Affiliated Worker Positions

Affiliated Worker Positions Overview

Fall 2009

Welcome to the Affiliated Worker Positions overview for Human Resource Management System (HRMS) Phase 2.

For the purpose of this video, the terms Affiliated Worker Position and Affiliated Worker will be used interchangeably to refer to affiliated worker positions.1Affiliated Workers and HRMS Phase 2What is an Affiliated Worker?What are the Affiliated Worker types?Before HRMS Phase 2After HRMS Phase 2Why add Affiliated Workers?Business RulesPoolingBest PracticesAdditional Information and Resources

This video is an introduction to and overview of the Affiliated Worker positions available in HRMS Phase 2. It will answer the questions:What is an affiliated worker?What are the affiliated worker types?How do positions for affiliated workers function before and after HRMS Phase 2?Why add affiliated workers to HRMS?

This video will also provide an overview of Some of the business rules for affiliated worker positionswhat pooling refers to and Some best practices

Links to resources, references, help, and learning tools available for affiliated workers are also provided.

2What is an Affiliated Worker?People who perform work for the university outside of traditional employmentCould be:PaidUnpaidMay have needed a 0% appointment and/or Official Visitor Letter to gain access to UT services or systems, such as *DEFINE, Blackboard, ID Center, parking

What is an affiliated worker?

HRMS defines affiliated workers as people who perform work for the university outside of usual employment. Affiliated workers may be paid or unpaid.

A contractor is an example of a paid affiliated worker.A volunteer is an example of an unpaid affiliated worker.

To be able do their jobs, some workers may have needed 0% appointments and/or Official Visitor letters so they could get access to university services or systems, such as *DEFINE, Blackboard, the ID Center, or parking.

With HRMS Phase 2, workers that require access to services or systems are assigned to an affiliated worker position.3Affiliated Worker types & examplesAdjunct/clinical professionals (A002)Preceptors, Social Work liaisonsCasual employee (existing)Stagehand, PAC usher, Camp CounselorEmployee of contractor (A004)Elevator repair, equipment installationEmployee of governmental agency (A005)ROTC, auditors, National Guard recruitersEmployee of UT-affiliated organizations (A001)Ex-students Association, LBJ Library

In HRMS Phase 2, there are 11 types of affiliated workers. Each type has its own job code or uses existing job codes as indicated here:

*Adjunct or clinical professionals Job code A002 Professionals that perform volunteer work for the university. Examples include pharmacy preceptors or social work field liaisons

*Casual employee Casual employee job codes will be those that already exist for classified positions. There are no new codes for the casual employee affiliated worker type. For example, currently a stagehand position has the job code 8374. In HRMS, a stagehand position will continue to have job code 8374. Other examples of casual employees are camp counselors and PAC ushers.

*Employee of contractor Job code A004 Someone who works for a company that the university has contracted with for tasks such as elevator repair. equipment installation, or central receiving

*Employee of government agency Job code A005 Such as ROTC members who do not hold faculty positions, auditors, or National Guard recruiters

*Employee of UT-affiliated organizations Job code A001 For example, ex-students workers at campus organizations such as the LBJ library

4Affiliated Worker types & examplesEmployee with additional dept. affiliation (existing)Department wants to officially affiliate, but not payIndependent contractor (A003)Professional facilitators, contract trainersVisiting researcher/scholar/scientist (A006)Includes those independently funded by grant or governmentVisiting student worker (A007)Students who assist a researcherVolunteer (A008)Blanton docents, Wildflower Center guidesOther (A009)

*Employee with additional department affiliation Like the casual employee type, this type will continue to use the existing job codes. There are no new codes for this affiliated worker type. This subtype applies to university employees who are invited to be officially affiliated in an unpaid capacity with a department, school, or college.

*Independent contractor Job code A003 If the position requires an APS or AIS form and access to services or systems, it is considered an independent contractor and must be entered into HRMS. However, it is strongly suggested that all independent contractor positions be added to HRMS. Examples of independent contractors include professional facilitators or contract trainers.

*Visiting researcher, scholar, or scientist Job code A006 Faculty members from other universities. This type includes those who are often independently funded by grants or the government.

*Visiting student worker Job code A007 Students (from high schools, other universities, or other countries) who visit the university campus to do scholarly work, such as assist with lab research.

*Volunteer Job code A008 Individuals who perform work for the university without financial compensation. Blanton docents and Wildflower Center guides, for example.

*Other Job code A009 This type encompasses anyone doing work for the university who doesnt fit into one of the other types but needs access to services or systems and/or is subject to a background check. *More detailed information about these affiliated worker types is available in HRMS by clicking HRMS Help. (screenshot of hrms home page with cursor pointing to hrms help link)

5Before HRMS Phase 2Some of these types of workers needed access to services and systems that typical employees might need, includingID or proximity cardskeys parkingauthorization for university administrative systems (*DEFINE, CCART, etc.)Access was granted through a 0% appointment in DEFINE or by an Official Visitor Letter

Some affiliated workers needed access to services and systems that a typical employee might need, includingID or proximity cards, Keys, Parking, or Authorization for university administrative systems such as DEFINE or CCART

Before Phase 2 of HRMS, access to these types of services and systems were granted through a 0% appointment in *DEFINE or by an official visitor letter.6After HRMS Phase 2Affiliated workers must be entered into HRMS if they:Require access to services or systems that would have been granted with a 0% appointment or an Official Visitor LetterWill hold a position that requires a background checkAffiliated workers who do not require services or access do not have to be entered into HRMS.

In Phase 2, affiliated workers will be granted access through HRMS.

Affiliated worker positions must be entered into HRMS if they require access to services or systems that would have previously been granted with a 0% appointment or an official visitor letter. Will hold a position that requires a background check

Affiliated workers who do not require access to services or systems do have to be entered into HRMS. --However, its strongly encouraged that all affiliated worker positions be entered to help your department track your workers and prepare for future HRMS releases.

7Why add Affiliated Workers?Track and report on populations which have historically been missing from central administrative systemsProvide a holistic view of a workers history at the University including all paid and unpaid positionsEnable departments to add and remove access to university services for nontraditional workersProvides a central repository for people in a wide variety of positions

Why add affiliated workers to HRMS?

Some benefits of adding all your affiliated workers to HRMS include

The ability to track and report on populations which have historically been missing from central administrative systems.

a holistic view of a workers history at the university, including all paid and unpaid positions.

enabling departments to add and remove access to university services for affiliated workers

HRMS also provides a central repository for people in a wide variety of positions8Why add Affiliated Workers?Benefit of accessing more complete and accurate data on the university workforce - one of the stated objectives of the HRMS project charterFuture goal of HRMS phases to enable all worker payment processes, including voucher paymentsProvide the groundwork to transition away from 0% appointments

Adding affiliated workers to HRMS provides the benefit of accessing more complete and accurate data about the university workforce, which is one of the stated objectives of the HRMS project charter.

A goal of future phases is to enable all worker payment processes, including voucher payments, through HRMS. If all your affiliated workers are already in HRMS, it will help with achieving this goal and will make the transition easier. Adding affiliated workers to HRMS will provide the groundwork to transition away from 0% appointments entirely.

9Business RulesNo data conversion at go-live of Phase 2None of the affiliated worker positions are paid through HRMSNo recruiting for any type of affiliated workerPositions cannot be reclassified

Some important business rules and information to keep in mind are that

Theres no data conversion of existing 0% appointments. After HRMS Phase 2 go-live on Nov. 2, 2009, departments must manually enter all affiliated worker positions, existing and new, that require access to services or systems.

None of the affiliated worker positions are paid through HRMS. For now, these positions will continue to be paid the same way as they were before HRMS Phase 2.

Recruiting for affiliated worker positions will not be performed through HRMS.

Affiliated worker positions cannot be reclassified. If a position must be reclassified, you must expire the existing position and create a new one.10Business RulesAPS or AIS (PBS) forms are still required for the same positions as beforeAccess expires when assignment end date is reachedAffiliated workers can be assigned up to 13 consecutive months and then can be reassigned to the position.

APS or AIS forms are still required for the same positions as before

Access associated with affiliated worker positions expires when the assignment end date is reached.

Affiliated workers can be assigned up to 13 consecutive months and then must be reassigned to the position.

11Business RulesNew positions and assignments final approve at departmental level.Visiting researcher affiliated worker types route to the Research Office. Additional information is available from the Research Office.

New position creation and assigning incumbents only require final departmental approval, but your deans or Vice presidents offices are still able to opt into the routing if they choose. New positions and assignments do not route to a processing office.

The visiting researcher affiliated worker type routes to the Research Office and may also route to the Office of Sponsored Projects (OSP). Additional information is available from the Research Office.

12Business Rules for PoolingAffiliated worker positions can be pooled

One position ID, multiple incumbents assigned

Pooling requirements must have the same job code

Ongoing position can continue to assign incumbents and end assignments without ending the position.Incumbents can come and go, but the position stays

Affiliated worker positions may be pooled.

This means that multiple incumbents may be associated with a single position ID.

Pooled positions must have the same job code.

Pooled positions are recurring and can be used to expire existing incumbents and assign new ones without needing to expire the position and create a new one.

13Pooled Position: Job Code 0000Position ID: 0000XXHow does pooling work?

Tour Guide Position 1: Job Code 0000Position ID: 0000XXIncumbents: Guide 1, Guide 2, Guide 3Tour Guide Position 3: Job Code 0000Tour Guide Position 2: Job Code 0000How does pooling work?Pooling a position allows you to create a single position and assign or expire incumbents as needed and prevents the need to maintain multiple positions.

For example: The Wildflower Center wants to hire three tour guides, and the positions all have the same job code. [highlight all three top boxes]Instead of creating three individual positions, the center can create a single pooled position. [continue highlight of all three boxes and then pooled position box]Then, the three tour guide incumbents that would have been assigned to the individual positions can all be assigned to the single pooled position. [remove highlight for pooled position and highlight position ID/incumbents]

14Best practicesBefore creating affiliated worker positions, ask:

Which of our affiliated worker positions must be entered into HRMS first to retain their access?

Can any of our affiliated worker positions be pooled?

Before entering affiliated worker positions into HRMS, ask the following questions:

Which of our affiliated worker positions must be entered into HRMS so workers can retain their access and continue to perform their duties?

Can any of our affiliated worker positions be pooled?

Having answers to these questions before tackling the project of entering your affiliated worker positions into HRMS should make the process run a bit smoother. 15Best practicesAffiliated workers and EIDs:Before creating a UT EID, it is important to check to see if a UT EID already exists for the affiliated worker. Check for an existing EID at:https://utdirect.utexas.edu/webapps/eidlisting/

To get a UT EID, affiliated workers should visit the EID self-services tools Web site at:https://idmanager.its.utexas.edu/eid_self_helpand click Get a UT EID.

More information about affiliated worker EIDs can be found in AskUS. Click here to find out more.

For affiliated workers who need EIDs:

Does the person were creating a 0% assignment for already have an EID? You can look an EID up at https://idmanager.its.utexas.edu/eid_self_help or https://utdirect.utexas.edu/webapps/eidlisting/

To find out more about affiliated worker EIDs, go to the AskUS database.16Affiliated Workers in HRMS Phase 2HRMS Phase 2 launched November 2, 2009.Affiliated worker positions were not migrated over and must be entered manually.Affiliated worker positions requiring access to services or systems must be entered into HRMS.Affiliated worker positions not requiring access to services or systems do not need to be entered in HRMS, but can be.

Important information to remember for affiliated worker positions in HRMS Phase 2.

HRMS Phase 2 launched November 2, 2009.

Affiliated worker positions that existed before HRMS Phase 2 were not migrated over and must be entered manually into HRMS

Affiliated worker positions requiring access to services or systems must be entered into HRMS.

Affiliated worker positions not requiring access to services or systems do not need to be entered in HRMS but can be.

17Additional Information and ResourcesUse Firefox to access HRMSHRMS Web site: https://utdirect.utexas.edu/hrms/home.WBXHRMS QUAL (testing) Web site:https://qual.its.utexas.edu/hrms/home.WBX Research Office: http://www.utexas.edu/research

Here is some additional information:

Use the FireFox browser for HRMS. Pop-ups must be allowed for HRMS to access some features, such as the Help window. [show web page with help popup]

The HRMS Web site is: https://utdirect.utexas.edu/hrms.WBX[insert screenshot showing the home screen for HRMS clear out the URL]

The HRMS QUAL, or testing, Web site is: https://qual.its.utexas.edu/hrms/home.WBX [insert screenshot, highlight QUAL identifier on page]

For additional information about the visiting researcher affiliated worker type, visit the Research Offices Web page: http://www.utexas.edu/research [include screenshot of research office Web page]

18Additional Information and ResourcesFrequently Asked Questions are available in askUS: https://austin-utexas.custhelp.comTraining Resources:http://www.utexas.edu/business/erp/hrms/training.htmlHRMS Project Web site:http://www.utexas.edu/business/erp/hrms/ Helpful tips: http://www.utexas.edu/business/erp/hrms/Tips.html

Visit askUS to view frequently asked questions: https://austin-utexas.custhelp.com [Include screenshot of askUS main page with HRMS in the search field]

Additional training resources are available on the HRMS project page: http://www.utexas.edu/business/erp/hrms/training.html [include SS of the training page]

Information about HRMS and development is available on the HRMS Project web site: http://www.utexas.edu/business/erp/hrms [ss of page]

The HRMS Tips page contains helpful references for some common HRMS topics: http://www.utexas.edu/business/erp/hrms/Tips/html [ss of page]19