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Employee Prefeed Overview

The UCAT Prefeed system is set to launch soon, facilitating seamless onboarding for employees, including staff, faculty, and postdocs. This new platform will enable users to claim their CNetID, access crucial services like the UChicago Card, and utilize UChicago Time on their first day of employment. Existing TAGs will maintain functionality during the transition, with central HR and TAG/AAMS support. The rollout will enhance record maintenance capabilities, provide welcome emails to new hires, and streamline access to university resources.

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Employee Prefeed Overview

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  1. Employee Prefeed Overview

  2. Prefeed: upcoming rollout CAT-HR will become UCAT Prefeed: • the system that enables employees --staff, faculty, academics, and postdocs-- to be fed into our central person registry (MCDB) so that they can claim their CNetID, and utilize University services such as: • obtaining a UChicago Card • using UChicago Time • …on the day they begin working at the University.

  3. Prefeed: upcoming rollout • For those who are TAGs (Trusted Agents)…during transition, TAG/AAMS will still be used for look-up details and other functionality • AAMS will eventually be replaced by UCAT • Prefeed • Bridging & Extends • Temporary accounts • Renewals: View What We Have Done, Expired • Look-ups and other functionality

  4. Prefeed: upcoming rollout • Central HR Roll-out: • Pilot phase for a few HR Admins completed • Continuing roll-out for all HR Admins • TAG / AAMS Prefeed Roll-out: • Access will be provided to existing TAGs • Upcoming roll-out (early 2013) • Same application for both

  5. Today’s presentation Current Prefeed screens 4 enhancements on the new Prefeed How the screens flow when adding a Prefeed How to maintain or expire a Prefeed Navigation options First Aid

  6. Existing Prefeed • CAT-HR is the current application to prefeed new employees.

  7. TAG/AAMS: Trusted Options

  8. Four Featured Enhancements Placeholder SSN Exec Level (Division/School) Carding  UChicago Card on first day (except for temporary employees) Optional Email  welcome note to employee

  9. UCAT: Screen Flow1. Home/Initial Search ucat.uchicago.edu

  10. UCAT: Screen Flow2. Home/Initial Search - sample • Name/Birth date: • Not case sensitive • Can use * wildcard • Search thoroughly • Number/codes: • Search on only one of these fields

  11. UCAT: Screen Flow3. Person Not Found?

  12. UCAT: Screen Flow4. No Match  Create a record

  13. UCAT: Screen Flow5. Add screen • Search name fields  title case • Employment Type: • Staff • Faculty • Other Academic Appointees • Post Doc Expiration Date defaults to 45 days for Staff, else to 30 days. Max is still 1 year.

  14. Prefeed: Placeholder SSN

  15. Prefeed: Placeholder SSN I, [Operator Name], verify that this employee informed me that s/he does not have a SSN and is not a US Citizen and requires the creation of a temporary, university-generated placeholder code until the employee provides an SSN. An email will be sent to Central Human Resources with my name and this record's information as I have entered it. Email is sent to HR with the new record’s placeholder# You as the operator are cc’d

  16. Generate a Placeholder SSN If you generate a Placeholder SSN, the label changes to ‘Generate’ & the fields are grayed out The Placeholder SSN is not generated until you click ‘Save’

  17. Placeholder Email to HR

  18. Prefeed: Conflict of Interest Exec Level is required; to be used with Policy Management & Conflict of Interest applications.

  19. Carding Options On-time UChicago Card? UChicago Card available on first day of employment! Card Start Date first day of employment If you don’t know the Start Date, retain ‘No’ for On-time carding.

  20. Prefeed: optional email • Email: • Employee’s personal email • Not a uchicago address

  21. Generates an Email! Click ‘Send Email’ to send welcome note to new employee • This text will be emailed: • To: New Employee • From: operator • cc: operator

  22. Auto-Email Text • Example: • Optional Email Recap of data How to claim CNetID Carding at IPO Corrections Helpful links • Additional Resources: • UChicago • Human Resources

  23. 6. Success!

  24. 7. Edit an existing record SSN: Only the person who entered the SSN can maintain it; SSN will not even display for others.

  25. 7. Maintain an existing record *after* Uchicago Card printed

  26. Expire or Revoke

  27. Maintain an existing record • Can only view or edit the SSN if you created the account

  28. Success Screen following Maintenance Annie Sureshot Oakley • Once a person is in the employee/payroll database, then no one may edit the Prefeed account’s name, birth date or SSN. Necessary changes must be communicated to HRS Records or the Provost’s office.

  29. UCAT Prefeed: Options • Same navigation options on all Prefeed screens

  30. UCAT Prefeed: Options Home returns to initial search screen Search Results displays prior results listing Help field descriptions and FAQ AAMS quick link to TAG/AAMS screens Logout per browser steps on how to logout

  31. UCAT Prefeed: Online Help

  32. First Aid • Questions on the app itself (such as what value should go in a field, who should get a Prefeed account) … should go to Erika: reschafer@uchicago.edu • If login errors: • Use this link:  ucat.uchicago.edu and  click on ‘Employee Prefeed’. • Firefox is the preferred browser. • If problems persist, close out of ALL tabs then re-open Firefox • If message“An error has occurred. Please email idm@uchicago.edu.” • Clear the cache from your browser: kb.iu.edu/data/ahic.html • … then close all tabs on your browser and re-log in to Firefox.

  33. Summary • New features: • Placeholder SSN • New employee can be auto-emailed: Welcome! • Exec Level (Division) required • On-Time Carding options • Search thoroughly to reduce duplicates • UCAT Prefeed roll-out is underway • TAG/AAMS will be replaced gradually • Online Help and FAQ available

  34. Questions?

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