Audrey Long HRMS Training Creating Positions in HRMS and Posting Job Orders in NC SchoolJobs powered by PeopleAdmin The purpose of today’s webinar is to look at creating positions and the new process to post job orders in NC SchoolJobs powered by PeopleAdmin. Audrey Long HRMS Training

Learning Objectives Creating Positions in HRMS New Process LEA Configuration Position Titles Local Use Labels (Positions) Sites Position Management Console New Process Posting Job Orders in NC SchoolJobs powered by PeopleAdmin The learning objectives for this webinar include creating positions which involves some LEA configuration including position titles, local use fields for positions and site information. We will then look at posting job orders in NC SchoolJobs powered by PeopleAdmin. Creating Positions in HRMS LEA Configuration Position Titles Local Use Labels (Positions) Sites Position Management Console New Process Posting Job Orders in NC SchoolJobs powered by TeacherMatch

Position Integration HRMS NC SchoolJobs powered by PeopleAdmin Positions created in HRMS are the basis for Job Orders that are available in NC SchoolJobs powered by PeopleAdmin NC SchoolJobs powered by PeopleAdmin Positions are moved to the Applicant System available for job posting Positions created in HRMS are imported to NC SchoolJobs powered by PeopleAdmin. Positions (Vacant, Staffed Fully and Partially, Pending Vacant) in HRMS will be available to post as job orders in NC SchoolJobs powered by PeopleAdmin.

LEA Configuration Position Titles, Local Use Labels, Sites Creating Positions LEA Configuration Position Titles, Local Use Labels, Sites There are few settings we need to look at that are associated with creating positions. These settings can be found under LEA Configuration.

LEA Configuration – Position Titles Accessed under LEA Configuration from the Setup menu on the HRMS Home Page LEA Configuration is accessed via the Setup Menu on the HRMS Home Page

LEA Configuration – Position Titles Position Titles is the first option we need to review.

LEA Configuration – Position Titles Position Titles are a way to classify positions with similar characteristics, such as function, level taught, content taught, etc. The Position Choice Code Description in HRMS will be the Job Title used in NC SchoolJobs powered by PeopleAdmin. To add a Position Title, complete the following fields at the top of the form and click Add. To edit a Position Title, click the Title Code link in the first column, update any field as needed, and click Update. This brings up the Position Titles form. Position Titles are a way to classify positions with similar characteristics, such as function, level, content taught, etc. The Position Choice Code Description in HRMS will be the Job Title used in NC SchoolJobs powered by TeacherMatch. To add a Position Title, complete the following fields at the top of the form and click Add. Position Title Code – Unique code, up to 6 characters. Position Choice Code – Identifies ? Position Title – Unique title, up to 30 characters. Exempt or Non-Exempt – FLSA Status To edit a Position Title, click the Title Code link in the first column, update any field as needed, and click Update. The Remove feature has been removed. However, if you need assistance with position title cleanup, removal or conversion, please contact Steve Andrew. He has assisted other LEAs with their position titles.

Position Choice Code Description The Position Choice Code Description in HRMS will be the Job Title used in NC SchoolJobs powered by PeopleAdmin. The Position Choice Code Description in HRMS will be the Job Title used in NC SchoolJobs powered by PeopleAdmin.

LEA Configuration – Local Use Labels (Position) Local Use Labels (Position) is the next option we need to review.

LEA Configuration – Local Use Labels (Position) This brings up the Position Local Use Field Labels form. The Position Local Use Field Labels configuration form allows you to define up to five (5) local use fields to capture information that is not available on the standard Position forms. To add a new Position Local Use field label, enter the desired values into the fields at the top of the form and click the Add button. Sort Order determines the order of display on forms and reports, and must be 1–5 for Active fields. Active Indicator should be set to 'Yes' for all Local Use fields that are currently in use. To stop using a specific Local Use field, set its Active Indicator to 'No'. Because Inactive fields do not appear within the system, Active and Inactive fields are allowed to have the same Sort Order number. Label Names cannot be reused, but Inactive fields can be reactivated. Data associated with Inactive Local Use fields will not be archived with position assignments. There are two local use fields defined here: Drug Test and CDL

LEA Configuration – Sites Sites is the next option we need to review

LEA Configuration – Sites The Site Settings configuration form allows you to add and maintain a list of Sites, including schools and divisions, within your LEA. You must select a specific Site when defining a Position. To add a Site, complete the applicable fields at the top of the form and click Add. Site name is a unique name up to 30 characters long. Site code is a unique 3-character code. To edit a Site, click the Site Code link in the first column, update any field as needed, and click Update. Note: If you change the school name here the system will change the school name throughout HRMS. The system is using the Site Code as the point of reference. Whatever name is associated with that code will display in the system. Archived records will show the school name associated with the site code. This brings up the Site Settings Form The Site Settings configuration form allows you to add and maintain a list of Sites, including schools and divisions, within your LEA. You must select a specific Site when defining a Position. To add a Site, complete the applicable fields at the top of the form and click Add. Site name is a unique name up to 30 characters long. Site code is a unique 3-character code. To edit a Site, click the Site Code link in the first column, update any field as needed, and click Update. Note: If you change the school name here the system will change the school name throughout HRMS. The system is using the Site Code as the point of reference. Whatever name is associated with that code will display in the system. Archived records will show the school name associated with the site code.

Creating Positions Those are the main configuration settings you want to look at when creating positions (Position Titles, Local Use Labels and Sites). Another setting you might want to look at involves the position groups and those are used for the vacancy permit process when you group different position titles into groups. Now we will look at creating positions. There are two ways to access this function. From the HRMS Home Page under Positions you can select Position Management or Create Position. The Create Position option takes you directly to the Create Position form whereas the Position Management option takes you to the Position Management Module which has other functionality. Let’s look at the Position Management option.

Creating Positions The first thing you need to do before creating a new position is always check to see if the position already exists. For example, if someone leaves a position then that position is now vacant so you can hire a new employee and add them to that position. You do not have to create a new position every time you hire a new employee.   You can check the positions at a particular site by clicking show site list to see the positions available at the site. You can search for vacant positions by sorting by Status column so you can view the vacant positions at the top.

Creating Positions To create a position select Create Position from the Actions dropdown list Click Go To create a position select Create Position from the Actions dropdown list Click Go

Creating Positions The New Position form will display. Red asterisk are required fields The Copy data from an existing position feature allows you to create a new position by defaulting in the values, including Budget Codes, from an existing position. Position #– Six-character value used to uniquely identify the position. LEAs often use site number for the first three characters and sequential numbers for the last three characters. Example: For positions at Site 304, Position 304001, 304002, etc. Allow Update– Indicates whether Assignment information can overwrite Position information. If this field is set to 'Yes', Pay Table, Grade, and Budget Codes are updated from Payroll Assignment data in the following instances: when the Rebuild Position Budget Codes Mass Update is run. when Assignment Information is imported from the Edit Position form when the 'Sync Budget Codes to Position' function is run from the Edit Assignment form. when an assignment is archived (end date passes). Primary Site – Site location where the majority of position functions are performed. Sites are defined in LEA Configuration. Position Title – High-level grouping to which the position belongs. Position Titles are locally-defined in LEA Configuration. Exempt Status– Read-only; inherited from Position Title. Position Term– Number of months out of the school-year that the position is filled. Position Status Vacant – no current assignment Inactive – position is not in use Classification– Continuing or Temporary Title I Designated Position– Unspecified, Yes, or No Start Date and End Date– Used only if Classification is Temporary CDL Required– indicates whether position requires a Commercial Driver's License Time Basis– Full-time or Part-time Position Type– Licensed, Classified, Bus Driver, or Substitute Position a core academic subject area(Licensed positions only) – Yes or No Position governed under NCLB requirements(Classified positions only) – Yes. At federal level, Yes. At local level, or No Description – Text description of position that may be more specific than Position Title. Although this is a free-text field, you should try to use consistent values since this field will display on other forms and on reports. Example: If Position Title is Teacher Elementary, Position Description could be 1st Grade Teacher.

Creating Positions The New Position form continued SS200 – Classification used to report the position on the SS-200 Report (Full-Time Personnel Report). SS300– Classification used to report the position on the SS-300 Report (Local Salary Supplement Report). Census – Classification used to report the position on the old SS-510 Report (Bureau of the Census Supplementary Data Report). Note: The SS-510 report is now obsolete. However, some LEAs use SS-510 data to assist with preparing the E-6 Report (Annual Survey of Public Employment and Payroll - School Systems). EEO5 – Classification used to report the position on the EEO-5 Report (Elementary and Secondary Staff Information Report). See descriptions below. Local Use Fields These local use fields allow you to capture position information that is not available on the standard Position form. These were defined in LEA Configuration under Local Use Labels (Positions) Salary/Payment Information Payment Method– Salaried, Hourly, or Flat Dollar. Base Pay Table– Default Pay Table (Salary Schedule) from which the position is paid. Grade– Default Grade for position. Standard Hours– Standard number of hours per work-week. Hours Funded(Hourly positions only) – Funded hours per work-week. Percent Funded (Salaried positions only) You can update Pay Table and Grade on the Edit Position form, or import Pay Table, Grade, and Budget Codes from Payroll for a current position assignment. You may create Position Budget Codes in HRMS or import budget codes from Payroll. HRMS provides several ways to update a position's Pay Table, Grade, and Budget Codes from Payroll data: Edit Position Form - Click the Import link next to a current assignment in the Assignment Information section. Run the Position Budget Codes Mass Update and select 'All' or 'Base' for 'Budget Codes Types'. Edit Assignment Form - Click the 'Sync Budget Codes to Position' button. Archive Assignment Process - Position data is updated from Payroll automatically when an assignment is archived (the assignment end date passes). The following conditions must be met for the update to be performed: The HRMS Position Number must be saved in the Payroll Assignment Budget Code. The position Allow Update field must be set to 'Yes'. Click Save & Close or Save & Edit to save the Position.

Creating Positions For this example, we will copy position 304251 so the position information can populate the form. Enter 304251 in the Copy data from an existing position field and click Go. You will get a message “Copy of 304251 was successful. Next we need to enter a position number.

Creating Positions If you know the position number you want to enter just enter the six character code but if you do not know the next position number then enter the same position number you used to copy and the system will give you the next number. Enter 304251 in the position number field. You will get the message “****Position number is in use already, try 304257***” This is the next available number in the system.

Creating Positions Enter 30457 and you see the Position Number is available. Now you can edit any fields if necessary. Always remember you can edit the position if necessary these values were copied from the other position so if they don’t apply then just edit whatever you need to correct.

Creating Positions Once you’ve made any changes or no changes you need to save the new position. You can either save and close or save and edit to continue editing the position. Once you have created a new position in HRMS it will take up to 2 hours for the position to display in NC SchoolJobs powered by PeopleAdmin. Existing HRMS positions will already be in NC SchoolJobs powered by PeopleAdmin but new positions and changes to existing positions take up to 2 hours to be updated.

Posting Job Orders via NC SchoolJobs powered by PeopleAdmin

Reminder HRMS Positions created in HRMS are the basis for Job Orders that are available in NC SchoolJobs powered by PeopleAdmin Positions created in HRMS are imported to NC SchoolJobs powered by TeacherMatch. Positions (Vacant, Staffed Fully and Partially, Pending Vacant) in HRMS will be available to post as job orders in NC SchoolJobs powered by PeioleAdmin. Once job order is activated it will appear on your job board unless the job order is future dated.

Log into Applicant System Log into the system Sign in credentials should be provided by district admins – you should not sign up and create your own account. Sign up should be used by job candidates not LEA users who need to access the system. Forgot Password feature – Click Forgot Password

The applicant system appears.

Important Job Posting – Edit Initially when your positions are moved from HRMS into the applicant system there will not be any hired individuals associated with your job orders. Therefore, you should edit the job order to activate. Likewise, when you create a new position in HRMS there will not be a hired candidate associated with it in the applicant system. Therefore, you should edit the job order to activate. Some fields cannot be edited on job orders. You have to edit those fields in HRMS. Once job order is activated it will appear on your job board unless the job order is future dated.

Steps to post a job No hired candidate - EDIT Go to Job Orders District Job Orders After logging into the system from the navigation bar Go to Job Orders then select District Job Orders

Steps to post a job No hired candidate - EDIT 2. Select ‘Inactive Job Orders’ as STATUS and Click Search The system defaults the Status to Active Job Orders but in order to post a job order you need to select Inactive Job Orders and click Search to display a list of inactive job orders. In the system Active Job Orders are those that are currently posted and Inactive Job Orders are not currently posted.

Steps to post a job No hired candidate - EDIT Edit the job, make changes and when you save you will be asked if you want the job to be active. Once you click search you should see a list of all inactive job orders. If you are posting a new job that has never had a hired candidate then you can click the Edit icon, make changes and when you save you will be asked if you want the job to be active. You only use Edit when there has never been a hired candidate. For example, if you just created a new position in HRMS no one has been hired in the position then you can edit and post. However, if the job order has a hired candidate then you must clone instead of edit.

Edit Job Order You can edit the posting start date. Click button to enter a posting end date. Default indicator posting “Until Filled” Cannot edit Job Type – must edit in HRMS. You can enter the job description or upload job description file.

Edit Job Order You can edit job qualification You cannot edit job category name – must edit in HRMS Options available under category name are configured by school district

Edit Job Order Click Save & Activate to post job. Options configured by school district. PeopleAdmin Job Posting URL is available to view the job posting All other options configured by school district. Click Save & Activate to post job.

Summary - Steps to post a job No hired candidate - EDIT Go to Job Orders District Job Orders Select ‘Inactive Job Orders’ as STATUS and click Search Edit the job order, make changes and click Save & Activate. In summary to post a job order without a hired candidate. Go to Job Orders District Job Orders Select ‘Inactive Job Orders’ as STATUS’ and click Search Edit the job order , make changes and click Save Job Order you will be asked if you want to activate the job. If no changes, just click Save & Activate. You will get the following: Your changes have been saved. This job is currently inactive. Would you like to activate it? (Yes/No) Click Yes to activate job posting. Check your job board to verify the job posted.

Important Job Posting – Clone Once you have hired a candidate using the new applicant system then the job order will have a hired individual associated with the job order. Therefore, you will have to clone the job order to activate because the system will not allow you to edit. You will get the following if you try to edit an inactive job with a hired candidate. Some fields cannot be edited on job orders. You have to edit those fields in HRMS. Once job order is activated it will appear on your job board unless the job order is future dated. The existing job will be archived. When it is archived, you will only be able to view this posting and the candidates associated with your new job order.

Steps to post a job Check if job order has hired candidate How to check if there is a hired candidate associated with a job order: Click on the CG View

Steps to post a job Check if job order has hired candidate Then check the Hired Candidates folder.

Steps to post a job With hired candidate, you must CLONE. Go to Job Orders District Job Orders

Steps to post a job With hired candidate, you must CLONE. 2. Select ‘Inactive Job Orders’ as STATUS and Click Search The system defaults the Status to Active Job Orders but in order to post a job order you need to select Inactive Job Orders and click Search to display a list of inactive job orders. In the system Active Job Orders are those that are currently posted and Inactive Job Orders are not currently posted.

Steps to post a job With hired candidate, you must CLONE. Clone the job, make changes, save job order and click Ok to post the job. Once you click search you should see a list of all inactive job orders. This job order has a hired candidate so you cannot edit to post. You must clone the job, make changes, save job order and click OK to post the job.

Clone Job Order You can edit the posting start date. Values from previous job order defaults. Make changes. Cannot edit Job Type – must edit in HRMS. You can enter the job description or upload job description file.

Clone Job Order You can edit job qualification You cannot edit job category name – must edit in HRMS Options available under category name are configured by school district

Clone Job Order Click Save Job Order Options configured by school district. TeacherMatch Job Posting URL is available to view the job posting Click Save Job Order Click Save Job Order

Clone Job Order After Clicking Save Job Order you will get the following: Now the job has been cloned with a new job order number. The previous job order was archived along the candidate information. You can view the job on your job posting board. You can view archived job orders by selecting Archived Job Orders and clicking Search. Click Ok

New Job Order Archived Job Order Previous job order 21790 is now archived and the system created new job order 22053 Archived Job Order

Summary - Steps to post a job With hired candidate, you must CLONE. Go to Job Orders District Job Orders Select ‘Inactive Job Orders’ as STATUS and click Search Click Clone icon, make changes, click Save Job Order In summary to post a job order with a hired candidate. Go to Job Orders District Job Orders Select ‘Inactive Job Orders’ as STATUS and click Search Clone the job, make changes, click Save Job Order and you will get the following: “You are making a clone of this job. By doing this, a new job will appear using this position number and the existing job will be archived. When it is archived, you will only be able to view this posting and the candidates. Check your job board to verify the job posted.

Social Media Once configured, districts can automatically post jobs to social media sites when activation positions A guide for configuring social media functionality is provided under training on the NC SchoolJobs powered by PeopleAdmin portal. Once configured, districts can automatically post jobs to social media sites when activation positions. A guide for configuring social media functionality is provided under training on the NC SchoolJobs powered by PeopleAdmin portal.

QUESTIONS This concludes today’s webinar. Please let me know if you have any questions.

Support Contact Information HRMS Help Desk: (919) 807-HELP (807-4357, option 3, then option 2) HRMS Communication Site: http://hrms.dpi.state.nc.us/ SchoolJobs Communication Site: http://ncschooljobs.ncdpi.wikispaces.net/HOME+-+NC+SchoolJobs Support Contact Information