Office of Postdoctoral Affairs February 23, 2011 Rania Sanford, Ed.D. Assistant Dean Postdoctoral Affairs Postdoc PeopleSoft Web Forms Campus Readiness Department Managers Meeting School of Humanities and Sciences

Office of Postdoctoral Affairs February 23, 2011 Agenda Why Do This? Current Process Overview and Its Issues Scope of Project Impact on Users: Workflow Roles Training Requirements Questions

Office of Postdoctoral Affairs February 23, 2011 Why Do This? Current Process 1. Paper Forms and Template letters to appoint, extend, end or note changes in appointments (PIs, funding, locations) 2. Administrators prepare PDF of the paperwork 3. Administrators send PDF by to an group inbox: 4. No loop closure. Issues communicated back by . Administrators, faculty and postdocs not knowing when paperwork will be completed.

Office of Postdoctoral Affairs February 23, 2011 Why Do This? Issues 1. Insecure handling of protected private information 2. Inefficiencies Incomplete paperwork Incorrect paperwork 3. Workflow Status of transactions Notification to postdocs Tracking of problems

Office of Postdoctoral Affairs February 23, Web Forms and interfaces to support all Postdoc administrative processes and system notifications 2.Document upload, storage, and management features to support submission and management of required documentation in electronic format 3.Tracking of current processes and of upcoming end dates of appointments, provisional appointments and other appointment holds 4.Tracking of International Activity for postdocs 5.Migration of historical data from OPA’s Filemaker database 6.Queries to support meaningful searches on Postdoc data within the PeopleSoft system Project Scope, includes

Office of Postdoctoral Affairs February 23, New Appointments Administrator starts the appointment process online. Postdoc enters his/her data. Uploads diploma, CV, external funding letters… Administrator enters department/appointment data. Uploads any other necessary documents. Faculty Mentor/PI approves online Chair/Proxy/Department Manager reviews and approves Offer Letter generated online. Accepted online by postdoc Packet received and reviewed online by OPA Upon Approval, Postdoc Record (EMPLID) is created in PS 2. Appointment Changes, and Leaves of Absence: submitted online. 3. At any time, administrator can query PS to search a particular transaction or a group of transactions What Does It Mean For Common Tasks?

Office of Postdoctoral Affairs February 23, 2011 Administrator (Admin Entry - required): entry of appointment information. Can be Administrative Associate in the lab. Primary job: gather documentation, review documentation and appointment information. Submits information for review, approval and processing. Required knowledge: Standard policy and procedures of postdoctoral administration at Stanford. PeopleSoft User Interface. Impact on Users – Workflow Roles

Office of Postdoctoral Affairs February 23, 2011 Impact on Users – Workflow Roles Coordinator (optional): review of AAs submissions when multiple Admin Entry roles exist within one department. Is typically a Student Services Manager in large departments. – Primary job is to review documentation and appointment information for adherence to university and department policy. –Catch and address issues and mistakes before Department Manager or Chair Approval. –Provide information to OPA supporting of any exception requests or unique situations. – Required knowledge: Standard policy and procedures of postdoctoral administration at Stanford. Non-Standard Policy and procedures. How to handle and manage exceptions and unique situations. PeopleSoft Interface.

Office of Postdoctoral Affairs February 23, 2011 Impact on Users – Department Approvers Sponsoring Faculty Member must approve online before process can proceed. Chair/Proxy/Manager Approver (required): signs-off on Department commitment to appoint a postdoc. Faculty member has the funding, has the project(!), term of appointment, off- campus work locations, teaching arrangements. This step creates the Offer Letter. Some Common Issues: Salary equity; funding source doesn’t exist; statements made in offer that are not implementable or are non-compliant with policy: visa-related; salary-related; against policy; Conflict of Interest

Office of Postdoctoral Affairs February 23, 2011 For Administrators – all of the following: 1.PeopleSoft Concepts and Compliance (online) 2.PeopleSoft Postdoctoral Administration: In-class attendance required pre GoLive (3 sessions to-be-scheduled) Post GoLive--- UPK and Online Training Modules Drop-in Lab Sessions Quarterly Policy and Procedures Class Impact on Users – Training Requirements

Office of Postdoctoral Affairs February 23, 2011 Next Steps for Department Managers 1.Assign and communicate roles in your organization: –Admin Entry –Coordinator? 2.Determine Chair/Manager Approver 3.Identify Back-ups for each role 4.Submit information to the OPA 5.Communicate change to Faculty 6.Sign your staff’s certification and request authority before our Go Live date

Office of Postdoctoral Affairs February 23, 2011 Questions? H&S OPA Staff: Tammy Wilson, Assistant Manager helpsu.stanford.edu