PageUp Recruitment Management System USER GUIDE Version 1.4 - Human Resources 2018
Contents About PageUp... 2 Process Overview... 3 Creating and Requesting Jobs... 4 Selection Committee Review... 8 Conducting Reference Checks by Phone... 12 Making Offers... 13 Support and Feedback... 16 PAGE 1
About PageUp PageUp has been implemented by the University of Tasmania to provide significant benefits to the delivery of our talent acquisition strategy, and align with best practice recruitment processes. After a detailed analysis during the MyHR Plus project in 2017, a need for a highly capable, bestin class solution was identified to drive a number of improvements to recruitment, including: Improvements to candidate experience to better engage and attract high quality applicants; Bring our careers website and application process up to speed with modern, mobileoptimised processes that allow people to view and apply for jobs anywhere, anytime; Reducing the use of paper based forms due to compliance risks and process delays resulting in candidates withdrawing from the process; Automate key processes such as generation of offer letters, communication with applicants and alerts; Improve our average time to hire from 91 days to a level in line with national benchmarks to ensure we remain competitive with other institutions and local employers; and Provide a platform for further improvement and innovation in how the University of Tasmania attracts and engages new staff. The PageUp recruitment management system has been successfully implemented by over 60 higher education institutions globally including 16 other Australian universities, as well as some of Australia s largest employers such as Telstra, National Australia Bank, Coles and Jetstar. This guide has been designed to provide an overview of key manager and selection committee tasks undertaken in the PageUp system. PAGE 2
Process Overview PAGE 3
Creating and Requesting Jobs 1. Log in to PageUp via the Recruitment Request button on the service portal, or via the following link: https://utas.dc2.pageuppeople.com The system should automatically log you in if connected to the UTAS network. 2. When you are logged in, you will see the following screen, which alerts you to actions and open jobs at every step of the recruitment process. Click New Job to create a new job. Note: Depending on your user permissions, you may or may not see all of the options listed here. Contact hr.services@utas.edu.au if you think your permissions are incorrect. 3. You will be taken to the Select a Job Template page. As the logged in user, your name will appear as the Reports to Manager by default. If you are an Administrator completing this request on behalf of a Hiring Manager, please select the Hiring Manager s name using the binoculars search function. PAGE 4
If you are recruiting an existing position, you can search for the existing position in the Position to Recruit field by using the binoculars icon. By selecting an existing position in this field, it will use the information already attached to this position in MyHR to prepopulate position information and save time when completing the form. For new positions please leave the Position to Recruit field blank as the next steps will aid in creating a new position. Click Next when you are ready to continue. 4. You will now be taken to the Position Information form, which will require you to complete a number of key fields. Please note that any fields marked with an asterisk are mandatory and must be completed prior to submission. 5. If the position is to be filled by a direct appointment, you can complete the appointee s details in the correct fields (and later in the process assist in preparing offer documentation.) PAGE 5
6. Please see below a list of each field with details to assist in completing the field. Position Information Reports to Manager* The person whom the successful applicant will report to Job Type* Indicates if this is Academic or Professional position Job Title* The title of the position Position Number* The position number from MyHR (leave blank if new) PageUp Job Number* The unique number used by PageUp to ID each request Faculty/Institute/Division* The college or division the position belongs to School/Section* The school / section the position belongs to Where will this job be based?* This is the preferred site the position will be based at Upload Position Description* Headcount Management New/Replacement Positions Used if there are multiple people to be recruited Reason* The reason for the vacancy Employee Being Replaced Use this if there is an existing person being replaced Are there any changes being made to the position?* Yes if a change to existing position, or No for new positions. Please detail changes being made Free text field to detail changes Employment category* Is this a fixed term or ongoing position Full/Part Time* Is it a full or part time work schedule FTE* Fraction of a full time position (Full time always = 1.0) Desired Start Date* The desired date the person will realistically commence End Date Used for fixed term positions only Duration if applicable Used for fixed term positions only Project* The project code that will fund the position % of Total Cost* The funding percentage from this project If the cost is split, please detail splits Free text field to add detail on any funding splits Questionnaire Position Justification Is the position within budget?* Yes or No How is this position being funded?* Free text input detail on funding arrangement Why is the position essential to fill?* Free text field - What is the impact if the position is not filled?* Free text field What alternatives have been considered?* Free text field Is this intended to be an identified Aboriginal position to be Yes / No (if answering yes, be sure to select the appropriate filled in accordance with the Strategic plan for Aboriginal approval process later in the form). engagement?:* Would visa sponsorship be considered for the successful applicant?:* This will help the HR team screen out ineligible applicants if a visa sponsorship should not be considered Would relocation assistance be considered for this role?:* This will help speed up approval processes if relocation If yes, please provide details: assistance and budget is required for the successful applicant. Salary Information Pay Scale Area* The pay scale that applies (eg. Academic, Professional) Salary Grade* The salary grade for this position (eg. HEO Level 5) Salary Range* The minimum and maximum salary available Selection Committee Chairperson Selection Committee Members Assigns selection committee members & a Chairperson. These users will be responsible for reviewing and providing feedback on applications in the system. Recruitment Information & Approvals Recruitment Process* HR Business Partner* Hiring Manager* Approval Process* Select the appropriate applicant selection process. (Note, people cannot be hired against an EOI) The HR Business Partner for your College/Division. The manager in charge of the recruitment process Select the appropriate approval process from the dropdown list & populate approvers. Your HR Business Partner will confirm the correct process if you are unsure about what to select. PAGE 6
7. When you have completed the form, click the Submit button. This will commence the approval process and notify the first reviewer selected in the Approval Process. 8. Following a budgetary check (if required), the HR Business Partner will review the request, and set up a short meeting to discuss the job design and advertising details. In consultation with you, some changes to the request may be made to ensure you have the best chance at finding the right person for the job. 9. Once you are happy with the changes, the HR Business Partner will endorse the position in the PageUp system. This will notify the next approver in the approval process to complete their review. This includes an endorsement check by the relevant Finance Business Partner, before proceeding to the formal delegated approver. 10. Approvers after the HR Business Partner cannot make changes, however they may choose to decline a position. If they decline the position, they prompted to provide a reason and comments so that you can update and resubmit the position with the correct details. 11. Once your position is approved, the HR Advisory Services team will post the ad on the agreed channels. You can then wait until your applicants are ready to review after the advertised closing date and proceed to the Selection Committee review step. PAGE 7
Selection Committee Review The selection committee review process will be completed on two occasions: With the initial long list of applicants With the shortlisted candidates post interview 1. When the advertising for a job has closed, the HR Advisory Services Team will make all eligible applicants available for selection committee review. Each selection committee member will receive an email when an applicant is available for review. 2. Upon logging in, there will be an alert that there is a job(s) requiring panel review. Click on this to view the job(s) awaiting review. 3. 4. For each job, you will be given the option to View Applicants, or View Job. Before you start reviewing the applicants, you are able to view the job details by clicking on View Job. A popup will appear with all of the available position information for your reference. Click on the Documents tab to view the position description and any other job related documents. PAGE 8
5. Now that you have reviewed the job, you can start reviewing and providing feedback on the applicants. On the previous screen, select View Applicants. 6. This will present you with a list of applicants for review. These will be organised based on the review step- Selection Committee Review, or Interview 1. Each applicant will have icons next to their name. By clicking on these icons it allows you to view their resume, or application answers including selection criteria and other attachments: 7. Once you have reviewed the application, you can provide feedback on each selection criteria for the person. You will be asked to select an outcome for each criteria, and have the option to add comments against each criteria. 8. When you have selected an outcome for each criteria, you will be asked to add a Summary of your comments and select an overall Outcome. Click Save and Next to move on to the next applicant repeat steps 5-7 until all applicants have been reviewed. PAGE 9
Shortlisting Applicants for Interview 9. Once all members of the selection committee have provided their feedback, it is time for you and your colleagues to agree on a shortlist for interview. Note: If you are the Selection Committee Chairperson, this means completing an extra action in the system to notify HR of your chosen shortlist, and rejecting any unsuccessful applicants (see below for more information). 10. When the committee has completed all reviews, there will be a notification on the home page of Chair of the selection committee that a job has applicants ready for review. (Only the Chair will have access to this step) 11. Click on the link a list of jobs with applicants for review will appear. Select the relevant job and click View Shortlisted Applicants. 12. A list of applicants will appear their current applicant status will be listed, and you will be able to choose a selection outcome for each person. Applicants who have been reviewed already will be marked with a green tick in the Reviewed column. To view more details about the applicant, click the view button. Select an outcome for each applicant you will have different options depending on the review step: Selection Committee Review options: Shortlist, or Selection Committee Review Unsuccessful Interview 1 options: Reference Check, or Interview unsuccessful NOTE: If you select an unsuccessful outcome, a notification will be sent to the applicant advising they were unsuccessful. If you wish to provide verbal notification, please do this before entering the outcome into PageUp. You will be asked to enter a reason for the unsuccessful decision this is used for reporting purposes only and is not sent to the applicant, and will be used to continually improve our approach to talent acquisition. PAGE 10
13. When you have entered an outcome for all applicants, click the Submit button at the top of the screen. Depending on the stage of the process this will enable either: a. The HR Advisory Services team to start arranging interviews (If Shortlist is chosen) b. Allow you to commence reference checks on your preferred applicant(s) 13. This review process can also be repeated after the interview stage, at a minimum, the process from step 11 onward will need to be completed after interviews. A separate guide on completing reference checks in PageUp is also available. PAGE 11
Conducting Reference Checks by Phone 1. After the interviews, your preferred applicant should be moved to the Reference Check current application status. The Selection Chair or a nominated panel member completes this step. 2. To conduct a reference check by Phone, click on the Applicant Name, or the View link on the right of the screen. This will display the Applicant Card. 3. Under the applications header, you will see the job the person has applied for, and to the right there will be a small Actions dropdown menu. From this menu, select New Form. Depending on the type of role, you may select Academic Reference Check Form, or Professional Reference Check Form. Click Next when you have selected the form. 4. The Reference Check Form will now be displayed make sure to familiarise yourself with this form you may wish to pre-fill some of the information about the referee before making the phone call. 5. When you are ready, phone the referee and complete the form with as much detail as possible. You will need to provide a final recommendation at the end of the reference, and click Save when complete. 6. The reference check is now saved against the applicant s file close the window and repeat this process for the second referee. 7. When completed, you may now update the applicant status to either Reference Check Unsuccessful or Pre-Employment Health Report (this is the next step forward), which will notify HR that this step needs to be actioned. NOTE: The system will automatically send an email to the candidate requesting referee details when their status is updated to Reference Check. If you cannot find referee details on the application form because the applicant chose to withhold these from their initial application, check with the HR Advisory Team to see if these have been received from the applicant. PAGE 12
Making Offers When you have selected a preferred applicant, and all reference / pre-employment health checks have been completed, the Hiring Manager or chairperson you will need to enter the offer details into the PageUp system. This will allow HR to review the offer and generate the offer letter and contract for your preferred applicant. Please discuss with your HR Business Partner any questions you have in relation to the offer details. HR Business Partner endorsement must be received via Page Up (details below) before you proceed with a verbal offer to the preferred applicant. The following steps outline the online offer process in PageUp. 1. Go to the Applications section in PageUp, and click on the link that says x jobs have applicants for review. 2. Find the job you wish to make an offer for and click the View shortlisted applicants link 3. A list of the applicants you have reviewed will appear. Click on the name of your chosen applicant. 4. On their applicant card, locate the position you wish to offer the person. You will see a link that says No Offer click on this to start populating offer details. 5. A new Offer Card window will open, which is where you can enter the offer details some personal and position information will be prepopulated to save time. PAGE 13
6. As you scroll down, there are a number of fields to be completed. A short guide on each has been included below to assist in completing the offer card. Items marked with an asterisks * are mandatory. Employment Conditions Start Date* This is the date the applicant will commence work End Date (if applicable) This is the date they will finish (fixed term contracts only) Probation* These fields define the probation period, and populate Probation End Date* details in the offer letter. Reports to Manager* This is the person the applicant will report directly to. Cost Centre* This is the project code where costs will be assigned. Remuneration Details Salary Grade* The classification for the position (e.g. HEO Level 5) Step* The salary step the person will be paid at FTE* Fraction of a full time position (Full time always = 1.0) Remuneration Base Rate* The base pay rate, excluding superannuation and allowances The superannuation rate should be 17% for ongoing Superannuation Rate* employees or fixed term contracts over 2 years; or 9.5% for all other positions. Total Remuneration Including Super* This field will auto-calculate when the offer is saved Free text field specify any additional allowances or Other Allowances, Loadings or Conditions loadings here. The HR Advisory Services team will review and ensure the details are included in the contract. Relocation Employee Relocating?* Answer Yes if the employee is relocating and assistance is being offered. Relocation Type Select the appropriate option from the dropdown. Approved Relocation Budget Enter the amount of assistance being provided Decision Free text space to enter selection committee decision notes and/or minutes. Selection Committee * Approval Process Offer Raised By* Approval Process Note: If the process is done completely online, you may generate a selection report at the end of the process instead of preparing selection minutes. The system captures all information previously captured in selection minutes, so this option may save time. At a minimum, you should enter some notes here to justify the position and salary being offered. This is the user raising the offer (it will default to the person logged in, there is no need to change this field). Select the HR Offer Approval Process (this should be the only option available). You will then need to select the HR Business Partner who will review and approve the offer. PAGE 14
7. When you have completed all fields, click the Save and Exit button at the bottom of the screen. This will submit the offer to the HR Business Partner for endorsement and close the offer screen. 8. Update the applicant outcome to Offer HR Review and submit. 9. HR will now review the offer, ensure all checks have been completed, and approve or deny terms of the offer. The HR Business Partner will also update the application status to Verbal Offer. Once you have received confirmation that the offer details are approved by your HR Business Partner and the applicant is in the verbal offer status, you may proceed with a verbal offer to the applicant. 10. If the applicant declines the offer, or the offer is renegotiated, repeat steps 1 9. If the applicant accepts the offer, update the current application status to Prepare Contract. 11. This will trigger an automated notification to the HR Advisory Services Team, who will generate an online offer letter and contract for the preferred applicant. You will receive notifications when this is actioned, and when the applicant accepts the contract. 12. After accepting the contract, the applicant will be sent an email asking them to complete onboarding forms through the PageUp portal such as personal information, banking details and tax file declarations to enable the setup of their payroll and employee profile in MyHR. 13. After ensuring all unsuccessful applicants have been notified of the outcome, the recruitment process is now complete. You can begin making preparations for your new employee s first day of work at University of Tasmania. PAGE 15
Support and Feedback We have configured the PageUp erecruitment solution based on extensive consultation across the University. This has meant balancing a number of diverse requirements including applicant experience, manager experience, and reporting and compliance. If you are unsure about how to use the system, please do not hesitate to contact your HR Business Partner or HR Advisory Services team at HR.services@utas.edu.au The PageUp solution will continue to evolve over time to meet the needs of the University and ensure we can continue to attract talented people to work at UTAS, If you have any feedback or suggested improvements to the system or this guide, please let us know via the General Enquiry form in Service Now PAGE 16