Transcript POI - University of Colorado

HRMS 8.9 Upgrade
Person Model
Introduction
One of the significant changes to HRMS with
the upgrade to 8.9 is the new Person
Model. This course provides an overview of
this change.
 A person
When is a person an
employee, and when
is a person a POI?
How do I enter
these “people”?
Who are POI?
• POI are people who are not employees of the university, but have a relationship with CU.
• POI are assigned an employee ID, which is required to access university systems or to
use services provided by the University, such as libraries, Buff One cards, etc.
• Examples of POI include:
• Off-campus Work-Study employers
• employees of University Physicians, Inc.
• volunteer faculty
POI types in HRMS 8.9
• POI types provide the capability to track and define different types of people. POI types
available at 8.9 go live are:
• Affiliate; External Trainee; External Instructor; Other; Other Payee (Employee
Services Only); Pre-Employment; Security Access; Visiting Scholars, Volunteers;
Volunteer Clinical Faculty; and Veteran’s Administration
NOTE: Additional POI types may be added in the future to enable campuses/
departments to track other types of relationships with their organizations
Advantages of POI
• potential for a single system of record for all persons who have relationships
with the university
• makes it easy to track each specific type of relationship each person has with
the university
• establishes and tracks a time period for the POI to be active
• POI maintains the same ID number throughout his/her affiliation with the
university. If a POI is hired as an employee, his/her ID will remain the same.
• maintains training records and history on a single ID
• provides new employees an employee ID before actual employment start date,
using the pre-employment POI type before job information is entered and
approved
• tracks people with both a POI and an employee relationship
• tracks the employee ID and name of the person who entered the POI, and the
current sponsoring department and Employee ID for that POI
• tracks emergency contact and background check date information in HRMS for
POI (This information will carry forward if the POI becomes an employee.)
How do we enter a POI?
Follow the POI Map
Is the Person an existing Employee or POI?
Workforce Administration > Personal Information > Search for Matching Persons
EMP
POI
EMP
POI
EMP
POI
Active
Empl
Record?
Go to
Go to
• Add
Employment
Instance
• Add POI
Relationship
Go to
Go to
• Add a Person
• Enter Job
Information
• Add a Person
• Add POI
Relationship
Entering POI in the HRMS
POI information is entered into HRMS via the “Add a Person” function
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
Use “Search for Matching Persons” functionality to see if the POI exists in PeopleSoft
University users with HRMS access will have access to all POI in the system.
All of a person’s relationships with the university can be viewed on a single new page.
Required information to enter POI includes
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Name
Address
Birth Date
Gender
Home Department
Campus Box
Social Security Number for POI Type of Security Access
Ethnicity (Chose Not to Disclose is valid choice)
POI Type
HRMS 8.9 Person Pages
Search for Matching Persons
Available Search Fields:
First Name, Middle
Name, Last Name, Date
of Birth and SSN.
TIP: Use at least two
fields to reduce the
number of results.
HRMS 8.9 Person Pages
Add A Person
Person Pages (cont.)
Biographical
Details
• Enter basic
information about
the Person
• Page is similar to
Personal Data in
PeopleSoft 8.3
Person Pages (cont.)
Contact Information
POI Pages (cont.)
Identity/Diversity
Person Pages (cont.)
Assign the
POI type
here
Organizational Relationships
Assign the University Relationship Type
Person Pages (cont.)
Add and Maintain POI
Certain POI types will require the user to enter additional information such as SSN
POI Pages (cont.)
Person Organizational Summary
Use this summary to review Person and/or Employment
information once entry is complete
Hiring a POI
POIs may become CU employees
For example, a future faculty member may be added as a POI using the pre-employment type during
summer months before the actual hire date of September 1. When the hire date is near, the faculty
member’s status must be changed from a POI to an Employee and the job data is entered.
Use the Add Employment Instance component (formerly Add Concurrent Job) to hire the POI.
Existing T-ID Conversion
•
Current non-employee IDs and Names will be assigned a new six-digit “Empl” ID
•
Names and non-employee IDs that appear to be duplicates will be converted to one
“Empl” ID. For example, if Patricia J. Johnson has two non-employee IDs in the
current version of HRMS, she will only be assigned one ID in 8.9.
•
Employees with Non-employees IDs will be converted to a new Empl ID. All existing
information under the T id will be moved to the new employee ID.
•
Non-employee T-IDs will be available in 8.9 for search purposes only. The former T-ID
will be displayed in the POI’s personal data as a view-only field. If a person had
multiple T-IDs in HRMS 8.3, only the one will be converted.
•
Only those non-employees who were identified by their sponsoring departments as
active or have security access to HRMS will be converted in an “Active” status. All
others will be converted in an “Inactive” status. Non-employees can be re-activated.
•
Non-employee IDs (T-IDs) will not be accepted for enrollment in on-line training
courses effective March 1, 2007
Note: While cleaning up the HRMS system, it is possible that some will be
missed. Please contact Employee Services if you have questions or
problems with finding a non-employee from the HRMS 8.3 system. All data
will be retained and available for research purposes by Employee Services
staff.
Conclusion
This course is intended to provide you with the necessary
information to understand how the Person of Interest
functionality works in 8.9.
Please contact us should you have any questions.
Employee Services
303-860-4200