Personnel actions in People Admin PD module

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

2. 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 SPA/CSS and EPA positions • Reclassify SPA/CSS and EPA 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 Spa/css position • Under Job Descriptions choose “Begin New Action” • Under “New SPA/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 Spa/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 spa/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 Spa/css position in people admin • Most of the tabs are the same on this action as they are on the “New SPA/CSS Position” action; however, the “Reclassify SPA/CSS Position” is used for several different actions: • Reclassify a SPA/CSS position • Update the job description • Change the competency level of position • Update position details (FTE, E-Class, SPA/CSS designation, FLSA status, months worked, etc.)

9. Reclassifying a Spa/cssposition Continued • Select the correct User Type • Select “Begin New Action” • Under “Reclassify SPA/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 Spa/cssposition 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 Spa/cssposition 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 spa/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

13. Career progression/in-range for spa/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

14. abolish SPA/css or EPA 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 epa (Non-Faculty/SAAo) Positions • “New EPA” 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 SPA/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 SPA/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. • Email 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 SPA/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 • SPA 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 http://www.ecu.edu/cs-admin/purchasing/contract/ContractHome.cfm