HRMS Forms & Manuals

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HRMS Access

  • Complete an HRMS Access Request Form. The form is a Word document. For legibility reasons, we recommend the form be completed in Word, then printed and signed.
  • Send the completed form to Human Resources or email to HRMS.Security@ubc.ca.
  • Once your application is processed, you will need to configure the portal to make the HRMS application available. Please refer to Chapter 1 in the Introduction to HRMS Training Manual for instructions on how to do this. The guide is in pdf format and requires Adobe Reader version 6 or higher to view.

eRecruit Access

Workflow Rules Changes

  • Complete the Workflow Change Request Form. The form is a Word document. For legibility reasons, we recommend the form be completed in Word, then printed and signed.
  • This form must be authorized by the person who is responsible for the workflow approval processes in your department.
  • Further information/instruction is available here
  • Send the completed form and Workflow Rules Spreadsheet to HRMS.Workflow@ubc.ca.

HRMS Manuals

Introduction to HRMS Training Manual

The Introduction to HRMS Training Manual provides instruction on how to use your HRMS inquiry and reporting access.

Including how to:

  • Set up your access via CWL
  • Sign on
  • Navigate through the system
  • Set preferences
  • Set favourites
  • Learn about HR set-up tables
  • Run reports (queries) and extract data

There is also an Introduction to HRMS training course available. To review the course description and/or to register for an upcoming session, please click here.

Employee Data Navigation Training Manual

The Employee Data Navigation Training Manual provides instruction on how to locate and review employee specific records and update employee data, including:

  • Information on your employees
  • Information on jobs/appointments either by individual event or in summary
  • The Early ID assignment page
  • Payroll pages

There is also an HRMS Employee Data Navigation training course available. To review the course description and/or to register for an upcoming session, please click here.

Faculty eRecruit Training Manual

The Faculty eRecruit Training Manual (12 MB) provides instruction on how to use the HRMS recruitment module, eRecruit when hiring for a Faculty position.

Staff eRecruit Training Manual

The Staff eRecruit Training Manual (17 MB) provides instruction on how to use the HRMS recruitment module, eRecruit when hiring for a Staff position.

There is also an HRMS eRecruit training course available. To review the course description and/or to register for an upcoming session, please click here.

Faculty Position Management User Guide

The Faculty Position Management User Guide (4 MB) provides instruction on how to use UBC’s Position Management module for Faculty positions.

Staff Position Management User Guide

The Staff Position Management User Guide (5 MB) provides instruction on how to use UBC’s Position Management module for Staff positions.

There is also an HRMS Position Management training course available. To review the course description and/or to register for an upcoming session, please click here.

HRMS Workflow User Guide

The HRMS Workflow Training Manual provides instruction on how electronic approvals are accomplished in the following HRMS modules: Position Management, eRecruit and ePAF.

There is also an HRMS Workflow training course available. To review the course description and/or to register for an upcoming session, please click here.

HRMS/Hyperion User Guide

The HRMS/Hyperion Training Manual provides instruction on how the Position Management and Hyperion modules interact.

There is also an HRMS/Hyperion training course available. To review the course description and/or to register for an upcoming session, please click here.

Position Management: Update “Reports To” Field or Inactivate Position Quick Reference Guide

The Update “Reports To” Field or Inactivate Position Quick Reference Guide (PDF) provides specific instructions on how to update a blank or incorrect “Reports To” field. It also gives instructions on how to make a vacant position inactive.

  • The “Reports To” field in Position Management is used to identify the position number of an employee’s manager or supervisor. It is best practice to keep it up to date, as it is used by several vital systems on Campus.
  • Inactivating a position will stop Hyperion from needlessly reserving budget.

To verify the “Reports To” information for your department, you can use the following HRMS queries (for instructions on how to run queries, see chapter 4 of the Into to HRMS Training Manual):

  1. HRMS query 317_INVALID_REPORTS_TO (This is the BEST one to run.) This report will give you a list of the following potential “Reports To” problems:
    • “Reports to” not provided.
    • “Reports to” position is vacant.
    • “Reports to” has multiple incumbents (approvers should not be in Pooled positions).
    • “Reports to” position is in a different unit (this may not be an error and may not need to be corrected).
    • Position “Reports to” itself (no position should report to itself).
  2. HRMS query “301_ALL_ACTIVE_POSITIONS” (optional) lists position details, including “Reports To” information. As the title implies, this query includes all active positions in your department, not just the ones with potential problems.
  3. HRMS query “310_POSITN_MISSING_REPORTS_TO” (optional) lists all positions with no “Reports To”.

To determine if a position needs to be made inactive, the following HRMS queries would be helpful:

  1. HRMS query “318_POSITIONS_NOT_USED” lists all positions not used in ‘x’ number of months (you’ll need to decide the specific number of months).
  2. HRMS query “304_HISTORICL_EE_LIST_BY_POS” gives you a list of employees who had/have/will have the position# you have specified. This report includes terminated employees.

To get a current view of your departmental hierarchy before and/or after you have processed your corrections, run:

  1. HRMS query “300_POSITION_ORG_CHART”. In order to run this report, you will need the position number of a supervisor, manager, or director in your organizational structure. When prompted, enter the position number. A simple org chart will be generated showing the structure at, and below the level of the position you entered, including the position number of the person to whom that employee reports.

HRMS: Updating Your Employees’ Addresses, Phones and Emails

The HRMS: Updating Your Employees’ Addresses, Phones and Emails document provides instruction on how to use your HRMS “update” access, and shows you how to update your employees’ contact information.

  • Update home addresses for employees
  • Update phone numbers for employees
  • Update email addresses for employees

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