RESOURCE GUIDE: HRIS INTRO, Lecture notes of Human Resource Management

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HRIS – Human Resources Information Solution

RESOURCE GUIDE: HRIS INTRO

- HRIS BASICS

HRIS INTRO - HRIS BASICS

• INTEGRATION Table of Contents
• ORGANIZATIONAL STRUCTURE ....................................................................................................................................
• SECURITY .......................................................................................................................................................................
• HOW TO LOG IN ............................................................................................................................................................
• DATA ENTRY TIPS ..........................................................................................................................................................
• DATA ENTRY TIPS - EFFECTIVE DATES...........................................................................................................................
• ADD AND CHANGE FUNCTIONS IN HRIS .......................................................................................................................
• EMPLOYEE MASTER RECORD (HR11)............................................................................................................................
• EMPLOYEE AND APPLICANT FIND FUNCTION ..............................................................................................................
• EMPLOYEE GROUPS OVERVIEW ...................................................................................................................................
• EMPLOYEE STATUS CODES............................................................................................................................................

Example : Agency Payroll Specialist job role. The Employee at your Agency assigned to this may only access Time Record forms, not payroll or benefit forms.

Note: If you are not authorized to view a form, a message will appear in the bottom left of the screen denoting "Security Violation".

How to Log In

Each user has a unique ID and Password to access HRIS. User IDs and passwords will be provided through your Agency Security Approver.

Click Login once you have entered your User ID and Password, the HRIS Main Page will be displayed.

Data Entry Tips

• All information should be entered in CAPITAL LETTERS.
• Do not use punctuation.
• Phone numbers are input with periods. (602.111.1111)
• There are key fields which are required.
• Always check the bottom left corner of a form for system messages such as " Add Complete- Continue ."
• HRIS has built in edits to validate information. For example: o The Social Security Number is checked by HRIS to see that it is in the correct format and it does not already exist. o Pay rates are checked against salary ranges and an edit appears if the pay rate is outside the salary range.
• At times, the message "Click OK to continue." may appear in the lower left corner of the form. If this occurs, repeat your last step.
• Within the lessons are simulations.

Data Entry Tips - Effective Dates

• Changes input in one module affect all the other modules. Various changes entered into HRIS are placed in a pending mode and will show on the Employee Master Record (HR11) after a nightly update is run.
• For example, if an end user completes a Job Change personnel action, it is recognized by Payroll after the update is run. As the Payroll staff inputs ETE a timecard the new Employee information is available to view on Employee Master Record (HR11.)
• Data is entered into HRIS only once. Other functional areas do not have to enter that same data.
• Personnel actions can also be input with a future date. HRIS will process those changes as the effective date arrives and then send the data to the other HRIS modules.

• Dates are entered without slashes or dashes.

Add and Change Functions in HRIS

There are two ways to save any additions or edits to forms in HRIS.

• Add and Change buttons exist on the menu bar of most forms.
• The FC field on forms is used to add and change data.

Depending on the type of transaction you are performing, you use a combination of these functions to save your work. It is important that users know when to use one versus the other. There are times when clicking Add copies what you've already entered and now you have duplicate or triple information.

Employee Master Record (HR11)

Most data which you use on a daily basis can be found on this form. It contains specific information relating to an Employee such as:

• Name
• Hire date
• Process Level name
• Department name
• Pay Rate
• Address, etc.

Although an Employee may have security to the Employee Master Record, not all of the information on this form may be displayed.

HRIS uses Personnel Actions to change information on the Employee Master Record (HR11).

Examples of Personnel Actions are:

• APP-HIRE
• REHIRE
• PERSONAL
• STATUS CHG
• JOB CHANGE
• SEPARATION, etc.

Note: Personnel Actions can be entered daily. The only exception is during Payroll processing.