QUICK START GUIDE How to Create or Modify a Position in PeopleAdmin as an Initiator

Transcription

1 QUICK START GUIDE How to Create or Modify a Position in PeopleAdmin as an Initiator *MAC Users: open up the in GOOGLE CHROME OR FIREFOX NOT SAFARI. PC Users will NOT encounter any problems. 1. LOG IN Go to Log in with your MSU Denver User ID and Password, i.e.: Metro and password that you use to log into your computer and Banner). If you have problems contact Human Resources at or Paul Hitchcock at IMPORTANT BEFORE YOU START: a. Have the FOAP/Budget Information available b. You will need the SUPERVISOR S E (administrative) or F (faculty) line number c. Updated Organizational Chart always applicable when CREATING new positions d. DO NOT USE THE SHORTCUTS Follow the instructions beginning in item #2 below. 2. CREATE OR MODIFY A POSITION - Log In is your msudenver.edu and password created by the individual (once HR has authorized). This is NOT A GU or Guest User password. Once you log in, you will be brought to a home tab. Right hand top corner, select POSITION MANAGEMENT (ORANGE background) from the drop down menu to Create or Modify a position (this includes creating or modifying for promotions, reassignments, updating, as well as advertising and filling. Contact a member of the EO team at or eoquestions@msudenver.edu). 1

2 3. SELECT INITIATOR ROLE upper right hand corner, drop down menu; other choices may include Hiring Manager, Supervisor, etc. you MUST select Initiator - hit the Refresh button (right of the pull down menu, NOT the refresh button on your browser). You should see a green status bar at the very top of the page verifying your selection. Important: If you DO NOT have Initiator as a choice in the pull down menu contact Angela Bender, abender6@msudenver.edu, or Paul Hitchcock, hitchcoc@msudenver.edu, SELECT TYPE OF POSITION - Hover over the Position Descriptions tab to display the categories available to you and select the type of employee category you wish to create or modify a position for. 2

3 5. CHOICES CREATE OR MODIFY 5A) Modify an Existing Position a list of positions under your department/purview will appear on the screen, simply double click on the position that you would like to MODIFY and then in the right hand corner choose the button Modify a Position Description. Double click on the Modify Position Description button upper right hand corner the screen below appears: Note, you will need the Hiring Manager s E Line (Administrative or F Line for Faculty), a FOAP, and if there are changes in the organizational reporting process an organizational chart. Follow the instructions and fill in step by step. The last step will to move to the HIRING MANAGER. 5B) Create a NEW Position Description Go back to Step 4 and/or SELECT TYPE OF POSITION - Hover over the Position Descriptions tab to display the categories available to you and select the type of employee category you wish to create or modify a position for. See next page for example. A search window will appear and in the upper-right corner of the search window, click on the orange Create New Position Description button for an ENTIRELY NEW POSITION. 3

4 Click the Create New Position Description link. The next page will ask you for the position title and the department in which you re creating a position. Once you enter this information, click on the orange Start Action button located above where you entered the position title. You will NOT be able to input a position number, this is the responsibility of: Faculty positions, F lines assigned by Dean or Provost; and Administrative Positions, E line assigned by Human Resources. Any comments should be placed in the comment box at the end of the position action. CLONING Alternatively you can clone an existing position in the system and edit or update individual fields from the position you cloned from. All you have to do is select a position from the list below where you would enter a new position title and department. To search for a position, click the Filter these results link and enter the position title, number or department in the search bar, then hit Search. Once you find the position you wish to clone, click the bubble on the left of the position title in the list and click the Start Action button at the top. From here, you will go through eight editing actions to complete the new position - Purpose - Using the drop down box, you will need to select the type of request from the following listings: Selection Applies to: Change in Reporting Relationship Change in Supervisor for position. New position Creating a new position that does not currently exist at the University. Reallocation existing position (Used for Classified positions only) Review for Appropriate Salary Review for Proper Classification (Used for all employee types Admin, Faculty and Classified) Review for Possible Exemption Review for Title and Possible Change Comparison Title Change Only Update/Modify Job Description Review Classified position duties for possible change in classification. Review for possible compensation adjustment. Review for possible allocation to different classification. Review for possible exemption from the State Classified system (Conversion of Classified position to Admin) Review for possible title change and request possible compensation adjustment. Change to position s working title. Revision of job description duties and responsibilities, qualifications, etc. 4

5 ENTIRELY NEW POSITION - select New position and, in the What is the purpose of this request? text box, detail any information regarding the new position. Example: New department position approved by Board of Trustees in June session NOTE: Both the type of request and purpose of request are required fields. After completing these fields, click on the orange Next box on the right side of the screen. Proposed Classification You will then select the appropriate classification on the next screen. You can click on the classification title to view the details of the individual classification. This classification will be reviewed by HR during the approval process. Select the radio button by the desired classification and then click on the orange Next box on the right side of the screen. Position Details At a minimum you will need to complete the required fields but we highly recommend completing as much of the form as possible. Use percentages in the Responsibilities, contact EO for hints on writing position descriptions. Remember the responsibilities, required and preferred qualifications are important in not only the search screening and hiring process but the evaluation process for performance plans etc. Position Details Information - you are required to select the appropriate EClass Code. Use the CHART on the next page with selecting the appropriate EClass Code for a new or updated position, ie: E Class Code = Administrative positions and F Class Codes = Faculty positions. Important YOU WILL NOT be able to input an E line for a NEW position, this will be assigned by HR. F lines are assigned by the Dean s Offices. Classified Jobs call Angela Bender, Assistant Director of Employment Services, , abender6@msudenver.edu. Go to for HR Staff Directory. NOTE: If you have cloned a position and need to update the department - any department changes must be completed by HR. Please contact HR and work directly with them to update the department and assure the proper routing in PeopleAdmin for the position! E Class Code Position Number Type Applies to: Admin < FT without benefits E XXX Use for FTE less than.5 (50%) Admin < FT with benefits Full Time Administrators Classified Salaried Exempt Classified Salaried Non-Exempt Classified Part-Time E XXX E XXX C XXX C XXX C XXX Use for FTE greater than.5 (50%) but less than 1.00 (100%) Use for 1.00 (100%) FTE (Default for a Full-time Admin position) Classified position that are NOT eligible for overtime (E : Exempt) Classified position that are eligible for overtime (NE : Non-Exempt) Classified positions less than 1.0 (100%). Regular positions, not Temp FT FACULTY Trans Retirees F XXX Must be retired Faculty Part-Time Affiliate Faculty Affiliate positions only Use for Affiliate Faculty Pooled Positions FT Faculty - 10 mo with benes F XXX Use for Regular Faculty appointments (Default for a standard faculty position) Full Time Faculty Def Pay F XXX Use for 12 month Faculty appointments 5

6 Required Documents - You will need to attach or create the following required documents: Organization Chart Classified PDQ Department and VP organization charts are required for all positions. An updated PDQ (Position Description Questionnaire) is required for all Classified positions Use the options available by clicking on the Actions drop down beside the listed required document. Upload New Create New Choose Existing Allows you to browse on your computer and upload a document Will open a screen where you can input information (similar to a Word document) Can access documents you have previously uploaded to the 7.0 system. NOTE: Please assure that documents reflect the most up-to-date information for the department, VP area or position. Do not use previously uploaded documents if they no longer reflect the current status of the department, VP area or position. Attach the required documents, click on the orange Next box on the right side of the screen. **If you are creating a position to be posted and filled, you would complete the requisition form. If you are not intending to post the position, this form would be optional. Closing Date - A calendar will appear when clicking on the Posting Date and Closing Date select the desired date for each. Select Closing Instructions using the drop down options. We highly recommend using Close on Closing Date, except for positions that have a limited number of applicants and may be difficult to fill. Add any instructions to applicant and select desired advertising sources. Click on Next box to advance. Note EO can assist with this at the final stages Budget Information A FOAP is mandatory. More than one source of funding, add another Budget Information Builder Entry. PLEASE DO NOT put comments in the Budget Notes/Comments area. The budget office uses this area for their notes and comments; click on the orange Next box. If this screen is locked up when you come to the summary screen and cannot move the position on for approvals, enter the same FOAP information in all of the three areas under the Budget Information Builder Entry. DO NOT check the Remove Entry boxes. Required Applicant Documents Recommended documents: Resume/CV, Cover Letter, and References (refers to a list of three professional references and contact information). You MUST click the Included box to request the document clicking Required only will not accomplish this. Additional Documents Under Special Instructions to Applicant section, you can state additional requested documents, i.e.: writing sample, copies of official transcripts, student evaluations. Consult with the EO Team if questions on this area. Supplemental Questions You can select or add supplemental questions for the applicant. Click on the orange Add a question button and select from the available questions or you may create a new question using the option at the bottom of the window. Be sure to select the required check box if you want to make it a required question. NOTE: Any supplemental questions will be reviewed by EO for approval. You can add open ended questions or a predefined answers question by selecting the appropriate radio button. By clicking on the title of the question you can also define the number of points you would like the candidate to receive for each answer or make the question disqualifying based on their reply. 6

7 Action Summary Review the position for accuracy, you can edit any section by clicking on the Edit option beside the section title. Properly completed sections will have a blue circle with a checkmark. If you see an Orange circle with an exclamation mark: That section is missing some required information click Edit and supply the required information. Review, check for spelling and punctuation errors, and click on the orange Take Action on Action button at the top right hand side of the Summary screen submit to the Next Level Supervisor. DONE AND MOVING THROUGH THE APPROVAL PROCESS. HINTS: *NAVIGATION - move to the different sections of the position description by using the navigation bar on the left side of the screen. You can also now use the Back arrow in your browser to move to a past section. *SPELL CHECK - Check Spelling option at the top of the form. *WATCH LIST View the positions status as it moves through the online application approval process, select Add this action to your watch list? In this way you can monitor the approval progress of the position. *ADDITIONAL OPTIONS - You can also select the following options, if desired: Keep working on this Action - saves the action in the system and provides the Watch list option Cancel Action - moves the position to a cancelled status *RESOURCES Human Resources Office, , Nicole Tefft, HR Director, ntefft@msudenver.edu; Angela Bender, Assistant Director of Employment Services, abender@msudenver.edu; Amber Mozet, HR Generalist and Assistant to the HR Director, amozet@msudenver.edu; and Debbie Magana, Classification/Compensation Specialist, dmagana1@msudenver.edu. Equal Opportunity Office, assistance with the online application system general questions, as well as the search and screening process for administrative and faculty positions; Angela R. Marquez, Associate EO Director, amarqu33@msudenver.edu, Paul Hitchcock, People Admin Coordinator/Administrative Assistant, hitchcoc@msudenver.edu, or Laura Lempe, Equity Specialist, lempe@msudenver.edu. Phone number or , eoquestions@msudenver.edu. 7