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PeopleAdmin User Manual - Armstrong Atlantic State University

1. E Agprovers oniy have the option to send the posting back to the individuel who sent tu them Therefore posting wl hare to go backwards through the chain of command until reaches the Hiring Manager aggin belare changes can be made For example if the Vice Fresident of the Division matices someting that he oshe thinks should be revised they vill have to send the posting back to the Budget Director wha wil have to send it back tothe Dean Director who wil then sendit bark to the Hiring Manager to mae the neressary changes ARMSTRONG ATLANTIC STATE UNIVERSITY Process Flow Chart 3A Hiring Process Faculty Staff Skype Interview More Intensive screening 61 ARMSTRONG ATLANTIC STATE UNIVERSITY Process Flow Chart 3B Hiring Process Student PT 62
2. Applicant Questions How do access my applicant pool usss How do bulk dispense applicants ceeee Can I delete applicants n Hiring Process Question What is the hiring process for Student Part time seseeeeesteeeees What is the hiring process for Faculty Staff cccsescesseseeeetesteseesees What documents am supposed to turn in to Human Resources after the search process is complete Miscellaneous Questions PROCESS FLOW CHARTS Process Flow Chart 1 Creating a Posting Process Flow Chart 2 Approval Process Process Flow Chart 3A Hiring Process Faculty Staff Process Flow Chart 3B Hiring Process Student PT ARMSTRONG ATLANTIC STATE UNIVERSITY OVERVIEW What is PeopleAdmin PeopleAdmin is a recognized leader in Talent Management solutions specifically designed for Higher Education and Government They help their customers build better organizations to build a better future The company s unique web based solutions enable organizations to automate and streamline the hiring process improve candidate communication efficiently manage position descriptions develop compliant and defensible audit trails to defend talent management decisions and utilize industry leading reporting and metrics More than 700 organizations rely on PeopleAdmin to strengthen and simplify their talent management process http www
3. Helpful Tip See also page 60 at the end of this document for the Process Flow Chart 2 Approval Process 28 ARMSTRONG ATLANTIC STATE UNIVERSITY MANAGING A POSITION Overview Once the position you created has been finalized and posted it is important to monitor the posting in the hiring process This becomes especially important once people start applying for the position and you are required to manage their workflow states The following sections will explain the steps involved in managing applicants including managing their application and other documents and moving them forward in the hiring process Accessing Application and Documents Within the PeopleAdmin system you have the ability to monitor and manage the people who have applied for your posting Under the Applicants tab you will see a list of all of the individuals who have applied for that particular posting and you will be able to view and manage their applications From here you will be able to see a summary of information about the applicants such as their names the number of attached documents and the workflow states of their applications Posting Assistant Professor of Criminal Justice B Faculty Staff Eoi 3 E y tan Peetina looks te Applicant Postion Type Faculty Staff Created by Debra Smith shia lala Deparment 1001010 Dept OF crim Owner Human Resources Pin Preview Justisocial amp Pol Summary Hist
4. Applicant Questions Human Resources How do I access my applicant pool Within the PeopleAdmin system you have the ability to monitor and manage the people who have applied for your posting Under the Applicants tab you will see a list of all of the individuals who have applied for that particular posting and you will be able to view and manage their applications From here you will be able to see a summary of information about the applicants such as their names the number of attached documents and the workflow states of the applications 47 ARMSTRONG ATLANTIC STATE UNIVERSITY How do I bulk dispense applicants Posting Assistant Professor of Criminal Justice as REN Ee DEn Pont n Type Faculty Statt Coated by Debra Smith iiaia Seen HO Oop oim Ome ene eee neram Steal da ceoimcstecny Sm ee ron o Saved Saach AN Appleations i m Dumme reamme ome __ women mansn momsen ei D naer noe Beee m Ses comman s reeg age Henge D ramen omer nae Renew a Sene Comment te ae age D ema woeeen msan ennai sang nape eng maae Dawe et Lge Senen ty Semen Comma henge Hem eae DB star oe Unde Brapa by Sear Commie 2 Hong Mirage Heng Manage Drei rowan pee eae eee eee ee D maw Unter Berne bn Sawn tonm oning aie Hoy Mee itewe In the applicants tab of the posting select all of the individuals that you would like to move on in the process by checking the boxes next to their names Hover ov
5. Summary page This page allows you to review the posting and make any necessary edits before you send it on to the next approver Please review the details of the posting carefully before continuing Helpful Tip If a section has an orange icon with an exclamation point e g Posting Details Eat you will need to review this section and make necessary corrections before moving to the next step in the workflow Cage Posun AACA Ca Sy ieee etn M Posting lt b gt Mail Clerk lt b gt Faculty Staf os Cet Stane Cat Posten Type Faculty Stall te hany Johanan Devaar 1025050 Doan at Coes Ay Jetanoe eat Pate el ARMSTRONG ATLANTIC STATE UNIVERSITY The Summary page also has Tabs to help you navigate throughout the posting When you land on this page you are automatically viewing the Summary tab The History tab shows you the status and all of the previous actions taken on the posting you are viewing The Settings tab allows you to change the settings you put in place at the start of creating the posting The Hiring Proposals tab allows you to view the hiring proposals that have been created for the applicants for this posting See also page 59 at the end of this document for the Process Flow Creating a Posting Modifying Editing a Posting Only Hiring Managers can edit postings and this can only be done while they are the workflow state owners If you have this access and you n
6. in PeopleAdmin and close the position Human Resources will perform the background check and let you know when your new hire can begin working Note See Process Flow Chart 3B Hiring Process Student PT on pg 62 What is the hiring process for Faculty Staff The same process applies to all professional administrative and faculty positions The first step is to specify a Review of Application Date in the Special Instructions section of the posting The purpose of this field is to inform the applicants when the 51 ARMSTRONG ATLANTIC STATE UNIVERSITY review of applications will begin so that they can submit their applications by this date Also the posting will need to be advertised at least three weeks prior to the Review of Application Date to give applicants sufficient time to submit their materials As you are reviewing the applications you will complete a Screening Grid This grid will include all of the applicants whose applications were submitted by the review date Once you complete the grid you will be able to compare the skills and abilities of each applicant to the minimum qualifications of the position Then you will narrow the applicant pool until you reach a semi finalist group usually consisting of about 5 10 applicants Note All applicants will need to be moved through the PeopleAdmin workflow based on each decision made In the applicants tab of the posting select all of the individuals that
7. Renaud Fabbri inmin Li At this stage a Change for all applicants Current State Nat Solacied Tor ntarview Fieference Check Under Beview by Search Committee or Hinng Manager SoocediorSiypo or Phenointowow i Reason Unger Review by Gearch Commitee ar Hiring Manager Selected or Sipe or Phone nlerview Unger Review by Search Committee or Hiring Manager Selected for Skype or Phone Interview a Under Review by Search Committes or Hiring Manager Selected for Skype or Phone Interview Under Review by Search Commitee ar Hring Manager Seiecedior Stype or pr Cancel More Intensive Screening With this alternate method you will not Skype you will simply use a more intensive and specific criteria on those in the semi finalist group This criteria will typically be based on preferred qualifications Those individuals who have the most strengths will be selected for the finalist group finalist group should be created consisting of 3 5 candidates You should make sure that all of these individuals are still interested in the position and let them know that they are now moving to the Reference Check phase of the process You 35 ARMSTRONG ATLANTIC STATE UNIVERSITY must receive permission to check any references the applicant did not list in the application If the applicant says no you cannot contact any references not listed in the application Be sure that you develop the questions in advance and th
8. The steps are the same except that you will select Move to Campus Interviewed Not Hired and then click Save Changes Once the new hire s New Employee packet has been submitted and verified for completeness Human Resources will move this individual to Hired in PeopleAdmin and close the position Then Human Resources will perform the background check and let you know when your new hire can begin working f Helpful Tip See also page 62 at the end of this document for the Process Flow Chart 3B Hiring Process Student PT 41 ARMSTRONG ATLANTIC STATE UNIVERSITY Filling a Position Once a candidate is hired it is necessary that the posting be marked as Filled Filling a position is a Human Resources function but this action cannot be taken until all of the applicants have been transitioned in PeopleAdmin to a final disposition By remembering to move applicants in PeopleAdmin through every phase you can ensure that this process works smoothly both for you and for Human Resources There are two options available when filling a posting It can either be marked as Filled or Unfilled a Filled Marking a position as Filled means that a suitable candidate was found and has been officially hired for that position Once moved to this state the position is closed and archived b Unfilled Marking a posting as Unfilled that means that the search did not yield a su
9. What information you will have to enter depends on which method you used to create the posting If you used the Create from Position Type method most of the fields will be empty and you will need to enter all of the necessary information If you used the Create from Title method some of the information will already be entered and you only have to add specifics as needed 14 ARMSTRONG ATLANTIC STATE UNIVERSITY Note You should see a message at the top of the screen saying that your posting was successfully created i n 4 The menu on the left hand side of the screen shows you the pages that make up the Posting Form and allows you to navigate to another page if you want to skip or come back to it Student PT Options Faculty Staff Options m eree Posting S Posting Details Posting Suppi ceccee Helpful Tip If you are creating a Student PT position all of the options shown above will appear except Search Committee Ranking Criteria Questions and References The steps detailed below should still be completed for Student PT positions Helpful Tip You will not be able to complete the field entitled Budget Information Only the Budget Director has access to this field For more information see the Approval Process section on page 27 Once you have completed the Posting Details page you have the option to click either Save or Next
10. minimum requirements move these applicants to Eligible for Hire in PeopleAdmin To do this go to the Applicants tab under the posting Select all of the applicants that you want to move click the Actions button and select Move in Workflow Al applications o Saved Search AII Applications 3 tems Fonc O tast name Fst Name Workow State amermar Worktiow state xterm TE wnsco Francis Under Review by Hinng Manager In Progress Joren Under Review by Hing Manager In Progress onion primar Ccandleaie vrtnerawn d Applications as Create Document PDF per Applicant Foactnate Applications Once you are navigated to the next page select Eligible for Hire from the drop down menu at the top of the page then click Save Changes T Editing Workflow States for 2 Applicants Change for all applicants Applicant Current State New State Reason Joram Shiver UnerRewew by Hira Wanager Elghie torrie O a Eligii for Hire At this point the Human Resources representative who is in charge of student workers will determine if the individuals you selected are in fact eligible for hire Essentially he she will check to make sure that the student is enrolled in enough classes to be eligible to be a student worker If the candidates are ineligible they will be moved to Not Selected for Interview If they are eligible they will be 50 ARMSTRONG ATLANTIC STATE UNIVER
11. Version 7 6 that may affect the way you use the software ranges may fect the way you wark wth People Working with applicants User interface and usability enhancements en improved for all Action menus to support touchpad dences Improvements to your applicant portal The help now provides more information to help applicants solve common problems Applicants can now change the order of thet work experience entries Site performance earch performance has been improved z 11 ARMSTRONG ATLANTIC STATE UNIVERSITY JOB POSTINGS Overview As a Hiring Manager one of your responsibilities will be to create and maintain job postings The following sections will explain the process of creating a job posting and how to manage it going forward Creating a Posting 1 There are two ways to begin the process of creating a posting a The easiest way is to go the Shortcuts section of the homepage and click the link for the type of posting you wish to create Shoneuts Select one of these options based on the type of position you would like to create b You can also go to the Postings tab and select the type of position you want to create Then click on the Create New Posting button in the top right corner of the screen Select one Emra ty Sta en CLIC of the we ta aL Tencticx following Once you have elected to create a posting a dialog box will appear asking you to choose
12. foloweng information to create an account tor a new Search Commitee Member First Name Last Name Email Username To add someone to the Search Committee you can search for him her in the system using first name last name and or email address Note This tool will only be able to locate people who are already registered in the PeopleAdmin system Type the information into the corresponding cells and then click Search Once the system has found him her the name and email address will appear within the search section If this individual is the Search Chair make sure to check the Make Member the Committee Chair box If he she is a member at large simply click the Add Member button Repeat this step to add multiple members to the search committee Search Find a User to aai a a Search Cortes Merry Name malt Adrese Greg Anderson valadresstpp0d zea Fest Name Last Namelanderson When the members and chair has been added their names and information will appear under the Search Committee Members section of the page 18 ARMSTRONG ATLANTIC STATE UNIVERSITY Search Committee Search Committee Members Name twat ire Stats Breg Anderson omaladeressizes zed No apres Acloney Search Find User a No Users matched the search keyword Helpful Tip You have the option to remove a member or change an individual s title to Search Chair To do this just hover over the Actions lin
13. gt Mall Clerk lt b gt Faculty Staff Ear Take Action On Posting Current Status Dra E Postin Typa Faculty Stat Crmatad hy Amy Jahncan Department 1025050 Dean of Owner Amy Johnson Health Professions Dani b Send to Dean Director will move the posting to the next individual in the workflow which is most often the Dean or Director of your department You should only take this action when your posting is complete and you are ready for it to move to the next stage After this point you can no longer make changes Another dialog box will appear for you to leave comments for the 25 ARMSTRONG ATLANTIC STATE UNIVERSITY Dean Director and or add or remove the posting from your watch list When you are finished click Submit Another success message should appear at the top of the screen confirming that your posting was sent c If you Cancel a posting it will be moved to a non active state This means that you no longer want to fill or advertise this position This option does not remove the posting from the system the posting will still be listed but it will show that it is in cancelled state Once again a dialog box will appear where you can add comments or add remove the posting from your watch list Clicking Submit will move the posting to cancelled Take Acti x s DeaniDirector move to Under Fake Action Cancel move to Canceled Comments optiona ur watch tst amave t a
14. her to complete it When each candidate has completed the form instruct 55 ARMSTRONG ATLANTIC STATE UNIVERSITY them to immediately seal it in an envelope marked with the candidate s name position applied for and the department and submit it to Human Resources where it will be kept in the recruitment file until a final candidate is selected Note When you are scheduling interviews make sure to continue to move the selected candidates through the PeopleAdmin system Under the Applicant tab in the posting select all individuals who were selected for the campus interview Hover over the Actions button and choose Move in Al Applications o Saved Search AIl Applications 4 lers Four O Lasti First Name Documents Workflow State internal Workflow Review Screening Cuestion Answers Reference Check Search Cha Download Screening Refarente Chack ssearenena Question An Reference Chack Search cnd Export sults Roforensa Chack Search Cha BULK enwa Download Applicstions as POF Create Document POF per Applicant Workflow On the page that you are navigated to choose Selected for Campus Interview from the drop down menu and click Save Changes Remember to also move those who were not selected for an interview to Not selected for interview as well T Editing Workflow States for 2 Applicants Change for all applicants Applicant Current state New stare
15. the Actions button and then select Move in Workflow 53 ARMSTRONG ATLANTIC STATE UNIVERSITY Loe a ipa o O Saved Seach AN Applications 12 tenis Foin D kaman Paname Doman Wo Sine raan Fete Fain samarga veer ngs Ron ror revewby Bearn commas rime Warager Unger reo Sat Comms ariang Wanager Under Reet Seah Cortes ring Manger nr Rsewhy Sah Coie or king Hane Lrgerrevewbs ee Gormes thi Marape Hm g anelon Seng tay ig EF esit Ha via ia ove nr rsewny sean comes aren wanager Hg o kasat UnderReiewby Seth Comite ring Warager Hing Cieni o Sia UnderRoewty Sanh Corts ring Wanagar Hing OIE o mran Unser Revewny en cones oring wanager ag Naas o Luchng Lnserreueoty Save Comme tir anager ng Manager o Mant Under Resewby Sark Conmte ring Warager Hing Manager D terario aoaia Untar Randow by Boah Cornnite alos erat Hina Manager You will then be directed to the page where you can edit the workflow states of all the applicants selected For these individuals who were selected to move forward select the Change for all applicants drop down menu at the top of the page and choose Selected for Skype or Phone Interview This will change the state of all the applicants on the page to Selected for Skype or Phone Interview and you can click Save Changes to complete this action A success message should appear at the top of the screen stating that the transition process has started a
16. until a final candidate is selected Note When you are scheduling interviews make sure to continue to move the selected candidates through the PeopleAdmin system Under the Applicant tab in the posting select all individuals who were selected for the campus interview Hover over the Actions button and choose Move in All appicanons o Saved Search AIl Applications teme Found D Lasma Fusi name Doctunenes Workin state catena Workton Rovio Screening Cuestion Ansar erence chock seaencng A Reference Check Search cha Questen Ar Rotoronca chook earn ond Exoor results Reference Check Search Chd SUL Create Document POF per Applicant Workflow On the page that you are navigated to choose Selected for Campus Interview from the drop down menu and click Save Changes Remember to also move those who were not selected for an interview to Not selected for interview as well T Editing Workflow States for 2 Applicants Change tor all applicants Applicant Current state New Stote Reason Vrana Ocheaswinenier Reference Check Selecedioi Campusieniew JOSE DIAZ ARAYA Reference Chetk Selected Corpus Inenew When the interview sessions are completed you and all of the other committee members should complete an evaluation form for each candidate to assist in the selection process Note If the candidates met with other groups on campus they should also complete eval
17. within the PeopleAdmin program Armstrong Atlantic State University Username Password How do I log in for the first time Armstrong Atlantic State University Username Password Type your username and password into the designated spaces and click Login Helpful Tip for FIRST TIME USERS You will need to complete step one above with the information that HR provided to you However once you enter this information you will be prompted to reset your password Armstrong Atlantic State Your username should automatically appear University in the username field If it does not simply type it into this field Enter your desired password into both the Password and Password confirmation fields Click Change Password Once your password is reset you will then be directed to the homepage I am having trouble logging in to my PeopleAdmin account and or I can t remember my username password What do I do Trouble logging in Possible Solutions 44 ARMSTRONG ATLANTIC STATE UNIVERSITY 1 The login to PeopleAdmin is case sensitive Make sure you do not have Caps Lock turned on 2 Be certain that you are logging in to the Hiring Managers site not the Applicant site 3 You may be entering an extra space within your username or not entering a space where there should be one Ask HR to look up your username in the system and verify it with you If the problem persis
18. you would like to move forward in the process by checking the boxes next to their names Hover over the Actions button and then select Move in Workflow Samay 7 tawny BYARD can sea asin Soarch At Applications o Saved Search All Applications O LastName Fast Mame ung Renaud eoward Kosai Syeda Lu Chung Manieet Aesander Seo More search options Workftow State derna Under Rassew by Geareh Commitee acing Manager He Under Review by Search Comme or Hing Manager Hi Under Rewiew by Search Commitee or Hiring Manager Hring Create Document POF por Under Review by Search Commitee ot Hung Manager Hiringh_ PArt Uroer Renew oy Search Commer or ring Manager Minng Manager Pees Under Review by Search Commitee or Hung Manager Hinng Manager Under Renew hComenee or Hing Manager Hinng Manager Under Review by Search Commitee or ning Manager Kinng Manager All applicants who do not make the cut to the next round should be moved to Not Selected for Interview which can be found in the drop down menu You will be asked to select a reason from the choices that will appear If the reasons are different for each candidate you will need to perform this step individually When finished select Save Changes A success message should appear at the top of the screen stating that the transition process has started and may take a few minutes 52 ARMSTRONG ATLANTIC STATE UNIVERSIT
19. 15 ARMSTRONG ATLANTIC STATE UNIVERSITY Clicking Save allows you to save this posting as a draft and access it later Clicking Next allows you to save the work you have done thus far and move on to the next page of the Posting form 5 After clicking Next you will be directed to the Posting Supplemental Questions page This page allows you to attach questions to a posting that will pre screen the applicants before they are added to the pool This is an important part of the application process Although these questions are not required you are strongly encouraged to include them in your posting To add a question simply click on the Add a Question button Editing Posting Posting Supplemental Questions rE ick on the button labeled Add a Question A pop up sertan wil appear wh canadian oaa sions There arebo ways to search for aooroved posting questions to add to te job berci posted You zan fiter using the key word Clon the questar trat has heer aided anda aap meni i or ere points ana disqualiying responses ser aded ta the str you vl see a column of checkboxes tothe et ofeach checking hese Included Supplemental Questions Posilon _Royuted _Catoyory Owsion Same Se Ee A dialog box will appear and you will be asked to choose a question from the question bank You can also search for a question using the keyword feature Click the radio button s
20. 5 ARMSTRONG ATLANTIC STATE UNIVERSITY What does it mean to create a posting from title This option will use a template within the system based on the title of the position you want to create Creating a posting from a title populates nature of work essential duties minimum qualifications and preferred qualifications if applicable For example if you want to create a posting for a Mail Clerk you will search for Mail Clerk in the list of titles How do I modify edit a posting Only Hiring Managers can edit postings and this can only be done while they are the workflow state owners If you have this access and you notice changes that need to be made as you are reviewing the summary of your posting click the Edit link at the top of the page next to the title of the position This page will allow you to start from the first section of the posting and edit the desired information Postings logout Fostinus Facitly Staff lt hem Clerks Datti Sumay SEMEN Resat Previd Posting lt b gt Mail Clerk lt b gt Faculty Staff Current Status Draft locke to Applicant Position Type Faculty Staff Created by Amy Johnson Department 1025050 Dean of Ovner Amy Johnson Health Professions int Preview Applicant View E Print Proview Summary History Settings Hima Propoeals However if you only want to make changes in a specific part of the posting you have the option to skip right to tha
21. ARMSTRONG ATLANTIC STATE UNIVERSITY PEOPLEADMIN USER GUIDE ARMSTRONG ATLANTIC STATE UNIVERSITY TABLE OF CONTENTS OVERVIEW What is PeopleAdmin Initial Set up of user Accounts GETTING STARTED Logging In NAVIGATING THE HOMEPAGE 1 Platforms 2 3 4 5 6 Shortcuts 7 My Links JOB POSTINGS Overview Creating a Posting Modifying Editing a Posting Available Actions APPROVAL PROCESS MANAGING A POSITION Overview Accessing Application and Documents Tracking Managing Applicant Pool Moving Applicants Forward Professionals Administrators and Faculty Students and Part Time Filling a Position ARMSTRONG ATLANTIC STATE UNIVERSITY How do log in to my PeopleAdmin account How do log in for the first time I am having trouble logging in to my PeopleAdmin account and or can t remember my username password What do do Posting Questions How do start the process of creating a posting s es What does it mean to create a posting from position type What does it mean to create a posting from title l es How do modify edit a posting How can keep track of a posting once it is out of my workflow state u Who is the next approver in the posting process following myself
22. E Editing Workflow States for 4 Applicants change forall applicants Applicant Current State Reason gina neras Leer Review ny searen CaraMREE PPT z Wremer anager Jose DAZcarsnia Under Review iy Search Commiteeor Hng esiersnce Chock Under Review uy Searen Commitee ortiing oie Spinney ote Beterano Chak zy Under Review by Search Commitee ar tiring anager zaan Fetsence Check or Canel Once the references are contacted and the candidates are cleared you can begin to schedule on campus in person interviews Again the interview questions should be predetermined and asked of all applicants If the candidate needs to be tested send the Administrative Assistant in Human Resources the interview schedule The candidate will be scheduled for testing either right before or right after his her scheduled interview The results will be emailed to you when they are calculated Also all interviewees will need to complete a Background Check Consent Form The HR Administrative Assistant will provide you with these forms You will need to give each candidate a form after the interview and instruct him her to complete it When each 36 ARMSTRONG ATLANTIC STATE UNIVERSITY candidate has completed the form instruct them to immediately seal it in an envelope marked with the candidate s name position applied for and the department Then submit it to Human Resources where it will be kept in the recruitment file
23. ITY Search Committee Search Committee Members Name Ena cai Status Betton Grag Anderson omlauuendizae zee Na proved Actonse Jack Wars ack lamegigral com Na Aetonee When all of the desired members have been added click Next to move on with your posting 7 The Ranking Criteria Questions page allows you to include evaluative information about the applicants so that you can put them in a meaningful order For example you can make performance in interview a criterion and thus rank your applicant pool by rating how well each applicant did in the interview To add criteria click on the Add a Criterion button Pests FRCmy StaT SHC Imram Ee anki Mens Ones Editing Posting Ranking Criteria Questions Ea Included Evaluative Criteria Category Destaiption Weight Worktow state Ranking Criteria Quest Applicent Documents A dialog box will appear that will allow you to choose the evaluative criteria that you want to apply to the posting To select criteria check the box under the Add column next to the question that you desire to use Just like with the supplemental questions if there is an evaluative criteria you would like to use that does not appear in the list you can make your own by clicking Add a New One You also have the option to set the workflow state of the criteria To do this simply select the desired state from the Applicant Workflow State drop do
24. Reason Virainia Ocnea Winemiller Reference Check E Campus Interview a JOSE DAZ CARAYUA Reference Check _ Belecied Campus hienaew When the interview sessions are completed you and all of the other committee members should complete an evaluation form for each candidate to assist in the selection process Note If the candidates met with other groups on campus they should also complete evaluation forms Essentially this form is used to clearly identify the strengths and weaknesses considered when selecting the top candidate It is not standard practice to rank candidates 56 ARMSTRONG ATLANTIC STATE UNIVERSITY When the final decision about who to hire has been made you may move forward with the next steps in the hiring process First you should move this person to Recommended for Hire in the PeopleAdmin system To do this simply select the candidate hover over the Actions button and click Move in Workflow All Applications o Saved Search AIl Applications 2 lems Found GENERAL Z LastName First Namo Documents Worldiow Stato ternal Workflow S Review Screening Cuestion RE Selected for Campus irtoniew T Sn ng z TE saistot Gamos enw TA AA Ea META Donnload Applications se POF Croate Dacurnent POF per Applicant On the next page choose Recommend for Hire and click Save Changes E Editing Workflow States for 1 Applicant Bharga for atl applicants Racon
25. SITY moved to Selected for Campus Interview in PeopleAdmin Once all desired candidates have been moved to Selected for Campus Interview you can proceed with the interview process After you have conducted the interviews and selected who you want to hire you will need to direct the selected student to the New Employee Orientation page on the website Instruct him her on what forms to fill out and To turn in his her New Employee packet to Human Resources S Editing Workflow States for 1 Applicant Change tor all applicants Move to Intiste Reference Check x Selected for Campus Interview Applicant Current State N Reece do Reason Jorien shiver Egbe tar Hre Move to Position Canceled Move to System Det Does Hot Mest Minimum Qualfestions You will need to move this student to Initiate Reference Check in the PeopleAdmin system To do this select the individual and move him her in the workflow After you are directed to the next page select Move to Initiate Reference Check from the drop down menu at the top Then click Save Changes Don t forget to move the individuals who were not selected for hire as well The steps are the same except that you will select Move to Campus Interviewed Not Hired and then click Save Changes Once the new hire s New Employee packet has been submitted and verified for completeness Human Resources will move this individual to Hired
26. Student PT giving you a quick way to narrow your search The MY PROFILE tab stores all of your relevant information as an employee such as your username email address supervisor name and groups of which you are a member on the system ee en User Details eae Account kerma Voarwame Femsoan ong ste on Mame Ew To make changes to your user profile you can either use the Summary and Manage Emails tabs or hover over the Take Action on User button You have the option of simply editing the information on your profile requesting a change in your assigned groups which would require approval from Human Resources managing emails i e setting preferences for which types of system messages you want to be sent to the email account on file managing your password i e making any desired changes to your password or managing user documents i e uploading any documents that you would like to include on the postings you create ARMSTRONG ATLANTIC STATE UNIVERSITY 3 Groups If you are assigned to multiple groups you can switch between them to access the corresponding functions for each group Firing Manager e not To change the group click on the drop down menu next to your name and select the group that you want to work under Helpful Tip Be sure the click the Refresh button to ensure that the program has completed the requested function No
27. VERSITY Loe a ipa o O Saved Seach AN Applications 12 tenis Foin D kaman Paname Doman Wo Sine raan Fete Fain samarga Gogon You will then be direc Tane luoerrevewby Semen cornes skimp anger HION C anelon Seng rate Unger reo y seart comes arte anager Hina ngs UndrRedewty Sah Corts arking anager Hing EFON esit Ron UndorReewhy Soh Comite or hiing Warager Hing yon UrgerRoveubs een Comtes oring Marner ag ove nr rsewny sean comes aren wanager Hg va UnderReiewby Seth Comite ring Warager Hing yea Sia UnderRoewty Sanh Cornits ring Wanagar Hing OIE ren loerrovewby xen Cornes oring wanager ag Haase la Lucha Lnserreueoty Save Comme arlig anager Hang Manager tener Maneet Untar Raiewby Seat Conte ring Warager Hing Manager stones foana UnderFaowy Boast Gumi ating Waranar Hina Manager hatene ted to the page where you can edit the workflow states of all the applicants selected For those individuals who were selected to move forward select the Change for all applicants drop down menu at the top of the page and choose Selected for Skype or Phone Interview This will change the state of all the applicants on the page Click Save Changes to complete this action A success message should appear at the top of the screen stating that the transition process has started and may take a few minutes Editing Workflow States for 5 Applicants Applicant wewei Hu naande ray Lingya Lu
28. Y E Editing Workflow States for 7 Applicants Applicant current state New state Eowars Hear Not Selected far nervy osipa ET Se T Bsa Boarn Commitee oF Nel Seid ior ene Sena wane Under faevew by E ee or Nata ernie Hiring Manager Under Review Kuching sparen Commitee or Nei Selected for niemiew wena fing Meneger arject Uroer Review By _ Mape Siah Gumniive or Ra S lacod NE E Pe es Fang Manager Unser evi ni pEr metka Search Committee or lot Selected for nteraew Pieose select Asrander searen Commlige or NetSelecied Final inna manager Following this step you will then work towards narrowing the pool down to about 3 5 people for the finalist group There are two options for narrowing the pool at this stage 1 Conduct Skype Interviews With this option you will create a finalist group by conducting Skype interviews with all of the individuals in your semi finalist group At this point you should prepare your questions Make sure that all applicants are asked the same questions during the interviews Note All individuals will need to be moved through the PeopleAdmin workflow at each stop in this process The 5 10 candidates who were selected to be narrowed down should be moved to Selected for Skype Interview In the applicants tab of the posting select all of the individuals that you would like to move on in the process by checking the boxes next to their names Hover over
29. at each reference for each candidate is asked the same set of questions Note Remember to move these individuals through the PeopleAdmin system Under the Applicant tab in the posting select the individuals who are moving forward to the next phase Hover over the Actions button and select Move in Workflow Saved Search All Applications 2 terms Found C LastName First Name Documents Workflow State internal Worktiy jaw Screening Question t Spinney Under Review by Search Committee or Hiring Manager Hiingy E Pt results a ical zai a Unger Renew br Search Commitee or Hing Manage Hing TT Nonress ilar Under Reviw Search Commits cr Hring Manager Hiring E tose inet ner Reviow ny searen Commie orig anager Hung EPS D shiney Jorie Under Reviw by Gearch Cormmite or Hiring Menager hind Crests Documenl PDF p E ha Hoskin Dader Reviow ny Search Commitee or Hring anager Hiring 1090 E Trapa Vek Under Review by Search Commitee er Hring Manager Hiling Manager Pelion E snare Danii Lace Renew by Seareh Cormiteeer Himng anager Hing Manayer tion E Neoanin Daniel Under evie by Search Commitee er Hiring Manager Hing Manayer satire El Caomansinah Johnny Under Review ny Search Commitee or Hiring anager Hiring Manayar Actions On the page that you are navigated to select Reference Check from the drop down menu and click Submit Changes Look for success message afterwards to ensure that the action was completed
30. by Search Commitee er Hiring Nenager Hing anager felines E canmansingh danny Under avow oy Search Commitee cr Hiring Manager Hing Manayer storey On the page that you are navigated to select Reference Check from the drop down menu and click Submit Changes Look for success message afterwards to ensure that the action was completed E Editing Workflow States for 4 Applicants Change tor all applicants Fetrenc Seas Seear Applicant Current state Reason gina ta er Raven hy Suaren COE ET enaa 3 nemer Manager EEN Under Reven by Search Commitee or Hing anager Bolero Ohack z JOSE Diaz GARAUA se Spinney Understood TRatraaca Check a Under Review by Search Commitee ar Hring Manager Esmar zaan Ptetence Check r Caneel Once the references are contacted and the candidates are cleared you can begin to schedule on campus in person interviews Again the interview questions should be predetermined and asked of all applicants If the candidate needs to be tested send the Administrative Assistant in Human Resources the interview schedule She will schedule their testing either right before or right after his her scheduled interview The results will be emailed to you when they are calculated Also all interviewees will need to complete a Background Check Consent Form The HR Administrative Assistant will provide you with these forms You will need to give each candidate a form after the interview and instruct him
31. d means that an applicant must supply the document in order to continue with the application process Note A document must be marked Included and Required in order for it to be required during the application process When you are satisfied with your selections click Next to move on Applicant Documents 21 ARMSTRONG ATLANTIC STATE UNIVERSITY 9 The Guest User page allows you to set up a view only account for individuals that are not Armstrong employees and need access to the posting and applicant information The guest user is assigned to one posting and will be automatically de activated once the posting has completed a workflow cycle If you click on the Create Guest User Account button the system will automatically generate a guest username You may update the password if needed Guest User Sme Pav EE Click on the Create Guest User Account bution The system wil automaticaly generate a Guest Username Guest Users will still need to contact the Hiring Manager or HR to receive the Guest User Password You may update the password f needed You can also notify the members of the review committee by adding their emai address in the Email Address of Guest User Recipients Each emai addres must be on a separate ine Once you have added all of the email addresses click on the Update Guest User Recipient List to notify the review committee users When finished or to skip this sec
32. e background check and indicate if you can move forward with a verbal offer Once the offer has been extended and accepted the search process is over Please submit all of your search materials to Human Resources within 30 days of closing the search unless otherwise noted The items you need to submit are Screening Grid Reference Questions and Answers Interview Questions and Answers Skype Evaluation Forms if applicable Candidate Evaluation Forms Reminder Move the remaining individuals who were not recommended for hire to Campus Interview Not selected in PeopleAdmin Remember the following options are available in PeopleAdmin for reviewing your applicant pool 38 ARMSTRONG ATLANTIC STATE UNIVERSITY To review applicants one at a time follow the link on each applicant s last name to open the application summary To review several applicants documents together o Select the applicants of interest o From the main Actions menu select Download Applications as PDFs A document selection dialog box will open o Select the types of applicant documents you want to include and select Submit The system will generate a PDF file that includes documents for all selected applicants 39 ARMSTRONG ATLANTIC STATE UNIVERSITY elpful Tip See also page 61 at the end of this document for the Process Flow Chart 3A Hiring Process Faculty Staff Students and Part Time The Hiring Manager is i
33. e sure that the student is enrolled in enough classes to be eligible to be a student worker If the candidates are ineligible they will be moved to Not Selected for Interview If they are eligible they will be moved to Selected for Campus 40 ARMSTRONG ATLANTIC STATE UNIVERSITY Interview in PeopleAdmin Once all desired candidates have been moved to Selected for Campus Interview you can proceed with the interview process Editing Workflow States for 1 Applicant a Change for all applicants Moveis niate Relerence Check P Selected tor Campus Ineriaw Applicant Current state Reason Jorden Shiver Eligittie far Hire brcancel ere Mova to Postion Canceled Move to System Det Doss Nat Mest Minimum Quelficatons After you have conducted the interviews and selected who you want to hire you will need to direct the selected student to the New Employee Orientation page on the Human Resources website Instruct him her on what forms to fill out and to turn in his her New Employee packet to Human Resources You will need to move this student to Initiate Reference Check in the PeopleAdmin system To do this select the individual and move him her in the workflow After you are directed to the next page select Move to Initiate Reference Check from the drop down menu at the top Then click Save Changes Don t forget to move the individuals who were not selected for hire as well
34. each decision made In the applicants tab of the posting select all of the individuals that you would like to move forward in the process by checking the boxes next to their names Hover over the Actions button and then select Move in Workflow History Applicants Report pen Saved Search v Sewer SSN Move searenoetions Al Applications o Saved Search All Applications E Last ane Fast rane Documents Werton State eterna worn 5 Viewer Unger Renew by Search Commitee or Haring Manager natanda Under Review by searen Cor Unger Renew by Su nno Under Review by se Edward Swar taman Under Renew by Search Cor gt Lucwng Under Review by Soarch Cor Manet nr 0 tang Manager eranaer Under Review by Search Commiate or Hiring Manager Hiring Manager vone 33 ARMSTRONG ATLANTIC STATE UNIVERSITY All applicants who do not make the cut to the next round should be moved to Not Selected for Interview which can be found in the drop down menu You will be asked to select a reason from the choices that will appear If the reasons are different for each candidate you will need to perform this step individually When finished select Save Changes A success message should appear at the top of the screen stating that the transition process has started and may take a few minutes Applicant Eowara Hear Kosa pan Svea PSNI Nathan Alen Luchung weng Manjeet Mera
35. er the Actions button and then select Move in Workflow Summary story Applica Repons Hing Proposais Open Saved search sax SSSCSCSCS dS Sem ore aren options Aa Appiieatine o Saved Search All Applications tems Foes Documents Wonksiow State ternal Under Review by Search Commitee or Hung Manager Under Renew by Search Commie vs Hany Manager Under Renew by Search Commie or Hiring Manager Under Review by Search Commitee or Hing Manager Unger Renew by Search Commaze or Heneg Manager Under Renew by Search Commie or Hung Manage Unger Review by Search Commie or Hing Manager Under Rewew by Search Commitee or Hing Manager Under Rewew by Search Commitee or Hanng Manager Under Roio hy Saserh Commie ot Mung Manager Under Review by Search Commitee or Hing Manager Under Rewew by Search Commitee or Hiring Manager 48 ARMSTRONG ATLANTIC STATE UNIVERSITY You will then be directed to the page where you can edit the workflow states of all the applicants selected Since these individuals were selected to move forward select the Change for all applicants drop down menu at the top of the page and choose Selected for Skype or Phone Interview This will change the state of all the applicants on the page Click Save Changes to complete this action Helpful Tip If the Hiring Manager or Search Chair overlooked even one person in the applicant pool the bulk function for moving applicants throu
36. f the applicant says no you cannot contact any references not listed in the application Be sure that you develop the questions in advance and that each reference for each candidate is asked the same set of questions Note Remember to move these individuals through the PeopleAdmin system Under the Applicant tab in the posting select the individuals who are moving forward to the next phase Hover over the Actions button and select Move in Workflow Al applications o Saved Search All Applications tsr Foord El Last tame Fast Mame Documents Worktiow State ternal Work ering Questor Ochoa Wwinetniler Virginie Under Review by Search Commie or Hiring Manage Hiina N ay Sa uoping DIZBARAYUA JOSE Under Reviow by Search Commite crHirmg Manager Hiking Cuzstlon Answers Spinney Janie Under Review ty Search Commnitz or Hing Wanager Hiring EPO results Esmat Under Review by Search Commitee crHiting Manager Hiring waned wil Under Review oy Search Commitee crHinng Manager Hing T O toise inetd Unger Review by Search Commitee or Hing Manager Hina D piney Jaime Under Review by Search Comites er Hiring Manager Hing Ciets Dacurant POF ase E ha HoeHan Under Review br Search Commitee or Hiring Manager Hiring 290 E Trapa vi Under Reviow by Search Comitas er Hiring Managot Hiring Managor ctorey C tirane Danial Under Renew b Seateh Commitee or Hring Menage Hing Manager aciriey E wecanin Daniel Under Review
37. gh the workflow will not work This is why it is important to move individuals through each step in the process If you take all of the necessary steps throughout the process you will have less to do when the hiring process is over Can I delete applicants No applicants cannot be deleted from the system Instead you should move them to the status that corresponds with the decision made about them For example if an applicant does not meet the minimum qualifications for the position you can move them to a workflow state that reflects that this individual did not meet the minimum requirements and is no longer in the running for the position Editing Workflow States for 5 Applicants Applicant Reason Wewel Hu Unger Review by Search Commitee or Hring Manager Selector Siypa or Phone iiorew nalandaroy Under Review by Search Commitee or Hing Manager Selected tor Skype or Phone itorwew W LingyuLu Under Review by Search Commitee or Hring Manager Selected tor Siype or Phone inionnew Renaud Faber Under Review by ng Manager Seievedio ype Ninmin Us unger Review by Searcn Commitee or Hing Manager Seieciedtor Skype or Phone inerew F 49 ARMSTRONG ATLANTIC STATE UNIVERSITY Hiring Process Questions What is the hiring process for Student Part time The Hiring Manager is in charge of all prescreening for the candidates who apply for student positions After you narrow your pool to the applicants who meet your
38. how you want to create the posting What would you like to use to create this new posting 12 ARMSTRONG ATLANTIC STATE UNIVERSITY a Create from Position Type If you select to create the posting from this option o it will only fill in the information that is relevant to your department and Armstrong Essentially this is a blank template to be completed without any information automatically populated You will have to input the majority of the information for your posting If you click this option you will be navigated to the settings page shown below and will be required to fill in the necessary information Once you have entered all of the information click on the Create New Posting link This link will appear in the top right and bottom right corners of the screen Accepted Appin onm b Create from Title This option will use a template within the system based on the title of the position you want to create Creating a posting from a title populates nature of work essential duties minimum qualifications and preferred qualifications if applicable For example if you want to create a posting for a Mail Clerk you will search for Mail Clerk in the list of titles If you would like to see what information is contained in that title before creating a posting from it just hover over the Actions button and select View Title After you have reviewed this information and you wou
39. imply type it into this field assword and confimanon Enter your desired password into both the Password and Password confirmation fields click Change Password Once your password is reset you will then be directed to the homepage ARMSTRONG ATLANTIC STATE UNIVERSITY 2 On the initial login screen you will notice that there is an option for you to click on First time here Request an account Although the system gives you this option it is recommended that all user accounts be created by Human Resources Please do not attempt to open an account on your own 3 If you have misplaced or forgotten your password contact Human Resources and a representative will reset it for you ARMSTRONG ATLANTIC STATE UNIVERSITY NAVIGATING THE HOMEPAGE Armsti CD recs LAS Postings Applicants Hiring Proposais cq Stetson you hae O messages je pout Welcome to your Onine Recruitment System E Inbox 3 nems need your anonton Detar tor grouo aman Resources Portage Ureno Hing Propoes Type Foort Freety Sit Frey Set Foyt Footy aat Tne Curent State Footy Stat Reposted Bates OTEREN 1 Platforms There is a drop down menu that will allow the user to navigate between the different pages or platforms within the product These pages correspond with the tasks you will need to complete Upon logging in you
40. inandorira E Applicant Current state New state Reason iain OchaaWinemiler Selected tor Campus Irterview Feanen lor Cancel This action will send an email to Human Resources letting them know that this is the candidate you have selected Human Resources will then go into the recruitment file locate that individual s Background Check Consent Form and process the background check When the check is complete Human Resources will email you the results of the background check and indicate if you can move forward with a verbal offer Once the offer has been extended and accepted the search process is over 57 ARMSTRONG ATLANTIC STATE UNIVERSITY What documents am I supposed to turn in to Human Resources after the search process is complete Please submit all of your search materials to Human Resources within 30 days of closing the search unless otherwise noted The items you need to submit are Screening Grid Reference Questions and Answers Interview Questions and Answers Skype Evaluation Forms if applicable Candidate Evaluation Forms Miscellaneous Questions Do I still have to fill out a Position Request Form PRF No the PRF has been replaced by PeopleAdmin 58 ARMSTRONG ATLANTIC STATE UNIVERSITY PROCESS FLOW CHARTS Process Flow Chart 1 Creating a Posting oi oo oe 59 ARMSTRONG ATLANTIC STATE UNIVERSITY Process Flow Chart 2 Approval Process Las 8 Ne z
41. issions The links will take you to PeopleAdmin Training Videos Armstrong s Applicant Portal and Help a Training Videos This link will take you to helpful videos for faculty and staff training on the use of PeopleAdmin It is highly recommended that you watch the End User Training Videos To access these tools click on the Training Videos link The system will automatically direct you to the page displayed below From here you can select and watch the training videos 10 ARMSTRONG ATLANTIC STATE UNIVERSITY b Your Applicant Portal This link redirects you to Armstrong s employment site where individuals can search for jobs and submit their applications This is how applicants access the PeopleAdmin system Employment Opportunities c Help This link opens a new window with help information on selected topics This is also a useful tool for general questions about PeopleAdmin The welcome screen for the Help link is shown below You can click on the various links provided or search for specific questions Contents ez a You are here Welcome A Welcome The help was ast updated for Version 7 6 relensed in September 2012 If you re already familiar with recent product changes you can skip this topic and go to nite wave to ind information Hy upgraded from Peopleadrun verston 5 5 you may nichts rend this overview of the site layout ngei gant Changes in
42. itable candidate Cancelled Positions It is not often that a position will be cancelled but you may decide not to fill a position or decide that the posting details need to be edited Once a posting has applicants any changes to the posting details will require that the position be cancelled A new posting will need to be created in PeopleAdmin and the position will need to be re advertised 42 ARMSTRONG ATLANTIC STATE UNIVERSITY FREQUENTLY ASKED QUESTIONS Login Questions How do I create an account with PeopleAdmin 1 Although the system gives you the option to request a user account it is recommended that all user accounts be created by Human Resources Please do not attempt to open an account on your own When you are ready to begin using PeopleAdmin please contact Human Resources and a representative will create an account for you At the initial setup you will be assigned a username The username will always follow the following format first six letters of last name first two letters of first name all lowercase all together as one word For example if your name is Amy Johnson your username will be johnsoam The username must always have eight characters so if your last name does not have six or more letters then extra letters will be taken from your first name to meet the character requirement For example John Smith s username would be smithjoh 2 Your initial password will be the same as your user
43. k and select the action you want to take You can also add members to the Search Committee who are not in the PeopleAdmin system To do this fill out the New Search Committee Member section at the bottom of the screen and click Submit REMEMBER The username will always follow this format first six letters of last name first two letters of first name all lowercase all together as one word For example if your name is Amy Johnson your username will be johnsoam The username must always have eight characters so if your last name does not have six or more letters then extra letters will be taken from your first name to meet the character requirement For example an individual named John Smith s username would be smithjoh New Search Committee Member Required feds are Account hrmation Please erter the folowing information to create an account for a new Search Commitee Member FirstName lecs LastName Wos SSS Email sckviliens gmei com ame pried Once you have submitted the new member their name will appear in the Search Committee Members section as well but you will notice that their Status is Pending This is because Human Resources must approve this member before they will be allowed to view the posting An automatic message will be sent to Human Resources and after they approve the member that individual will be able to access the posting 19 ARMSTRONG ATLANTIC STATE UNIVERS
44. l Helpful Tip If you want to see how your posting will look to the applicant you have the option to view and or print the posting in this format You can also print the posting exactly as it is shown on the summary page These options are shown below 26 ARMSTRONG ATLANTIC STATE UNIVERSITY APPROVAL PROCESS All postings must go through a detailed approval process before the positions can be advertised to potential applicants This workflow is shown below All approvers are required to review the posting summary details history and any other ew Dean Director m Budget Director fF Human comments or notes associated with the posting However they are unable to modify the posting If changes to the posting need to be made approvers only have the option to send the posting back to the individual who sent it to them Therefore a posting will have to go backwards through the chain of command until it reaches the Hiring Manager again before changes can be made For example if the Vice President of the Division notices something that he or she thinks should be revised he she will have to send the posting back to the Budget Director who will have to send it back to the Dean Director who will then send it back to the Hiring Manager to make the necessary changes The Budget Director is the only approver who actually must take action to move the posting to the next stage He or she must fill out the Budget Information
45. l dresses of Quesi User Reviplens Email addresses one per tne 22 ARMSTRONG ATLANTIC STATE UNIVERSITY 10 The References page allows you to set the rules and requirements for applicants providing references in their applications You will notice that there is a dialog box asking if you would like to Accept References If the answer is no make sure that you select No from the drop down menu and click Next to continue However if you want references provided in the application select Yes from the drop down menu and fill in the necessary information in the cells to determine the minimum and maximum reference required Once this is complete click Next to continue Note If you elected to receive reference letters directly from the referees when you created the position the box designed Special Instructions for Reference Provider allows you to send them a note along with the reference solicitation Eating Posting References z a Posting Details S Checkspating O Posing Supplemental References Accept References Yes Minimum Number of References Maximum Number of Relerences CutoffDate Bo itt sare to dnclide aa relationship tiat you lemmas Licant e g sentor colleague torner supervisor etc Special incuesion tor Reference Provider i 11 Once you have completed entering in all of the information for the posting you will be directed to the
46. ld like to continue on with the creation of that posting simply hover over the Actions button once again and this time select Create Form R Ba iai orp ememr eaten pai ay peer pase ass NEN aes ren Losman oppen ti pace ee aaae pe ames semen ie sat AES et pos Sera er pase pads ey hia peen praa _ gt same eae percnamny ems poe 3 Sehara pam z vAn peann Unk Paice Meare panen August 22 2012 ot 0822 am hater ARMSTRONG ATLANTIC STATE UNIVERSITY This action will begin the posting process with the information that is contained in that title and take you to the same screen that you are automatically directed to if you had created the posting using the Create from Position Type method The only difference is that by creating the posting from a title some of this information will be filled in for you Note If you want to receive reference letters directly from the referee you will select Reference Letter from the drop down menu for Recommendation Document Type Selecting this option will automatically send an email to each referee along with a link to upload his her reference letter Once you fill in the necessary fields click Create New Posting nevro Sn xg ve Accepted ation orms 3 Once you have selected how you want to create the posting you will then be directed to the posting form where you will input the rest of the information about your posting
47. n charge of all prescreening for the candidates who apply for student positions After you narrow your pool to the applicants who meet your minimum requirements move these applicants to Eligible for Hire in PeopleAdmin To do this go to the Applicants tab under the posting Select all of the applicants that you want to move click the Actions button and select Move in Workflow All Applications o Saved Search All Applications teme ound SeneRAL C LastName First Name Worktiow State mermat Worktlow state Edem Reviow Scroonirg O Arewers Urcor Review by Hinng Wanager In prooross O Under Rerieve by Hina Manager In Frores Bestion Answers Kenian thar Canddatewwtndramn Ext Anpicants without Export results 11 Applications as Create Document PDF per Applicant Reacthato Appliections Once you are navigated to the next page select Eligible for Hire from the drop down menu at the top of the page then click Save Changes Editing Workflow States for 2 Applicants Change for alf applicants Applicant Current State New State Reason Uor an Ser Under Restew by Hina Manager Eg orre z Francis Ansaar under Review ay Hiring Manager Eligible for Hie z r Carcel At this point the Human Resources representative who is in charge of student workers will determine if the individuals you selected are in fact eligible for hire Essentially he she will check to mak
48. n one person in the applicant pool the bulk function for moving applicants through the workflow will not work This is why it is important to move individuals through each step in the process If you take all of the necessary steps throughout this process you will have less to do when the hiring process is over Moving Applicants Forward Professionals Administrators and Faculty The same hiring process applies to all professional administrative and faculty positions The first step of the process is to specify a Review of Application Date in the Special Instructions section of the posting The purpose of this field is to inform the applicants when the review of applications will begin so that they can submit their applications by this date The posting will need to be advertised at least three weeks prior to the Review of Application Date to give applicants sufficient time to submit their materials As you are reviewing the applications you will complete a Screening Grid This grid will include all of the applicants whose applications were submitted by the review date Once you complete the grid you will be able to compare the skills and abilities of each applicant to the minimum qualifications of the position Then you will narrow the applicant pool until you reach a semi finalist group usually consisting of about 5 10 applicants Note All applicants need to be moved through the PeopleAdmin workflow based on
49. name However upon initial login to the system you will be prompted to change the password once again this time to something of your choosing 3 The Human Resources representative will also assign you to a specific group based on your position This grouping will dictate the various user privileges levels of access e g manage delete create update or view features and capabilities to which you will have access The user privileges in the system that will be granted to you will provide access to the tasks that are relevant to your work The set of privileges associated with your particular group are called group permissions Each set of group permissions specifies which position types can be accessed For example if you have a group permission that does not apply to faculty you will not be able to see any information associated with faculty while you are signed in using your group permission The most commonly assigned groups are Dean Director Hiring Manager Search Chair and Search Committee Member 4 When the process of creating the user account is complete PeopleAdmin will email you a welcome to the program to get you started reminding you of your username and password and giving you the web address to access PeopleAdmin 43 ARMSTRONG ATLANTIC STATE UNIVERSITY How do I log in to my PeopleAdmin account Type your username and password into the designated spaces and click Login This will take you to your homepage
50. nd may take a few minutes E Editing Workflow States for 5 Applicants Change for all applicants Selected for Skype or Phone Inte tainen Ar Ehnas licant Current State lot Selected for interview Reason Appi Beferance Check WeeiHil Unger Review by Search Commies ar Hiring Menager 56eried tor Skype ur Phone Interem E naandaroy Unser Review ny search Commitee or Hing Manager Selected fr Skype or Phone Inierew Lrgyalu Unger Review by Search Commies or Hinng Manager Selected or Skype or Phone Inernow i Renaud Fabbri Unser Review by Search Commitee or Hring Manager SeledediorSlype ar Phare inierew amp inmin Liu Under Review by Search Commitee or Hring Manager Eeecied for Skype or Pre Carca 2 More Intensive Screening With this alternative method you will not Skype you will simply use a more intensive and specific criteria on those in the semi finalist group This criteria will typically be based on preferred qualifications Those individuals who have the most strengths will be selected for the finalist group AT this stage a finalist group should be created of 3 5 candidates You should make sure that all of these individuals are still interested in the position and let them know that they 54 ARMSTRONG ATLANTIC STATE UNIVERSITY are now moving to the Reference Check phase of the process You must receive permission to check any references the applicant did not list in the application I
51. ner finan Unger review oy Saaren Comates or Hring Mancosr Under Review vy searen Commas or ring Manager Unger Review oy Seare Comme or Hiring Manager Under Revie ty Sparen Comites or Hiring Manager unger Review oy Searen Commitee or Hng manager Under Review bi Searer Comite or Krna Manager IL Editing Workflow States for 7 Applicants New state Not Salacas far iniennew Not Selected fr nerve Not Selected for ervewr CEEA Net Selected tor ierview Following this step you will then work towards narrowing the pool down to about 3 5 people for the finalist group There are two options for narrowing the pool at this stage 1 Conduct Skype Interviews With this option you will create a finalist group by conducting Skype interviews with all of the individuals in your semi finalist group At this point you should prepare your questions Make sure that all applicants are asked the same questions during the interviews Note All individuals will need to be moved through the PeopleAdmin workflow at each step in this process The 5 10 candidates who were selected to be narrowed down should be moved to Selected for Skype Interview In the applicants tab of the posting select all of the individuals that you would like to move on in the process by checking the boxes next to their names Hover over the Actions button and then select Move in Workflow 34 ARMST RONG ATLANTIC STATE UNI
52. next to the question s you would like to add to your posting Aua a Question Available Supplemental Questions Category Any Asa Category E Ureatagorized a a Education What ie the highest level of educstion attained E Education What is the niyhest level of e E Expationce How many yoars of E Educotion O Expenence Uncategorized Pi 3 centications tha apply E Uneatagorized Do yeu have sianifeant experianc with tha followira applications o Haw many y o Da you have E Uncategorized Have yo Silay TA Education Please list your major E Eeuestion What ie your currant 55A Displaying 4 45 of79 in total lt Previous Next gt 16 ARMSTRONG ATLANTIC STATE UNIVERSITY Helpful Tip If you do not see the question that you want to include in the question bank you have the option of creating your own question Just click the Add a new one link and you will be able to create and format your own question Once you have chosen the question s you want to include click the Submit button The question s you have chosen will appear on the Posting Supplemental Questions page Here you will also have to option to determine whether the applicant will be required to answer this question or not If you would like for it to be a requirement just check the box under the Required column Otherwise answering this question will be optional to the applicant and will not sto
53. ory Settings Applicants ra Hing Proposais E aO O O o o o ccs oe All Applications o Saved Search All Applications 2 kers Foun E LastName First Nome Documents Workflow State internal Workflow State Owner Actions twat Mattew Under Review by Search Commitee or Hina Manager Hing Wensger E Ptiman James Under Revewby Search Commitee or Hiring Manager Hiring Manager E Hauser Wiliam Under Review by Search Commitee or Hiring Manager Hiring Menager CENERAL D anar mare Undor Review by Boarch Commitee or Hring anager Hrino Wensger Oa seowe Under Review by Search Commitee or Hiring Mariager Hiring wenager Aci 1 Roussel RONALD Undor Review by Soarch Commits or Hring Mancgor Hing Wenger ei O mey Taylor Under ReweWby Search Commitee ar Hring Manager Hing wenager Actions Before determining whether an individual will move forward in the hiring process you must review his her application and attached documents To access an individual s documents simply hover over the Actions button and click View Application 29 ARMSTRONG ATLANTIC STATE UNIVERSITY You will be navigated to the application summary page You can scroll through this page to view the applicant s personal information references required documents etc T Job application Allison Baumgartner Faculty Staff fre Act Or Jab Applicata Current Status Under Review by Search Committee or Hing Manager Application form Facuity Prone View Po
54. otice changes that need to be made as you are reviewing the summary of your posting click the Edit link at the top of the page next to the title of the position This page will allow you to start from the first section of the posting and edit the desired information Hiring Proposals Amy Johnson you have 0 messages fonager logout Postings FACUMY Stam lt b gt Mall Cierkeb gt Oram suinanary Seaven Basuine Provoue Posting lt b gt Mail Clerk lt b gt Faculty Staff L Curent Status Draf g locks to Applicant Position Type Facuity Staff Created by Amy Johnson Department 1025050 Dean of Omer Amy Johnson Health Professions y Applicant View Summary History setings Hing Propoeals However if you only want to make changes in a specific part of the posting you have the option to skip right to that section for editing On the Posting Summary page click on the Edit link next to the name of the section that you wish to modify This will take you directly to that particular posting page to edit Posting Supplemertel Questons Ea Required folds are indicated with an astensk 7 1 What is your highest Isel of completed education High SehoolfGED Bachelor s Degree Masters Degree PhD Search Committee Hame Email Chair Status Grag Anderson omalladdrecse zed zed No approved Jack Wiliems jeck willareg grail earn No pening Ranking Criteria Question
55. ou will provide access to the tasks that are relevant to your work The set of privileges associated with your particular group are called group permissions Each set of group permissions specifies which position types can be accessed For example if you have a group permission that does not apply to faculty searches you will not be able to see any information associated with a faculty search while you are signed in using your group permission The most commonly assigned groups are Dean Director Hiring Manager Search Chair and Search Committee Member ARMSTRONG ATLANTIC STATE UNIVERSITY When the process of creating the user account is complete PeopleAdmin will email you a welcome to the program to get you started by reminding you of your username and password and giving you the web address to access PeopleAdmin GETTING STARTED Logging In Armstrong Atlantic State Jobs armstrong edu hr University 1 Username Password 2 1 Type your username and password into the designated spaces and click Login This will take you to your homepage within the PeopleAdmin program elpful Tip for FIRST TIME USERS You will need to complete step one above with the information that HR provided to you However once you enter this information you will be prompted to reset your password Armstrong Atlantic State Your username should automatically appear University in the username field If it does not s
56. p them from completing the application Editing Posting Posting Supplemental Questions Posting Detail Posting Supplemental Q Search Commit nse eld a Guest 1 can fiter using the ways t search far app sin on the question thathas been ace ang a rapdawn menu wil agpear where points snd dlsquallying responses Category Question Eevan hat a you highest fel ol comleted excatn When you are satisfied with your supplemental question selection click Next to move on to the next page in the posting 6 The next page gives you the option to add individuals to the Search Committee for your posting The Search Committee is responsible for the assessment of the applicants for this position Their duties include but are not limited to interviewing and evaluating applicants All Search Committees have a Search Chair who leads the team and manages the entire search process When a Search Chair is added to the posting he she will be able to manage the applicant pool meaning that he she can move applicants to a different workflow state based on where they are in the hiring process Search Committee members can view the applicants in the pool but cannot take any action on them 17 ARMSTRONG ATLANTIC STATE UNIVERSITY Search Committee S Search Committee Members No Search Core eben for me purpose of serang as a Search Cornate Member Account rdormagon Please enter the
57. peopleadmin com Initial Set up of user Accounts Although the system gives you the option to request a user account it is recommended that all user accounts be created by Human Resources HR Please do not attempt to open an account on your own When you are ready to begin using PeopleAdmin please contact Human Resources and a representative will create an account for you 1 At the initial setup you will be assigned a username The username will always follow the following format first six letters of last name first two letters of first name all lowercase all together as one word For example if your name is Amy Johnson your username will be johnsoam The username must always have eight characters so if your last name does not have six or more letters then extra letters will be taken from your first name to meet the character requirement For example John Smith s username would be smithjoh 2 Your initial password will be the same as your username However upon initial login to the system you will be prompted to change the password once again this time to something of your choosing 3 The Human Resources representative will also assign you to a specific group based on your position This grouping will dictate the various user privileges levels of access e g manage delete create update or view features and capabilities which you will have access The user privileges in the system that will be granted to y
58. s Ean 1 Irterisw Performance State Under Reviow by Search Cornrnittee or Hiing Mariager Weight NA Excelent Good Average Belov Average ARMSTRONG ATLANTIC STATE UNIVERSITY Available Actions If you hover over the Take Action On Posting button you will see three options Keep working on this Posting Send to Dean Director and Cancel Postings Facumtysstat lt oMall Clorketi Oval Sunny Soar oh tostts Pvtous B Posting lt b gt Mail Clerk lt b gt Faculty Staff Eent Ll cumem Stans Ot Position Type Faculty Staff Created by Amy Johnson Department 1025050 Dean of Owner Heatth Professions Take Action x Keep working on this Posting a If you choose to Keep wor ing on this Posting it will save the posting as a draft and you can return at a later time to finish working on the posting The dialog box shown below will appear and you will have to opportunity to type comments and add this posting to your watch list When you have input this information click Submit and a success message should appear saying that your posting has been retained for further work and added to your watch list D Posting retained tor further work and it was added to your watch list Hiring Proposals Amy Jimson vou nave messages Fling Meneger i logout Dnemmye EACUY STMT atona Clothe awam Sinnani Sameli Basar Doman e Posting lt b
59. section Remember This is the section that the Hiring Manager could not access when creating the posting See page 16 for further details Although they can input the budget information the Budget Director cannot make changes to any other section just like the other approvers After each individual moves the posting to the next approver in the workflow that person will be notified via email that he she needs to take action on the posting When the next approver logs in to the PeopleAdmin system he she will notice that there is a posting waiting in his her Inbox amp Inbox 17 items need your attention Disptoving ii 6 for group Human Post Users 104 Hinng Proposafe s Acbons 0 andhing Lists 0 Job Ti Type Current State Owner oF aciliies Inventery Space Utilization Technician lt o gt Facukty Staf Under Review by HR Human Resources 27 ARMSTRONG ATLANTIC STATE UNIVERSITY The Approver just has to click on the Job Title and he she will be taken to the Summary Page where they can review the posting and then move it on in the workflow The final approver in this case Human Resources can move it to Approved for Later Posting Approved for Internal or Posted in addition to being able to move it back to the Manager who created the posting Note Approved for Later Posting means that the posting will be advertised based upon the date approved by the President s Cabinet
60. sing Appia To Erenew Application Full name Alison Bauragattner Created by Alisan Ranmgartmar agvess Owner Hiring Manager 1125 Kaliy Dr 2108 movin GA Usman allenn Emak omalindiresefarad zad Phone Premary 242 657 9193 Phone Secondary Position Type Faculty Stall Depurtmnent 1001040 Dept OF Crim Justocial amp Pol Summary Recommendations of History Personal Information Once you reach the Required Documents section you can either select the specific document you want to view or you can download a PDF that includes the application and all supporting documents Required Documents Document Type Name Conversion Status ficial Transenpts z z umul Vitae H Optional Documents Document Type Name Conversion Status 7 Stier of Application ther Document Recommendation Documents No recommendations submitted POF Dneument Document Ty Application Recreate PDI Application and attach Recreate POF 30 ARMSTRONG ATLANTIC STATE UNIVERSITY Tracking Managing Applicant Pool There are a number of actions that you can take on either individual applicants or a group of applicants Note In order to take these actions you must be viewing the applicant pool as the Hiring Manager or a member of the Search Committee group To view a list of the general actions that can be taken hover over the Actions button that appears above the applicant list The options in this lis
61. t are general and bulk actions These allow the user to move multiple applicants at once to the same workflow state so that you do not have to repeatedly perform the same action on applicants individually All Applications C Saved Search All Applications 11 leris Eoun O LastName First Name Documents Workflow State Intornal Work Review Screening Question E ackerman george Under Review by Search Committee or Hiting Manager Hiring Cuestion Answers E Monroe Tracey Under Review by Search Committee or Hiring Manager Hiring K FPO results O tua w Under Rewew by Search Commitee or Hinng Manager Hiring BULK E Giwer Kristy Under Review by Search Committees or Hiring Manager Hiring k Move In Workflow O Aosta John Under Review by Search Committee or Hiring Manager Hiring plu a4 Applications as wams amea Under Review by Seren Comins or Hing Manager Hina Creata Document PD Pony Dono Under Review by Search Commit or king Manager Hiring FES 10 Review Screening Question Answers allows you to look at each individual s answer to the supplemental question s if applicable This action will take you to a new screen where you will see a list of all applicants and their answer s Download Screening Question Answers allows you to download these questions and answers as a PDF document which can be saved for later retrieval You can create and view PDFs for all of your applicants or select individual applicants Simply selec
62. t section for editing On the Posting Summary page click on the Edit link next to the name of the section that you wish to modify This will take you directly to that particular posting page to edit Posting Supplemental Questions Rocuired fields are indicatod with an aste 1 7 What is your highest Isel of completed education High SehoolfGED Bachelor s Degree Masters Degree PhD Search Committee Hame Email Chair Status Grag Anderson omalladdreese zed zed No approved Jack Wiliems jeck williamagmail earn Na percing Ranking Criteria Questions Ean 1 Irterisw Performance State Under Review hy Search Cornrnittee or Hiing Manager Weight NA Excellent Good Average Belov Average ARMSTRONG ATLANTIC STATE UNIVERSITY How can I keep track of a posting once it is out of my workflow state You can add postings to your Watch List to keep track of them This area allows you to keep an eye on postings that are relevant to your department or postings that you are interested in tracking It allows you to follow the progress of any items that matter to you even if they are owned by other users The Watch List displays where the posting is in the workflow and the current owner of that workflow state You can also choose to stop watching an item at any time Who is the next approver in the posting process following myself The workflow for approving a posting is as follows a
63. t the applicant s of interest by checking the boxes next to their names and click the action you want to take Both of the export actions i e Export Applicants without Email and Export Results will take the information contained in the application and or other documents and open or save them in a different program The default program for exporting information is Excel but you can choose the program that works best for you 31 ARMSTRONG ATLANTIC STATE UNIVERSITY To review several applicants answers to supplemental questions together Select the applicants of interest From the main Actions menu select Download Supplemental Question Answers This presents the statistical breakdown of how the applicants answered each question see image below Answor Statistics for 64 Applicants Questions AN he Meta of edanen aan Avaliable towers Qvostion 2 amore Oe rev hove amnion of tes pairs nimi aroatane ia ervey aa Men ine ene and faites doya doy paranne ot ofM Supplemental Answers for Administrative Assistant Protected View Microsoft Excel PUPErrEEreres Enam 2 o To see which applicants gave a particular answer to a question follow the link associated with the answer The question detail page presents the list of applicants who gave this answer 32 ARMSTRONG ATLANTIC STATE UNIVERSITY elpful Tip If the Hiring Manager or Search Chair overlooked eve
64. te If there is a green message response at the top of the screen then the system has successfully performed the function ing the system as a member ot 1 Note If there is a red message response at the top of the screen then some error occurred The message will tell you what the problem is and usually how to fix it 4 Inbox The inbox is where any items that require action on your part can be found This includes items that are specifically assigned to you in their current workflow state Your inbox does not include items that are currently assigned to other people You should receive an email notification if a message is in your Inbox but it is a good idea to monitor this area periodically in case you miss a notification 5 Watch List This area allows you to keep an eye on postings that are relevant to your department or postings that you are interested in tracking It allows you to follow the progress of any items that matter to you even if they are owned by other users The Watch List displays where the posting is in the workflow and the current owner of that workflow state You can also choose to stop watching an item at any time ARMSTRONG ATLANTIC STATE UNIVERSITY 6 Shortcuts Shortcuts which are tied to user group permissions take you to pages that you use most often i e Create New Faculty Staff Posting and Create New Student PT Posting 7 My Links This area is also based upon user group perm
65. tion click the Next button Want to give guests access to view this posting Soe SP EE You can also notify guest users of the username and password by adding their email address in the Email Address of Guest User Recipients field Each email address must be on a separate line Once you have added all of the email addresses click on the Update Guest User Recipient List button Each guest user will receive an email with login instructions and access information When you have finished filling out this information click Next Editing Posting Guest User Em i Cllekon the Creare Guest User Account hutan Tne system wil aulomately generats a Guest Username Guest Users will sill need to contact the Uupplemental C Hiring Manager or HR to recervethe Guest User Password You may update he password if neecee Posting Details Postin Search Commitee au can also noi the members atthe review commitee by adding thei eral address in the nail Adress of Guest User Reci agares must ha on a separata lire Once you nave added al artne emali sanresses rilek n the Update Guest User Racial comnts users mts Each email io nany ma renew Ranking Criteria Quest Applicant Documents when fished orto skip th fon cick he Next bution Guest User References Ouest User Cred Surnmnaty Guestusers may ew thie pasting by using these cradentiais Username Bad n Emai
66. ts contact the Human Resources department Forgotten password Possible Solutions 1 See login solutions above If the problem persists ask Human Resources to verify your username and to re set your password Once your password is re set it will be the same as your username PeopleAdmin will then prompt you to change it Posting Questions How do I start the process of creating a posting There are two ways to begin the process of creating a posting a The easiest way is to go to the Shortcuts section of the homepage and click the link for the type of posting you wish to create Select one of these options based on the type of position you would like to create b You can also go to the Postings tab and select the type of position you want to create Then click on the Create New Posting button in the top right corner of the screen Select one none esting ting Fa of the Spa following m For the complete process of creating a posting see Job Posting starting on page 12 Create New Posting What does it mean to create a posting from position type Tf you select to create the posting from this option it will only fill in the information that is relevant to your department and Armstrong Essentially this is a blank template to be completed without any information automatically populated You will have to input the majority of the information for your posting 4
67. uation forms Essentially this form is used to clearly identify the strengths and weaknesses considered when selecting the top candidate It is not standard practice for the search committee to rank candidates 37 ARMSTRONG ATLANTIC STATE UNIVERSITY When the final decision about who to hire has been made you may move forward with the next steps in the hiring process First you should move this person to Recommended for Hire in the PeopleAdmin system To do this simply select the candidate hover over the Actions button and click Move in Workflow An aponcatons o Sayed Search AII Applications 2 tems Found panee Documents Woron state ternal Wwormows k Selectos for Camous Intenisw Sasnhcha C Download Applestions as Por Create Document FDF per icant On the next page choose Recommend for Hire and click Save Changes J Exiting Workflow States for 1 Applicant Change for all applicants wend for Hre 3 Applicant Current state New state Reason Viginia Ochoa Winerriler Selected tor Campus Irterview Recormend forte Jie lor Cancel This action will send an email to Human Resources letting them know that this is the candidate you have selected Human Resources will then go into the recruitment file locate that individual s Background Check Consent Form and process the background check When the check is complete Human Resources will email you the results of th
68. will automatically land on the Applicant Tracking page This platform includes the information and functions necessary for managing postings applicants and hiring proposals The other page option is Position Management This platform houses all the information on position descriptions and titles In order to switch between these pages hover over the arrow with your mouse and select the desired page 2 Applicant Tracking Along the top of the homepage there are several tabs The tabs that you see will depend on which platform you are currently in In the Applicant Tracking platform the following tabs appear ARMSTRONG ATLANTIC STATE UNIVERSITY The HOME tab is the page that you will see immediately after logging in If you are on any other page in the program clicking this tab will bring you back to the homepage The POSTINGS tab allows you to search existing postings and create new ones If you hover over this tab you will see that it is divided into L Faculty Staff and Student PT Selecting one of these options will narrow down the pool of results based on the type of position you are interested in searching or creating The HIRING PROPOSALS tab allows you to search outstanding hiring proposals You will be able to keep up with the state of the hiring proposals for any and all positions for which you are the hiring manager This tab is also divided into Faculty Staff and
69. wn menu When your selections have been finalized click Submit A ann curt x Available Evaluative Criteria Category any Displaying 1 20 ARMSTRONG ATLANTIC STATE UNIVERSITY After clicking Submit the questions that you selected will appear on the Ranking Criteria Questions screen By clicking on the question you will have the option to assign points to each option determine the weight of the question and change the workflow state When all desired settings are in place click Next to move on to the next step in the posting Ranking Criteria Questions Se aw S Included Evaluative Criteria F Add a Ceteron Category Description Weight Workflow Status a Uncategonzed Fow id candidate pevormed in Under Review active Ranking Criteria Quest by Search Applicant Documents Hame Intensew Perormance Commates or Hinng Manager Guest User abet trtennew Performance bythe References npe Sininaiy Worktiow State Under Rlewew by Seaich Cornie wr Fim Manege Wema Possible Rankings Points Excellent Goud Average Below Average Rejected 8 The Applicant Documents page allows the user to define the documents that applicants may supply during the Application Process Documents may be defined as either Included and or Required Included simply prompts applicants to upload the document if they wish to do so Marking Require

PeopleAdmin User Manual - Armstrong Atlantic State University

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