jems chris hr workshop · hr transaction can now be completed in jems chris hr. * cycle time...

Job and Employment Management SystemJEMS CHRIS HR Workshop

Agenda

• Introduction

• Workflows (open recruitments vs waivers)

• Creating a Position Description (PD)

• Hiring into a US vacancy in CHRIS-HR

• Searching for an HR Transaction

• Copying

• Resources for Follow-up

Learning Objectives

• Define and identify stakeholder holes.

• Define and describe common terms, vocabulary, and

acronyms.

• Identify and recognize where to locate resources and tools.

• Describe and demonstrate understanding of JEMS Hire data.

• Hire a person into a new position in JEMS HIRE.

• JEMS & HRS are separate systems and each have different

security roles

• Everyone has security assigned-related to their job

• Security roles determine what HRS menus/pages

you can use:

– Data you can view (screens and/or queries/reports)

– Data you can enter

– Data you can edit

JEMS and HRS Securities

Roles - Employee

• Apply for the job

• Agree to the terms that are negotiated for employment

• Provide personal information to the employer

• Complete onboarding tasks

Roles - Departments

• Submit the JEMS transaction (e.g., create position description)

• Submit transaction to their division JEMS contact

• Complete transactions in TREMS or HRS

• Contact their division HR offices if they have issues with JEMS

transactions

Roles - Divisions

• Training and developing Department(s) HR and Payroll

professionals on division business process.

• Answering policy and procedure questions.

• Submitting and approving JEMS transactions.

• Completing transactions in TREMS or HRS.

• Should contact the appropriate person in OHR if there are

questions about JEMS transactions.

Roles – Office of Human Resources

• Training and developing division HR and payroll offices to

understand the business process.

• Helping to clarify policy questions that divisions have.

• Approving requests for HRS changes that divisions then enter

into the HRS system.

• Determining whether questions should be escalated to AG1.

Roles – Issues

Issues regarding JEMS should be directed to [email protected]. Issues should:

• Not be directed to the Service Center AG1 ticketing system.

• Be directed to TRE if the data doesn’t push to HRS.

• Be directed to OHR if there are questions regarding policies.

• Be directed to TRE if there are questions regarding.

recruitment processes.

mailto:[email protected]

Empl Class

JEMS CHRIS-HR

Univ. Staff - Ongoing

(CP)

Univ. Staff Fixed-Term

Finite

(CJ)

Temporary Employee

(CL)

JEMS-HIRE

Faculty

(FA)

Academic

(AS)

Limited

(LI)

Post Degree Training

(ET)

Student Assistant

(SA)

Other

(OT)

HRS

Student Help

(SH)

Note:

• This framework creates the “Empl Classes.” They are tied to Job Title codes. • One hiring exception: Student Help (SH) uses HRS for hiring.

• Empl Class KB - https://kb.wisc.edu/hrs/page.php?id=15813

Employment Classifications

https://kb.wisc.edu/hrs/page.php?id=15813

Overview of Systems

JEMS

CHRIS HRJEMS

Talent and Recruitment Management

System

TREMSJEMS

CHRIS HRJEMS

Human Resource System

HRS

Position Creation and Hiring System

• Hire employees• Rehire• Multiple jobs• Transfers

Set-up, operations, and maintenance system

• Manage and update position, job and person data

• Hire student help

Human Resources

Payroll

Benefits

Time and Labor

Finance

JEMS Other Functions• JEMS Rate and Title

Adjustments• JEMS Job Changes

Creating and managing recruitments

• Create and manage recruitments

• Manage applicants• Onboarding

Position Creation System

• Create and manage Position Descriptions

• PD management and approval workflow

CHRIS-HR Introduction

WHY DO WE USE CHRIS-HR?

• Provides some consistency in position description (PD) structure across campus

• Allows campus divisional staff access to PDs created in any division for reference or to use as a template for creating similar positions.

• Expedites the process of approving and filling positions and updating position descriptions.

• Reduces the paper flow by making electronic versions of the position descriptions available to the approval staff immediately upon position description entry.

• Allows both current and prospective employees the ability to review position descriptions online for vacancies.

JEMS CHRIS & CHRIS-HR User Roles

Supervisor (or representative)

• Creates a Position Description (PD) and submits it

• to employing unit HR staff for approval

• (CHRIS or CHRIS-HR).

Department HR Staff

• Reviews PD, modifies if necessary, and approves

• and/or rejects the transaction (CHRIS or CHRIS-HR).

Division HR Staff

• Reviews PD, modifies if necessary, and approves

• and/or rejects the transaction (CHRIS or CHRIS-HR).

JEMS CHRIS & CHRIS-HR User Roles

Office of Equity & Diversity (OED

• If underutilized REP required. OED will review and

• approve or reject back to division for modifications

• (CHRIS or CHRIS-HR)

Comp & Titling HR Specialists

• Reviews PD, modifies if necessary, approves and/or

• reject the transaction

TRE HR Specialist

• Validates appointments that may require mandatory re-employment

• candidates. Reviews, approves posting related data, and releases the

• job posting in TREMS to post to the UW-Madison Employment Website.

Access

https://uwservice.wisconsin.edu/hrs/jems/

https://uwservice.wisconsin.edu/hrs/jems/

LET’S GET STARTED!

• Go to HRS-JEMS Training Environment

• Go to: Classified JEMS (CHRIS-HR)

HR Transactions

Transactions Description

University Staff/US-Fixed Term Finite Vacancy (CP, CJ)

Create a position vacancy, posting of job, and recruitment

Temporary Employee (TE) Create a Temporary Employment vacancy

Reclassification (Reclass) Request reclassification of an employee (change that would have a permanent change in duties and change in pay)

Update Modify the position description (PD) of record for an employee because of changed duties

Reallocation This option is not used

Create New University Staff (US)Open Recruitment Process


Create a New HR Transaction

Position Description (PD) transaction is created and submitted for Division

approval.

Perform Error Check, Submit HR Transaction, and Approve Transaction

(Depart > Division)

* the final approval typically happens at the Division HR Office before it goes

to OHR.


Once approved the creation of recruitment in the Talent Recruitment Employee Management System(TREMS)can be

initiated.

* cycle time process takes 60 minutes.

* in the case of re-employment after lay-off (see next slide)

· TRE validates that the appropriate recruitment policies and practices

are being followed.

· Office of Equity and Diversity get notification if a Recruitment Efforts

Plan (REP) is required.

· C&T approves the classification

*all of these can happen at the same time once division approved.


Once the recruitment has been completed, an applicant has accepted

and completed the new starter form, the HR transaction can now be completed in

JEMS CHRIS HR.

* cycle time process takes 60 minutes for the hire data to flow from TREMS to

JEMS CHRIS HR.

Once the TREMS transaction has been approved, the

recruitment can be completed.


Complete the HR Transaction in JEMS CHRIS HR and ‘push’ to

HRS.

* division level

· The transaction will push to HRS. If there are errors with the JEMS CHRIS HR to HRS

process, the division HR Offices will receive an email

indicating this.

· Division HR Offices will need to verify and make

appropriate corrections or contact TRE specialist.


End – HRS can now be accessed to complete new

employee fields

• Set-up TL Security

• PY Coordinator

• Approvers

• Set-up schedule (if

applicable)

• eTIME

• Add funding stream

• Other onboarding

business process

Create New University Staff (US)Waivers

In the case of re-employment after lay-off

University Staff - Ongoing (CP) and Fixed Term Finite (CJ)Position Descriptions

2. Choose to create a new transaction or copy an

existing one

1. Select transaction type by clicking on the

checkbox

The UDDS code describes each unit, division, & department.

• UDDS = 7 digits

• Security may allow you

to see more access

• Used to fill out many

forms that are submitted

• UW Madison is A

Department ID/UDDS

Required fields use

blue labels

Rate Range automatically

populates when title is

entered

Select supervisory type options


No longer used

Supervision Type


Add How to Apply language

http://www.ohr.wisc.edu/docs/RASProcedure.pdf

Waivers

• There are several reasons when a waiver could be used

• Still require PD transactions

• Waivers bypass TREMS process

• Wavier information found in the TRE toolkithttps://www.ohr.wisc.edu/ > https://www.ohrd.wisc.edu/home/Hide-A-Tab/TalentRecruitmentandEngagement/tabid/520/Default.aspx > https://www.tre.ohr.wisc.edu

https://www.ohr.wisc.edu/

https://www.ohrd.wisc.edu/home/Hide-A-Tab/TalentRecruitmentandEngagement/tabid/520/Default.aspx

https://www.tre.ohr.wisc.edu/


Fill out if GPR / Tuition funded

position

*101-104


Required fields use

blue labelsBest Practice: fill

in 4-5 goals

Goals and Activities tab are actual tasks that the position will be required to perform.


Knowledge and Skills are specific requirements of the position.

e.g., process mapping, excel, adobe photoshop


Org. chart is a required tab for University Staff positions.

* Not required for temporary employees


* TRE Toolkit

This field is automatically populated.

http://tre.ohr.wisc.edu/documents/Recruitment-Periods-Scope-Requirements.pdf

Submitting the Transaction

Practical Application

• Create a position description with a waiver

• You will have more access in the training

environment than you will have the live

system. View is determined based on your

department / division

• Once you create a job, we will practice

hiring them

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

UW Multiple Jobs Summary

• Look for other active jobs in HRS to determine if the new job should be

processed as a Hire or Transfer in JEMS Hire

– Hire in JEMS Hire will create a Rehire or Add an Employment Instance

when applicable

• May need to contact other units to determine if employee is resigning from

other position

There are impacts of not doing this:

– WRS eligibility

– Benefits eligibility

– Duplicate records

– Tax Reporting

– Payroll

•UW Multiple Jobs Summary

https://test.ps.wisconsin.edu/psp/hrtrn-bd/EMPLOYEE/HRMS/c/UW_JOB_SUMMARY.UW_JOB_SUMMARY.GBL?FolderPath=PORTAL_ROOT_OBJECT.HC_WORKFORCE_ADMINISTRATION.HC_WORKFORCE_INFO.HC_JOB_SUMMARY.UW_JOB_SUMMARY_GBL&IsFolder=false&IgnoreParamTempl=FolderPath,IsFolder

Only 1 Empl ID (one per person)

Job 1

Empl Rec = 0

Job 2

Empl Rec = 1

Job 3

Empl Rec = 2

• Empl ID = 1 Person

• Empl Rec = 1 Job Row

• Primary & Secondary job indicators are separate from Empl Recs.

• Empl Recs (job data) do not belong to campuses, departments or people and are reusable

• Use lowest available Empl Rec

Employee ID & Employee Record Numbers

First UW System Job

Time

Hire Date

January 1 July 1 December 31

Other Employment

Note: Employees

who worked in the

UW System before

04/18/11 are

processed with a

“Hire” action.

Time

Hire Date: 11/4/13

04/18/11June 30, 2012

New UW System JobPrevious UW System Job

Time Gap

Note: Employees who

were in HRS, but also

had a gap in their

employment are

processed as a

“rehire”.

Time

Hire Date


Use “Add an Instance” for Job #2

Job Number 1Job Number 2

Note: Employee’s

who have multiple

appointments will be

processed as

“adding an

employment

instance”.

Time

Hire Date


Use Transfer Action for #2

UW Job Number 1 UW Job Number 2

Note: Employees

who end one job

and start another

job are

processed as

“transfer”.

Hiring Actions

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

Enter date:• Vacancy ID• SSN and/or • Empl ID

*if an Empl ID pulls back, STOP. Access HRS and look at UW Multiple Jobs Summary.


1

2

2

The steps for hiring appointments that had a recruitment through TREMS follows this process.


Once you have chosen to view by rank or alpha, click on the <detail> button to open the applicant information.

Note: If hiring via TREMS and information is incorrect, corrections will need to be made in TREMS on the Offer Card which could result in an amended

appointment letter

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

Enter data as needed:

• Required fields

• Populated fields

Required fields use

blue labels

Populated fields are

grey

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

Create Temporary Employee (TE) Transaction

• Search for the US position you just created

• Select the position and Copy it into a New TE Transaction

• Enter Hire Information

• Approve TE

Temporary Employees

• If the employing unit knows who they are going to hire into the temporary employee appointment, they are not required to post the position on the WEB.

• If the employing unit does not have anyone in mind that they are going to hire, the job must be posted a minimum of 1 week (7 days) on the employment website.

• For recruiting purposes temporary employee transactions are done the same way as University Staff transactions, with the exception of the TE tabs.

Temporary Employees (TE)


1


12


Save button

Biographical data on top

Job specific data on bottom

Names: only UPPER CASE

letters


2

33

1

2

Menu Things

• Edit profile

• Actions

• Compare HR Transactions

• Add Email Contacts

• Error Check Entire HR transaction

Questions?

jems chris hr workshop · hr transaction can now be completed in jems chris hr. * cycle time...

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