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HRIS Job Role Training

ContractorsandVolunteers

Forms: CV11

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Table of Contents 

Introduction .................................................................................................................. 3 How to add / edit Volunteers and Contractors ............................................................. 4 

MAIN ........................................................................................................................................ 4 ASSIGNMENT ......................................................................................................................... 6 WORK ...................................................................................................................................... 7 INFO ........................................................................................................................................ 8 ADDRESS .............................................................................................................................. 10 EMERGENCY INFO .............................................................................................................. 11 

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Introduction

State of Arizona now offers the ability to track specific contact information for volunteers and contractors. This tracking

ability would store information such as name and contact information but would not be used for any payroll or benefit

information. Once a new contractor or volunteer was added into the system, an online account will automatically be created

for the user. When the user receives an email with the user name and password information, they will be able to login to their

online account to review the State of Arizona's Access Agreement, sign up for Mass Communications, update emergency

contacts and change home address.

New individuals added into the HRIS system will automatically be assigned a Personal Identification Number (PIN) which will

be used as their username and the default password will be their four year birth year and the last four digits of the social

security number.

H

M

R

How to add

MAIN

R=Required, O=Optio

HRIS Field

1 White SeaBox

2 Company

3 PIN Field

12

2

3

4 5

6

8

9

11

13

d / edit Volun

onal, D=Display

R / O

Step

rch R TypePres

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R Leav

nteers and C

p/Action e CV11 in the Whss ENTER on thee 9 in Company f

ve this field blank

7

Contractors

hite Search Box. e keyboard. field.

k as the system

s

Expected Res

The Volunteer will appear System will acCompany 9.

1

sults and Contractor fo

cess information

0

Note

Additionform

for All formsCompan

es/ nal Information

s/actions must cony Field.

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ontain a 1 in the

HRIS Field

4 Last NameField

5 First NameField

6 Preferred NField

7 Middle NamField

8

Birthdate F

9

Social SecNumber Fi

10 SSN Field

11 Status Fiel

12 Start Date

13 End Date F

R / O

Stepwill athe succ

e R Enteor Vo

e R Enteor Vo

Name O EnteCont

me O EnteCont

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curity eld

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ld R SeleVolutype

Field R EnteVolu

Field R EnteVolu

p/Action auto-generate thiinformation has bcessfully added iner the Last Name ofolunteer 

er the First Name oolunteer er the Preferred Natractor or Voluntee

er the Middle Nametractor or Voluntee

er the birthdate of tunteer

er the Social Securittractor or Voluntee

play only field

ect either Contracunteer (V1) depene of user this will ber the Start Date ofunteer er the  End Date of unteer

is number once been nto the system f the Contractor 

f the Contractor 

ame of the er e of the er

the Contractor or 

ty Number of the er

ctor (C1) or nding on what be f the Contractor or 

the Contractor or 

Expected Res

Once this recochanged in HRforce you to resecurity numbeaccurate.

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sults

ord is added or RIS, the system w-enter the social er to verify the co

f the social securthis field

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Addition

The fourthe initiaaccess ois accura

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ode is

Once thsocial seto securSocial Sthe nextIf you arsecurity error mesecurity number number

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r year birth year wal default passwoonline account, pate. e record has beeecurity number writy issues. The laSecurity number wt field “SSN” re entering a duplnumber, you will

essage stating thanumber exists anassociated with sis.

te cannot be greaom the date the rated.

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will be used for rd for the user to lease ensure this

en added, the will be hidden due ast four of the will populate in

licate social receive an … anat the social nd what the PIN social security

ater than three ecord has been

s

n

A

ASSIGNMEN

HRIS Field

1

Process LeField

2

DepartmenField

3 Position F

4 Job Code

1

2

3

4

NT

R / O

Step

evel R Seleuser

nt R Sele

ield R Sele

Field R Sele

p/Action ect the Process Lr.

ect the Departme

ect the Position fo

ect the Job Code

evel for the

nt for the user.

or the user.

for the user.

Expected Res

sults

Note

AdditionThe firstLevels rPlease mappropri= DeparContractThe firstDepartmis a ConPlease mdepartmValue wVolunteeacross aValue wVolunteeacross a

es/ nal Informationt two characters oepresent the agemake sure you seiate process levertment of Administor) t two characters o

ment represent whntractor (CO) or Vmake sure you se

ment. will either be Contr

er. This position wall state agencies

will either be Contrer. This job code all state agencies

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of the Process ency code. elect the l. (e.g. ADCON

stration /

of the hether this user

Volunteer (VO). elect appropriate

ractor or will be used . ractor or will be used .

W

WORK

HRIS Field

1

Telephone

2 Mobile Telephone

3

E-Mail Fiel

1

2

3

R / O

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e Field O Entenum

e Field O Ente

d R Ente

p/Action er the 10 digit WO

mber for the user

er a mobile teleph

er an e-mail addre

ORK telephone

hone for the user

ess for the user

Expected Res

sults

Note

AdditionThe teleor volunThe numis the HO

This emnotificatiother onensure taccurate

es/ nal Information

ephone number isteers WORK tele

mber entered on tOME telephone n

ail address will bions such as pass

nline account functhis email addresse.

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s the contractor ephone number. the Address tab number.

e used for sword resets or ctionality. Please s is valid and

I

INFO

HRIS Field

1 BackgrounCheck Fiel

1

2

5

7

8

9

10

11

12

R / O

Step

nd d

O Selebackfor t

p/Action

ect Yes or No to dkground check whis user.

denote if a as conducted

4

Expected Res

4

sults

3

6

Note

Addition

es/ nal Information

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2 Background Check Date Field

O If a background check was performed, then select the date it was completed

3 Driver Field O Select Yes or No to denote if this

user is required to drive

4 License Field O To input or verify driver license

number, click on this field You will be directed to the Certification (PA22) form.

Add / View certification, date acquired, renewal date, and driver license number.

5 Vendor Name Field

O Enter the vendor name (if applicable) of the contractor

6 Vendor Phone Field

O Enter the vendor phone number (if applicable) of the contractor

7 Vendor Address Field

O Enter the vendor address (if applicable) of the contractor

8

Liaison Name Field

O Enter the name of the State employee that is responsible for the contractor or volunteer

This individual would be the main contact for contractor or volunteer and may receive certain email notifications regarding the individual.

9 Liaison Email Field

O Enter the email address of the State employee that is responsible for the contractor or volunteer

10 Liaison Phone Field

O Enter the telephone number of the State employee that is responsible for the contractor or volunteer

11 Badge Number O If applicable, enter a badge number

for the contractor or volunteer

12

Non-Disclosure Agreement Field

O This field will display either Yes or it will be blank.

If the field displays “yes”, then the contractor or volunteer has logged into the online account and has acknowledged the non-disclosure statement. If the field is “blank”, then the user has not acknowledged the non-disclosure statement.

A

ADDRESS

HRIS Field

Home AddFields

SupplemeAddress F

12

R / O

Step

dress R

ntal Fields

O

p/Action

Expected Res

sults

Note

Addition

The teleor volunThe numthe WOR

es/ nal Information

ephone number isteers HOME tele

mber entered on tRK telephone num

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s the contractor phone number. the WORK tab is mber.

E

E

EMERGENCY

EMERGENCY I HRIS Field

1 EmergencFirst NameField

2 EmergencLast NameField

3 EmergencPhone NumField

4 EmergencAddress F

5 EmergencRelationshField

1 2 3

4

5

Y INFO

INFO TAB

R / O

Step

y e

O TypeCont

y e

O TypeCont

y mber

O TypeCont

y Field

y hip

O EnteEme

p/Action

e the First Name oftact 

e the Last Name of tact 

e the Telephone oftact 

er the relationshipergency Contact

f the Emergency 

the Emergency 

f the Emergency 

p of the

Expected Res

sults

Note

Addition

es/ nal Information

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ADD / CHANGE ACTION

1 

Add Field  R  Once you are completed entering the required information, click Add to create a new contractor or volunteer.   

There will be a message in the lower left corner “Add Complete – Continue” if Add was successful.   

The system automatically assigns PIN sequence from the previously entered volunteer or contractor.  

 

3 

Change Field  R  Once you are completed modifying the required, click Change to create a update the contractor or volunteer information.    

There will be a message in the lower left corner “Change Complete – Continue” if Change was successful. 

 

2 

Effective Date R Leave this field BLANK When entering or updating any record in HRIS, the system will auto-populate this field with today’s date in order for you to verify the effective date of the entry.

NOTE: Once the record has been added into HRIS, an email will be sent to the individual stating that they will now have access to HRIS Online Account (as a convenience, the liaison will be copied in the email). The HRIS Online account will allow the individuals to acknowledge the access agreement, sign up for mass communications, modify emergency contacts and update address. Please note, that in order to have this individual to have access to other applications, you must follow the normal procedures. If you have any questions related to this process, please contact HRIS Help Desk at 602.542.4700 or hrishelpdesk@azdoa.gov.

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