PeopleAdmin 7 Initiator Training

PeopleAdmin – What’s New Upgrade from PeopleAdmin 5.8 To PeopleAdmin 7.0

PeopleAdmin – What’s New New user groups Full electronic approval process Users can have multiple user roles and toggle between views depending on what you need to do Watch List/InBox Utilization of the “Back” button Applicant Tracking has pre-screening questions and data summaries to assist in applicant review

PeopleAdmin – What’s New Real time reporting using Saved Searches for the positions the initiator has access to. HR will set up basic searches User can set up individual searches for those he/she has access to view Can add/change fields to report but you can’t change who shows up in your Saved Search Can export results to Excel

PeopleAdmin – What’s New Critical hire process/form will be incorporated into the PA process – No more paper forms!! All staff and student positions began using PA on Dec. 10, 2015 Faculty positions will be housed in PA – TBD Performance Evaluations for staff positions will go through PA beginning January 2016 (for 4/1/15-12/31/15 evaluation period)

PeopleAdmin – How to Access Same URL as previous version https://jobs.westga.edu/hr Login using your UWG credentials Use Firefox or Chrome – DO NOT user Internet Explorer!

PeopleAdmin – Overall Process Position Management Applicant Tracking Hiring Proposal Performance Management

PeopleAdmin – User Types for Staff Positions Employee Initiator Department Chair/Manager Dean/Director/AVP Provost Office – faculty positions only Provost/VPAA – faculty positions only Vice President Search Committee Chair Student Initiator – student positions only Student Department Manager – student positions only

PeopleAdmin – User Types Defined Initiator – this user role has access to create/review/edit and submit any data in the PA system if the supervisor/department manager has authorized user to be an initiator for the position. This user will create new positions and modify existing positions (regardless of whether a posting is needed) Approval from supervisor is needed for each entry and should be submitted to the next level supervisor/department manager prior to Human Resources.

PeopleAdmin – User Types Remember – one individual can have multiple user types. He/she must select the user type for the role he/she needs to take action on.

PeopleAdmin – Other User Types Budget Human Resources Career Services (for student positions) SRAP (for student positions) Financial Aid (for student positions)

PeopleAdmin – Workflow Review

PeopleAdmin – Home Page Layout

PeopleAdmin – Home Page When using PeopleAdmin must determine two things: 1. What user role do I need to use? Employee, Initiator, etc. 2. What type of action do I need to take? Applicant Tracking or Position Management

Blue background = Applicant Tracking Orange background = Position Management Purple background = Performance Management

PeopleAdmin – Changing Roles & Modules Always click the refresh button whenever changing roles or modules – you will also see a green bar indicating a user type change.

PeopleAdmin - Actions Two actions that are available to Initiators in PeopleAdmin: Create a New Position Modify a Position

PeopleAdmin – Create a New Position Create a New Position should be used when: You have a new position that has already been budgeted and you need to enter it into PeopleAdmin so position can be advertised. You are requesting a new position and need to know how the position would be classified to establish a budget request. This position is not to be advertised at this time.

PeopleAdmin – Modify a Position Modify a Position should be used when: You are making changes to a current position. It may or may not result in a re-classification. The position currently has someone seated in it and it is not being advertised. You have an employee that has terminated employment. You review the position and determine no changes are needed however the position needs to be advertised. You have an employee that has terminated employment. You review the position and make changes to it. The position needs to be advertised.

PeopleAdmin – Create a New Position Demonstration for Creating a New Position

PeopleAdmin – Create a Position The position will now move through multiple levels of approval including: Department Chair/Manager HR Classification Budget Department Budget Manager Dean/Director/AVP VP/Provost Office Budget Approval (AA and SAEM only) Vice President (critical hire process) HR Employment (if the position is to be posted)

PeopleAdmin – Create a New Position: Watch List Now that your position has been created and submitted for approval, you have the ability to see the position in your “Watch List” The Watch List has different “in boxes.” Make sure you are selecting the appropriate tab to view your Position Request.

PeopleAdmin – Create a New Position: Watch List When the Position Request tab is selected in your Watch List, you will see your position and its current state.

PeopleAdmin – UnWatch an Action To “UnWatch” an action, click on the Watch List button and select the Actions dropdown for the position you want to unwatch.

PeopleAdmin – Modify a Position Demonstration for Modifying a Position

PeopleAdmin – Modify a Position Positions that have been modified can also be monitored through the user’s Watch List. The position modification will also move through the same multiple levels of approval as a new position.

PeopleAdmin – Other Items Initiator will receive an email notification when the action receives final approval If you start a position request, but do not finish it and have “saved for later”, click on the Position Descriptions tab > Staff Position Requests to find it

PeopleAdmin – Student Positions Must use the role of Student Initiator to post student positions Student Postings will use the Applicant Tracking Module Since student employees won’t use Position Management, Student Initiators will actually create from a posting and submit for approval Action will route to Student Department Manager for approval and then on to Career Services Attend the Student Initiator training for more details

PeopleAdmin – Saved Searches Saved Searches is what the Initiator will use to view and run reports on the positions he/she has access to Can search within either module…Position Management or Applicant Tracking In Position Management, click on Position Descriptions > Staff

PeopleAdmin – Saved Searches

PeopleAdmin – Saved Searches Demonstration of a Saved Search

PeopleAdmin – Department Chair/Manager As the Department Chair/Manager role, you will need to review the position details. You can edit the position if necessary Two actions that can be taken upon review: Edit, approve and submit to HR Classification Return transaction to Initiator

PeopleAdmin – Inbox An email will be received when you have a transaction in your Inbox awaiting approval Log into PeopleAdmin; select Position Management (orange background) and select the Department Chair/Manager role. View your Inbox

PeopleAdmin - Inbox Your Inbox is where you will see all transactions that are awaiting your approval The Inbox has different “mailboxes.” Make sure you select the appropriate tab to view the transaction that you want to take action on.

PeopleAdmin - Inbox Your Inbox is where you will see all transactions that are awaiting your approval The Inbox has different “mailboxes.” Make sure you select the appropriate tab to view the transaction that you want to take action on.

Review and Edit as necessary PeopleAdmin – Inbox Review and Edit as necessary

PeopleAdmin – Workflow History History tab will record all actions taken and date/time of action

PeopleAdmin - Demonstration Demonstration of Approving a Transaction

PeopleAdmin – Contact Information Staff Classifications Sandra Huey shuey@westga.edu 678-839-6403 Regular Staff Position Postings Denise Fowler dfowler@westga.edu Faculty Position Postings Alicia Hargraves ahargrav@westga.edu 678-839-5194 Temporary Staff Position Postings Rebecca McGee rmcgee@westga.edu 678-839-6403 Vickey Pollard System Support and Reporting vpollard@westga.edu 678-839-6430 ITS Help Desk Single Sign On Issues only servicedesk@westga.edu 678-839-6587

THANK YOU!!