Pooling
Affiliated worker positions can be “pooled”
One position ID, multiple incumbents assigned
Pooling requirements – must have the same job code
Ongoing position – can continue to assign incumbents and end assignments without ending the position.
Incumbents can come and go, but the position staysSlide14
Pooled Position:
Job Code 0000
Position ID: 0000XX
How does pooling work?
Tour Guide Position 1:
Job Code 0000
Position ID: 0000XX
Incumbents:
Guide 1, Guide 2, Guide 3
Tour Guide Position 3:
Job Code 0000
Tour Guide Position 2:
Job Code 0000Slide15
Best practices
Before creating affiliated worker positions, ask:
Which of our affiliated worker positions
must
be entered into HRMS first to retain their access?
Can any of our affiliated worker positions be pooled?Slide16
Best practices
Affiliated workers and EIDs:
Before creating a UT EID, it is important to check to see if a UT EID already exists for the affiliated worker. Check for an existing EID at:
https://utdirect.utexas.edu/webapps/eidlisting/
To get a UT EID, affiliated workers should visit the EID self-services tools Web site at:
https://idmanager.its.utexas.edu/eid_self_helpand click Get a UT EID.More information about affiliated worker EIDs can be found in AskUS. Click here to find out more. Slide17
Affiliated Workers in HRMS Phase 2
HRMS Phase 2 launched
November 2, 2009
.
Affiliated worker positions were
not migrated over and must be entered manually.Affiliated worker positions requiring access to services or systems must be entered into HRMS.Affiliated worker positions not requiring access to services or systems do not need to be entered in HRMS, but can be.Slide18
Additional Information and Resources
Use Firefox to access HRMS
HRMS Web site:
https://utdirect.utexas.edu/hrms/home.WBX
HRMS QUAL (testing) Web site:https://qual.its.utexas.edu/hrms/home.WBX Research Office: http://www.utexas.edu/researchSlide19
Additional Information and Resources
Frequently Asked Questions are available in
askUS
:
https://austin-utexas.custhelp.com
Training Resources:http://www.utexas.edu/business/erp/hrms/training.htmlHRMS Project Web site:http://www.utexas.edu/business/erp/hrms/ Helpful tips: http://www.utexas.edu/business/erp/hrms/Tips.html