Dean/Director/AVP Training PeopleAdmin 7 Dean/Director/AVP Training

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

PeopleAdmin – What’s New New user groups Full electronic approval process Users can have multiple user roles and toggle between views depending on what you need to do InBox Utilization of the “Back” button Applicant Tracking has pre-screening questions and data summaries to assist in applicant review Pre-screening questions…do you have 3 years experience? Can run a summary to determine who has answered yes. Then you can focus your review on those applicants.

PeopleAdmin – What’s New Real time reporting using Saved Searches HR will set up basic searches User can set up individual searches for those he/she has access to view Can add/change fields to report but you can’t change who shows up in your Saved Search Can export results to Excel

PeopleAdmin – What’s New Critical hire process/form will be incorporated into the PA process – No more paper forms!! All Staff positions will use PA beginning Dec. 7, 2015 Student positions will use PA beginning Dec. 7, 2015 Faculty positions- More announcements to come! Performance Evaluations for staff positions will go through PA beginning January 2016 (for 4/1/15-12/31/15 evaluation period)

PeopleAdmin – How to Access Same URL as previous version https://jobs.westga.edu/hr Login using your UWG credentials Use Firefox or Chrome – DO NOT user Internet Explorer!

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

PeopleAdmin – User Types for Staff Positions Employee Initiator Department Chair/Manager Department Budget Manager Dean/Director/AVP VP/Provost Office Budget Approver (AA/SAEM only) Provost/VPAA – Faculty positions only Vice President Search Committee Chair Student Initiator – student positions only Student Department Manager – student positions only Provide handout of user groups if anyone would like to have one.

PeopleAdmin – User Types Defined Dean/Director/AVP – this user role will review and approve the information after approval by the Department Chair/Manager, Human Resources, Budget Services, and the Department Budget Manager. This user can return the position to the Initiator or the Department Chair/Manager for corrections if necessary. This user group will have read-only access and is not permitted to edit any entries in PeopleAdmin, besides the comments section.

PeopleAdmin – User Types Remember – one individual can have multiple user types. He/she must select the user type for the role he/she needs to take action on. Example: A Dean/Director/AVP is probably most often using the Dean/Director/AVP role but if he/she needs to approve a position that is a direct report, he/she would do this under the Department Chair/Manager role. Likewise, if the Dean/Director/AVP needs to update applicant status or move an applicant forward for hiring, he/she would take this action under the Search Committee Chair role.

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

PeopleAdmin – Workflow Review Provide Workflow handouts to discuss

PeopleAdmin – Actions As the Dean/Director/AVP role, you will need to review the position details Three actions that can be taken upon review: Approve and submit to the next level approver VP/Provost Office Budget Approver (AA/SAEM only) Vice President Return transaction to Department Chair/Manager Return transaction to Initiator

PeopleAdmin – Home Page Layout Will discuss all highlighted areas.

PeopleAdmin – Home Page When using PeopleAdmin the user must determine two things: 1. What user role do I need to use? Employee, Dean/Director/AVP, etc. 2. What type of action do I need to take? Applicant Tracking or Position Management

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

PeopleAdmin – Changing Roles & Modules Always click the refresh button whenever changing roles or modules – you will also see a green bar indicating a user type change.

PeopleAdmin – Inbox An email will be received when you have a transaction in your Inbox awaiting approval Log into PeopleAdmin; select Position Management (orange background) and select the Dean/Director/AVP role. View your Inbox

PeopleAdmin - Inbox Your Inbox is where you will see all transactions that are awaiting your approval The Inbox has different “mailboxes.” Make sure you select the appropriate tab to view the transaction that you want to take action on.

PeopleAdmin - Inbox Discuss highlighted areas

PeopleAdmin - Inbox Review

PeopleAdmin – Watch List Watch List can be used to “watch” a transaction and to identify which workflow state it is in

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

PeopleAdmin - Demonstration Demonstration of Approving a Transaction

PeopleAdmin – Department Chair/Manager If you are approving the action as a Department Chair/Manager, logging into the system is the same Select the Department/Chair Manager role under Position Management

PeopleAdmin – Department Chair/Manager Locate transaction in your Inbox Department Managers do have the ability to edit the information within the position Department Managers can either return the transaction to the Initiator or approve and submit to HR Classification for review

PeopleAdmin – Department Chair/Manager

PeopleAdmin – Inbox for Multiple Roles

PeopleAdmin – Contact Information Staff Classifications Sandra Huey shuey@westga.edu 678-839-6403 Regular Staff Position Postings Denise Fowler dfowler@westga.edu Faculty Position Postings Alicia Hargraves ahargrav@westga.edu 678-839-5194 Temporary Staff Position Postings Rebecca McGee rmcgee@westga.edu 678-839-6403 Student Employee Postings LaToya Scroggins lscroggi@westga.edu 678-839-6431 Vickey Pollard System Support and Reporting vpollard@westga.edu 678-839-6430

THANK YOU!!