PERSONNEL ACTIONS IN

PEOPLE ADMIN PD MODULE

East Carolina University

Department of Human Resources

1

PEOPLE ADMIN MODULESTHREE 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

PERSONNEL ACTIONS SUBMITTED THROUGH PEOPLE ADMIN

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

PERSONNEL ACTIONS SUBMITTED THROUGH PEOPLE ADMIN

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

REQUESTING A NEW SPA/CSS POSITION

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

REQUESTING A NEW SPA/CSS POSITION CONTINUED

“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

REQUESTING A NEW SPA/CSS POSITION CONTINUED

“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

RECLASSIFYING A SPA/CSS POSITION IN

PEOPLE ADMIN

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 positionUpdate the job descriptionChange the competency level of

positionUpdate position details (FTE, E-Class,

SPA/CSS designation, FLSA status, months worked, etc.)

8

RECLASSIFYING A SPA/CSS POSITION CONTINUED

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

RECLASSIFYING A SPA/CSS POSITION CONTINUED

“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

RECLASSIFYING A SPA/CSS POSITION CONTINUED

“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

CAREER PROGRESSION/IN-RANGE FOR SPA/CSS POSITION

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

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CAREER PROGRESSION/IN-RANGE FOR SPA/CSS POSITION “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

ABOLISH SPA/CSS OR EPA POSITION

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 & RECLASSIFICATION ACTIONS FOR EPA (NON-FACULTY/SAAO) POSITIONS

“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 AND CHANGE IN RANK/TITLE FOR FACULTY

POSITIONS “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

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CERTIFYING YOUR JOB DESCRIPTION

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

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PERSONNEL ACTIONS SUBMITTED THROUGH PEOPLE ADMIN

* 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

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PERSONNEL ACTIONS SUBMITTED THROUGH PEOPLE ADMIN

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 1st "Attach" the document, then 2nd “Confirm” to attach the document

19

PERSONNEL ACTIONS SUBMITTED THROUGH PEOPLE ADMIN

“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

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PERSONNEL ACTIONS SUBMITTED THROUGH PEOPLE ADMIN

“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

PERSONNEL ACTIONS SUBMITTED THROUGH PEOPLE ADMIN

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.

  Email notifications are generated by the

system and are set up by your user type.

22

ACTIONS NOT SUBMITTED THROUGH PEOPLE ADMIN

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

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TEMPORARY POSITIONS

Use the Request for Temporary Employment form

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 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 form

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

OCCASIONAL/SPORADIC EMPLOYMENT

SPA Exempt & Non-Exempt Positions Only

Use the Request for Occasional/Sporadic Employment form

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

CONTRACTUAL SERVICE AGREEMENTS

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

http://www.ecu.edu/cs-admin/purchasing/contract/ContractHome.cfm