HCM: Making Use of Existing Employee Records in Concurrent Jobs

Making Use of Existing Employee Records

Because all records remain in HCM, even when terminated, it's important to use the fewest records possible to record an employee's job history. Many UC Berkeley employees already have multiple records in HCM, especially students and academics, who often have concurrent appointments. However, some of these multiple records have been added unnecessarily.

Before adding a concurrent job to any employee, go to Workforce Administration > Personal Information > Organizational Relationships > Person Organizational Summary. This inquiry enables you to see all employees in HCM, even ones that are not in your department. Examine the records for this employee and determine whether or not the dates of the appointment you are about to enter overlap the dates of another active appointment for this employee.

If there is not overlap between dates of appointments:

Do not add another concurrent job. Instead, create the appointment by inserting a row on an existing record, and choose Transfer, Promotion, Data Change/Reappointment (if the person has an active job record that can be used without any breaks); Rehire (if there has been a break in service and the person is entirely terminated) or Rehire-Additional Job (if at least one job is active and you want to reactivate and reuse one of the other terminated records).

If the record you are trying to use has been terminated, you can go to Workforce Administration > Job Information > Set Alternate Dept Id. If the record is currently in use by another department but a transfer is occuring, request that department add an Internal Transfer row releasing the record to your department so that you can access the record and add a Transfer/Promotion/Demotion row.

If dates of appointment overlap another active appointment:

Using the information on Workforce Administration > Personal Information > Organizational Relationships > Person Organizational Summary, see if there are any available records in Terminated status, or any "active" jobs where the End Dates have passed.

If another department last used the record, you will need to go to Workforce Administration > Job Information > Set Alternate Dept Id so that you can access the record. If the record is active with an End Date that has passed, have the department insert a Termination prior to setting the alternate department ID.

To reactivate a terminated record (as long as one other record is currently active), add a row and choose Rehire/Rehire-Additional Job. Remember that it doesn't matter if your appointment is not related to the previous appointment by department, job code, or any other way.

If there are records labelled "active" but with an End Date that has passed, you will need to ask that department to terminate the job record. Then you can set the Alternate DeptID to yourself and enter the Rehire/Rehire-Additional Job row.

If there are no available records in Terminated status, or active with End Dates that have passed, it is appropriate to add a new concurrent job record. Click the Add Employment Instance link to add the new job record.