FAQs

A: The acronym stands for Human Capital Management. QHCM is Quantum Human Capital Management. You will hear this term a lot as it is the name for the new Human Resources and Payroll system! 

A: Yes! 

A: SMEs (subject matter experts) have been identified from various departments across UMB and will be included in the testing plan. 

A: Absences (currently known as Leave) will be entered through Absence for non-exempt employees not on the timecard. 

A: Other employees do not have access to see approved absences; only the employee's line manager can see approved absences. 

A: Yes! 

A: This will be addressed during system training. 

A: This will be addressed during system training. 

A: Yes! 

A: New business processes will be worked out within the department. 

A: This will be addressed during system training. 

A: New business processes will be worked out within the department. 

A: Time and Absences will be directly in Quantum HCM. Approvals will also happen in the system and can be delegated if necessary.

A: Line managers can delegate approvals to another system user when they are out.

A: There is not currently an integration between Oracle Cloud and Outlook.

A: This will be addressed during system training.

A: Yes!

A: New business processes will be worked out within the department.

A: This will be addressed during system training.

A: Line Managers will be able to see all leave types that an employee can take.

A: You will have the ability to correct any absence you've submitted directly in Quantum HCM. If the absence is currently awaiting approval, you may edit or withdraw the reported hours. However, if the absence has been approved and is in a 'completed status', you can still edit or withdraw the reported hours, but the request must be resubmitted for approval from your line manager.

A: Employees submit absence requests using the “Add Absence” tab within the “Time and Labor” tile in Quantum. The request will be sent to their line manager for approval. Notification of approval will be sent to the employee once approval is completed.

A: Yes, designations for approvals can be done manually by line managers for instances such as when a line manager is on vacation.

A: The new system will allow the employee's Line Manager to submit the time card on the employee's behalf. It will automatically process the time entry and absence taken without needing a payroll adjustment form. Absences will no longer be reported via time card. The absence must be requested in the Absence Module.

A: No, the ETS approver won't have to be involved in time off requests. However, there will be reports through the absence module to monitor absences, and notifications can be sent to ETS approvers to help monitor the process.

A: Yes, advance absence requests can be submitted and approved, but the employee leave buckets will not be charged until the absence's effective date. Absences can be submitted the day of or for past dates (retroactively). Line Managers will approve all absences.

A: This will be addressed during system training.

A: If an employee does not have the balance they need in order to take an absence, the system will error at the point it is submitted.

A: Employees can submit absence requests in advance for approval. The employee's absence balance will not be affected until the effective date of the absence. You can also submit absences on the day they occur or retroactively for past dates.

A: Once the employee has been approved for FMLA by HR-ELR, they will submit an FMLA absence request through Me>Time and Absence>Add Absence.  Employees will also submit another absence type request (using available accrued paid leave) for the same FMLAs period.  The requests will go to the Line Manager for approval. 

A: No, Oracle secures all personal data.

A: Yes, there will be levels of access and approvals.

A: The data this is currently being collected will not change

A: As of now, there are no plans for Quantum HCM to integrate with external entities, specifically FPI.

A: We plan to have an organization chart feature available to all employees that depicts the structure of the department where the employee works.

A: Design is currently in progress. More information to come soon.

A: The employee's replacement will be in the system as soon as they go through the entire hire process.

A: New business processes will be worked out within the department. 

A: There is no calendar component. However, Line Managers will have access to Absence Planning tools where they will have full visibility of their direct reports' planned absences. More details to come during system training.

A: Yes, student employees will report time in/time out via time cards in QHCM.

A: This presentation is being shared across multiple campus groups and will continue to be a topic shared at future meetings. Training for this topic, as well as many other topics, will be provided before QHCM goes live in 2025.

A: Only non-exempt employees (hourly and salaried non-exempts) will be required to submit a time card in the new system. Exempt employees will no longer be required to submit a time card.

A: Only retirements benefits elections will be visible in the new system. All benefits elections will continue to be maintained in SPS state system.

A: Yes, all employee information is secure in the new system.

A: Yes, we are integrating the new system with other downstream systems. The training material combined with help tools (Sara and Lexi) in the new system will help users with personal information updates.

A: The Onboarding Journey will include the information currently provided in the UMB New Hire Welcome Letter such as I-9 requirements, payroll forms, Benefit and Retirement information and how to obtain a One Card. A few new items included will be the USM/State of MD Agency which will allow transferring employees to submit transferrable leave time memos and the U.S Disclosure to determine if an employee on a work authorization will need to complete the Glacier Tax forms.

A: Yes, the Self-Resignation Journey will be available to employees.

A: Operational reports use live/real time data. Analytics reports use yesterday’s data. The data for analytics reports is transferred from HCM to the HCM Data Warehouse on a nightly schedule. Operational reports tend to show more transactional information whereas Analytics reports show summarized information including metric and visualizations.

A: Yes. Training materials will be provided, and live training sessions will be offered prior to Go-Live.

A: After Go-Live, the same standard process for requesting financial reports will be utilized. You can submit a request via a help desk ticket or meet with a HCM functional team to discuss your requests. The HCM functional team will prioritize your request for completion.

A: Yes and No – We are not “lifting and shifting” all PeopleSoft reports to the new system. However, we have spent the last two years working with key business users (Central and Campus) to identify any key reports for go-live. We have consolidated reports to provide a more unified reporting environment.

A: Access to reports will be tailored to your role at UMB. If you are a user who has access to view and transact on HCM data, you will likely have access to review reports.

A: If you are familiar with Quantum Analytics or any of the financial system reports (Oracle Cloud) these reports will look, feel and function the exact same.

A: There will be links in the Reporting Hub to these reports. The reports will also be accessible via Quantum Analytics which is accessible from myUMB.

A: Analytics uses the same security configuration in HCM. Thus, you will only have access to the same data in HCM.

A: UMB’s Effort Reporting System “ERS” will remain as the university’s effort certification tool.

A: Not all reports from the current state PeopleSoft will be transferred to the new system. Each System module (Absence, Benefits, Compensation, Payroll, etc.) will have a curated list of reports based on current and future state business processes. All reports provided have been reviewed and vetted by the UMB project functional team members. Please note any reporting out of Quantum Analytics will still be in place and will not go away.

A: Within Quantum HCM the data will be localized within the environment. Within the Quantum Analytics Environment the data will be extended.

A: Areas of Responsibility (AORs) are granted to users individually, which allow that user to access worker data for the requested department(s). For example, John Doe can have an HR Rep responsibility for the entire School of Law, thereby allowing John Doe to view worker information for all School of Law Employees & Affiliates.

A: The Opportunity Marketplace is a functionality in the new system where all employees can browse and apply for new opportunities across UMB. They may choose to refer any candidate.  The Opportunity Marketplace is available to internal candidates (employees) only and allows for an easier application process.

A: Yes, users will be able to see all faculty and staff postings and will be able to filter by each school.

A: Yes, opportunity marketplace allows users to filter by function.

A: Sara is an AI-powered interface, often referred to as a chatbot, that assists users in completing various tasks through natural language conversations. 

Lexi is an in-application, step-by-step walkthrough of a task or business process. Lexi will act as a reinforcement, separate from the other training materials for end users.

A: Sara can be accessed from the bottom-right corner of the application window using this icon: 

Lexi can be accessed from the middle-right side of the application window by clicking the i on this icon:

A: Sara gets data from the Application database and UMB websites.