Position Management Applicant Tracking PeopleAdmin Training Position Management Applicant Tracking https://moreheadstate-sb.peopleadmin.com/hr This training is an overview of the PeopleAdmin Talent Management System. We will cover basic information pertaining to all three modules: Position Management Applicant Tracking and You should have received an email from Phyllis DeHart or myself which included some documents that we will use today including a blank Job Analysis Questionnaire and workflows pertaining to each module.

Position Management Overview of the module Definitions: New Position Reclassification Modification Walk through the process Position Management

New Position Description – Definition: A request for a newly funded position within a department. Create a new position description when there is a new position. Reclassification – Definition: A position should be considered for reclassification when there has been substantial and permanent changes in job duties, job complexity and/or knowledge and skills required. Substantive changes also include: Title Change, Department Transfer and/or Division Transfer. Use a reclassification when the changes are more significant. Modification – Definition: A minor change (generally wording only) to an existing position description. Use a modification when you need to make minor changes. Definitions: Reclassification Notes: A reclassification could result in either an increase or a decrease in salary. Modification Notes: Once compensation reviews, if it is determined that the action should be a reclassification, the action will be canceled and the DI will be notified it needs to be resubmitted as a reclassification.

Creating a New Position description Actions for creating a New Position Description Select “Create New Position Description” Choose the action New Position Description Enter the New Position Title Select “start action” Now you are ready to enter the position description details If you have the documentation in Word, you can cut and paste into this area Next, add the funding source When complete next will save and advance the screen; save just saves the information. Supervisor Add the supervisor for the position Select “Filter these results” If the Supervisor is a staff person; ensure the Position Type is “Staff”. If the Supervisor is a Department Chair or faculty member; ensure the Position Type is “Faculty”. To select the supervisor, click the radio button to the left of their job title. Select next Position Documents For new positions, a Job Analysis Questionnaire must be completed and attached. If you have an organizational chart or a memo for further justification, these can be attached here (and should be) as well. Posting Information This field isn’t required. Supplemental Questions This field is addressed during the Job Posting Request process, and isn’t necessary at this point. Take action on action – move to Administrative Approver

New Position Description Workflow NOTE Any brand new position must go to the president for approval. New Position Description Workflow

Reclassifying an existing position Reclassifications only apply to staff positions. Log In Go to Position Management Position Descriptions Staff OR GO TO HOME DASHBOARD You cannot reclassify your own position. Select the job title of the position you want to reclassify Select Reclassification/Title/Department Change Select Start What is the Purpose of this Action You can choose one or all, but something has to be chosen Select Next Employee Because this is a RECLASSIFICATION, you will not make any changes to the employee. Supervisor Supervisor may or may not change. If not, go to next field. If the supervisor changes, then filter these results; Select appropriate position type Select appropriate supervisor Position Documents When reclassifying a position, a Job Analysis Questionnaire must be completed and attached. If you have an organizational chart or a memo for further justification, these can be attached here (and should be) as well. Posting Information This field isn’t required. Supplemental Questions This field is addressed during the Job Posting Request process, and isn’t necessary at this point. Take action on action – move to Administrative Approver

Reclassification Workflow

PAR with a Reclassification Personnel Action Requests for reclassification will be initiated by Compensation and send to the departmental initiator. PAR with a Reclassification PARs for reclassifications will be initiated by Compensation. The DI will review for accuracy and move to AA AA will send to VP VP to Budgets Budgets to HR for final approval

Modifying an Existing Position Modification Log in Select Position Management Select Position Descriptions Staff/Faculty Choose the appropriate job title of the position you are modifying Select Modify Position Description Start Remember a modification is for a MINOR change only. Take action on action; send to Administrative Approver

Modification Workflow

Applicant Tracking Overview of the module Job Posting Request Walk through the process Applicant Tracking

Job Posting Request Job Posting Request Log in Applicant Tracking Select Postings Tab Choose Faculty/Staff Create New Posting Create Posting from Position Description This is why it is very important to ensure your position descriptions are accurate. SPECIAL IMPORTANT NOTE FOR FACULTY If you are creating a job posting request for a faculty position and the person you are replacing holds a HIGHER rank than you wish to recruit for, call Human Resources! We can help you!! Posting Details Review the posting details, some information will prepopulate from the position description. Complete the required fields. Roster ID – You can get this information from your Dean or your supervisor. Grant funded positions are always Fixed-Term. You can enter the grant number or name. Faculty JPRs will have an Advertisement Wording Section – please place your desired advertisement in that section. Staff JPRs will NOT have an advertisement wording section. Once the request is complete, review the summary and take action.

Job Posting Request Workflow

Interview/Hiring Process The position is posted – now what? Interview/Hiring Process Once the position is posted, the work has moved to the Search Committee. Search Committee Advisory Sessions cover the process for them. Once the committee makes a recommendation to the Hiring Manager, the Hiring Manager (Departmental Initiator) once again has functions to perform. Recommend for Hire The Departmental Initiator transitions the successful candidate to the status recommend for hire and starts the PAR. The DI will fill out the required fields on the PAR. Any fields that prepopulate should be reviewed for accuracy. When complete send to the Administrative Approver. Let’s review the workflow to see how it moves from there.

Interview Process Workflow

Hiring Process Workflow

Thank you!!