1. Affiliated Worker Positions Overview Fall 2009

2. Affiliated Workers and HRMS Phase 2 What is an Affiliated Worker? What are the Affiliated Worker types? Before HRMS Phase 2 After HRMS Phase 2 Why add Affiliated Workers? Business Rules Pooling Best Practices Additional Information and Resources

3. What is an Affiliated Worker? People who perform work for the university outside of traditional employment Could be: Paid Unpaid May have needed a 0% appointment and/or Official Visitor Letter to gain access to UT services or systems, such as *DEFINE, Blackboard, ID Center, parking

4. Affiliated Worker types & examples Adjunct/clinical professionals (A002) Preceptors, Social Work liaisons Casual employee (existing) Stagehand, PAC usher, Camp Counselor Employee of contractor (A004) Elevator repair, equipment installation Employee of governmental agency (A005) ROTC, auditors, National Guard recruiters Employee of UT-affiliated organizations (A001) Ex-students Association, LBJ Library

5. Affiliated Worker types & examples Employee with additional dept. affiliation (existing) Department wants to officially affiliate, but not pay Independent contractor (A003) Professional facilitators, contract trainers Visiting researcher/scholar/scientist (A006) Includes those independently funded by grant or government Visiting student worker (A007) Students who assist a researcher Volunteer (A008) Blanton docents, Wildflower Center guides Other (A009)

6. Before HRMS Phase 2 Some of these types of workers needed access to services and systems that typical employees might need, including ID or proximity cards keys parking authorization for university administrative systems (*DEFINE, CCART, etc.) Access was granted through a 0% appointment in DEFINE or by an Official Visitor Letter

7. After HRMS Phase 2 Affiliated workers must be entered into HRMS if they: Require access to services or systems that would have been granted with a 0% appointment or an Official Visitor Letter Will hold a position that requires a background check Affiliated workers who do not require services or access do not have to be entered into HRMS.

8. Why add Affiliated Workers? Track and report on populations which have historically been missing from central administrative systems Provide a “holistic view” of a worker’s history at the University including all paid and unpaid positions Enable departments to add and remove access to university services for nontraditional workers Provides a central repository for people in a wide variety of positions

9. Why add Affiliated Workers? Benefit of accessing more complete and accurate data on the university workforce - one of the stated objectives of the HRMS project charter Future goal of HRMS phases to enable all worker payment processes, including voucher payments Provide the groundwork to transition away from 0% appointments

10. Business Rules No data conversion at go-live of Phase 2 None of the affiliated worker positions are paid through HRMS No recruiting for any type of affiliated worker Positions cannot be reclassified

11. Business Rules APS or AIS (PBS) forms are still required for the same positions as before Access expires when assignment end date is reached Affiliated workers can be assigned up to 13 consecutive months and then can be reassigned to the position.

12. Business Rules New positions and assignments final approve at departmental level. Visiting researcher affiliated worker types route to the Research Office. Additional information is available from the Research Office.

13. Business Rules for Pooling Affiliated worker positions can be “pooled” One position ID, multiple incumbents assigned Pooling requirements – must have the same job code Ongoing position – can continue to assign incumbents and end assignments without ending the position. Incumbents can come and go, but the position stays

14. Pooled Position: Job Code 0000 Position ID: 0000XX How does pooling work? Tour Guide Position 1: Job Code 0000 Position ID: 0000XX Incumbents: Guide 1, Guide 2, Guide 3 Tour Guide Position 3: Job Code 0000 Tour Guide Position 2: Job Code 0000

15. Best practices Before creating affiliated worker positions, ask: Which of our affiliated worker positions must be entered into HRMS first to retain their access? Can any of our affiliated worker positions be pooled?

16. Best practices Affiliated workers and EIDs: Before creating a UT EID, it is important to check to see if a UT EID already exists for the affiliated worker. Check for an existing EID at: https://utdirect.utexas.edu/webapps/eidlisting/ To get a UT EID, affiliated workers should visit the EID self-services tools Web site at: https://idmanager.its.utexas.edu/eid_self_help and click Get a UT EID. More information about affiliated worker EIDs can be found in AskUS. Click here to find out more.

17. Affiliated Workers in HRMS Phase 2 HRMS Phase 2 launched November 2, 2009. Affiliated worker positions were not migrated over and must be entered manually. Affiliated worker positions requiring access to services or systems must be entered into HRMS. Affiliated worker positions not requiring access to services or systems do not need to be entered in HRMS, but can be.

18. Additional Information and Resources Use Firefox to access HRMS HRMS Web site: https://utdirect.utexas.edu/hrms/home.WBX HRMS QUAL (testing) Web site: https://qual.its.utexas.edu/hrms/home.WBX Research Office: http://www.utexas.edu/research

19. Additional Information and Resources Frequently Asked Questions are available in askUS: https://austin-utexas.custhelp.com Training Resources: http://www.utexas.edu/business/erp/hrms/training.html HRMS Project Web site: http://www.utexas.edu/business/erp/hrms/ Helpful tips: http://www.utexas.edu/business/erp/hrms/Tips.html