HRMS Overview

Rob Pinion
Quentin Parker
Ronda Jones
Function of the Application
 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
Applicant System
 Applicant System (cont)
• LEA Users
– Enter applications on behalf of applications
• Paper applications filled out in their HR office or received via
mail
• 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)
 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
LEA System
LEA System – Employee Module
• Employee demographic and related data
– Address and phone information
– Emergency contacts
• Benefits, disability, leaves of absence
• Contracts
 LEA System – Position Module
• Site and position creation
– Position budget codes
• Assignments
– Assignment budget codes
– Shared positions
– Multiple assignments per employee
– Future assignments
– Archived assignments
LEA System – Applicant Module
• Screen Applications
• Search Applications
– By licensure area, position choice, available
date, etc.
– Available to principals
• Activate / inactivate applications
• Provides dismissed teacher list and internal
audit (blackball) indicator
 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
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
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.
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 a
single vacancy
LEA System – Vacancy Module
• Manage vacancies for administrative
applications at central office
• Discover and control conflicts over a single
candidate
• Tools for managing bottlenecks in the
hiring process
• Manage internal transfer requests
 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 and
manipulation of data for multiple employees
 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
 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.
 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
 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
 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
 LEA System – System
Administration
• Anyone who can access the LEA home
page can register an account
– Can’t do anything special until given a role
– Administrators often create all accounts
• Administrators at the LEA use the web
interface to
– Manage users
– Set up system parameters
 LEA System – Local Forms
• 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.
 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 isn’t
working
– Communicates push information to LEAs
 Project Communications Site
• Release information and news
• Training
– Documentation
– Video Tutorials
• KnowledgeBase
• Discussion Forum
• Calendar
• Other project and product-related documents
 User Conference Site
• Conference Registration
• Breakout session and tracks
• General conference information
• Reports for meal counts, etc.
 Technologies
• At Each LEA
– DB2/400
– Domino R6.5 (some still upgrading)
– IE 6.0 SP1 or above (use IE’s databinding)
• Applicants
– Use various browsers. Tested on IE on PC and Netscape on
Mac
• At DPI
– DB2/400
– Domino R6.5
– LEI (for data transfer)
 Languages

• LotusScript
• Lotus Formula Language
• HTML
• JavaScript
• CSS
• XML / XSL / Xpath
 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
 Special Considerations (cont)
• Databinding
– Use IE’s 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 user’s action
• A single agent submits a query (based on a url
parameter) and wraps the results as XML
• Tables, fields, and other items in the browsers are
updated with the new data
• XSL is used to sort the received data in the browser
 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
 Major Problems
• Applicant system is difficult to maneuver for some
users
– 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.)