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This document is under construction.

 

Purpose

Use the automated Employee Onboarding System (EOS) pages/tabs and workflow to validate or correct information coming over from CSOD Talent Management System and insert the data into Banner employee forms.

Applicability

Employment Area staff responsible for Banner data entry of employee and job records. 

Prerequisites

Must have one of the following BAR roles for EAs, which grant access to the EOS pages and include membership in the appropriate EA Workflow group:

Procedure

Workflow

  1. Log into Workflow with your NetId and Password 

    1. (for now, for testing, go to BANI Workflow at https://appintg.unm.edu/workflow/logon.jsp)

    2. Data is imported everyday from TMS at 7:00 PM

  2. Click on the worklist item where the activity column is Initial Data Validation.
    1. Worklist items are ordered in the following format: UNMJobs, Employment Area, Start Date, EClass, Hiring Department, Title, Position Name, and Position #.
    2. This page displays actions only applicable to your Employment Area. 

Employee Onboarding System

  1. The Employee Onboarding System pages will open in a new tab. 
  2. Log in with your NetID and password.

The home screen title will display the Requisition number and the validation phase you are in.

To the right of the page you will have the option to:

  • Release Workflow
  • Submit Initial Data Validation (For Faculty Pre-Provisioning)
  • Submit Final Validation
  • Logout

Matching Tab

Use the Matching Tab to Determine if the Hire is Internal or External

  1. The Initial Data Validation work item will open up on the Matching tab of the EOS. [print screen]
  2. This tab is used to identify if a person has an existing "person" record at UNM.

    Column DataDeterminationAction
    Columns are blankPerson is new to UNM/Banner

    Take no action and proceed to the General Person Tab

    Leftmost columns matchPerson is previous/current employee or vendor 
    Leftmost columns do not match  
    1. Person is previous/current employee or vendor
      1. If the person is a previous/current employee or vendor, if they gave a Banner ID or NetID on the EDF it will be shown on this page.
      2. If there is data on the page, compare the column data to ensure that the data from the Banner ID and/or NetID match the data from the SSN and TMS. If so, then all pieces of data are accurate and the person is confirmed to be in Banner.

The Matching tab displays four columns of data:

  1. TMS data from the EDF
  2. The same data elements, pulled from Banner, that correspond to the SSN provided on the EDF
  3. The same data elements, pulled from Banner, that correspond to the Banner ID provided on the EDF (if any)where 
  4. The same data elements, pulled from Banner, that correspond to the NetID provided on the EDF (if any)
  5. If the person appears to be incorrectly identified, use the search fields to lookup the person by Banner ID, Social Security Number (SSN), or other known UNM email addresses.
    1. How to do that, use the refresh data button

 

  1. Go to Internal Hire - Initial Data Validation

  2. Go to External Hire - Initial Data Validation


General Person Tab

  1. Once the Matching is done, click on the General Person tab. (Why do we need to this here? can we have the matching tab be shown 
    1. Confirm Banner ID, NetID, and SSN are correct along the top.
    2. Edit depending on changes per Matching tab lookup.
    3. If no information is found in Matching tab (new employee), conduct review of General Person fields.
    4. Complete all required fields.
    5. Verify all information captured is correct. Compare against application (question)
      1. SSN Notes:
        1. For foreign nationals without a SSN, enter "UNM000". How do you know if a person is a foreign national? Look at employment and educational history. You may also need to call and ask.
        2. If a U.S., Citizen didn't enter his/her SSN at the time of application, you will need to enter it here now. This may require a call and the completion of the Form I-9 before proceeding further. If you must temporarily stop this process to obtain other information such as a SSN, it is recommended you document the reason in the Comments tab. See section on Comments tab at the bottom of this SOP.
    6. Click Save to save the information or click Confirm to save the information which adds a check mark to the tab to show that it's complete.

    Break into internal-external

Emergency Contact Tab

  1. Click on Emergency Contact tab
    1. Review data and look for missing data in required fields. This page can be blank. (question)
    2. If you edit an address, the system will revalidate it upon a save. (question)

It has Runner Address Verification technology so entering a Zip code will auto-populate the City.

    1. Insert Nation if needed; however, this field can be left blank.
    2. Click Save to save the information as you are working, or click Confirm to save the information and mark the page as complete (adds a check mark to the tab).

Faculty Tab

  1. Click on the Faculty tab
    1. This tab will only appear if you have access to the Faculty Employment Area actions in Workflow
    2. On this tab, all fields may be changed by the Employment Area.
  2. Obtain source document – Offer Letter - to compare information auto-populated in fields.
    1. If Offer Letter fields don't match EOS fields, investigate as to where a problem may have occurred. Submit a help ticket to IT. See EOS Help Ticket Submission section for instructions.
    2. Complete blank fields in accordance with Offer Letter details.
    3. Field to check:

 

    1. Field to check:

 

    1. Field to check:

 

    1. Field to check:

 

    1. When would each drop-down be changed, what documentation is needed, and what notes are needed?
    2. Click Save to save the information as you are working, or click Confirm to save the information and mark the page as complete (adds a check mark to the tab).

Employee Tab

  1. Click on the Employee tab.
    1. On this tab, all fields may be changed by the Employment Area.
  2. Obtain source document – Offer Letter - to compare information auto-populated in fields.
    1. Confirm data fields match those in the Offer Letter. If any entries are incorrect, edit the appropriate fields to match the Offer Letter the employee signed.
    2. Verify Employee Group. The item selected in this drop-down determines the person's benefits.  (Add) additional instruction
    3. IPEDS Primary Function filed, if Staff this will equal "None". If Faculty, may or may not equal "None".
    4. If Retirement Type, displays "ERROR: Unexpected Employee Class", this means that Employee Class does not match the hire type.
    5. Field to check:

 

    1. Field to check:

 

    1. Field to check:

 

    1. Field to check:

 

    1. Field to check:

 

    1. When would each drop-down be changed, what documentation is needed, and what notes are needed?
    2. Review the answers to the retirement questions in this tab. IF WHAT, THEN DO WHAT?
    3. Click Save to save the information as you are working, or click Confirm to save the information and mark the page as complete (adds a check mark to the tab).

Job Tab

  1. Click on the Job tab.
    1. Continuing to compare data with the Offer Letter, in the Position Detail section, check:
      1. Position Number
      2. Position Class – In most cases of most EAs, this should not be changed.
        1. [HSC faculty to include their reason for changing. List any other EA valid reasons for changing this.]
      3. Manager ID – Update this only if the Reports To has, for some reason, changed.
    2. Job Information section. [What are we checking this against?]
      1. Field to check:

 

      1. Field to check:

 

      1. Field to check:

 

      1. Field to check:

 

      1. Field to check:

 

    1. Payroll section. . [What are we checking this against?]
      1. Adjustment Reason – If you select something other than "no" it requires a reason in the text box. [Need to determine common comments for Payroll]
      2. NBRJOBS Comments - [Need to determine common comments for Payroll]
    2. Finance Information section [What are we checking this against?]
      1. Verify Job Labor Index and Job Labor Account are correct [Q: What if they have more than 1 index?]
    3. Click Save to save the information as you are working, or click Confirm to save the information and mark the page as complete (adds a check mark to the tab).

Notes Tab

  1. Use this tab to make notes for yourself or others in your office. These notes remain in EOS and are not written to Banner.
    1. Format:


Final EOS Review and Submission

  1. Final EOS Review and Submission Steps
    1. Verify that all tabs are confirmed. This is indicated by a checkmark on each tab to the right of the text.
    2. Click the Submit Data Validation link.
    3. If Error message appears, submit an EOD Help Ticket to IT.

Workflow

  1. Return to Workflow
    1. Click the browser tab that has Workflow in it


[print screen]

  1. When you clicked Submit Data Validation, the EOS automation ran the first data update procedure, Maintain General Person Data. The next work item will tell you whether that completed successfully.
    1. Refresh your Worklist by clicking the Worklist button at the top of the left navigation menu
    2. Note the Activity column. [Should we list all Activities and what they mean?]

 

  1. Verify PPAIDEN Data activity – the data update was successful
    1. Click on the link
    2. This will open a new tab with INB in it, on the PPAIDEN form, with the right person selected
    3. Next Block to see the data
    4. Click through each tab in PPAIDEN and confirm that the data was inserted or updated correctly
    5. When you are done, click the Workflow Submit icon at the top of the form
    6. If you cannot complete the work at the moment and need to return to it, click the Workflow Release icon
    7. Selecting either icon will close PPAIDEN and take you back to the Banner home screen.
    8. Leave the tab open and go back to the Workflow tab


[print screen]

  1. ERROR – Maintain General Person Data activity – the data update was not successful
    1. Click on the link
    2. This will open a Workflow page with the error message and a link back to the EOS pages
    3. Click the EOS page link and fix the error, then reconfirm all tabs and click the Submit Data Validation button.
    4. If you receive the same error message, follow the instructions in the error message to report it to


[print screen]

  1. Go back to Workflow and refresh your Worklist. If this is a Faculty position the Maintain LoboWeb Data procedure is running.
    1. Click next activity and it opens Banner SIAINST form.
    2. Check category and select something if needed.
    3. Select Workflow Submit or Workflow Release from Banner icon menu.
    4. When clicking Workflow Submit, you will be taken to the Banner home screen.
    5. Go back to Workflow by clicking on your other open tab, click on Refresh Worklist. (If there is an Error, click on it and it will display error details.)

All the other procedures and errors
RELEASING WORKFLOW
To release a Workflow item that has been started but not complete, click the Workflow Release icon in the Banner menu of the SIAINST form.
COMMENTS TAB
[EAs need to determine standard guidelines for using this section]
EOS HELP TICKET SUBMISSION
[Need ticket reporting guidelines from IT]
RESTARTING AN WORKLIST ITEM
To restart a Worklist item and reset the data to the original data pulled in from the CSOD Talent Management System, close the EOS at any time, without saving or submitting your work.

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