HRMS Data Definitions Resources
State Human Resources facilitates the data stewardship of the central Human Resource Management System (HRMS) to monitor and enhance workforce data integrity. The goal is to ensure HRMS data is complete, accurate, and consistent for reporting and analysis purposes.
HRMS Coding Guides and Resources
Affirmative Action and Demographic Data Guide
Guide to coding fields on the Personal Data (0002) and Additional Personal Data (0077) infortypes in HRMS, including the Gender, Ethnic Origin, Ethnicity, Race, Military Status, Veteran Status, Disability, LGBTQ+, and Military Spouse fields. (4/14/25)
Date Adjustments Guide
Guide to calculating date adjustments due to part-time employment, prior state service, or military service. (2/24/23)
HRMS Data Validation Guide
Guidance and best practices on validating HRMS data to ensure complete, accurate, and consistent workforce data. (5/7/25)
Home and Alternative Assignment Reporting Procedure
Procedure for entering and reporting home and alternative assignments in HRMS. (2/1/20)
Incentives and Awards Coding Guide
Guide to code and report incentives, awards, and other lump sum payments in HRMS. (4/14/25)
In-Training Appointments Coding Guide
Guide to code in-training appointments in HRMS. (5/7/25)
Layoff Activity Coding Resources
Coding tools and resources available to assist agencies processing layoff-related activities in HRMS. (4/2/25)
Non-Employee Coding Guide
Guide to code non-employee groups such as work study students, pages, stipend board/commission members, and more. (5/3/13)
Non-Represented Management Coding Guide
Guide to code management positions and employees such as WMS, EMS, Elected Officials, SOSA, and other civil service exempts in HRMS. (5/7/25)
Organizational Management Relationships Coding Guide
Guide to code relationships on organizational objects in HRMS. (4/14/25)
Out-of-State Employee Coding Guide
Guide to code out-of-state employee payroll taxes in HRMS. (4/14/25)
Part-Time Employees Coding Guide
Guide to code part-time employees in HRMS. (5/7/25)
Vacancy Indicator Coding Guide
Guide to help select the appropriate responses to the "Delimit Vacancy?" and "Create Vacancy?" questions during certain personnel actions in HRMS. (4/14/25)
Data Definitions Process
State HR subject matter experts work together with agency designated HRMS Data Stewards to:
- Maintain the HRMS Data Definitions and coding guides, documenting enterprise workforce data standards.
- Identify HRMS data inconsistencies and propose solutions for data cleanup. These solutions may result in defining field options or documenting/refining processes. In most cases, agency data cleanup activities are required.
- Refine existing or develop new reports to meet business needs for actionable data.
- Provide recommendations for, and test, new HRMS coding and functionality.
Data definitions, process updates, and data cleanup efforts are communicated to HR Managers, the Personnel/Payroll Association (PPA), and are relayed through OFM IT Services’ HRMS Communication process.