Provisioning a New Hire

New Hire positions are provisioned by ITS' HR Specialist

• ITS HR Specialist is currently Dana Hane

Process for a New Hire (w/ a record in HR Datamart):

1. Login to ITS Admin (https://www.hawaii.edu/itsadmin)

2. Switch to the Administrative Tab (Yellow Side)

3. Click the “Add New Staff (HRDW)” link

4. Enter the New Hire’s UH username OR UH Number

5. Click the “Add Staff” button

Note: If the New Hire is not in PeopleSoft, then use the “Add New Staff (New)” link instead and the process is very similar.

Pulling Records from the HR Datamart (PeopleSoft):

• The ITS Admin Application has a database link to pull data from the HR Datamart.

• There is a nightly sync that copies the data from a PeopleSoft backup to the HR Datamart.

  • [From PeopleSoft Team] The process runs nightly, 7 days a week:

    • From 6pm to midnight:

      • Batch programs take extracts from PeopleSoft in the evening between 6pm to midnight.  

    • @ 1:45AM

      • A loader program runs on HR Datamart to import the extract files into the datamart tables

• If the nightly sync fails, this could affect attempts to use the “Add New Staff (HRDW)” link

  • if the New Hire’s record is NOT found in the HR Datamart, the process will throw an error message: “Search Found No Records Matching Your Query.  Please Check Your Search Criteria and Try Again.”