HRIS Online Inquiry and Entry Guide –
Chapter 2 – HRIS Personnel Inquiry Screens
How to Access HRIS News and Inquiry Screens
The HRIS News Screen is the first screen to display when you log on to HRIS.
- Enter HRIS.
- Press Enter.
The HRIS News Screen (HMSG) appears. The most current message displays.
USER123 F48MHMSG HRIS MM/DD/YYYY 01:53:46
ALT CMD: ____ NEWS SCREEN
DATE: 05/05/09
NEWS: WELCOME TO HRIS ONLINE!__________________________________________
_________________________________________________________________
THIS NEWS SCREEN WILL TELL YOU EVERYTHING YOU NEED TO KNOW_______
ABOUT UPCOMING EVENTS IN HRIS AND OTHER STATEWIDE SYSTEMS._______
_________________________________________________________________
SOME EXAMPLES ARE:_______________________________________________
_________________________________________________________________
* DATES WHEN STATEWIDE REPORTS WILL BE AVAILABLE____________
* WHEN SYSTEM ENHANCEMENTS WILL MIGRATE TO PRODUCTION_______
* AND SYSTEM AVAILABILITY!__________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN DELETE END
- To view previous messages, navigate to the
ALT CMDfield and enter HMHM. - Press Enter.
The HRIS News Screens Menu screen appears with a list of up to seven of the most recently posted messages.
USER123 F48CHMHM HRIS MM/DD/YYYY 01:23:30
ALT CMD: ____ NEWS SCREENS MENU
NUMBER: _ (CSO ENTER 'A' TO ADD NEW MESSAGE)
DATE NEWS
-------- -----------------------------------------------------------------
1 06/26/00 CORRECTION:THE SALARY CAP REPORT IS GENERATED ON THE SECOND
2 06/22/00 THE HRIS SECTION IS BEING RELOCATED ON THE 9TH FLOOR OF THE LBJ
3
4
5
6
7
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PVSC MAIN END
- Enter the number of the message you want to review in the
NUMBERfield. Press Enter.The message you selected appears.
USER123 F48MHMSG HRIS MM/DD/YYYY 01:23:30
ALT CMD: ____ NEWS SCREEN
DATE: 06/22/00
NEWS: WELCOME TO THE NEW AND IMPROVED WAY OF REACHING OUR CUSTOMERS.___
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
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PVSC MAIN DELETE END
- Press F2 to return to the list of messages to choose another message to view.
- Press Enter or F3.
The HRIS Main Menu screen appears.
HRIS________________________________________________________________
USER123 F48CMMSS HRIS MM/DD/YYYY 08:14:02
ALT CMD: ____ MAIN MENU
OPTION NAME
------ --------------------------
IS INQUIRY SCREEN MENU
PE CLASSIFIED PERSONNEL MENU
HE HIGHER ED PERSONNEL MENU
PR PAYMENT UPDATE MENU
RT REFERENCE TABLE UPDATE
SM HRIS SYSTEM MAINTENANCE
HM HRIS NEWS SCREENS
ENTER OPTION: IS
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
END
- To access the HRIS Inquiry Screen Menu, tab to the
ENTER OPTIONfield and enter IS. - Press Enter.
The HRIS Inquiry Screen Menu screen appears.
USER123 F48CISIS HRIS 03/05/2009 08:44:50
ALT CMD: ____ INQUIRY SCREEN MENU
MENU : IS OPTION : __
OPTION NAME OPTION NAME
-- ------------------------------- -- ------------------------------
AP ACCEPTED PERSONNEL TRANSACTION DT PAYROLL PENDING DEDUCTION
EE EMPLOYEE ENTITLEMENT DATA ES EMPLOYEE SEARCH SCREEN
ET PAYROLL PENDING ENTITLEMENTS FT FUND TRANSFER TRANSACTIONS
HR POSTED HOURS BY TYPE MO MGMT O/R - AUDIT TRAIL INQUIRY
PD EMPL PAY DEDUCTION HISTORY PE POSTED ENTITLEMENT TRANSACTION
PM PENDING PAYMENT TRANSACTIONS PP POSTED PAYMENT TRANSACTIONS
PT VOUCHER SUMMARY (PAY TRAN CTL) PV POSTED VOUCHER TRANSACTIONS
RP REJECTED PERSONNEL TRANSACTION SC SALARY CAP INQUIRY SCREEN
TH SALARY TRANSACTION/JOB HISTORY TP TOTAL PERSONNEL TRANSACTION
VT PENDING VOUCHER TRANS INQUIRY YB YEAR TO DATE BALANCES
-ENTER- -F1- -F2- -F3- -F4- -F5- -F6- -F7- -F8- -F9- -F10- -F11- -F12-
PVSC MAIN END
Note: If you know the four-character screen ID, you can go directly to the ALT
CMD line, enter the screen ID and go directly to that screen instead of using menu
navigation (bypassing the Submenu).
Inquiry Screens
The inquiry screens are listed from left to right in alphabetical order. Screens include those for personnel inquiry, payroll inquiry and a few for Comptroller staff inquiry only.
Note: The payroll inquiry screens are explained in Chapter 4 of this guide.
Personnel Inquiry Screen: ES
Overview
HRIS inquiry screens enable you to access personnel data online. Inquiry
screens are accessed from the Inquiry Screen Menu or directly from the
ALT CMD field.
There are four types of data fields in HRIS:
- Key Mandatory fields (KM) – You must enter data in the key mandatory fields to access specific records. HRIS cannot recall a transaction without this data. The key mandatory fields, when combined, distinguish one record from all other records.
- Mandatory fields (M) – You must enter data in the mandatory fields for all add/change transactions. If the data is not entered, HRIS will reject the record during processing.
- Available fields (A) – These fields are available for use as needed. Available fields can be used to limit the amount of data that displays on an inquiry screen.
- Protected fields (•) – You cannot enter data in protected fields.
ES – Employee Search Screen
This screen displays personnel information about an employee and the employing agency or agencies.
- Enter ES in the
OPTIONfield of the Inquiry Screen Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter ISES. - Press Enter. The Employee Search screen appears.
USER123 F48CISES HRIS MM/DD/YYYY 02:27:36
ALT CMD: ____ EMPLOYEE SEARCH SCREEN PAGE: 1
LAST FIRST
AGENCY: ___ SSN: _________ NAME: ____________________ NAME: __________
SELECT EXACT: Y
SSN NAME AGY
----------- -------------------------- ---
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PVSC MAIN MENU PGBK PGFW TOP BOT END
9035 PLEASE ENTER SSN OR LAST NAME
- Enter the following key mandatory fields:
AGENCY (
Key Mandatory)
Enter the employee’s agency number if you are authorized to view data at more than one agency. Otherwise, it will default based on your security access.SSN (
Key Mandatory)
Enter the employee’s Social Security number (SSN), if known. The system displays the employee’s name.LAST NAME (
Key Mandatory)
If the employee’s SSN is unknown, enter the employee’s last name. The system displays the employee’s SSN.FIRST NAME (
Key Mandatory)
If the employee’s SSN is unknown, enter the employee’s first name, if known, along with the last name. The system displays the employee’s SSN and name.SELECT EXACT (
Key Mandatory)
Leave the indicator Y in this field if you want an exact search. Enter N if you want a broader search. - Press Enter.
- The following information displays:
SSN (
Display)
Displays the Social Security number of the employee you are searching for.NAME (
Display)
Displays the name of the employee you are searching for.AGY (
Display)
Displays the agency numbers where the employee has been employed, limited to the agencies you have access to view.
Personnel Inquiry Screens: AP, RP, TH, TP
These screens display the personnel transactions at a particular agency that have been accepted or rejected by HRIS during a specified time period. The transactions can be listed for one employee or for an entire agency.
AP – Accepted Personnel Transactions
This screen displays all personnel transactions for a specified employee or agency that were successfully processed by HRIS.
- Enter AP in the
OPTIONfield of the Inquiry Screen Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter ISAP. - Press Enter. The Accepted Personnel Transactions screen appears.
USER123 F48CISAP HRIS MM/DD/YYYY 00:00:00
ALT CMD: ____ ACCEPTED PERSONNEL TRANSACTIONS PAGE: 1
SSN: _________ AGY: ___ JOB: ___ FROM: ________ TO: ________
NAME: REASON CODE: ___
ACT REC RSN PROCESS EFFECTIVE SALARY/ SAL/RATE
AGY SSN JOB CD ID CD DATE DATE HOURLY ADJ
--- --------- --- --- -- --- ---------- ---------- ---------- ----------
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PVSC MAIN MENU PGBK PGFW TOP BOT END
9107 ENTER KEY INFORMATION
- Enter the following key mandatory and available fields:
AGY (
Key Mandatory)
Enter the employee’s agency number if you are authorized to view data at more than one agency. Otherwise, it will default based on your security access.SSN (
Key Mandatory)
Enter the employee’s Social Security number (SSN).JOB (
Available)
Enter the employee’s job/appointment number for specific job information or leave the field blank to display all jobs.FROM (
Available)
Enter the beginning date of the date range to be viewed or leave blank to display all data.TO (
Available)
Enter the ending date of the date range to be viewed or leave blank to display all data.Note: When viewing all data for an agency, a specific time frame must be entered. When viewing specific employee data, entering the time frame is optional.
REASON CODE (
Available)
Enter the reason code for the transaction to be viewed or leave blank to display all data. - Press Enter.
The following information displays:
NAME (
Display)
Displays the employee’s name.AGY (
Display)
Displays the employee’s agency number that you have security access to view.SSN (
Display)
Displays the employee’s Social Security number.JOB (
Display)
Displays the employee’s job/appointment number.ACTN CODE (
Display)
Displays the action code reported for the transaction.REC ID (
Display)
Displays the record ID under which the transaction was submitted.REASON CODE (
Display)
Displays the reason code reported for the transaction.PROCESS DATE (
Display)
Displays the date HRIS processed the transaction.EFFECTIVE DATE (
Display)
Displays the effective date of the transaction.SALARY/HOURLY (
Display)
Displays the salary or hourly rate for classified employees.SAL/RATE ADJ (
Display)
Displays the salary or rate adjustment amount for salary actions.
RP – Rejected Personnel Transactions
This screen displays all personnel transactions for a specific employee or agency that were rejected through batch entry by HRIS. Error message numbers and explanations are displayed beneath each rejected transaction.
- Enter RP in the
OPTIONfield of the Inquiry Screen menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter ISRP. - Press Enter. The Rejected Personnel Transactions screen appears.
USER123 F48CISRP HRIS MM/DD/YYYY 02:47:19
____ REJECTED PERSONNEL TRANSACTIONS PAGE: 1
SSN: _________ TRANSACTION PROCESS DATE: ______
AGENCY: AGENCY NAME:
EMPL NAME:
AGY/RECORD ID REASON PROCESS EFFECTIVE
ERROR MESSAGE SSN CODE DATE DATE
--------------- --------- ------ -------- ---------
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
HELP PVSC MAIN MENU PGBK PGFW TOP BOT END
1300 NO DATA TO DISPLAY
- Enter the following key mandatory and available fields:
SSN (
Available)
Enter the employee’s Social Security number or leave blank and enter the transaction process date.TRANSACTION PROCESS DATE (
Available)
Enter the date the transaction was rejected or leave blank to view all rejected transactions for this Social Security number.AGENCY (
Key Mandatory)
Enter the employee’s agency number.Note: If searching by agency only, you must enter the Transaction Process Date.
- Press Enter.
The following information displays:
AGENCY (
Display)
Displays the agency number.AGENCY NAME (
Display)
Displays the employee’s agency name.EMPL NAME (
Display)
Displays the employee’s name.AGY/RECORD ID (
Display)
Displays the agency number/record ID of the rejected transaction. Unsuccessful online transactions are not accepted into the system and are not recorded or displayed.ERROR MESSAGE (
Display)
Displays the error message number and a brief description of why the transaction rejected.SSN (
Display)
Displays the employee’s Social Security number.REASON CODE (
Display)
Displays the reason code of the rejected transaction.PROCESS DATE (
Display)
Displays the date the transaction was rejected.EFFECTIVE DATE (
Display)
Displays the effective date of the transaction.
TH – Transaction History
This screen displays all reappointments and salary transactions for a specific employee that have been accepted by HRIS.
- Enter TH in the
OPTIONfield of the Inquiry Screen Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter ISTH. - Press Enter. The Salary Transaction/Job History screen appears.
USER123 F48CISTH HRIS MM/DD/YYYY 02:30:50
ALT CMD: ____ SALARY TRANSACTION/JOB HISTORY PAGE: 1
SSN: _________ AGY: ___ JOB: ___ START DATE: ______
NAME:
PROC-DT EFF-DT HOURLY-RATE/
AGY JOB ACT REC-ID REASON USERID CLASS TYP/GRP/STEP BASE-SALARY
--- --- --- ------ ------ ------- -------- ------------ ------------
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PVSC MAIN MENU PGBK PGFW TOP BOT END
9002 PLEASE ENTER SSN
- Enter the following key mandatory and available fields:
SSN (
Key Mandatory)
Enter the employee’s Social Security number.AGY (
Key Mandatory)
Enter the employee’s agency number if you are authorized to view data at more than one agency. Otherwise, the value will default based on your security access.JOB (
Available)
Enter the employee’s job/appointment number for specific transactions or leave blank to display all transactions.START DATE (
Available)
Enter the start date to view data from that date forward or leave blank to view all data. - Press Enter.
The following information displays:
AGY (
Display)
Displays the employee’s agency number.JOB (
Display)
Displays the job number reported on the transaction.ACT (
Display)
This field will be blank.REC-ID (
Display)
Displays the record ID of the transaction.REASON CODE (
Display)
Displays the reason code for the transaction.USERID (
Display)
Displays the user ID of the employee who entered the transaction online. If the transaction was processed through a batch, this field will be blank or have a batch number. This field may contain other values, such as an ACR number, for audit trail purposes.PROC-DT (
Display)
Displays the date HRIS processed the transaction.CLASS (
Display)
Displays the classification code reported on the transaction.EFF-DT (
Display)
Displays the effective date of the transaction.TYP/GRP/STP (
Display)
Displays the employee type, salary group and salary step of the employee.HOURLY-RATE/BASE-SALARY (
Display)
Displays the hourly rate or base salary reported on the transaction.
TP – Total Personnel Transactions
This screen displays all accepted and rejected personnel transactions for an employee or agency.
- Enter TP in the
OPTIONfield of the Inquiry Screen Menu.– or –
From any screen in HRIS, press Home to advance to the top-left corner of the screen at the
ALT CMDfield, then enter ISTP. - Press Enter. The Total Personnel Transactions screen appears.
USER123 HRIS MM/DD/YYYY 02:55:54
____ TOTAL PERSONNEL TRANSACTIONS PAGE: 1
SSN: _________ AGY: JOB: ___ FROM: ______ TO: ______
NAME:
ACT REASON ERROR PROCESS EFFECTIVE
AGY SSN JOB CODE CODE CODE DATE DATE USER ID
--- --------- --- ---- ------ ----- -------- -------- -------
ENTER-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--
HELP PVSC MAIN MENU PGBK PGFW TOP BOT END
1161 MUST ENTER START AND END DATE FOR AGENCY NUMBER
- Enter the following key mandatory and available fields:
SSN (
Key Mandatory)
Enter the employee’s Social Security number.AGY (
Key Mandatory)
Enter the employee’s agency number if you are authorized to view data at more than one agency. Otherwise, it will default based on your security access.JOB (
Available)
Enter the employee’s job/appointment number for specific transactions or leave blank to display all transactions.FROM (
Available)
Enter the start date of the date range to be viewed or leave blank to display all data.TO (
Available)
Enter the end date of the date range to be viewed or leave blank to display all data.Note: When viewing all data for an agency, a specific time frame must be entered. When viewing specific employee data, entering the time frame is optional.
- Press Enter.
The following information displays:
NAME (
Display)
Displays the employee’s name.AGY (
Display)
Displays the employee’s agency number.SSN (
Display)
Displays the employee’s Social Security number.JOB (
Display)
Displays the job number of the transaction.ACT CODE (
Display)
Displays the action code of the transaction, if applicable.REASON CODE (
Display)
Displays the reason code used to add or modify a job.ERROR CODE (
Display)
Displays the four-digit code that identifies the error on rejected transactions.PROCESS DATE (
Display)
Displays the date HRIS processed the transaction.EFFECTIVE DATE (
Display)
Displays the effective date of the transaction.USER ID (
Display)
Displays the user ID of the employee who entered the transaction online. If the transaction was processed through a batch, this field will be blank for accepted transactions. The record ID displays for rejected batch transactions. This field may contain other values, such as an ACR number, for audit trail purposes.