FAQs

General Questions

Q: What does HCM stand for? Is that different than QHCM? ▾

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! 

Q: Will there be a mobile-friendly version of Quantum HCM? ▾

A: Yes! 

Q: What does the testing phase look like and who will be identified as testers/users prior to full system implementation? ▾

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

Absence—Requesting Absences

Q: Will absences apply to non-exempt staff or will they enter their time off on a timecard? ▾

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

Q: Are other employees able to see who else has been approved for absence? ▾

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

Q: Will faculty be able to submit their absences in Quantum HCM, too? ▾

A: Yes! 

Q: Can employees submit comments with absence requests? ▾

A: This will be addressed during system training. 

Q: Is there a time limit for retroactive leave requests? ▾
(ex: Out of office on the last day of a pay period and return to work after the submission deadline)

A: This will be addressed during system training. 

Q: Can I submit a combination of absence hours for a requested absence? ▾
(ex: 4 hours of personal + 4 hours of annual)

A: Yes! 

Q: If using sick time as an absence type to call out sick without available sick time, how will an employee enter the absence in the system? ▾

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

Q: Will employees be able to verify absences submitted on their behalf by a manager to ensure the correct absence type was used? ▾

A: This will be addressed during system training. 

Q: When an employee calls out on the day-of (i.e., sick day), how will they submit the requests into the system? ▾

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

Absence—Workflows & Manager Responsibilities

Q: Do managers have to approve time and absences directly in Quantum HCM? ▾

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

Q: When I submit a leave request for the upcoming week, but my manager is away on vacation, who will approve the request? ▾

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

Q: Will the absence calendar be integrated with the manager’s Outlook calendar? ▾

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

Q: Can managers add notes? ▾
(ex: “Schedule to work in office but approved to WFH”)

A: This will be addressed during system training.

Q: Can line managers (currently referred to as supervisors) approve pending requests in calendar view? ▾

A: Yes!

Q: Does the department chair have to approve absences for all faculty? ▾

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

Q: Will a manager see an employee’s available leave before approving a request? ▾

A: This will be addressed during system training.

Q: What types of leave can a line manager see? Personal, parental extended, etc. ▾

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

Absences—General Questions

Q: Can I move an absence/part of an absence to another day? ▾

A: This will be addressed during system training.

Q: Will the system recognize or flag if an employee has an approved absence for the future, but unexpectedly needs to use their remaining leave balance in the interim and no longer has enough for the approved request? ▾

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.

Access & Security

Q: Will confidentiality be an issue as it relates to personal data? ▾

A: No, Oracle secures all personal data.

Q: Will there be levels of access and/or approvals? ▾

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

Q: What EDI/DEI data is being collected, tracked, or reported out in the new HCM system for end users, especially EDI/DEI officers? ▾

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

Integrations with Current Systems

Q: How will the system integrate with FPI for SOM departments? ▾

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

Organization Charts

Q: Will QHCM have an in-house automated organization chart feature? ▾

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

Q: In the new directory set up with the organizational chart capability, would the FPI or other UMMC affiliates also be in that set up or will it only show the UMB employees? ▾

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

Q: If someone leaves and is replaced, will the new employee be reflected and automatically updated in the system? ▾

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

Time Entry & Payroll

Q: If a department wants to have different supervisors vs timesheet supervisors, is this possible? ▾

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