PeopleAdmin - Wright State University
Contents
1. Job application user2 wsu Unclass_ amp _Faculty Turren stats Unzer tewe ty SeociCatepeept wowing ection fom Ure asanes Sorina emnen ierg Apeaton ETTEN Depi Det Dua Not Meet n Gwas E ERE ae ee ae E Se eee mcs Scat SSS eons ta Approved riers Postion Typ Unetass a Pacuny Dated miera ove 1o Decineg fine Tein ee muma sry Facey Sere oe men ne Persona information Hote ov tre Personai infomation To change applicant status roll over tunane Take Action on Job Application then select the appropriate action Then click Submit PeopleAdmi User Manual October 2011 Page 20 PeopleAdmin Applicant Statuses for Unclassified and Faculty Positions Applicant Status top item Options to choose from Affirmative Action Reason In menu hierarchy submenus Codes Candidate Did Not Meet Minimum Not enough experience 1 Qualifications Not enough education 2 Not enough edu amp exp 1 amp 2 Other Type in reason No show No call Could not 6 contact Others more qualified Not approved for Interview 3 experience Not hired 3 Others more qualified education Not approved for Interview 4 Not hired 4 Withdrew Declined Interview Salary too low 8 Did not like job requirements ti Other Type in reason Withdrew Declined Offer Salary too low 82. Essential Functions and percent of time contd Non Essential Functions and percent of time Posting Details Y Check spelling 7 ion To submit the Posting fo human resources you must cick on the Continue to Next Page gt gt bution from the lasi the Submit button and click Continue Your Posting will nat be saved or sent to the next status until you see the Required Information a Posting first complete the information on this screen hen cick Continue to Next Page gt gt Proceed through all secl omplin all necessary jon Once a summary page appears ation page and cick the Confirm bution First save it then click Next POSITION INFORMATION Faculty Rank or Job hr AssocfFull Professor HemiologylOncolgy You can also perform a FFacullynstuctional spell check on the information you enter User Manual October 2011 PeopleAdmi Page 8 11 Salary Distribution This page is for entering the FOAP To enter click Add Salary Distribution Entry and enter the information If the position is being funded by two or more FOAPs then click Add Salary Distribution Entry again When completed click Save then Next Fou Postna tai nu Help Postings Unclass amp Faculty Assoc Full Professor Hematology Oncology HR Employment Edit Salary Distribution post Salary Distribution
3. PeopleAdmin User Guide How to Create a Position Posting WRIGHT STATE UNIVERSITY October 1 2011 Authored by Meltem Kokaly Employment Manager Department of Human Resources 1 Enter the PeopleAdmin website I Returning Users Login with your username and password Il First Time Users Click Request an account link located at the bottom right of the login box You will be taken to the Account Request Form Wright State University Username Password First time here Request an account Forgot your password2 Request a password reset Click Request an account 2 Enter all required information on this form and click the Save button Wright State University Required fields are indicated with an asterisk Please enter the following information to request an account UsernameMust be between 6 and 20 characters PasswordMust be between 6 and 20 characters Confirm Password First Name Last Name Title Phone Number extension Email Department Wright State University Requested Group Please select Click Save button PeopleAdmin User Manual October 2011 Page 1 3 You will be returned to the PeopleAdmin User Login Page with a message that your request was successfully submitted for approval Once the User Account is approved you will receive an e mail notifying that you have PeopleAdmin acces
4. Accepted another offer 5 Did not like job requirements 7 Other Type in reason Not Hired other Phone interview nterview Background check Applied after first consideration date Other type in reason Recommend for Interview Approve for Interview Recommend for Hire PeopleAdmin User Manual October 2011 Page 21
5. Posting Details PG Salary Distribution Salary Distribution Documents Add Salary Distribution Posting Specific Quest Guest User Comments Optional Applicant Doc Click here to enter FOAP Summary Posting Details F Check spelling 7 ry Distribution k ERINE Salary Disinbution Posting Specific Quest Index Guest User und Enter FOAP Comments orgn Optional Applicant Doc account Summary Program E Activity Percent E Remove Entry Add Salary Distrbution Ent Click here to enter additional FOAP PeopleAdmin User Manual October 2011 Page 9 12 Documents This page is for attaching ad copies any other additional information on the position and or justification for filling the position To attach a document click Actions link at the end of the row and follow the instructions Then click Save then Next stings Unclass amp Faculty Assistant Director Draft Edit Documents Home Editing Posting Documents Post Posting Details Salary Distribution Documents Posting Specific Quest Guest User Comments g 98 e 6 Optional Applicant Doc Summary On this tab you may attach and view documents PDF conversion must be completed for the document to be valid when applicable Document Type Name Status Actions Ad Co
6. le to your Online Recruit Roll over Postings tab Then yi select the appropriate position Ganera nea a eee one yuna Useful Links Pole 4 After you select the appropriate position type the details of your posting will be displayed on the screen If the position you are trying to find does not appear under Active Postings click on More search options and highlight all workflow options To highlight all options select the first option then hold the Shift key down while scrolling down until you reach the last option At this point all options should be highlighted in blue Then click Search button oe rucan mane a Postings e Gov sr 0 te es jae I Unclaws_ amp Faculty inclass_ amp Faculty Postings Click More search options Cp sandSexchy Ste Mo eae one jete Postings 0 Saved Search Active Postings 1 tem Found Ces WR Asiged Faculty Rank ur wb Mamane Acton E Peg Wotte mm a T a a ne PeopleAdmin User Manual October 2011 Page 17 psiogs Uncle amp Faculty Unclass_ amp Faculty Postings Open Sawad Search v fame Afars SOW lacadarne Suppor Services CEHS accountancy Advancement Services Aftemative Action No Posting Humber Active Postings o Saved Search Active Postings 1 tem Found E MaAmigned Faculy Rank or Job E Cia
7. Employment reviews approves the Affirmative Action reviews approves the HR Compensation reviews approves the Foundation RSP reviews approves ws app reviews approves the the posting and submits Budget reviews approves the HR Employment gt POSTS AND PeopleAdmin User Manual October 2011 Page 15 Originator hiring dept creates the posting and submits to ether the HR Employment reviews approves the Approval Process for Internal Promotion amp Named in the Grant Positions HR Compensation reviews approves the HR Employment Originator hiring dept creates the posting and submits to either the _ gt Approval Process for Adjunct Positions Chair Dept Head svi approvasithe HR Employment HR Compensation reviaws approves the reviews approves the HR Employment RSP evewslanres si AS the posting and submits llaki B Cry PeopleAdmin User Manual October 2011 Page 16 Reviewing Applications Guide For Originators 1 To view your posting and the applications materials login to the system 2 Roll over the object menu Postings 3 Select the appropriate position type Postings 1 MyPiolle lass Uneasy Unciass_6_Facuty Int Promo_ amp Named Grant Help Adjunct
8. and choose one of the options Then confirm carefully bete te Workflow 7 fiit button n Name in the Summary Section This will take you directly to the Posting Page to Edit To ext the posting without making any changes click Search Keep working on ins Posting Business manager move to Business Manager Executive Level move to Execute Level posting and also add this posting to your Watch List When you are ready to 22 Once a position goes through the approval process see below pages and is approved by all parties HR Employment posts and advertises if applicable the position PeopleAdmin User Manual October 2011 Page 14 Position Approval Process by Posting Type stor hiring dept creates the posting and submits to either the ead Approval Process for Classified amp Unclassified Hourly Positions Chair Dept Head Executive Level Deans and VPs HR Employment revews approves the HR Compensation reviews approves the Foundation RSP reviews ay res tel reviews approves the the posting and submits Budget teviews aporoves the HR Employment POSTS AND Originator hiring dept creates the posting and submits to either th Chair Dept Head reviews approvas the Approval Process for Unclassified amp Faculty Positions HR
9. Shortcuts Method 1 Cimate Now Cimo _ amp _Unclase rat New Unclano R Fc Create New Int Prome_ amp Named Grant Crente New Adjunct Poning current siate owner i p Help Useful Links Method 2 Your Applicant Portal How Applicants access your PeopleAdmin system PeopieAdmin MOPAG Customer Ponalboain tost tost you have 0 messages Originator logo Search Move search options Click here to create a new posting rane ion All Submitted Posting Workflow Actions Applications Date Department State PeopleAdmin User Manual October 2011 Page 4 7 It will open a new dialogue box on your screen that contains three different options to create a posting Create from Position Type is the most frequently used option Note You can also create a posting using the Create from Posting option only if you have created a same or similar posi ion in the past that has been filled test test you have 0 messages Onginator F loa Ji LJ p c What would you like to use to create this new posting Creste from Position Type Includes oniy the information that app Postion Type from a Postion Type 1s amos voss ine entire Posion Type Anew Creato from Template Copies in general information from a template You wil
10. TION INFORMATION Faculty Rank or Job Tile Program Manager SooCaTe gor Administrative exempi non exempt HR Assigned Sap AA Resnick Reaves Glassinication Program Manager Applied Research amp Technol Position Class 38715 Job Group 100 PeopleAdmi User Manual October 2011 Page 7 10 Posting Details This page has a number of sections and fields within each section Fields with a red asterisk must be completed before moving on to the next page There are a few fields that you may not be able to fill in such as I Position Class ll Job Group Ul NBAPOSN Number These fields are filled in by Compensation Affirmative Action and Budget during approval process When completing the Posting Text section the Essential Functions must have the percentage of time and must total to 100 Once all the sections and fields are filled in click Save then Next button located at the top and also the bottom of the page in order to move to the next p age NBAPOSN Number Date position to be filled Landin ar appainisent Special contract and renewable 1t speciai contract indicate now many years one year POSTING TEXT Enter the percentage of Job Purposes Essential Functions and percent of time Fection of hematology oncoiogy fellowship amp researcn 30 Fellowship resident amp student education time
11. ail fostings Unclass amp Faculty Assistant Director Orat Edit Guest User cana ostng Guest User You may change the password by entering a new password and clicking update password On this screen you may create an account that will be used by members Committee members who log in using this account may view applications Enter committee members email addresses here The system will send each member an email message with Guest User name and password Then click Update Guest User Recipient List When finished or to skip this section click Continue to Next Page Guest User Credentials Optional Applican Summary Guest users may view this pasting by using these credentials esses one per line committee menber1dwright edu Update Guest User Recipient List comittee snember2 wright edu committee menbez3 wright edu 15 Comments This page is used for communication between the Originator and the approvers Editing Posting Posting Details Documents ecce Guest User Salary Distribution Posting Specific Quest Finige Unclase Faculty Assistant Director Ural I Euie Comment Comments Check spelling 7 The comments on this page are only intended to assist Enter comments if any here Comments Default Section Originator Comments Comments O
12. culty Created by test test Department General Cost Recovery Owner HR Employ Summary History Applicants Reports Please review the details of the posting carefully before continuing To take the action select the appropriate Workflow Action on the lef menu You may add a Comment to t submit your posting click on tho Submit button To edit the posting click on the Section Name in the Summary Section This will take you directly to the P Cancel button Posting Details 6 The list of all applicants will be displayed You can sort them by name or application date by clicking the arrows next to the column headers 7 To view an application either click the name of the applicant or go to Actions drop down menu located to the right of the name then click View Application Current Status Posted Posting Assistant Director Unclass_ amp _Faculty Position Type Unelass_ amp Faculty Created by test test Department General Gost Recovery Owner HR Employment amey Hoey ESSER Reon To view review an application click on the Open Saved Seaich Search 3 Search More search options name of the applicant Active Applicants o Saved Search Active Applica tems Found Full Name Workflow State Internat Wortow si su Under Review by SchaoliCotege Dags In Progress weu usor2 Undor Review by School Collogo Dopt In Progress D weusi Un
13. der Review by Schoal Collegs Dspt In Progress PeopleAdmin User Manual October 2011 Page 19 8 To view the applicant s documents such as cover letter resume etc scroll to the bottom of the application Click the document link Certify In signing this application I hereby authorize any person firm or organization to supply any information about me concernin University and expressly release any such person firm or organization from any responsibility in disclosing such informati making any false statement is reason for being denied employment or for having my employment terminated BY SIGNING BELOW I certity that nave read and agree wiin tese statements E R z a To view review applicant documents click on the document links wsu user Please enter your full name to verify your iden Submitted on May 12 2011 at 02 46 pm by user2 wsu Required Documents king Name Conversion status Cover Letter Cover Letter 8942 13 45 26 10 KB PDF complete Resumercv ResumeiCy 0512 11 13 45 39 9 9 KB PDF complete Optional Documents No optional documents added PDF Documents ro Application Application and attached documents 9 Once the search committee reviews all applications and materials for minimum qualifications you must change each applicant s status using the Affirmative Action codes see table on next page
14. e 12 17 The Summary page will give you the summary of all the information you entered in creating the job posting Please note that a check mark in blue should appear next to the name of each page If you see any page name with next to it it means that there are required field s that have not been completed Click Edit link located next to the name of the page to complete missing information E Postings Ty test test you ha nos Unclass amp Facuhy Assistant Director Ora Summary The mark indicates that one or more required fields have not been completed f PEA Click Edit to complete the information Pont Prey EL Pant Prey f Posting Assistant Director Unclass_ amp Facy Current Status Dran Position Type Unetass amp Faculty Created by tes Deparment General Cost Recovery owner tesy f posting click on ye Section Name in the Summary Section This wil take you directly to the Posting Page to Edit To exit the posting without maki bution Posting Details Eat POSITION INFORMATION Faculty Rank or Job Tie Ssslan vector 18 Next to Summary tab there are two more tabs 5 History Provides details on the approval steps date time stamps and any comments and or notes ll Settings Allows you to make any modifications to the posting setting page such as type of application accepted etc 19 You can edit any of the pages by click
15. gs that are a Internal promotions within the department school college per Wright Way Policy b Positions that have a specific person named in the grant PeopleAdmin Water List APPLICANT IRAKIN Postings My Prone Hol Cass a Unelass Hry h f A m SEA There are four Posting Types Int_Promo_ amp _Named_Grant Select the appropriate type Aunt shone Creste New Class _ amp Unclase tty Posting Create New Unelacs_ amp Faculty Posting Create New int Prome_ amp Named Grant Posting Create New Adjunct Pasting Current state owner myunis Useful Links Help Your Applicant Poral How Applicants access your PeopleAdmin system Pacsls doun MOPAC Customer Portai Losi PeopleAdmin User Manual October 2011 Page 3 6 Create Job Posting There are two ways to create a job posting using the Navigation bar or the Shortcut control L Method 1 Using the Navigation bar e Go to Navigation bar located at the top of the Home screen e Roll over object menu Postings e Select appropriate position type e Then click the orange Create New Posting button ll Method 2 Using the Shortcut control e Go to Shortcuts box listed on the right of the screen e Click the appropriate position type Peopledmin Postings _ My Profle Cians _A_Unetass_Hriy Ongnator He Unclans amp Faculty Int _Promo_e_namea_ram Adjunct
16. ing the Edit link next to the name of the page An Edit link is also located next to the name of the posting 20 There are a number of items located on the right hand side of the screen l Take Action on Posting button There are different options indicating what you can do with this posting This is the button you need to click in order to move the posting to the next approver see the approval process for each position type Il See How Posting Looks to Applicant It shows the information from the posting that are visible to the applicants Ul Print Preview Applicant View It allows you to get a preview of the applicant view of the posting IV Print Preview This allows you to get a preview of the printout PeopleAdmin User Manual October 2011 Page 13 21 As mentioned above item 20 1 the Take Action on Posting has a number of options to choose from Originators have three options to pick from Submit to Chair Dept Head Submit to Business Manager and Submit to Executive Level The order of the approvers at the Originator level depends on each hiring department college school s departmental policies and practices Once a position is submitted to the next approver then the position posting becomes Read Only to the submitter Go Postings N fest tost you hava D messages Business Managers summary Inctass_ amp Faculty cit Roll over the Take Action on Posting button
17. lication E Facuryiagjunet appteation Click here to create a new posting PeopleAdmin User Manual October 2011 Page 6 9 You are now on the Posting Detail page Before you begin this page note that there are 7 pages related to completing a job posting however currently the page titled Posting Specific Questions is not being used These pages are Posting Detail ll Salary Distribution Ul Documents IV Posting Specific Questions currently not being used V Guest User VI Comments VII Optional Applicant Documents Complete all the pages excluding Posting Specific Questions page before submitting a job posting to the next approver in the process Postings Unclass_ amp Faculty Program Manager Orat J Edit Posting Details Editing Posting Applicants MyProfile Help Posting Details Posting Details Name of different pages Salary Distribution Documents Posting Specific Quest Guest User Comments Optional Applicant Doc eejo oeo Summary 9 Check spelling 7 To create a Posting first complete the information on this screen then click Continue to Next Page information To submit the Posting to human resources you must click on the Continue to Next Pad ssoleo the Submit bution and click Continue Your Posting will not bo saved or sent to tho next status Required Information POSI
18. need to prove information inside the posting Create from Posting Uses an existing posting as a template and automaticaly copies in most information Create New Posting Actions Tee Actions Select one of the three options PeopleAdmi User Manual October 2011 Page 5 8 On the New Posting page fill in the necessary information Fields with a red asterisk are required fields Select the appropriate Accepted Application Form by checking the box Once the form is completed click Create New Posting button at top right or bottom right of the page Mypretios Tb JE ew Posing Required ormation Type the position Deparen Applicant Workflow When en application is submited for tnis jb shoud move to which state Faculty Rank or Job Title Undass amp Faclly Ss title in this field ee cas ries General Cost Recovery For unclassified and faculty positions select Under review by Var oo by FE School Dept College from the SS drop down menu Online Applications Acceptoniine applications Special offine Application instructions Accepted Application Forms accepted appueation tores form Select the appropriate application This field is used for special _ _ instructions to applicants if applicable E Unctasstied facministrative exerptnon exempt App
19. ptional Applicant Doc Summary Business Manager Comments Executive Level Comments HR Compensation Comments Provost Comments Affirmative Action Comments Foundation Comments RSP Comments Budget Comments PeopleAdmi User Manual October 2011 Page 11 16 Optional Applicant Documents There are a number of documents listed on this page For unclassified positions cover letter and resume CV are required For faculty positions cover letter resume CV and references are required documents To make a document required both the included and required boxes must be checked For optional documents only the included box must be checked When completed click Save and then Next to move the posting to the Summary page Home Postings iy Editing Posting Joctinge J Unclase_ amp Faculty Assistant Director Dra Edit Optional Applicant Documents Optional Applicant Documents Posting Details Salary Distribution Guest User o o o o Comments Summary Documents Optional Applicant Doc Order Name Included Required 1 Resumeicv 2 Cover Letter 3 References One ana a To make a document required check both 5 OtherDi t2 o D u 5 ERNEA Included and g Other Document 3 Gl Required or Cancel PeopleAdmin User Manual October 2011 Pag
20. py inert other2 other 3 Other 4 SY Upload New Create New Choose Existing Actionsy Click Actions link to attach a document 13 Posting Specific Question This page is currently not being using when posting and filling positions You can skip this page either by clicking Next or clicking Guest User link on the left hand side of the screen 14 Guest User On this page you may create an account that will be used by the search committee members Please note that Guest Users have read only access to the system and are not able to make changes in applicant statuses Once a position is filled the Guest User name and password are deactivated by the system ostings Unclass_ amp Faculty Assistant Director Draft Edit Guest User Editing Posting Guest User Posting Details On this sore Salary Distribution Documents Posting Specific Quest Guest User Comments Committee members who log in using this account m When finished or to skip this section click Want to give guests acc Optional Applicant Doc Summary n you may create an account that will bd to view this posting Click here to create and activate Guest User Account PeopleAdmi User Manual October 2011 Page 10 E Postings iu Postina Det
21. s 4 Change User Group After successful login if you are assigned more than one user type click the User Group drop down menu located to the immediate right of your name Select Originator from the menu and then click the refresh arrow You must be logged in as Originator in order to create postings and have access to application materials the te Pager safey Tooky inbox PeopleAdmin watch List I MyProfile Help test test you have 0 messages Your name will appear here Shorteuts Select the appropriate user type and click refresh arrow My Links Useful Links Halp Your Applicant Portal PeopleAdmin User Manual October 2011 Page 2 IMPORTANT 5 Select the Posting Type There are four POSTING TYPES in PeopleAdmin When creating postings it s IMPORTANT that you select the appropriate POSTING TYPE A Classified amp Unclassified Hourly Use this type for all CLASSIFIED and UNCLASSIFIED HOURLY postings that are a External postings b Internal postings for Non Bargaining Unit Classified Employees c For WSU Employees Only B Unclassified amp Faculty Use this type for all UNCLASSIFIED and FACULTY postings that are a External postings b For WSU Employees Only C Internal Promotion amp Named In the Grant Use this type for all CLASSIFIED UNCLASSIFIED HOURLY UNCLASSIFIED and FACULTY postin
22. ssineanion The ker Airmative Aetion Nos Click the first option in Workflow State then hold Shift key down while scrolling down until you reach the last option Once all options are highlighted in blue click Search button To view applications click the position title Posting summary will be displayed on the screen Then click the Applicants tab NOTE All classified and unclassified hourly applications are first reviewed by Human Resources therefore you will not be able to view review the applications until Human Resources releases them Get Postings A ines ostings 7 Unclass amp Faculty Unclass_ amp _Faculty Postings z To view your posting click the Oen Sar Serene Search position title Search More search options Aciive Postings Saved Search fve Postings 2 Items Found E HR Assigned Faculty Rank or Job Affirmative Action All Submittod Classificatio Title Moz Applications Assistant Drecior Assistant Director TPIT 3 Facuty Assistant Director o PeopleAdmi User Manual October 2011 Page 18 ECUCE Postings iNet tings Unclass_ amp Faculty Assistant Director Posted Summary Posting Assistant Director Unclass_ amp _Faculty To view your Current Status Posted applications click the Applications tab Position Type Unclass_ amp Fa
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