UConn/Core CT Job Aid: Understanding SmartHR

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University of Connecticut

Understanding Smart HR Overview This job aid is an introduction to Smart HR. Smart HR templates are used for all human resources

transactions and are replacing the current Payroll Authorizations. Access to Smart HR transaction templates

is based on the security rules established for department Smart HR Processors.

Completing a Smart HR template transaction is a multiple step process, steps including:

1. Select Template 2. Enter Job Effective Date, Action, Reason Code 3. Enter data into data fields on the template (e.g., NetID, Personal Information, Funding Information etc.) 4. Attach required documents (e.g., Offer Letter) 5. Submit to Department Approver for Review and Approval/Submit to push into Job Data

Use this job aid as an introduction in how to search for and complete Smart HR templates.

Note: Additional materials are available to aid in completing specific human resources transactions via

Smart HR templates.

Key Terms Term Description

HRMS Short for “Human Resources Management System”.

Job Data pages A set of Human Resources pages that store employee personal, employment, compensation and benefits information. Data entered on these pages is used throughout the Core-CT modules.

PeopleSoft

The company that provides the Core-CT software, including: Human Resources Management System (HRMS), Financial Management System (FMS), Customer Relationship Management (CRM) and Enterprise Performance Management (EPM), as well as Student Administration (SA) and Recruiting Solutions (RS).

Smart HR

templates

Templates created to replace Payroll Authorization (PA) forms to complete various

HR transactions, such as hiring/rehiring, performing data changes, performing pay

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changes and completing terminations for all employee groups. They are configured

to fit UConn HR/Payroll transaction processes, and access to the various templates

is based on security rules.

Workflow Processes that involves multiple users and the routing of data between the users.

Process Steps

Step Action Screenshot

1 Navigation: Main Menu > Core-CT HRMS > Workforce Administration > Smart HR Templates > Smart HR Transactions

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The Smart HR Transactions page

allows the user to start a new

template or locate in progress

templates that require completion.

To start a new complete, complete

the following:

Transaction Type: Select from the drop down list to narrow down the Smart HR templates

Select Template: Use the magnifying glass icon to search for the template

To complete a template that is in

progress, scroll to the bottom of the

page and select the template in the

Transactions in Progress section.

To delete an in progress template,

select the checkbox next to the

transaction and click Delete Selected

Transactions. Note: In progress

templates have not been submitted

for approval. To cancel a Smart HR

transaction that has already been

submitted, use the Cancelling Smart

HR Transactions job aid.

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Next to Select Template, click the

magnifying glass icon to search for

the templates. Search by Template or

by Description.

Then click Look Up.

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Step Action Screenshot

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If you do not know what the template

name or description starts with, click

Advanced Lookup to search if a

template contains information.

Then click Look Up.

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To review all templates available to

you, do not enter any search criteria

and click Look Up.

Reminder: Templates that are

available to Smart HR Processors are

based on the types of employees they

process transactions for and are

based on security.

Select the appropriate template.

6

Once the appropriate template is

selected, click Create Transactions to

process the Smart HR transaction for

an employee.

7

Complete the information on the

Enter Transaction Details page.

Then click Continue.

Note: This is an example of a Student

Supervisor ID Change template.

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Step Action Screenshot

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Complete the necessary information

on the template.

When the required information is

entered on the page, click Save and

Validate.

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Once you click Save and Validate, the

Attachment box will open.

Click Attach to search for an attach

documents to the template, if

needed.

Note: Attachments are not required

for all templates, including Supervisor

ID change templates.

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When the template is complete and

any applicable attachments are

added, click Save and Submit.

The template is routed to the

appropriate Department Approver for

approval.

Note: All student employee

templates and Supervisor ID change

templates do not route to the

Department Approver but are instead

pushed directly into Job.