Human Resources Data Management
Subsystem Description

The current Human Resources Information System (HRIS) provides for the capturing and maintenance of pertinent data about employees and other individuals who have current or past relationships with The University of Tennessee. The other individuals include volunteers as well as retired and deceased employees. Primarily through paper and form-based updates, changes in employee information are initiated, approved as required, entered and reported in the form of turnaround documents and online display. As a result, the HRIS databases are a repository of current information about these individuals and serve as a basis for processing and retrieval by numerous subsystems and reporting tools.

A new Human Resources Data Management subsystem (HRDM), in terms of data management and reporting, should permit online entry and update of data by the employee or by University departments as appropriate, with features of electronic approval and reporting of activities. The update process should be based on an event and should present screens containing data related to that event. The event driven work flow and screen presentation should be user-friendly and as flexible as possible. The subsystem should exchange electronic data with internal and external subsystems in order to minimize redundancy. The subsystem should provide all necessary functionality to insure integrity of data and to provide point-in-time recovery. The subsystem should provide for maintaining historical data.

The reporting component of the subsystem should have user options for online viewing or local printing and provide the following:

1. Scheduled user-defined reports on demand
2. Standard reports with selection parameters
3. A friendly end-user query tool which provides for downloading and/or point-in- time reporting

System Rating:

The system as delivered provides:




    On-line capture and/or entry of data (for new and existing people) by applicant or employee, authorized departments, personnel office, applicant systems, and other sources for the following types of data as specified by the University:

- Applicant data (name, address, education, experience, skills)


- New hire data (SSN, DOB, race, gender, marital status, accommodations, visa information)


- Benefits enrollment data by type of benefit, coverage, and premium (if required)


- Leave information (accrual rate by leave type)


- Flexible benefits information (type and amount)


- Retirement plan data


- Tax deferred information


- Employee deductions (unlimited) by type and amount


- Computer purchase payments


- Parking data (lot, type, and deductions)


- W-4 information


- Direct deposit information (multiple accounts)


- Training course attendance, grades, completion, etc.


- Skills/licensure/certifications/ education/experience


- Performance reviews


- Disciplinary data

    Batch input of mass data changes (area code, etc.)
    Tracking of changes to data over time.
    Tracking account number changes for an employee, preserving a history of those changes.
    Tracking account number changes for a department, preserving a history of those changes.
    Employee self service for review and update of certain data as specified by the University.
    On-line review and approval of certain data as specified by the University at multiple levels: eg, Personnel Office, Payroll Office, Financial Office, and Department.
    Electronic approval by name.
    Electronic approval by position.
    An electronic approval message or notification sent to various departments for check-out at employee termination followed by an electronic response as to clearance status.
    Automatic update/removal of security authorizations as required upon employee termination.
    Processing of post-dated (future) transactions.
    Processing of back-dated (retroactive) transactions.
    Employee level calculations/modeling of gross-to-net, tax/benefit options, etc. (for what if questions).
    Historical employment and payment data in easily retrievable format.
    Historical name and SSN changes in easily retrievable format.
    Unlimited multiple types of addresses (home, office, temporary location).
    Entry and maintenance of foreign addresses.
    Ad hoc query tools for the comparison of data at two or more points in time.
    On-line comparison of data at two or more points of time.
    Electronic archival of terminated employee data in easily retrievable format.
    Screens for data entry and update based on specific events (event-driven processing).
    Ability to enter/maintain/edit comments for events and actions.
    Ability to identify a comment as a required field for certain actions.
    Notification to appropriate parties when certain data has been changed.
    Ability to add and maintain University defined fields.
    A notification system for critical events (such as probationary period, 3 day I9, term employment status reviews, terminations, performance reviews, etc.) to be specified by the University.
    Web-enabled interface options for all on-line transactions.
    Data security at the department/campus/account/ employee level.
    Functional screen security on an individual user and individual field basis.
    Security authorization by field and individual for view-only versus change data.
    Digital imaging of documents for attachment to employee records as part of an organized electronic personnel file.
    Indexed images of documents by type or category.
    Retrieval of document images by type or category.
    Ability to export data to other systems.
    Ability to import data from other systems.
    Ability to relate information from multiple systems (eg., HR & Budget) for reporting purposes.
    Coded information associated with different types of events/actions; (eg., reasons for a salary increase: equity, merit, cost of living, etc.) to be determined by UT.
    Scheduled and on-demand back-up of data.
    Recovery or re-creation of data to a specified point-in-time.
    Access to data and creation of reports/files as of a specified point in time.
    Academic 9-month appointments uniformly paid over 12 months.
    Less than 12 months administrative appointments uniformly paid over 12 months (flex-year).
    Appointments with payments scheduled over any specified period of time.
    Appointments with payments scheduled as one-time only.
    Appointments for short term employees (i.e., single payment or same day employment and termination).
    On-line reports which support data analysis for administrative decision-making (cost analysis, change projections, work force projections, equity review).
    An individual statement of benefits.
    On-line status report of total benefits and compensation by employee or department.
    Generation of reports/files to and from external agencies in accordance with federal requirements (EEO-6, I-9, Vets 100).
    Ability for a user to create extract files for various reporting or other system requirements.
    Access of data thru easily used, user-friendly, query tool with remote print options.
    Access of data thru easily used, user-friendly, query tool with web-based options.
    Scheduled and ad hoc user-defined reports with on-line and web-based viewing options.
    Scheduled and ad hoc user-defined reports with local and remote printing capability.
    Checking of special requirements for non-resident aliens.
    Checking employment requirements of non-resident aliens based on treaties with other countries.
    Ongoing system updates of treaty requirements for non-resident aliens.
    Ongoing system updates of visa requirements for non-resident aliens.
    Capturing of unemployment cost information for calculation of annual premiums.
    Analysis of unemployment costs by department and/or budget entity.
    On-line data capture of on-the-job incident/accident information (for both federal and state workers' compensation systems).
    On-line claim forms for the workers' compensation system based on federal or state requirements.
    Generation of OSHA 200 Report.
    Entry and reporting of cost information on workers' compensation claims paid.
    Differentiation between federal and state workers' compensation benefits and requirements.
    The update of employee spouse and dependent information for various benefits (flexible benefits, insurance, fee waivers.)
    A linkage between an employee and the appropriate position in Position Tracking System.
    Ability to specify certain jobs to be included in a job evaluation system by either position or job class.
    The data fields necessary to maintain a job evaluation system by position and/or job class.
    The tracking and reporting of employees based upon requirements of the position as specified by the University including:

- blood bourne pathogens testing


- commercial driver's license (CDL)


- certifications and licensures


- OSHA training

    A record or indication as to whether an employee has applied for FMLA, has been approved for FMLA, and has been notified of his/her status as to the FMLA.
    Record of dates (beginning, intermittent scheduling, and ending) of FML.
    Reporting of salary history by employee or position.
    Point in time data images.
    Point in time reporting
    Employee/employment history reporting
    Employee/employment statistics by FTE, head count, and/or type of employee.
    Salary analysis by job title, EEO category, grade level within campus/unit (eg., # of employees and average salaries.).
    Printing of labels by employee type, status, budget entity, title.
    Creates extract files for:

- Telephone directories


- Media requests for specific employees and salaries


- Labels (addresses) by address type


- E-Mail addresses (for reporting or memo distribution)


- Benefits statements


- Time reporting


- Comparison of point in time data


- Pending events


- EEO6 reporting


- Workforce analysis for EEO purposes.


- IPEDS faculty salary reports


- Reports by EEO category, race and sex


- Reports of employees by title/position


- Salary data by title to respond to survey requests


- New hire reporting to meet federal and state requirements