1. PeopleAdmin 7
Initiator Training

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

3. 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

4. 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

5. 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)

6. PeopleAdmin – How to Access
Same URL as previous version
Login using your UWG credentials
Use Firefox or Chrome – DO NOT user Internet Explorer!

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

8. 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

9. 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.

10. 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.

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

12. PeopleAdmin – Workflow Review

13. PeopleAdmin – Home Page Layout

14. 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

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

16. 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.

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

18. 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.

19. 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.

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

21. 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)

22. 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.

23. 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.

24. 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.

25. PeopleAdmin – Modify a Position
Demonstration for Modifying a Position

26. 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.

27. PeopleAdmin – Other Items
Initiator will receive an 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

28. 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

29. 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

30. PeopleAdmin – Saved Searches

31. PeopleAdmin – Saved Searches
Demonstration of a Saved Search

32. 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

33. PeopleAdmin – Inbox
An 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

34. 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.

35. 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.

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

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

38. PeopleAdmin - Demonstration
Demonstration of Approving a Transaction

39. PeopleAdmin – Contact Information
Staff Classifications Sandra Huey Regular Staff Position Postings Denise Fowler Faculty Position Postings Alicia Hargraves
Temporary Staff Position Postings Rebecca McGee Vickey Pollard System Support and Reporting ITS Help Desk Single Sign On Issues only

40. THANK YOU!!