UWMSN - JEMS CHRIS-HR - Hire a University Staff Temporary Employee (TE) Appointment

Walk through of the steps of hiring a Temporary Employee appointment.

Procedure At–a–Glance

Category: University Staff - Temporary Employee Appointments
Audience: Department and Division staff who create JEMS CHRIS-HR transactions.
Overarching Process: Overview and technical steps of how to create a JEMS CHRIS - HR University Staff Temporary Employee Appointment

Navigation: 

  • Jump to Procedure Steps (below)
  • Jump to JEMS CHRIS - HR Main Menu
  • Jump to General Data - Page One
  • Jump to Auth to Hire - Page 2 Tab
  • Jump to Auth to Hire - Essential Justification Tab
  • Jump to Goals and Activities Tab
  • Jump to Knowledge and Skills Tab
  • Jump to Organizational Chart Tab
  • Jump to Recruitment Effort Plan Tab
  • Jump to Comments Tab
  • Jump to Exclusions Tab
  • Jump to History Tab
  • Jump to Initiate Error Checking Function
  • Jump to Submission, Rejection, and Approval
  • Jump to Additional Resource Links
*To return to Navigation, use the Top to Page link located at the end of each section.

General Description:

This knowledgebase document is intended to provide steps to hire a University Staff - Temporary Employee (TE). Most of the hiring process will be similar to other hiring HR Transactions. Differences will be indicated throughout this knowledgebase document.

*Note - University Staff - Temporary Employees (TE) were once called Classified - Limited Term Employees (LTE).

Process Considerations:

  • Search for Matching Person & Job Data in HRS using UW Multiple Jobs.
  • Searched EPM for a potential match.
  • Acquire the following data: Empl ID and Empl Record Number (if the person exists in HRS or EPM).
  • You can create the temporary appointment transaction whether you know who you are going to hire at the time of creating the transaction.


JEMS CHRIS - HR Main Menu

To initiate a new HR transaction, access the JEMS CHRIS - HR main menu. Refer to the JEMS homepage for links to all JEMS portals. For technical steps, use the following information in this knowledgebase document. 

JEMS CHRIS HR Login Screen

 Step

 Field

 Action

 1

 URL

 https://ofr01.doit.wisc.edu/chris/chris.html

 2

 Username

 Enter Username

 3

 Password

 Enter Password

 4

 Connect

 Click Connect button

JEMS CHRIS HR Main Menu with Steps

 Step

 Field

 Description

 1

 HR Transaction Type

 Select TE button

 2a

 Create

 Select either New Transaction or 

 2b

 Copy

 Copy for Existing Transaction buttons


General Data -  Page 1

JEMS CHRIS HR Page 1 with TE

NOTE:  Blue fields with an asterisk (*) are required fields. Other fields may have conditions required (i.e., based on appointment type, applicant type, etc.)


Step 

 Field

 Description

 3

 UDDS

 Enter in a seven character UDDS. Can click the ▼ button to narrow search by first three alpha/numeric.

 4

 Status

 Not editable 

 5

 Trans Comments

 Click the Trans Comments button to enter in comments about the position description (PD). These notes can only be viewed by the HR transaction creator, proxies, HR Staff for the employing unit, and OHR staff. The button will be white if there are existing notes. Users can also add comments onto the Comments tab. 

 6

 Title(s)

 Enter the title code. Can click the ▼ button to narrow search.

 7

 Bargaining Unit

 Not editable - automatically populated when title code is entered. 

 8

 Supervision Type

 Enter in supervision type. Can view options by clicking on the ▼ button.

 a. ' close supervision ' implies that the work is performed according to detailed instructions and that supervision is available on short notice. 
 b. ' limited supervision ' implies that the incumbent proceeds on their own initiative while complying with policies, practices, and procedures prescribed by the supervisor. The supervisor generally answers questions only on the more important phases of the work. 
 c. ' general supervision ' implies that the work is performed independently. The incumbent seldom refers matters to supervisor except for clarification of policies.

 9

 More Titles

 If recruitment more than one position at multiple levels, click the more titles button to add the additional title(s).

 Note - each title in a single transaction must have a separate distinct set of Goals/Activities and Knowledge/Skills.

 10

 Rate Range

 Auto populates minimum and maximum of the range based on some job title entered. Fields can be adjusted within the approved range (refer to the Title Guidelines and Transitional Titling Documents for more information ).

 11

 Post Max Rate on Web

 Indicate if maximum should be posted on the employment website - jobs.wisc.edu.

 12

 Supervisor Section

 Enter the supervisor's last name, first name, title, and email address.

 13

 Employees With Similar Duties Section

 Enter the information of employees with similar duties (to add more than one person, click on the more button.

 14

 Exclusion Form Indicators

 Fields are no longer used.

 15

 PD Discussion Date

 Used only for reclassifications and updating position description transactions. Refer to (insert KB#)

 16

 Position # 

 This is the HRS appointment ID. Automatically populates.

 17

 HRS Transaction ID 

 Automatically populates after the screen is completed and saved.

 18

 Date duties started 

 Used only for reclassifications and updating position description transactions. Refer to (insert KB#s)

 19

 PD/TE Effective Date 

 PD effective date is the appointment start date for vacancy PD's, and final approval date for other PD types. 

 20

 Cert(ification) Number 

 Automatically populates once the PD is Division approved. 

 21

 Last PD of Record Date 

 The last date a PD is set as the PD of record. 

 22

 Empl ID & Empl Rcd 

 Automatically populates.

 23

 Position Description Type 

 HR Transaction type.

 24

 Save 

 Click the SAVE button. 

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General Data - Page 2

JEMS CHRIS HR Page 2 with TE

Step

 Field

 Instruction 

 1

 Working Title 

 Enter in the Working Title. If there is more than one title for the vacancy, the Working Title should be generalized to reflect all titles. 

 2

 Appt. (Appointment) Type 

 Defaults to Temporary Employment

 3

 Fund 

 Enter in the three-digit funding source for the position.  

 4

 Act (Activity Code) 

 Enter in the one-digit activity code. Click the ▼ button to make a selection. Click the more button if there is more than one funding source and its activity code.

 5

 Hourly Rate for Posting

 Rate range - enter the salary range the position will be hired at.

Fixed rate - enter the hiring rate

 6

TE Function

 Click▼ and select future conversation, irregular, or seasonal. Review the TE policy by clicking on the button next to the field for more information.

 7

 Justification

 Click▼ and select one of the justifications listed for the various sub-categories or select "other" and complete the additional justification field.

 8

 Additional Justification Field

 Use this field to justify "future conversion" TE positions  or to justify the selection of "other" for sub-category.

 9

 Estimated Duration

 Enter in the number of hours the TE is expected or work  or the end date of the TE appointment.

 10

 Job Address Section

 Enter in the address information where the selected applicant will work.

 11

 Contact Section

 Enter in the contact information of the person who is the point of contact for the TE appointment transaction (defaults to PD creator).

 12

 Work Schedule 

 Select work scheduled. To enter more than one, click on the more button.

 13

Multi-Shift 

 Indicate if the position is a Blue Collar multi-shift.

 14

 Schedule Comment 

 This is a required field. Enter information about the work schedule (e.g., this is where an F.T.E range is indicated or the position has flexibility needs - nights and weekends, rotating shifts, etc.)

 15

 Requirements 

 Click the ▼ button to make a selection. Click the more button to additional requirements.

 16

 Additional Requirements 

 Enter in additional requirement comments (optional field). 

 17

 Related Web Link 

 Enter a complete URL to a website with information related to the vacancy. 

 18

 Application Deadline Date 

 Enter in the application deadline date. 

 19

 Post on Web 

 Indicate if the position should be posted on the web page - jobs.wisc.edu.

 20

 Bypass Posting 

 Indicate whether the position should bypass web posting. 

 21

 Reason 

 Click the ▼ button to make a selection.

 22

 How to Apply 

 The is a required field. Enter in additional application requirements (e.g. submission requirements - cover letter, resume or job contact information). This field must match what will be entered in TREMS. 

 23

 Under Caregiver Law 

 Indicate whether the position is under the Wisconsin Caregiver Background Check Law. 

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General Data - Essential Justification Tab


JEMS CHRIS HR Essential Justification with TE

NOTE:  This tab must be completed for any position on GPR/Tuition funds. 



 Field

Action 

 Is the filling of this GPR/Tuition funded position essential?

 Select appropriate selection. If not GPR funded, no other information needs to be completed on this tab.

 What type of essential function does this position carry out?

 Click the ▼ button to make selection.

 Explain how this position is essential in the above selected category?

 Enter information on how this position performs essential functions.


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General Data - TE Detail

If you know who you are going to hire at the time of creating the TE appointment and have delegated authority to complete the hiring transaction, you will fill in the TE Detail page. If you do not know who you are going to hire at the time of the transaction, you can skip this page and complete the remainder of the tabs.If you do not know who you are going to hire at the time of creating the TE appointment transaction, you can search for the transaction later and complete the TE detail page and hiring process.


JEMS CHRIS HR TE Tab

Step

 Field 

 Action 

 1

 Soc Sec #

 Enter in the social security number (999999999 if unknown) or employee id. Click on Add Selected Applicant: Known  SSN button

 2

 Name

 Enter in the selected applicant's full legal last and first name

 3

 Home Phone

 Enter in the selected applicant's home phone and work phone (if known) 

 4

 Email

 Enter in the selected applicant's personal email address 

 5

 Birth Date

 Enter in the selected applicant's date of birth (month/day/four digit year)

 6

 Adj Cont Service Date

 Contact your Division HR office if you do not know how to determine this 

 7

 Gender

 Enter in the employees gender (can have benefits impacts)

 8

 Address

 Enter in the employees home address (release home address allows the employee to choose whether their home address, home phone, and home email address can be release by the university to vendors and organizations that may wish to mail you information.

 9

 Ethnicity

 Enter in the employees ethnicity (optional) 

 10

 Hire Type

 Select the hire type by clicking on the Hire Type button (contact your division HR office if not sure what to select)

 11

 Action Reason 

 Enter in the hire type action reason (contact your division HR office if not sure what to select)

 12

 Empl Rec#

 Enter in the lowest available Empl Rec# if the selected applicant is a current or former employee in HRS

 13

 TE Begin Date 

 Enter in the selected applicant's begin date 

 14

 Hourly Rate 

 Enter in the selected applicant's hourly rate 

 15

 Continuity/Duration 

 Select a continuity code (if a terminal continuity code is selected, the expected job end date is required)

 16

 CBC Status Date 

 Enter in the criminal background check date status is required - review to the CBC policy for more information) 

 17

 Position of Trust 

 Select from the drop down (review the CBC policy for more information)

 18

 Rehired Annuitant 

 Select from the drop down 

  • No
  • Select Rehire Post 7-1-2013 elect WRS if the Rehired Annuitant's WRS Termination Date was on or after July 2, 2013 and their position is expected to last one year and require 600 or more hours of service (440 or more hours for teachers and educational support staff) but is not expected to require 1,200 hurs of service (880 hours or more for teachers and educational support staff).
  • Select Rehire Post 7-1-2013 no WRS if the Rehired Annuitant's WRS Termination Date was on or after July 2, 2013 and it is not expected that their position as an employee or contractor will last one year and require 1,200 hours of service (880 or more hours for teachers and educational support staff).
  • Select Rehire Post 7-1-13 require WRS if the Rehired Annuitant's WRS Termination Date was on or after July 2, 2013 and it is expected that their position as an employee or contractor will last at least one year and require 1,200 hours of service (880 or more hours for teachers and educational support staff.)
  • Select Rehire Pre 7-2-2013 elect WRS if the Rehired Annuitant's WRS Termination Date was prior to July 2, 2013 and the employee is electing to actively participate in the WRS.
  • Select Rehire Pre 7-2-2013 no WRS if the Rehired Annuitant's WRS Termination Date was prior to July 2, 2013 and the employee is not eligible, at this point, to participate in the WRS OR if the employee does not elect to actively participate in the WRS.

 19

 STD. Out-of-state plan

 Click the box if the employee will be working out of state.

 20

 Foreign National 

 Click the box if the employee is a foreign national.  

 21

 Eligible for full time state rate

 Select from the drop down list (defaults to blank) 

 22

  Above the TE maximum

 Select yes or no (Defaults to no). If yes is selected, enter in justification.

 23

 Out of state 

 Select yes or no (defaults to no). If yes is selected, enter in justification.

 24

 Overload 

 Select yes or no (defaults to no). If yes is selected, click on the request overload button. You may need to stop your process until the overload has been approved.

 25

 Living Wage Exception

 Select from the drop down (contact you division HR office if you are unsure what to select)

 26

 TE Comments 

 Optional field (this field is still subjected to public records requests)



For each job title entered within the HR Transaction, there must be one distinct set of PD summary, Goals and Activities, and Knowledge and Skills. All other HR Transaction information applies to the entire HR Transaction. The job title for which these data apply is displayed at the top the screen - regardless of number of titles on the HR Transaction.

JEMS CHRIS HR Goals and Activities


 Section

 Description

 Goals for Title

 Automatically filled in with the Title Code. If there is more than one title code entered in the HR Transaction, users can edit or change the Goals and Activities for each job title by clicking on the View Different Title button; a pop-up window will allow the user to select the job title to be reviewed and/or modified. Users can also copy goals and activities from another title in the opened HR Transaction. 

 PD Summary

 Enter in the PD summary for the PD. Click the Edit button to open a larger typing area. This is a summary of the position's goals, in addition to information that applies to the entire position (i.e., position in the process flow, formal name and nature of the program, nature of the organization, etc.). This is the summary that shows up on jobs.wisc.edu when an applicant opens a job posting. 

 Select the Goal (with its activities) you want to Enter, Update, or View

 The person entering in the transaction will enter in a goal. Each goal has activities indicated the accomplish each goal. Users can add up to 26 goals and activities for a single job title.

1. Click on a letter (e.g. A).

 Goal

 Goals are expected results of each employee's work. They are expected accomplishments, product and/or output that results from the work activities of the employee. Once you enter in a specific goal and its activity information, click on a new letter to add another goal. Best Practice is to include 5-7 goals.

2. Enter in the required percent amount (%). The accumulated total of all the goal on a single job title must equal 100%.

3. Enter in a goal statement.

 Activities

 Activities are specific tasks the employee performs to accomplish goals. Activity statements describe what a worker actually does. These statements contain sufficient information to make them understandable to a person not familiar with the field of work performed. Avoid terms such as 'handle, assist, or process'. A best practice is to add 3-5 activities per goal. 

4. Enter in specific statements of work that accomplish a goal (One activity is required per goal). The percentages (%) for each activities is optional.

 *Delete

 There are delete buttons that can delete an entire goal and any activities associated. Users can also delete a single activity. 

 *Spell Check

 Spell check can be used for each section on the goals and activities tab. If copying and pasting from an external resource (e.g., word document), review all punctuation - it sometimes does not paste correctly. 





For each job title entered within the HR Transaction, there must be one distinct set of PD summary, Goals and Activities, and Knowledge and Skills. The job title for which these data apply is displayed at the top the screen - regardless of number of titles on the HR Transaction.


JEMS CHRIS HR Knowledge and Skills

 Section

 Description

 Knowledge & Skills 

 This field automatically populates with the Title Code requested. If there is more than one job title entered in the HR Transaction, users can edit or change the knowledge and skills by clicking on the View Different Title button.

 Enter Knowledge and Skills 

 Knowledge and Skills are specific information that is needed to perform the position. These can be required or preferred knowledge and skills.
1. Enter in a number for a knowledge or skill
2. Enter in the description for the knowledge or skill

 *Spell Check

 Spell check can be used for each section on the goals and activities tab. If copying and pasting from an external resource (e.g., word document), review all punctuation - it sometimes does not paste correctly.

 *Delete

 There are delete buttons that can delete an entire knowledge or skill associated.



The organization chart functionality that is built in JEMS CHRIS - HR system is intended to provide information in relation to where the position is located within the organization. This chart can depict a simple organization or one that has several organization levels. It is up to each division on its organization chart entry requirements.

The following components are essential for any organizational charts added to an HR Transaction. Entry best practice include"

 1. Vacancy identification (e.g., classification, working title, etc.).

 2. Reports to identification (e.g, supervisor, Director, etc.)

 3. Subordinate positions the vacancy supervises (if applicable).

 4. Colleagues and similar positions in the department and/ or division.

These points will suffice for many of the HR Transactions being reviewed, but there will be situations in which more detail is needed. If an employee has a lead responsibility over other staff, the supervisory box should be used with the word 'lead' inserted into the box. The Org. Chart functionality provides the ability to add simple or detailed organization charts.

JEMS CHRIS HR Org Chart 2

NOTE: Users can use either a defaulted template that is editable or copy from another JEMS CHRIS - HR Transaction.

 Action

 Description 

 Detail Entry

 a. Name, Title Name, Appt. Type are required for each position added into the Org Chart. 
 b. Vacant should be entered as the name for the position currently being filled by this HR Transaction and for other vacant positions.
 c. Select the 'Position Identified' box for the position being hired in the HR Transaction.

Modifying the Org. Chart

 a. Add a Peer that holds the same position level as vacancy billed filled.
 b. Add a Subordinate position(s) that will report to the vacancy being hired in the HR Transaction.
 c. Move to Another Supervisor to move a position (along with all subordinates) from one place on the org. chart to another. 
STEP: Click on the position to be moved, then click the Move to Another Supervisor button and follow the prompt.
 d. Duplicate a Position/Location.
STEP: Click on the position to duplicate, then click the Duplicate a Position/Location button.
 e. Delete a Position/Location. 
STEP: Click on the position to delete, then click the Delete a Position/Location button. This action will delete any subordinate under the person selected.

Copy Org Chart from HR Trans

 Enter in an existing HR Transaction number and click the Copy button. 

 Edit

 Can highlight a person on the Org Chart and modify the details. If you modify information, it is best to click the SAVE button.




Recruitment Effort Plan Tab

The Recruitment Effort Plan tab allows users to enter and update the proposed recruitment methods other than the defaulted Minority Org Publications. The information on the screen is required for all underutilized titles and when the proposed salary maximum is above Range 8 Minimum. 

JEMS CHRIS HR REP

 Section

 Description

 REP Region (required)

 Indicate the scope of recruitment:
- Madison Area Search
- Wisconsin Area Search
- Regional Search
- National Search
- Search Within the University

 List of Recruitment Methods

 Specify the name(s) of newspapers, publications, etc where the recruitment will be advertised. 

 Underutilized

 OED
Section

 The Office of Equity and Diversity (OED) will review the transaction before it is approved. Individuals who submit the HR Package, do not need to do anything with this information on the tab.

 The Minority Org Publications section is defaulted with required publications the recruitment will be added to. Users do not need to do anything with the default list - adding and/or deleting from this section does nothing. Adding to any of the other sections on this tab does nothing. Divisions and departments are responsible (e.g., set-up, financial responsibility) for efforts outside of the defaulted Minority Org Publications.

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Comments Tab

Users who have access to modify the transaction, can enter in comments about the position description (PD). These notes can only be viewed by the HR transaction creator, named proxies in the users system profile (edit profile), HR Staff for the employing unit, and OHR staff. Users can view the comments on this tab or by clicking on the HR Trans Comments button on Page 1 tab.

JEMS CHRIS HR Comments

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Exclusions Tab

The Exclusions Tab is no longer used. Do not do anything on this tab.

JEMS CHRIS HR Exclusions

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History Tab

Insert image with all of the statuses and their meanings.

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Once all of the tabs have been completed. Check the HR Transaction for errors before submitting.


JEMS CHRIS HR Tools Errors

 Step

 Action

 Instructions

 1

 Navigate to Tools drop-down

 Click on the Tools drop-down in the window menu bar

 2

 Initiate Error Checking Feature

 Click on Error Check Entire HR Transaction


HR Transaction Validation Errors Window


JEMS CHRIS HR Errors Check Box

 Step

 Action

 Instructions

 3

 Review Error(s)

 Review the error(s) message (left column).

 4

 Review Action

 Review the error action needed to clear the error (right column).

 5

 Correct Error(s)

 Click the Go To Error button next to each error to redirect to tab where the correction is needed. 

 6

 Check all Errors

 Click HR Trans Errors in the window main menu bar to check for other HR Transaction errors.

NOTE:  If you do not know how to correct the error, contact your Division HR Office for consultation.




Submission, Rejection and Approval

Based on the users role and responsibilities, there will be actions that are used to move the HR Transaction through the workflow(s). Actions that the user has authority to do will be in black font. In case of this KB document, the next step would be to Submit HR Transaction. Use the following information to learn more about actions. 

JEMS CHRIS HR Actions Drop Down

 Action

 Description

 Submit HR Transaction

 Upon successful submission, an email notification is sent to the next level HR staff listed in the HR Transaction workflow. 
a. In most cases, it is the Division HR office (Users must be set-up to receive email notification for the specified division. Use the Tools drop-down menu from the window main menu to add users. Users must have a JEMS three-character login or JEMS CHRIS login can be added).
b. In some cases, it is the Department HR office. Only that level person or "higher" can edit the HR Transaction. The supervisor who submitted the HR Transaction and their named proxies can view only once they submit it.

 Approve 
HR Transaction

 If the HR Person reviewing the HR Transaction accepts the PD submission, they can approve it. They can also edits the HR Transaction before they approve it.
 Approval sends it to the next level in the HR Transaction workflow. An email except to OHR - C&T. People at the level at which the approval was done can only view the data. 
 If the approving office is division level, a CHRIS position vacancy record is created from the PD data. Furthermore, if the division has delegated authority for the given title(s), the CHRIS record is automatically approved for classification.

 Reject HR Transaction

 If the HR person reviewing the HR Transaction feels that a significant amount of changes are needed, they can reject it. The staff at the level below the rejecting authority will again be able to update the data. Those who reject the HR Transaction should email the last person who approved it. The rejection reason is required to be added to the Comments tab.

 Approve Project Position Justification

 This field is no longer used. It will always be a dull gray text color.




   

Hiring an Applicant into a TE Appointment

If you know who you are going to hire at the time of creating the TE appointment transaction, you will use the following steps to complete the transaction and send the information to HRS. If you do not know who you are going to hire at the time of creating the TE appointment transaction, you can search for the transaction later and complete the TE detail page and hiring process.

JEMS CHRIS HR Actions TE Approval


 Step  Description
 1  Click on the actions drop down
 2  Select TE Action


JEMS CHRIS HR TE action popup




 Step  Description
 3  Click on the Approve LTE Applicant Only button


JEMS CHRIS HR TE Approve question popup


 Step Description
 4 Click yes or no to save the data and approve the HR Transaction
 5 If there are no errors in the TE transaction, you can click on the OK button (image below). If there are errors, you must correct them before you can complete the TE transaction.



JEMS CHRIS HR TE no erros popup


 Step  Description
 6  Click the OK button when the approval has been registered pop-up window appears (image below)
 7  By clicking ok, the JEMS CHRIS HR will validate the information, saves the changes, and pushes the information to HRS for processing. The process cycle takes approximately 30 minutes to push the information to HRS> 
   






Keywords:limited term employee, date of birth, birthdate, birth date, city, state, zip, gender, begin date, hourly rate, continuity, duration, rehired annuitant, living wage, JEMS, temporary appointment   Doc ID:17329
Owner:Joshua S.Group:HR Communities of Practice
Created:2011-03-16 19:00 CDTUpdated:2018-03-31 14:37 CDT
Sites:HR Communities of Practice, Human Resource System (HRS)
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