Personnel actions in People Admin PD module East Carolina University Department of Human Resources

THREE DISTINCT MODULES People Admin Modules THREE DISTINCT MODULES Applicant Tracking managed by Employment Performance Management managed by Employee Relations/Staff Development Position Description managed by Classification & Compensation

Personnel Actions submitted through People Admin This training will outline the actions completed in the Position Description Module: New SHRA/CSS and EHRA positions Reclassify SHRA/CSS and EHRA positions Career Progression/In-Range Salary Adjustments Abolish Positions Certifying Employee Job Descriptions

Personnel Actions submitted through People Admin To start any action in the Position Description Module: Log into OneStop, click the People Admin link under Employee Once in the system, select appropriate “User Type” All position description actions are under “Job Descriptions” Identify the action that you need to complete

Requesting a New SHRA/css position Under Job Descriptions choose “Begin New Action” Under “New SHRA/CSS Position” select “Start Action” Select preferred classification either by Job Class Code or Classification Title; OR “Clone Position” select this tab if you want to create a New Position based on an existing position Select “Position Details” and put specifics in all blank fields

Requesting a New SHRA/css position Continued “Budget”- select “Add Entry” which enables the user to add as many funding sources as needed “Job Duties”- select “Add a New Entry” You can have different percentages of time for each entry, but the job duties should total to 100% The system will allow you to make multiple entries into these two sections

Requesting a new SHRA/css position continued “Supplemental Documentation”- use to add Org Chart and other documents; ‘Attach’, then ‘Confirm’ to attach documents “ADA Compliance Form”- check only the blocks that apply to the position – do not check all blocks “Continue to Next Page”- submit action to the next approver following your Department’s protocol, or “Save Action Without Submitting” After the action has been approved by HR, the system will assign a position number

Reclassifying a SHRA/css position in people admin Most of the tabs are the same on this action as they are on the “New SHRA/CSS Position” action; however, the “Reclassify SHRA/CSS Position” is used for several different actions: Reclassify a SHRA/CSS position Update the job description Change the competency level of position Update position details (FTE, E-Class, SHRA/CSS designation, FLSA status, months worked, etc.)

Reclassifying a SHRA/css position Continued Select the correct User Type Select “Begin New Action” Under “Reclassify SHRA/CSS Position” select “Start Action” Enter the search criteria for the position and select “Start Action” “Current Title” & “Current Job Description” shows existing position information & duties “Proposed Classification”- select the classification that you are requesting

Reclassifying a SHRA/css position Continued “Position Details”- update information to reflect the changes use “Comments” to explain why position is submitted, Reclassify, Job Duties entered, etc. “Budget” - select “Add Entry” and enter salary information (PA does not house budget information entered on prior actions) “Proposed Job Duties” – enter new/changed job duties; OR if the job duties were never entered, put a comment that you are entering them now

Reclassifying a SHRA/css position Continued “Supplemental Documentation”- attach documents; if requesting salary adjustment, attach Salary Assessor & Departmental Compensation Philosophy “ADA Compliance Form” - check only the blocks that apply Submit to the next approver following your Department’s protocol

Career progression/in-range for SHRA/css Position This action is to request a salary adjustment through review of job changes within a current classification. Career Progression is for Career-Banded classes and In-Range is for Broad-Banded classes. Under “Career Progression/In-Range” select “Start Action” Enter the search criteria for the position and select “Start Action” “Position Details” – justification of request “Budget” – select “Add Entry” and enter the salary information Career Progressions are for Career-Banded Positions & In-Ranges are for Broad-banded positions (limited number of medical classes)

Career progression/in-range for SHRA/css Position “Functional Competencies” - edit as needed (for Career-banded positions only) “Supplemental Documentation”- attach Departmental Compensation Philosophy & Salary Assessor Route to next level approver After HR approval, submit EPAF for Employee; PCF if budget changes or other changes to the position Career Progressions are for Career-Banded Positions & In-Ranges are for Broad-banded positions (limited number of medical classes)

abolish SHRA/css or EHRA position Select “Begin New Action” Under “Abolish Position” select “Start Action” Enter the search criteria for the position and select “Start Action” “Position Details” – complete all blank fields including the justification of why the position is being abolished (ie. funding is removed) Route to next level approver NOTE: A PCF still has to be completed for Banner purposes; if the position has already been closed in Banner, you still need to submit an action in PA to abolish the position

New & Reclassification actions for EHRA (Non-Faculty/SAAo) Positions “New EHRA” Position (Non-Faculty/SAAO), OR “Reclassify”, Change Rank/Title; Update position details; Change Faculty position to a Non- Faculty/SAAO position Follow the same procedure as when initiating SHRA/CSS New Position, though list job duties under “Position Details”; ADA form not required Route to next level approver HR (AVC) approves and the position number is assigned

New faculty and change in rank/title for faculty positions “New Faculty Position”, OR “Change in Rank/Title for Faculty Position” used to request a change in rank/title for a Faculty position, update position details, or change a Non-Faculty/SAAO position to a Faculty position Follow same procedure as when initiating SHRA/CSS New Position; Proposed Job Duties & ADA Compliance are not required for these actions

Certifying your job description Log in as “Employee” - you must log in under this user type to certify your job description Under Job Descriptions select “Begin New Action” Under “Employee Confirmation of Receipt/Review of Position Description” select “Start Action” and follow prompts This is the information that will be reflected in your performance evaluation

Personnel Actions submitted through People Admin * Indicates a REQUIRED field. You will not be able to continue if it is left blank. The system will time out after 4 hours so, you must go to the end of the action and select “Save Action Without Submitting” whenever you need to stop working to ensure you don’t lose the data DO NOT “X” out; you will be locked out for 4 hours Each action is assigned an “Action Number”, so be sure to write it down

Personnel actions submitted through People Admin The blank text boxes hold 3900 characters People Admin does not have spell check Route actions to the next approver following your department’s protocol prior to sending to HR When adding supplemental documentation you will have to 1st "Attach" the document, then 2nd “Confirm” to attach the document

Personnel actions submitted through People Admin “Search Actions” are actions originated by you and sent to the next level for approval You can search actions several ways: Employee ID Number Employee First Name & Last Name Classification Title Action Number Position Number Department Division “Check All” ensures you get the information you are looking for

Personnel actions submitted through People Admin “Pending Actions” – actions saved, but not submitted to the next approver “Search Positions” – current position descriptions, including changes that have been approved Submitting an EPAF or PCF does not revise information in People Admin, there is not a transfer of information from Banner to PA or vice versa; you must submit a separate action in PA

Personnel actions submitted through People Admin Be sure to use the correct user type when submitting or searching actions Class & Comp no longer assigns or pre-assigns position numbers. All numbers are assigned by the system once HR approves the action.   Email notifications are generated by the system and are set up by your user type.

Actions not submitted through People Admin Temporary Positions Intermittent Positions Occasional & Sporadic Employment Contractual Services Payment Request Casual Employment Dual Employment Position Change Form (PCF) EPAF for the employee Salary adjustments for SHRA/CSS Permanent Employees who teach classes

Temporary Positions Use the Request for Temporary Employment form Once C&C has reviewed and approved, the position number is “T” and the Job Class Number of the approved classification Request goes back to Employment and they enter the job record in Banner for the employee

Intermittent positions Intermittent positions are set up for extended periods of time Can hire up to 5 temporary employees in one position and each employee cannot work over 1560 hrs. annually Use the Request for Temporary Employment form We need specific job duties and detailed information about the job requirements Once C&C has reviewed and approved, the position number is “I” and the Job Class Number of the approved classification

Occasional/sporadic employment SHRA Exempt & Non-Exempt Positions Only Use the Request for Occasional/Sporadic Employment form Assignment must be different than current job & be on an infrequent basis Be specific in description of work required Employment sets up job record in Banner

Contractual Service Agreements HR’s function is to make sure that person is not an ECU employee and we sign off upon verification Agreements are walked to Materials Management for processing on the same day it is received IRS’S 20 Factors – used to determine if a worker is an independent contractor http://www.ecu.edu/cs- admin/purchasing/contract/ContractHome.cfm