MyAppointment Tutorial - Updated December 2014 is a web-based application which gives hiring managers the ability to initiate an appointment arising from a selection process. My.Appointment

My.Appointment tutorial

December 2014

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Department of Science, Information Technology and Innovation

Table of contents

Users.......................................................................................................................... 3

Hiring Manager.......................................................................................................... 3

Approving Officer ..................................................................................................... 3

Additional Officer...................................................................................................... 4

Create an account..................................................................................................... 5

Log in to My.Appointment........................................................................................ 7

Initiate an appointment – Hiring Manager............................................................... 8

Approve an appointment........................................................................................ 14

Additional Officer review........................................................................................ 16

Tracking my appointments initiated – Hiring Manager........................................ 18

Tracking My.Appointments – Approving Officer and Additional Officer ........... 20

Requesting Additional Department Access ......................................................... 22

My.Appointment is a web-based application which gives hiring managers the ability to initiate an appointment arising from a selection process. My.Appointment includes the following functions:

• Security access • Pre-population of some fields • Selection of data from drop down lists

• Helpful information icons to guide the user on how to complete the Staff Appointment form

• Ability to view and track the history and status of appointments • Online submission, approval, cancellation or rejection of appointments • Automated submission to Queensland Shared Services for processing • Automated distribution of email advice when the Staff appointment form is submitted,

approved, withdrawn and/or returned incorrect/incomplete or processed by QSS HR • Reminder emails for appointments that are not approved or completed within two days


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Users

There are three user categories in My.Appointment.

1. Hiring Manager 2. Approving Officer 3. Additional Officer

Each user role defines the access and permission given for each appointment.

You may be required to undertake multiple roles, e.g. a Hiring Manager may also be an Approving Officer but not to the same appointment. This means you cannot be selected as an Approving Officer for an appointment you have initiated as a Hiring Manager.

Hiring Manager

Hiring Managers can only access data for appointments they initiate and cannot be the same person as the appointee. Hiring Managers are required to:

• Submit staff appointments online via My.Appointment • Ensure appointments are in accordance with departmental policy and legislative requirements. • Ensure the Approving Officer has the relevant delegation to approve the identified appointment type • Provide all supporting documentation to the Approving Officer, prior to approval • Retain all recruitment and selection documentation in accordance with the agency’s retention and

disposal schedule and policy • Track the status to ensure the appointment has been processed • Lodge any cancellations or advise QSS of any changes promptly

The following tutorials apply for this role:

• Create an account • Log in to My.Appointment • Initiate an appointment • Workflow status • Track an appointment: Hiring manager

Approving Officer

Approving Officers can only access appointments they have been nominated to approve and cannot be the same person as the Hiring Manager or Appointee. Approving Officers are required to:

• View relevant supporting documentation if provided, prior to approving an appointment. • Ensure appointments comply with relevant departmental standards, legislative requirements, and

government directives. • Ensure they have appropriate delegation to approve the identified appointment type. • Notify the Hiring Manager of any appointments not approved.


• Create an account • Log in to My.Appointment • Approve an appointment • Workflow status • Track an appointment: Approver

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Additional Officer

If required the Hiring Manager may nominate an Additional Officer. Additional Officers can only view the status of appointments they have been nominated for and should:

• Receive a copy of the appointment at each stage of the process. • Advise the Approving Officer of any concerns they may have in relation to appointments. • Retain a copy of the supporting documentation (if this is their responsibility).


• Create an account • Log in to My.Appointment • Additional officer review • Workflow status • Track an appointment: Additional officer


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Create an account

1. Click on the Create an account link in the Log in page.

1

1. Select your department from the drop-down list.

2. Enter your employee number and press enter.

Your Qld Govt Dept email first name and last name will pre-populate.

3. If there is a duplicate of your employee number in the department, you will be asked to also enter Organisational Level 1.

Note: If your Qld Govt Dept email address, first name and last name do not pre-populate, send your 2 1 email address for updating by QSS. You will receive an email from QSS Self Service Centre once your records have been updated.

4. Press Next

3

4

1

1. Enter a password, security

question and answer.

Note: Passwords must be a minimum of 6 characters with at least 1 alphabetic and 1 numeric character. You cannot re-use one of your last 3 passwords. Password aging is 6 weeks.

2. Click on Create User.

2

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3. Click Continue to return to the login screen

3

You cannot log in until you verify your email address.

1. Go to your verification email and

activate your account. 2. Close window and return to

existing session of My.Appointment.

Note: If you press Login in the 1 verification screen you will have two sessions of My.Appointment open.

2


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Log in to My.Appointment

If you are a new user of My.Appointment you must first create an account and activate your account by clicking on the link in the verification email sent to your email address.

1. Enter your Qld Govt Dept email. 2. Enter password and press enter or Log

in button.

Note: If you forget your password, press ‘Forgot your password’ link and complete details to receive your password by email.

If you are already a registered user and experience a problem click on the ‘Report an Issue’ link

This will open up on the QSS Self Service Centre. When using this for the first time you will be required to Register.

Complete the prompted fields and click on Register. A temporary password will be emailed to you directly. You will be required to set a new password after logging in for the first time after receiving the email containing the temporary password.

Once account is set up Login. Use your email address as your Username. Then click on Make a Request then Report a Problem.

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Initiate an appointment – Hiring Manager

The staff appointment includes six sections. Depending on categories selected e.g. advertised vacancy or non advertised, current Queensland government employee or non-Government employee, some sections may not appear for completion.

Tips

� The Next Section button will save data entered in the screens as you move through the form. � To return to the previous screen, click on Previous Section (data on the current screen will be retained

when you return). � Mandatory fields appear in blue and must be completed. You will receive an error message if these fields

are not completed. � You may need to reattach documents if you receive an error message in certain pages. Always check

attachments before proceeding to next section. � In sections 1, 2, 4 and 6 you can only attach one document. If you have more than one attachment to

upload, scan together and attach as one document. Alternatively, you can attach the document in one of the other Sections.

� The Helpful Info icons provide further information to assist you complete the form.


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1. After logging onto My.Appointment

the welcome page is displayed.

1. Select Initiate an Appointment option.

1

Section 1 Appointment Details.

1. Select radio button for ‘Is this 6 appointment through a vacancy advertised on Smart jobs and careers (SJ&C)’

Certain fields in the form will appear or disappear depending on what you tick.

Note: Selection ‘No’ for Appointments to vacancies

1

exempt from advertising as per 2

Recruitment and Selection 3 5

Directive, and other exempt 4 vacancies such as base grade.

2. Name of your department will pre- populate from your account creation details. (In this example the account was created in Department of Public Works).

3. Enter Job Ad Reference Number if appointment is through a vacancy advertised on SJ&C.

Note: A list of Job Ad Reference Numbers will appear as you enter the Job Ad Reference Number. Select the required number from the list and the Cost Centre and Percentage will prepopulate if supplied at time of advertising.

4. A list of position numbers will appear as you enter the position number. Select the required position number from the list and the Position Title, Organisational Structure, Location and


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Classification will pre-populate. 6

Note: The appointment letter will include the details display in 1.5, 1.6 and 1.7. These fields cannot be amended. If details are different to what is displayed, you will need to complete step 1.9.

5. If the position is a new position, ticking the New Position box will 5 enable you to enter the position details manually and attach the establishment form if not already sent to QSS.

6. The Clear button will clear the position details if you have entered the incorrect position number.

7. If the establishment is different to what pre-populates for the position number: select Yes and answer questions relating to this.

8. Selecting No will result in a pop up 7 window appearing notifying Hiring Manager of what organisational details will be contained in the 9

appointment letter. Click OK to close this window and continue. 10

9. Cost centre will pre-populate if vacancy advertised on SJ&C. Amend if required.

10. Press ‘Next Section’ to save and go to next page. 8

Section 2 Appointee Details

1. Enter appointee name and contact details.

1 2. Date of birth is required to

determine level of pay if appointee is a trainee or apprentice.

3. If the appointee is currently an 2

employee of the Queensland Public Service or applicable 3 Queensland Public Sector you will be asked to provide employee 4

number (where known) and email address (if available).

4. You must indicate the appointee’s 5 citizenship status.

Note: Applicants cannot be appointed to a permanent position unless they are an Australian 6 citizen or permanent Australian resident. 7

5. If mandatory qualifications or AO2 paypoint level justification applies select Yes.

6. `Attach certified copies of qualifications if not previously supplied to QSS by clicking on the Browse button and selecting document from your network.

8 9


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Note: If you have more than one document to attach, scan together and attach as one document or attach at 6.10 in Section 6.

7. You must indicate that you have checked with the appointee in relation to receiving an Early Retirement, Redundancy, Retrenchment, Voluntary Separation Package or Voluntary Medical Retirement benefit.

8. Press ‘Next Section’ to save and go to next page.

9. To return to previous page select ‘Previous Section’ button.

Note: You may need to reattach documents if an error message is received.

Section 3 Substantive/Holder/Current Details 1

Note: Section 3 will only be displayed if Yes is selected to ‘is this appointee currently an employee of the Queensland Public Service or applicable 2 Queensland Public Sector?’

1. Enter the Substantive/Holder details

2. Enter Current details if different from above.

Section 4 Type of Appointment

Complete appointment details by selecting from drop-down lists where required and

1 completing mandatory fields. (Click here for information on Acts, Awards and Agreements)

1. ‘Appoint to classification’ pre- populates from position number details in Section 1. Amend if not 2 applicable.

Note: If you are completing 3 My.Appointment for positions where the salary is based on a range e.g. trade based roles, edit 4

4.2 to include the correct salary. Enter N/A in 4.3 if not applicable.

2. Attach commencement files that have not already been sent to payroll.

Note: If you have more than one 5

document to attach, scan together and attach as one document or attach at 6.10 in Section 6. 6

3. Choose relevant Act, Award and Agreement from dropdown list. 7

4. Add only other allowances that are part of the employee’s base pay.

5. Include Employee Costing Details for this appointment.

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6. If this appointment is from a non-

advertised vacancy, indicate if this is a direct appointment or appointment of a temporary employee to tenured status.

7. If you choose Direct Appointment/Temporary Employee to Tenured Status you will be asked to choose if the appointment is Above entry level or Entry level

Note: You may need to reattach documents if an error message is received.

FTE calculator – used to calculate part- time hours or part-time FTE.

1. Standard Hours defaults to 72.50. Amend if required.

2. Enter part-time hours if known or part-time FTE. 1

3. The results appear in the table below. 2

Note: This information does not automatically populate in the form.

4. Close window and return to form to enter details.

3

Section 5 Additional Information

Note: This section will only be displayed if you have selected 1 ‘Yes’ to ‘Is this appointment through a vacancy advertised on Smart Jobs and Careers?’ in Section 1.

1. Attach here any applications that have been received direct to your 2 department and have not been previously sent to QSS.

3

2. If any applicants have withdrawn or declined an appointment from this selection process, enter names in the field provided.

Note: This will ensure they are not sent an unsuccessful email.

3. If any other appointments are being made from the selection process, enter names in the field provided.

Note: This will ensure that other appointees are not incorrectly advised that they have been unsuccessful.


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Section 6 Contact Information

1. Enter your current telephone number. Your name and email will pre-populate from your login details.

2. If the appointment is through an advertised vacancy, the Panel Chair details section will be visible 1

and will be pre-populated with the details used when the job was 2 advertised. If these have changed since advertising, amend details as required.

3. Enter approver’s Qld Govt Dept email address. The approver’s full 3 name will populate automatically.

Note: Ensure the Approving Officer you nominate has the

4

appropriate delegation to approve the appointment type.

Also, ensure the Approving Officer is registered in My.Appointment. If 5 not registered, the Approving Officer’s email address may not be correct. 6

4. Enter Additional Officer’s email if required.

5. If any other arrangements apply to those already indicated, provide 7 8 details here.

6. Attach any additional documentation to be retained on the appointee's personnel file. (e.g. briefing note approved by DG, copy of SES appointment letter).

7. You can preview your Staff Appointment before submitting, by clicking on ‘Save to Preview’ button, then ‘Preview’.

Note: It is recommended that you check at the bottom of the Preview screen to ensure your documents are still attached.

To edit any details, close window and select ‘Previous Section’ until you come to the section you wish to amend.

8. Press ‘Submit for Approval’ button when you are ready to proceed.

The ‘Approver’ and ‘Additional Officer’ will receive email advice in relation to your staff appointment.

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Approve an appointment

You will receive email advice from the Hiring Manager that a staff appointment has been submitted for your approval.

1. By clicking on the first link in the email you will be able to access the staff appointment.

Note: If you want to see ALL staff appointments awaiting your approval, click on the second link.

Note: If you are already logged into My.Appointment you will be taken directly to the form. Go to step 4). If not you will need to log in.

1

1. After logging in select My Approving Officer option.

1

1. Current staff appointments for your approval will appear in the ‘Active

1

Staff Appointments’ section of the screen. 2

2. Select the staff appointment for approval by clicking on view.


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1. The staff appointment will be

displayed at the bottom of the page 2 for your review.

2. There are two options for you to choose depending on whether you hold the Human Resource and Financial Delegation to authorise the appointment or have sighted the approved selection report. 3

Note: Financial Delegation is only required for appointments to advertised vacancies due to the possibility of a gazettal.

3. Tick all approval boxes and complete other fields as required.

Note: If you select ‘I have sighted the approval by the Delegate for this appointment’, you will also need to provide the Authorised delegate 4 details.

4. Approve or Not Approve 1

appointment.

Note: If you select not approved you will need to provide a comment.

Note: Email advice will be sent to the Hiring Manager and Additional Officer.

Note: The Hiring Manager is the only person who can edit or cancel the staff appointment form when it is at ‘submitted’ status. If you need something small changed on the appointment, it is recommended you contact the Hiring Manager to make these amendments. If you select Not Approved, the staff appointment will need to be recompleted.


Additional Officer review

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You will receive email advice from the Hiring Manager that you have been nominated as an additional officer for a staff appointment.

Note: The staff appointment is for your information only. If you do not support the appointment you should contact the Approving Officer immediately.

1. By clicking on the first link in the email you will be able to access the staff appointment.

Note: If you want to see ALL staff appointments as additional officer, click 1

on the second link.

Note: If you are already logged into My.Appointment you will be taken directly to the form. Go to step 4). If not you will need to log in

1. After logging in select My Additional Officer option.

1

1. Current staff appointments for your information will appear in the ‘Active 1 Staff Appointments’ section of the screen. 2

2. Select the staff appointment for review by clicking on view.


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1. The staff appointment will be displayed 1 and will be view access only.

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Tracking my appointments initiated – Hiring Manager

You can track the status of your appointments in the My.Appointments Initiated screen in My.Appointment.

My.Appointment: workflow status

Below is a full list of all workflow status and descriptions

Status Description In process The staff appointment form is partially completed and has not been submitted

by the Hiring Manager

Submitted The staff appointment has been submitted for approval but the email has not been accessed by the Approving Officer at this time.

Cancelled The staff appointment can be cancelled by the Hiring Manager when the transaction is at the following status:

• In process • Submitted • QSS HR returned – Incorrect or incomplete

A transaction cannot be cancelled once it has achieved the following status:

• Not approved • Approved – QSS HR to process • HR processing • QSS on hold pending confirmation of appointee • QSS HR - Appointment Completed forwarded to Payroll • QSS HR - Appointment Sent to Payroll for pay close • Withdrawn

Should you wish to cancel the appointment at any of the stages identified above you will need to contact QSS Appointments to withdraw the transaction.


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Status Description Not approved Staff appointment has been forwarded to the Approving Officer and was Not

approved.

Approved – QSS HR to process

Staff appointment has been approved by the Approving Officer and has been forwarded to QSS HR to action.

HR processing The staff appointment has moved to QSS for processing and has been assigned to a QSS HR staff member.

QSS HR – Appointment sent to Payroll for pay close

A copy of the staff appointment has been forwarded to QSS Payroll for pay close.

QSS HR - Appointment completed forwarded to Payroll

Staff appointment has been processed by QSS Appointments. This includes: • Appointment letter generated and emailed • Unsuccessful letters sent where applicable • Advertised vacancy closed where applicable • The following documents if attached with initial staff appointment have

been forwarded to QSS Payroll for actioning on the payroll system • Qualifications • Payroll commencement form • Employment declaration

QSS HR returned – Incorrect or incomplete information

Staff appointments that have been received by QSS Appointments and have been identified as incorrect or incomplete. The email returned will identify the reason(s) why the appointment has been returned.

Withdrawn This status can only be initiated by QSS HR staff on behalf of a department. Where a staff appointment has been processed and the Hiring Manager/ Approving Officer identify that the staff appointment will not be occurring, an email to QSS Appointments by delegated authority to withdraw this transaction is required.

QSS on hold pending confirmation of appointee

This status can only be initiated by QSS HR Staff. Status is to be used when QSS are required to confirm current employment details of appointee with another department or payroll provider.

My.Appointment: user screens (Hiring Manager)

Three different views and functions for Hiring Manager screen.

Hiring Manager Active appointments edit view cancel

In process Submitted QSS HR returned – Incorrect or incomplete

QSS Processing Appointments All records – view only

Approved – QSS HR to process HR processing QSS – On hold pending confirmation of appointee QSS HR – Appointment sent to Payroll for pay close

Historical appointments All records – view only

Cancelled Not approved QSS HR - Appointment completed forwarded to Payroll Withdrawn

When the staff appointment status is ‘In process, submitted or QSS HR returned – Incorrect or incomplete, you can edit, view or cancel the staff appointment.

Once the status changes to ‘Approved – HR to process, HR processing, QSS – On hold pending confirmation of appointee or QSS HR - Appointment Sent to Payroll for pay close, you can ‘view only’ the staff appointment.

Note: If the appointment is no longer to continue, you will need to contact QSS Appointments to withdraw the transaction.

The historical section of this screen lists all finalised staff appointments you have initiated in the last 2 years.

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Tracking My.Appointments – Approving Officer and Additional Officer

You can track staff appointments that you are the Approving Officer or Additional Officer for in My.Appointment in the My.Approving Officer screen or My.Additional Officer screen.

My.Appointment: workflow status

Below is a full list of all workflow status and descriptions

Status Description In process The staff appointment form is partially completed and has not been submitted

by the Hiring Manager

Submitted The staff appointment has been submitted for approval but the email has not been accessed by the Approving Officer at this time.

Cancelled The staff appointment can be cancelled by the Hiring Manager when the transaction is at the following status:

• In process • Submitted • QSS HR returned – Incorrect or incomplete

A transaction cannot be cancelled once it has achieved the following status:

• Not Approved • Approved – QSS HR to process • HR processing • QSS on hold pending confirmation of appointee • QSS HR – Appointment Completed forwarded to Payroll • QSS HR – Appointment Sent to Payroll for pay close • Withdrawn

Should you wish to cancel you need to contact QSS Appointments to withdraw the transaction.

Not approved Staff appointment has been forwarded to the Approving Officer and was Not Approved.


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Approved – QSS HR to process

Staff appointment has been Approved by the Approving Officer and has been forwarded to QSS HR to action.

HR processing The staff appointment has moved to QSS for processing and has been allocated to a QSS HR processing staff member.

QSS HR – Appointment Sent to Payroll for pay close

A copy of the staff appointment has been forwarded to QSS Payroll for pay close.

QSS HR - Appointment Completed forwarded to Payroll

Staff appointment has been processed by QSS Appointments. This includes: • Appointment letter generated and emailed • Unsuccessful letters sent where applicable • Advertised vacancy closed where applicable • The following documents if attached with initial staff appointment have

been forwarded to QSS Payroll for actioning on the payroll system • Qualifications • Payroll commencement form • Employment declaration

QSS HR returned – Incorrect or incomplete information

Staff appointments that have been received by QSS Appointments and have been identified as incorrect or incomplete. The email returned will identify the reason(s) why the appointment has been returned.

Withdrawn This status can only be initiated by QSS HR staff on behalf of an agency. Where a staff appointment has been processed and the Hiring Manager/ Approving Officer identify that the staff appointment will not be occurring. Email to QSS Appointments by delegated authority to withdraw this transaction.

QSS on hold pending confirmation of appointee

This status can only be initiated by QSS HR Staff. Status is to be used when QSS are required to confirm current employment details of appointee with another agency or payroll provider.

My.Appointment: user screens

There are three different views for Approving Officer and Additional Officer screens. Approving and additional officer Active appointments view

Submitted

QSS Processing Appointments All records – view only

Approved – QSS HR to process HR processing QSS HR returned – Incorrect or incomplete QSS – On hold pending confirmation of appointee QSS HR - Appointment Sent to Payroll for pay close

Historical appointments All records – view only

Cancelled Not approved QSS HR - Appointment Completed forwarded to Payroll Withdrawn

When the staff appointment status is ‘Submitted’ and you are the: � Approving Officer – you can view and approve staff appointments, � Additional Officer – you can ‘view only’ staff appointments.

Once the status changes to ‘Approved – QSS HR to process, HR processing, QSS HR returned – Incorrect of incomplete, QSS – On hold pending confirmation of appointee or QSS HR – Appointment Sent to Payroll for pay close, you can ‘view only’ the staff appointment.

Note: If the appointment is no longer to continue, you will need to notify the Hiring Manager who will contact QSS Appointments to withdraw the transaction.

The historical section of this screen lists all finalised staff appointments you have approved or been nominated as additional officer for in the last 2 years.

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Requesting Additional Department Access

Access to additional departments can be requested by completing a ‘My.Appointment Additional Department Access’ form. A separate form will need to be completed for each additional access.

1. From the ‘Login’ screen, click on the My.Appointment additional department access form.

2. This will take you to the QSS Self Service Centre, if using this for the first time you will be required to Register refer to page 7.

3. If you have already registered with QSS Self Service Centre the link will take you to the Login page. Once you login the My.Appointment additional department access form can be completed on screen.

4. QSS Self Service Centre will process the request and email confirmation once access has been granted.

Documents

MyAppointment Tutorial - Updated December 2014 is a web-based application which gives hiring managers the ability to initiate an appointment arising from a selection process. My.Appointment