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 5 for colleges using Talent Acquisition Management (TAM) or the starting point after HH.001.1 - Fluid Position Management 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).

Printable version of HH.001.5 Hire a New Employee

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

• HH.001.5.8 - Run Search Match
• HH.001.5.9 - Modify Person Information
• HH.001.5.10 - Add a New Job Instance
• HH.001.5.1 - Hire a New Employee from TAM [Start for TAM Colleges]
• HH.001.5.2 - Add a New Employee Person Record and Job Instance
• HH.001.5.3 - Add Tenure Information (If Full-Time Faculty)
• HH.001.5.4 - Enter Emergency Contact Information
• HH.001.5.5 - Enter Person Profile Information
• HH.001.5.6 - Add Disability and Accommodation Information
• HH.001.5.7 - Enter Citizenship Information
  • Create and Maintain US & Foreign Citizenship Credentials

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

• HH.001.5.8 - Run Search Match
• HH.001.5.9 - Modify Person Information
• HH.001.5.10 - Add a New Job Instance
• HH.001.5.3 - Add Tenure Information (If Full-Time Faculty)
• HH.001.5.4 - Enter Emergency Contact Information
• HH.001.5.5 - Enter Person Profile Information
• HH.001.5.6 - Add Disability and Accommodation Information
• HH.001.5.7 - Enter Citizenship Information
  • Create and Maintain US & Foreign Citizenship Credentials

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.

 HH.001.4 - Manage Job Openings and Applicants

 HH.001.6 - Manage Time & Labor Enrollments