User Guide Hiring Manager User Guide Staff/MPP Recruitments
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. Viewing & Selecting Finalist(s)... 5 Section 2. Personnel Transaction... 8 Section 2. 1 Starting a Personnel Transaction... 8 Section 2.2 Personnel Transaction... 9 Section 2.3 Budget/Human Resources... 10 Section 2.4 PTF Documents... 11 Section 2.5 Personnel Transaction Summary... 11 Section 3. Personnel Transaction Workflow... 12 Page 1 PeopleAdmin Hiring Manager User Guide Update 3-28-17
Login Information Login Information Login to PeopleAdmin at: https://csus.peopleadmin.com/hr/ 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, contact Employment Services at 916-278-6326 and ask for the PeopleAdmin Administrative Support. The site requires you to have Adobe Acrobat Reader installed. If Adobe Acrobat Reader is unavailable, navigate to https://csus.service-now.com/service/help and submit an IRT Service Ticket. 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 top right corner of the screen. Page 2 PeopleAdmin Hiring Manager User Guide Update 3-28-17
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 these 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 posted job vacancies 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 Vice President Provost/Admin Hiring Manager Search Committee Chair Department/Program Center/College Division Department/Program Center/College Personal Approve requests (recruitment, Personnel Transaction Form) Approve requests (recruitment, Personnel Transaction Form) Create hiring proposals (Personnel Transaction Form) View application materials, print application materials, evaluate candidates, change status of applicants in work flow Search Committee Member Personal View application materials, print application materials, evaluate candidates Budget University Budget authority Human Resources University Administrator rights to recruitment process Note: If your User Role and/or assigned department/unit is incorrect or missing, you will need to submit a CARS request. Page 3 PeopleAdmin Hiring Manager User Guide Update 3-28-17
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 Watch List Shortcuts Page 4 PeopleAdmin Hiring Manager User Guide Update 3-28-17
Applicant Tracking Module Section 1. Viewing & Selecting Finalist(s) The Search Committee Chair or designee will recommend finalist(s) upon applicant interview completion with the Search Committee by changing the identified applicant(s) to the Select (move to Finalist Interview) workflow state. The Hiring Manager will have the opportunity to review any supporting documents as well as the application materials (e.g. application, resume, etc.) and ratings of applicant(s) of the full committee. PeopleAdmin does not generate notification emails to start the personnel transaction process. The Search Committee Chair(s) will need to notify the Hiring Manager when the Search Committee portion of the recruitment process is completed. 1. Verify that you are in the in the Applicant Tracking module and the Hiring Manager user group. 2. The posting(s) where you are identified as the Hiring Manager are viewable in the Requisitions tab by selecting Staff/Management from the drop down menu. 3. From the button next to the position, you can view applicants two ways: Option 1. View Requisition Option 2. View Applicants 1. View Requisition: Allows you to view the posting information and navigate to view applicants. 2. View Applicants: Takes you directly to the applicants. Once you select the Action button. A dropdown menu will appear for you to make a selection. Note: You can view other tabs within the requisition such as the Summary page if you wish to view additional information regarding the posting. Page 5 PeopleAdmin Hiring Manager User Guide Update 3-28-17
Option 1. View Requisition a. Select View Requisition b. The Summary tab of the requisition will appear. Information pertaining to the recruitment will be available. c. Select the Applicants tab to view the applicants and continue by following directions listed in Option 2 below. Option 2.View Applicants a. Select View Applicants b. This directs you to the Applicants tab of the requisition. c. Click on the name of the applicant that is in the workflow state of Finalist Interview to view the full application. Select the name of the applicant to view the full application and take further action. Applicants with a workflow state of Finalist Interview are candidates that the committee has recommended. NOTE: After selecting an individual application, you can view the full application. There is also a Supporting Documents tab. This tab allows you to view any documents the committee may have attached (e.g. Interview Rating Sheets). You can also upload your own documents in this tab. Page 6 PeopleAdmin Hiring Manager User Guide Update 3-28-17
4. At the Job Application page for the selected applicant, to change the workflow state, hover over the button and make a selection from the drop-down menu. a. Selecting Recommend (move to Recommend for Hire) results in a window requesting confirmation. b. Once you click the Submit button, you will see the link below the button. Select this to start the Personnel Transaction process. c. All candidates reviewed by the Search Committee and not recommended for Hiring Manager review will remain in the current workflow state. All candidates interview by the Hiring Manager and not selected for hire will remain in Finalist Interview. Note: If there are multiple vacancies, you will need to move identified applicant individually to the Workflow of Recommend (move to Recommend for Hire) state in order to start the Personnel Transaction (Hiring Proposal). Page 7 PeopleAdmin Hiring Manager User Guide Update 3-28-17
Section 2. Personnel Transaction Once candidate(s) have been identified for hire, start the Personnel Transaction Form (Hiring Proposal) for each of those candidate(s) individually. In the Personnel Transaction page, note there are different sections related to completing a Personnel Transaction. Complete all sections before submitting. Section 2. 1 Initiating a Personnel Transaction Form (Hiring Proposal) 1. Verify that you are in the application of the selected candidate and you have already moved the candidate to the workflow of Recommend (move to Recommend for Hire). 2. Below, select. This will direct you to the Starting Personnel Transaction page. 3. Click the button where you will be directed to the Personnel Transaction page. Page 8 PeopleAdmin Hiring Manager User Guide Update 3-28-17
Section 2.2 Personnel Transaction You are now in the Personnel Transaction page and tab. Within the Personnel Transaction tab, there are several sections. The sections are as follows: Applicant Information General Information Position Information Salary 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. Once you complete the information, click the button to proceed to the next page. = There are different sections within the Personnel Transaction page. Some of these fields will be auto populated and some may require your entry. Note: Fields with an Asterick (*) are required. If you do not include information in these fields, an error message will appear not allowing you to move forward. Page 9 PeopleAdmin Hiring Manager User Guide Update 3-28-17
Section 2.3 Budget/Human Resources In the Budget/Human Resources page, review the budget information to ensure accuracy or if changes need to be made. The sections are as follows: Budget Detail Information (no action required) Hiree Budget Detail (action required if the budget information has changed from the recruitment request to time of hire) Budget/Human Resources Only (action required to identify the position number associated with PTF) 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. Once you complete the information, click the button to proceed to the next page. If there are changes to the Budget information, you can make changes by clicking the Add Hiree Budget Detail Entry tab where you can make the necessary changes (e.g. supervisor change) so that the Budget Office is aware of the change. Please indicate what Position Number is associated with this PTF. This is critical, particularly for recruitment with multiple vacancies. Page 10 PeopleAdmin Hiring Manager User Guide Update 3-28-17
Section 2.4 PTF Documents You are now in the PTF Documents page. The name of the page is indicated on the top. This is an opportunity for you to upload any documents pertinent to the applicant by clicking the button. NOTE: Only one document can be uploaded. If you have multiple documents, combine all documents into a PDF file and upload the PDF document. Once you complete the information, click the button to proceed to the next page. Section 2.5 Personnel Transaction Summary You are now in the Personnel Transaction Summary page. This is an opportunity for you review the Personnel Transaction for any changes prior to submitting. Hover over the button and select the next level of approval (see Personnel Transaction Workflow on page 12). Once you have successfully saved your requisition, you will receive notification that it was successfully updated. 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 Personnel Transaction. Clicking the Submit button will submit request to the next workflow state for approval. Page 11 PeopleAdmin Hiring Manager User Guide Update 3-28-17
Section 3. Personnel Transaction Workflow Hiring Manager Dept. Head/Chair Dean/ Administrator Vice President Human Resources Review & Offer Class & Comp Review (2nd Quartile & Above) Budget Human Resources Recruitment Closed NOTE: Movement to request the next level of approval is dependent on the Hiring Manager level of authority. Hiring Manager: Once the Search Committee has completed their process, the Search Committee Chair will notify the Hiring Manager. The Hiring Manager may conduct finalist interviews to further evaluate the candidate(s). Once a candidate has been identified for hire, the Hiring Manager will initiate the PTF. Dept. Head/Chair: Review and approve PTF (NOTE: If Hiring Manager is Dept. Head/Chair, move to Dean Admin. If there is no Dean/Admin, move to VP) Dean/Administrator: Review and approve PTF (NOTE: If Hiring Manager is Dean/Admin, move to VP If there is VP, move to Human Resources Review) Vice President: Review and approve PTF (NOTE: If Hiring Manager is VP, move to Human Resources Review) Human Resources Review & Offer: Final review of PTF, collaboration with Classification and Compensation and verbal offer to the candidate. Class & Comp Review: If the proposed salary for the candidate is above the first quartile, Classification and Compensation will conduct an analysis of: The candidate s qualifications Campus/Department Equity Budget: Verification of budget information pertaining to each vacancy (ex. Funding source, number of vacancies, etc.) and confirmation of CMS position number. Human Resources: Review PTF for any changes made. Human Resources will finalize the PTF in PeopleAdmin and CMS to finalize the PTF workflow. Page 12 PeopleAdmin Hiring Manager User Guide Update 3-28-17