What is HRMS? HRMS stands for Human Resources Management System.

It is the implementation of several cohesive systems that will manage all aspects of human resources at Indiana University. HRMS will: · capture and record all biographic data for individuals (e.g. names, addresses) · track tenure, academic titles, and service dates · manage positions · track healthcare enrollments, retirement, leave plans, paid time off · process payroll · track people’s tax records, deductions, direct deposit · digitize paper-based processes such as the personnel action form (PAF) · support a more robust reporting environment · track timekeeping electronically What are the benefits of the new HRMS? The primary objective of HRMS is to improve the quality of human resources data, and thereby provide better HR services to individuals. More biographic data can be collected. For example, various address types can be stored for an individual. In today’s environment only two address types can be stored. HRMS will be able to track a campus address, a home address, and a mailing address. HRMS can keep a primary and a preferred name in the system, and record dependents and their relationships for benefits tracking. With the integration of electronic documents, IU business rules and practices can be supported at the department level. The E-Docs component of HRMS will hide differences between IU’s and PeopleSoft’s business rules from the department level user. E-Docs will also support electronic routing and approval down the road. Anyone with some exposure to the FIS knows the efficiencies that system has been able to provide in terms of knowing exactly where a transaction is at any given time. Today with a paper PAF and all the approvals it goes through, it’s hard to determine where it is once it leaves the initiator’s hand. Soon, it will be possible to electronically determine where a transaction is within the routing chain. Another benefit of HRMS is the automation of payroll and time reporting, and the eventual availability of their HR data to departments and units. Due to the current lack of availability, a number of units have constructed shadow systems to record their various HR records. Making data available from an institutional standpoint will either augment or replace the need for departmental shadow systems, particularly related to HR functionality.

What will this replace? HRMS will replace the existing system, HRIS, and the paper forms that support it. Today’s paper PAF will be replaced by electronic documents. Current HRIS payroll processing will be performed by HRMS. The IU Information Environment (IUIE) will replace Focus programs that surround the HRIS. The IUIE will consolidate a multitude of existing Focus reports, many of which perform similar functions, by providing an extensive menu of generic but customizable reports. The same reports can be used repeatedly, and without a programming specialty or skill. What component systems constitute the HRMS? PeopleSoft PeopleSoft is a software product that includes a database, exhaustive higher-education business rules, and a Web interface. PeopleSoft will manage the data for all 37,000+ active employees. E-Docs E-Docs—electronic documents—are a custom software application developed by IU that electronically implements the business rules and processes of Indiana University in a simple Web format. E-Docs will be made available via the OneStart portal. IU Information Environment The IU Information Environment (IUIE)—developed by IU—will provide decision support and reporting to the HRMS. It is, essentially, a data warehouse where decision-makers at IU can access the most timely and pertinent data. TIME Time Information Management Environment (TIME) is an electronic timekeeping system developed by IU that replaces paper timesheets. What is PeopleSoft? PeopleSoft is a software product that includes a database, exhaustive business rules and a Web interface. PeopleSoft is being implemented for the management of all active employees. It will capture and record biographic data for an individual—names, different types of addresses, extensive biographic information—much more than is currently captured by the legacy (HRIS) system. PeopleSoft will track all of the jobs or appointment records for an individual: • when an individual is hired into a job • the pay rate with the department that owns that particular job record • funding associated with a particular job • tenure tracking • academic titles

service dates

PeopleSoft will also manage all positions. Position management is a strong point of PeopleSoft’s functionality. Position management is currently handled by the FIS and will be migrated to PeopleSoft. Benefits and payroll processing will also be migrated. What are E-Docs? E-Docs are an electronic solution to time-consuming, error-prone paper processes. EDocs will replace all of the paper forms that are used today to conduct HR activities. The Personnel Action Form (PAF) is the most prominent paper form to be replaced by E-Docs. PAF transactions include: hiring and transferring employees, modifying pay rates, putting someone on leave of absence. Supplemental and pay vouchers are other examples of paper documents replaced by E-Docs. E-Docs will improve the accuracy of data by supplying data choose—these data will be pulled directly from the PeopleSoft validity of user-entered data. In future releases, E-Docs will relationships between user-chosen values, further improving collection. from which users can database, ensuring the also be able to verify the efficiency of data

An electronic solution to a paper-based system, E-Docs will also support the implementation of paperless routing and approval. Data will follow a defined path, ensuring the proper people validate and approve a given transaction. This will also allow those who initiate documents to electronically track where a transaction is in the routing process. Once final approval is given, the data can flow directly into the system and become effective immediately. Electronic documents replace all of those things that the paper PAF is used for today. A whole host of what we call employee activities will be migrating from a paper document to this electronic environment. All the position management activities that are done today in the FIS will be migrated to this HRMS suite of electronic documents. What is the IU Information Environment? The IU Information Environment (IUIE) is a data warehouse made accessible to decision support personnel via a simple Web site. IUIE was developed independently of the HRMS, but serves as a valuable component for reporting. IUIE is already in production. Development of the IUIE component of HRMS consists of extracting data from PeopleSoft and publishing it in IUIE. Once the data is published in IUIE, personnel with permission can enter basic parameters and extract the data that is pertinent to them. The first phase of the IUIE component of HRMS focuses on reporting requirements of central administration and campus level personnel. The second phase, scheduled for

spring 2003, addresses the reporting needs of schools and departments—a shortcoming of today’s HRIS system. What is TIME? Like E-Docs, which provide an electronic solution to today’s paper-based processes, Time Information Management Environment (TIME) replaces the paper timesheet. TIME primarily targets those employees paid on an hourly basis. Automating timekeeping expedites the process of filling out a timesheet, routing it for approval—all the way to the generation of a paycheck. TIME and HRMS are tightly integrated. When someone is hired via HRMS, they are immediately available to the TIME system and can begin to report their time electronically. What kinds of self service components will there be? Self service is a critical long-term goal of the HRMS project. The first phase of the project builds the foundation for self service. 2003 will see the development of self service components that allow personnel to make address changes, enroll for benefits, and enter tax updates. A variety of transactions, from an employee management and records standpoint, can be delivered to the individual in the HRMS. Who Who will the HRMS implementation affect? Everyone who receives a paycheck from Indiana University will be affected by the new system. Some will simply receive a paycheck generated by a new system, others will be trained to be users of the new system. Who will be trained and when? Campus-level Human Resources offices are already receiving training. These individuals, dubbed Local Implementation Team (LIT) members, attend monthly meetings to learn how to perform HR and payroll activities in the new environment. Training courses and documentation are being developed in tandem with the LIT training. Other staff who will receive training are in schools and departments. Training for these users will focus primarily on electronic documents and the payroll voucher. A major training effort will begin the first week of October and continue running through implementation (the end of December). How are people being identified for training? Various training tracks have been developed. Lists of the training tracks are being sent out to departments to inform them how training will be organized. Departments will be asked to identify individuals to be trained in the various tracks. From this input, a comprehensive training schedule will be developed.

Who are the primary owners of the HRMS project? • University Information Technology Services (UITS) • University Human Resources • Financial Management Services • Academic Affairs Will there be shifts in workload and responsibility? As with any change in a major institutional system, the learning curve will cause a shortterm workload change. There will be a period of time when users are learning a new system while keeping their operations going; and that will create an increase in work. In the long term, workloads of individuals should not be impacted. When When will the new system be implemented? The foundations of the four major HRMS components—E-Docs, IUIE, PeopleSoft, TIME —will be implemented and integrated by December 2, 2002. The system will be live and available for use on that date. When will I need to have people available for training? Training will begin in early October. The implementation of HRMS will be happening over the winter holidays. Some users will be asked to participate in training over the holidays. When will I get my first check from the new system? January 2, 2003. The HRMS implementation timeline is based on the calendar year; it being parallel to the tax year. The December 2, 2002 live date prepares the system to generate checks on January 2, 2003. The bi-weekly payday is January 3, 2003. How How will the new system impact PAFs? The paper forms used today to conduct HR activities will be replaced with electronic forms. Users will no longer employ the paper PAF, the supplemental pay voucher, or the hourly pay advice once the new system is implemented. How will the new system impact payroll vouchers? The current system employs an electronic payroll voucher—most departments use the HRIS system to process payroll. The new system introduces a new electronic payroll voucher that replaces the existing one.

How will the new system impact SSN? The HRMS does not use the Social Security Number (SSN) as the unique indicator for individuals. Each person will be assigned a system-generated unique ID that relieves the University’s dependence on SSN. Over time, people will begin using their University ID much as they use SSN today. For example, when self service is implemented, users will need to know their University ID to log in. SSN will be stored in the new system, but it will be a simple attribute, like middle name, assigned to a person’s record. SSN is still necessary for tax reporting and benefits. How will the new system handle start and stop dating? The HRMS solution to start and stop dating is similar to that of the current system. The current system uses one transaction to accommodate two dates: start date and stop dates. HRMS requires two transactions; each one tied to a single effective date. An example of effective dating: a person goes on a leave of absence from June 1 until July 24. In HRMS, the record will have an effective date of June 1, and will remain effective until a new effective dated activity is entered. In this example, the new activity is presumed to be a return from leave with an effective date of July 24. How will the new system perform routing and approval? Routing and approval protocols will be defined at the department level. Campus Responsibility Centers (RCs) are currently assigning individuals to the various roles of the routing and approval hierarchy. Once the hierarchy is defined, E-Docs transactions will follow the defined protocol of routing and approval from initiation to final approval. How can I prepare? Departments must assess the effect of the HRMS implementation on any proprietary systems that rely on data from the current system (HRIS). Differences in the storage of data between the old and new system will cause problems for dependent systems. For example, rank codes will be changed to something called a salary admin plan and grade. Departments can begin identifying persons who need to be trained for the new routing and approval protocol for E-Doc transactions. There will likely be a direct correlation between those individuals who today fill out the paper forms and those who will be responsible for initiating and approving electronic documents in the new system. How do I get my computer ready to run the new system? Fortunately, a current Web browser is the only requirement for the new system. Information about what versions of browsers are considered current is forthcoming. How will the new system impact my shadow system? Departments must assess the effect of the HRMS implementation on any proprietary systems that rely on data from the current system (HRIS). Differences in the storage of

data between the old and new system will cause problems for dependent systems. For example, rank codes will be changed to something called a salary admin plan and grade. Where Where do I go to do my work in the new system? The HRMS will be available in the OneStart portal (http://onestart.iu.edu). Only those users with permissions to perform HRMS transactions can access the system. Some users will have permission to use E-Docs, some IUIE, some PeopleSoft, and some all of these. All HRMS functionality will be accessible via OneStart.

updated Dec 29, 2008 6:51 pm | 11,755 views

Human Resource Management Systems (HRMS, EHRMS), Human Resource Information Systems (HRIS), HR Technology or also called HR modules, shape an intersection in betweenhuman resource management and information technology. It merges HRM as a discipline and in particular its basic HR activities and processes with the information technology field, whereas the planning and programming of data processing systems evolved into standardised routines and packages of enterprise resource planning (ERP) software. On the whole, these ERP systems have their origin on software that integrates information from different applications into one universal database. The linkage of its financial and human resource modules through one database is the most important distinction to the individually and proprietary developed predecessors, which makes this software application both rigid and flexible.

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[Hide TOC] 1 The HR function's reality 2 EHRMS vendors 3 See also 4 External links

The HR function's reality
All in all, the HR function is still to a large degree administrative and common to all organisations. To varying degrees, most organisations have formalised selection, evaluation, and payroll processes. Efficient and effective management of the "Human Capital" Pool (HCP) has become an increasingly imperative and complex activity to all HR professionals. The HR function consists of tracking innumerable data points on each employee, from personal histories, data, skills, capabilities, experiences to payroll records. To reduce the manual workload of these administrative activities, organisations began to electronically automate many of these processes by introducing innovative HRMS/HCM technology. Due to complexity in programming, capabilities and limited technical resources, HR executives rely on internal or external IT professionals to develop and maintain their Human Resource Management Systems (HRMS). Before the "client-server" architecture evolved in the late 1980s, every single HR automation process came largely in form of mainframe computers that could handle large amounts of data transactions. In consequence of the high capital investment necessary to purchase or program proprietary software, these internally developed HRMS were limited to medium to large organisations being able to afford internal IT capabilities. The advent of client-server HRMS authorised HR executives for the first time to take responsibility and ownership of their systems. These client-server HRMS are characteristically developed around four principal areas of HR functionalities: 1) "payroll", 2) time and labour management 3) benefits administration and 4) HR management. The payroll model automates the pay process by gathering data on employee time and attendance, calculating various deductions and taxes, and generating periodic paycheques and employee tax reports. Data is generally fed from the human resources and time keeping modules to calculate automatic deposit and manual cheque writing

capabilities. Sophisticated HCM systems can set up accounts payable transactions from employee deduction or produce garnishment cheques. The payroll module sends accounting information to the general ledger for posting subsequent to a pay cycle. The time and labour management module applies new technology and methods (time collection devices) to cost effectively gather and evaluate employee time/work information. The most advanced modules provide broad flexibility in data collection methods, as well as labour distribution capabilities and data analysis features. This module is a key ingredient to establish organisational cost accounting capabilities. The benefit administration model permits HR professionals to easily administer and track employee participation in benefits programs ranging from healthcare provider, insurance policy, and pension plan to profit sharing or stock option plans. The HR management module is a component covering all other HR aspects from application to retirement. The system records basic demographic and address data, selection, training and development, capabilities and skills management, compensation planning records and other related activities. Leading edge systems provide the ability to "read" applications and enter relevant data to applicable database fields, notify employers and provide position management and position control. Typically, HRMS/HCM technology replaces the four core HR activities by streamlining them electronically; 1) payroll, 2) time and labour management, 3) benefit administration and 4) HR management. While using the internet or corporate intranet as a communication and workflow vehicle, the HRMS/HCM technology can convert these into webbased HRMS components of the ERP system and permit to reduce transaction costs, leading to greater HR and organisational efficiency. Through employee or manager self-service (ESS or MSS), HR activities shift away from paper based processes to using self-service functionalities that benefit employees, managers and HR professionals alike. Costly and time consuming HR administrative tasks, such as travel reimbursement, personnel data change, benefits enrolment, enrolment in training classes (employee side) and to instruct a personnel action, authorise access to information for employees (manager's side) are being individually handled and permit to reduce HR transaction time, leading to HR and organisational effectiveness. Consequently, HR professionals can spend fewer resources in managing administrative HR activities and can apply freed time and resources to concentrate on strategic HR issues, which lead to business innovation. [edit]

EHRMS vendors
Vendors of popular EHRMS enterprise level software packages include : SAP, PeopleSoft, Oracle,Lawson, Highline A wide variety of other software vendors provide various subsets of enterprise level functionality. For example, basic time and attendance software packages provide employee timekeeping functionality while other vendors focus primarily on payroll processing. [edit]

See also
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Applicant tracking system list of management topics list of human resource management topics list of information technology management topics Computer science Enterprise resource planning Labour (economics) Process management human interaction management Reengineering

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Management information systems Management process

External links
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Management Research on EHRMS EHRMS News

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