Purpose
The Human Resource Management System (HRMS) is a comprehensive information system specifically designed to meet the human resource management needs of public schools in North Carolina.
The two integrated HRMS modules include HRMS LEA (Local Education Agency) and HRMS Reporting Tool, which provide the following:
- Management of employment and benefit information
- Licensure information and licensure forms development
- Reporting tool for legislative and general reporting
HRMS LEA Module
The primary component of HRMS is the LEA module. It consists of numerous features including:
- Maintaining employee records
- Employee Demographics - The Employee Demographics page is the main page from which to view/edit an employee's demographic, assignment, status and benefits, and other information. Items below are accessed through the Employee Demographics page.
- Consoles
- Position Management - provides several ways to search for a position.
- Workflow Management - allows users to view complete history for Payroll Budget Code Requests
- Assignment
- Staff Actions - View or launch staff actions for a single employee.
- Do Not Hire - The Do Not Hire list is an internal list managed by the LEA.
- Status and Benefits
- Tenure and Leave
- Tenure - although an individual can no longer work toward or gain Tenure this status code is still important in the generation of reports and tracking statuses of employees.
- Beginning Teacher (BT) Status
- Leave Accrual rates
- Health and Retirement
- Health Insurance
- Longevity Date and Years
- Retirement Status and Retirement (ORBIT) Number
- Tenure and Leave
- Staff Action Console - The Staff Action Console allows authorized users to create, view, and update staff actions for an individual employee.
- Staff Action Search - The Staff Action Search page allows authorized users to search for staff actions across the LEA including the following types:
- Assignment Actions
- Leave and Disability
- New Hire and Re-employment
- Separation and Suspension
- Other Actions
- Comments - Allows authorized users to enter employee comments.
- Contract - Authorized users can create or edit an employee's contract.
- Correct Employee Dates - Can correct orginal hire, last hire, and longevity dates.
- Envelope for Home Address and Site Address - Can create and print envelopes from the employee demographics page.
- License Data - Licensure data in HRMS is updated daily from the NC DPI Licensure System.
- Licensure Forms - Ability to complete Licensure forms for submission to DPI.
- Local Forms - Local Forms can be used to customize HRMS to meet the business process needs.
- Paraprofessional/NCLB Qualifications - Enter and maintain NCLB qualification information for Paraprofessionals.
- Renewals/CEUs - The Continuing Education Employee History form displays an employee's licensure status, license areas, CEU totals by license renewal period, etc.
- SSN - Allows an incorrectly entered SSN to be changed.
- Summary - Allows authorized users to view or print a summary of information associated with an employee.
- View Documents - The "View Documents" option in Employee Demographics directs authorized users to the document management website used by your system.
- Consoles
- Employee Demographics - The Employee Demographics page is the main page from which to view/edit an employee's demographic, assignment, status and benefits, and other information. Items below are accessed through the Employee Demographics page.
- Position management (Central Office and Principals) - Central Office can create, edit, and view positions. Principals can view positions. Position information includes:
- Position Number (1st 3 digits typically the school number)
- Site Name
- Description of Employee's Position
- Type of position (F/T or P/T) and Certified/Licensed or Classified/Non-Licensed
- Assignment management
- Position Assigned
- Grade, Step, and Budget Code Assigned in Payroll
- Percent Employed / Hours Employed
- Contract management - Authorized users can either create or edit an employee's contract. Contracts can also be created or inactivated in mass.
- Types of contracts include Teacher, Temporary, and Administrative.
- Continuing Education Unit (CEU) tracking - The CEU Module allows LEAs to create and maintain course templates, assign continuing education credits using course templates for individuals or groups of individuals, view and edit credits for individual employees, and perform mass updates for existing credits.
- Substitutes Profile - allows you to maintain basic information for substitutes, allows multiple substitute profiles for an individual
- Principal Information - Serves as a launching point for retrieving a variety of data, such as demographic information, licensure data, emergency contact information and renewal credit history for staff at their assigned site. The page is accessible by Central Office HRMS users and by Principals.
- Mass update processes - HRMS offers several options allowing for the mass update of employee data.
- BT Status Code (Old ILT Status) - The mass update of BT (Beginning Teacher) status is intended to provide an easy way to annually "bump" the BT status of teachers.
- Tenure Status Code - No longer applicable (Tenure status has been frozen at 2013-14 levels).
- Rebuild Position Budget Codes - The Position Budget Code Mass Update allows for the sync of ALL payroll data with the HRMS data including Position Budget Codes Available. Payroll table details are managed in LEA configuration.
- Substitute Rate
- Build Contracts
- Online help documentation and knowledge base
- Training & Support - Please contact HRMS Support for training
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HRMS Reporting Suite (Apple Tree and LEA module)
The HRMS reporting tool benefits HR professionals in multiple areas by allowing them to meet the state and federal reporting requirements.
The Reporting Tool compiles reports as well as creates contracts within HRMS LEA.
Reports (State and Federal)
- NCLB - The NCLB Licensed HQ Qualifications Reports list employee, assignment, and license information for either Teachers or All Professional Educators.
- New Hire - The New Hire Report is used to generate a report for the North Carolina Directory of New Hires. North Carolina General Statute 110-129.2 and the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, requires all employers to report newly hired and re-hired employees to a state directory within 20 days of their start date.
- Paraprofessional - The Paraprofessional Reports list employees with NCLB qualification data in HRMS.
- Professional Development - The Professional Development Report assists LEAs in completing their annual No Child Left Behind (NCLB) reporting and Title I and Title II audits
- Public Records - The Public Records reports are a series of 3 reports designed to display the information required in North Carolina General Statute 115C-320.
- SS-200 - The SS-200 Report is an annual report used to generate the state required Public School System Full-Time Personnel Report (SS-200). The race/gender and funding source data of full-time personnel compiled on this report is used by DPI to provide demographic information about public school employees to various private and public organizations.
- SS-300 - The SS-300 Report is an annual report used to generate the state-required Local Salary Supplement Report (SS-300). This report is used to determine how many positions an LEA has, and how many of those positions receive local salary supplements.
- EEO-5 - The EEO-5 (Elementary-Secondary Staff Information) Report is a bi-annual federal report administered by the Equal Employment Opportunity Commission. The race/ethnicity and gender data compiled on this report is used by the EEOC to determine demographic information about public school employees across the country.
- Teacher Turnover - The Teacher Turnover report includes teachers leaving with the reason for leaving and teachers not leaving during a specified report period. The turnover information produced by this report is based on HRMS data and may not coincide with the numbers that are being reported to DPI, which are based on UERS/Payroll data.
- Beginning Teacher Turnover - The Beginning Teacher Reports include: Beginning Teachers Leaving with the reason for leaving, Beginning Teachers Not Leaving, and a Summary.
- Board Reports
- Board Report - intended for open board meetings, and includes 'Public Record' friendly data.
- Closed Session Board Report - intended for closed sessions, and contains confidential 'non-Public Record' information.
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Reports (Other)
- Licensure - The Licensure Report displays employee, assignment, license, and license area information for selected employees.
- Continuing Education
- Continuing Education Class Template - The Continuing Education Class Templates Report is used to generate a list of all class templates.
- Continuing Education History by Class - The Continuing Education History by Class Report is used to generate a list, by continuing education class, of all employees who have completed the class.
- Continuing Education History by Employee - The Continuing Education History by Employee Report is used to generate a list, by employee, of all continuing education classes that an employee has completed.
- Employee Listing - The Employee Listing Report displays basic employee and assignment information.
- Personnel Directory - The Personnel Directory report displays employee assignment information and home addresses and phone numbers.
- Substitute Listing - The Substitute Listing report allows users to request a list of substitutes based on information contained in the substitute profile.
- Standard Web Reports (LEA Module) - HRMS Web Reports include simple LEA reports that do not require extensive calculations or formatting.
- Query Builder(LEA module) - The Query Builder provides users the ability to develop their own “queries” of HRMS data. The results of these queries can be exported to other software (e.g. Excel). The queries can be saved as Local Reports to be executed as needed. Please contact HRMS Support if you are interested in building custom reports.
- Local Web Reports (LEA Module) - Web reports developed by LEA staff or HRMS staff that are specific to that LEA but not included in HRMS standard web reports.
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