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This is the first screen you access to log into the FAHRIS applications. FAHRIS will interface the University's integrated Human Resources, Benefits and Payroll system, provided by PeopleSoft. This Health Sciences front-end was built to provide easy, seamless processing of Personnel and Payroll.

Currently, the only requirement on your PC to access FAHRIS is to have Internet Explorer v. 5.5 and up and access from your computer to the Internet. Netscape is not recommended for use with HRIS.

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Your login id & password for FAHRIS are the same as what you use for your access to e-mail, i.e. your university "uni". In nearly all cases, the "uni" matches the name of your email account. Email ids and "uni's" are listed under your name in the online University directory on the Columbia University website: http://www.columbia.edu/cu/dir/.

Logins are made through an authentication server, which provides tight security and means that you no longer will have to remember separate ids for various applications.

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Those of you who are already using FAHRIS to requisition personnel will be familiar with this screen. The tab you click to process appointments is "HRIS."

The first phase of this project is for "new hire" only (OOIs, OORs, Fellows, Residents and Student Officers, and in the near future for OOAs, support staff and casuals. In the months to come, you will use this tab not only to process newly hired staff, but to update records as well (salary increases, terminations, LOAs, etc).

The URL for this screen is: http://hshris.cpmc.columbia.edu/, the same as you use to access the PRQ system. Add it to your list of favorites in Internet Explorer.

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The top of the screen displays a line which shows you where you are in your session (breadcrumbs). You can navigate by clicking on the breadcrumbs. Also note that the name and SSN are also at the top of each screen.

Note: Throughout FAHRIS - indicates a drop down menu.

The FAHRIS title group matches those in the Personnel Information System (PIS). In Phase I of the HRIS implementation, only the first five title groups will be available for your use.

A red asterisk tells you that the field is required for completion of this screen.

Affiliated Institution selections match those in FAD, the prior Faculty Appointments Database. Entering the first letter of the affiliation helps speed your search of the appropriate institution. If you enter 'NO' to the question 'Do they have a NYPH or HHC appointment?' you will have the option of selecting any other CU affiliated hospital (e.g. Valley Hospital).

The Administrative Subdivision field is not in use presently.

The buttons at the bottom of the screen help you navigate through the record.

You MUST enter all of this data correctly to start the new hire process. You cannot change any of these fields later since the answers determine the algorithm the program will follow, thereby prompting you with the correct screen and data elements.

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You will notice in the left frame that the screens are listed in order for you to process. In the center frame, these are also listed.

Notice the question mark to the left of "Employee Basic Info" -- this lets you know that data has been entered in that screen, but that the data entry isn't yet approved.

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This screen allows you to view what you entered on the initial screen. If you realize you made a mistake in any of the fields except 'Department' or 'Division' you MUST start the data entry for the new hire from the beginning.

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After initial entry of this basic information, you may change any of the above fields you may have entered in error (first, middle or last name or social security number).

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Use this screen to enter information concerning marriage status, ethnicity, etc.

The "Comments" panel in this screen and others allow you to enter notes to yourself, to supervising approvers within your department, the Office of Faculty Affairs, or the Business Office about the information in the panel being processed.

"Mailing Name" enables you to enter the faculty member' s name as you would like it to appear on correspondence. Enter only if different from the name originally entered (e.g. John Peter Smith's mailing name is Peter Smith).

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This screen will only appear if you indicated that the person was NOT a US citizen on the 'Basic Info' screen. Use this screen to enter Country of Citizenship and VISA information for non-US citizens.

If Non-US Citizenship Status is indicated to be Permanent Resident, the Alien Registration Number is required. For Visa holders, the Authorization Expiration date must be entered. Fields not applicable will be grayed out.

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Use this screen for entering e-mail, home and office phone and fax information.

For new hires, the uni and e-mail addresses will be unknown, unless the e-mail authorization forms for pre-hires have already been processed.

The Pager/Beeper field allows entry of twenty-five characters -- so you can enter area code, number and beeper extension numbers.

Your cursor will automatically move to the next box after entering the correct number of digits, there is no need for you to tab.

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There are seven different types of addresses in FAHRIS -- to track home and business mailings:

• Home Permanent - required
• Mailing Current - use only if different from home address
• Office 1, and 2 - use for addresses requiring the United States Postal Service
• Campus 1, 2 and 3 - use for inter-office mail only

Blue dots in FAHRIS are launching points for further data entry (see next page).

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Screens for addresses have features that save you time, these are the "blue dots". If you type in zip code and click on the blue dot the city and state will automatically be filled in and vice versa.

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"Mail Codes" currently uses free form text and data entry is optional. The mail code indicates an inter-office address that mail is sent to. In a subsequent Phase this will be replaced by a drop down menu specific to the work location selected (if appropriate).

Campus 1,2 and 3 indicate where the person is physically located. Most people will have only one Campus address, some will have multiple (i.e.on campus office and lab).

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After saving one address, you will see that it is saved at the top of the address screen for you to add more address types. DO NOT click on "Next" until you've finished entering all the relevant address types. Users are able to "edit" or "delete addresses by simply clicking on the corresponding blue dot.

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The Education screen enables multiple entries of information. "Yes" for the highest degree may only be selected once.

This screen allows you to select degrees, degree fields and the names of institutions where degrees were earned. Entering the first letter of the value in a drop down menu helps locate the values that begin with that letter, i.e. 'c' brings you to all institutions that begin with the letter 'c'.

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This screen is required for all OOIs (if MD or PhD or equivalent), OORs (except Senior/Staff Associates), Postdoctoral Fellows and Residents (>PGY1).

Drop down tables facilitate and standardize data entry. Note: 'Postdoctoral Training University' and 'Postdoctoral training Hospital' are mutually exclusive. Once you have entered data in one of these fields the other is automatically grayed out.

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The four options for Licenses and Certificates are:

• License/Permit/DEA
• Certificate
• Board Certificate
• Malpractice

Select license or certificate type from drop down menu and click the blue dot.

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Example of a data entry screen for a professional license. This is a multiple entry screen. You may enter licenses for multiple state and multiple professions (i.e. a DMD, MD would have both a medical and a dental license).

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You may track various types of certificates using this screen (e.g. Infection Control, Child Abuse). The selections will be expanded when a need is identified.

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Example of Medical, Dental and Nursing Board Specialty Certification screen. This is also a multiple entry screen and you may enter as many board certifications as necessary.

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Enter malpractice information on this screen. It too allows for multiple entries. The majority of carriers are listed and you only have to select the correct one. If the one you wish to enter is not listed you may simply type it in.

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The Positional Information entered depends on the person's positional title group. Hence, title group is entered first to determine subsequent data entry. The above is a sample data entry screen of an Officer of Research. Grayed-out fields indicate either system derived data or data that will be entered in FAHRIS through a PeopleSoft interface (e.g. "Benefits Class Code"). If a person has 2 or more positions (number of positions is unlimited in HRIS) you will enter data for the other position by clicking on the 'NEXT' button. Only select the 'SAVE' button when you have completed entering all positional information.

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If "yes" was answered to "Hospital Position" and "Affiliation" is NYPH or HHC, this screen will be required (see page 7). Areas will be grayed out depending on your answers to questions ('No' to admitting privileges will gray out the next several fields).

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Fields on this screen will appear only as necessary (i.e. "Tenure Status" will only appear for OOIs, "Affirmative Action" only for FT staff).

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Use for salaried positions only. Postdoctoral Clinical and Research Fellows receiving a stipend are entered on another screen titled 'Stipend" which is only available when the Fellow position is selected.

You may enter the 'Total Guaranteed Salary' if different from the 'Base Salary' on this screen. This field has been provided to assist departments in tracking salaries.

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Salary and Stipend screens are mutually exclusive. Only Postdoctoral Clinical and Research Fellows may receive a stipend. This screen will only be accessible when the 'Fellow' title group is selected, and 'Stipend' is entered on the 'Basic Info' screen.

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Health Insurance Eligibility information is required for all Postdoctoral Clinical and Research Fellows.

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This is new information and should be completed for all new hires. It will assist your department and the University in contacting the appropriate person in case of an emergency.

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Clicking the red 'Verify' item in the left frame of one of the previous screen will bring you to this screen and provides you with a list of the required fields for which values are empty, inconsistent, or in error. To correct, click on 'Return to Transaction Status Screen' and select appropriate screen to revise. (In the near future you will be able to simply click on the green screen name and be automatically brought back to the screen in need of revision). Continue to click "Verify" until all data is accepted. At this point the screen will be headed: 'Successful' and a list of required documents will appear.

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This shows you a new hire record that has been successfully entered and verified. Click on the 'Release for Approval' statement at the bottom of the screen to send it to the next step in electronic approval process.

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The "Process" Tab at the top of the FAHRIS allows you to view open, pending and completed records:

• Pending - Records that have not yet been released to you
  Future Work - you may edit, verify or delete these records
• Open - Records you are currently working on
  Active Work - you may edit, approve or reject these records
• Completed - Records that are completed and awaiting your approval
  Current Work

The Blue Button allows you to view a selected record and if completed it will allow you to approve it. Appointments approved by the department will be electronically forwarded to either Faculty Affairs or Human Resources, as appropriate, for their review and approval. Once approved, again if appropriate, the record will be forwarded to the Business Office for review, approval and final processing.

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This allows you to view a record which you are currently entering. It contains all of the data elements you have entered. Use this screen to determine how far in the data entry process you are, OR for the individual responsible for approving the entry it allows them to ensure that all information they are approving has been entered correctly without reviewing each individual screen.

Note: the menu on the left allows you to 'Edit', 'Approve' or 'Reject' the record.

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If 'Edit' was chosen, this screen will appear. Click on which screen you wish to edit data and revise accordingly. Clicking the 'Cancel' button on the bottom of the screen brings you back to the previous screen.

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Rejecting the record will send it back to the data entry individual. You should write a comment in the 'Comments' box to explain why the record has been rejected. This comment will now appear at the top of the 'In Process Record' for easy viewing.

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If 'Approve' was clicked a CU nomination will be created for review. At this point the record is ready for final approval.

You MUST click 'CONTINUE' on the bottom of this screen for the record to be officially approved.

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Once approved you have the option of printing the CU nomination or waiting for a later date.

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Select the 'Reports' tab to bring you to the section that contains canned reports. These are ones that you can easily run to provide your department with data and lists of faculty. You will only have access to the data you have authority to view. Lists provided may also be cut and pasted into Excel files to allow you to manipulate the data further or create your department's own data base.

Additional reports will be added to this tab in the future.

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If you did not print the CU nomination at the time of approval you may do so by selecting this report type and entering either the complete social security number or any portion of the first or last names.

You may also select and print an NYPH nomination at this time, if appropriate.

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Once you have entered your selection criteria a list with one or more names will be created to aide you in your final selection. If multiple people fit the criteria, the list will be similar to the one above. Use the selection column at the right to 'Select All, 'Deselect All' or chose a specific nomination.

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You will be able to view the nomination prior to it printing. To print, click on the little printer symbol at the top right of the screen.

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You select the person whose 'FAHRIS Inquiry Record' you wish to print in a similar fashion to selection for their nominations. This record looks like an 'In Process Record', with all fields complete. It contains all of the data elements you have entered and is typically two pages in length.

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This is an example of an FAHRIS Inquiry Record. Simply scroll down to view the entire record. Remember the printer symbol at the top right to print.

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When you select 'Expiring End Dates' from the menu at the left this screen will appear. This allows you to see which individual in your department have licenses, certificates, visas, affirmative action, malpractice, etc. that will expire during a specified period of time (i.e. January 1, 2003 through March 31, 2003). The end date will automatically be populated with today's date. You will probably want to change this to a date 2-3 months in the future so you can be proactive in securing documentation to confirm renewal. If you do no choose a start date it will look at all current dates to see if they have expired.

You have several options for viewing this report. You may view it by type of expiration (i.e. all expired(ing) licenses will be listed together), by single individual (does John Doe have anything that will be expiring), or by all individuals in your department that have something that is expiring (John Doe has an expired License, DEA and Malpractice Insurance).

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This is an example by type of expiration. Those dates listed in red indicate that the item has already expired. Black indicates that it will expire in the future before the end date you specified.

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You will be able to create lists of staff in your department during a specified period of time based on title group (OOI, OOR, Fellow, Resident, Student Officer or All), their overall status (FT, PT 0$, PT $ or Fellow) and whether they have a hospital affiliation and with which institution. The list will contain key data elements (name, SSN, rank, CU title, NYPH title, etc.).

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