Human Resources

HRMS will centralize UCR developed HR tools into a single application and will contain the following modules:

• Job Code Information: Replaces UCR Title and Pay Plan (TPP) containing job code attribute information.
• Job Builder: Expands the UCR Career Tracks system to incorporate the Job Description System (JDS) resulting in all job descriptions being created and maintained in a single application. Recruitment: Replaces a subset of existing iRecruit functionality.
• Review: Replaces iReview; Reclassification, Reclass Salary Review and Equity actions.

HRMS is scheduled to be available for use on November 2, 2020.

Correct. HRMS is for staff positions only. However, HRMS will not include any SMG positions nor will it include student classifications.

Yes, we have been sending out focused emails.

No, attachments can be in any format including but not limited to PDF, Word, Excel, pictures, Visio and PowerPoint.

It will vary depending on the HRMS module and the email type; refer to the HRMS Action Notification table for Recruitment and Review. At this time, the HRMS Job Builder has not developed an Action Notification table.

Yes. All Departmental and/or Organizational HR Coordinators within the Accountability Structure will receive the email notifications, as applicable, based on the HRMS module and email type.

Note: Users who have both a Departmental and an Organizational HR Coordinator role within the same Accountability Structure may receive the email twice.

No, HRMS does not contain that functionality, just as the current iReview module.

Yes, only for those that meet the migration criteria (i.e. CT job descirptions which were in a "classified" status and an incumbent was attached). For those job descriptions not meeting this criteria, it is recommended you open CT in a new window or browser and manually copy and paste the details of the job description to the appropriate section of the HRMS job description. Please read the Question and Answer:  information related to migrating of job descriptions.

No. It is recommended you open the JDS in a new window or browser and manually copy and paste the details of the job description to the appropriate section of the HRMS job description.  

"The HRMS Reclassification Review workflow is based on the existing iReview design where the HR Recommended job description becomes "classified" immediately upon the Organizational HR Coordinator accepting the approved recommendation by the HR Classification Analyst. The subsequent Reclass Salary Review case details are currently based on the changes in HRMS for the approved classification and therefore has a direct impact on the details populated in the Reclass Salary Review.

An enhancement request would need to be considered and prioritized to change the existing functionality. Given the scope of what this change would entail, the level of effort would be significant, but Human Resources (HR) and Information Technology Services (ITS) can evaluate this at which time HR would want to move forward with further consideration of this request.

1. This is not current functionality in iReview today and therefore was considered an increase in scope for HRMS that we couldn't do easily.
2. Before we can begin to consider doing this in the future the "Position Entry Date" in UCPath PeopleSoft, would need to be audited and maintained properly going forward to make this work correctly. It doesn't make sense to work on this while there is inaccurate data in UCPath PeopleSoft because once we automate this field to be calculated you would not be able to change the data. Cleaning up this data would likely require having to go back into PPS to capture the correct data to have updated in UCPath.

You can do that, however we encourage you to obtain an updated resume from the employee to ensure all of their relevant employment history to the classification is captured.  Often applications/resumes only have 10 years of employment history and therefore you wouldn't necessarily be capturing all of their related employment history that should be accounted for.  Additionally, you want to be sure to capture their employment history since what was last submitted as part of their application.

The HRMS Reclassification Review workflow is based on the existing iReview design where the HR recommended job description becomes "classified" immediately upon the Organizational HR Coordinator accepting the approved recommendation by the HR Classification Analyst. The subsequent Reclass Salary Review case details are currently based on the changes in HRMS for the approved classification and therefore have a direct impact on the details populated in the Reclass Salary Review.

Please contact your organization's assigned Classification Consultant.

At this time, the Job Builder module does not have the ability to obtain an employee's acknowledgment or the supervisor's signature electronically. If your organization's process is to obtain a signature from the employee and supervisor, you would want to print out the approved job, obtain the signatures, and retain the signed document within the employee's personnel file. The best practice is to obtain some sort of acknowledgement from the employee and supervisor, however it is recommended at a minimum that the employee be provided a copy of their new job description and to be made aware of the expectations of the new position.

It is important to capture the incumbent's total related experience to their new classification. This is similar to what we would do for a new hire just moving into a new position, rather than only capturing the time the incumbent has been in their new classification (as allowed for under PPSM-30: Classification).

Currently, there are no salary calculators for represented classifications and we need to capture this data for all Reclass Salary Reviews. Also, in the future we may have a need to pull reports where we want to capture this data and we cannot query information from attachments.

The chart in the HR Review & Analysis tab is intended to present the data that is changing under the "Proposed" and "Recommended" columns. In a Reclass Salary Review, only the salary and the corresponding effective date are being reviewed for a change. The HR Review & Analysis tab chart is intended to present the data that is changing under the "Proposed" and "Recommended" columns. In a Reclass Salary Review, only the salary and the corresponding effective date are being reviewed for a change.

Yes. These should be routed to the HR Classification Consultant who will check out the Review case to the Provost for their review and approval.

While the approved HRMS Review case is finalized in HRMS, for the change to be processed in UCPath PeopleSoft; follow your organization's normal process for submitting employee data changes.

At this time, we will continue to use iRecruit for managing the application pool and related processes. UCR is continuing to evaluate TAM’s functionality. A decision has not been formally made as to whether UCR will implement TAM. Once a decision has been made, it will be communicated.

All recruitments will be initiated in the HRMS Recruitment module, which includes classification of the job description and approval for posting. Once approved for posting, Central HR Talent Acquisition will push the recruitment to iRecruit and post to the UCR job board. The recruitment will then be available in iRecruit for the department to conduct recruitment and selection activities (e.g.: reviewing and dispositioning applications, short list submission, recruitment close out, etc.).

When creating a new recruitment in HRMS, there is a field to indicate the number of job openings. This field is informational only, and will not create multiple job descriptions. As in our current process, the HRMS Job Builder Departmental HR Coordinator must initiate duplicate job description(s) for any additional hires and route to Central HR Classification Compensation.

HRMS will assign unique identification numbers, however they will be different than how iRecruit generates the number.

The organization chart is required by Central HR Classification Compensation in order to assist with the determination of an appropriate classification. The classification process will occur within HRMS, and as such the organization chart will not be needed in iRecruit.

In order to ensure a smooth transition to HRMS, Work In Progress (WIP) actions that you want to proceed with must be routed to Central HR Classification Compensation for classification by October 22, 2020. Starting on November 2, 2020, all new recruitment actions will be initiated in HRMS.

Yes, users can select Commensurate with experience in the “Range Minimum” as currently available in iRecruit. The job posting on the UCR career site will continue to display this information.  Commensurate with Experience can also be written in “budgeted hiring range” field, however that field is for informational purposes only.

The HRMS does not prevent a user to select a position number when it is occupied by the incumbent. HRMS only checks for a match between the job code and position number. 

For staff, there is only one affirmative action plan. Placement goals are established for each job code and apply to all departments/organizations.

The temporary fix would be to do a FAU and then change it later on the back end.

A position number is required in HRMS prior to the job being pushed to iRecruit and posted to the UCR job board. It is recommended the position number be entered upon initiation in HRMS. However, please note, HRMS checks for a match between the position number and job code. If the job code is not what is currently tied to the position number, an update to the position number (via Service Now).

When we were trying to get ready to use TAM, we needed a common denominator to connect TAM to HRMS, and the position number would be the most common between UCPath and HRMS. When we decided not to go forward with TAM, we determined that we would like to have that across all modules – essentially anything that is tied to a job description. We thoroughly tested it and wanted to keep the continuity across all the systems to assist with accurate reporting.

The recruiting team can work with you to delete that and send an email to all applicants. For assistance, please contact Emma Geach at emma.geach@ucr.edu.

On October 30, 2020 from 4:00 - 8:00 p.m. there will be a brief blackout period for the UCR job board. A notice will be posted in R'Space as well as the UCR job board.

iRecruit actions need to be routed to the HR Classification Analyst by October 22, 2020 at 5:00 p.m. New recruitments will not be initiated in HRMS Recruitment until November 2, 2020.

Yes, only for those that meet the migration criteria (i.e. CT job descriptions which were in a "classified" status and an incumbent was attached). For those job descriptions not meeting this criteria, it is recommended you open CT in a new window or browser and manually copy and paste the details of the job description to the appropriate section of the HRMS job description.  Please read the Question and Answer: information related to migrating of job descriptions.

No. It is recommended you open the JDS in a new window or browser and manually copy and paste the details of the job description to the appropriate section of the HRMS job description. 

You can select Limited in the Employee Classification field and in the Posted Position Purpose, you can indicate that the position is "Limited with the possibility of becoming Career."

In HRMS,  search committee members can be added to the recruitment if the recruitment is in your queue or if it is checked out to you, up until the point that the recruitment is routed to the Classification Analyst and is classified. In iRecruit, you can add the search committee at any point if you are a Chair's Associate or the Search Committee Chair.

Yes. The emails will continue to be sent during all of the steps of the recruitment, as they are now.

No. iRecruit does not have that functionality. The salary analysis and salary approval process should be conducted outside of the iRecruit system.  
 

The application is already within the iRecruit system. The only time we would ask you to upload an application is if the candidate was unable to complete the online application and had to complete a paper application. We do not encourage paper applications because we would like everything to be in the iRecruit system. You may upload resumes and cover letters for candidates if the candidate  was having technical difficulties and were not able to upload it themselves.

Yes. You can select to copy an existing job description and make any updates to it.

In the past, the affirmative action placement goals used to be department,  organization and campus goals. As there is only one Staff Affirmative Action Plan, the placement goals are campus are campus wide.

No.  At this time, there is no comparison feature. We recommend that comments be made in the Comments Tab indicating any changes that were made to the recruitment.

No. The closing date does not show in the history in HRMS. A "closed" recruitment in HRMS is one that was either canceled or pushed to iRecruit for posting. In order to track time-to-fill, you will need to run a report in iRecruit that shows the date the position was posted and the date that it was closed. 

In the "Completed/Pushed to iRecruit" queue, you will see all of the recruitments that have been completed in HRMS and pushed to iRecruit for posting. All of the recruitments in that queue will have that same status.

The information visible in HRMS will go back to the date of the implementation of the system, November 2, 2020. This information will include the initiation, approval and classification of the recruitment. The information regarding the applicants will continue to be accessed through iRecruit. However, if you are looking for historical information on the initiation, approval and classification of recruitments prior to November 2, 2020, you can search for that information in iRecruit. 

Yes. It would be helpful to include comments in the recruitment. This will assist Affirmative Action beforehand and will expedite the process and improve the possibility of your short list being approved. 

HRMS will not verify if the position is vacant or not and will allow you to use the position number even if there is currently an incumbent. HRMS does however check to ensure the position number is approved and validates the job code attribute.

If you don’t see the working site that you need, email HRMS at askHRMS@ucr.edu and we will work with Information Technology Services (ITS) to have it added to the drop down selection for the "Working Site" field.

A similar question is currently asked in iRecruit. Going forward in HRMS, the question has been reworded and is more general. Compensation requested this question be reworded to assist them in classifying the position. This information allows the Classification Consultant to see if anyone performed those duties previously and review that individual's job description to see if there has been any changes or additions to the job description.

Yes. Additional advertising sites will be provided if you are not sure where to start. Reach out to the Talent Acquisition team and you will be provided with a sample recruitment plan. Talent Acquisition can assist you in finding other sites in that will target your placement goals .

You will not be able to determine if your short list reflects the applicant pool because you cannot see the demographics of the candidates in your short list. However you can monitor your availability and if you have a placement goal, check to see if your recruitment plan assisted with attracting a diverse pool.

You will want to review Affirmative Action vs. Availability statistics to see if you are "below availability" for your placement goal.

If you ever have any doubts or questions, reach out to either Talent Acquisition or Affirmative Action/Compliance and let them know that you have conducted outreach up front and see what else is expected at this point in time, in order to get the short list approved.

Yes. All of the historical data will continue to be in iRecruit. The only thing that is changing in iRecruit is that you cannot initiate a recruitment in that system and you will not have a Work in Progress queue. All recruitments will be initiated in HRMS and your Work in Progress queue will also be in HRMS. All historical information is still available and searchable in iRecruit.

Training is scheduled to be held in the month of October 2020. The training schedule will be published on the HRMS website (add link). Training session registration will be required and available via the Learning Management System (LMS).

A recording of the training session for each module will be made available. There will be instructor-led Zoom labs in the month of November to assist users with their HRMS cases. Additionally, the HRMS User Guide provides detailed steps and screenshots to assist you with walking through an action. 

Yes, a recording of the training session for each module will be made available in the November-January time frame.

Yes, you are able to register for more than one session for a module, however please be aware that depending upon the pace of the session, it is possible a portion of the training may be missed.

The Instructor-Led Training slide presentations can be found on the HRMS website. The training session recordings will be made available in the December/January timeframe and will be located on the HRMS website. If you have a need to review the recordings before this time, please contact Lorena Velasquez.

No. For non-represented Career Tracks (CT) classifications, refer to the CT job standards (insert link to job standards) to determine the scope of work expected for the level within your job family and function.

No. For non-represented Career Tracks (CT) classifications, refer to the CT job standards to determine the scope of work expected for the level within your job family and function.

A Template Job Description contains locked fields of information that cannot be altered on an individual job description basis. Locked fields of information may be established on a systemwide basis (such as from a Career Tracks Job Standard) or locally (such as UCR established experience requirements). A Non-Template Job Description only contains locked job code attributes fields that are derived from the selected job code. The most typical type of Non-Template Job Description will be those that are a Represented job classification.

The Job Builder module Add Incumbent functionality allows for the Departmental HR Coordinator to add employees to any classified job description that does not have an employee. 

Currently, JDS has an open library that anyone, who has a UCR NetID, can search for classified job descriptions. In Career Tracks, a similar open library was not created. At this time, only those with an HRMS Job Builder EACS role will be able to search for classified job descriptions. 

As of November 2, 2020, all job descriptions will be created in HRMS. Employees in non-Career Tracks classifications will have a non-template instantiated job description initiated for them in HRMS reflecting their classification in PeopleSoft as of October 3, 2020. The non-template instantiated job description will be classified through a special process. Instructions will be provided to the Departmental HR Coordinator at Go-Live.  

No they will not be initially moved over. The Departmental HR Coordinator will need to go into Career Tracks and add the incumbent to the job description. A nightly job will run which will migrate the job description into HRMS and inactivate it in Career Tracks.

In the future (a date has not been determined) these systems, with the exception of iRecruit, will be retired. This cannot occur until all WIPS are completed. We are working on a method to make those items available in HRMS (view only). The inactive job descriptions are not coming over from JDS or Career Tracks; only the current classified Career Tracks job descriptions will be migrated. Nothing will be migrated from JDS.

For those who cannot complete their acknowledgement online, the department can print the job description and go over it with the employee and have them sign the printed copy. The signed copy can be uploaded as an attachment and then can be routed to the HR Classification Analyst to classify the job description.

Instantiated job descriptions were created at the individual employee level based off of their data in UCPath on October 3, 2020 with minimal pre-populated data that requires the remainder of the job description to be created. The copy job description feature is not available for instantiation job descriptions.  

Yes. All non-represented staff will require a non-template job description to be classified. The Departmental HR Coordinator can use the HRMS Instantiation Report to work on the system initiated job descriptions. For a non-system initiated job description, the Departmental HR Coordinator will need to initiate a job description.

At this time there is not a report available. From the HRMS Job Builder landing page, click on the Search Job Library tile and click on the Search button.  While there is no export report feature, you can copy and paste the information in to an Excel file. 

At this time a deadline has not yet been established. A communication will be sent out once a determination is made.

HRMS has functionality that allows the Departmental HR Coordinator to approve changes to the job description during the update process. However, those changes should be minor (e.g., working title, department, supervisor, department head and spelling errors). All other changes need to be reviewed and approved by the HR Classification Analyst. 

Please contact your organization's assigned Classification Consultant.

1. Migrated ‘Classified’ Career Tracks job descriptions as of November 2, 2020 will have met the following criteria:
   • Only job descriptions with an Incumbent attached
   • With no job description update in progress
   • With no iReview case in progress
2. Nightly Migrated ‘Classified’ Career Tracks job descriptions after November 2, 2020:
   • Career Tracks job descriptions where an Incumbent is attached on or after November 2, 2020
   • Incumbent’s whose Work In Progress (WIP) Career Tracks job description is either ‘Classified’ or ‘Cancelled’. The most current ‘Classified’ job description will be migrated.

Employees who will have an Non-Template Instantiated job description as of November 2, 2020 will have met the following criteria:

• In a Non-Career Tracks classification as of 10/03/2020 (4:30am) in UCPath PeopleSoft
• With no ‘Classified Migrated Career Tracks’ job description
• With no Work In Progress (WIP) Job Description System (JDS) job description
• With no iReview case in progress"

Yes, only for those that meet the migration criteria (i.e. CT job descriptions which were in a "classified" status and an incumbent was attached). For those job descriptions not meeting this criteria, it is recommended you open CT in a new window or browser and manually copy and paste the details of the job description to the appropriate section of the HRMS job description. Please read the Question and Answer: information related to migrating of job descriptions.

No. It is recommended you open the JDS in a new window or browser and manually copy and paste the details of the job description to the appropriate section of the HRMS job description. 

Yes, you can select to copy an existing job description and make any updates to it.

Yes, the Organization Chart is one of the items listed in the Required Fields banner. The Required fields banner will display "JD Attachments must have at least one Organization Chart" until the requirement has been satisfied. When uploading the organizational chart on the JD Attachments tab make sure to select "OrgChart" in the Type field.

The Job Code Information module can be accessed externally where the user will be directed to the Job Code Information search page.  A link will be available soon (please check back). The Job Standards and Series Concepts will only be accessible to users with a UCR NetID.

No, not at this time. Please contact the Compensation unit to request that information.

No. Only job codes that are extended to UCR will be available in HRMS Job Code information module. If you need information for a job code that is not extended to UCR, you will need to reach out to your organization's assigned Classification Consultant.

This will be done at the department SAA level.

Yes, it is more efficient; currently, you have to provision by department level, we have all of them provisioned the same way so you can do organization/division/individual department level.

The HRMS Job Code Information can be found in R'Space under the Tools section.

For the job descriptions in HRMS, the Departmental HR Coordinator is the role that can update a job description. Also the HR classification analyst can update a job description.

Yes, all Departmental and/or Organizational HR Coordinators within the Accountability Structure will receive the email notifications, as applicable, based on the HRMS module and email type. Note:  users who have both a Departmental and an Organizational HR Coordinator role within the same Accountability Structure may receive the email twice.