HH.001.4 Hire a New Employee

User Acceptance Test Overview

The information below is intended to provide colleges guidance on performing a User Acceptance Test on the Hire to Payroll business process.  This step in the User Acceptance Test process could be step 4 for colleges using in Talent Acquisition Management (TAM) or the starting point for colleges not using TAM.

If using TAM, colleges will create and manage job openings and process applicants through TAM to be ready to import into the HR Core module.  Colleges using TAM will have the majority of person record information populated into HR Core from the information provided by the applicant in TAM, with Search/Match being performed during the recruitment process prior to this step.  Job instance information will be partially populated based upon the position information for the job opening the applicant applied to.  

Colleges not using TAM will hire a new employee directly into the HR Core module and use the Search/Match features to ensure the new hire is associated with an existing Employee ID (EMPLID) and will follow a similar path of establishing a person record and job instance.

The steps below are only part of what is needed to complete an end-to-end test of the full business process for hiring an employee and ensuring their data is ready to begin payroll processing. Coordination with other colleagues, such as those  who manage benefit enrollment or process leave at your college in advance of commencing testing is key to success. In the same way that it doesn't take a single individual to operate the business of running a college it will require coordination across departments to successfully test a business flow from beginning to end.

The HH.001 - Hire to Payroll test is considered complete when the job information, related time, leave and benefits are entered for the population of employees used in executing the test. The end result is employee data that will be ready and available for a payroll test.  Actual execution of the payroll test is performed in a separate UAT HF.002 - Payroll to FIN (GL/AP).

Business Process Flow Diagram(s)

Self-Paced Training Materials (Advanced Prep)

To prepare yourself in advance for the richest testing experience below are required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.

  • TM100 Talent Acquisition Manager (TAM)
  • HR100 HCM Core

To register for these required courses visit the ctcLink Training Registration Page.

Additional Resources

Instructor-Led Training Materials and Recordings

Instructor-Led Training Materials

Training Session Recordings

 

Minimum Test Case (Data) Scenarios:

Colleges Importing New Hire Data from Talent Acquisition Management [TAM]

  • Hire a New Employees from standard and continuous job openings.
  • Hire an Existing Employee who was an internal candidate for a new position.
  • Hire a Classified Employee who worked at another college or state agency in our system or has prior military experience.
  • Hire an Employee who is also a Student.
  • Hire a Volunteer.

Colleges Entering New Hire Data (Not using Talent Acquisition Management [TAM])

  • Hire a New Employee in each of the following classifications: FT Faculty, Exempt, Classified, Hourly, Student, PT Faculty, PT Hourly.
  • Hire an Existing Employee who was an internal candidate for a new position.
  • Hire a Classified Employee who worked at another college or state agency in our system or has prior military experience.
  • Hire an Employee who is also a Student.
  • Hire a PT Faculty who previously worked at the college (less than 2 years ago).
  • Hire a Volunteer.
  • Error Condition: Attempt to hire an applicant that has not been prepped for hire.
    • Expected Behavior: User will not see applicant in the Manage Hires list and will not be able to perform the hire from TAM.
  • Error Condition: Attempt to save Person Data entry with a birth date that is AFTER the Effective Date of the Personal Data.
    • Expected Behavior: User will see a message stating: "Warning -- The birth date is after Personal Data effective date. You may have entered the date incorrectly. Please adjust the birth date."
  • Error Condition: Create Job Data for an employee with an effective date prior to the Bio/Demo Effective Date.
    • Expected Behavior: User will see a message stating: "Warning -- The effective date must be greater than or equal to the employee's first Personal Data effective date."
  • Error Condition: Attempt to add Tenure Data for a person with a Personal Data record, but no Job Data record.
    • Expected Behavior: User will not find the employee in the Search results, therefore will be not able to add Tenure Data.
  • Error Condition: Attempt to add Education Profile data for a person with a Personal Data record, but no Job Data record.
    • Expected Behavior: User will not find the employee in the Search results, therefore will be not able to add Education Profile Data.

Previous Step in the High Level UAT Framework:

Next Step in the High Level UAT Framework:

Links to User Acceptance Test 'How To' Information:

Overview of User Acceptance Testing

Security Matrix Mapping Information

Security Roles Necessary for Testing

The information below provides those  completing the Security Matrix Mapping templates with the Menus,  Pages and Role Names needed to execute the User Acceptance Testing  relevant to this UAT guide.

HH.001.4.1 - Hire a New Employee from TAM:

MENU: Workforce Administration > Personal Information > Manage Hires
ROLENAME:  ZZ HR Employee Maintenance (HR Processor)
ROLENAME:  ZZ SS Workforce Administrator (HR Process Homepage Access)

HH.001.4.2 - Add a Person:

MENU: Workforce Administration > Personal Information > Add a Person
ROLENAME:  ZZ HR Employee Maintenance (HR Processor)
ROLENAME:   ZZ SS Workforce Administrator (HR Process Homepage Access)

HH.001.4.3 - Enter Tenure Information:

MENU: Workforce Development > Faculty Events > Calculate Tenure > Create Tenure Data
ROLENAME:  ZZ HR Employee Maintenance (Processor) OR
ROLENAME:   ZC HR Employee Maintenance (Super User with Correct History Access, if needed to make historic corrections)

HH.001.4.4  - Enter Emergency Contact Information:

MENU: Workforce Administration > Personal Information > Personal Relationships > Emergency Contact
ROLENAME:  ZZ HR Employee Maintenance               

HH.001.4.5 - Enter Person Profile Information:

MENU: Workforce Development> Profile Management> Profiles> Person Profiles
ROLENAME:  ZZ HR Employee Maintenance
ROLENAME:   ZD HR Employee Maintenance VW (View Only/Review) 

HH.001.4.6 - Enter Disability and Accommodation Information:

MENU: Workforce Administration> Personal Information> Disability> Disabilities
ROLENAME:  ZZ HR Employee Maintenance
ROLENAME:   ZD HR Employee Maintenance VW (View Only/Review) 

HH.001.4.7 - Enter Citizenship Information:

MENU: Workforce Administration> Personal Information> Citizenship> Identification Data
ROLENAME:  ZZ HR Employee Maintenance (HR Processor)
ROLENAME:   ZZ SS Workforce Administrator (HR Process Homepage Access)

HH.001.4.8 - Run Search Match:

MENU: Recruiting > Search Job Openings
ROLENAME:  ZZ Hiring Manager (Manager)
ROLENAME:  ZZ Recruiter
ROLENAME:  ZZ Interested Party

HH.001.4.9 - Modify Person Information:

MENU: Workforce Administration> Personal Information> Modify a Person
ROLENAME:  ZZ HR Employee Maintenance (HR Processor)
ROLENAME:   ZZ SS Workforce Administrator (HR Process Homepage Access)

HH.001.4.10 - Add a New Employment Instance:

MENU: Workforce Administration> Job Information> Add Employment Instance
ROLENAME:  ZZ HR Employee Maintenance (HR Processor)
ROLENAME:   ZZ SS Workforce Administrator (HR Process Homepage Access)

PDF Version of Flow Diagram for Printing

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