Transitioning CIRES Employees to Gov Reps

Update HCM

• If the employee is not already terminated in the CU system, update HCM. The CU appointment should have an end date and the employee should have a termination date. Note: if the CU termination date has already passed and was more than a month ago, you will need to contact CIRES IT. Ask them to manually assign the employee the CIRES→Gov Rep role. 

Navigate to the Employee's PMT Record

• Log on to InsideCIRES. On the home page, click on the green Open PMT button.
• Click on the Employee Detail tile. 
• The PMT system will display your employee detail page. Use the dropdown in the upper right to select the employee who is transitioning.

Create the Gov Rep Appointment

• On the employee's PMT record, click on Create New Appointment.

• In the Add New Appointment window, select Government Representative. 

• For the Start Date, select the employee's CU Termination Date. For the End Date, select five years from the Start Date. 
• Click the blue Submit button. 

Note that if the Gov Rep appointment begins in the future, the employee won't get a Gov Rep and CIRES→Gov Rep roles until the Government Representative appointment begins. The system will also wait to send an email to CIRES HR until the Governement Representative Appointment starts. 

Update the Primary Email and InsideCIRES Login

On the person's PMT record, click on the Edit button in the upper right:

Locate the Emails and InsideCIRES Username section. If the person does not have a NOAA email address, click on Add New to enter one:

Next, check the boxes Primary and Username next to the NOAA email address. This should uncheck the boxes next to any other emails. 

Make sure the Send Emails about InsideCIRES Account is also checked, assuming the new Gov Rep wants to log in to InsideCIRES occasionally. This will send them an email about using their NOAA email as their InsideCIRES account username.

Click on the green Save Changes button at the bottom of the page. You are finished!

Transitioning Gov Reps to CIRES Employees

For people with an Existing Gov Rep PMT Record

To transition a Gov Rep to a CIRES employee, do the following: 

• Enter the person's CIRES job information into HCM.
• As SOON as you know the person's CU EmployeeID, enter it on their existing PMT record. (If they do not have an existing PMT record, see “For people without a Gov Rep PMT Record” below.) Note that CIRES employees who transitioned to Gov Reps and are now transitioning back to CIRES may already have an Employee ID, in which case you don't need to do anything. Entering the Employee ID should be done BEFORE the CIRES appointment appears in HCM data. To enter the Employee ID, follow the steps under “Navigate to the Employee's PMT” record above. Then click on the Edit button in the upper right. See below. 

• Enter the Employee ID.
• Click on the green Save Changes button at the bottom of the window. 

PMT will now import data from HCM associated with this employee. If it finds a regular CIRES appointment for the employee, it will automatically curtail the Gov Rep appointment. It will also end an email to HR and IT alerting them that a Gov Rep→CIRES transition has taken place. It will instruct them to modify the email used as the InsideCIRES login name so it is the person's @colorado.edu address. 

For people without a Gov Rep PMT Record

If the former Gov Rep is not in InsideCIRES and their CIRES appointment hasn't started yet, you can add them on PMT's Add a Person page. From the InsideCIRES home page, click on Open PMT and then Add a Person. Enter the person's information as follows:

• Specify “Government Representative” as the appointment type.
• For the appointment dates:
  • Start Date: select whenever you think they started as a Gov Rep. You can just choose a date a year ago if you don't know. 
  • End Date: enter a date a few weeks after you anticipate the person's CIRES appointment will start. PMT will automatically curtail this Government Representative appointment when it sees a CIRES appointment has started.
• You will not be able to enter the employee ID on this page. (We will do this in a following step, and it's very important!) Leave this blank for now. 
• If you know the employee's @colorado.edu address, you can enter this and leave the Email Person About InsideCIRES Account  checkbox checked. See below.
• Fill out the rest of the information as appropriate.

• Click on Submit Request for New Personnel button at the bottom of the page. 

PMT will display new person's record. You should now edit this record to add their Employee ID. 

• On the employee's PMT record, click on Edit.

• Click the blue Submit button. 

You are finished! Note that the employee won't get a Gov Rep→CIRES role until their CIRES appointment officially starts.