HR Generalist Training Guide

HRMS: Human Resource Management System

HR Generalist Training Guide

NC Department of Public Instruction

Raleigh, North Carolina

Table of Contents

Introduction to HRMS

Pages 4 – 37

Applicant Functions

Pages 40 – 50

Administrative Applications

Pages 53 – 59

New Hire without Vacancy Permit

Pages 62 - 70

Position Management Console

Pages 73 – 89

Assignment Budget Codes

Pages 92 – 94

Renewals/Continuing Education

Pages 98 – 120

Employee Self – Service

Pages 123 – 126

Principal’s Employee Page

Pages 129 – 135

Employee Staff Actions

Pages 138 – 166

Licensure Forms Management

Pages 169 – 173

Local Forms

Pages 176 – 184

System Overview

HRMS Definition

The Human Resource Management System (HRMS) is a web-based software solution specifically designed to meet the human resources (HR) needs of all public school systems in North Carolina. It provides many, but not all, HR information management needs.

HRMS Background

Before HRMS, the 115 North Carolina school systems were on their own to handle increasingly complex tasks associated with HR management. In small school systems, the entire process was often paper-based. Larger systems faced the daunting prospect of evaluating HR software, usually designed for the corporate world, then hiring

consultants and programmers to customize it for the needs of a public school system. In 1992, through the cooperation of the North Carolina Department of Public Instruction, school systems, and later, the business community the first release of HRMS was distributed to the Local Education Agencies (LEAs). In 2002, the Applicant system went into production and the LEA web system followed in 2003. By 2004, most LEAs had converted to the LEA web based system. In 2005, a new staffing module was added to the LEA web based system.

HRMS Users

Nearly all school systems use HRMS, though its use is optional according to the desires of the local School Board. The HRMS user community includes a variety of individuals in different roles including but not limited to

• Applicants for all types of jobs at the LEAs • LEA HR Officers and Staff

• LEA Finance Officers and Staff • Principals and site-based office staff • Teachers looking up their CEU credits

• Other employees using the self-service portal

• School Boards, DPI, and the Federal Government use the reports produced by HRMS

HRMS Benefits

HRMS offers many benefits to the LEAs such as

• Individual school systems are freed from having to negotiate costly purchases, installations, and maintenance contracts.

• HRMS includes only the features needed by school systems. School systems do not need to pay for features they will not use.

• HRMS is web-based from the ground up which supports seamless upgrades, easier training, and minimal system administrator effort to add new users. • Feature enhancements are incorporated rapidly with most upgrades occurring

• Integration with off-the-shelf financial systems.

• HRMS runs on the enterprise hardware infrastructure already used by the school systems.

HRMS Platform/System Requirements

HRMS runs on an AS/400 located in each school district. Following are the minimum requirements to use HRMS:

• Operating System

o Windows 98 Second Edition o Windows 2000

o Windows XP • Browser

o IE Version 6 Service Pack 1 or later for LEA module (special internet settings)

o IE 6 or Netscape 7 for Applicant module (Mac uses Netscape only)

HRMS Enhancement Process

Enhancements to HRMS are developed and implemented in response to Legislative action, State Board directives, and HRMS Steering Committee initiatives.

The HRMS Steering Committee includes representatives from the six State Board of Education districts and finance officers. Steering Committee members analyze the use of HRMS in LEAs and gather information from HRMS users in order to propose new functionality for inclusion in HRMS.

HRMS Modules

HRMS consists of four modules: LEA, Applicant, Report Generation, and the HRMS Communications Site.

• The LEA Module is an ever-growing suite of web-based human resources features that reduces paperwork.

• The Applicant Module is an online job application system where teachers and support staff can find current vacancies and submit a single application for submission to specific school systems or for statewide distribution.

• The Report Generation Module is a flexible set of management report tools and a variety of ancillary data extraction and manipulation features.

LEA Module

The LEA Module automates many Applicant Management, Vacancy Staffing, Employee and Continuing Education HR business processes. The LEA Module is accessed at each LEA via the Intranet.

LEA Module Features

The table below lists features of the LEA Module and indicates when the feature can be used to support a HR business process and/or information management need.

Table 1: LEA Module Features

LEA Feature Use the LEA Feature To…

Applicant Search Search for applicants to fill Classified, Licensed, Bus Driver, and Substitute vacancies.

Employee Contains the following sub-functions:

Hiring – Complete the hiring process by entering demographic, assignment, benefit, and contract information for a new employee.

Renewal/Continuing Education – Manage LEA-defined renewal classes and to view and update employee renewals.

Employee Actions – Print blank evaluation forms (Formative Observation Data Instrument (FODI), Conference Questions, Conference Form, and Pre-Conference Scoring Rubic); enter the results of an employee evaluation, and to display an employee’s evaluation status.

Licensure Forms – Complete licensure forms and print copies of the completed forms. Print blank licensure forms.

Employee Self Service Portal

Allow employees to access their continuing education credit information, general information, and local forms. LEA Configuration Define local LEA configuration settings.

Mass Updates Update multiple employee records and/or position records at one time without having to make changes on individual records.

Position Create, view, and edit positions.

Staff Action Update employee records when events occur during the course of employment such as termination, transfer, and/or leave of absence.

System View View employee data associated with demographics, tenure, position, salary, benefits, absences, leave, licensure and payroll.

Online Applicant Module

The Online Application Module allows individuals to search LEA vacancy listings by keyword, county, position type, position title, or school district name. Vacancies for Licensed, Classified, Bus Driver and/or Substitute jobs are retrieved and posted from LEAs by DPI twice daily.

A completed online application includes relevant information such as educational

history, previous employment, licensure information, references, and choice of position. Licensure and education information already on file with the DPI Licensure System is automatically inserted in the online application. A completed online application can be electronically submitted to up to 107 different LEAs.

The URL for the online Application Module is http://schooljobs.dpi.state.nc.us.

Report Generation

HRMS has a reporting toolset with predefined reports and general purpose query tools that are used to explore HRMS data. There are three general mechanisms for

retrieving data from HRMS including the Reporting Tool, Web Reports, and the Query Tool.

Reporting Tool

The Reporting Tool includes Ad Hoc Reports and Standard Reports.

o Standard reports are predefined and static. Federally-mandated and State-mandated reports are available in Standard Reports.

o Ad Hoc Reports allow users to choose a report type and then build a customized report by choosing report data and parameters from menus. Ad Hoc Report data can be exported in popular formats such as Excel or XML for further

manipulation.

Access to the Reporting Tool is limited to users who have been granted access by the HRMS System Administrator. The Reporting Tool requires software installation on each user’s computer.

Web Reports

HRMS Web Reports is a web-based reporting tool which is capable of producing simple, cost-effective reports in a timely manner. Web Reports extends HRMS Reporting tool report delivery to all users via the web utilizing the HRMS role-based security model. Web Reports do not require SQL knowledge or software installation at the desktop. Users may link directly to the Web Reporting Page or via the LEA Home Page at the discretion of the LEA’s HRMS System Administrator or Webmaster.

Query Tool

The Query Tool allows users to make requests for information in the form of a stylized query that is written in a special query language. It empowers users to extract data when they want it and how they want it. The Query Tool is available to HRMS Systems Administrators through the LEA Home Page and the LEA Configuration Page.

Knowledge of SQL syntax is helpful but queries can be requested and easily copied from Forum and/or KnowledgeBase posts on the HRMS Project Communications Site. The Query Tool outputs data in XML or Excel format.

HRMS Communications Site

The HRMS Web Project Communications Site (aka HRMS Comm. Site) is a central repository for HRMS Information. Its primary purpose is to facilitate sharing and disseminating information about HRMS modules.

Figure 6: HRMS Communications Site Home Page

The site can be accessed in different ways. One way is by typing the web address (URL) using an Internet browser (URL: http://hrmscomm.dpi.state.nc.us/). Another way to access the HRMS Web Project Communications Site is from the LEA Home Page. The HRMS Communications Site provides access to several types of information including:

• Online Training Videos demonstrate how to use specific HRMS functionality. The videos include instructor audio and HRMS screens. Currently, videos are segmented into two groups. The Principals group includes videos that show how to accomplish tasks performed by Principals and the Central Office Staff group includes videos that show how to accomplish tasks performed by Central Office Staff.

• Release Notes and Deployment Guide provides detailed documentation of the new functionality included in a release.

• KnowledgeBase includes articles with varying content including step-by-step instructions, queries, and workarounds. Articles are primarily posted by the HRMS Help Desk and/or Development Team.

• Interactive User Forum is an online HRMS user community. HRMS users can browse and post topics of common interest.

• Calendar is used to notify HRMS users about upcoming events (i.e. HRMS training, conferences).

Exercise 1:

1. List 3 benefits of HRMS.

2. List the modules of HRMS.

3. Identify the module/feature that supports the following tasks: a. Watch a training video?

b. Enter Leave of Absence information?

c. Search for Applicant information?

d. Enter applicant data for a person who would like to drive school buses?

e. Generate the SS300 Report, a report mandated by the Federal Government?

f. Retrieve data that is not provided by the Reporting Tool, Web Reports, or Ad Hoc Reporting?

Administrative Tasks Overview

What are Administrative Tasks?

Administrative Tasks are performed by System Administrators in local school systems in order to maintain and manage HRMS. Specific Administrative Tasks include setting up user accounts, managing user accounts, removing user accounts and defining codes, descriptions and operating parameters in order to use features that are available in HRMS.

Who can Access Administrative Task Features?

Administrative Tasks can only be executed by individuals in the System Administrators group. See Assign a Registered User to a Group(s).

How are Administrative Tasks Features Accessed?

System Administrators access the Manage Users Screen and the LEA Configuration Page to perform various Administrative Tasks.

Use the following steps to access the Manage Users Screen:

Access Manage Users Screen

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. Click a Registration ID to select the desired user.

Use the following steps to access the LEA Configuration Page:

Access the LEA Configuration Page

Step 1. On the LEA Home Page, point to SET UP.

Registration Form

Register a New User

Registering a new user involves creating a user name and password. Use the following steps to register a new user:

Figure 8: Registration Form

Step 1. Click REGISTER on the LEA Home Page.

Step 2. Enter User Name. The User Name may be any combination of least six but no more than nine characters and numbers.

Note: The system prefixes the HRMS User Name with the LEA number. Do not include the three-digit LEA number prefix in the User Name.

Step 3. Enter Password. The Password may be any combination of at least six but no more than ten characters and numbers.

Step 4. Re-enter the password in Confirm Password for verification. The registration will fail if Confirm Password does not match Password.

Step 5. Enter Social Security #. The number is divided into three fields and you must tab between them to enter the Social Security Number.

Step 6. Select the title by which the user prefers to be addressed in the Prefix drop-down menu.

Step 7. Enter the user’s First Name.

Step 8. Enter the user’s Last Name.

Step 9. Enter the E-mail address where the user can be contacted about issues concerning the system.

Step 10. Select the location within the LEA where the user works from the Primary School # drop-down menu.

Note: If the user is assigned to more than one site, select the home-based site or the site where he/she spends most of his/her time. A user will only be able to update or view information related to the site associated with his/her user id.

Step 11. Select the description that most closely matches the user from the Job Description drop-down menu. Job descriptions are system-defined.

Step 12. Click REGISTER. It will take a few minutes for the system to complete the registration. If the registration is successful, a Registration Confirmation message will display and the newly registered user will receive an e-mail confirmation.

Note: Required fields must be completed to register a new user. A dialog box identifies missing required field(s) after clicking

Registered Users Screen

The Registered Users screen is used to • View a list of registered users • Sort a list of registered users • Search for registered users

• Remove registered users’ access to HRMS • Access the Manage Users Screen

Figure 9: Registered Users Screen

View Registered Users

System Administrators can view a list of registered users on the Registered Users screen. Use the following steps to view a list of registered users:

Step 1. On the LEA Home Page, point to SET UP.

Sort Registered Users

Specific column headings (Reg ID, Name, SSN, Job Group, Created) on the Registered Users screen have two small triangles to the immediate right of the text. You may sort all of the columns except the Remove column in either ascending or descending order. Use the following steps to sort the list of registered users.

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. To sort data in ascending order by a selected column, click on the arrow pointing to the top of the screen.

Step 4. To sort data in descending order by a selected column, click on the arrow pointing to the bottom of the screen.

Search for a Registered User

System Administrators can search for registered users by Reg ID, Name, Social Security Number, Group, and Creation date on the Registered Users screen. Use the following steps to limit search results:

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. Type a character or numeric string in the Search Box at the top of the screen

Step 4. Click on the Search button

Step 5. The screen displays entries with fields that begin with the search criteria entered. Note: Search criteria will be applied to search results until cleared.

Before initiating another search, click CLEAR SEARCH to remove previously entered criteria. If the search does not return the desired results, click CLEAR SEARCH and try your search again.

Remove a Registered User(s) Access to HRMS

Systems Administrators may remove a registered user’s access to HRMS. Use the following steps to remove a registered user’s system access:

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. Click the box to the far right of the line containing the user’s information to select the user for deletion.

Step 4. Click the Run task button at the bottom of the screen

Step 5. Click CANCEL when the confirmation message displays if the user was selected in error. Click OK to delete the user’s access to the system.

Note: The Registered Users screen will not show deleted users after the screen is updated and refreshed.

Manage Users Screen

The Manage Users screen provides System Administrators with the capability to view and update user information.

View User Information

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. Click a Registration ID to select the desired user.

Note: The Manage Users screen displays the selected user’s information.

Change a User Name

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. Click a Registration ID to select the desired user.

Step 4. Click in the CHANGE USERNAME radio button.

Step 5. Enter New Username. The New Username may be any combination of least six but no more than nine characters and numbers.

Note: The system prefixes the HRMS User Name with the LEA number. Do not include the three-digit LEA number prefix in the

New Username. Step 6. Click SUBMIT.

Note: HRMS will display a User Account Change Confirmation message and generate an e-mail notification of the User Name change to the registered user.

Change a Password

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. Click a Registration ID to select the desired user.

Step 4. Click in the CHANGE PASSWORD radio button.

Step 5. Enter a New Password. The Password may be any combination of at least six but no more than ten characters and numbers.

Step 6. Re-enter the password in Confirm Password for verification.

Note: Changing the password will fail if New Password does not match Confirm Password.

Step 7. Click SUBMIT.

Note: A User Account Change Confirmation message will display. In addition, an e-mail notification is generated to notify the

Assign a Registered User to a Group(s)

The Administrative Tasks section of the Manage Users screen is used to assign registered users to group(s). Assigning a registered user to a group grants him/her access to features that most closely relate to his/her job responsibilities.

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. Click a Registration ID to select the desired user.

Step 4. Click on the box next to the Role Group(s) required for the user. Note: Click GROUP INFO to view the features that a group has access to.

An asterisk (*) next to a group indicates that the user must also be assigned to another group. Click DEPENDENCY RULES to view the relationships between the role groups.

Note: If a dependent group is selected, the system will

automatically select and give the user access to the role and the functions in the master group.

If a dependent group is deselected, the module retains the user’s access to the master group.

If a master group is deselected, the module retains the user’s roles in all selected dependent groups.

Step 5. Click SUBMIT.

Note: Registered users will have access to HRMS within five minutes of submitting updates to the Manage Users screen.

Remove a Registered User from a Group(s)

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click MANAGE USERS.

Step 3. Click on a Registration ID to select the desired user.

Step 4. Click in the box next to a selected Role Group to deselect it and remove user access to a particular feature(s).

Step 5. Click SUBMIT.

Provide User Access to HRMS

Providing an individual with access to HRMS is a two step process.

Step 1. Register the individual as a new HRMS user. See Register a New User. Note: New user registration may be completed by either the

HRMS System Administrator or by the individual requiring access to the application.

Step 2. Assign the individual to a role group. A role group defines the HRMS features that a user can access. See Assign a Registered User to a Group(s).

Note: Only the HRMS System Administrator can assign an individual to a role group.

Exercise 2:

Scenario:

A new Office Support employee has been given the responsibility of managing CEUs using HRMS.

1. Identify the two tasks that must be completed to provide the new employee with the HRMS access required to perform his job.

a. ___________________________________________________________ b. ___________________________________________________________ 2. Verify that the user has access to the Manage Renewal Courses feature.

LEA Configuration Page

The LEA Configuration page is used to modify, create and view locally defined LEA codes, descriptions, and operating parameters. Each LEA should configure LEA settings to maximize all of the features available in HRMS.

Figure 12: LEA Configuration Page

Access Configuration Options

Use the following steps to access configuration options on the LEA Configuration Page:

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click LEA CONFIGURATION.

Step 3. Click one of the options listed on the LEA Configuration Page to define specific parameters.

Action Notice Recipients

Use this screen to add, update, view or remove information for each Action Notice Recipient. The system will notify the contacts via e-mail when the job actions to which they are assigned occur for employees working at the recipient’s site.

Applicant Local Questions

Use this screen to add, update, view or remove applicant local questions defined by your LEA, which appear on the licensed online application. An applicant applying to your school system using the North Carolina Online Application can view and answer questions related to your LEA when completing the online application.

Coaching, Hobbies

Use this screen to add, update, view or remove codes for Coaching and Hobbies interests.

Contract Conditions

Use this screen to add, update or remove contract condition codes and descriptions. The LEA defines each special condition code, along with the description needed for each code. Each LEA will specify the code(s) needed on the contract, and the system will pull the associated description for each condition and include it on the contract. The contract button is located on the Hire New Employee – Position Assignment screen.

Contract Types

Use this screen to add, update or remove employee contract type codes and

descriptions. The contract type associated with the employee assignment determines the contract printed for the employee.

Convert Application Types

Use this screen to update the new application types and position choices. In the HRMS Legacy System each LEA can enter multiple application types.

Differential Pay

Use this screen to add, update, view or remove field names and descriptions. This will allow you to track information not recorded in system-defined fields. These fields correspond to the Differentiated Pay local use fields in the legacy system.

Employee Local Use Fields

Use this screen to add, update, view or remove field names and descriptions. This will allow you to track information not recorded in system-defined fields. Employee local use fields appear on the Employee Demographics screen.

Employment Status

Use this screen to add, update, view, or remove the code and descriptions for the Frequency of Payment within the Position system. Each code is locally defined.

Job Actions

Use this screen to add, update, view, and remove employee job action codes. Job action codes record key job-related changes for employees such as new hires, assignments, and terminations.

LEA Settings

Use this screen to enter basic information, enrollment information, state and federal reporting information, and payroll interface information about your LEA.

Leave of Absence

Use this screen to create, change, view or remove Leave of Absence reason codes. Leave of Absence reason codes are used in the Staff Action feature.

Local Forms Setup

Use this screen to create, edit, or view Local Forms. These forms allow you to collect and store data as required by your LEA.

Longevity

Use this screen to add, update, view or remove longevity change reason codes and descriptions. Longevity reason codes and descriptions are used in the Staff Action feature.

Position Groups

Use this feature to assign position titles to position groups. Position Groups are needed to use the System-Wide Hiring Agent feature and the Nominee Approval Agent features. These

configuration forms enable you to assign existing Position Titles to a Group or remove a Position Titles from a group. You may in turn designate whether you wish to use a System-Wide Hiring Agent or a Nominee Approval Agent for that Position Group. If you are using either the System-Wide Hiring Agent feature or the Nominee Approval Agent for that Position Group, then you may assign users who have authority to act as those agents for the LEA.

Position Local Use Fields

Use this screen to add, update, view and remove field names and descriptions. The local use fields can be found on the Create Position Screen.

Position Titles

Use this screen to add, update, view or remove position titles. You can use the drop-down menu to select position titles from the Create Position screen or by viewing individual positions from the Position Results Page.

This tool allows you to generate reports that are not available in the Reporting Tool. Occasionally, the DPI programming staff will write a report that will help you

troubleshoot an issue that has been reported through the help desk. Queries written by the DPI programming staff are located on the HRMS Communications site

(http://hrmscomm.dpi.state.nc.us). You can access the Knowledge base section of the site to view the queries that are currently available

Reference Questions

Use this feature to enter standardized questions to be asked of references provided by candidates. After the questions are entered, you may associate these questions to one or more reference question sets. Reference questions may be used when conducting reference checks using the Vacancy Permit feature.

Reference Question Sets

Reference Question sets allow you to create and store standardized sets of questions to be asked when checking candidate references using the Vacancy Permit feature.

Reference questions are entered using the Reference Questions program.

Sites

Use this screen to add, update, view or remove site information from this page. You can setup basic information about each site and the grade level for each site.

Site Contacts

Use this screen to add, update, view or remove site contacts for each site. You may assign one or more contacts for each site in your system. The site contacts are sorted by site code.

Substitute Types

Use this screen to add, update or remove a codes and descriptions for Substitute Types. Each code is locally defined. Substitute Types will appear on the Update Substitutes and View Substitutes screen.

Tenure Status

Use this screen to add, update, view or remove tenure status codes and descriptions. Tenure status codes and descriptions are used when creating a new hire contract.

EXERCISE 3:

1. All of the configuration options on the LEA Configuration screen must be defined in order to use HRMS. True ____ False _____

2. What is the Position Title for Title Code “ADM”? _____________________________

3. What Employee Local Use Fields have already been defined?

________________________________________________________________ 4. Scenario: An LEA wants applicants to answer questions when using the online

Applicant System. What option should the LEA choose on the LEA Configuration screen to perform this task?

_____________________________________________________ 5. Leave of Absence reason codes are locally defined by LEAs.

True ____ False _____

LEA Settings

The LEA Settings screen is used to enter basic, enrollment, state and federal reporting, and payroll interface LEA information.

Figure 14: LEA Settings (Bottom)

Turn Applicant Screening Off/On

HRMS allows designated persons to review and release applications prior to the

applications being viewed by a principal or hiring agent. The Screening Process feature is available in Vacancy Permit.

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click LEA CONFIGURATION.

Step 3. Click LEA SETTINGS on the LEA Configuration Page.

Step 4. Click the YES radio button to prescreen applicants before the application is sent to the principal or hiring agent.

Step 5. Click the NO radio button to allow principals and hiring agents to view the application immediately after it is submitted by the applicant.

Step 6. Click SUBMIT.

Copy Data from HRMS to Payroll

HRMS has an interface with the Payroll System that allows HRMS to send employee demographic data and/or assignment/budgetary data to the Payroll System. The

options for passing data from HRMS to Payroll are specified on the LEA Settings Page. In order to copy data from HRMS to Payroll use the following steps:

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click LEA CONFIGURATION.

Step 3. Click LEA SETTINGS on the LEA Configuration Page.

Step 4. Select the “Yes” radio button for the HRMS to Payroll option. Note: Selecting “Yes” will overwrite data that is in payroll with HRMS data.

Step 5. If the LEA’s Payroll System is ISIS or SARTOX go to Step 5. If the LEA’s Payroll System is not listed go to Step 6.

Step 6. If HRMS should not overwrite payroll data, do not select an option. Otherwise, select the LEA’s Payroll System (ISIS or SARTOX) from the Payroll System in Use list box.

Note: Demographic Data Only – Sends new employee basic information and changes to existing employees’ basic information to the Payroll System.

Demographic Data and New Employee Position Info – Sends new employee basic information, changes to existing employees’ basic information PLUS position assignment and budget code

information for newly hired employees only to the Payroll System. Demographic Data and Employee Position Info – Sends new employee basic information, changes to existing employees’ basic information PLUS position assignment and budget code

information for newly hired employees PLUS changes to position assignment and budget code data for existing employees to the Payroll System.

Step 7. If the LEA’s Payroll System is not listed, select the “No” option for HRMS to Payroll.

Copy Data from Payroll to HRMS

HRMS has an interface with the Payroll System that allows the Payroll System to copy assignment/budgetary and absence data to HRMS. The option for passing data from the Payroll System to HRMS is specified on the LEA Settings Page. In order to copy data from Payroll to HRMS use the following steps:

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click LEA CONFIGURATION.

Step 3. Click LEA SETTINGS on the LEA Configuration Page.

Step 4. Select the “Yes” radio button for the Payroll to HRMS option. The following types of data are passed to HRMS: Assignment/budgetary data, absence and leave data, salary data, and benefits information.

Note: Payroll data is copied into HRMS for viewing and

comparison purposes only. For example, Payroll Discrepancy and Payroll Information data can be viewed from the Employee Page.

Step 5. Click SUBMIT.

Update the Salary Schedule Library Name

Step 1. On the LEA Home Page, point to SET UP.

Step 2. Click LEA CONFIGURATION.

Step 3. Click LEA SETTINGS on the LEA Configuration Page.

Step 4. If the LEA uses SARTOX go to Step 4. If the LEA uses ISIS go to Step 5.

Step 5. Enter “sfdataX” in Salary Schedule Library Name, where X represents the fiscal year.

Step 6. Enter “emsfiles” in Salary Schedule Library Name.

Update the Budget Code Library Name

Step 1. Click CONFIGURATION on the LEA Home Page.

Step 2. Click LEA SETTINGS on the LEA Configuration Page.

Step 3. If the LEA uses SARTOX go to Step 4. If the LEA uses ISIS go to Step 5.

Step 4. Enter “sfdataX” in Salary Schedule Library Name, where X represents the fiscal year.

Step 5. Enter “emsfilesX” in Salary Schedule Library Name, where X represents the fiscal year.

EXERCISE 4:

1. At the beginning of the New Year, go to the ___________________________ screen and change the ___________________________ field to

_________________ for ISIS.

2. At the beginning of the New Year, go to the ___________________________ screen and change the ___________________________ field to

_________________ for SARTOX.

3. An LEA wants to pre-screen applicants prior to making their applications available to principals and hiring agents. What HRMS feature will allow the LEA to turn Applicant screening on?

Applicant Functions

Entering a Paper Application

Note: You must be enrolled in the Applicant Entry Group

2. Click on the option to Enter Online Application. You will advance to the On-Line Application System. Click on the link titled Existing User.

3. You will advance to another login screen (shown below). Enter the same user name and password that you use to log on to the HRMS LEA system.

Applicant Entry (continued)

4. As an HRMS user, you may enter an unlimited number of applications. You will see the total number of applications you entered at the top of the screen. Select an application type to enter begin application entry.

5. Please refer to the Help Text for detailed instructions on completing the application screens.

6. When you have finished entering the application, you must go to the Final Step section to submit it. Submitting the application sends it initially to DPI, and then DPI transmits the applications to each LEA daily. You will be able to view the application within your HRMS LEA system by the next business day.

Updating and Viewing the Dismissed Teachers List

You must be assigned to the System Administrator Role Group AND the Dismissed Teacher List role group in order to access this feature. If you have the appropriate authority, you will see the link to the Dismissed Teacher List in the upper left corner of the screen.

To access the listing, click on the Dismissed Teacher List link. You may sort this list by clicking on the up and down arrows under each column heading. Click on the

appropriate row to view more information about the dismissed teacher. You may make an entry to this list by clicking on the Add New Dismissed Teacher button and

Applicant Screening

The pre-screen process is available to all LEA’s who choose to review applications prior to making them available to Hiring Agents. If the LEA chooses not to pre-screen

applicants, then all submitted applications will be available and viewable for the principals or LEA Hiring Agent to view during their part of the process.

This function is activated using the LEA Settings feature located on the LEA Configuration menu.

To release or retract screen applications, proceed to the Screen Applicants screen. Access this screen by selecting the Screen Process link on the LEA Home Page. You can use this form to release or retract up ten individual applications. You must individually release each application submitted by a candidate. For example, you could release a candidate's substitute application while leaving the licensed application in the screening process and not visible to your hiring agents.

You may use the same process to retract applications that you previously released and no longer wish to view.

To release or retract applicants, follow these steps:

1. Select your screening status: Released or Unreleased

2. If you want to restrict the search results to a particular application type (Licensed, Substitute, Classified or Bus Driver), select the appropriate radio button

3. If you want to restrict the search results to a particular Last Name or SSN, type a value in the box and click the Last Name button or the SSN button.

NOTE: The last name and Social Security Number search can be exact

or fuzzy. If the exact box is checked, the field must match the search value exactly. If the exact box is not checked, then only the first part of the field must match the search value

4. The results of your search are displayed in a table. Above the table is text

showing how many results were returned and how many pages of data are in the table. Buttons above the table allow you to move between pages of the table so as to display all records. Some columns may be sorted by clicking on the up or

5. In the results list, click "Select" beside each application you want to release (or retract). Before you click, please note the value in the category column (L,C,S,B) to make sure you are selecting the correct type of application to update. You can only select up to 10 applications at once.

6. Click either the "Release Selected Applications" or "Retract Selected

Applications" button and wait for the confirmation message. This will change the status of the applications you selected.

7. If you selected to release applications, those applications are now viewable during the applicant search. If you retracted applications, those applications will not be viewable during an applicant search.

Applicant Search Functions

If your LEA uses applicant screening, only released applications matching the search criteria will appear in a search. In all cases, only active applications will be returned in the search results.

To show every active application, do not specify any search criteria and click the Search Applicants button. CAUTION: This can take a long time if you have many applications. If you are looking for a specific applicant, type a Last Name or Social Security Number in the Search Value box and click the Last Name or SSN button

NOTE: The last name and Social Security Number search can be exact or fuzzy. If the exact box is checked, the field must match the search value exactly. If the exact box is not checked, then only the first part of the field must match the search value.

If you are looking for applicants who have submitted a particular type of application, the Advanced Search allows you to combine a variety of search criteria to limit the results more accurately. If you specify more than one search option, the application must match all criteria entered. You may specify any or all of the following search criteria.

• Application Type • Position Choice

• Type of Employment Requested

• Date Applicant is available to begin work • Applications updated since a specific date

The results of your search, if any, will be displayed in a results table. Above the results table is text showing how many applications matched the search and how many pages of data are in the table. Buttons above the table allow you to move between pages of the table so as to display all records.

Viewing Applicant Search Results

To view an application, click on the row containing the applicant’s information within the table.

Inactivating and Activating Individual Applications

You may inactivate applications when

• The applicant has informed you he/she is not longer interested in employment • The applicant is not qualified for the position for which he/she applied

• The LEA does not wish to hire the applicant.

All inactive applications will remain inactive until the LEA chooses to reactivate them.

Any updates transmitted by the applicant will have no effect on the applicant status. Inactive applications will not be seen by hiring agents and personnel who screen applications. If your LEA has previously inactivated applications and would like to know if the applicant has modified or updated their application, you may run the Inactive Applications Recently Modified web report.

You may also use this same feature to activate applications when you would like to reconsider an applicant who has had his/her application previously inactivated by the LEA.

Use this form to activate or inactivate one to ten individual applications. You may inactivate one of a candidate's applications while leaving any other applications active and visible to your hiring agents. If you want to inactivate multiple applications

submitted before a specific date, or in a date range use the Mass Inactivate feature.

To activate or inactivate applicants, follow these steps:

1. Select either Active or Inactive.

2. If you want to restrict the search results to a particular Last Name or SSN, type a value in the box and click the Last Name button or the SSN button.

NOTE: The last name and Social Security Number search can be exact

or fuzzy. If the exact box is checked, the field must match the search value exactly. If the exact box is not checked, then only the first part of the field must match the search value

4. The results of your search are displayed in a table (shown below). Above the table is text showing how many results were returned and how many pages of data are in the table. Buttons above the table allow you to move between pages of the table so as to display all records. Some columns may be sorted by clicking on the up or down arrows

5. In the results list, click "Select" beside each application you want to activate (or inactivate). Before you click, please note the value in the category column (L, C, S, and B) to make sure you are selecting the correct type of application to

update. You may select up to 10 applications each time.

6. Click either the "Activate Selected Applications" or "Inactivate Selected

Applications" button and wait for the confirmation message. This will change the status of the applications you selected.

Mass Update to Inactivate Applications

Use this feature to inactivate applications that have not been updated since a specified date.

Inactive applications will not be seen by hiring agents and personnel who screen applications. Any updates transmitted by the applicant will have no effect on the applicant status.

If an application has been inactivated in error you may use the Activate/Inactivate Individual Applications feature to reactivate.

Administrative Applications Manager

Understanding Administrative Applications

An applicant may choose to submit an administrative (or private) application to ensure that his/her search for employment remains confidential. Administrative applications are generally applications for high-level positions, such as Superintendent, Administrator, or Principal.

Administrative applications initially appear only to designated persons, called

Administrative Applications Managers. These people are responsible for distributing the application only to administrators involved in the hiring process. This application will not appear in applicant searches conducted by other HRMS users.

HRMS users must be assigned to the role group System Administrator, Administrative Applications Manager or Administrative Applications Viewer in order to administrative applications.

Managing Applications

Use the menu in the drop-down menu within the left side column to work with each administrative application. All applicants in the list displayed had to specifically request interest in working for your school system. There is no option to submit an

View – Use this option to view the submitted application. You may print the application

by clicking on the print icon in the upper left corner when the application is displayed. Local (county-specific) questions are not visible as they would normally be for licensed applications.

Edit Comment – Use this option to enter any remarks that you want to be displayed in

the LEA Comment field. You may enter comments about the application or instructions to the persons designated to the application. You must refresh your screen to view your entry.

Mark Viewed – Use this option to indicate that you have viewed the application. You

must refresh your screen to view your update.

Mark Unviewed – Use this option to reset the application status to unviewed. You must

refresh your screen to view your update.

Manage Viewers – Use this option to designate the persons able to view the selected

application. All viewers must be registered users of the HRMS System. Detailed instructions are included in the following section.

Inactivate – Use this option to inactivate an application so that it no longer appears on

the Admin Apps Manager form. Inactivating an application will restrict the Applicant Viewer from viewing it. The candidate will not be able to tell if his/her application has been inactivated.

Reactivate – Use this option to reactivate an application which was previously

inactivated.

Send to LEA – Use this option to request that the application be sent down to your

school system. Prior to making this request, the application resides in a file at the DPI. Since these applications were originally intended to be private, if you still consider the application confidential, you must be on the lookout for the application. After the next application download, you can quickly put the application through the Vacancy Permit process and inactivate the application before the Principals and other Hiring Agents see the application.

Managing Viewers

When you select the Manage User option, the system opens a window where you can add viewers to a particular application or remove viewers from an application. The Administrative Applications Manager has the ability to indicate that an individual application is to be visible to another registered HRMS user at your school system.

Adding a Viewer

Follow the steps listed below to allow a viewer to access the application:

1. Select Manage Viewers from the drop down menu in the Actions column. The system displays any viewers that have been selected to view the application. 2. Click on the Select User Button in the upper left corner.

3. Click on the first letter of the last name of the person you want to view the application. The system returns a list of all registered users who have a last name beginning with the letter you selected.

4. Click on the row that contains the name of the person you want to select. The user name appears at the top of the screen as a selected user.

5. Click on the button labeled “Make Selected User a Viewer”. The system opens the Add Viewer window where you can enter a comment for your selected viewer.

6. Enter your comment and click on the Submit button. A Confirmation Screen appears, notifying you that an email has been sent to the user you selected. 7. Refresh your screen to see the updated list of viewers.

Removing a Viewer

Follow the steps listed below to remove a viewer from accessing the application: 1. From the Admin Apps Manager screen, select Remove from the drop down

menu in the Actions column.

2. A message appears notifying you that the viewer has been removed. 3. Refresh your screen to see the updated list of viewers.

Admin Apps Viewer

When you select the Admin Apps feature on the home page you will be able to view only active applications that your Administrative Applications Manager has delegated to you. This Administrative Applications Manager is responsible for making the application available only to each viewer. These applications will not be available when using the Applicant Search function.

Use the drop down menu in the left column to work with the each application.

View – Use this option to view the submitted application. You may print the application

by clicking on the print icon in the upper left corner of the displayed application. County specific questions are not visible on this application even though the candidate may have answered them for you LEA.

Mark Viewed – Use this option to indicate that you have viewed the application. You

must refresh your screen to view your update.

Mark Unviewed – Use this option to reset the application status to unviewed. You must

refresh your screen to view your update.

Edit Comment – Use this option to enter or edit any remarks that you want to be

displayed in the To Administrative Applications Manager field. You may enter comments about the application or a response to the comment entered by the

Applicant Management Exercises

1. Your LEA decided to use the Applicant Screening functionality. Please configure your system to use Applicant Screening.

Steps to follow:

a. From the LEA Home Page, select Configuration b. Select LEA Settings

c. Prescreen Applicants? Yes d. Click Submit

e. Verify Prescreen applicant indicator ‘Yes’ is selected.

2. Once the Applicant Screening is set to Yes, release all Licensed Applications.

Steps to follow:

a. From the LEA Home Page, select Screen Process (located under Vacancy Management heading).

b. Search Unreleased Licensed Applicants. If no results are returned, skip to Step G.

c. When the results are returned select 1 applicant, write down the SSN, and click on the Action dropdown and choose Select.

d. The applicants chosen should appear in the Selection Table at the bottom of the window.

e. Click Released Selected Applications (located just above Selection Table). f. Verify the application was released, by using the SSN to search for the

released application.

g. If all of the licensed applicants are already released, search for Released Licensed Applicants.

h. When the results are returned select 1 applicant, write down the SSN, and click on the Action dropdown and choose Select.

i. The applicants chosen should appear in the Selection Table at the bottom of the window.

j. Click Retract Selected Applications (located just above Selection Table). k. Verify the application returned to an unreleased status, by using the SSN

3. You have been notified that Mickey Mouse applied for a position at your LEA. Using the Search Applicants function, look for Mickey’s

applications.

a. How may applications have been submitted by Mickey Mouse? _____ What are his first choices of licensed positions?

______________________________________________________________

4. The high school has an urgent need for a Math Teacher. Search for applicants who applied and indicated a position choice of Mathematics (Grades 9-12).

a. How many applicants applied with a Position Choice of Mathematics (Grades 9 – 12)? ___________________________________

5. The elementary school has a desire to only consider applicants who hold a license in Elementary Education. Using the Search Applicants feature to find applicants who have or have indicated on their

application that they hold this license.

a. How many Applicants hold a license to teach Elementary Education? __________________

6. Mayberry Elementary is looking for teacher who desire position choice Elementary Education (K-6).

a. How many applicants have selected Elementary Education (K – 6) as one of their position choices? ______________

7. Search for applicants who have updated their applications since August 1, 2004?

a. How many did you find? ________

b. Could this number be an inaccurate count? _________________ c. Why? __________________________________________________ Hint: All inactive applications remain inactive until the LEA chooses to reactivate them. Therefore, updates transmitted by the applicant have no effect on the applicant status.

New Hire without Vacancy Permit:

The New Hire without Vacancy Permit functionality allows users to bypass the Vacancy Permit process. The Employee Hire Group and System Administrator have access to the New Hire with No Vacancy Permit program.

Use this functionality to

Enter a new hire who was not previously an applicant.
Enter a new hire not currently assigned to a position.
Enter a new hire that will work as a substitute employee.

The Hire New Employee (Demographic Information Screen) is the only required screen and must be completed to update your HRMS files with new hire information. You may then enter all other employment information, such as assignment, contract, and benefits using the appropriate Staff Action program.

The following steps allow you to process a New Hire without Vacancy Permit:

1) Click on the New Hire without Vacancy Permit link under the Hire Process Views section to advance to the Hire New Employee page.

2) SSN – Enter the New Hire’s Social Security Number in Section 1.

3) Type of Employment: Select the Licensed, Classified, Substitute or Bus Driver for the type of employment in Section 2.

4) Press the ‘Submit’ button to advance to a second Hire New Employee screen to enter the new hire’s demographic information.

If you enter a social security number that currently exists in your system, the system returns a message stating that this person is already an employee. You must then update this employee’s information using the Staff Action programs.

Hire New Employee Demographics:

Section 1: Basic Information

1) SSN – The new hire’s social security number as entered on the previous screen. No data entry is allowed to this field.

2) Substitute Indicator – Select ‘Yes’ or ‘No’ to indicate if this is a substitute

employee. Select ‘Both’ if this employee will be assigned to a position AND work as a substitute.

3) Prefix – The new hire’s preferred title (Mr., Mrs., Dr., etc) 4) First Name – The first name of the new hire (required) 5) Middle Name – The middle name of the new hire 6) Last Name – The last name of the new hire (required) 7) Suffix – The suffix of the new hire (Jr., Sr., III, etc.)

9) Maiden Name – The maiden name of the new hire, if applicable

Section 2: Address and Phone

1) Street Address – Enter the employee’s street address (required). This field may contain data that has already been entered into HRMS.

2) City – Enter the name of your city or town (required). This field may contain data that has already been entered into HRMS.

3) State – Use the drop-down menu to select your state (required). This field defaults to North Carolina.

4) Zip Code – Enter a postal or zip code (required). This field may contain data that has already been entered into HRMS.

5) Zip Suffix – Enter the zip code suffix (four digits), if known.

6) Home Phone – Enter the employee’s home phone number, including your area code without the hyphens (required). This field may contain data that has already been entered into HRMS.

7) Office Phone – Enter a phone number, including your area code, where the employee can be reached during the weekday.

8) Cell Phone – Enter a cell phone number including area code where the

employee can be reached when you are not at the other numbers listed above. 9) Unlisted Phone – Select ‘Yes’ or ‘No’ to indicate that the cell phone number is

unlisted and should not be published on certain employee reports.

10) E-mail – The e-mail address the new hire entered during the registration process. If this is no longer the employee’s preferred email, you may edit this entry.

Section 3: Demographics

1) Date of Birth – Enter date of birth in MM/DD/YYYY format. The system defaults to January 01. Select the appropriate month and day from the drop-down menu. You will have to key in the four digits for the year. (required)

4) Handicap – Use the drop-down list to select an option if the employee has disability. Select the appropriate category from the drop down menu. Select

NONE from the list if the employee is not handicapped.

5) Veteran – Select ‘Yes’ or ‘No’ to indicate if the employee has served in the military.

Section 4: Other

1) Start Date – Enter the first day the new hire began working at the LEA in MM/DDY/YYY format. You may instead click on the icon next to the field and select a date from the calendar. (required)

2) Original Hire Date – Enter the date the new hire was hired in MM/DD/YYYY format. You may instead click on the icon next to the field and select a date from the calendar. (required)

3) Contract – If the new hire employee requires a contract, you may click on the Contract button to advance to the Contract screen. You can find detailed information for completing this screen in the next section.

4) Substitute Indicator – Select ‘Yes’, ‘No’ or ‘Both’. When the indicator is changed to ‘Yes’ or ‘Both’, you must create or update subjects on the substitute profile for this employee. After submitting this form, click the Update Substitutes link on the Employee page. The default is set to ‘No’.

5) Paid Mentor – Select ‘Yes’ or ‘No’ to indicate if the new hire will have a paid mentor.

6) Mentor Rate – If the employee has a mentor, enter the mentor’s rate of pay. 7) Mentor Name – If the employee has a mentor, enter the mentor’s name.

8) Local Use Fields – The information in the following ten fields will vary. You may use these fields to enter local information for which no field currently exists. The LEA defines these fields using the Employee Local Use Fields program located on the LEA Configuration Page.

9) Additional Local Use Fields – The information in the following five fields will vary. You may use these fields to enter local information for which no field currently exists. The LEA using the Differential Pay program located on the LEA Configuration Page defines these fields.

NOTE: These fields correspond to the Differential Pay Local Use fields located

9) Click on Submit to update the employee record. The system will validate that all your entries are correct and save your data. At this point, the new hire is entered in your system as an employee, and display on the employee pages.

10) If the Substitute type was not selected, the system will display the following message in a separate window: “Don’t forget to set the application status to Inactive if needed. The System Administrator or a member of the Application Screening Group can perform this function for you.” Close the window to continue.

11) The system validates that all the data entered in the fields are correct, saves the data, and displays a confirmation screen.

12) The system will automatically set the employment status code for the new employee to ‘00’. In the Employment Status table ‘00’ is equal to ‘NONE’.

13) If the user selected Substitute as the employment type, the system will inactivate the Substitute application, if one exists, and the system displays the Substitute screen.

Contract Screen

You will advance to this screen only if you click on the Contract button located on the Hire New Employee screen. Use this screen to enter contract information and generate an employee’s contract. Use the HRMS Reporting Tool to print employee contracts and contract cover letters.

The following data is displayed as entered on the previous screen. No data entry is allowed to these fields.

Employee Name

Social Security Number

1) Contract Type – Use the drop-down list to select the type of contract for the employee. Contract types may be system defined or locally defined. Locally defined contract types are entered using the Contract Types program located on the LEA Configuration page.

2) Board Action Date – Enter the Board Action in MM/DD/YYYY format. You may click on the date icon next to this field to select the date from the calendar. 3) If Part Time or Temporary, Start Date – Enter the beginning date of the

4) End Date – If this is a part time or temporary position, enter the contract ending date in the MM/DD/YYYY format. You may instead click on the date icon next to this field to select the date from the calendar.

5) If a Probationary Contract, School Year – If you are creating a probationary contract, select the correct school year from the drop-down menu.

6) Special Conditions – Select the codes associated with special conditions to be printed on the contract. Contract condition codes are locally defined and entered using the Contract Conditions program located on the LEA Configuration page. You may select multiple conditions by holding the control key as you click to make your selections.

7) After completing the fields below, click on ‘Submit’ button to save your data and return to the New Hire Screen.

New Hire without Vacancy Permit Exercises:

1. Using the Applicant Search feature, search for an applicant who has a substitute application. (Write down the SSN).

2. Using the New Hire without Vacancy Permit process, hire the applicant to work as a substitute.

Position Management Console

The Position Management Console is where you perform all functions of position control, with the exception of employee assignments. Here, you may launch most position-related functions from a single location. Your assigned role within HRMS determines the functions available to you.

Using the Position Management Console as an LEA or Central Office

Administrator

Viewing the Position Search Results

Always maximize the window when viewing the Position Search Results to navigate the position list easier.

You may sort the list on each column by clicking on the up and down arrows under each column heading. You can toggle the position list scrollbars by clicking "Toggle

scrollbars

Select a position by clicking on the row. Your selection is displayed above the list along with a set of action buttons. Some of the actions are enabled, depending on your user rights and certain values associated with that position.

To refresh the screen after you act on a position, perform your search again or refresh the screen by pressing F5.

Editing and Viewing the Position Information

Click on the View Position button to display the position information. Click on the Edit Position button if you plan to change any of the existing position information.