Government of the District of Columbia District of Columbia Human Resources (DCHR) PeopleSoft 9.0 Upgrade Including: Approval First Level Approval Final Level End User Manual June 2010 Version 1.0
Table of Contents Overview... 3 Purpose... 3 Roles Responsible for Completing this Procedure... 3 Accessing PeopleSoft... 3 Approval First Level... 4 Approval Final Level... 6 Approve/Deny... 7 Page 2
Overview The DC Government embarked upon its first major Upgrade to the PeopleSoft Human Resources Management System (HRMS), in the spring of 2009. The Upgrade from PeopleSoft 8.8 to 9.0 included Human Resources, Payroll, Time and Labor and Benefits administration. The project was a collaborative effort between DC Human Resources (DCHR), the Office of Pay and Retirement Services (OPRS) and the Office of the Chief Technology Office (OCTO). Purpose The purpose of this document is to do the following: Approve / Deny Job Openings Roles Responsible for Completing this Procedure The following parties are responsible for completing this procedure: HR Administrators HR Specialists HR Advisors Asst. HR Advisors Important s/fields included in this procedure are specific to the District of Columbia Government s Human Resources policies and procedures. If a process or procedure is not written or located in this document, the District more than likely does not use and thus any elements related to such should not be changed, inserted or manipulated. Accessing PeopleSoft HR Administrators HR Specialists HR Advisors Asst. HR Advisors 1. Log in to PeopleSoft: 2. Enter the User ID and Password assigned to you. 3. Click the Sign In button to proceed to the home page. Lookup Box icons display all District-defined values for the related field. Only values from this list will be allowed. Calendar icons display a calendar from which the user can click to select a date. Page 3
1. Open a new PeopleSoft session and enter your User ID and Password in the PeopleSoft Sign In Page. Approval First Level 2. Navigate to Recruiting -> Pending Approvals. At this point, the authorizer has the opportunity to review the newly created job opening page by page by clicking on Job Approval:<Job Title> link. Select the appropriate value from the drop-down menu by the GO button allows the authorizer/or recruiter to approve the opening. The authorizer can make changes to the job opening at this point. Or, they have two options: 1. Approve the job opening and contact the final approver (the Recruiter) to communicate the necessary changes. Or, 2. Deny with comments. At this point, the process will stop and the originator will be required to restart the process. 3. Click on the Job Approval <Job Title> link under subject. Page 4
4. Click on each tab (Job Detail, Qualification, Screening, Job Posting, and Hiring Team) to review the information for the job opening. At this point the authorizer can modify any information, and then click on the Save button. 5. Click on the Approvals Link. Page 5
6. Enter information in the following field: This is optional. Comment enter comments in this free form field Additional Reviewers can be added by clicking on the green + sign, if somebody was forgotten in the approval chain. Approve/Deny 7. Complete one of the following actions: (Or) - Click this button to approve the job opening. - Click this button to deny the job opening. If this was the first level of authorization and the Approve button is selected; the job opening is routed to the final level of authorization. That person must complete the same process before the job opening can finally be approved. 8. Sign out of PeopleSoft by clicking the sign out hyperlink in the top right corner of the page. The PeopleSoft sign-in page is displayed. Approval Final Level The Recruiter signs into PeopleSoft to approve/deny the Job Opening. 9. Enter your User ID and Password. 10. Click the Sign In button to log into PeopleSoft. Page 6
Navigate to Recruiting> Pending Approvals. Approve/Deny The Recruiter should click on the subject: Job Approval<Job title>to enter the job opening and review all pages of the opening. On the approval page of the job opening, the person will either approve or deny the openings. Comments can be placed in writing at this point. Please note that the job opening process will stop once the opening is Denied. 11. Review each of the pages in the Job Opening/or Requisition. Once review is complete click on the approvals link/tab. 12. Enter information in the following field: Comment Enter comments in this free-form field. 13. Complete one of the following actions: (Or) - Click this button to approve the job opening. - Click this button to deny the job opening. This is the final level of approval. The Job Opening is not ready to be posting on the internal and external website for applicants to apply. Page 7