PeopleAdmin: Eastern s Position Requisition & Job Applicant System Overview For the Vice Presidents, Provost, and CIO

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1 PeopleAdmin: Eastern s Position Requisition & Job Applicant System Overview For the Vice Presidents, Provost, and CIO Background Information PeopleAdmin What is it? Why did we do this? An on-line position requisition system AND an on-line job applicant system that will be used for classified and administrative positions. The reasons are many, and include: Replaces the outdated paper requisition process with an on-line process no more double/triplechecking with HR about what you need to do the system will guide you! Establish electronic routing for all approvals needed no more chasing down signatures! Allows you to see where your requisitions are or, more precisely, where they re held up! Allows you to easily create and/or find existing electronic job descriptions and other job documentation no more wasted time trying to find old documentation! All applicants must apply via the on-line application portal this feature provides many benefits: Provides the capability to build in screening questions applicants must respond to as part of their on-line application allows automatic verification that applicants are qualified. Provides HR with the capability to certify applicant pools to the department the day after the position closes no more waiting 3 or 4 days for mailed applications to come in, then another 3 to 4 days for preliminary screening. Allows search committee members to view applications on-line no more time and money wasted making lots of photocopies. Allows easy updating of the search are we interviewing applicants yet, and who will be interviewed? Applicants will be able to log in and check their status. What types of actions will be handled within the new system? Creating new job descriptions or re-defining existing positions Initiating electronic position requisitions Creating/attaching all required documentation associated with new or re-defined positions, including justification memo s Routing of the requisition to seek approval for requested actions from the entire chain of command Posting and closing the position on Eastern s website will be automated Job applicants will be required to apply on-line After the search committee completes all of their search processes, their recommendation to hire will also be completed through PeopleAdmin, and routed for approval

2 PeopleAdmin Workflow Supervisors are expected to notify their designated HR Associate before they submit their request through PeopleAdmin to the Level 2 approver. This will allow HR to review the on-line requisition and ensure the information is complete. Once the Level 1 Manager submits a requisition for approval, the system will route that request for successive approvals according to the following workflow: 1. Level 2 (Unit Head) 2. Human Resources Review 3. EO/Affirmative Action Review 4. VP/Provost Review 5. President Review 6. Grants (If necessary) 7. Budget Review 8. Human Resources for posting Logon to PeopleAdmin 1. Your HR Associate has already created a VP Level user account for you: User name: first initial+last name. If your last name is less than 5 characters, then use extra letters from your first name so that six characters are entered; examples: Sally Park s user name would be sapark and Ralph Chu s user name would be ralchu Password: same as user name for initial login; you will be prompted to change your password. 2. Log in to People Admin: 3. Update your user account to select the types of notifications you would like the system to automatically send you ( Notification Group ). The notifications will keep you advised about the progress or status of requisitions and subsequent recruiting activity. Later on, if you realize you want more or fewer system generated notifications, you can easily modify this setting.

3 How to Review On-Line Position Requisitions Eight Easy Steps: After logging in, the Welcome screen will appear. First step: find the requisition. Click on the Search Actions link in the left side bar. Note: if you see any positions listed under the Job Postings to be Approved section, contact your HR Associate. New requisitions will not be displayed in this section. After clicking on Search Actions, the following page will appear. Click on the drop down arrow for Classification Title, and select the classification your department is proposing (in this example, Program Coordinator is being searched). Note: requisition proposals will display only if they come from within your unit or another unit for which you are an authorized user. Then click on Check All, then click the Search button.

4 More than one position may be displayed. Click View for the specific position you re ready to review. Second step: review the position details. After clicking View as described above, click the link for Edit Information On This Page. Then, the following screen appears: Do not click to change the Action Status at this point in time!! Once you have completed your review of the position details, the Action Status options will be provided again at the end of the screens. Skip this section for now! To review the proposed position, simply scroll down to review the Position Details information that has been entered into the system: Proposed classification Job summary Qualifications both minimum and preferred Screen shot continues on next page

5 Position Details information continued: Continue to review the requisition by scrolling down the screen, and review the information entered. In this example, the proposed Position Coordinator position will be completely grant funded, so text has been added to the Project Description and Project Duration boxes to provide the relevant details. The Approval Notes section can be used to show extra approvals needed. It can also be used to enter special notes that Approvers, such as you, need to know before approving. Examples: Position will be filled through reassignment of existing employee or Position will be interim filled for a one year period. Confirmation of the funding type and relevant index code are shown here. In most cases, the Level 1 Manager will attach a separate justification memo for your review; as a result, the Justification box will state See attached Letter. Proposed salary information will be entered into the Expected Salary box in two circumstances: If the proposed position is classified (since those salaries are pre-determined by the defined classified salary system of steps), or If the proposed position is an existing administrative exempt position for which an up-to-date TRM salary analysis is in existence. Otherwise, any salary information entered is the level or range anticipated but not confirmed. If you are satisfied with the information shown on the Position Details page, then click on the Continue to Next Page button. Otherwise, if you need to discuss the position details with the Level 1 Manager or other parties, click on the Cancel button, and log out of PeopleAdmin. Later, after you ve resolved any concerns, log back in to PeopleAdmin, and continue with the position requisition review as described on the following pages.

6 Third Step: review additional funding lines (if any). If the proposed position is split funded between two or more accounts, the secondary accounts will be displayed on the Funding screen shown. If the position is funded out of one account, this screen will show No Records Found. After reviewing the information shown (if any), click on the Continue to Next Page button. Fourth Step: review the job duties associated with the proposed position. Duties will always add up to 100%, even if the position is a less-than-100% position. If you are satisfied with the duties as they are designed for the position, click on the Continue to Next Page button. Otherwise, if you need to discuss the job duty details with the Level 2 Manager or other parties, click on the Cancel button, and log out of PeopleAdmin. Later, after you ve resolved any concerns, log back in to PeopleAdmin, and continue with the position requisition review as described on the following pages.

7 Fifth Step: review the Supplemental Documentation attached by the Level 1 Manager. In this example, the Level 1 Manager attached three items to be reviewed: Memo this is where justification memos will be attached. Essential Functions Analysis this is required documentation that specifies the physical and mental demands of the job, as well as special job requirements. Performance Expectations this is a required document for classified positions. This is an optional document for administrative positions, but is the logical place where a Level 1 Manager would attach the position s pre-defined Performance Goals that the position will be evaluated for meeting during the annual performance appraisal. Click the View buttons to view the justification memo, and the other attachments as desired. If you are satisfied with the information contained in the attachments, click on the Continue to Next Page button. Otherwise, if you need to discuss the justification memo or any of the other attachments with the Level 1 Manager or other parties, click on the Cancel button, and log out of PeopleAdmin. Later, after you ve resolved any concerns, log back in to PeopleAdmin, and continue with the position requisition review as described below and on the following pages. Sixth Step: review the Requisition Form. In most cases, the fields for Requested Posting Date and Closing Date will be left blank as those dates cannot be determined until after the requisition is fully approved by all required parties. The Anticipated Start Date will typically only be filled out for positions where the funding does not become effective until a known future date (such as for grants). The rest of the Requisition Form page is discussed on the following page.

8 Sixth Step: review the Requisition Form continued. The next blocks on the Requisition Form allow the Level 1 Manager to indicate what types of documents job applicants may attach as Optional Applicant Documents or are required to attach as Required Applicant Documents. Typically, the only document that will be checked under Optional will be the DD2-14 form. This is not a required document, but if a veteran applies for a position who wishes to be provided with veteran s preference as allowed under law, then that applicant will attach the DD2-14 in order to be provided with the proper veteran s preference during the search, consideration, and hiring processes. Required Applicant Documents will typically show Resume and Cover Letter checked, as these are the standard pieces of documentation required for both administrative and classified staff position applicants. Note the language contained in the Special Instructions to Applicants box. This is standard language that will be used in nearly all recruitments. However, if the Other Document box was checked under either Optional or Required Applicant Documents, then an explanation of what that is should also be included in this box. The rest of the boxes will hopefully be self-explanatory: Application Types Accepted, Advertising options, blank box to indicate additional advertising sources, etc. The box for Search Chair will only be completed if that individual has been identified. Note: the box for Please list any other advertising sources will also be used to explain when the position will be filled through reassignment of an existing employee, or will be filled on a temporary or interim basis, with no recruiting activity planned as a consequence. If you are satisfied with the information contained within the Position Requisition page, click on the Continue to Next Page button. Otherwise, if you need to discuss any of the information with the Level 1 Manager or other parties, click on the Cancel button, and log out of PeopleAdmin. Later, after you ve resolved any concerns, log back in to PeopleAdmin, and continue with the position requisition review as described on the following pages.

9 Seventh Step: review the Action History if desired (completely optional step). This page shows the progress of the requisition who generated it, when it was initiated, who has looked at it, and when the requisition was finalized and submitted for review by the Level 2 Manager. In this example, please note that Susie Smith is a fictional employee name. If you are satisfied with the information contained within this page, click on the Continue to Next Page button. Otherwise, if you need to discuss any of the information with the Level 1 Manager or other parties, click on the Cancel button, and log out of PeopleAdmin. Later, after you ve resolved any concerns, log back in to PeopleAdmin, and continue with the position requisition review as described below. Eighth Step: forward the position requisition to the next point for review and approval. Now is the time to change the Action Status! Since you have already reviewed the Position Details (which also displays on this page), your next step is to simply click on the button for Send to President. Then click the Continue button. A confirmation screen will pop up (not shown); click the Confirm button, and PeopleAdmin will route the requisition back to. Congratulations! You re Done! When done, click to Logout!

10 Please note that you can check on the status of the requisition as it electronically winds its way through the approval process. Here s how to do that: 1. Log back in to People Admin: 2. Under Position Descriptions, click on Search Actions 3. Click the drop down arrow for the Classification Title, and select the applicable position title. 4. Then, within the Status block, select as many options as necessary to either expand or narrow the search, then click Search. Note: in this example, Check All was clicked. 5. System will display a View Actions table that lists the actions in process. The Status column displays the basic information about the last action taken. In this example, the action was Saved Not Submitted. If the position has been routed to another office for review and approval, that location will be displayed. Remember Your friendly HR Associate is ready to assist you with any questions you might have about PeopleAdmin!

11 PeopleAdmin Quick Guide Finding & Approving Positions Login at: Click the link for Search Actions on the far left Select the job classification (click the drop down arrow for classifications, scroll and select) Click the Search button Click the View link that appears under the position listing (if more than one position pops up, click the View link for the position under consideration) Scroll down and review the position details as necessary Change the Action Status: o If the position is o.k.: Click the action bubble for Send to President Click the Continue button Click the Confirm button o If you have questions/concerns, do one of the following: Route the position backwards to HR or to Level 2, then contact that party and advise/discuss the concerns; to route backwards: Click the action bubble for Send to Click the Continue button Click the Confirm button Leave the action as is, while you contact the relevant party to discuss: Click the Cancel button Click Confirm button That s it! Contact Human Resources for assistance at any step we are always happy to help!