CONTENTS
SECTION 11 ................................................................................................................... 1
Utilities & Troubleshooting ...................................................................................... 1
Objectives ................................................................................................................. 1
Hours/Days Calculator for non-teaching staff ............................................................. 2
Screen Dump a HRMIS pages ................................................................................... 3
How to take a copy of a screen .............................................................................. 3
Troubleshooting .......................................................................................................... 4
Security .................................................................................................................. 4
Work Schedules..................................................................................................... 5
Information Requests ............................................................................................. 5
Reports .................................................................................................................. 5
Common Messages ............................................................................................... 6
HRMIS TRAINING MANUAL - WORKSITE ADMINISTRATOR
APRIL 2015
UTILITIES & TROUBLESHOOTING
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S E C T I O N
1 1
UTILITIES & TROUBLESHOOTING
OBJECTIVES
By the end of this section the Worksite Administrator will be able to:

Understand the use of the hours/days calculator

The ability to take a screen dump of HRMIS via Word

Be able to find solutions to the most common HRMIS issues
HRMIS TRAINING MANUAL - WORKSITE ADMINISTRATOR
APRIL 2015
UTILITIES & TROUBLESHOOTING
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Hours/Days Calculator for non-teaching staff
A calculator that converts hours to fractions of a day for the award entered. This is
only available for non-teaching staff.
The calculator is available on the navigational header of each page.
Clicking on the Calculator link will display the Non-Teaching Hours/Days/FTE
calculator.
Clicking on the Labor Agreement
HRMIS TRAINING MANUAL - WORKSITE ADMINISTRATOR
APRIL 2015
lookup will provide a list of Labour Agreements.
UTILITIES & TROUBLESHOOTING
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The following table indicates which agreement should be used for the category of
employee and their weekly hours.
For example if you require the FTE for a 32.50hr Registrar for 2 ¾ hrs use the MIN
Labour Agreement with 2.75 in the standard hours (2 ¾ hrs in decimal format). If
you require the FTE for a 37.50 hr Registrar for 2 ¾ hrs use the PBS Labour
Agreement with 2.75 in the standard hours as this award calculates 37.5 hours.
When the Labour Agreement field and one other field are completed (then tabbed
out of) the Calculator will display the Standard Hours, the equivalent in days and
the FTE (full time equivalent).
Employee Category
Canteen Staff (award free)
Casuals
Catering & Tea Attendant
Catering & Team Attendant
Part time
Children Services Award –
Col B
Cleaners and Caretakers
Award
Children Services Award –
Col A
Cleaner 38 hrs
Code
CAN
CAS
CAT
CATPT
Daily Rate Employee
Gardeners(Govt) Award
Government Officers Award
Hospital Workers (Govt)
Award
Ministerial 32.50 hrs
Ministerial 37.50 hrs
Public Servants Award
Resd Supervisor Staff
Agree95
State Resch Station & Ag
Teacher Aide 32.5 hrs
Teachers
DLY
GAR
GOA
HOS
Comment
CBB
CLN
CSA
SRS
MIN
MIN
PBS
RSS
SRS
TAI
TCH
Use State Resch Station Award for
38 hrs
The MIN award has a sub category
for 32.5 and 37.5 hrs
No details available
Screen Dump a HRMIS pages
How to take a copy of a screen
If you would like to take a screen dump or take a copy of a screen, open the
selected page, press ALT + Print Screen (keys on the keyboard), open a blank
word document and paste the screen/s into the word document (use
icon or
CLT+V). Print the page.
The Word document can be opened on top of the HRMIS page. HRMIS does not
have to be shut down before opening a Word document.
Alternatively, the software called Hard Copy Pro can be used. Each site is licensed
for only two copies of this program.
HRMIS TRAINING MANUAL - WORKSITE ADMINISTRATOR
APRIL 2015
UTILITIES & TROUBLESHOOTING
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Troubleshooting
Security
Issue
Possible causes
I
have
forgotten
my
password, how do I reset it.
All users must set up the Forgot My Password? Link,
refer Chapter 1. Users are able to enter a new
password by using the Forgot My Password function.
Site Managers are also able to reset passwords.
I know my password is
correct why am I unable to
sign in
Passwords are case sensitive, ensure you are typing
it in the correct case
Check the message on the sign-in page. HRMIS may
be temporarily unavailable
I am a manager at my site,
why can’t I enter leave for
ALL staff at the site?
Managers are only able to enter leave for staff who
report to them unless they have been given Alternate
User Access by the employee’s line manager
How do you get Alternate
User ID access
This must be assigned at site by the manager who is
delegating the Alternate User access. Refer Chapter
1.
I want to assign Alternate
User ID access to two
people
Managers can only assign Alternate User ID access
to one person at a time on the HRMIS
Who gets Manager level
access
Standard manager access is automatically assigned
to people who have staff reporting to them based on
their Job Data. If this is an acting position then the
standard manager access will be automatically given
for the acting period.
Delegate manager access is assigned at site by a
standard manager to an employee who does not
have staff reporting to them based on their Job Data
but are required to transaction manager type
functions for that site
Ad-hoc manager access is assigned to an employee
outside of the normal parameters by HR Systems
upon completion of a Security Access Form. An
example would be a manager at multiple sites.
HRMIS TRAINING MANUAL - WORKSITE ADMINISTRATOR
APRIL 2015
UTILITIES & TROUBLESHOOTING
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Work Schedules
Issue
The work schedule I need
does not exist on the
system
Possible causes
A Work Schedule Creation request form is available
by accessing the Forms link on the Web page
http://www.det.wa.edu.au/hrmis/detcms/navigation/for
ms/
The User would complete the form and send to
Payroll to have the Schedule created.
Information Requests
Issue
Possible causes
I can’t find the HR type
forms
HR forms relating to the HRMIS are located on the
CBC Home page.
http://intranet.det.wa.edu.au/intranet/etssc/detcms/navi
gation/doe-staff/
http://www.det.wa.edu.au/education/hrmis/forms.html
I need to download an up to The most recent copies of the HRMIS Worksite
date copy of the HRMIS Administrator and Self Service Employee manuals are
available on the HRMIS HOME web page.
manual
Access the link on the HRMIS sign on page (HRMIS
Home)
or
http://www.det.wa.edu.au/hrmis/detcms/portal/
Where do I find up to date Our Policies on the Departments webpage
information on awards and
http://www.det.wa.edu.au/policies/detcms/portal/
conditions
Reports
Issue
Possible causes
My report won’t move from
the status of Queued
Reports are recommended to be run with the server
field blank. This will ensure the HRMIS allocates the
fastest server available at the time.
My report is taking a long During times of peak usage, reports will run slower. It
time to run
is recommended that users set up their reports to run
to e-mail upon completion. Refer chapter 7.
HRMIS TRAINING MANUAL - WORKSITE ADMINISTRATOR
APRIL 2015
UTILITIES & TROUBLESHOOTING
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Why is the manager of the The Manager of a site appears on the Certification
site not appearing on the Report of their manager, not at the site they manage.
Certification Report
My payslips have
printed correctly
not Ensure that payslips are not printed prior to the
Tuesday of pay week after the pay has closed.
The data in my parameters Create a new run control (different from the original)
is incorrect and I can’t and retry.
change it
Common Messages
Issue
Possible causes
Your
User
ID
and/or
Password are invalid or your
user account has been
locked. Please contact your
Manager or the helpdesk on
9264 5555.
Account has been locked when an incorrect password
has been entered more than 3 times
Cannot change current or
history records unless in
Correction mode.
If entering new data, the user has forgotten to enter a
new row by clicking on the plus button
Incorrect password
Password in wrong case
If correcting historical data, the user has gone into
Update mode rather than Correction mode.
Work Schedule 1W1.00 (or
relevant schedule) having
Average Weekly Standard
Days of 5 (or relevant value)
does
not
match
Job
Standard days of 4 (or
relevant value)
In Job Data the days entered in the Job Information
tab does not match the work schedule ID the user has
chosen in Job Information tab.
Sum of the distribution
Percentages does not equal
100.
Adjust number so
Percentages equal 100.
The GL line percentage total does not match 100%
Duplicate
allowed
not
Information using this same effective date is already
entered on the HRMIS. A sequence number must be
specified if the same date is to be used.
You are not allowed to
update your own data. You
attempted to save a record
containing an Empl ID
whose value matched the
value defined in your profile.
Users are not permitted to make any changes to their
own data at Manager Level. Any changes to a user’s
own data must be made at Self Service Employee
level.
key
value
HRMIS TRAINING MANUAL - WORKSITE ADMINISTRATOR
APRIL 2015
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11 - 6
Payee is not eligible for
(relevant attendance type)
as of (relevant date).
Wrong Element Name chosen (Element Name is the
type of additional earnings worked) for the Labour
Agreement under which the employee works. An
example would be that ADY is an additional day for a
teacher and if attached to a non-teaching person the
message will display.
If an employee has more than one job and the wrong
employee record number is chosen when adding a
new value, the Labour Agreement under which the
employee works may not match the Element type
chosen. An example would be that ADD is used as
an Additional Day Discretionary for a Ministerial
position and if attached to the employee record for an
Education Assistant position the message will display.
2015-04-23REG (or relevant
pay period) does not fall
within Pay Calendar
HRMIS TRAINING MANUAL - WORKSITE ADMINISTRATOR
APRIL 2015
Additional earnings must be entered in the pay period
in which the work was performed.
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