University of Minnesota
Office of Human Resources
http://www.umn.edu/ohr
612-625-2016

HRMS Competency Descriptions


HRMS Introduction


  1. Understand HRMS and the information that it contains.
  2. Know the roles and responsibilities within your department or unit and how they relate to HRMS.
  3. Demonstrate knowledge of system access policies and procedures.
  4. Understand the HRMS module structure, navigation, and functional areas.
  5. Follow the proper steps to perform a person search.

Appointment Inquiry


  1. Recognize inconsistencies or discrepancies in data.
  2. Understand the relational flow between appointment, payroll, financial, and benefit data, and how the modules support one another.
  3. Demonstrate knowledge of rules governing each employee group.
  4. Demonstrate competence in navigating HRMS screens and ability to use the search function.
  5. Demonstrate ability to use University websites to locate resource materials.

Appointment Entry


  1. Express importance of timely Appointment Entry.
  2. Apply policies related to Appointment Entry.
  3. Identify basic reporting needs.
  4. Collect necessary data for Appointment Entry.
  5. Navigate Job Data pages.
  6. Demonstrate accurate entry and maintenance of records.
  7. Demonstrate the use of Additional Pay.
  8. Correctly apply Action/Reason Codes.
  9. Correctly apply Earnings Codes.

Absence Recording

  1. Understand importance of data integrity to ensure precision and timely entry.
  2. Locate and interpret policy, procedure, and impacts from various sources and formats for absence entry.
  3. Recognize inconsistencies or discrepancies in data and take appropriate action.
  4. Use University websites to locate resources and forms.
  5. Understand the different employee groups and the leave plans associated with each group.
  6. Utilize the Leave Summary page and/or UM Reports to determine balances and eligibility.

Pay Entry

  1. Understand the Pay Entry process and its calendar to meet the deadlines.
  2. Understand roles and responsibilities involved with Pay Entry.
  3. Understand the policies and laws that govern Pay Entry and its appropriate uses.
  4. Understand earnings codes and how they are to be properly used.
  5. Understand combination codes and how they are to be used.
  6. Successfully perform data entry associated with Pay Entry.
  7. Understand how to utilize reports to monitor the payroll process.
  8. Understand the process for special circumstances, including overtime, leave without salary, shift differentials, overpayments, and off-cycle checks.
  9. Demonstrate ability to find and utilize the resources associated with Pay Entry.

HSA/Distribution Correction

  1. Understand roles and responsibilities involved with HSA, distribution maintenance, and distribution correction data entry.
  2. Understand the policies and internal control processes that govern HSA, distribution maintenance, and distribution correction data entry.
  3. Understand combination codes and how they are to be used.
  4. Successfully perform data entry associated with HSA, distribution maintenance, and distribution corrections.
  5. Understand how to utilize reports to monitor the overall payroll process.
  6. Understand the difference between distribution maintenance and correction, and their ramifications when not properly used.
  7. Demonstrate ability to find and utilize the resources associated with HSA, distribution maintenance, and distribution correction data entry.
  8. Understand the connection between HR/payroll and EFS and how it impacts the data population in the HSA and Earnings Distributions pages in HRMS.

Address Entry and Maintenance

  1. Apply the applicable business process to the entry and maintenance of addresses.
  2. Recognize the connections addresses have with other University systems.
  3. Understand the various address types most commonly used in HRMS and their purposes.
  4. Demonstrate the ability to navigate pages related to address entry and maintenance.
  5. Demonstrate accuracy and proficiency in the entry and editing of multiple address types.