For Management and Staff Positions. User Guide

Transcription

1 For Management and Staff Positions User Guide

2 Contents Login Information... 2 Section 1. Your Web Browser... 2 Section 2. Security of Applicant Data... 2 Introduction & Home Page... 3 Applicant Tracking Module... 5 Section 1. Create a Recruitment Request Position Details Advertising Budget Documents Needed to Apply Required Requisition Documents Reference Requests Search Committee Other Information/Comments Summary Section 3. Recruitment Request Approval Workflow (Staff/Management) Page 1 PeopleAdmin User Guide Update

3 Login Information Login Information Login to PeopleAdmin at: To access PeopleAdmin, you will need to use your University SacLink username and password on the secure login screen below. Section 1. Your Web Browser PeopleAdmin SelectSuite supports the following browsers: Chrome (self-updating) Firefox versions currently supported by the vendor Internet Explorer version 9 and later Safari versions currently supported by the vendor When an issue arises with a supported browser version, PeopleAdmin will consider fixing it in an upcoming release. Issues related to browser versions that are no longer supported will not be addressed. The site also requires you to have Adobe Acrobat Reader installed. This is a free download available at Section 2. Security of Applicant Data To ensure the security of the data provided by applicants, the system will automatically log you out after 40 minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you save any work in progress and log out of the system by clicking on the logout link located on the bottom left side of your screen. Page 2 PeopleAdmin User Guide Update

4 Introduction & Home Page The Human Resources department has implemented this system in order to automate many of the tasks of the employment application process. You will use this system to complete three main tasks: 1. Review Requisitions 2. Search and Review Applicants 3. Communicate electronically with HR Administrators, Hiring Managers, Applicants, and others involved in the hiring process 4. Hire applicants The following table indicates the roles and scopes. The scope indicates the level of authority within the university for each role. User Role Scope Role Employee Personal Apply and/or view postings Initiator Department/Program Center Create and view recruitment requests, view postings Dept. Head/Chair Department/Program Center Approve requests (recruitment, Personnel Transaction Form) Dean/Administrator Department/Program Center/College Approve requests (recruitment, Personnel Transaction Form) Vice President Division Approve requests (recruitment, Personnel Transaction Form) Hiring Manager Search Committee Chair Search Committee Member Department/Program Center/College Personal Personal Budget University Budget authority Create hiring proposals (Personnel Transaction Form) View application materials, print application materials, evaluate candidates, change status of applicants in work flow View application materials, print application materials, evaluate candidates Human Resources University Administrator rights to recruitment process If your User Role and assigned department/unit is incorrect or missing, you will need to submit the CARS request. Page 3 PeopleAdmin User Guide Update

5 Once you are logged into PeopleAdmin the Home page will display an Inbox, Watch List, and other links where you can easily navigate to the requests that need your attention. Below is a detailed list of the home page functions available: Displays all items requiring your attention (approval/review). Displays any request you have added to your watch list (Postings, Hiring Proposals, Requests) for easy access. Used to update your user account details and online help for using the system. Used to toggle between the Applicant Tracking, Admin, and Position Management modules. You will only have access to Applicant tracking module. The campus is not using the Position Management module. Displays the user group assigned to you. Use the drop down arrow to change your user group. The system notification at the top of the screen will indicate your current user group view and other important messages. Module Inbox Profile & Help User Group Shortcuts Watch List Page 4 PeopleAdmin User Guide Update

6 Applicant Tracking Module Section 1. Create a Recruitment Request 1. Verify that you are in the Applicant Tracking module and the Staff/Management Initiator user group. 2. You can create Staff/Management requisitions from previous postings and/or Staff/Management Posting Templates using Shortcuts. 3. Click on Shortcut link Create New Staff/Management Requisition 4. You will then be prompted to create your posting from Option 1. Create from Requisition or Option 2. Create from Posting Template. Method 1 Method 2 Method 1: Create from Requisition Click Create from Requisition Identify the previous requisition you would like to create this new posting from On button, select Create From Method 1 In order to create from previous requisitions, there has to be a previous requisition that was created. Page 5 PeopleAdmin User Guide Update

7 Method 2: Create from Posting Template Click Create from Posting template Identify the posting template you would like to create this new posting from On button, select Create From Method 2 5. For either Option 1 or Option 2, once you click the Create From link you will then come to the Postings Setting page where you determine the division and department of the posting. When you have completed filling out that information, click on the button. Once you click the Create New Requisition button, you will get a notice to let you know the requisition was successfully created. Do not make changes to this section. Page 6 PeopleAdmin User Guide Update

8 6. You will be directed to the Position Details page, the first page of the Posting. Before you begin this page, note that there are different Sections related to completing a job posting. You will need to complete all sections before you can submit a recruitment request to the next step in the approval process. Once you have successfully saved your requisition, you will receive notification that it was successfully updated. The Sections you will need to complete. Click Next button to move to next page, or click Save button if you wish to come back later. Completed pages will have a green check mark. Fields with an Asterisk (*) are required, so if you do not include information in the field, an error message will appear and you will be required to complete it. Page 7 PeopleAdmin User Guide Update

9 1.1 Position Details You are now in the Position Details page. The name of the page is indicated on the top. Within the Position Details page there are several sections. These sections are as follows: Position Information Background Check Information Posting Detail Information Many of the fields will be auto populated and cannot be modified. You will need to complete the required fields or open fields that are applicable. For any issues or changes regarding the posting details pertaining to the position (e.g. Position Summary, Qualifications), you will need to work with your Class & Comp Analyst to make the update. Once you complete the information, click the button to proceed to the next page. Once you have successfully saved your requisition, you will receive notification that it was successfully updated. Sections within the Position Details. Some of these fields will be visible for internal users only. Some fields will be on the job posting. Your HR Class & Comp Analyst will create the posting template with auto populated fields from the final Position Description. You cannot modify those fields. Some fields will require your entry. You will not be able to submit the recruitment request if any required fields are incomplete. The Search Chair(s) is the only one that can move the applicant through the workflow while applicants are under review by Search Committee. You can add multiple Search Chair(s) such as a support person that can move the applicant through the workflow on behalf of the Search Chair. Page 8 PeopleAdmin User Guide Update

10 1.2 Advertising The next page is the Advertising page. Within the Advertising page, there are several sections. These sections are as follows: Advertising Summary: Provide any additional information regarding the advertising Copy of External Advertising: Provide sample/copy of the external advertising language for HR review Post for Internal Candidates Only: Check this box if you are making this an internal only posting Posting Period: Indicate the posting period for the posting Advertising Sources: Indicate where you will be advertising o Note: HR posts at CSU Job Posting, Sac State Web Posting, and Cal Jobs Once you complete the information, click the button to proceed to the next page. Once you have successfully saved your requisition, you will receive notification that it was successfully updated. To add additional information regarding advertising sources, click this button. Work with your HR Recruitment Analyst to identify the best possible advertising strategy to maximize diversity and inclusion in your recruitment strategy. Page 9 PeopleAdmin User Guide Update

11 1.3 Budget The next page is the Budget Information page. You will need to complete the required fields or open fields that are applicable. 1. Start adding the budget information by clicking the button. A budget field will appear for you to complete. You may add additional budget information if you have more than one vacancy on the same recruitment by clicking the button. 2. Once you complete the information, click the button to proceed to the next page. Once you have successfully saved your requisition, you will receive notification that it was successfully updated. For New Position, the Budget office will assign the Position Number. For Replacement Position if you do not know the Position Number, Budget Office will fill in the appropriate Position Number. If a budget information entry is not required, you can click this button to remove the entry. Once you hit the Save button, the entry selected will be removed. To add additional budget information if recruiting for more than one (1) vacancy, click this button. Page 10 PeopleAdmin User Guide Update

12 If you do not know the requested information in the budget tab, please follow the steps below to run a CMS Query. Additional instructions can be found: %20training%20guide2.pdf 1.4 Documents Needed to Apply The next page is the Documents Needed to Apply page. On this screen, you will designate the documents that will be necessary for applicants to apply to this posting. You can make this determination on a postingby-posting basis. Click on appropriate radio button for option selected. The HR Recruitment Analyst will make the final determination on which documents should be required. Once you complete the information, click the button to proceed to the next page. Select the documents applicants need to submit to apply. You can number the documents as in the order they will appear on the posting. Select whether the document will be Not Used, Optional, or Before making a document Required the department needs to analyze if it is needed or commonly requested for the type of position the recruitment is for. Applicants will not be able to submit their application without attaching the required document(s). Page 11 PeopleAdmin User Guide Update

13 1.5 Required Requisition Documents The next page is the Required Requisition Documents page. 1. Add documents that you wish to internally add to the posting. To attach a document, click on the button next to the document name. From there you will be able to browse and attach the document(s) to the recruitment request. 2. Once you complete the information, click the button to proceed to the next page. Required Documents for the recruitment request: Interview Questions Screening Criteria Signed Position Description (approved by Class & Comp) Exercise & Key to Exercise (if applicable) Optional Documents for the recruitment request: Organizational Chart Documents no longer required for the recruitment request: Background Worksheet PDF version of the unsigned Position Description For multiple documents (e.g. you may have three (3) different exercises) you will need to combine the document and submit as one document file. 1.6 Reference Requests The next page is the Reference Requests page. Applicants will be required to submit at least a minimum of three (3) references; however, you can opt to max the number of references applicants can provide. Once you complete the information, click the button to proceed to the next page. This should always be Yes. Page 12 PeopleAdmin User Guide Update

14 1.7 Search Committee The next page is the Search Committee page. This is where you can list any Search Committee Members who may need to be assigned to this posting. 1. Click the button. Another pop up window will appear so you can search for the name of the user you wish to add as a search committee member 2. Once you have found the user, click on button. Continue this until all members of the committee are selected. After selecting all of the members, click the button on the pop up window. 3. Make sure to add the Search Committee Chair again. The same users entered in the Posting Information section. For the Search Committee Chair, check the Committee Chair box next to their name. 4. Once you complete the information, click the button to proceed to the next page. A notice will appear if you successfully added the selected user to the search committee. You can search for committee members by name or by department. List of Existing Users you can select from. Check this box to make the individual the Search Committee Chair. This should be the same individual identified as the Chair in the Positions Details Page. Click this button to add the selected individual as a search committee member. If a user(s) does not exist, you will need to contact your HR Recruitment Analyst to request the user be added as an available search committee member option. For search committee member(s) who are not an employee of the University, you will need to submit a Common Access Request System (CARS) and follow the Person of Interest (POI) process. Page 13 PeopleAdmin User Guide Update

15 1.8 Other Information/Comments The next page is the Other Information/Comments page. This is where you can provide additional comments or information regarding this request. Once you complete the information, click the button to proceed to the next page. 1.9 Summary The next page is the Summary page. The system will bring you to a summary page where you can review the posting and move to the next level approver. The system will generate an to the next approver and this posting will appear in their inbox for their approval. You will need to click the button to move to the next level of approver. The posting will continue through the approval process until Human Resources approves and posts the position. A notice will appear if the requisition was successfully submitted. A notice will appear if the requisition was successfully updated. History Tab: will provide details on the approval steps, date/time stamp, and any comments or notes. Settings: to make any modification to the posting setting page. Take Action on Posting section: You will see different options on what you can do with this posting. When you click the button another box with drop down menu will pop up. You can Edit the recruitment request. You select the next level of approver. A box will pop up for you to provide additional comments for the next approver. Once the request is submitted, comments cannot be deleted. Be sure to check this box so that you can track the workflow state of this recruitment. Clicking the Submit button will submit the recruitment request to the next workflow state. Page 14 PeopleAdmin User Guide Update

16 Section 2. Recruitment Request Approval Workflow (Staff/Management) Below is the typical workflow (routing) for recruitment request approval for Staff and Management positions. Initiator Dept. Head/Chair Dean/ Administrator Vice President Budget Approval HR Analyst Initial Review Human Resources Final Reivew Position Posted Page 15 PeopleAdmin User Guide Update