1. Position Management Applicant Tracking
PeopleAdmin Training
Position Management
Applicant Tracking
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 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.

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

3. 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.

4. 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

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

6. 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

7. Reclassification Workflow

8. 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

9. 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

10. Modification Workflow

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

12. 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.

13. Job Posting Request Workflow

14. 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.

15. Interview Process Workflow

16. Hiring Process Workflow

17. Thank you!!