Office of Human Resources. PittSource Navigation Guide

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1 Office of Human Resources PittSource Navigation Guide a

2 Table of Contents Login Information... 1 Introduction & Home Page... 2 Module Type Definitions... 2 User Group Definitions... 2 Position Management Module... 3 Core Functions... 3 Creating a New Job Description (New Position Request)... 4 Updating an Existing Job Description... 5 Replacing an Existing Job Description... 6 Approving a Request... 7 Applicant Tracking Module... 8 Core Functions... 8 View Postings & Applicants... 9 Reviewing Applicants Changing Applicant Statuses Completing a Selection Request Submitting an All Temp Request Miscellaneous... 14

3 Department Manager Quick Start Guide Login Information If you already have a PittSource user account log in at with your Pitt username & password. The following is the secure login screen you will see: Bookmarking the PittSource Site 1. Type the following website into the url at the top of your webpage: 2. The following steps will vary depending on the browser you are using (Firefox, Internet Explorer, Google Chrome, etc.). These instructions are specifically for the Firefox browser 3. Bookmark the page by clicking on the Firefox menu at the top left corner of the webpage and selecting Bookmarks and then Bookmark this Page. This can also be done by holding down the Ctrl key and pressing D 4. Name the bookmark PittSource and click on the Done button 5. Click on the Firefox menu button at the top left corner of the webpage again, locate and right click on the PittSource bookmark you just created and select Properties 6. Replace the url that is in the Location field with the url: 7. Click the Save button 1

4 Introduction & Home Page Once you have logged into PittSource, the Home Page will display an inbox, watch list and other items where you can easily navigate to requests that need your attention. Below is a detailed list of the home page and the functions available. Home Page The following defines each functional area of the homepage and its location. Functional Area Location Definition CENTER of Home page upon log in BOTTOM of Home page upon log in Columns at TOP of screen Displays all items requesting your attention (approval/review). Displays any request you have added to your watch list (postings, position requests) for easy access. Used to update your user account details & online help for using the system. Module Type Selection 1 Upper RIGHT hand corner of screen Used to toggle between the Position Management and Applicant Tracking modules. User Group Selection 2 Upper RIGHT hand corner next to your name Displays the user groups available to you and the arrow will toggle you into each user group. 1 Module Type Definitions Used to view Job Descriptions(JD) and submit new JDs and requests/ changes on existing JDs. Used to view postings, applicants, and complete selection requests. 2 User Group Definitions Applicant Reviewer Review applicants on a job postings, update applicant statuses, and create selection requests Initiator Create Job Description Requests Approver Approves Job Description Requests and Selection Requests All Temps Create and submit an All Temps posting request 2

5 Position Management Module Where all job descriptions and job description requests reside. Core Functions of the Position Management Module View and update your Staff job descriptions o Hover over Job Descriptions and click Staff Access active job description requests o Hover over Job Descriptions and click Staff Requests View University classifications o Hover over Classifications and click Staff Included in this section are step by step instructions to complete the following requests in the Position Management Module: 1. Creating a New Job Description 2. Updating an Existing Job Description 3. Replacing an Existing Job Description 4. Approving a Request

6 Position Management Module Where all job descriptions and job description requests reside. Creating a New Job Description (New Position Request): 1. Verify that you are in the Position Management module and the Initiator user group 2. Hover over the Job Descriptions menu at the top of the page and select Staff 3. Click the button at the top right corner 4. Select the Create New Job Description link 5. Enter the proposed Working Title 6. If you have responsibility for more than one department enter the appropriate department 7. If you have an existing job description within your department(s) you wish to copy into this request (clone), choose that job description from the list at the bottom of the page. This will pull in pertinent information from the cloned job description into this request and allow for edits. 8. Click the Start Request button 9. Complete all required data on each of the pages which are listed on the left hand side of the screen. Please note that if you cloned from an existing job description many of the fields will be prepopulated and ready for you to edit if applicable. 10. The following is a list of the pages within a new position request that will need to be completed. The pages that have a check mark next to the page indicate that all required fields have been completed. 11. After completing all of the pages of information you will be on the Request Summary page. On this page you can review all of the information you entered into the request for accuracy prior to taking action. 12. To take action on the request, hover over the Take Action on Request button at the top right hand corner of the page and select one of the following: *Please note, to save this request and submit later, please select Keep working on this request. If there are additional approvers within the department, you will need to select Approve and send to next reviewer. The request should only be sent to the final approver when ALL department approvals have been completed.

7 Position Management Module Where all job descriptions and job description requests reside. Updating an Existing Job Description 1. Verify that you are in the Position Management module and the Initiator user group 2. Hover over the Job Descriptions menu at the top of the page and select Staff 3. Search for and select the job description you wish to update 4. Click the Update Job Description link within the position summary (upper right hand corner) 5. Click START on the update job description page 6. The following is a list of the pages within the update request that will need to be completed. The pages that have a check mark next to the page indicate that all required fields have been completed. 7. The initial page gathers information regarding the requested changes and the possibility of a salary change due to increased or decreased duties, or a classification change. Information entered is considered pending until a confirmation of approval has been provided by the Compensation Department. 8. After completing all of the pages of information you will be on the Request Summary page. On this page you can review all of the information you entered into the request for accuracy prior to taking action. 9. To take action on the request, hover over the Take Action on Request button at the top right hand corner of the page and select one of the following: *Please note, to save this request and submit later, please select Keep working on this request. If there are additional approvers within the department, you will need to select Approve and send to next reviewer. The request should only be sent to the final approver when ALL department approvals have been completed.

8 Position Management Module Where all job descriptions and job description requests reside. Replacing an Existing Job Description 1. Verify that you are in the Position Management module and the Initiator user group 2. Hover over the Job Descriptions menu at the top of the page and select Staff 3. Search for and select the job description you wish to replace 4. Click the Replacement Request link within the position summary (upper right hand corner) 5. Click START on the update job description page 6. The following is a screen shot of the pages within a new position request that will need to be completed. The pages that have a check mark next to the page indicate that all required fields have been completed. 7. After completing all of the pages of information you will be on the Request Summary page. On this page you can review all of the information you entered into the request for accuracy prior to taking action. 8. To take action on the request, hover over the Take Action on Request button at the top right hand corner of the page and select one of the following: *Please note, to save this request and submit later, please select Keep working on this request. If there are additional approvers within the department, users will need to select Approve and send to next reviewer. The request should only be sent to the final approver when ALL department approvals have been completed.

9 Position Management Module Where all job descriptions and job description requests reside. Approving a Job Description Request 1. Verify that you are in the Position Management module and the Approver user group 2. Click on the requests tab in the inbox 3. Locate the title of the Position Description Request in the Inbox 4. Click on the title 5. You will then be directed to a Summary Page where you can make any necessary edits 6. You may then take action on the Request by hovering over the Take Action on Request button and making a selection from the drop down menu on the upper right hand side of the page *Please note, to save this request and submit later, please select Keep working on this request. If there are additional approvers within the department, users will need to select Approve and send to next reviewer. The request should only be sent to the final approver when ALL department approvals have been completed. To send the request back to a previous reviewer for edits/changes, select Not Approved, Return for Review. You will be prompted to select the individual to whom it should return.

10 Applicant Tracking Module Where all postings and applicants are located and where selection requests are created. Core Functions of the Applicant Tracking Module View Job Postings and Applicants o Hover over Postings and click Staff Create Selection Requests View Active Selection Requests o Hover over Selection Requests and click Staff Submitting an All Temp Request Included in this section are step by step instructions to complete the following in the Applicant Tracking Module: 1. View Postings & Applicants 2. Review Applicants 3. Change Applicant Statuses 4. Creating a Selection Request 5. Submitting an All Temps Request

11 Applicant Tracking Module Where all postings and applicants are located and where selection requests are created. View Job Postings and Applicants 1. Verify that you are in the Applicant Tracking module and the Applicant Reviewer user group 2. Hover over Postings menu at the top of the page and select Staff 3. Locate the posting and click the Actions menu on the right side of the screen and choose either View Postings or View Applicants

12 Applicant Tracking Module Where all postings and applicants are located and where selection requests are created. Reviewing Applicants 1. Verify that you are in the Applicant Tracking module and the Applicant Reviewer user group 2. To view a single applicants application, click on the applicant name 3. To perform bulk functions on applicants, select multiple applicants by checking the boxes to the left of the applicant s name 4. Click the Actions button in the upper right hand corner of the table Review Supplemental Question Answers allows you to see applicant s results Download Supplemental Questions Answers allows you to export answer into Excel for further review Export Results allows you to exports the table of selected applicants into Excel Download Applications as PDF will let you choose which documents to combine into a single pdf file (from the selected applicants) Create Document PDF per Applicants will take the selected applications and create one.pdf document with their applications and documents

13 Applicant Tracking Module Where all postings and applicants are located and where selection requests are created. Changing an Applicant Status 1. Verify that you are in the Applicant Tracking module and the Applicant Reviewer user group 2. Hover over the Postings menu at the top of the page and select Staff 3. Locate the posting and click the Actions menu and choose View Applicants 4. Click the Actions menu on the right side of the screen and select View Application 5. Click on the applicants name 6. Select Take Action on Application and select the state you wish to change the applicant to from the menu. * For resources regarding the Applicant Status Stepping process click here. 7. Make your selection and then confirm the status change when prompted Changing Multiple Applicant Statuses 1. Verify that you are in the Applicant Tracking module and the Applicant Reviewer user group 2. Hover over the Postings menu at the top of the page and select Staff 3. Locate the posting and click the Action menu on the right of the screen and choose View Applicants 4. Check the boxes to the left of the applicants you want to change the status for 5. Hover over the Action s button on the right side of the page above the applicant results and select Move in Workflow under the Bulk section of the menu 6. Select the status you wish to change the applicants to from the Change for all applicants field at the top of the page 7. Click on the Save Changes button

14 Applicant Tracking Module Where all postings and applicants are located and where selection requests are created. Creating a Selection Request 1. Verify that you are in the Applicant Tracking module and the Applicant Reviewer user group 2. Hover over Postings and select Staff 3. Locate the posting and click the Actions menu and choose view applicants 4. Click the Actions menu and select View Application 5. Click on the applicants name 6. If the applicant is not already at the applicant status Request to Extend Offer you must change their applicant status. (Note: you must be in as Applicant Reviewer to change the applicant status). 7. Once the applicant is at the status Request to Extend Offer, select Start Staff Selection Request 8. Ensure that the bubble to the left of the Position Number within the search results is selected and then scroll to the very bottom of the page and click on the Select Job Description button. 9. The following is a list of the pages within the selection request that will need to be completed. The pages that have a check mark next to the page indicate that all required fields have been completed. Note that you will need to include the reference checks for the selected candidate, so you may want to gather them prior to starting the request. 10. After completing all of the pages of information you will be on the Request Summary page. On this page you can review all of the information you entered into the request for accuracy prior to taking action. 11. To take action on the request, hover over the Take Action on Request button at the top right hand corner of the page and select one of the following: *Please note, to save this request and submit later, please select Keep working on this request. If there are additional approvers within the department, users will need to select Approve and send to next reviewer. The request should only be sent to the final approver when ALL department approvals have been completed

15 Applicant Tracking Module Where all postings and applicants are located and where selection requests are created. Submitting an All Temps Request 1. Verify that you are in the Applicant Tracking module and the All Temp Initiator user group 2. Hover over Postings and select All Temps Requests or click the shortcut on the right side of the home screen: 3. The following is a list of the pages within the All Temps request that will need to be completed. The pages that have a check mark next to the page indicate that all required fields have been completed. 4. After completing all of the pages of information you will be on the Request Summary page. On this page you can review all of the information you entered into the request for accuracy prior to taking action. 5. To take action on the request, hover over the Take Action on Request button at the top right hand corner of the page and select one of the following: 6. After the request has been submitted to All Temps, you will be contacted regarding the placement of the requested temporary employee. Please be aware that All Temps Request Postings are NOT posted on the PittSource website and visible to applicants unless special arrangements have been made with the Office of Human Resources.

16 Applicant Tracking Module Where all postings and applicants are located and where selection requests are created. Miscellaneous Tips and resources from the Office of Human Resources. Please note: use of applicant statuses is now required. For a diagram outlining this process, click here. To request a new user account or update an existing user account, click here. If you have any questions or problems please contact your recruiter or the Office of Human Resources at