Greetings On-Call Associates,
We are just a week out from relaunching the Event Management System (EMS) Personnel Portal and Concur Expense Management System on Monday, November 27th! Please review the details below for important dates and information.
Beginning Monday November 27th:
- Recruitment and Event Notification will occur in the EMS Personnel Portal.
- Expense Management will be submitted through Concur Expense Management System.
- Travel Plan Communications for events the week of 11/27 - 12/2 were already sent via email. Any changes to this travel will be communicated via email from 11/27 – 12/2. During this week, you may also notice travel details visible in the Personnel Portal, as the team adds and updates this information in the system. All travel will be available in the Personnel Portal beginning Monday, December 4th.
- Communicate your event changes through the EMS Personnel Portal. Please follow protocol if you have an emergency 24 hours before and need to cancel from an event, always contact your Event Manager and screening@hfit.com.
- Address changes can be submitted through the EMS Personnel Portal
Unique to Seminar Presentations for On-Call Health Educators:
- Presentation materials, coversheet and attendance sign in sheet will be available in the EMS Personnel Portal.
- Site Address, Site Contact Phone Number, Site directions and any applicable event will be available in the EMS Personnel Portal.
- Post event requirements (survey coversheet & attendance) will be submitted through the EMS Personnel Portal.
- Timecards will be submitted through the EMS Personnel Portal.
On Monday, November 27th all On-Call Associates will receive an email for the relaunch of the New EMS Personnel Portal, which will include login details, informational videos, and details on how you can be entered into a drawing for a chance to win an iPad or Amazon gift card.
In preparation for the relaunch of the EMS Personnel Portal, you may view a short 12 minute informational video here: http://www.brainshark.com/trustmark/vu?pi=zGizIWlA1zUQRbz0.
We would like to introduce new terms within our notification process for events. We are replacing the term “notification” with “invitation” and On-Call Associates will have three options in responding to the invitations that they receive. Please see below for a description of these three options.
Invitation Response Options:
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Available |
Portal user indicating they are available to work the event. Associates who have selected Available, and have not been scheduled, tentatively scheduled and/or placed on the back-up list, may change their response to Currently Unavailable or Declined if their availability changes.
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Currently
Unavailable |
Indicates that the portal user is not currently available to work the event. Portal User can be re-invited to the event and will continue to receive communications regarding the event. Associates may update/change their response to Available or Declined at any time.
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Declined |
Indicates that the portal user is not available to work this event. Portal User will not be re-invited to the event and will not receive any further communications regarding the event unless they change invitation status to Available or Currently Unavailable. Associates may change their response to Available or Currently Unavailable at any time.
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On-Call Associates with a payroll ID will receive an additional email for the Concur Expense Management System on Monday, November 27th which will provide login details, user guides, and informational videos. On-Call Associates without a payroll ID will receive access to our Concur Expense Management System at the time they are first assigned to an event.
Thank you for staying informed through our weekly communications and by following our EMS Personnel Portal Update page. We look forward to introducing our new system soon!
Questions? Please submit questions to screening@hfit.com with the subject line: EMS Relaunch. We will provide content in our weekly communications based on the questions we receive.
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