HR MS N In - UBC Human Resources · HRMS is one of several major University business systems and is...

PrUBHRhtt La

repared by: BC Human ResoR Management tp://www.hr.ubc.

ast updated: Apr

N

ources Systems .ca

ril 2011

avigaIn

HRation anquiry

RMS and Emy Guid

mployde

yee

April 2011 Page i

Table of Contents

1. INTRODUCTION TO HRMS ....................................................................................... 3 What is HRMS? ...................................................................................................................................................... 3 What’s in this guide? .............................................................................................................................................. 3 What are the technical requirements to access HRMS? ........................................................................................ 4 HRMS Browser Compatibility ................................................................................................................................. 4 Security and Protection of Privacy ......................................................................................................................... 5

2. HRMS SIGN ON AND SYSTEM NAVIGATION .......................................................... 6 Before you start ...................................................................................................................................................... 6 Setting up your access via CWL/MyUBC Portal ..................................................................................................... 7 To log on for the first time....................................................................................................................................... 7 How to log on once the channel is set up ............................................................................................................. 13 Menu Folders and Pages ..................................................................................................................................... 15 Universal Navigation Header ................................................................................................................................ 16 Assigning and Organizing Favorites ..................................................................................................................... 17 Opening Another Window .................................................................................................................................... 18 My Personalizations ............................................................................................................................................. 19

Changing Date Format ..................................................................................................................................... 19 Auto Menu Collapse ......................................................................................................................................... 20

Retrieving Information .......................................................................................................................................... 22 Navigating within Pages ....................................................................................................................................... 23 Signing out of HRMS ............................................................................................................................................ 23

3. PERSONAL INFORMATION INQUIRY .................................................................... 25 Biographical Details ............................................................................................................................................. 27 Contact Information .............................................................................................................................................. 28 Emergency Contact .............................................................................................................................................. 29 Identification Data ................................................................................................................................................ 31 Prior Work Experience ......................................................................................................................................... 33 Administrative Posts ............................................................................................................................................. 34 Education ............................................................................................................................................................. 35 Training ................................................................................................................................................................ 36

4. JOB DATA INQUIRY ................................................................................................ 37 Work Location ...................................................................................................................................................... 39 Job Information .................................................................................................................................................... 42 Job Labor ............................................................................................................................................................. 44

Employee Groups and Salary Plans ................................................................................................................ 44 Payroll .................................................................................................................................................................. 46 Salary Plan ........................................................................................................................................................... 47 Compensation ...................................................................................................................................................... 48 Employment Information ...................................................................................................................................... 50 Job Earnings Distribution ..................................................................................................................................... 51 Faculty Appointment Data .................................................................................................................................... 53 Staff Appointment Data ........................................................................................................................................ 55 Student Appointment Data ................................................................................................................................... 57 Salary Increase Detail .......................................................................................................................................... 58

5. SUMMARY PAGES AND FACULTY-RELATED PAGES ........................................ 59 Job Summary ....................................................................................................................................................... 60 Multiple Jobs Summary ........................................................................................................................................ 62 Faculty Career Progress ...................................................................................................................................... 64 Joint Appointments ............................................................................................................................................... 65 Salary Increase Summary .................................................................................................................................... 66

April 2011 Page ii

6. EARLY ID ASSIGNMENT ......................................................................................... 67 Early ID Assignment ............................................................................................................................................. 68

7. PAYROLL PAGES .................................................................................................... 71 Create Additional Pay .......................................................................................................................................... 72 Payroll Options 1 & 2 ........................................................................................................................................... 72 UBC Paycheque History....................................................................................................................................... 75

8. HR SETUP TABLES ................................................................................................. 77 Department Table ................................................................................................................................................ 78 Location Table ...................................................................................................................................................... 79 UBC Department Location Table ......................................................................................................................... 80 Job Code Table .................................................................................................................................................... 81 Union Table .......................................................................................................................................................... 83 Salary Grade/Step Table ...................................................................................................................................... 84

9. HRMS REPORTING DATABASE (HRREP) ............................................................. 86 How to log on to HRREP (HR Report Server) ...................................................................................................... 87 Signing out ........................................................................................................................................................... 88 Running Queries and Printing .............................................................................................................................. 89

10. APPENDIX .............................................................................................................. 91 HRMS Date Fields – How UBC uses the date fields ............................................................................................ 92 Salary Administration Plan ................................................................................................................................... 94 Union Code and Job Code Prefix ......................................................................................................................... 95 Faculty Association Codes ................................................................................................................................... 96 Benefits ................................................................................................................................................................ 97 Student Appointments .......................................................................................................................................... 98 HRMS Cheat Sheet - Demographic Information .................................................................................................. 99 HRMS Cheat Sheet - Employment Information .................................................................................................. 100 HRMS Cheat Sheet - Salary Scale Information .................................................................................................. 101 HRMS Cheat Sheet - Paycheque Information .................................................................................................... 102 HRMS Cheat Sheet - Set Up Tables Information ............................................................................................... 103 Using Keyboard Shortcuts.................................................................................................................................. 104

April 2011 Page 3

1. INTRODUCTION TO HRMS

What is HRMS?

Welcome to the Human Resources Management System – HRMS. HRMS is one of several major University business systems and is the primary source of information for UBC faculty, staff and student employees for purposes of HR/salary administration, benefits enrolment and administration, and payroll. HRMS is primarily used by faculty and departmental administrators for these purposes:

To view the employment history of individual faculty, staff and student employees To generate an Employee ID for new hires To produce reports and extract data To update your employees’ address and contact information To post a job/create a job advertisement and to manage hire electronically (eRecruit)

This system was implemented in 1992 and uses software from a company called Oracle – one of the premier Human Resources/Payroll software vendors in the world. HRMS is managed jointly by Human Resources and Financial Services.

What’s in this guide? This guide demonstrates how to:

Set up your access via CWL and the MyUBC Portal Sign on Navigate through the system Find information on your employees See information on jobs/appointments either by individual event or in summary Generate an Employee ID for new hires See payroll information Learn about HR set-up tables Run reports and extract data

April 2011 Page 4

What are the technical requirements to access HRMS?

HRMS is 100% web enabled. In previous versions, you were required to install software on your workstation, and apply for a Mercury/Neptune account. These steps are no longer required.

HRMS Browser Compatibility PeopleSoft certifies the following combinations of web browsers and client operating systems:

Win XP

Win Vista

Win 2003 UNIX

Mac OS X

Mac OS 9

Mac OS X Tiger

PowerPC

Mac OS X Leopard 10.5.x

Mac OS X Leopard

Intel Linux

Internet Explorer 8 X X

Internet Explorer 7 X X

Internet Explorer 6 X

Firefox 3.5 X X X X X

Firefox 3.0 X X X

Firefox 2.0 X X

Firefox 1.5 X X X X

Mozilla 1.7 X X X X

Safari 4 X X

Safari 3.0.4 X

Safari 2.0.4 X

Netscape 7.2 X X X X X

Netscape 8.1 X

April 2011 Page 5

Security and Protection of Privacy

Human Resources records available from this system are confidential and the Property of the University of British Columbia. Keeping information private is the responsibility of all users of the system, both central and departmental. Central Administration:

Human Resources, Financial Services and other central administrative units that use HRMS are acutely aware of the need for the protection of private information for your faculty, staff and student employees. To this end, all information being transmitted to and from your workstation is encrypted. Access to HRMS is accomplished via the use of CWL (Campus Wide Login) and the MyUBC portal. Authorization for HRMS access is also required and is done by:

Completing an ‘HRMS Access Request Form’ (downloadable from http://www.hr.ubc.ca/); Having it authorized by your supervisor/manager; Forwarding it to Human Resources.

All requests for access are reviewed for appropriateness and applicability to the requestor’s job duties.

Departmental Users:

Users are responsible for the prudent and secure use of information facilities in compliance with good business practice, security standards, and common sense. User responsibilities include:

The protection of individual user IDs and passwords; Ensuring that workstations are not left unattended; Ensuring that sensitive information displayed on the workstations or hard-copy reports is not visible to

unauthorized individuals; Ensuring that the security agreement (part of the HRMS Access Request Form) is not violated.

Who do you call for more information?

For more information on HRMS or this document, please contact: Robert Boudreau Director – HR Management Systems Human Resources (604) 822-8142 [email protected]

April 2011 Page 6

2. HRMS Sign On and System Navigation

Before you start All PeopleSoft applications (HRMS and FMS) are accessed through the ‘myUBC’ portal. Therefore, HRMS users must subscribe to UBC’s Campus Wide Login (CWL) first in order to access the system. If you do not have a CWL account, you can subscribe to one here: http://www.it.ubc.ca/cwl/homelink.shtml Once you have a CWL account, please go to http://www.hr.ubc.ca/forms/ and print HRMS Access Request Form. Please complete and submit the form to Human Resources. This process takes about one week. When everything is set up, you will receive a Welcome email, and you are ready to go! Please note: You do not need to complete this form to access HRMS self-service screens. Only a CWL account is required to access the Faculty/Staff Self-Service application.

April 2011

Setting To log o Step 1: Step 2:

up your ac

on for the f

Open your Inte

Enter the URL password in the

ccess via C

first time

rnet browser win

address for MyUe CWL Login box

CWL/MyUB

ndow (i.e. Interne

UBC (http://my.ux.

BC Portal

et Explorer, Fire

bc.ca/). The foll

efox, Safari).

lowing home page will appear.

P

Enter your user

Page 7

ID and

April 2011

Step 3:

Step 4:

To add the Peo

Click on ‘Add C

opleSoft channel

Channel’ button

l link, click on ‘P

.

references’.

PPage 8

April 2011

Step 5: Sc

Step 7:

croll through cha

Click on the ‘Re

annel list, select

turn to Portal’ l

‘Management S

ink to close the

Systems Portal

User Preference

l’ and click on ‘A

es screen.

Add’.

PPage 9

April 2011

Step 8:

.

Step 9:

The ManagemePeopleSoft data

Click on the ‘MaStaff Self Servic

ent Systems Porabases.

anagement Sysce to access you

rtal should now a

stems Portal’ linur employee self

appear. Click on

nk to access HRf-service portal.

n ‘Enter Manage

MS Live and HR

ement System

RMS Reporting o

Pa

Portal’ to acces

or click on ‘Facu

age 10

ss

lty and

April 2011

Step 10:

Click on the ‘HRLive is unavaila

RMS Live’ link foable.

or real-time dataa. Use the ‘HRMMS Reporting’ linnk for running q

Pa

ueries or when H

age 11

HRMS

April 2011

You will nowsecurity acccollapse fold

w see the Peoplecess. The homeders in the menu

eSoft HRMS Hopage includes au to access data

me page. The n Universal Nav.

Nav

navigation menuigation Header

vigation Men

u displayed may and Navigation

Univnu

vary depending n Menu. You ca

versal Naviga

Pa

on your level ofan expand and

ation Header

age 12

f

r

April 2011

How to Step 1: Step 2:

Step 3:

log on onc

Open your inter

Enter the URL your user ID an

Select Manage

ce the chan

rnet browser win

address for Peond password in th

ment Systems P

nnel is set

ndow (Internet E

pleSoft CWL (hthe CWL Login b

Portal and select

t up

Explorer, etc).

ttp://login.msp.box.

t Continue.

Login hereCWL ID an

.ubc.ca). The fo

e with your d Password

ollowing home p

Pa

page will appear.

age 13

. Enter

April 2011

Step 4:

You will nowsecurity acccollapse fold

Click on the HR

w see the Peoplecess. The homeders in the menu

RMS Live link.

eSoft HRMS Hopage includes au to access data

me page. The n Universal Nav.

Nav

navigation menuigation Header

vigation Men

u displayed may and Navigation

Univnu

vary depending n Menu. You ca

versal Naviga

Pa

on your level ofan expand and

ation Header

age 14

f

r

April 2011

Menu F Once you haon your leve The Navigatcollapses an Items followselect – it minformation or page.

When you eThis icon This icon You can use

You can minor the show

Folders

Page

olders and

ave signed into el of security acc

tion Menu is set nd expands base

wed by a right facmay contain anot

about a folder o

expand a folder, indicates that indicates that

e the menu on th

nimize the Navig menu icon

d Pages

HRMS, the Navicess).

up in a navigatied on your selec

cing � or an inverher folder or mar page, you can

the menu will althe item is a foldthe item is a paghe left or menu i

gation Menu by u.

igation Menu wil

on hierarchy in wctions.

rted arrow sign �ay contain a pag roll your mouse

so appear in theder with more itege. n the center of t

using Ctrl+Y or t

ll display as belo

which you can a

, are referred to e. Pages are pr

e over the text to

e center of the scems inside.

he screen to nav

the minimize but

ow (the menu fo

access a series o

as folders. A freceded by a da view a callout th

creen.

vigate through th

tton and expa

lders displayed

of folder drill-dow

folder contains mash ‘-‘ sign. If yohat describes th

he system.

and the menu by

Pa

may vary depen

wns. The menu

more items for you want to see me purpose of the

y using either Ct

age 15

nding

you to more e folder

trl+Y

April 2011

Univers The UniversWindow an

Home This will clos Add to FavThis will addfurther deta Sign Out Clicking on

Step 1

Step 2

**IMPORTA

New WindoThis will opePlease refer

sal Navigat

sal Navigation Hd Help.

se the active pa

orites d the page you ails.

the above Sign

: Close the Peop

: Close the Mana

ANT** You mFailur

ow en another windor to ‘Opening An

tion Heade

eader appears a

ge you are work

are working in to

out link will NOT

pleSoft HRMS pa

agement System

must sign out ore to do so will

ow without closinnother Window’ i

er

at the top of eve

king in and will ta

o ‘My Favorites’.

T sign you out of

age by clicking o

ms Portal by click

f Management leave your Peo

ng the current wn the guide for f

ry page and incl

ake you back to t

Please refer to

f HRMS. To sign

on .

king on Sign Ou

Systems PortaopleSoft applica

window so that twurther details.

ludes Home, Ad

the homepage.

‘Assigning and

n out of HRMS,

ut.

al in order to logations active.

wo HRMS pages

dd to Favorites,

Organizing Favo

follow the steps

g out of all Peo

s can be viewed

Pa

, Sign Out, New

orites’ in the guid

below.

pleSoft databas

simultaneously.

age 16

w

de for

ses.

.

April 2011

Assigni Favorites al Step 1:

Step 2:

Step 3:

To organizeyour favorite

ing and Or

low you to book

Open a page ththe menu.

The following in

Once you have

e your favorites, es. Click the Sa

rganizing F

mark pages that

hat you frequentl

nformation with t

e assigned your f

select My Favorve button when

Favorites

t you use freque

ly visit, i.e. Perso

the page descrip

favorite, to open

rites and Edit F you are done.

ently.

onal Information

ption will appear

it, go to My Fav

Favorites in the m

n, and then click

. Click on Add t

vorites in the me

menu. The sequ

on Add to Favo

to Favorites.

enu.

uence number a

Pa

orites at the top

allows you to org

age 17

or in

ganize

April 2011

Opening To have twoclosing the c

g Another

o HRMS pages ocurrent window.

Window

opened simultan

neously, select NNew Window at the top. This w

ill open another

Pa

window without

age 18

April 2011

My Pers The personaaccess to thformat and a Changing Step 1:

Step 2:

sonalizatio

alizations page ahe system. Userautomatic menu

Date Format

Click on My Pe

Click on the Pe

ons

allows users to crs with view-only collapse setting

ersonalizations

ersonalize Optio

change various sy access to HRMgs (explained be

in the Navigatio

on push button n

system default sMS should not ch

low).

n Menu.

next to Regiona

settings. It is primhange any of the

l Settings.

marily beneficialese settings with

Pa

l to users with up the exception o

age 19

pdate of date

April 2011

Step 3:

You have no Auto Men Enabling thithe menu by Step 1:

Select the desir

ow changed you

u Collapse

s personalizatioy using either Ct

Click on My Pe

red override date

ur date format.

n causes the Natrl+Y or the show

ersonalizations

e format value u

avigation Menu tw menu icon

in the Navigatio

under the Date F

to automatically .

n Menu.

Format Option.

collapse when a

Click on OK.

a page is selecte

Pa

ed. You may ex

age 20

pand

April 2011

Step 2:

Step 3:

Click on the Pe

Change the Ov

ersonalize Optio

verride Value to Y

on push button n

Yes in the Autom

next to Navigatio

matic menu co

ion Personaliza

llapse option. C

ations.

Click on OK.

Paage 21

April 2011

Retrievi Whenever ydown searc The search also search The search

Note: Gene

ing Inform

you open a pageh criteria through

will complete th by Name (the fo

values are not c

erally, the more s

ation

e, the system wilh criteria operan

e quickest (and ormat is lastnam

case sensitive.

specific your sea

l prompt you for nds. This is part

the most surest)me,firstname) or o

arch criteria are,

specific search icularly useful w

) if you use the 7other fields. Clic

the quicker the

criteria. Peoplewith setup tables

7-digit employeeck on the

.

search will comp

eSoft provides th where code valu

e ID whenever a button to

plete.

Pa

he ability to narroues are unknow

pplicable. You cstart the search

age 22

ow n.

can .

April 2011

Navigat Once you haUse these li

Find View All First

Last Componentcomponent Information

You can als Or you can each folder access key And finally, Signing It is very imp Step 1:

ting within

ave opened a panks to navigate

Invokes your brThis is to view aGoes to the moGoes to a moreGoes to an oldeGoes to the old

ts contain pagescan be done in f simply by clickin

so click on the hy

use ALT, an acctab that is underis not case sens

you can use g out of HR

portant to follow

Close the Peop

Comp

Hyper

Pages

age within HRMSamongst the row

rowser’s ‘find’ utall effective-dateost recent (or a e recent (or a futer effective-datedest effective-da

that are relatedfour ways. In thng on the Conta

yperlinks at the b

cess key plus ENrlined. For examsitive).

RMS

these steps whe

pleSoft HRMS pa

ponent

rlinks

S, a navigation bws of data stored

tility to find key wed data rows at o future if any) effture if any) effectd data row in the

ated data row in

and need to bee component pic

act Information

bottom to move

NTER to navigatmple, to navigate

push

en signing out o

age by clicking o

bar with links wild in the page.

words, phrases, once. fective-dated dattive-dated data re page. the page.

completed togectured below, wetab.

between pages

te between pagee to the Biograph

h buttons to navig

f HRMS.

on .

ll appear on the

numbers or sym

ta row in the pagrow in the page.

ether. Navigatinge can navigate f

in a component

es in a componehical Details pag

gate between pa

top right-hand p

mbols.

ge.

g from one pagefrom Biographica

.

ent. The access ge, click on ALT+

ages.

Pa

portion of the pag

e to the next withal Details to Con

key is the letter+B+ENTER (the

age 23

ge.

hin a ntact

r on e

April 2011

Step 2:

You have no

Close the Mana

ow signed out of

agement System

f the system.

ms Portal by clickking on Sign Ouut.

Pa

Not he

age 24

re!

April 2011

3. Perso Personal In

Bi Co

Step 1:

Step 2:

Note: W

onal Informa

nformation cons

iographical Detaontact Informatio

To access thesmenu.

Enter the emploto the current in

When entering thare not case se

will

ation Inquir

sists of two page

ails on

se pages, select

oyee’s 7-digit Emnformation. Clic

he employee’s nensitive.

flash at the top r

ry

es.

Workforce Adm

mployee ID or nak the

name, enter lastn

right-hand side o

ministration, Pe

ame. Click on In button.

name,firstname

of the screen wh

ersonal Informa

nclude History

with no spaces

hile the system s

ation and Modify

to see historical

(i.e. hrms,john).

searches.

Pa

fy a Person in th

information in a

The search val

age 25

he

addition

lues

April 2011

Step 3:

If the search finname from the

nds more than onSearch Results.

ne match, the se. If the search fi

earch results willnds only one ma

l display them asatch, it will take y

s below. Click oyou to the page

Pa

on the appropria directly.

age 26

te

April 2011

Biograp This page c

Em Em Da G U O

or So

Note: The M

To return toYou can als

phical Deta

ontains the follo

mployee ID and mployee Name ate of Birth ender BC Student ID original Hire Dater breaks in servicocial insurance n

Marital Status fie

the search list, so click

ails

wing data.

CWL Signup PI

or OUC Employee: This date reflece. number.

ld is not maintain

click , to see

N

ee ID (if any), stoects the date whe

ned by UBC at t

. e historical data.

ored in Alternateen the employee

this time.

e ID field. e was first hired at UBC regardle

Pa

ess of employee

age 27

e group

April 2011

Contact This page c Use or there are m Note: There

To return toYou can als

t Informati

ontains the histo

buttons insidore data to view

e is a separate s

the search list, so click

on

orical information

de the blue navigw.

et of scroll butto

click , to see

n for the employ

gation bar

ons & for

. e historical data.

yee’s address, ph

r address type, a

hone number an

to navi

address history,

nd e-mail addres

gate from one d

phones and Em

Pa

ss.

data to another w

mail addresses.

age 28

when

April 2011

Emerge Emergencyconsists of t To access tContact. Contact Ad

Click the OtTo return to

ency Conta

y Contact contatwo pages - Con

hese pages, sel

ddress/Phone

ther Phone Num the search list,

act

ins the name, adntact Address/P

ect Workforce A

mbers tab to go click

ddress and phonPhone and Othe

Administration,

to the next page.

ne numbers of ther Phone Numb

, Personal Infor

e.

he emergency cobers.

rmation, Person

ontact(s) for the

nal Relationshi

Pa

employee and

ips, and Emerge

age 29

ency

April 2011

Other Phon

Click the CoTo return to

ne Numbers

ontact Address/ the search list,

/Phone tab to reclick

eturn to the prev.

ious page.

Paage 30

April 2011

Identific Identificationmay include To open this Citizenship

The next tab

cation Data

n Data stores infe information on

s page, go to Wo

p/Passport

b stores informa

a

formation about employee’s citiz

orkforce Admin

tion about the e

foreign employezenship, passpor

nistration, Pers

mployee’s Visa/

ees’ governmentrt information or

onal Informatio

Permit data.

tal authorization visa/work perm

on, Citizenship

(s) to legally woit numbers and e

and Identificati

Pa

rk in Canada. Texpiry dates.

ion Data.

age 31

This

April 2011

Visa/Permit

To return to

t Data

the search list, click .

Paage 32

April 2011

Prior W This page isCurriculum V To access t

Work Experi

s maintained for Vitae.

his page, select

ience

Faculty membe

Workforce Adm

rs only. Informa

ministration, Pe

ation stored in th

ersonal Informa

his page is extrac

ation, Biograph

cted from Facult

hical and Prior W

Pa

ty members’

Work Experienc

age 33

ce.

April 2011

Adminis This page is To access t

strative Po

s maintained for

his page, select

osts

Faculty membe

Workforce Dev

rs only. This pa

velopment, Fac

age is used to sto

culty Events, Tra

ore information o

rack Events and

on Chair appoint

d Administrative

Pa

tments.

e Posts.

age 34

April 2011

Educati Professionaextracted fro Training infoUBC’s MOSEmploymen To access t To access tEducation.

ion

al Education is alom Faculty mem

ormation (the seST Program, BESnt Equity.

his page for Fac

his page for Staf

lso recorded for mbers’ Curriculum

cond section of ST Program or o

culty, select Wor

ff, select Workfo

Faculty membem Vitae.

this page) is recother training pro

rkforce Develop

orce Developm

rs only. Informa

corded for UBC Sograms sponsore

pment, Faculty

ent, Competen

ation stored in th

Staff and Facultyed by UBC Hum

Events, Track E

ncy Managemen

his upper section

y who have takeman Resources o

Events and Edu

nt, Track Person

Pa

n of this page is

en courses throuor the Office of

ucation.

n Competencie

age 35

ugh

es and

April 2011

Training This page cthrough UBCEmploymen To access tTraining. C

g

ontains the detaC’s MOST Progr

nt Equity.

his page for, selClick on View Al

ailed Training inforam, BEST Prog

ect Workforce Dl to see all the c

ormation includigram or other tra

Development, Ccourses taken (if

ng attendance foaining programs

Competency Ma any).

or UBC Staff and sponsored by U

anagement, Tra

d Faculty who hUBC Human Res

ack Person Com

Pa

ave taken courssources or the O

mpetencies and

age 36

ses Office of

d

April 2011

4. Job D

Job Data co

W Jo Jo Pa Sa Co Em Jo Fa St St Sa

Step 1: Step 2:

Note: W

Step 3:

Data Inquiry

onsists of twelve

Work Location ob Information ob Labor ayroll alary Plan ompensation mployment Inforob Earnings Distaculty Appointmtaff Appointmenttudent Appointmalary Increase D

To access thes

Enter the emplo

When entering thare not case se

If the search finfrom the list. If

y

e pages.

rmation tribution ent Data t Data

ment Data Detail

se pages, select

oyee’s Name, 7-

he employee’s nensitive.

will flash at t

nds more than on the search finds

Workforce Adm

-digit Employee

name, enter lastn

the top right-han

ne match, the ses only one match

ministration, Jo

ID or Social Insu

name,firstname

nd side of the scr

earch results willh, it will take you

ob Information,

urance Number.

with no spaces

reen while the sy

l display them asu to the Work Lo

and Job Data.

Click

(i.e. hrms,john).

ystem searches

s below. Click ocation page dire

Pa

button.

The search val

s.

on the appropriaectly.

age 37

lues

te item

April 2011

Pa

age 38

April 2011

Work Lo This is the fchange actiothat pertains Use or historical rec

Click To return to

ocation

irst page in Job on, a terminations to the employe

buttons insidcords.

or click the the search list,

Data componenn action, etc) at ee’s work locatio

de the blue navig

Job Informatioclick

nt, and you can vthe top that has n.

gation bar

n tab to move to.

view the effective been processed

o the next page.

e date of each ad for that employ

to navi

action (such as ayee. You can al

gate through fut

This indicarecord you is a HistoryFuture rec

Pa

a hire action, a pso view informa

ture, current and

tes if the are viewing

ry, Current or cord.

age 39

ay rate tion

d

April 2011 Page 40

The following table describes the fields on the Work Location page.

FIELD DESCRIPTION

ID The employee’s 7-digit HRMS employee ID

Empl Rcd# The employee record number is used for employees with multiple jobs. This field indicates what employment record you are viewing.

HR Status This field indicates the employee’s HR status, which is either Active or Inactive. (Please see further details on page 39)

Payroll Status This field indicates the employee’s payroll status. The status is driven by the action/reason. (See further details on page 40)

- Active = A - Suspended/Layoff = S - Deceased = D - Unpaid Leave = L - Retired = R - Terminated = T - Paid Leave = P - Retired w/ Pay = Q (ETA) - Terminated w/ Pay = U

(salary cont)

Effective Date Displays the effective date of the action/reason.

Effective Sequence The effective sequence is used to track multiple actions that occur on the same day.

Job Indicator Indicates whether the job is primary or secondary if the employee has multiple jobs. Used only for reporting purposes.

Action/Reason Displays the type of transaction entered, such as a hire, transfer and termination. Each action has various reasons attached.

Last Start Date This date shows the employee’s last date of hire, rehire or reappointment within the selected employee record. If an employee has been rehired or reappointed more than once, the Last Start Date will change from one rehire/reappointment date to the next.

Last Date Worked This date shows the employee’s last date worked when an employee is terminated, retired, deceased, laid off, suspended or put on leave of paid/unpaid absence within the selected employee record. This field will not appear for actions other than those mentioned above. Each time one of the above actions is processed, the Last Date Worked will change.

Regulatory Region Defaults to CAN, Canada.

Company Defaults to 01, University of British Columbia.

Business Unit UBC01, UBC Vancouver; UBC02, UBC Okanagan

Department This field stores the department code and department name to which the employee belongs.

Location This field stores the employee’s work location. This is the default location for the employee’s pay advice destination.

Date Created Displays the date the transaction was entered into the system.

April 2011 Page 41

Maintaining Job Data with Effective Dates and Effective Sequence Numbers In many of the HRMS tables, an effective date is used to indicate when you want the data to go into effect. When new information is entered, such as a transfer or pay rate change, a new row is entered and identified by an effective date, retaining historical data intact. Effective dates also allow future dated transactions to be entered. Occasionally, it is necessary to store more than one personnel action that takes effect on the same day. For example, an employee can receive an appointment extension and a pay increase on the same day. To handle this situation, an effective date and an effective sequence number is entered on this page. Actions/Reasons, HR Status and Payroll Status When you select an action to make changes to an employee’s job data, the employee’s HR and Payroll statuses often change. For example, when you select Retirement action, the employee’s HR status changes from Active to Inacive. Here is how the system sets the employee status.

When you select the action… The system sets the payroll status to… The system sets the HR status to…

Hire, Rehire, Reappoint, Return from LOA and Recall

Active (A)

Active Leave of Absence Leave of Absence (L)

Paid Leave of Absence Leave with Pay (P)

Layoff and Suspension Suspended (S)

Retirement Retired (R)

Inactive

Retirement with Pay Retired w/ Pay (Q)

Termination Terminated (T)

Termination with Pay Terminated w/ Pay (U)

Termination (reason of ‘deceased’) Deceased (D)

All other actions The system sets the employee status to the same status that is in the previous data row. If no previous data row exists the system sets the status to Active.

Same as left

April 2011

Job Info In Job Inforhours and F Use or historical rec Click

ormation

rmation, you caFTE.

buttons insidcords.

or click the

n view job-relate

de the blue navig

Job Labor tab t

ed data such as

gation bar

to move to the n

job code, job fam

ext page.

mily (if applicabl

to navi

le), job title, job e

gate through fut

This indirecord yoa Histor

Pa

entry date, stand

ture, current and

cates if the ou are viewing is

ry Current or

age 42

dard

d

s

April 2011 Page 43

The top part of the page, where you can see the employee name, ID, employee record#, effective date/ sequence, job indicator and the action/reason, comes from the Work Location page. The following table describes the rest of the fields on the Job Information page.

FIELD DESCRIPTION

Job Code (& Job Family) This field stores the employee’s job code and job title. If a Management & Professional or a Faculty Job Code is displayed, a field of Job Family will appear above.

Entry Date This is the employee’s job entry date, which is the date the employee commenced in this position without a break in service.

Business Title Indicates the employee’s job title.

Position# Indicates the employee’s position#.

Regular/Temporary Indicates whether the position is regular (permanent) or temporary.

Full/Part Indicates whether the position is full-time or part-time.

Employee Class Indicates if an employee is an Apprentice, BCGEU Auxiliary, Red Circled, Blue Circled, Green Circled, Leave Replacement, Sessional, or Seasonal.

Standard Hours Displays the employee’s standard work hours per month.

FTE Displays the employee’s Full-Time Equivalent percentage.

April 2011

Job Lab Job Labor Use or historical rec Click

The top partand the actipage.

FIELD

Union Co

Union Se

Employee The followin

bor

page contains th

buttons insidcords.

or click the

t of the page, whon/reason, come

ode

eniority Date

e Groups and

ng table lists the

he Union Code a

de the blue navig

Payroll tab to m

here you can seees from the Wor

DE

Thbe

Thgr

Salary Plans

union/employee

and Union Senio

gation bar

move to the next

e the employee rk Location page

ESCRIPTION

his field displayselongs.

his is the date thoup without a br

e groups set up o

ority Date informa

page.

name, ID, emploe. The following

the union group

e employee comreak in service.

on HRMS.

ation.

to navi

oyee record#, ef table describes

p or employment

mmenced in the

gate through fut

ffective date/ seq the rest of the f

t group to which

specified union

This indirecord yis a HistFuture r

Pa

ture, current and

quence, job indiields on the Job

the employee

or the employee

icates if the ou are viewing tory, Current or record.

age 44

d

cator Labor

e

April 2011 Page 45

UNION CODE

DESCRIPTION JOB

CODE PREFIX

SALARY PLAN

882 International Union of Operating Engineers Local 882 32 882, N/A1

ACC BCGEU UBC Vancouver Auxiliary Childcare Workers 33 DCC

CCH BCGEU UBC Vancouver Childcare Workers (40 hrs/wk) 38 CCH

DCC BCGEU UBC Vancouver Childcare Workers (37.5 hrs/wk) 33 DCC

HDC Non Union Childcare Workers (37.5 hrs/wk) 39 DCC

HCC Non Union Childcare Auxiliary Workers (37.5 hrs/wk) 39 DCC

A16 CUPE Local 116 Aquatic Centre 29 AQ1, AQ2

B16 CUPE Local 116 (35 hrs/wk) 25, 30 B16, U16

C16 CUPE Local 116 (37.5 hrs/wk) 25, 30 C16, R16, T16

B29 CUPE Local 2950 (37.5 hrs/wk) 26 CH1

C29 CUPE Local 2950 (35 hrs/wk) 21, 28 C29, CH2

OK1 BCGEU UBC Okanagan Support Staff 27 OK1, OK2

BOG Board of Governors Appointees – Faculty in bargaining unit BU N/A

NBG Board of Governors Appointees – Faculty not in bargaining unit

NB N/A

FVP Senior Executives – Academic 05 N/A

FV2 Senior Executives – Administrative 05 N/A

AGZ Agassiz Farm Workers 71 AGZ

SUD Service Unit Directors 20 SUD

M&P Management & Professional Staff (AAPS) 18 M&P

XMP Excluded Management & Professional Staff 24 XMP

NUT Non-Union Technicians & Research Assistants 50 NUT

EXC Executive Administrative Staff 22 EXC

MSC Other Staff 99 N/A, CH3

SSA Student Service Appointments (governed by Faculties) 40 SSA, N/A, N/A1

STW Student Workers (governed by H.R.) 99 N/A1

TAU CUPE Local 2278 – UBC Vancouver Teaching Assistants 40 TAU

TSI CUPE Local 2278 – Non-Credit Instructors 45 TSI

PAY Paymaster (non-UBC employees) 60 N/A

TBA TRIUMF – Board Appointment 60 N/A

TMP TRIUMF – Management & Professional Staff 60 N/A, N/A2

TNU TRIUMF – Technicians & Students 60 N/A, N/A3

April 2011

Payroll On Payroll, Use or historical rec Click

The top partand the actipage.

FIELD

Pay Grou

Employe

The followin

PAY GRO

001

002

003

004

005

006

007

099

you can view a

buttons insidcords.

or click the


up

ee Type

ng table lists the

OUP

n employee’s pa

de the blue navig

Salary Plan tab


DESCRIPTI

This field ind

This field ind

available pay gr

DESCRIPTI

For Salaried

For Salaried

For Hourly F

For Salaried

For Hourly S

For Salaried

For Hourly T

Without Pay

ay group informa

gation bar

b to move to the


ION

dicates the empl

dicates if an emp

roups and the de

ION

d Faculty and Stu

d Staff

Faculty and Staff

d Staff Finders e

Staff Finders em

d Teaching Assis

Teaching Assista

y for Honorary Fa

ation.

next page.


oyee's pay grou

ployee is Hourly

escription of eac

udent employee

f

mployees

ployees

stants

ants

aculty members

to navi


up (see the table

or Salaried.

ch group.

s

not receiving an

gate through fut


e below).

ny compensation

Pa

ture, current and

quence, job indiields on the Pay

n.

This indicatrecord you aviewing is aHistory, Cuor Future re

age 46

d

cator yroll

es if the are

a urrent ecord.

April 2011

Salary P On Salary P Use or historical rec Click

The top partand the actiPlan page.

FIELD

Salary L

Salary A

Grade

Grade En

Step

Step Ent

Plan

Plan, you can vie

buttons insidcords.

or click the


evel

dministration P

ntry Date

try Date

ew the employee

de the blue navig

Compensation


DE

ThDi

Plan Di

Di

No

Di

Dida

e’s salary plan, l

gation bar

tab to move to t


ESCRIPTION

his field is used orectors. It displa

splays the empl

splays the empl

ot in use.

splays the step

splays when theate in this field.

level, grade and

the next page.


only for Manageays the employe

oyee’s salary pla

oyee’s pay grad

for unionized an

e employee ente

d step informatio

to navi


ement & Professiee’s salary level.

an.

de.

nd other miscella

ered the step. Th

n.

gate through fut


ional Staff and S

aneous positions

he step increme

Pa

ture, current and

quence, job indiields on the Sala

Service Unit

s.

ent is based on th

This indicaterecord you ais a HistoryFuture reco

age 47

d

cator ary

he

es if the are viewing

y, Current or ord.

April 2011

Compen On Compen Click on bAmount, Ch Use or historical rec

nsation

nsation, you can

button under hange Percent, C

buttons insidcords.

n view the emplo

Compa-Ratio, An

de the blue navig

oyee’s compens

nnual Rate, Mon

gation bar

sation informatio

to view adnthly Rate and H

n.

dditional compeHourly Rate.

to navi

nsation informat

gate through fut

Pa

tion such as Cha

ture, current and

This indicatthe record yare viewingHistory, Current or Future reco

age 48

ange

d

tes if you is a

ord.

April 2011

The top partand the actiCompensat

FIELD

Compen

Frequen

Change A

Change

Compa-R

Annual

Monthly

Hourly

Pay Com

By clicking othe previous

t of the page, whon/reason, comeion page.

nsation Rate

cy

Amount

Percent

Ratio

mponents

on the ‘Changess employment ac


DE

Dior

Ind

Th

Th

Ththe

Di

Di

Di

DicoEmTADi

s’ tab within the Pctivity recorded.


ESCRIPTION

splays either an monthly.

dicates if the em

he system popul

he system popul

he system calcule salary grade’s

splays the empl

splays the empl

splays the empl

splays the rate component type. mployees; HOURAHRLY: Hourly Tfferential

Pay Component


hourly rate or m

mployee is hourly

ates by $ amoun

ates by % when

lates the Compa midpoint.

oyee’s annual ra

oyee’s monthly

oyee’s hourly ra

code and corresRate codes whicRLY: Hourly EmTeaching Assista

ts section, the sy


monthly rate dep

y or monthly.

nt when the emp

n the employee’s

a-Ratio percent t

ate.

rate.

ate.

sponding comprach are commonlployees; TAMNTants; HEAD: He

ystem displays th


pending on if the

ployee’s salary c

s salary changes

through range ca

ate according to ly used are: MNTTH: Monthly Teaad Differential; S

he ‘Change Amo

Pa

quence, job indiields on the

employee is ho

changes.

s.

alculation based

pay group or THLY: Semi-Moaching AssistantSUBHD: Sub-He

ount’ in salary si

age 49

cator

urly

d on

onthly ts; ead

nce

April 2011

Employ This page d Click on the

The followin

FIELD

Termina

Service D

yment Infor

isplays some of

e Employment D

ng table describe

tion Date

Date

rmation

the employee’s

Data hyperlink lo

es the fields on t

DE

Di

Dire

pertinent date in

ocated at the bot

he Employment

ESCRIPTION

splays the date

splays the date gardless of emp

nformation.

ttom to open this

Information pag

of termination w

an employee haployment group.

s page.

ge.

within the given e

as been continuo

employment reco

ously employed

Pa

ord.

by the University

age 50

y

April 2011

Job Ear This page s Click on the Use or historical rec

Click on th

Click o

rnings Dist

hows the emplo

e Earnings Distr

buttons insidcords.

hese hyperlin

on these hype

tribution

yee’s earnings c

ribution hyperlin

de the blue navig

ks to move be

erlinks to mov

code(s), account

nk at the bottom

gation bar

etween differe

ve between d

t code(s), and di

to open this pag

rent pages.

different pages

istribution of ear

ge.

to navi

s.

rnings.

gate through fut

Pa

ture, current and

age 51

d

April 2011 Page 52

The top part of the page, where you can see the employee name, ID, employee record#, effective date/ sequence, job indicator and the action/reason, comes from the Work Location page. The following table describes the rest of the fields on the Job Earnings Distribution page.

FIELD DESCRIPTION

Standard Hours Standard Hours defaults from the job information page and indicates the employee’s standard work hours per month.

Compensation Rate Compensation Rate defaults from the compensation page and indicates the employee’s monthly or hourly rate.

Comp Freq Compensation Frequency defaults from the compensation page and indicates if the employee is monthly or hourly.

Earnings Distribution Type By Amount is used for salaried employees. By Percent is used for hourly employees. None is used for Faculty members not receiving any compensation (ie. Honorary Faculty members).

Reference Indicates the Position if applicable.

Unit Defaults to UBC01.

Earn Code Indicates the appropriate earnings code such as REG and FEL.

Compensation Rate Indicates the amount to allocate to the selected earnings code and chart field combination.

Combination Code Indicates the speed chart and the account number (See below for the list of available account numbers).

Description Indicates the Fund, DeptID and PG.

Project End Date Indicates the account’s end date (if no end date, will show 03/31/2099)

Distrib % Indicates the percent for hourly paid employees.

The following table lists the most commonly used account numbers and the description of each.

ACCOUNT NUMBER DESCRIPTION

512000 For Tenure & Tenure-Track Faculty

521000 For Other Faculty

541000 For Salaried Staff

543000 For Hourly Staff

546000 For Staff Finders employees

531000 For Salaried Student employees

545000 For Hourly Student employees

April 2011

Faculty This page s To open thisselect the F Use or historical rec

The followin

FIELD

Term Typ

Job Cha

Fac. Ass

Last Upd

Appointm

Authoriz

Percent

Appointm

tores various UB

s page, either cliFaculty Appoint

buttons insicords.

ng table describe

ype

nge Date

soc.

dated By

ment Status

zed Amount

Benefits

Click on th

ment Data

BC Custom Facu

ick the Faculty Atment Data tab.

de the blue navi

es the fields on t

DESCRIP

Indicates

- Grant T- Grant T- No Sta- Tenure

The Job C

Indicates

Indicates

Indicates

Indicates

Used for Fwill be cal

ese hyperlink

ulty data fields n

Appointment D

igation bar

he Faculty Appo

PTION

appropriate Fac

Tenured Tenure Track ated Term ed/Confirmed

Change Date ref

the Faculty Asso

Operator ID res

appropriate App

'Per Period' Am

Faculty Memberlculated.

ks to move be

ot provided in th

Data hyperlink at

ointment Data pa

culty Term Type:

flects the date th

ociation code (se

ponsible for the

pointment Status

ount, if applicab

rs on paid leave

etween differe

he ‘vanilla’ Peop

the bottom or c

to nav

age.

:

- Tenure - Term - Without

his effective-date

ee the table belo

transaction or m

s.

ble.

to indicate perce

ent pages.

leSoft product.

lick on at the

vigate through fu

Track/Probation

t Review

ed record was en

ow).

modification.

entage of salary

Pa

e top of the page

uture, current and

nary

ntered or modifie

y, on which bene

age 53

e and

d

ed.

efits

April 2011 Page 54

Percent Salary Used for Faculty Members on paid leave to indicate percentage of salary paid during leave.

Re-Generate Board Notice?

Used to produce duplicate or revised Board Notice.

The following table lists the faculty association codes set up on HRMS and the description of each code.

FACULTY ASSOCIATION

CODE DESCRIPTION IN BARGAINING UNIT?

CHA REG members donating dues to Crane Library. Technically not in Bargaining Unit but treated the same as REG.

EXM Deans and above during administrative term. Not in Bargaining Unit during admin term.

HLD REG members who opted out of bargaining unit when there was a choice.

Not in Bargaining Unit

NON PDF & PDTF, Res. Assoc 1 & 2, Clinical faculty, Clinical fellows, Senior fellows, Visiting faculty/scholars /scientists, Adjunct professors, Honorary appointments, ETAs, Post-retirement appointments, Billed appointments, Heads, Directors, Assistant Deans, Associate Deans, Principals, and Emeritus.


PRI Part-Time Faculty members who have moved from tenured full-time status to part-time on a reduced workload or return-to-work program.

In Bargaining Unit

PRN Part-Time Faculty below 50% time (any length of appointment) OR 50% or above with less than a one-year appointment.

In Bargaining Unit

PTF Part-Time Faculty at least 50% time with appointment of one year or more.

In Bargaining Unit

REG Full-Time Faculty with appointment of one year or more. In Bargaining Unit

SES Sessional Lecturers with appointments 4-11 months and at least 50% time.

In Bargaining Unit

SUF Part-Time Sessional Lecturers below 50% time (any length of appointment) OR 50% or above with less than a four-month appointment.

In Bargaining Unit

April 2011

Staff Ap This page s To open thisselect the S Use or historical rec

The followin

FIELD

Job Cod

Job Cha

Acting /

Last Upd

Appointm

AuthorizMaximum

C

ppointmen

tores various UB

s page, either cliStaff Appointme

buttons insidcords.

ng table describe

de

nge Date

Disability

dated By

ment Status

zed Per Period m Amount

lick on these

t Data

BC Custom Staff

ick the Staff Appent Data tab.

de the blue navig

es the fields on t

DESCRI

The Job

The Job

Indicatesdisability

Indicates

Indicates

Indicates

hyperlinks to

f data fields not

pointment Data

gation bar

he Staff Appoint

IPTION

Code defaults f

Change Date re

s if the employeey leave.

s Operator ID re

s if the appointm

s 'Per Period' am

move betwee

provided in the ‘

a hyperlink at the

tment Data page

from the job infor

eflects the date t

e is in an ‘acting

esponsible for the

ment is Acting or

mount, if applicab

en different p

‘vanilla’ PeopleS

e bottom or click

to navi

e.

rmation page.

this record was e

g’ position (ie, tem

e transaction or

r Disability.

ble.

pages.

Soft product.

k on at the to

gate through fut

entered or modif

mporary promot

modification.

Pa

p of the page an

ture, current and

fied.

ion) or if they ar

age 55

nd

d

e on

April 2011 Page 56

Percent Benefits For Staff on paid leave to indicate percentage of salary, on which benefits will be calculated.

Percent Salary For Staff on paid leave to indicate percentage of salary paid during leave.

New Notice? Used to produce duplicate or revised staff appointment letter.

April 2011

Student This page is To open thisselect the S Use or historical rec

The followin

FIELD

Job Cod

Job Cha

Last Upd

Career P

AuthorizAmount

t Appointm

s used to store v

s page, either cliStudent Appoint

buttons insicords.

ng table describe

de

nge Date

dated By

Placement Prog

zed Per Period M

Click on the

ment Data

various UBC Cus

ick the Student tment Data tab.

de the blue navi

es the fields on t

DE

Th

Th

Ind

gram IndCa

Maximum Ind

se hyperlinks

stom Student da

Appointment D

igation bar

he Student Appo

ESCRIPTION

he Job Code def

he Job Change D

dicates Operato

dicates Faculty, areer Placement

dicates 'Per Per

s to move betw

ata fields not prov

Data hyperlink at

ointment Data p

faults from the jo

Date reflects the

r ID responsible

Project #, and Mt Program.

iod' amount, if a

ween differen

vided in the ‘van

t the bottom or c

to nav

age.

ob information pa

e date this record

e for the transact

Max hours allowa

applicable.

nt pages.

nilla’ PeopleSoft

click on at the

vigate through fu

age.

d was entered o

tion or modificati

able for student

Pa

product.

e top of the page

uture, current and

r modified.

ion.

employees in

age 57

e and

d

April 2011

Salary I This page is To open thisthe Salary I Use or historical rec

ncrease D

s used for proces

s page, either cliIncrease Detail

buttons insidcords.

etail

ssing Faculty pa

ick the Salary In tab.

de the blue navig

Click on thes

ay adjustments.

ncrease Detail h

gation bar

se hyperlinks

hyperlink at the b

to move betw

bottom or click o

to navi

ween different

on at the top

gate through fut

t pages.

Pa

of the page and

ture, current and

age 58

select

d

April 2011 Page 59

5. Summary Pages and Faculty-Related Pages

In this chapter, you will learn about various summary pages as well as faculty-related pages.

Job Summary Multiple Jobs Summary Faculty Career Progress Joint Appointment Salary Increase Summary

April 2011

Job Sum To see the hdifferent asp To open this Use or historical rec General: Di

Click on the Job Inform

mmary

history of job chapects of the job d

s page, select W

buttons insidcords.

splays the actio

e Job Informatio

ation: Displays

anges for an emdata information

Workforce Admi

de the blue navig

n/reason and the

on tab to move t

the job title, sala

mployee in a sum: General, Job

inistration, Job

gation bar

e effective date

o the next tab.

aried or hourly, f

mmarized fashion Information, W

Information, R

of each action/re

ull-time/part-time

n, use the Job SWork Location an

Review Job Info

to navi

eason.

e status, etc.

Summary page. nd Compensati

ormation, and Jo

gate through fut

Pa

You can view foion.

ob Summary.

ture, current and

age 60

our

d

April 2011

Work Locat

Compensat

tion: Displays th

tion: Displays th

he department n

he annual/month

ame, salary plan

hly/hourly rate (d

n, salary grade,

aily rate is not m

pay group and p

maintained by UB

pay frequency.

BC).

Paage 61

April 2011

Multiple This page dyou can che To open thisSummary. Use or records. This examp

This isrecord

e Jobs Sum

isplays the empeck if your emplo

s page, select W

buttons insid

le shows that th

s the employmend #0 and #1, both

This is

mmary

loyee’s job inforoyee has anothe

Workforce Admi

de the blue navig

is employee has

nt record #, and hh active.

the ‘as of date’.

mation for each er appointment in

inistration, Job

gation bar

s 2 active jobs as

he has

employment recn a different dep

Information, R

s of August 1, 20

cord, i.e. employartment.

Review Job Info

to navi

007.

yees with multipl

ormation, and M

gate between di

Pa

le jobs. This is w

Multiple Jobs

ifferent employm

age 62

where

ment

April 2011

You can clicactive and o

ck on View All toone record was t

o see more recoterminated.

ords. This exampple, then, furtherr shows you thatt as of July 11, 2

Pa

2007, one record

age 63

d was

April 2011

Faculty This page is To view this Use or historical rec

Career Pr

s maintained onl

s page, select W

buttons insidcords.

ogress

y for Faculty me

Workforce Devel

de the blue navig

embers and is us

lopment, Facult

gation bar

sed for recording

ty Events, Track

g career progres

k Events and F

to navi

ss information.

Faculty Career P

gate through fut

Pa

Progress.

ture, current and

age 64

d

April 2011

Joint Ap This page is To view this

ppointmen

s used for record

s page, select W

nts

ding department

Workforce Admin

and location info

nistration, Job

ormation for tho

Information, an

se members ho

nd Joint Appoin

lding joint appoi

ntments.

Pa

ntments.

age 65

April 2011

Salary I This page is To view thisSummary. Use or historical rec

ncrease S

s maintained onl

s page, select W

buttons insidcords.

ummary

y for Faculty me

Workforce Admin

de the blue navig

embers and is us

nistration, Job

gation bar

sed for displayin

Information, Re

g Faculty pay ad

eview Job Infor

to navi

djustments.

rmation and Sal

gate through fut

Pa

lary Increase

ture, current and

age 66

d

April 2011 Page 67

6. Early ID Assignment

This feature is available to HRMS users with Early ID HRMS access. In this chapter we will show you how you can generate a new Employee ID for your new hires or reactivate an existing Employee ID for existing/former UBC employees. This allows your employees to get a Campus Wide Login account without having to waiting for Payroll to process their appointment forms into HRMS. When you generate or reactivate an Employee ID via this screen, you will also be given a 4-digit CWL Signup PIN# at the same time. You can provide the Employee ID and PIN# to your employee and he/she will be able to get a Campus Wide Login account with these 2 pieces of information. NOTE: If you do not have your employee’s SIN number, you can not generate a new Employee ID for that employee unless it already exits in HRMS.

April 2011

Early ID This featurenew hires o NOTE: If yoalready exits Step 1: Step 2:

IMPORTAN Even thoughassigning mcause many Sometimes,permanent SSIN number

D Assignme

e is available to Hr reactivate an e

ou do not have yos in HRMS. In t

To open this pa

The following sIf you don’t kno

NT!

h you are able tomore than one Emy payroll errors in

, people new to CSIN number. If yr to be sure.

ent

HRMS users withexisting Employe

our employee’s his case, Payrol

age, select Work

creen will appeaow the SIN numb

o search for an employee IDs to an terms of tax de

Canada are assyou think this ma

h Early ID HRMSee ID for existing

SIN number, yol will still assign

kforce Administra

ar. If you know tber, leave it blan

employee withouan employee. Theductions, benef

igned a temporaay be the case,

S access, and it g/former UBC em

u can not genera the new Employ

ation and Early I

the SIN number k and click on S

ut a SIN numberhis is because mfits deductions a

ary SIN number please search b

t allows you to gemployees.

ate a new Employee ID when the

ID Assignment in

of the employeeSearch.

r, it is still BEST multiple Employeand year-end slip

(starting with 9) by both the temp

enerate a new E

oyee ID for that ey process the pa

n the menu.

e, please enter it

to search by a See Ids assigned ps.

and later may hporary SIN numb

Pa

Employee ID for

employee unlesaperwork into H

t and click on Se

SIN number to ato one person m

have obtained a ber and the perm

age 68

your

ss it RMS.

earch.

void may

manent

April 2011

Step 3:

Step 4:

If the search dothe search, the

The search maemployee in theclick on Add Ne

oes not find an e following screen

y return a list of e search result, yew Employee ID

employee based n will appear. P

employees baseyou can click on button.

on the specifiedlease enter the e

ed on the specifn Select button b

d SIN number oremployee’s date

fied SIN number beside it. If your

r if you didn’t ente of birth and clic

r or date of birth. employee is no

Pa

ter the SIN numbck on Search.

If you find yourt in the search re

age 69

ber in

r esult,

April 2011

Step 5:

Step 6:

Complete the fo

The next scree

ollowing informa

n will give you th

ation and click on

he new Employe

n Save.

ee ID and CWL ssignup PIN#. Cllick on Return.

Pa

age 70

April 2011 Page 71

7. Payroll Pages This chapter details the Payroll pages to which you have access. The pages available are Additional Pay, Payroll Options and UBC Paycheque History.

April 2011

Create A This page cautomatic vahousing allo To open this

Payroll Payroll optiothat the pay

Additional

ontains employeacation pay for h

owance, car allow

s page, select P

to see

Options 1

ons pages identiy advices are sen

Pay

ee’s additional phourly employeewance, etc.

ayroll for North the account info

& 2

fy your employent to the location

ay information (ies and sessional

America, Emplormation.

ee’s pay advice dn specified in Job

if any). The mos faculty as well a

loyee Pay Data

destination. Comb Data, Work Lo

st common typeas certain allowa

CAN, and Crea

mpany Distribuocation page (in

s of additional pances such as li

ate Additional P

ution is selectedChapter 3). Oth

Pa

payments are ving allowance,

Pay. You can cli

by default, meaher locations ma

age 72

ck on

aning y be

April 2011

selected forselecting Ot To open this Payroll Opt

r employees whother Location in

s page, select P

tions 1

o wish to receiven Payroll Data 2

ayroll for North

e their advice at a page.

h America, Emp

an alternate loca

ployee Pay Data

ation by selectin

a CAN, and Upd

ng Postal Servic

date Payroll Op

Pa

ce in this page o

ptions.

age 73

or by

April 2011

Payroll Opt

tions 2

Paage 74

April 2011

UBC Pa Paycheque To open this Use or historical rec

aycheque H

History displays

s page, select P

buttons insidcords.

History

s information on

ayroll for North

de the blue navig

pay cheques an

h America, Emp

gation bar

nd advices.

ployee Pay Dataa CAN, and UBC

to navi

C Paycheque H

gate through fut

Pa

History – Campu

ture, current and

age 75

us.

d

April 2011 Page 76

The following table describes the fields on this page.

FIELD DESCRIPTION

End Date Displays the pay-period end date, either 15th or the last day of the month, during which the payment was processed.

Cheque# Displays the cheque/advice number.

Issue Dt Displays the payment issue date.

Pay Group Displays the employee's pay group. Values: 001,002=Salaried, 003=Hourly, 004=Salaried Staff Finders, 005=Hourly Staff Finders, 006=Salaried CUPE2278 TAs, 007=Hourly CUPE2278 TAs.

Gross Earnings Displays the gross earnings before deductions.

Calculated or Confirmed Displays whether the payment is calculated (pending) or confirmed (finalized).

Check/Advice Indicates whether the system is generating a paycheque or a pay advice.

Off Cycle This field will be ticked if the payment is off-cycle.

April 2011 Page 77

8. HR Setup Tables

In this chapter, you will learn how to access HR tables.

Department Table Location Table UBC Department/Location Table Job Code Table Union Table Salary Grade/Step Table

April 2011

Departm This table st To open thisblank and cand start the

Once you ha

ment Table

tores UBC Facu

s page, select Slick on e search.

ave selected the

e

ulty, Department

et Up HRMS, Fo or you can s

e department, th

or Unit names a

oundation Tablspecify the 4-lette

e following page

and their HRMS

les, Organizatioer HRMS depart

e will display.

codes.

on and Departmtment code or th

ments. You can he name descrip

Pa

leave the searchption as shown b

age 78

h fields below

April 2011

Locatio This table st To open thisblank and cthe search.

Once you ha

n Table

tores UBC locat

s page, select Slick on

ave selected the

ion names/addre

et Up HRMS, Fo or you can s

e location, the fo

esses and their

oundation Tablspecify the 3-lette

ollowing page wil

HRMS codes.

les, Organizatioer HRMS locatio

l display.

on and Locationon code or the d

n. You can leavescription as sh

Pa

e the search fielown below and

age 79

lds start

April 2011

UBC De This table wthis table m To go to thisHRMS dept

In the examprimary loca The Campuidentifies off 1 = U2 = U3 = O4 = O5 = U

epartment

will show you whiust be updated f

s page, select Stid, which you ca

ple above, you cation of this d

us codes identifyf and on-campus

BCV Point GreyBCV Point Greyff-Campus Non-ff-Campus HospBC Okanagan.

Location T

ich location codefor correct pay a

et Up HRMS, Foan find from the D

can see that theepartment.

y the Vancouver s hospital and no

y Campus (Non-Hy Campus Hospit-Hospital Site pital Site

Table

e(s) are linked toadvice distributio

oundation TablDepartment Tab

Department of

Campus = UBCon hospital locat

Hospital Site) tal Site

o your departmen.

les, Organizatioble.

Financial Servic

C01 or the Okanations.

ent on HRMS. If

on and UBC Dep

ces have 3 locati

agan Campus =

f your departmen

partment Locat

on codes, the lo

= UBC02. The S

Pa

nt location chang

tion Table. Ente

ocation GSA bein

Sub Campus co

age 80

ges,

er the

ng the

de

April 2011

Job Cod This table st To access tsearch fields Job Code P This page c

de Table

tores job codes

his page, select s blank and click

Profile

ontains informat

and information

Set Up HRMS, k on

tion such as job

relating to each

Foundation Ta or you can spe

title, job family a

job code.

ables, Job Attribecify the job code

and union code.

butes and Job Ce or the descript

Code Table. Yotion and start the

Pa

ou can leave thee search.

age 81

e

April 2011

Default Com This page c(Hourly/Dail

mpensation

ontains the salay/Monthly/Annu

ry plan, grade aal rates in this ta

nd level informaable are not main

ation. ntained by UBC))

Paage 82

April 2011

Union T This table st To open this

Table

tores information

s page, select S

n regarding unio

et Up HRMS, Pr

ons and employe

roduct Related,

ee groups.

d, Workforce Addministration, LLabour Adminis

Pa

stration and Uni

age 83

ions.

April 2011 Page 84

Salary Grade/Step Table Salary Grade Table page contains the minimum, maximum and midpoint rates for the salary grade/salary administration plan you have selected. Salary Step Components page stores the salary step information for CUPE 116, CUPE 2950, CUPE 2278, BCGEU (UBCO) and Childcare positions with steps. To view these pages, select Set Up HRMS, Product Related, Compensation, Base Compensation and Salary Grades. It is best to specify the 3-letter salary administration plan when you search. The following table lists the salary administration plans set up on HRMS.

SALARY ADMIN. PLAN DESCRIPTION

AGZ Agassiz Farm Workers

DCC BCGEU UBC Vancouver Childcare Staff (37.5 hrs/wk)

CCH BCGEU UBC Vancouver Childcare Staff (40 hrs/wk)

HDC Non Union Childcare Staff (37.5 hrs/wk)

AQ1 CUPE 116 Aquatic Centre Staff

AQ2 CUPE 116 Aquatic Centre Student

B16, U16 CUPE 116 (35 hrs/wk)

C16, R16, T16 CUPE 116 (37.5 hrs/wk)

TSI CUPE 2278, NC Sessional Instructors

TAU CUPE 2278, UBC Vancouver Teaching Assistants

C29 CUPE 2950 (35 hrs/wk)

CH2 CUPE 2950 Chan Center Staff (35 hrs/wk)

CH1 CUPE 2950 Chan Center Staff (37.5 hrs/wk)

CH3 CUPE 2950 Chan Center Students (10 hrs/wk)

OK1 BCGEU – UBC Okanagan except for TAs

OK2 BCGEU – UBC Okanagan Teaching Assistants

EXC Executive Administrative Staff

NUT Non-Unionized Technicians & Research Assists.

882 IUOE (882)

M&P Management and Professional

XMP Excluded Management and Professional

SUD Service Unit Directors

N/A Employees with no salary plan/standard hours = 40 hrs/week

N/A1 Employees with no salary plan/standard hours = 12 hrs/week


N/A3 Employees with no salary plan/standard hours = 37.5 hrs/week

SSA Work Study

April 2011

Salary Grad

Salary Step Click to s

de Table

p Components

see the salary foor step 2 and ste

ep 3.

Pa

age 85

April 2011 Page 86

9. HRMS Reporting Database (HRREP)

The HR reporting database (HRREP) is available 23 hours a day and can be used for on-line look-up when the production database is down or to generate HR reports using PeopleSoft Query. (HRREP is down only for a short period in the early morning hours when it is being refreshed.) The difference between HRREP and HRPROD (HR ‘live’ database) is that HRREP is a copy of HRPROD taken from the previous evening. It will not contain any updates made to HRMS during the day you are using it. In addition to having on-line look-up capabilities identical to HRPROD, HRREP also has a reporting feature that gives you access to many HR reports, which you can run whenever you want. The report output can be returned either to your screen or to an Excel spreadsheet - your choice. Once you select a report, your output is normally returned to you in a few minutes. The HRMS user ID and password that you currently use in HRPROD also works in HRREP. The security in the 2 databases is identical. When you run reports in HRREP, they will provide information for the same employees that you can see with your on-line access.

April 2011

How to Step 1: Step 2:

Step 3:

You have no

log on to H

Open a Microso

Enter the URL your user ID an

Click on the HR

ow logged on to

HRREP (HR

oft Internet Explo

address for Peond password in th

RMS Reporting

the HRMS repo

LogCW

R Report S

orer or Netscape

pleSoft CWL (hthe CWL Login b

link.

ort server.

gin here with WL ID and Pas

Server)

e Navigator brow

ttp://login.msp.box.

your ssword

wser window.

.ubc.ca). The foollowing home p

Pa

page will appear.

age 87

. Enter

April 2011

Signing It is very imp Step 1:

Step 2:

You have no

g out

portant to follow

Close the Peop

Close the Mana

ow signed out of

these steps whe

pleSoft HRMS pa

agement System

f the system.

en signing out o

age by clicking o

ms Portal by click

f HRMS.

on .

king on Sign Ouut.

Paage 88

April 2011

Running Step 1: Step 2:

Step 3:

g Queries

Select Reportin

Click on the

To see queries View.

To initiate a que

and Printin

ng Tools, Query

button

relating to Posit

ery, click on HTM

ng

ry and Query Vie

n. It will display t

tion Managemen

ML.

ew in the menu.

the list of querie

nt System, pleas

es you can run.

se select ‘POSIT

TION MGMT DA

Pa

ATA’ under Folde

age 89

er

April 2011

Step 4: T

View All:

Excel Sprmust copy CSV TextExcel.

Step 5:

The query result

Click here to vie

readsheet: Clicky/paste the outpu

t File: Click here

You can print thsure to select V

t will appear as b

ew the complete

k here to run theut into Excel to s

e to save the rep

he result by goinView All to print

below. Use o

list; otherwise, y

e report to Excel.save it as an Exc

port as a Comma

ng to File and Prthe complete lis

or to see the

you will see the

. The system wilcel document.

a Separated Val

rint in your Internt.

next or previous

first 100 records

ll open an Excel

lues file, which y

net browser men

s 100 results.

s.

window within y

you’ll then be ab

nu or by clicking

Pa

your browser. Y

ble to open direct

g icon. Note

age 90

You

tly in

e: Be

April 2011 Page 91

10. APPENDIX

Additional information relating to HRMS data and employee benefits eligibility is included in the pages which follow.

April 2011 Page 92

HRMS Date Fields – How UBC uses the date fields This table lists all the date fields that appear in an employee’s Personal Information and Job Information pages. It describes which date fields are maintained by UBC and how UBC uses them.

Component Page Name Date Field Used by UBC?

Date Field Usage

Personal Information

All Pages Effective Date Yes Date specific entry is or was effective.

Identity & Diversity

Original Hire Date Yes Date employee was first ever hired at UBC. Not re-set if there are breaks in service.

Job Data

All Pages Effective Date Yes Date specific entry is or was effective. Does not appear on Employment Information page.

Work Location

Last Start Date Yes

Employee’s last date of hire, rehire or reappointment within the selected employee record. If an employee has been rehired or reappointed more than once, this date will change from one rehire/reappointment date to the next.

Last Date Worked Yes

Employee’s last date worked when an employee is terminated, retired, deceased, laid off, suspended or put on leave of paid/unpaid absence within the selected employee record. This field will not appear for actions other than those mentioned above. Each time one of the above actions is processed, this date will change.

Position Entry Date No Not in use.

*Department Entry Date

No Not in use.

Date Created Yes Date specific entry was keyed into the system.

Job Information Entry Date (Job) Yes Date employee continuously employed in Position (tied to Job Code). Used to determine salary increase eligibility for non-union positions.

April 2011 Page 93

Continued from the previous page

Component Page Name Date Fields Used by UBC?

Date Field Usage

Job Data

Job Labor

*Labor Agreement Entry Date

No Not in use.

Union Seniority Date Yes Date employee continuously employed within a union or non-union employment group (re-set if there are breaks in service).

Labor Facility Entry Date

No Not in use.

Salary Plan

*Grade Entry Date No Not in use.

Step Entry Date Yes Date employee hired at or moved to corresponding salary step. Used to determine step increase eligibility for unionized positions.

Employment Information

Termination Date Yes Term end date or last date employee physically at work within the selected employment record.

Service Date Yes

Date employee has been continuously employed, regardless of employment group. Used to determine total university service (for vacation entitlement, length of UBC service, etc); date is re-set if there are breaks in service.

Job Earnings Distribution

Project End Date Yes Date the specified account expires.

Faculty/Staff/Student Appointment Data

Job Change Date Yes Date specific entry was keyed in or modified.

Date fields marked with an asterisk are populated automatically by the system, but are not maintained by UBC

April 2011 Page 94

Salary Administration Plan This table lists the salary administration plans set up on HRMS.

SALARY ADMIN. PLAN DESCRIPTION

AGZ Agassiz Farm Workers

DCC BCGEU UBC Vancouver Childcare Staff (37.5 hrs/wk)

CCH BCGEU UBC Vancouver Childcare Staff (40 hrs/wk)

HDC Non Union Childcare Staff (37.5 hrs/wk)

AQ1 CUPE 116 Aquatic Centre Staff

AQ2 CUPE 116 Aquatic Centre Student

B16, U16 CUPE 116 (35 hrs/wk)

C16, R16, T16 CUPE 116 (37.5 hrs/wk)

TSI CUPE 2278, NC Sessional Instructors

TAU CUPE 2278, UBC Vancouver Teaching Assistants

C29 CUPE 2950 (35 hrs/wk)

CH2 CUPE 2950 Chan Center Staff (35 hrs/wk)

CH1 CUPE 2950 Chan Center Staff (37.5 hrs/wk)

CH3 CUPE 2950 Chan Center Students (10 hrs/wk)

OK1 BCGEU – UBC Okanagan except for TAs

OK2 BCGEU – UBC Okanagan Teaching Assistants

EXC Executive Administrative Staff

NUT Non-Unionized Technicians & Research Assists.

882 IUOE (882)

M&P Management and Professional

XMP Excluded Management and Professional

SUD Service Unit Directors

N/A Employees with no salary plan/standard hours = 40 hrs/week



N/A3 Employees with no salary plan/standard hours = 37.5 hrs/week

SSA Work Study

April 2011 Page 95

Union Code and Job Code Prefix This table lists the unions/employee group codes set up on HRMS and the description of each code.

UNION CODE

DESCRIPTION JOB

CODE PREFIX

SALARY PLAN

882 International Union of Operating Engineers Local 882 32 882, N/A1

ACC BCGEU UBC Vancouver Auxiliary Childcare Workers 33 DCC

CCH BCGEU UBC Vancouver Childcare Workers (40 hrs/wk) 38 CCH

DCC BCGEU UBC Vancouver Childcare Workers (37.5 hrs/wk) 33 DCC

HDC Non Union Childcare Workers (37.5 hrs/wk) 39 DCC

HCC Non Union Childcare Auxiliary Workers (37.5 hrs/wk) 39 DCC

A16 CUPE Local 116 Aquatic Centre 29 AQ1, AQ2

B16 CUPE Local 116 (35 hrs/wk) 25, 30 B16, U16

C16 CUPE Local 116 (37.5 hrs/wk) 25, 30 C16, R16, T16

B29 CUPE Local 2950 (37.5 hrs/wk) 26 CH1

C29 CUPE Local 2950 (35 hrs/wk) 21, 28 C29, CH2

OK1 BCGEU UBC Okanagan Support Staff 27 OK1, OK2

BOG Board of Governors Appointees – Faculty in bargaining unit BU N/A

NBG Board of Governors Appointees – Faculty not in bargaining unit

NB N/A

FVP Senior Executives – Academic 05 N/A

FV2 Senior Executives – Administrative 05 N/A

AGZ Agassiz Farm Workers 71 AGZ

SUD Service Unit Directors 20 SUD

M&P Management & Professional Staff (AAPS) 18 M&P

XMP Excluded Management & Professional Staff 24 XMP

NUT Non-Union Technicians & Research Assistants 50 NUT

EXC Executive Administrative Staff 22 EXC

MSC Other Staff 99 N/A, CH3

SSA Student Service Appointments (governed by Faculties) 40 SSA, N/A, N/A1

STW Student Workers (governed by H.R.) 99 N/A1

TAU CUPE Local 2278 – UBC Vancouver Teaching Assistants 40 TAU

TSI CUPE Local 2278 – Non-Credit Instructors 45 TSI

PAY Paymaster (non-UBC employees) 60 N/A

TBA TRIUMF – Board Appointment 60 N/A

TMP TRIUMF – Management & Professional Staff 60 N/A, N/A2

TNU TRIUMF – Technicians & Students 60 N/A, N/A3

April 2011 Page 96

Faculty Association Codes This table lists the faculty association codes set up on HRMS and the description of each code.

FACULTY ASSOCIATION

CODE DESCRIPTION IN BARGAINING UNIT?

CHA REG members donating dues to Crane Library. Technically not in Bargaining Unit but treated the same as REG.

EXM Deans and above during administrative term. Not in Bargaining Unit during admin term.

HLD REG members who opted out of bargaining unit when there was a choice.


NON PDF & PDTF, Res. Assoc 1 & 2, Clinical faculty, Clinical fellows, Senior fellows, Visiting faculty/scholars /scientists, Adjunct professors, Honorary appointments, ETAs, Post-retirement appointments, Billed appointments, Heads, Directors, Assistant Deans, Associate Deans, Principals, and Emeritus.


PRI Part-Time Faculty members who have moved from tenured full-time status to part-time on a reduced workload or return-to-work program.

In Bargaining Unit

PRN Part-Time Faculty below 50% time (any length of appointment) OR 50% or above with less than a one-year appointment.

In Bargaining Unit

PTF Part-Time Faculty at least 50% time with appointment of one year or more.

In Bargaining Unit

REG Full-Time Faculty with appointment of one year or more. In Bargaining Unit

SES Sessional Lecturers with appointments 4-11 months and at least 50% time.

In Bargaining Unit

SUF Part-Time Sessional Lecturers below 50% time (any length of appointment) OR 50% or above with less than a four-month appointment.

In Bargaining Unit

April 2011 Page 97

Benefits These are the mandatory and optional benefits available to UBC employees if eligible.

Category Description Deduction Type

Deductions Occur at

Deductions Taken

Optional Health (10) Medical Services Plan (MSP)

Fixed-Cost Month-End 1 month in advance of coverage

Optional Health (11) Extended Health (EHB)


Optional Health (12) Dental (DEN) Fixed-Cost Month-End 1 month in advance of coverage

Mandatory Health (14) Employee Family Assist Prog (EFAP)


Mandatory Life Insurance (20)

Basic Life Insurance (BGL)

%-Based Every Payroll

Same month as the coverage

Optional Life Insurance (21, 22, 23, 2Z)

Optional/Spousal Life & ADD Insurance


Mandatory Disability (31) Income Replacement Plan (IRP)



Optional Pension (80, 81)

Pension Plan (FAP/STP)



Optional Tuition Fee Tuition Fee Benefit Note: HRMS maintains the tuition fee benefit data for staff , staff dependents and faculty dependents, but not faculty employees.

April 2011 Page 98

Student Appointments This table lists some of the most commonly used student appointments and useful information. Job Title Job

Code Pay Group Earnings

Code Tax CPP EI WCB Union

Dues Vacation Pay

Graduate Teaching Assistant 1 400101

Monthly or Hourly

80% REG 20% FEL Y

Only REG

Only REG Y Y

Included in pay

Graduate Teaching Assistant 2 400102

Monthly or Hourly

80% REG 20% FEL Y Y Y Y Y

Included in pay

Undergrad Teaching Assistant 400103

Monthly or Hourly REG Y Y Y Y Y

Included in pay

Marker 400104

Monthly or Hourly REG Y Y Y Y Y

Included in pay

Graduate Research Assistant 400201

Monthly Only FEL Y N N Y N

Included in pay

Graduate Academic Assistant 400202

Monthly or Hourly REG Y Y Y Y N

Included if monthly Paid out if hourly

Undergrad Academic Assistant 400203

Monthly or Hourly REG Y Y Y Y N

Included if monthly Paid out if hourly

April 2011

HRMS C Question: Navigation

Enter the em

Cheat Shee

How do I l

: Workforce

mployee ID or na

et - Demog

look up my empl

e Administration>

ame (lastname,f

graphic Info

loyee’s home ad

>Personal Inform

firstname – no sp

ormation

ddress, phone nu

mation>Biograph

paces) to access

umber and birthd

hical>Update Pe

s Personal Data

date?

ersonal Informati

a pages.

Pa

ion

age 99

April 2011


Enter the em

Cheat Shee

How do I l

: Workforce

mployee ID or na

et - Employ

look up an emplo

e Administration>

ame (lastname,f

yment Info

oyee’s employm

>Job Information

firstname – no sp

ormation

ment history?

n>Job Data

paces) to accesss Job Data pagees.

Pag

ge 100

April 2011


Enter approInquiry Guid Click on Sea

Cheat Shee

How do I l

: Set Up HR

opriate Salary Adde).

arch to pull up a

et - Salary

look up salary sc

RMS>Product Re

dministration Pla

ll grades within t

Scale Info

cale information

elated>Compen

n Code (click on

the Salary Admi

ormation

for a specific em

sation>Salary P

n to see a lis

nistration Plan s

mployment group

Planning>Salary

st of values or re

selected.

p?

Grades

efer to page 83 o

Pag

of the Navigation

ge 101

n and

April 2011


Enter the em

Cheat Shee

How do

: North A

mployee ID. Clic

et - Payche

I look up pay ch

American Payroll>

ck on Advanced

eque Inform

heque informatio

>Employee Pay

Search for more

mation

on?

Data>UBC Pay

e search criteria

ycheque History

.

- Campus Plann

Pag

ning>Salary Gra

ge 102

ades

April 2011


Loc

Cheat Shee

How do

: Set Up

ation, Departm

Un

et - Set Up

I look set up tab

HRMS>Foundat

ent, Dep’t/Loca

nion Table

Tables Inf

ble information?

tion Tables or C

ation Tables

formation

ommon Definitio

ons or Product R

J

Related

Job Code Table

Pag

e

ge 103

April 2011

Using K Working in anavigation a

Hot keys pefunctions de

Hot Ke

Alt+1

Alt+2

Alt+3

Alt+4

Alt+5

Alt+6

Alt+7

Alt+8

Alt+0

Alt+ .

Alt+ ,

Alt+ /

Alt+ ’

Alt+ \

Ctrl+J

Ctrl+K

Ctrl+Y

Ctrl+Tab

Enter

Esc

Keyboard S

an internet browalternatives to us

Hot k Acces

erform immediateepending on the

ey B

Find

View All

Shortcuts

wser-based envirosing the mouse. keys ss keys

e actions. When page you are in

Button or Link

--

--

--

--

onment can ofte These shortcuts

pressed, the de, such as a trans

Save pag

Return to

View nex

View pre

Opens LOpens th

Opens th

Inserts o

Deletes r

When in

Next set

Previous

Find data

View all r

Toggles Search p

Displays

When in keyboard

Toggles

Toggles

ActivatesOn a SeaOn a Loo

Activates

en be mouse intes are classified in

esignated actionssaction page or

ge in a transactio

o the Search pag

xt row in list whe

evious row in list

ook Up page. he calendar prom

he pop-up windo

ne or more rows

row in a grid or s

Expert Entry mo

of rows in grid o

s set of rows in g

a in grid or scrol

rows of data in g

between Add a page.

system informa

a search page od navigation sho

menu between c

focus throughou

s the OK button,arch page, activaok Up page, acti

s the Cancel but

ensive. Howevernto two categori

s occur. Notice t a search page.

Action

on.

ge from the tran

en button is activ

when button is

mpt.

ow on a page.

s in a grid or scr

scroll area.

ode, validates da

or scroll area.

grid or scroll area

l area.

grid, scroll area,

New Value and

ation.

or transaction paortcuts using hot

collapse and exp

ut the page.

where appropriates the Searchvates Look Up b

tton, where appr

r, PeopleSoft offes:

that several hot

saction page.

ve.

active.

roll area.

ata entered on th

a.

or Search page

Find an Existing

age, opens a pa keys and acces

pand.

ate. button. button.

ropriate.

Pag

fers keyboard

keys perform dif

he page.

e results list.

g Value in a

ge with a list of ss keys.

ge 104

fferent

April 2011

Access keysuse in placepress the Enkeys have m

Access

Alt+9

Alt+\

Ctrl +Z

s move the focue of clicking the enter key to exec

multiple actions a

s Key

s of your cursor equivalent actionute the action. Fassigned to them

Button

--

to a particular bn button with youFor example, to sm, and the usage

Accesse

Togglespage.

Accesse

button on a pageur mouse. After psave a page pree depends on th

es Help

s between action

es the search bo

e. The following tpressing the dess Alt+1 followede currently activ

Action

n modes on the t

ox of the menu.

table outlines thesired key combin

d by Enter. Note ve page.

toolbar and a tra

Pag

e shortcuts you nation, you must that some acces

ansaction

ge 105

may t then ss

HR MS N In - UBC Human Resources · HRMS is one of several major University business systems and is...

Documents

Transcript of HR MS N In - UBC Human Resources · HRMS is one of several major University business systems and is...