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Employee Prefeed

Overview

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CAT-HR will become UCAT Prefeed: the system that enables employees

--staff, faculty, academics, and postdocs-- to be fed into our central person registry (MCDB) so that they can claim their CNetID, and utilize University services such as: obtaining a UChicago Card using UChicago Time

…on the day they begin working at the University.

Prefeed: upcoming rollout

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For those who are TAGs (Trusted Agents)…during transition, TAG/AAMS will still be used for look-up details and other functionality

AAMS will eventually be replaced by UCAT Prefeed Bridging & Extends Temporary accounts Renewals: View What We Have Done, Expired Look-ups and other functionality

Prefeed: upcoming rollout

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Central HR Roll-out: Pilot phase for a few HR Admins completed Continuing roll-out for all HR Admins

TAG / AAMS Prefeed Roll-out: Access will be provided to existing TAGs Upcoming roll-out (early 2013)

Same application for both

Prefeed: upcoming rollout

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Current Prefeed screens 4 enhancements on the new Prefeed How the screens flow when adding a Prefeed How to maintain or expire a Prefeed Navigation options First Aid

Today’s presentation

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Existing PrefeedCAT-HR is the current application to prefeed new employees.

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TAG/AAMS: Trusted Options

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Placeholder SSN Exec Level (Division/School) Carding UChicago Card on first day (except

for temporary employees) Optional Email welcome note to employee

Four Featured Enhancements

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UCAT: Screen Flow1. Home/Initial Search

ucat.uchicago.edu

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UCAT: Screen Flow2. Home/Initial Search - sample

Name/Birth date:• Not case sensitive• Can use * wildcard• Search thoroughly

Number/codes:• Search on only one

of these fields

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UCAT: Screen Flow3. Person Not Found?

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UCAT: Screen Flow4. No Match Create a record

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UCAT: Screen Flow5. Add screen

Employment Type:• Staff• Faculty• Other Academic

Appointees• Post Doc

Expiration Date defaults to 45 days for Staff, else to 30 days. Max is still 1 year.

Search name fields title case

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Prefeed: Placeholder SSN

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Prefeed: Placeholder SSN

Email is sent to HR with the new record’s placeholder# You as the operator are cc’d

I, [Operator Name], verify that this employee informed me that s/he does not have a SSN and is not a US Citizen and requires the creation of a temporary, university-generated placeholder code until the employee provides an SSN. An email will be sent to Central Human Resources with my name and this record's information as I have entered it.

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Generate a Placeholder SSN

If you generate a Placeholder SSN, the label changes to ‘Generate’ & the fields are grayed out

The Placeholder SSN is not generated until you click ‘Save’

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Placeholder Email to HR

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Prefeed: Conflict of Interest

Exec Level is required; to be used with Policy Management & Conflict of Interest applications.

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Carding Options

On-time UChicago Card? UChicago Card available on first day of employment!

Card Start Date first day of employment

If you don’t know the Start Date, retain ‘No’ for On-time carding.

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Prefeed: optional email

Email:• Employee’s

personal email

• Not a uchicago address

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Generates an Email!

This text will be emailed:• To: New

Employee• From: operator• cc: operator

Click ‘Send Email’ to send welcome note to new employee

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Auto-Email Text

Example:• Optional Email

Additional Resources:• UChicago• Human

Resources

1. Recap of data

2. How to claim CNetID

3. Carding at IPO

4. Corrections5. Helpful links

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6. Success!

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7. Edit an existing record

SSN:Only the person who entered the SSN can maintain it; SSN will not even display for others.

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7. Maintain an existing record *after* Uchicago Card printed

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Expire or Revoke

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Maintain an existing record

Can only view or edit the SSN if you created the account

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Success Screen following Maintenance

Annie Sureshot Oakley

Once a person is in the employee/payroll database, then no one may edit the Prefeed account’s name, birth date or SSN. Necessary changes must be communicated to HRS Records or the Provost’s office.

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UCAT Prefeed: Options

Same navigation options on all Prefeed screens

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UCAT Prefeed: Options

1.Home returns to initial search

screen

2.Search Results displays prior results

listing

3.Help field descriptions and FAQ

4.AAMS quick link to TAG/AAMS

screens

5.Logout per browser steps on how

to logout

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UCAT Prefeed: Online Help

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First Aid

• Questions on the app itself (such as what value should go in a field, who should get a Prefeed account) … should go to Erika: reschafer@uchicago.edu

• If login errors:Use this link:  ucat.uchicago.edu and  click on ‘Employee Prefeed’. Firefox is the preferred browser.If problems persist, close out of ALL tabs then re-open Firefox

• If message  “An error has occurred. Please email idm@uchicago.edu.”

Clear the cache from your browser: kb.iu.edu/data/ahic.html … then close all tabs on your browser and re-log in to Firefox.

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Summary

1. New features:

• Placeholder SSN

• New employee can be auto-emailed: Welcome!

• Exec Level (Division) required

• On-Time Carding options

2. Search thoroughly to reduce duplicates

3. UCAT Prefeed roll-out is underway• TAG/AAMS will be replaced gradually

4. Online Help and FAQ available

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Questions?