East Carolina University Department of Human Resources 1

THREE DISTINCT MODULES I. Applicant Tracking managed by Employment II. Performance Management managed by Employee Relations/Staff Development III. Position Description managed by Classification & Compensation 2

This training will outline the actions completed in the Position Description Module:  New SPA/CSS and EPA positions  Reclassify SPA/CSS and EPA positions  Career Progression/In-Range Salary Adjustments  Abolish Positions  Certifying Employee Job Descriptions 3

To start any action in the Position Description Module:  Log into OneStop, click the People Admin link under Employee  Once in the system, select appropriate “User Type”  All position description actions are under “Job Descriptions”  Identify the action that you need to complete 4

 Under Job Descriptions choose “Begin New Action”  Under “New SPA/CSS Position” select “Start Action”  Select preferred classification either by Job Class Code or Classification Title; OR  “Clone Position” select this tab if you want to create a New Position based on an existing position  Select “Position Details” and put specifics in all blank fields 5

 “Budget”- select “Add Entry” which enables the user to add as many funding sources as needed  “Job Duties”- select “Add a New Entry”  You can have different percentages of time for each entry, but the job duties should total to 100%  The system will allow you to make multiple entries into these two sections 6

 “Supplemental Documentation”- use to add Org Chart and other documents; ‘Attach’, then ‘Confirm’ to attach documents  “ADA Compliance Form”- check only the blocks that apply to the position – do not check all blocks  “Continue to Next Page”- submit action to the next approver following your Department’s protocol, or “Save Action Without Submitting”  After the action has been approved by HR, the system will assign a position number 7

 Most of the tabs are the same on this action as they are on the “New SPA/CSS Position” action; however, the “Reclassify SPA/CSS Position” is used for several different actions: Reclassify a SPA/CSS position Update the job description Change the competency level of position Update position details (FTE, E-Class, SPA/CSS designation, FLSA status, months worked, etc.) 8

 Select the correct User Type  Select “Begin New Action”  Under “Reclassify SPA/CSS Position” select “Start Action”  Enter the search criteria for the position and select “Start Action”  “Current Title” & “Current Job Description” shows existing position information & duties  “Proposed Classification”- select the classification that you are requesting 9

 “Position Details”- update information to reflect the changes  use “Comments” to explain why position is submitted, Reclassify, Job Duties entered, etc.  “Budget” - select “Add Entry” and enter salary information (PA does not house budget information entered on prior actions)  “Proposed Job Duties” – enter new/changed job duties; OR if the job duties were never entered, put a comment that you are entering them now 10

 “Supplemental Documentation”- attach documents; if requesting salary adjustment, attach Salary Assessor & Departmental Compensation Philosophy  “ADA Compliance Form” - check only the blocks that apply  Submit to the next approver following your Department’s protocol 11

 This action is to request a salary adjustment through review of job changes within a current classification. Career Progression is for Career-Banded classes and In-Range is for Broad-Banded classes.  Under “Career Progression/In-Range” select “Start Action”  Enter the search criteria for the position and select “Start Action”  “Position Details” – justification of request  “Budget” – select “Add Entry” and enter the salary information 12

 “Functional Competencies” - edit as needed (for Career-banded positions only)  “Supplemental Documentation”- attach Departmental Compensation Philosophy & Salary Assessor  Route to next level approver  After HR approval, submit EPAF for Employee; PCF if budget changes or other changes to the position 13

 Select “Begin New Action”  Under “Abolish Position” select “Start Action”  Enter the search criteria for the position and select “Start Action”  “Position Details” – complete all blank fields including the justification of why the position is being abolished (ie. funding is removed)  Route to next level approver  NOTE: A PCF still has to be completed for Banner purposes; if the position has already been closed in Banner, you still need to submit an action in PA to abolish the position

 “New EPA” Position (Non-Faculty/SAAO), OR  “Reclassify”, Change Rank/Title; Update position details; Change Faculty position to a Non- Faculty/SAAO position  Follow the same procedure as when initiating SPA/CSS New Position, though list job duties under “Position Details”; ADA form not required  Route to next level approver  HR (AVC) approves and the position number is assigned 15

 “New Faculty Position”, OR  “Change in Rank/Title for Faculty Position” used to request a change in rank/title for a Faculty position, update position details, or change a Non-Faculty/SAAO position to a Faculty position  Follow same procedure as when initiating SPA/CSS New Position; Proposed Job Duties & ADA Compliance are not required for these actions 16

 Log in as “Employee” - you must log in under this user type to certify your job description  Under Job Descriptions select “Begin New Action”  Under “Employee Confirmation of Receipt/Review of Position Description” select “Start Action” and follow prompts  This is the information that will be reflected in your performance evaluation 17

 * Indicates a REQUIRED field. You will not be able to continue if it is left blank.  The system will time out after 4 hours so, you must go to the end of the action and select “Save Action Without Submitting” whenever you need to stop working to ensure you don’t lose the data  DO NOT “X” out; you will be locked out for 4 hours  Each action is assigned an “Action Number”, so be sure to write it down 18

 The blank text boxes hold 3900 characters  People Admin does not have spell check  Route actions to the next approver following your department’s protocol prior to sending to HR  When adding supplemental documentation you will have to 1 st "Attach" the document, then 2 nd “Confirm” to attach the document 19

 “Search Actions” are actions originated by you and sent to the next level for approval  You can search actions several ways:  Employee ID Number  Employee First Name & Last Name  Classification Title  Action Number  Position Number  Department  Division  “Check All” ensures you get the information you are looking for 20

 “Pending Actions” – actions saved, but not submitted to the next approver  “Search Positions” – current position descriptions, including changes that have been approved  Submitting an EPAF or PCF does not revise information in People Admin, there is not a transfer of information from Banner to PA or vice versa; you must submit a separate action in PA 21

 Be sure to use the correct user type when submitting or searching actions  Class & Comp no longer assigns or pre-assigns position numbers. All numbers are assigned by the system once HR approves the action.  notifications are generated by the system and are set up by your user type. 22

 Temporary Positions  Intermittent Positions  Occasional & Sporadic Employment  Contractual Services Payment Request  Casual Employment  Dual Employment  Position Change Form (PCF)  EPAF for the employee  Salary adjustments for SPA/CSS Permanent Employees who teach classes 23

 Use the Request for Temporary Employment formRequest for Temporary Employment  Once C&C has reviewed and approved, the position number is “T” and the Job Class Number of the approved classification  Request goes back to Employment and they enter the job record in Banner for the employee

 Intermittent positions are set up for extended periods of time  Can hire up to 5 temporary employees in one position and each employee cannot work over 1560 hrs. annually  Use the Request for Temporary Employment formRequest for Temporary Employment  We need specific job duties and detailed information about the job requirements  Once C&C has reviewed and approved, the position number is “I” and the Job Class Number of the approved classification

 SPA Exempt & Non-Exempt Positions Only  Use the Request for Occasional/Sporadic Employment formRequest for Occasional/Sporadic Employment  Assignment must be different than current job & be on an infrequent basis  Be specific in description of work required  Employment sets up job record in Banner

 HR’s function is to make sure that person is not an ECU employee and we sign off upon verification  Agreements are walked to Materials Management for processing on the same day it is received  IRS’S 20 Factors – used to determine if a worker is an independent contractor admin/purchasing/contract/ContractHome.cfm