CHRIS Classified Human Resources Information System

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CHRIS Classified Human Resources Information
System
Permanent Project LTE
College of Engineering UW-Madison

10/26/04
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CHRIS System

• General Information
• Log on Information
• Application Installation (if needed)
• PC Users
• Mac Users
• Printing
• Log on Screen
• Creating a ProfileNew Users
• CHRIS Main Menu
• CHRIS Main MenuWhat do I want to do?
• Menu Information
• Entering Data from a Word document
• Creating a New HR TransactionAuthorization to
  Hire
• Creating a New HR TransactionGoals Activities

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CHRIS System (cont.)

• Creating a New HR TransactionKnowledge and
  Skills
• Creating a New HR TransactionOrganizational
  Chart
• Creating a New HR TransactionComments
• Creating a New HR TransactionComments specific
  to COE
• Creating a New HR TransactionExclusions
• Creating a New HR TransactionHistory
• Creating a New HR TransactionSubmission
• Printing
• Checking HR Transaction Status
• HR Transaction StatusDefinitions
• Creating a New HR TransactionLTE Positions

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General Information

• The Classified Human Resources Information System
  (CHRIS) is a web-based application system built
  under the auspices of the Classified Human
  Resources (CHR) within the Office of Human
  Resources at the University of Wisconsin -
  Madison.
• The purpose of CHRIS is to automate and
  facilitate entry of new positions (fill vacancy),
  update current positions and process
  reclassifications and reallocations, for employee
  positions at the UW - Madison.

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Log on Information

• The URL to access CHRIS is
• http//oradevprod.doit.wisc.edu/pd/pvpd.html
• Please bookmark this URL.

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Application Installation-PC Users

• Sun Java Plug-in version 1.4.1, and version
  1.4.2(preferred) for MS WindowsBefore PC users
  logon to the CHRIS or PVL systems for the first
  time and use the default Java Virtual
  Machine(JVM) associated with their browser, they
  will need to load Sun's Java plug-in if they
  don't have it already. Once installed as the
  default JVM for the web browser, the browser will
  use it as necessary for these applications and
  any other Java applications or applets from this
  site or any other site on the Internet. For
  installation, please click Sun's Java Plug-in
  1.4.2(preferred) or Sun's Java Plug-in 1.4.1 for
  MS Windows and FOLLOW THE INSTRUCTIONS there.
• WHICH Plug-in? The 1.4.2 plug-in is a newer
  release and has significant improvements over
  previous versions. If you have already installed
  JVM 1.4.1, you do not need to install JVM 1.4.2.
• NOTE The default JVM under Microsoft Windows
  operating systems is Microsoft's JVM, which is
  incompatible with the Java standards, and does
  not support the functionality which the
  applications require. Changing the browser's
  default JVM to Sun's Java plug-in is required.
• NOTE After installation, be sure to CLOSE ALL
  BROWSER WINDOWS before opening the browser again
  to go to the CHRIS or PVL.
• NOTE This is a one-time installation

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Application Installation-PC Users (cont.)

• JInitiatorBefore PC users logon to the CHRIS or
  PVL systems for the first time they will have to
  load the JInitiator plug-in if they don't have it
  already. Once installed, they do not have to
  access the JInitiator software directly the web
  browser will use it as necessary. For
  installation, please go to Download JInitiator
  1.1.8.14 and FOLLOW THE INSTRUCTIONS there.
• NOTE After installation, be sure to CLOSE ALL
  BROWSER WINDOWS before opening the browser again
  to go to the CHRIS or PVL.

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Application Installation-Mac Users

• Mac Runtime for Java (MRJ) 2.2.5, for OS 8, OS
  9Before Mac users running Operating Systems OS 8
  and OS 9 can logon to CHRIS or PVL systems for
  the first time, MRJ 2.2.5 must be installed on
  their computers. After installation, the web
  browsers will use this new Java Virtual Machine
  (JVM) to execute the applications. For
  installation, please follow the instructions.
• NOTE The above MRJ does not apply to Mac OS X
  operating system. OS X installs with the most
  current JVM.

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Application Installation--Printing

• Adobe Acrobat ReaderFor printing purposes,
  people using these systems should have a recent
  version of Adobe Acrobat Reader on their
  machines. This software can be downloaded for
  free for all supported platforms from Download
  Adobe Acrobat Reader.

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Log on Screen
This info is the same as the Application
Installation instructions on previous pages.
New Users click here to create a
PROFILE. Existing users enter Logon Name and
Password.
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Creating a ProfileNew Users

• All UW - Madison staff using the CHRIS system
  need to create a profile before accessing the
  system. 
• The profile is a means for you to establish a
  unique logon name and password and to set
  defaults that automatically fill in when you
  create a HR Transaction.
• It also allows you to assign proxies who, when
  needed, can access HR Transactions you have
  created.
• Click on the New User Button.
• Specific information can be found at
  http//www.ohr.wisc.edu/pd/helpprod/profile_screen
  .html
• After completing the necessary information, you
  will be taken to the CHRIS Main Menu page.

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CHRIS Main Menu
After log in, this is the main menu.
Must pick one HR Transaction Type
What do I want to do? Pick one from either
Create an HR Transaction or List My HR
Transactions
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CHRIS Main MenuWhat do I want to do?

• New Transaction - Press button to go to a new HR
  Transaction screen according to the HR
  Transaction Type selected.
• Copy from Existing Transaction - Press button to
  go to the Search Results screen and allows you to
  find which existing Transaction you would like to
  copy to create an HR Transaction of the type
  selected. After the Transaction to copy is found,
  press the copy button on the Search Results
  screen to start the copy process.
• Tran ID If known, enter the Transaction ID that
  you would like to view or edit from document
  previously entered on CHRIS.
• Edit HR Tran- Press button to go to the HR
  Transaction screen for the entered Transaction ID
  in Edit mode. You can only edit those you created
  or are proxied to you and are not yet submitted.
  You can edit applicant data for an LTE
  transaction if it was originally submitted
  without an applicant.
• View HR Tran - Press button to go to the HR
  Transaction screen for the entered Transaction ID
  in View mode.

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CHRIS Main MenuWhat do I want to do? (cont.)

• List My Active Transactions - Press button to go
  to the Search Results screen showing all the
  active (not Closed or Cancelled) transactions of
  the selected types that you created or
  transactions in draft.
• List All Mine of Selected Types - Press button to
  go to the Search Results screen showing all the
  transactions of the selected types that you
  created.
• Search All HR Transactions - Press button to go
  to the Search screen to enter search criteria.
• Edit Profile - Press button to go to the Profile
  screen to edit your profile.
• Exit CHRIS - Press button to go to close all the
  open windows and exit the CHRIS system.

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Menu Information

• The menu bar at the top of CHRIS screen is
  similar to the standard Windows menu.
• The sub-menus have some standard selections and
  some selections unique to CHRIS.
• The selections that are available on a certain
  screen depend on that screen, on the status of
  the displayed data, and on the authorization of
  the current user.
• The active selections on the sub-menus are in
  black font, while the inactive selections are in
  a dull gray color.
• Additional information can be found at
  http//www.ohr.wisc.edu/pd/helpprod/menu.html

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Entering Data from a Word document

• Cut (ControlX) - Cuts out the highlighted text
  and saves it on the clipboard.  
• Copy (ControlC) - Copies the highlighted text
  and saves it on the clipboard. 
• Paste (ControlV)- Pastes the text on the
  clipboard to the position designated. 
• This option is only available if the Cut or Copy
  was done using the CHRIS system itself. If the
  Cut or Copy was made from an external document,
  use ControlV, the standard Windows command, to
  do a paste.
• Note If the text to be pasted is more than the
  receiving field can accept, NONE of the text will
  paste. You will have to reduce the text length
  until it is within the limit for the receiving
  item.
• CAUTION When copying from Word and pasting into
  a HR Transaction
• the single quote (apostrophe) is sometimes
  converted into a question mark (?). It seems to
  be those in the middle of a word (e.g., don't) or
  end of a word that are converted.
• Other special characters such as a hyphen are
  sometimes converted too.
• These conversion do not occur until the data is
  saved so you may not notice it immediately.
• These all can be typed over and restored to the
  correct character by anyone with authorization to
  submit or approve the HR Transaction.
• You may want to review the large text fields in
  the HR Transactions you have not yet submitted or
  approved if you suspect you did a copy and paste
  of text that had quotes or other special
  characters.

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Creating a New HR TransactionAuthorization to
HireHR Transaction General Information Page 1
Employees with Similar Duties, HR Tran ID

Must enter data into highlighted fields.
HR Tran ID Created as soon as you save the
package. It is now the same as the CHR number
Employees with similar duties This is not a
required field. Do not enter the prior incumbent.
Additional info can be found at
http//www.ohr.wisc.edu/pd/helpprod/auth_page_1.ht
ml
HR Tran Type
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Creating a New HR TransactionAuthorization to
HireHR Transaction General Information Page 2
New/Replace/Change, Contact Person

Contact Contact should be someone in your
Department. HR Personnel or Supervisor?
New/Replace/ Change Replace Same Duties means
the EXACT same PD. Use Changed duties if
there are any changes to the original PD.
Additional info can be found at
http//www.ohr.wisc.edu/pd/helpprod/auth_page_2.ht
ml
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Creating a New HR TransactionAuthorization to
Hire HR Transaction General Information Page 2
(cont.)
Percent time, Schedule Comment

Part-time Positions Enter the smallest part of
the percent in the FTE field Select Part-Time
in the Work Schedule field, Clarify in the
Schedule Comment Field
Schedule Comment Provide ample information about
the hours of the position in the Schedule Comment
field. Do not just write M-F or 8-5. Do
not leave blank.
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Creating a New HR Transaction Goals
Activities
Summary, Percentages
Summary Do not leave knowledge and skills
required in Summary.
Percentages The time should correlate
appropriately with the letters Highest A 2nd
Highest B and so on
Additional info can be found at
http//www.ohr.wisc.edu/pd/helpprod/goals_and_acti
vities.html
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Creating a New HR Transaction Goals
Activities (cont.)
Formatting Issues from Copying Pasting
Extra Spaces If there are extra spaces in your
fields, you will be able to highlight them (see
blue line). This will create spaces in the
printed PD. Please proofread and delete.
Question Marks Sometimes when copying and pasting
from another document, question marks appear
instead of other punctuation marks. Please
proofread and delete.
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Creating a New HR TransactionKnowledge Skills
Knowledge Skills are Required Do not leave the
Knowledge and Skills section blank. If there is
knowledge and skills information in the summary,
please move it to this section. If there are
knowledge and skills referred to in the PD,
please make sure they are referenced in this
section.
Additional info can be found at
http//www.ohr.wisc.edu/pd/helpprod/knowledges_and
_skills.html
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Creating a New HR Transaction Organizational
Chart
Lengthy Org Charts Can Cause Technical
Difficulties They may cause CHRIS to
freeze. What Goes on the Org Chart? 1. The
direct chain of command from the top of the
department down to the supervisor of the open
position. 2. Anyone the direct supervisor of the
open position supervises. More
Detail Occasionally CHR will ask for a more
complete org chart, and then you may submit a
printed document-type version i.e. Word,
PowerPoint, etc.
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Creating a New HR TransactionOrganizational
Chart (cont.)
How Do You Indicate an Open Position? Enter
Vacant in the Name field for Replacement
positions and New positions
Appointment Type Dont use OT (Other) for FA
(Faculty) and AS (Academic Staff) positions
Additional info can be found at
http//www.ohr.wisc.edu/pd/helpprod/organization_c
hart.html
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Creating a New HR TransactionComments
Lengthy Comments May Cause Technical
Difficulties If your comments are too long it
can cause CHRIS to freeze. Anything you write
here will be included in the email that alerts
COE HR that the position has been submitted and
approved by your Department.
Additional info can be found at
http//www.ohr.wisc.edu/pd/helpprod/position_descr
iption_comments.html
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Creating a New HR Transaction Comments
Specific to COE

• Comments MUST include
• How soon the unit would like the vacancy posted,
• How the vacancy fits into the Strategic plan,
• Supervisor and/or Dept/Program/Center approval
• Example John Smith, Chair, ECE, approved this
  request for (position title) on (date).

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Creating a New HR Transaction Exclusions

• Exclusions are not submitted frequently enough to
  cause recurring problems at this point. If you
  have a position that requires an exclusion, and
  you have questions please contact COE HR.

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Creating a New HR Transaction History
Check the Status of Your Position You can view
the Event, Status, Date/Time, and Logon ID of the
Person who changed the Status. You may want to
check here to make sure your position has been
received by COE HR if you have any doubts.
Additional info can be found at
http//www.ohr.wisc.edu/pd/helpprod/status_history
.html
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Creating a New HR Transaction Submission

• When all of these steps are completed, go to the
  menu bar, and under 'Tools', select 'Error Check
  Entire HR Transaction'.  This will check for any
  errors that have to be fixed before continuing. 
  Fix everything that needs to be changed. 
  Continue until no more errors.
• When the error check returns with no errors, you
  are now ready to submit the HR transaction to the
  next level for approval.  To do this, press
  'Submit' under the 'Action' menu item at the top
  of the screen. This will send the Transaction to
  the next level for approval.
• To keep track of the status of your HR
  Transaction, go into the Transaction and select
  the 'History' tab.

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Printing

• At the time you submit the document, you can also
  print out a copy of the documents you have
  created. To print a copy
• Click on File on the menu bar
• Choose Print HR Package
• Choose the package you want to print (Print
  Authorization to Hire)
• The documents will be open in Adobe Acrobat
• Print the documents.

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Checking HR Transaction Status

• Go back to the main menu
• Search for your specific transaction by entering
  the HR Transaction ID
• Or
• List HR transactions and then pick from list
• Once correct transaction is displayed click on
  the History tab to view the status of the
  transaction
• Check here periodically to view the status.

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HR Transaction StatusDefinitions

• DraftPosition has been created but not
  Submitted
• Department HR ReviewPosition has been
  submitted by the Department to the Department.
  Either a supervisor submitted it to HR Personnel
  or HR Personnel submitted it to him/herself.
• Division HR ReviewPosition has been Approved
  by the department and is being reviewed by COE
  HR.
• CHR ReviewPosition has been Approved by COE HR
  and is being reviewed by CHR.
• ValidatedFor non-delegated titles. CHR has
  received the PD and posted it, but it may not be
  approved yet.
• Class ApprovedDelegated title has been approved
  by COE HR. Non-delegated title has been approved
  by CHR.
• Contractually PostedPosition has been posted
  contractually.
• Applicants ReferredRefers to contractual
  transfer candidates.
• RecruitingPosition is approved, contractual
  obligations have been satisfied, and the
  recruitment process has begun.
• Applicant SelectedApplicant has been Class
  Approved.

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Creating a New HR Transaction LTE Positions

• Most of the LTE process will be the same as for
  other HR Transaction types. Here are some
  differences
• Though only one goal (and related activities) is
  required, the PD Summary is optional.
• Some items that do not apply to LTEs are
  protected or removed, while others, such as
  Hourly Rate if posting on the web, are required.
• If there is no Applicant entered, you can choose
  whether the position should be posted on the web
  in the nightly automated process.
• An Organizational Chart is optional.
• A selected applicant can be entered before the
  original submittal of the LTE Transaction, or
  after. If after, only applicant data will be
  allowed to be updated. Then the applicant is
  submitted separately for approval. HR staff can
  then approve or reject the applicant together
  with or separately from the Transaction.

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Creating a New HR Transaction LTE Positions
(cont.)

• The Applicant status will display separately from
  the LTE Transaction status on the Search Results
  screen. The Applicant status will display with
  the detail data on the lower part of the screen.
• An Applicant hired through this process cannot be
  entered into IADS or Payrolled until the LTE
  Transaction is Class Approved by Division HR
  staff (if the title is delegated) or CHR.
• Detailed instructions for the LTE process and
  other enhancements will be available as soon as
  they are developed.