• Don't click "SAVE" to route your eDoc (10/14/03)

  • Many users are clicking the "SAVE" button when they are finished and wish to submit their documents.  But the "SAVE" button simply saves each document to the initiator's Action List.  Instead, the initiator must click "ROUTE" to send the eDoc on its routing path for approval and posting.

     

• eDoc Support Form Error (10/13/03)

  • The new eDoc support form (http://www.indiana.edu/~hrsis/HRMS/index.shtml)  has caused some users to get the following error in Outlook:

    

    This is due to the use of double quotation mark characters ( “ ) being inserted in the Description textbox.  Please refrain from using these in the textbox provided or simply add your description after the email is generated.  We will work on eliminating this problem as soon as possible.

     

• Problems with Volunteer (No-Pay) eDocs  (10/13/03)

  • IUSM Academic positions for no-pay volunteers are assigned to the org "IN-IN", which is causing problems in routing.  Until the problem can be fixed, please send email to Lynn Wakefield each time you route a no-pay eDoc, informing her of the eDoc number and the purpose for the document.

     

• Reminder: DON'T CLICK THE "X"!!  (10/13/03)

  • When canceling or closing an eDoc, DO NOT click the "X" in the upper right corner of the eDoc window!  This will cause the document to be lost and will not allow any other users to initiate documents relating to that employee.  Instead, use the "CANCEL" button to cancel the document, or "SAVE" to save the document for your future use.  NOTE: Clicking "SAVE" will not release the employee's record lock.  In other words, your saved eDoc will still hold a lock on any other eDocs for that employee until the document has routed completely.

     

• Using the Maintain Funding eDoc to reappoint Academic Staff  (10/13/03)

  • IUSM initiators must NOT use the Maintain Funding eDoc to reappoint Academic Staff.  These eDocs will NOT route properly.  Instead, complete an Administrative Post eDoc to reappoint, and then complete a Maintain Funding eDoc to change account numbers. 

     

• Changes to the Maintain Position eDoc (10/12/03)
  • For appointed staff and AC1 faculty positions, we now have an automated process built into eDocs called Update Incumbents. This process will reflect the position data changes onto the incumbent employee's Job Data with the same effective date as that of the Maintain Position document. Choosing to NOT update the incumbent will severe the tie between incumbent and position. This should only be done when the current incumbent is vacating the position and it is being changed before posting/hiring a new incumbent into that position. Typically, you will want the position changes to impact the incumbent's job data and you will leave the box checked.
    • Work Area or Earn Code changes - If the change you are requesting will impact the Work Area or the Earn Code of the incumbent's job row, you should attach a note to the Maintain Position eDoc using the "Notes" button. Examples would be a reorganization to a new department or a change in Work Period (10-month vs. 12-month). Attaching a note will allow the Final Approver of the position document to enter the desired funding information.

     

• HRMS E-Doc Implementation - Additional Pay Positions  (10/12/03)

  • With this new phase of our HRMS E-Doc implementation, users of the Additional Pay Only positions should note that we have modified how these positions will be used.

    We have separated Additional Pay Only positions into Academic Services and Staff Services.  This has been done to facilitate routing to the appropriate campus central office for final approvals.  The Additional Pay Only positions that existed in Production prior to Oct 13^th (with a Salary Plan of AP) have been updated with a new Description of Additional Pay Acad Services – the Salary Plan remains AP.

    We have added an additional position for Staff services with a Description of Additional Pay Staff Services – the Salary Plan here is APS.  This position has already been provided to all departments.

    If your department had not created an Additional Pay Only position previously, you will not have the Additional Pay Acad Services position – you will only find the Additional Pay Staff Services position in your listing.  At the time you find a need for the Additional Pay Acad Services position, there is a pooled position template available for your use to create the position.

     

• IUPUI Work Study eDocs (10/10/03)
  • The process for initiating and routing eDocs for Work Study students is changing with the October 13th release.  Refer to the Temporary Work Study E-Doc Processing Instructions.

     

• Reminder: One Start Release Tomorrow! (10/10/03)

  • Due to the changes to OneStart, your existing “Favorites” or “Bookmarks” may no longer work for you.  You will most likely receive a “page not found” error if you are using an old bookmark.  Please delete old bookmarks and login directly to https://onestart.iu.edu if you are having problems.

     

Important Information --

• Revised Process for Initiating IUSM eDocs (10/13/03)
  • See the IU School of Medicine eDoc Processing Instructions. 

     

• How does an eDoc Route in the new system? (10/10/03)
  • Here is the general routing path for most HRMS eDocs:
    • Level One approvals (required) -  eDocs will always route first to the required Fiscal Approver and Personnel Action Approver.  NOTE: If the Initiator is one of the Approvers, the document will be automatically approved for that role and will move to the next point in the routing. 
    • Level Two approvals (optional) - If the department's eDocs have been set up to route to a Level Two approver or workgroup, the eDoc will then move to that approver, according to the Organization Hierarchy.  Examples of Level Two approvals would be the Departmental Chairman's Office and the Dean's Office, etc.  NOTE: If a Level One approver is also a Level Two approver, the eDoc will be automatically approved for both the Level One and Level Two roles and will move to the next point in the routing.
    • Campus Level approvals (required) - After eDocs have routed through all Level One and Level Two approvals, they will move to the appropriate campus central office for final approval.  These include APPD (Academic Policies, Procedures, and Documentation) and Human Resources.
    • Posting to PeopleSoft - After all approvals have been received, the eDoc will be posted to the official HR/payroll records in PeopleSoft.
    • Acknowledgments (FYIs) - Immediately after the eDoc has been saved to PeopleSoft, Acknowledgments (FYIs) will be sent as established in the Optional Routing system.  In addition, Fiscal Officers of funding accounts not owned by an eDoc's Home Department should automatically receive Acknowledgments.

     

• The EDEN eDoc System  (10/12/03)
  • The 10/11/03 release has generated several changes in the eDoc system.  The system (EDEN) is accessed through IU's One Start Portal (https://onestart.iu.edu).  Here are some important changes:
    • One Start has a new look - Instead of using a drop-down list to bring up the "HRMS Launch - Production" page, users will click the upper tab labeled "HRMS".  The "HRMS Launch - Production" page will come up by default.  Other HRMS pages are also available at the top center of the HRMS tab. 
    • No More Paper eDocs - Beginning October 13, 2003, all eDocs will route electronically.  Please make sure you document each eDoc carefully (using Notes) and maintain good internal documentation for all eDoc actions you initiate.
    • Errors on eDocs - It is important to remember that eDocs can be edited for corrections, etc., while they are routing.  There are, however, two primary errors that will cause the document to be disapproved and canceled:  an incorrect Effective Date and an incorrect eDoc Selection (for example, using a Hire Employee eDoc to change a pay rate).  Please make sure these two items are correct before routing your document.
    • Don't Click the "X"! - When initiating or approving an eDoc, DO NOT click the "X" in the upper right corner to close the document.   Instead, use the "CANCEL" or "SAVE" buttons to cancel or keep the document, respectively.
    • Will We Lose eDocs? - The system has been tested and should not "lose" any documents, but the initiator is responsible for identifying any "missing" or problematic eDocs.  To catch any program bugs that may exist, make sure you keep a list of all eDoc numbers and follow-up with each one to ensure that they route properly and post correctly .
    • New eDocs - A few new eDocs have been created.  See the EDoc Description List for a list of all eDocs.  Information on the new forms is sketchy, but this page will be updated continuously during the next several weeks.

     

• Setting up proper routing (approval assignments, delegates, workgroups, etc.) (10/10/03)
  • UNDER CONSTRUCTION.  Fiscal Approvers and Personnel Action Approvers must be maintained in FIS using Transaction Processing (TP).  Changes to delegates and level two approvers and workgroups will initially need to be sent via email to Richard Strouse. Contact Richard or Financial Affairs if you have any questions about your routing approvals.
  • NOTE:  Initiators will not automatically receive Acknowledgements when eDocs receive final approval, so they must follow-up on their own.  If someone in your unit needs to receive automatic Acknowledgements of approved eDocs, contact Richard Strouse to set this up in Optional Routing.

     

• Other Important Information (10/10/03)
  • UNDER CONSTRUCTION:
    • With the implementation of electronic routing, eDocs for Work Study students must be processed in a new way.  Refer to the Temporary Work Study eDoc Processing Instructions for complete information. 
    • The FAQ (Frequently Asked Questions) has been updated with lots of new information on the electronic routing upgrade.