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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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.)

9. 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

10. 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

11. 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

12. 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)

13. 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)

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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.
notifications are generated by the system and are set up by your user type.

23. 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

24. 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

25. 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

26. 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

27. 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
admin/purchasing/contract/ContractHome.cfm