Table of Contents

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What is HRMS?

The Human Resource Management System (HRMS) is an on-line computerized system which stores, processes and reports employment and payroll records. The functions of HRMS are:
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HRMS Security

HRMS security is administered by Financial Systems. Operators may have either update and inquiry or inquiry only privileges to employee data. Access is based on the NMSU organizational hierarchy, which defines operator access to employees in the same home department. In addition, operators will have access to departmental employees in subordinate departments as defined by the university's hierarchy. Access to employment records from a department other than an operator's home department can be addressed on a case-by-case basis.

When a logon attempt is made, the system verifies the requested function and logon information against established security tables and matrices. Access is either allowed or denied based upon the security clearances for the operator. When an employee record is requested, the system will verify that the operator's home department matches either the requested employee's home department or that a hierarchical relationship exists. If neither of these conditions exist and the requested employee's home department has not been specifically included in the operator's security, access will be denied.

To obtain HRMS access, a Request for Computer Systems Access form may be obtained from Financial Systems or by calling 646-HELP (4357). The completed Request for Computer Systems Access form must be submitted to Financial Systems at MSC 3FSA or hand delivered to Hadley Hall, Room 12.

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HRMS Log-On Procedures

To logon to HRMS you must access the mainframe system through Netview Access. To do so, locate and double click on the TN3270 icon in your program manager or desktop. If an Open Dialog box appears, select an available session, then click on the Connect button. Otherwise, the Netview Access screen should be displayed.

[Screen shot of Netview Access logon screen]

Logon information is entered by typing in your assigned User name, Password and Group (NMSUAPP3) <ENTER>. If you do not successfully logon within 3 attempts, your Netview password will be disabled and will need to be reset by the Computing & Networking Help Center at 646-1840. Netview passwords expire every 45 days, at which time you will be prompted to enter a new password.

Once you have logged in, the Application Selection screen will be displayed.

[Screen shot of Application Selection screen]

To select the Human Resources System from the Application Selection screen, type either HRS or the number 10 in the COMMAND line then press <ENTER>.

The screen displayed is the Function Menu screen, and is the means of access to all HRMS functions. Enter the number of the function you wish to perform in the ENTER REQUESTED FUNCTION HERE field. Example: Enter 02 at the prompt to access the Personnel Inquiry function. Next enter your Operator ID in the OPERATOR ID field and your password in the PASSWORD field then press <ENTER>. You may type your password in either lowercase or uppercase since HRMS passwords are not case sensitive. HRMS requires that passwords be changed every 45 days; however, you are able to change your password at any time by pressing the PF5 key after you have logged on. When you change your password, you will be prompted to retype the new password as verification.

[Screen shot of HRMS Function Menu screen]

HRMS allows only three (3) attempts to logon successfully. If a successful logon is not achieved, the system will disable your security record. If this happens, contact Financial Systems at 646-HELP (4357) to have your password reset.

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HRMS Transactions

The system validates logon requests and if you are authorized to access the requested function, the Transaction Menu for the selected function will be displayed.

Transactions may also be selected from the transaction menu or from any transaction screen within the same function by typing the next desired transaction screen number in the TRANS field at the bottom of the screen.

To access on-line inquiry for personnel data, select Function 02 (Personnel Inquiry) from the Function Menu and the following Transaction Menu screen will be displayed.

[Screen shot of HRMS Transaction Menu screen]

To view an employee record, type in the number of the desired transaction in the TRANS field . To select an employee, input either the employee ID or the employee's full name in the format of last name,first name (note: there is no space after the comma) into the EMPL field. When you press <ENTER>, one of the following will happen:

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On-line Help

HRMS has an on-line help documentation system available from the transaction screens. To access on-line help, <TAB> to a field (in inquiry mode, the location of the cursor should be to the left of the field), then press the PF1 key. A brief description of the field is given along with valid codes for the field. The PF8 key scrolls forward through additional pages of help and the PF7 key scrolls to previous pages of help. Screens with related information are noted in the SEE ALSO section and can be quickly accessed by typing the code from the Enter this: column into the COMMAND line. To exit the on-line help system, press PF3.

[Screen shot of HRMS on-line help screen]
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Departmental Screen Access

Departments have inquiry access to the following HRMS screens which are selected from Function 02 Personnel Inquiry Menu. In the TRANS field on the Personnel Inquiry Menu, type in the desired screen number <TAB> and either the employee ID or the employee name (last name,first name) in the EMPL field <ENTER>. The requested screen will be displayed with current personnel information for the selected (or specified) employee.

003 Personnel Action Data

The Personnel Action Data transaction screen displays current personnel information for an employee, including the status of an employee and salary information.

[Screen shot of HRMS Personnel Action Data transaction screen]

To transfer to another inquiry transaction, type the desired transaction number in the TRANS field, then press <ENTER>. Note that the employee ID is retained in the EMPL field. If the employee has additional job assignments which fall within the departmental hierarchy, the default information relates to job number one. If you wish to view a second assignment, <TAB> to the JOB field, type in the number 2, then press <ENTER>.

To inquire on a different employee, type in the employee ID or name (last name,first name) in the EMPL field, then press <ENTER>.

004 Job Assignment Data

Information pertaining to an employee job assignment is viewed on the Job Assignment Data transaction screen. This screen may be used to verify that a non-hourly, newly hired employee (or a current employee with a new job assignment) is on the payroll and will receive a paycheck. Hourly employees must have time submitted for payroll to be processed.

[Screen shot of HRMS Job Assignment Data screen]

005 Personal Data

The current address, phone number, date of birth and other personal information data for an employee is located on the Personal Data transaction screen.

[Screen shot of the HRMS Personal Data screen]

If there is an alternate address on file for an employee, it will be provided on the Alternate Address transaction screen. The employee's current address (same as the address shown on 005) will be re-displayed if it has been keyed in as an alternate address and there are no other addresses.

Screen shot of HRMS Alternate Address transaction screen]

011 Educational Background

The Educational Background transaction screen lists all degrees held by an employee, and also indicates the granting institution and the type and specialty of each degree.

[Screen shot of the HRMS Educational Background screen]

014 Licenses and Honors

The Licenses And Honors transaction screen displays tenure and tenure track information for faculty members and other licenses and certificates held by an employee.

[Screen shot of the HRMS Licenses and Honors transaction screen]

030 Name Search

The employee name search database is accessed from any transaction screen by typing 030 in the TRANS field and a last name in the EMPL field, then pressing <ENTER>. The name search lists all matches within the domain of the operator's security. If the employee ID is not known, a Name Search can be conducted. To do so, type 030 (NAME SEARCH) in the TRANS field. In the EMPL field type all or part of the employee's name in the format of last name,first name (there is not a space after the comma); for example White,Scott. (A broader name search is conducted by typing in less of the employee's name. For example White,S or even just the letter 'W' and all employees whose last name begins with 'W' will be listed in the name search.) When you press <ENTER>, the system will search the database for the requested employee.

To select an employee from the database, <TAB> to place the cursor next to the name, and press <ENTER>. The system will transfer back to the original function screen and the employee ID will be displayed. From the function screen, type in the requested transaction in the TRANS field and press <ENTER>.

[Screen shot of the HRMS Name Search screen]

034 Employee Salary Data

The Employee Salary Data transaction screen displays an employee's current annual base salary amount and the pay period amount. The right hand side of the screen reflects salary based upon the annual salary recommendation process. Differentials are indicated on the lines below the base and are included in the current salary field. Any increases other than differentials will be rolled up into the current base each pay period.
[Screen shot of the HRMS Employee Salary Data transaction screen]

040 Multiple Department Cross Reference

The Multiple Department Cross Reference transaction screen lists the last five job assignments for an employee in multiple departments. This screen enables an operator to view both active and inactive jobs held by an employee as well as the FTE for each one, and allows for quick transfer to a different personnel data screen once the desired assignment is selected. The transfer process is done by placing the cursor on the transfer field (TR) of the selected job assignment and entering the two letter screen code of the screen you wish to transfer to. In the TR column, enter one of the following codes: MA, for transfer to Personal Action Data(003); JA, for transfer to Job Assignment Data (004); SC, for transfer to Employee Salary Data (034); LD, for transfer to Labor Distribution Data (001); or LE, for transfer to Labor Expense Data(005). Security allows transfer only to the job assignment which corresponds to the operator's security.

[Screen shot of the HRMS Multiple Department Cross Reference Screen]

The other inquiry option available to departments from the Function Menu is 032 Labor Distribution Inquiry. The following selections are accessible by departments:

[Screen shot of the HRMS Labor Distribution Inquiry screen]

To access a transaction screen, type in the number of the desired selection in the TRAN field. Enter either the employee ID, if known, or the last name of the employee into the EMP field, then press <ENTER>.

001 Labor Distribution Summary

The Labor Distribution Summary lists summary pay period information for each job assignment held by an employee. This screen may also be used to verify that an employee is on the payroll and the pay period amount.

[Screen shot of the HRMS Labor Distribution Summary screen]

To select detail for a line, <TAB> to place the cursor next to the EARNING field, then press <ENTER>. The system will transfer to 002 Labor Distribution transaction screen for the selected line.

002 Labor Distribution

The Labor Distribution transaction screen shows the anticipated distribution of accounts by both percentage and amount into the Financial Records System (FRS).

[Screen shot of the Labor Distribution screen]

Press PF11 to return to the prior screen or enter a transaction screen number in the TRAN field.

004 Labor Expense Summary

Summary pay period information is displayed on the Labor Expense Summary transaction screen. To select detail for a pay period, <TAB> to place the cursor in the TR column next to the end date, then press <ENTER>. The transfer to 005 Labor Expense Inquiry will be made.

[Screen shot of the HRMS Labor Expense Summary screen]

005 Labor Expense Inquiry

The Labor Expense Inquiry transaction screen reflects the actual per pay period account, amount and percentage distribution which was fed into the Financial Records System (FRS) by HRMS. Any labor distribution changes can be tracked on this screen.

[Screen shot of the HRMS Labor Expense Inquiry screen]

010 Fringe Expense Pool Accounts Table

Fringe expense ranges to pool accounts are displayed on the Fringe Expense Pool Accounts Table transaction screen. A search of account ranges is conducted by pressing the PF9 key. The table search for fringe pool accounts will be displayed.

[Screen shot of the HRMS Fringe Expense Pool Accounts Table screen]

TABLE SEARCH

To select a range, <TAB> to place the cursor next to the low account number, then press <ENTER>.

[Screen shot of the HRMS Table Search screen]
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HRMS Logoff Procedures

To exit HRMS, press the PF12 key from any HRMS screen and the Human Resources Management System logo screen appears. To complete the logout procedure, press the PF12 key again. At the blank screen type logoff, then press <ENTER>, which will bring up the Application Selection screen. In the COMMAND line type exit.
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Use of Paper Forms

Aside from the electronic Employment Authorization Forms, certain paper forms will continue to be used as noted below.

Personnel Action Form (PAF):

The PAF is an HRMS system-generated turnaround document. A PAF will be returned to the department after an initial hire or any employment change to a current employee's record. The PAF is intended to be kept in departmental files until a change of existing information is required.

To make a change to an existing employee record, the PAF should be pulled from the departmental files and all changes should be noted. The PAF is then routed for appropriate approval (see HRMS Appendix A for detail of approval routing). After Personnel has entered the changes in HRMS, a clean PAF will be generated and returned to the department for review and filing.

The PAF should be used for the following types of transactions:

Payroll Check Request (PCR):

A new form has been created for use in processing payroll transactions not related to an employee's job assignment. (See HRMS Appendix A for approval routing details for a PCR.)

The PCR should be used for the following types of transactions:

Labor Distribution Turnaround Report:

The Labor Distribution Turnaround Report will only be used to process changes in payroll funding between accounts. To process a change in funding, indicate the line number you wish to change (from the left side of the form) in the CHANGE LINE NO. column. It is necessary to indicate the new account number and percent or amount of the new distribution allocation. Note: the percentage of the new distribution must equal the old percentage distribution; or if the dollar distribution is changing, it must total the old dollar distribution for that line number.

Miscellaneous Forms:

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HRMS Appendix A

Approval Process for Paper Forms

PERSONNEL ACTION FORM (PAF):

(Data entry by Personnel) (Data entry for students by Payroll)
CHANGE IN FTE WITHIN AN EXISTING JOB ASSIGNMENT
Hiring Department, Dean/Vice President, Personnel, Budget, President/EVP (select positions)

CHANGE IN FTE ON AN EXISTING JOB ASSIGNMENT TO ACCOMMODATE A NEW ASSIGNMENT
(Rather than a terminating action on the existing job assignment, the department responsible for the existing job assignment will separately submit a turnaround PAF marked with the new level of effort on that job assignment.)

Hiring Department, Dean/Vice President, Personnel, Budget, President/EVP (select positions)

CHANGE IN BASE PAY
Hiring Department, Dean/Vice President, Personnel, Budget, President/EVP (select positions)

CHANGE TO DEMOGRAPHIC DATA
Hiring Department, Dean/Vice President, Personnel

JOB TITLE OR JOB CLASS CHANGE (RECLASSIFICATION)
Hiring Department, Dean/Vice President, Personnel, President/EVP (select positions)

EMPLOYEE NAME CHANGE
Hiring Department, Dean/Vice President, Personnel, President/EVP (select positions)

CHANGE IN EMPLOYEE START OR STOP DATE
Hiring Department, Dean/Vice President, Personnel, President/EVP (select positions)

LEAVE WITH PAY/LEAVE WITHOUT PAY
Hiring Department, Dean/Vice President, Personnel, President/EVP (select positions)

CHANGE OF EMPLOYEE SOCIAL SECURITY NUMBER
Hiring Department, Dean/Vice President, Personnel

CORRECTION OF WORK EFFORT FTE WITHOUT A DOLLAR CHANGE
A change in Budgeted FTE is required on a departmental memo from President/EVP to Budget

Hiring Department, Dean/Vice President, Personnel

TERMINATION OF AN EMPLOYEE
Involuntary termination will be approved in advance through a departmental memo to Personnel and President/EVP

Hiring Department, Dean/Vice President, Personnel, President/EVP (select positions)

PAYROLL CHECK REQUEST (PCR):

(All data entry by Payroll)
ONE-TIME CASH AWARDS RELATING TO EMPLOYMENT
Hiring Department, Dean/Vice President, Personnel (select awards), EVP, Payroll

CLOTHING ALLOWANCE
Submit a PCR only if receipts are not provided (if receipted, submit on a Reimbursement Voucher)

Hiring Department, EVP, Payroll

DISTANCE EDUCATION INCREMENTS
Hiring Department, Dean/Vice President, President/EVP, Payroll

TAXABLE MOVING EXPENSE
Submit moving expenses on a regular Check Request for a non-employee and on a Reimbursement Voucher for an employee. Payroll will transfer taxable portion to a PCR to be processed.

Department, Dean/Vice President, Current Funds Accounting, Accounts Payable, EVP, Payroll

RETIREMENT SUPPLEMENT LESS THAN $5000
Personnel, EVP, Payroll

ROYALTIES
In accordance with existing NMSU procedures.

LABOR DISTRIBUTION TURNAROUND REPORT:

(All data entry by Payroll)

Hiring Department, Dean/Vice President

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HRMS Appendix B

Glossary

Function
A function refers to any of the menu choices found on the first menu displayed upon entering the HRMS system. Functions can be compared to main menu options.

PA1-Restart
In update mode, refreshes the screen to its original state and discards any data accepted.

PA2-Cancel
Returns to the Transaction Menu.

PF1 Key
Function Key used to access the on-line help documentation.

PF3 Key
Allows immediate exit from the on-line help system.

PF4-Unprotect
In update mode, will unprotect data to allow for edit of valid fields.

PF7-Hold and Go
Holds in suspense the current transaction screen and performs a transfer to an Inquiry function for review of data. Invoke PF11 to return to the original 'held' screen or PF10 to databeam selected data/values to the 'held' transaction.

PF7-OnLine Help
Page backward while in the on-line help system.

PF8-OnLine Help
Page forward while in the on-line help system.

PF8-Table Inquiry
A Hold-and-Go operation which transfers to the control tables where values may be viewed or selected and databeamed back to the original transaction screen. If the cursor is placed (by using the TAB key) next to a valid table key field when PF8 is pressed, the system will return to the Search list for the indicated field where a value may be selected and databeamed back to the location where invoked. Otherwise, the Control Table Inquiry Menu will be returned, allowing a search.

PF9-Search
When pressed, the system will conduct a search of system tables.

PF10-Databeam
While in Hold-and-Go on an update screen, databeam captures data from an inquiry screen and returns the data to the origination screen. Databeam will return a value to the original cursor position.

PF11-Function Menu
Cancels the current transaction and returns to the HRMS Function Menu. Pending transactions will be not be accepted.

In the Hold-and-Go feature, returns to origination screen.

PF12-Sign Off
Immediately cancels the current transaction and signs off from HRMS. Pending transactionswill not be accepted.

Transaction
A task within a function. Transactions may be thought of as specific screens.

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Last updated: Monday, February 19, 2001
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