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. E-
Docs 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 from which users can
choose—these data will be pulled directly from the PeopleSoft database, ensuring the
validity of user-entered data. In future releases, E-Docs will also be able to verify
relationships between user-chosen values, further improving the efficiency of data
collection.

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 short-
term 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.
HRIS
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.

Contents [Hide TOC]

 1 The HR function's reality
 2 EHRMS vendors
 3 See also
 4 External links
[edit]
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 web-
based 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
 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
  Management information systems
 Management process
[edit]
External links
 Management Research on EHRMS
 EHRMS News
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