PeopleAdmin Hiring Departments User Manual

Transcription

1 PeopleAdmin Hiring Departments User Manual The following information pertains to hiring supervisors/managers/directors, departmental chairpersons, Vice-Presidents, President and others who have been granted the needed user access to PeopleAdmin. Last updated May 28, 2009

2 Accessing the PEOPLEADMIN system Access the following website: After entering the URL, the login screen will appear and should appear similar to the following screen: Usernames will be assigned by Human Resources. When entering the system for the first time, the password will be the same as the username.

3 In order to access PeopleAdmin, utilize the following steps: Enter username and password. (The password is case sensitive!) After entering username and password, click the login box.

4 At your first login, you will be required to change your password. Do so by following these steps: In the Current Password box enter the current password. In the New Password box, enter a new password (must be at least six characters and not more than twenty characters; may be a combination of letters and numbers). In the Confirm Password box, enter the new password again. Click the Submit Password Change box. You will be asked to confirm your changed password. Click Submit Password Change. You are now in the User System for PeopleAdmin and your screen should appear similar to the screenshot below:

5 Please remember your password. HR does not have access to your password. Should you forget, you may contact HR to have your password reset. It will be reset to be the same as your username. You will again be required to change your password upon re-entering the system by following the same procedures as outlined above.

6 Human Resources will also assign you a user type to ensure you receive the proper system-generated notifications when some action on your part is required. The PeopleAdmin user types and their authority to begin actions are as follows: Supervisor/Manager Personal Scope, Begin Action, Begin Hiring Proposal Department Authority Department Scope, Begin Action, Begin Hiring Proposal Approving Authority Department Scope, Begin Action, Begin Hiring Proposal Budget Authority Department Scope Executive Authority Department Scope, Begin Action, Begin Hiring Proposal Personal Scope allows the user to view and begin actions on positions that report directly to the user. Department Scope allows the user to view and begin actions on all positions that report either directly or indirectly to the user. Please note that the assigned user type does not reflect the level of the user s authority, but rather the number of approvals required in the department s workflow. It may be necessary to change your default view in order to view items requiring some action on your part.

7 If this is the case, (if the appropriate information is unavailable in current view), click on Change Default View under the Admin section of the menu. By selecting User above, the following changes will take place: When searching Job Postings, you will be able to search and view only Job Postings which have been assigned to you or have not been assigned. By selecting Department above, the following changes will take place: When searching Job Postings, you will be able to search and view Job Postings which have been assigned to you or your Department(s).

8 Your current view is indicated in the red outlined box at the top of your screen and will say: Welcome (your username), you are logged in. or Welcome (your username), you are logged in with User (or) Department View.

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10 Request to Fill Existing Position To fill an existing position (this electronic Requisition Form replaces the old paper form entitled Personnel Request Form ): Under the Position Descriptions section on the left of the screen, click Begin New Action to request to fill an existing position.

11 Click Start Action beneath Request to Fill Existing Position. You should see a screen similar to the following:

12 Once you have started your action, you must find the existing position that you wish to fill. You may search in several different ways: Click the Search button to bring up all of the positions reporting to the hiring manager/supervisor. Select the appropriate position number for the vacancy and click Start Action under the title.

13 You should see a screen with your departmental positions listed. Example for a position in IT (Help Desk): OR

14 If you know the position number, type the position number in the Position Number box and click Search. This will bring up that position number in the system. (It is best to search using the position number to ensure you have the correct position.) OR

15 You may also search for the position number by entering the current employee s name in the appropriate box and then clicking on the Search box (this will work only if the previous incumbent has not already been removed from the position). So that hiring supervisors/managers can differentiate between currently filled positions, vacant positions or new positions, HR has established the following naming system: o If your position is currently filled (position is being posted to be filled at a later date (for example, faculty positions posted for the following academic year)), the current incumbent s name will be in the name (first and last). OR o If your position is vacant, the last name will be: Vacated by (name of previous incumbent). First name will be the first name of the previous incumbent. o If your position is a new position, the name will be: Last Name: Vacant First Name: Vacant

16 To search by title of the position, click the Title dropdown box. This list includes all Tennessee Board of Regents titles, some of which are not used by PSCC. Note: Title and Position Title, Position Title is the actual position someone hold. Eg. Title can be Specialist and Position Title can be Career Specialist.

17 Select the appropriate title and click the Search button. (Hint: If you type the first letter of the title, you will be taken to the titles beginning with that letter and you won t have to scroll through all of them.) This will bring up all of those positions with that particular title to which you have access. After finding and selecting the correct position (by any of the above methods), you will be in the Request to Fill Existing Position screen. Click Start Action located beneath the Title column on the screen. This screen contains five (5) tabs in blue background ( Current Job Description, Position Details, Supplemental Documentation, Requisition Form and Comments ). In order to navigate this form, click a tab or click Continue to Next Page located at the bottom of the screen.

18 You should see a screen similar to the following: You will be able to edit only the Requisition Form, Supplemental Documents and the Comments tabs on this action. This action is not intended to allow you to update the job description or position information.

19 Review the job description carefully to ensure that it is accurate and complete. This will be your only opportunity to correct or make changes to the job description. To make changes to the job description, you must provide changes/updates to HR via the Other Attachment link. In the Supplemental Documentation section, you may attach: A Criteria Form (explained in following documentation) and/or Other Attachment. (For example--if minor changes to the job description are needed, print the job description from the PeopleAdmin Current Job Description Page, make handwritten changes, scan it and attach it as other attachment under the Supplemental Documentation section described in the next paragraphs. This is not the appropriate place to include major changes to the job description which should involve a job reclassification study.

20 To attach a document, click on Attach for the specific document you wish to attach.

21 You may attach a document in one of two ways: Upload a new document: Click the Browse button. This will open your documents on your computer, share drive, etc., and will allow you to double click on the appropriate document. This will insert the file name into the File: box. Click the Attach button.

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24 Click the Confirm button. Do not forget this step!

25 Note that the Attach link has changed to Remove and that you have a View option under View Document. OR

26 Paste a new document. Copy and paste from an existing document or type from scratch into the text box Click the Attach button. Click the Confirm button to attach the document. Note that the Attach link has changed to Remove and that you have a View option under View Document. Click Continue to Next Page. Click Confirm on the next page to complete the attachment.

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28 Criteria Form PeopleAdmin has the capability to assist departments and search committees in screening/ranking applicants. Having PeopleAdmin rank applicants is an optional step left up to the hiring supervisor/manager. Even if this step is used, it is not necessary that the supervisor/manager or search committee rely on this data. It is simply a tool available for use if desired. If you want the PeopleAdmin system to assist in screening and/or ranking applicants based on your criteria for the position, submit a document (Criteria Form) that specifies criteria (weighted by percentage for each criteria) that the hiring supervisor/manager or the search committee will use in screening applicants for interview. The more specifically written the questions, the better the system will function in the screening process. If the hiring supervisor/manager or search committee does this well, much of the time that has been spent screening applicants in the past can be reduced. If you need assistance in developing your criteria, contact Human Resources.

29 After all attachments have been attached, click Continue to Next Page. You should see a screen similar to that shown below: You are now in the Requisition Form part of the Request to Fill Existing Position. Complete the following information as directed: o Posting Date & Closing Date: PLEASE LEAVE BLANK. Human Resources will complete this information upon receipt of the posting request. Required and Optional Applicant Documents Please leave blank, Human Resources will complete this section.

30 Search Committee: (Please list the Chair of the search committee first.) Enter name, race and gender of all search committee members. If no search committee is used, fill in the name of the person conducting interviews and making the hiring decision. Remember to include women and other-race members on your committee. Search Committee Responsibilities: Unless there are any other exceptions, duties of search committees are assumed to be -- in addition to committee deliberations -- review of applications, direct contacts to assure diversity of applicant pool, interviews and reference checks. The search committee MUST seek approval of the Affirmative Action Director before conducting telephone and/or on-campus interviews. Advertising section will also be completed by Human Resources.

31 Click Continue to Next Page. Comments: This area is for different level authorities to communicate information to the next levels of approval. The applicants do not see these comments. For Faculty Positions: Please indicate in the comments box when you will be filling the position. For example: Fall, 2010 or Spring, Each authority level is able to add comments to their specific comment block by clicking Edit when first reviewing the action. After completing the Comments section (if appropriate), click Continue to Next Page. You should see a screen similar to the one shown below: (two screenshots of 1 page)

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33 Review all information carefully. If an error is found, click Edit (located at both the top and bottom of the form) and make necessary corrections. When ready to submit to the next level of approval, click Send Action to Departmental Authority. This takes you to a Confirm Change Action Status screen. If ready to submit, click the Confirm box. If you didn t complete the form and aren t ready to submit it for review/approval, click Save Action Without Submitting, then Confirm. This will save your actions but not submit them to the next level of approval.

34 When you are ready to go back to that position to finish your action, click on the Search Actions section of the Position Descriptions section to the left of the screen. Check the Action Saved Not Submitted box and then the Search button at the bottom of the screen. This will take you back to a View Actions screen so that you can select the position (click on View underneath the title of the position); complete the needed information and then submit to the next level for approval. Department Authority level and above have an option of Return Action to Submitter if the request is incomplete or not approved. A comment should be added to the comment box to explain the reason for the return.

35 Below views apply to Department Authority users only:

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37 Below the summary of the Workflow for each division that indicates the level of authority to whom the Personnel Requisition should be submitted: For most divisions (except those who report directly to the President): Supervisor/Manager Authority will submit actions to Department Authority for review and approval. Department Authority will submit actions to HR/AA for review and approval or return to submitter (with comments) for action. HR/AA will review and make any necessary changes and forward the requisition to the Approving Authority or return to submitter (with comments) for action. Approving Authority will review, approve and forward to Budget Director or return to submitter (with comments) for action. Budget Director will review/approve and forward to Executive Authority (Vice President) or return to submitter (with comments) for action. Executive Authority will review/approve and forward to HR/AA for final review/approval and posting. Departments that report directly to the President follow the workflow as shown below: Executive Authority will submit actions to HR/AA for review and approval. Budget Authority will review/approve and forward to HR/AA for review/approval or return to submitter (with comments) for action. The Position Requisition must be completed before the steps for posting the position can be completed.

38 Following Actions apply to Department Authority users, To check the status of your Position Requisition: Click Search Actions. In the right-hand column, check Request to Fill Existing Position. In the left-hand column, check Check All. Click Search. If you have submitted multiple actions, you will see more than one position. You may sort actions by each of the categories in the red heading containing a drop-down box. Click on Status. Find your position and look at the status column. You will be able to determine the status of your Position Requisition and where it might be located, awaiting approval. After your request to fill is approved, HR will create a posting from the approved position, adding any necessary information to the information you supplied in the Request to Fill Existing Position. HR will attach the following forms to the posting for completion during/after the interview process: Interview Rating Sheet Reference Check Credential Evaluation Form Pre-Employment Inquiry Guide HR will add Posting Specific Questions to the posting so as to determine whether the applicant meets minimum qualifications as specified in the posting. HR will then post the position and the original submitter will be notified by automated that the position has been posted.

39 See screenshots of Search Action below with Sample Sample Position Description at status of: Request to Fill Existing Position Posted FROM: The following position is at the status of: PostedAction Type: Request to Fill Existing PositionTitle: ManagerPosition Number: Department: APSU-Physical Plant Admin Please login to the online system to review/approve this position. Thank you.

40 This requires no action on your part other than to notify you that you can review the posting it does not require your approval.

41 Reviewing Applications to Postings How to review the applicant pool and move applicant status from Under Review by Department/Committee to a status of Recommend for Interview. Departments will not be able to review applicants in the pool until HR/AA has changed the status of the candidates in the pool to Under Review by Department/Committee. On the left side of the screen, click on Active Postings in the Job Postings section. This takes you to an Active Postings screen. After review/approval by AA/HR, the hiring supervisor/manager will be notified by that applications are available for review. Search for your posting and click on View under the title of the position in the first column. This will take you to a View/Edit Posting screen that contains a listing of the applicants and allows you to review them. The posting data is divided into tabs, listed across the top, starting with Applicants. This first tab lists the Applicants who have applied to this Posting. (Applicant Names have been masked on this screenshot.)

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43 Additional information is also provided on this screen, including their date applied, status, etc. Click through the other tabs at the top of the screen to view more details about the Posting, including Posting Specific Questions and Disqualifying/Points. (screenshot continued on next page)

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45 From the screen shown above, you may perform a number of tasks, including: Sort and view applicants by different criteria. Print applications and documents. Change an applicant s status. The up or down arrows at the top of the red columns next to Name, Score, Date Applied and Status will organize the selected column. For instance, by clicking on the arrow next to the Name column, applicant names are ordered alphabetically. (Applicant Names have been masked in the following example.) By clicking on the arrow next to the Score column, scores are ordered from lowest to highest or highest to lowest. (Scores are based on criteria supplied by the hiring supervisor/manager.) To filter applicants by score, enter a numeric value in the Minimum Score box and click Refresh. Only applicants meeting the entered score (or higher) will be included in your results.

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47 To view and print a single application, click View Application under the applicant s name from the Active Applicants screen.

48 A screen similar to the following will appear in a new browser window. (It may take a few moments for the information to load into the new window.)

49 Select File>Print from your browser s menu to print the application. Viewing and printing attached documents (resume/cover letter, etc.) is very similar to printing applications, except that the documents appear in the Adobe Acrobat Reader Software. This is done to preserve the integrity of the documents formatting and to assist in preventing viruses from entering the system via documents attached by Applicants. To view and print a single document (such as a resume or cover letter) that the applicant attached when applying for the Posting, click the link of the document under the column labeled Documents from the Active Applicants screen. A new window will appear (it may take a few minutes to load) in Adobe Acrobat Reader. This window contains the document for the applicants you selected to print. Select File>Print from the Adobe Acrobat Reader menu to print the document. To close the window, click on the X in the upper right corner of the window (this will NOT log you out of the system it will simply return you to the list of applicants on the View Posting screen). To view and print multiple documents at the same time, perform the following steps: Check the boxes next to the corresponding applicants you wish to print (or click the All/None link). These boxes are located on the right side of the page. Click the View Multiple Documents button. Select File>Print from the Adobe Acrobat menu. To view all of the applications in the same manner, click the underlined word All located at the top of the red column to the far right of the screen in the top 1/3 of the screen. This places checks in the boxes to the right of all candidates.

50 Click View Multiple Applications. This will place all applicants on the same page with a scroll bar. Search committee members other than the Supervisor/Manager, Department Authority, Approving Authority or Executive Authority will be able to view/print the applications using the guest username and password that was established in the job posting process. The Guest Username and Password are supplied to the hiring manager within the notification that applicants are available for review.

51 View Multiple Applications buttons

52 Changing Applicant Status After review of the applicants by the search committee, only the Supervisor/Manager, Department Authority, Approving Authority or Executive Authority have the ability to change the status of the candidates selected for interview from a status of Under Review by Department/Committee to Recommend for Interview. This is accomplished by following the procedures outlined below: To change the status of one applicant, click the Change Status link under the Status column in the row corresponding to the applicant. Click the dropdown box in the Status column on this form and select Recommend for Interview. Note: Once the status of an applicant has been changed to Recommend for Interview, the department cannot reverse the status change. If necessary, contact HR/AA to reverse the change in status.

53 Click Continue to Confirm Page and then click Save Status Changes. Notice that the status of that applicant was changed to Recommend for Interview. To change the status of multiple applicants at the same time, check the box below the All/None column for each applicant that you wish to change (or check the All/None link), and then click the button labeled Change Multiple Applicant Statuses A Change Applicant Status screen will appear.

54 To change the status of all applicants at once, click in the section titled Change for All Applicants. Click the dropdown box in the Status column on this form and select Recommend for Interview. Click Continue to Confirm Page. To reset status to their original values, click the Reset to Original Status button. To return to the previous screen, click Cancel. After clicking the Continue to Confirm Page button, you will be asked to confirm your changes. Select the Save Status Changes button to complete the Action. Select the Cancel button to return to the previous screen to edit your changes. Notify HR and Affirmative Action by that you have made your recommendations so that these candidates may be reviewed and (upon approval) changed to a status of Approved for Interview. ** After Affirmative Action has changed the status of these candidates to Approved for Interview, interviews may be conducted. The hiring manager will be notified by that the status has been changed to Approved for Interview. (screenshots continue on next page)

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56 **(If you conduct telephone interviews and on-campus interviews you must notify HR and Affirmative Action for approval for both interviews) Interview Process: Steps for supervisor/manager and search committee in interviewing candidates: Interviews are conducted by the hiring supervisor/manager and/or a selection committee. Remember that you must have an unofficial transcript before interviews may be conducted (for positions that require a degree.) A selection committee is recommended, but not required for professional, clerical/support and temporary faculty positions. Selection Committee Responsibilities: Unless there are other exceptions, duties of search committees are assumed to be -- in addition to committee deliberations-- review of applications, direct contacts to assure diversity of applicant pool, interviews and reference checks. The search committee MUST seek approval of the Affirmative Action Director before initiating contact with applicants or conducting telephone/on-campus interviews. Applications may be printed from the system in advance of the interviews OR may be viewed on any computer with access to the internet. The search committee/supervisor/manager will continue to use the standard Interview Notes for all interviewed candidates. When interviews are completed and a candidate has been selected, the hiring supervisor/manager completes all necessary documents and generates the Hiring Proposal.

57 Moving the selected candidate from a status of Approved for Interview to Recommend for Hire Only the Supervisor/Manager, Department Authority, Approving Authority or Executive Authority has the ability to change the status of the selected candidate from a status of Approved for Interview to Recommend for Hire. Search Committees (Guest Users) do not have this authority and must return their interviews notes and recommendations to the Hiring Supervisor/Manager for submittal. When you have identified a candidate that you wish to hire, you will need to fill out a Hiring Proposal for this applicant and send it through the electronic approval process. If not already in PeopleAdmin, access the user side of the PeopleAdmin system ( When logged in, the Active Posting should display by default if not follow below instructions. On the left side of the screen, click on Active Postings in the Job Postings section. You will see the Active Postings screen. Select the appropriate job posting and click View, under the title of the position in the Title column. This will take you to a View/Edit Posting screen for the position that contains a listing of the applicants.

58 To change the selected candidate from a status of Approved for Interview to Recommend for Hire. Click Change Status located in the Status column to the right of the candidate s name. This takes you to a Change Applicant Status form. Click the dropdown box in the Status column on this form and select Recommend for Hire. Click Continue to Confirm Page and Save Status Changes. Notice that the status of that applicant has changed to Recommend for Hire.

59 A Link will appear that says Begin Hiring Proposal Click the Begin Hiring Proposal link. You will see a screen with two types of Hiring Proposal selection choices. The options for a Supervisor/Manager (note that you will have different options if you are logged in as some other user type) are: Hiring Proposal for Different Position Description : You may use this if you have one posting but more than one open position. You can hire applicants from one posting into another position (same title) other than the position the posting was created from. Hiring Proposal for Position Description Listed Below : Use this to hire the applicant selected directly into the position what you see at the bottom of the page. This selection will be used most often. Once you choose your Hiring Proposal selection, click Start Action. You will see an open form where you can specify the detail about the applicant you wish to hire. (See screenshots on next page)

60 Do not complete the Recommended Salary or Start Date blocks. Leave them blank as HR will compute the projected salary based on our current pay plan.

61 Click the Continue to Next Page button at the top or bottom of the screen. This moves you to the Documents section of the Create Hiring Proposal for Position Description Listed Below screen. Attach the Interview Note forms for all interviewed applicants and Reference Checks and the Credential Evaluation Form for the selected applicant. Use the same procedures for attaching documents as shown in the Request to Fill Existing Position screen. (Note: You will be able to attach only one document for each requirement. Print and scan the documents (all Interview Notes as one document, all reference checks as one document, etc.), then attach to the appropriate document type. Faculty: Attach the Recommendation for Faculty Appointment and Communication Proficiency Forms under Other. Click the Continue to Next Page button at the bottom of the screen. This moves you to the Comments section of the Create Hiring Proposal for Position Description Listed Below screen. If you wish to make comments regarding this recommended hire, insert them here.

62 Click Continue to Next Page at the top or bottom of the screen. This moves you to the View Hiring Proposal for Position Description Listed Below Summary screen. From the Action Status select Send Hiring Proposal to Department Authority or the next approving level based on the division s Hiring Proposal flow chart. Click Continue. This moves you to the Confirm Change Action Status screen. Click on Confirm. You have moved this action to the next approving level. There is also an option to Save Without Submitting. If you are not ready to move this action forward, you may select this option and then go back to it later by clicking on Search Hiring Proposals under the Job Postings section. To find your hiring proposal, check the box labeled Hiring Proposal Saved Not Submitted and Search. When the Hiring Proposal has been reviewed and approved by

63 HR/AA, the hiring supervisor/manager will be notified via of the salary offer to be made to the prospective employee. The will have an attachment listing the salary offer and information regarding benefits. The job offer can now be made to your selected applicant. If the applicant accepts or rejects the position, return the hiring notification to HR/AA. If the applicant has rejected the position, Change that Applicants status to Not Hired Follow Steps below: Click on Active Postings. Under the Status column for the applicant that has a status of Recommend for Hire click on Change Status this moves you to the Change applicant Status screen. Under Status column select Not Hired. Under Reason column select Rejected offer of employment

64 If the applicant has rejected the position, begin a new Hiring Proposal for the new selected applicant. After your applicant has accepted the position, you will need to change all other applicants for the position to a status of Not Hired with the appropriate non-selection reason following similar procedure as on previous page. To check the status of your Hiring Proposal, you may search for it at any time. On the menu under Job Postings, click on Search Hiring Proposals. You are able to search using any of the specified criteria on the search page. Click Search once you have marked your search criteria. Once you have located your Hiring Proposal, you may click View to either: Submit to your next level approver after you have saved it. View the Hiring Proposal at its various stages of approval. Edit a Hiring Proposal that has been returned to you.

65 Logging Out To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity. However, anytime you leave your computer, we strongly recommend that you save any work in progress and Logout of the system by clicking on the logout link located on the bottom left side of the screen.