Instructions for Using Manage Hires Page

1. HRS Navigation: Workforce Administration > Personal Information > Manage Hires
2. From the Select Transactions Where  drop down select Source.
3. Select Recruiting Solutions from the Equals drop down list.
4. Click the Refresh button.
5. Click on the applicant's name.
   
   
6. Verify or select Type of Hire.
   NOTE: The type of hire and available options in the drop down will depend upon the Applicant Type in TAM. If the appropriate Type of Hire is not shown, the applicant must be updated in TAM, See KB Modifying an Applicant's Information in TAM Updating an Applicant's Type.
   • External - New = Hire will be the only available Type of Hire
   • External - Previous Employee = Rehire will be the only available Type of Hire
   • Internal - Employee = Hire should be used if they are staying in their current active job and adding a new employment instance (Concurrent)
     Internal - Employee = Transfer should be used if they are moving from one position to another with the same active Empl Record number
7. Verify or update Desired Start Date - this is the date used for the effective date in Job Data.
8. Verify that the Empl ID is correct. A message will appear below the Empl ID if the number was verified during the recruitment process.
   • If no Empl ID appears for an applicant type of "External - Previous Employee", search for the Empl ID and enter the number in the Empl ID field.

  Important!

1. In the Org Instance area
   • Org Instance stand for Organizational Instance (OI); an OI is assigned to every Empl Rcd
   • When performing a Hire (or Transfer), the OI automatically defaults to "0", even if the Empl Rcd is not "0"
   • The OI number must match the Empl Rcd number created in step 10; manually change to OI number to match the Empl Rcd, if needed
     • In general, Internal candidates are those that would potentially need updating
2. In the Employment Record area
   • Create New Assignment radio button will be selected if the Type of Hire is Hire; this creates a new employment instance for this applicant.
      NOTE:  the system will default in the next available Empl Record Number.
   • Use Existing Assignment radio button will be selected if the Type of Hire is Rehire or Transfer.
     • Select the employment record from the drop down that the Rehire or Transfer should occur.

External - New Hire - Add the Person

1. Click the Add Person button to begin the Add a Person process. See Adding a Person in HRS  and Hiring Employees Using a Position in HRS.
   NOTE: Some person and job data will auto populate based upon information in the recruitment process.
   Information must be verified for accuracy. Also the applicant's name may need to be edited to appear in all CAPS.

External - Previous Employee - Complete the Rehire

1. Click the Add Person button to verify and update the Person data. See KB Adding a Person in HRS  NOTE: TAM data will NOT overwrite existing HR Military Status or disability data. If no HR data exists for the employee, TAM will populate them.
   
   
   
   
2. Once you have made the updates, click the OK button to return to the Manage Hires Detail page to continue process.
3. Click the Add Job button, and you will be taken to Job Data with a Rehire action. See Rehiring an Employee in HRS. 
   NOTE: Some job data will auto populate based upon information in the recruitment process.
   

Internal - Employee - Complete the Transfer / Concurrent Hire

1. Click the View/Edit Person hyperlink to review and update Person data as necessary.
   NOTE: TAM data will NOT overwrite existing HR Military Status or disability data. If no HR data exists for the employee, TAM will populate them.
   NOTE: Once you have made the updates, click the OK button to return to the Manage Hires Detail page to continue process.
2. Click the Add Job button to create a new employment instance (Adding an Employment Instance (Non-Madison) in HRS) or Transfer (Maintaining Workforce - Transfers in HRS) for this applicant, and you will be taken to Job Data.
   NOTE: Some job data will auto populate based upon information in the recruitment process.