HRMS Overview for DPI Chief Architect

8/7/2019 HRMS Overview for DPI Chief Architect

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HRMS Overview

Rob Pinion

Quentin ParkerRonda Jones


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Function of the Application


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Applicant Module Job seekers

Create Applications

Up to 4 per user: Licensed, Classified, Substitute, Bus Driver

Data from DPI Licensure system automatically included

Licenses, Education records

Select which LEAs should receive their applications

Can distribute a substitute application locally and a licensed

application state-wide, for example.

Search vacancy postings

Links to statistical data and other LEA information


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Applicant System


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Applicant System (cont) LEA Users

Enter applications on behalf of applications

Paper applications filled out in their HR office or received viamail

Help users who are not able to enter applications

Post job vacancies

Post and search the Dismissed Teachers List

IT Management and Teach4NC Use the dynamic management reports and charts

(George Phelps)


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Applicant System (cont) State Board Attorney (Harry Wilson)

Creates entries in the Dismissed Teachers List

(mandated by state law)

Edits and approves entries in the Dismissed

Teachers List created by LEA users

LEA Module


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LEA System


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LEA System Employee Module Employee demographic and related data

Address and phone information

Emergency contacts

Benefits, disability, leaves of absence

Contracts


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LEA System Position Module Site and position creation

Position budget codes

Assignments

Assignment budget codes

Shared positions

Multiple assignments per employeeFuture assignments

Archived assignments


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LEA System Applicant Module Screen Applications

Search Applications

By licensure area, position choice, availabledate, etc.

Available to principals

Activate / inactivate applications Provides dismissed teacher list and internal

audit (blackball) indicator


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LEA System Admin Apps Controls sensitive applications for principal

and managerial positions

Assign specific HRMS users as viewers on a

per-application basis

Application not searchable by all principals

Route to LEA if desired


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LEA System Vacancy Module Vacancy creation and posting

To the central online application

To an internal job postings list

Allows applicant to indicate interest in a

specific vacancy

Search applications and attach candidates to

a vacancy


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LEA System Vacancy Module Interviews

Schedule interviews and select multiple

interviewers

Interview schedule feature shows my

interviews, all interviews at a site, by date, etc

Reference Checks Allows common sets of questions to ask all

references, references by position type, etc.


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LEA System Vacancy Module Convenience tools

Rejection letter

Envelope

See all information for a single candidate

(vacancies, interviews, reference checks, etc.)

View every action that has occurred for asingle vacancy


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LEA System Continuing

Education Module Manage all CEUs earned for each employee

Based on the licensure dates, determine if

an employee has met the required CEUs to

maintain license (reading methods, principal

credits, etc.)

Tools enable easy simultaneous entry andmanipulation of data for multiple employees


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LEA System Substitutes

Module Record substitute availability

By site

By subject

By days available

Search substitutes by various criteria

Also works for bus driver subs and

classified subs


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LEA System Principals Page View all relevant employee information by

site

Contact and demographic data

Payroll information

Assignments for current employees

Future assignments (for incoming employees)

CEUs, Absences, Substitute Info, etc.


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LEA System Self-Service

Portal Employees without an HRMS account

View their own CEU data

View job postings and apply for transfers

View their demographic and emergency contact

information

Complete local forms


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LEA System Web Reports Delivers role-based reports in the browser

Extensible by DPI and technical staff at the

LEAs

Requires basic use of HTML, SQL, and XSL

Complex reports require higher knowledge

Does not require a code push or install, only

Domino replication of new documents


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LEA System Query Tool Available to administrators only

Allows SELECT queries

Returns data as Excel or XML

Queries come from:

Savvy users via the forum

DPI support

KnowledgeBase articles


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LEA System LocalF

orms Allows users to create new forms in HRMS

without knowing how to program

Forms are visible in the local system only

Forms are attached to about 10 different

areas in HRMS

Self Service Portal, Applicant Search,

Applicant Screening, Employee, New Hire,

Vacancy, Vacancy Candidate, etc.


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LEA System Communication

from DPI Announcements on the home page

Administrator announcement

General user announcement

Anonymous user announcement

Served to LEAs via Domino document replication

RSS News Feed

Available outside HRMS even if replication isnt

working

Communicates push information to LEAs


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Project Communications Site Release information and news

Training

Documentation

Video Tutorials

KnowledgeBase

DiscussionF

orum Calendar

Other project and product-related documents


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User Conference Site Conference Registration

Breakout session and tracks

General conference information

Reports for meal counts, etc.


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Technologies At Each LEA

DB2/400

Domino R6.5 (some still upgrading)

IE 6.0 SP1 or above (use IEs databinding)

Applicants

Use various browsers. Tested on IE on PC andNetscape on Mac

At DPI DB2/400

Domino R6.5

LEI (for data transfer)


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Languages

LotusScript

Lotus Formula Language

HTML

JavaScript

CSS XML / XSL / Xpath


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Special Considerations Domino security

User authentication

Role-based access based on group-membership

Code refers to roles instead of groups

New menu system and the web reports system

uses Domino documents with readers fields Web reports can be limited by LEA


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Special Considerations (cont) Databinding

Use IEs xml data islands for client-side

databinding (Requires IE, LEA Module only) The SRC of the xml data island is set dynamically

based on the users action

A single agent submits a query (based on a urlparameter) and wraps the results as XML

Tables, fields, and other items in the browsers areupdated with the new data

XSL is used to sort the received data in the browser


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Special Considerations (cont) Will eventually use AJAX approach in the

applicant system to achieve cross-browser

dynamic updates

Would prefer to use more robust tool set

such as Canoo (for Java) or Macromedia

Flex


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Major Problems Applicant system is difficult to maneuver for someusers

Some LEAs use it as a screening tool

Insufficient training materials online HR employees implement only those features that

make their lives easier

No automated deployment product has been

purchased LEAs do not adequately staff their operations

(Database administrators, etc.)

Documents

HRMS Overview for DPI Chief Architect