This class series uses nine levels of work in the Administrative Services occupational group, Human Resource Management occupational series and describes Human Resource Information System (HRIS) work for the State of Delaware’s HRIS applications which are a set of defined Enterprise Resource Planning (ERP) applications. Applications may include but are not limited to Payroll Human Resource Statewide Technology (PHRST), Time and Attendance, and Comprehensive Retirement Information System (CRIS), including the integration and information provided to other state applications and vendors. This work is at the State level and encompasses or impacts operations of Agencies across all branches of State Government.
Employees provide system analysis and consultation, at the State level, for HRIS applications supporting multiple functions statewide such as Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration and associated business processes. Work includes implementing best business practices to establish policies and procedures and enforce regulations pertaining to statewide Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration functions. A significant aspect of work is ensuring system operations meet the needs of customers and are compliant with legislative changes and federal law updates. Core competencies utilized by this class series include human resource expertise, business acumen, consultation, critical thinking, technological skills, problem solving, evaluation, communication and relationship building. Employees in this class series must maintain confidentiality for all HRIS related services.
Note: The career ladder incorporates HRIS Analyst levels I, II, III, and IV; therefore, all positions allocated into the HRIS Analyst career ladder are classified at the IV level (highest level in the career ladders). The HRIS Analyst I level is to provide entry for hiring new employees into the class series but does not preclude hiring new employees at higher levels. To implement the career ladder, current employees are assigned to the level for which they meet job requirements and promotional standards. Employees may be promoted through the career ladder in accordance with promotional standards for those levels assigned to an agency. The promotional standards, a selection document under separate cover, set forth the criteria that identify, measure, and verify successful performance at each level. Advancement of employees through the career ladder is dependent on an agency/department's operational needs and distribution of work.
The HRIS Lead, HRIS Data Manager, HRIS Manager I, HRIS Manager II, and HRIS Administrator, although not part of the career ladder, provide competitive opportunity for movement of employees.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Provides system analysis and consultation for HRIS applications, helpdesk operations and/or data reporting to end users which may include all state agencies, school districts, charter schools, higher education institutions, vendors, outside organizations, counties and municipalities.
Researches and resolves customer inquiries/requests, or system problems, performs scheduled activities, recommends solutions or alternate methods to meet requirements.
Monitors reports and processes data change requests to update or correct data in the system and resolves issues and user access/security; documents and tracks customer inquiries and resolutions using an internal automated system.
Ensures compliance with state and federal laws, rules, regulations, policies and procedures pertaining to statewide HRIS.
Participates in HRIS business requirements analysis, system testing and change management of system implementations, upgrades, updates, and enhancements.
Conducts special assignments and projects.
Develops, runs, maintains, and supports a variety of reports or queries utilizing appropriate reporting tools for ongoing customer needs.
Runs processes to make corrections or updates to ensure employee data, pay and benefits reflect accurately.
Maintains, reviews, verifies, and updates system tables and configuration to ensure compliance with all state business practices, federal and state regulations and laws.
Reviews existing business processes, policies, and procedures, identifying opportunities for process improvement and increased efficiency.
Participates in meetings, conference calls and/or presentations.
Updates HRIS procedures and job aids for staff and end users.
Levels of Work
HRIS Analyst I
This is the entry level of HRIS work providing system analysis and consultation at the State level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration and associated business processes. Positions at this level typically report to a technical supervisor.
Reports to a HRIS Lead or higher and receives close supervision in HRIS processes and procedures. Work is reviewed in progress.
Conducts research and analysis to resolve routine customer inquiries or requests, system problems, unexpected results, or process flaws.
Executes test scripts in a test environment through staging data and documenting outcome using a quality management/test management enterprise software tool.
Participates in less complex special assignments and/or projects.
Regular contacts are with internal agency staff and state organizations to gather, coordinate and relay information.
HRIS Analyst II
This is the intermediate level of HRIS work providing system analysis and consultation at the State level supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration and associated business processes. Employees at this level perform increasingly complex work and are well-versed in the assigned function.
Receives less supervisory direction and assistance than at the I level. Supervisor does periodic review of progress.
Provides instruction on application of federal and state rules, human resource laws, regulations, policies, principles, practices, and theories in the State’s HRIS.
Creates models for product test plans, data and scripts; develops contingency plans as necessary.
Independently conducts research and analysis of system processes or problems including potential system integrity risks where production functionality returns unexpected results or process flaws.
Analyzes vendor updates and overall collaboration of changes that will impact the system.
Documents functional requirements describing what the system process or product/service must do to fulfill business requirements.
Participates in complex special assignments and/or projects and may lead a less complex assignment and/or project.
May provide guidance/direction to lower-level staff.
Regular contacts are with internal agency staff and state organizations to gather, evaluate and provide information.
HRIS Analyst III
This is the advanced level of HRIS work providing system analysis and consultation at the State level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration and associated business processes. Employees at this level perform complex system support independently.
Work is reviewed upon completion. Provides research, analysis and consultation on inquiries, requests or system problems with broad impacts, requiring an understanding of a variety of business processes, system integration and interface, multiple laws, rules and regulations and range of possible solutions.
Assists in troubleshooting production issues.
Documents functional requirements describing what the system process or product/service must do in order to fulfill business requirements.
Conducts regression testing of system design modifications; assists with script testing plans based on testing event; and conducts impact analysis with respect to system releases.
Manages system updates and provides regular updates on projects, assures projects are completed on schedule and the final product meets business, technical standards and policies.
Conducts conference calls, meetings and/or presentations and participates in design walkthroughs and design update meetings.
Develops and implements procedures and job aids for staff and end users.
May provide expertise in data reporting and analytics including developing, testing, planning and delivering a variety of reports.
Regular contacts are with state organizations, technical staff and vendors to provide education/information on unfamiliar concepts and to identify and resolve issues.
HRIS Analyst IV
This is the expert level of HRIS work providing system analysis and consultation at the State level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration and associated business processes. Employees at this level are functional subject matter experts in HRIS applications, performing the most complex work in the assigned area and are cross-functional in more than one module or business process that support the application.
Serves as acknowledged expert (non-managerial) by management, peers and others, providing research, expertise and consultation on escalated system problems or other complex challenges/requests; and makes recommendations that require an understanding of impacts on multiple modules.
Troubleshoots production issues; tests, plans, and implements system updates and enhancements.
Participates in quality assurance of system functionality and customer satisfaction.
Develops functional requirements describing what the system process or product/service must do to fulfill business requirements.
Leads projects, determines time efforts and schedules for assigned work efforts including operational updates and testing.
Creates and executes test plans, test remediation plans, test scenarios/scripts with expected outcomes.
Provides on-the-job training, guidance and direction to staff and may supervise production processes.
Participates in analyzing new or revised state and federal laws, rules and regulations and assists with implementing changes in systems.
Regular contacts are with state organizations, technical staff, vendors and management explain complex recommendations, influence management decisions, and to identify and resolve the most complex issues with broad impacts.
Develops and implements HRIS policies for staff and end users.
This is the lead and project management level of HRIS work providing system analysis and consultation at the State level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration and associated business processes. This level is responsible for leading and making decisions on production processes and analyzing functional and/or system processes or problems, recommending solutions or system enhancements and modifications. While some positions in this class supervise two or more full time positions, supervision is not a requirement of this level due to the complexity of project management work performed.
Provides direction, functional subject matter expertise and may supervise lower-level professional staff in the areas of system maintenance and integration, daily operations, mass updates, data and system integrity, quarterly events, annual events and testing.
Researches and resolves escalated issues and recommends solutions to management.
Manages the completion of multiple, complex projects, develops timelines and schedules for work efforts.
Conducts impact analysis of business requirements in the system and ensures compliance with all applicable state and federal laws.
Conducts quality assurance and recommends process/customer service improvements, solutions, policy or procedure changes and/or system enhancements or modifications.
Oversees the implementation of system updates and implements statewide changes.
Conducts regular project team meetings to ensure deadlines and performance measures are met, monitors workflow to adjust priorities.
Reports on testing progress, manages regression testing and approves contingency plans.
May plan, assign, review and evaluate the work of staff.
Regular contacts are with various state organizations to implement federal and state legislated changes that impact the system through providing leadership of integrated project plans to assure the project is completed on schedule and meets the business, compliance and technical standards.
HRIS Data Manager
This is the data management level of HRIS work providing system analysis and consultation at the State level for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, Time and Attendance or Pension Administration and associated business processes. This level is responsible for providing robust data reporting and analytics across the State of Delaware’s ERP applications and for developing and providing structured and ad hoc reports for use by State policy makers for informed business decisions having statewide impact.
Represents the State as a Subject Matter Expert in HRIS System Administration and provides expertise in these areas as they relate to business processes supported by the application.
Collaborates with both functional and system technicians and provide business intelligence that enables system optimization.
Develops and implements datasets and manages the distribution of information for other state applications, payroll vendors and federal reporting.
Identifies data variables involved in troubleshooting a variety of process issues, identifies root cause and recommends resolution.
Develops tools to validate data on inbound files prior to data updates and to facilitate verification of mass updates and other statewide processes.
Plans, develops, tests and implements complex reporting solutions that include report purpose, design specifications, criteria, data elements, distribution method, frequency, run time parameters and data classification.
Analyzes functional and/or system processes or problems, recommending viable solutions or system enhancements and modifications necessary to ensure quality and consistency of the system.
Reviews requirements and designs, recommends improvements and reviews completion of the testing process.
Performs analysis of system updates which includes conducting impact assessment, developing, testing and implementing necessary changes needed to structured query reporter (SQR), structured query language (SQL) and system queries.
Performs data analysis and quality control which includes identifying and recommending corrective action for data conditions that could negatively impact critical system processes.
Develops plans, policies and procedures to promote data management and sharing; and ensures adherence to policy regarding protection, integrity and sharing of data.
Regular contacts are with staff/agency management/officials and others outside state government to meet business intelligence needs, develop and deliver reporting solutions including, but not limited to, compliance, results tracking, trending and forecasting.
HRIS Manager I
HRIS Manager II
This is the second management level of HRIS work responsible for a major section/unit of HRIS Operations, Data Administration, or Testing and Development for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, and Time and Attendance. Employees are responsible for the development and implementation of strategic initiatives that include implementation of new applications, systems and programs and for managing complex operational areas that are significant to the successful administration of an entire HRIS function.
Reports to an HRIS Administrator or higher and assumes full authority for all HRIS activities in the absence of direct supervisor.
Supervises operations through managers and/or project leads. Supervision is exercised over at least two or more merit full time positions per the Merit Rules. The elements of supervision include planning, assigning, reviewing, evaluating, coaching, training, recommending hire/fire and discipline.
Provides oversight of functional specification and business requirement development and planning, and oversight of functional testing and quality control including functional test plans, test remediation plans, scripts, scenarios, outcomes and contingency plans.
Reviews and validates external customer needs to identify solutions or alternatives to meet business requirements, allocates resources to meet external customer requests, and obtains customer sign off on approach and final product.
Works with technical team in planning and delivery of automated solutions to meet business needs and maximize use of system capabilities.
Develops and enforces policy regarding the protection, integrity and sharing of data.
Manages, coordinates, and establishes priorities for the complete life cycle of projects for the State’s HRIS applications.
Develops performance metrics and communicates progress on business objectives to sponsors and business partners.
Implements training, performance and process improvements that foster quality and consistency.
Monitors Service Level Agreements and resolution of escalated service issues.
Regular contacts are with Delaware policy makers, agency, school and higher education management and technical management to advise officials/management and others on HRIS application features, issues/problems, ensuring goals and objectives are met, system integration and impact analysis with respect to new business requirements and/or system enhancements.
This is the administrator level of HRIS work responsible for the entire scope of HRIS Operations, Data Administration, or Testing and Development for HRIS applications supporting multiple functions such as Human Resources, Benefits, Payroll, and Time and Attendance for all State agencies including Legislative, Judicial and Executive Branches of State Government, Higher Education, School Districts and Charter Schools. Employees are responsible for providing systems analysis, operations management, and strategic leadership to major integrated enterprise-wide management information systems. This work is at the Statewide level and includes responsibility for the development and implementation of strategic initiatives that include the administration of new applications, systems, and programs.
Reports to Agency Director or Deputy Director.
Administers HRIS functions through managers and/or supervisors.
Provides daily expertise, recommendations and strategic direction to leadership and other high-level officials on complex challenges and is responsible for communications and change management.
Plans and directs major strategic information systems projects typically lasting more than a year, involving multi-agency, statewide and/or vendor initiatives; ensures that the system is aligned with business and strategic objectives.
Develops methods for evaluating and ensuring the effectiveness and compliance of all assigned statewide HRIS functions for State agencies in all branches of State Government, higher education, school districts, and charter schools.
Administers the complete life cycle of projects for the State’s ERP HCM and Time & Attendance systems.
Administers the development and implementation of strategic initiatives that include implementation of new applications, systems, and programs.
Plans and implements major software enhancements and applications.
Analyzes proposed legislation; recommends viable methods for promulgation and implementation of regulations impacting ERP HCM and Time & Attendance systems.
Administers policy regarding protection, integrity and sharing of data.
Makes work effort and resource prioritization decisions related to legislative requirement and customer requests.
Evaluates functions and project integration to ensure maximized resource allocation while retaining accountability standards.
Regular contacts are with Delaware policy makers, agency, school and higher education management and technical management to advise officials/management and others on HRIS application features, issues/problems, ensuring goals and objectives are met, system integration and impact analysis with respect to new business requirements, system enhancements, policy decisions, and business process changes.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of human resource principles, practices, and procedures.
Knowledge of HRIS requirements and functionality as they relate to associated business processes.
Knowledge of applicable state, federal and departmental laws, rules, regulations, standards, policies and procedures including those regarding collective bargaining and unions.
Skill in using computer systems, HRIS applications, and Microsoft Office.
Knowledge of system impacts on organization and operations of agencies within state government.
Knowledge of the methods and techniques used in researching and analyzing HRIS inquiries, requests or system problems.
Knowledge of the principles and practices of project management.
Knowledge of recordkeeping and report preparation techniques.
Knowledge of the methods and techniques of systems testing and documenting outcomes. Skill in providing customer service which includes providing prompt, accurate and courteous service and responding to complaints.
Ability to assemble and analyze system data and recommend solutions to issues.
Ability to prepare and interpret a variety of reports.
Ability to communicate effectively.
Ability to work in a team environment to accomplish common goals.
Ability to meet production and project deadlines for assigned work efforts.
In addition to the above Knowledge, Skills, and Abilities, the HRIS Analyst II requires:
Knowledge of business requirements analysis, and implementation of new functionality, upgrades and enhancements.
Skill in analyzing data to ensure system integrity; troubleshooting to resolve issues.
Skill in conducting special assignments and projects.
Skill in creating models for test plans and developing contingency plans.
Skill in preparing and interpreting a variety of reports.
Skill in interpreting and explaining applicable laws, rules, regulations, standards, policies and procedures.
Ability to resolve challenges independently and escalate as appropriate.
Ability to follow standard operating procedures to ensure accurate integration and interface between various statewide automated systems.
Ability to establish and maintain effective working relationships.
Ability to determine the feasibility of system changes and compatibility with current systems.
In addition to the above Knowledge, Skills, and Abilities, the HRIS Analyst III requires:
Knowledge of the methods and techniques used in regression testing of system design modifications.
Knowledge of business tools such as reports and queries, statistics, analysis, and forecasting.
Skill in providing complex consultation and recommendations based on best practices and research.
Skill in ensuring compliance with laws, rules, regulations, standards, policies and procedures.
Skill in researching and analyzing system processes or problems, recommending solutions or system enhancements to ensure quality and consistency of the system.
Skill in maintaining, reviewing and verifying table configuration in the system.
Skill in running and monitoring system processes to update employee records and other business processes.
Skill in diagnosing problems, developing solutions, and communicating resolution.
Ability to establish and maintain schedules for project and production timelines.
Ability to deliver information effectively in a variety of formats and settings.
In addition to the above Knowledge, Skills, and Abilities, the HRIS Analyst IV requires:
Knowledge of the methods and techniques of developing test remediation action plans.
Knowledge of policy and procedure development.
Skill in providing consultation and recommendations requiring HRIS subject matter expertise at the State level.
Skill in defining and documenting how applications will support business requirements and conducting impact analysis of business requirements on the system.
Skill in the use of business tools to identify trends, issues and recommend resolutions.
Skill in leading complex special assignments and/or projects.
Skill in resolving the most complex challenges by applying system functional expertise and consulting with other functional and technical experts.
Ability to provide training, guidance and direction to professional staff.
Ability to prepare clear, concise, comprehensive, and informative reports on technical subject matter.
Ability to analyze new and revised laws, rules and regulations to determine impacts.
Ability to follow quality testing standards for HRIS integrated testing.
<In addition to the above Knowledge, Skills, and Abilities, the HRIS Lead requires:
Knowledge of the principles and practices of supervision.
Skill in overseeing and guiding staff in HRIS Operations, Data Administration, or Testing and Development.
Skill in recommending process/customer service improvements, solutions and/or system enhancements.
Skill in overseeing and coordinating system testing and documentation of outcomes.
Skill in the preparation and presentation of complex technical subject matter.
Skill in organizing and conducting effective meetings.
Ability to plan, schedule, assign, delegate and monitor the work of a project team.
Ability to apply past practices and system outcomes to resolve escalated system inquires.
Ability to set priorities, performance standards and monitor outcomes.
Ability to develop project plans.
Ability to plan and coordinate multiple work assignments and schedules.
In addition to the above Knowledge, Skills, and Abilities, the HRIS Data Manager requires:
Knowledge of systems record structure and relational database features and how to maximize utilization to meet customer requirements.
Knowledge of the concepts, methods and techniques of data resource management, business intelligence, analytics, and reporting.
Knowledge of the legislative process.
Skill in system research and analysis, including information needs analysis, requirement analysis and design alternative analysis.
Skill in data planning, data modeling and data dictionary preparation.
Skill in data trending and forecasting.
Skill in using report development tools such as SQR, analytics and query.
Skill in using other data extraction tools and data delivery methods.
Skill in data management which includes data security and integrity.
Skill in complex system data validation and reporting.
Ability to determine the feasibility and application of new developments in data management to existing systems.
Ability to establish data management guidelines and procedures.
Ability to anticipate business intelligence needs, issues and action items.
Ability to think creatively and to develop creative solutions to management information system problems.
In addition to the above Knowledge, Skills, and Abilities, the HRIS Manager requires:
Knowledge of the relationship between agency processes and system configurations to ensure they are in accordance with standard operating procedures.
Knowledge of the principles and practices of management.
Knowledge of policy administration which includes developing, implementing, and evaluating policies and procedures.
Skill in managing Service Level Agreements.
Skill in developing short and long range strategic plans in compliance with agency goals and objectives.
Skill in evaluating, developing, and implementing HRIS applications and ensuring appropriate risk management.
Skill in establishing, implementing and ensuring compliance with quality control policies and procedures.
Skill in resolving the most complex project and program/operational issues.
Skill in making recommendations to improve compliance, efficiency and effectiveness.
Skill in providing professional training and development to staff and agencies.
Skill in implementing federal and state legislated changes, and managing impact on the system.
In addition to the above Knowledge, Skills, and Abilities, the HRIS Administrator requires:
Knowledge of operations management which includes planning, directing, coordinating, controlling and evaluating operations through supervisors.
Knowledge of the theory, principles, technologies and applications of business, strategic planning, tactical planning, and system development technologies.
Knowledge of the concepts, methods, and techniques of systems analysis, including information needs analysis, requirement analysis and design alternative analysis.
Skill in the principles and practices of public sector human resources administration.
Skill in developing short and long range HRIS strategic plans in compliance with goals and objectives of a complex Statewide customer base.
Skill in policy administration which includes developing, implementing, and evaluating policies and procedures.
Skill in implementing training programs to ensure staff development and competency.
Ability to make HRIS decisions on complex challenges which may impact integrated ERP systems.
Ability to negotiate competing priorities and reach consensus.
JOB REQUIREMENTS for HRIS Lead Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
One year of experience analyzing and evaluating HRIS applications to ensure compliance with state and federal laws, rules regulations, policies and procedures.
Six months' experience in information systems project management such as planning, scheduling, staffing, coordinating, controlling, monitoring, evaluating and reporting on status of information systems projects.
Three years' experience in researching, analyzing and interpreting data to resolve customer inquiries, requests or problems in an automated information system.
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.