Erin Rock, Secretary

People First Portal Upgrade HR Training – Appointments and Status

(February 2018)

Appointment Status Screen

• Dates will continue to default based on employee type and the PAR effective date

• New fields include an overlap start date and overlap end date

• A batch process will be used based on PAR actions being completed to remove the overlap indicator from the appointment status record if the active employee records no longer meet the overlap criteria (e.g., only one employee now holds the position)

• Only applicable fields will be displayed for each employee (e.g., probationary dates will not display for SES employees)

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Appointment Status Details

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Employment Screening• Combines the Drug Screening, Background Check,

Background Check – Abuse Case, and Fingerprints screens

• Fingerprints are not captured separately; fingerprints are part of the background screening types of Level 1 and Level 2

• Screening types include: Drug Screening, Level 1, Level 2, and Abuse (DCF only)

• Fields include: Screening Type, Date Submitted, Date Completed, and Rescreen Due Date

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Employment Screening (Continued)

• No historical data prior to March 26, 2018, is available in this screen; historical data will only be available in the new Employment Screening Report

• Employment Screening Report will include current and prior information

• Screening records are not combined across appointment IDs

• No Inbox tasks or emails will be generated for rescreening – report must be run

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Employment Screening (Continued)

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Key Service Dates• Leave Accrual Service Date will be retitled to Adjusted Leave Accrual

Date

• Adjusted Leave Accrual Date is visible to all employees

• All other functionality remains unchanged

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Groups (B, R, and T roles)

• All groups functionality will be removed

• Org ranges will be assigned on the security screen in Org Management, instead of creating a group

• Groups Report will be removed

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Groups Transition

• As part of the portal upgrade, groups will be transitioned to org ranges

• Agencies should clean up the current groups prior to the transition to the new system to ensure only valid ranges are assigned during the upgrade

• People First team will provide agencies with a mass load template to validate the org ranges for each B, R, and T role code and for agencies to assign ranges where possible

• During the portal upgrade implementation, the mass load will be completed to assign proper org ranges for all B, R, and T role codes so these employees have the correct access

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Org Work Assignment• Now includes second-level manager

• Group administrator information is no longer shown (no longer applicable)

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Work Contact Information• Telework Indicator is now included on the Work Contact screen

• Carpools Indicator is no longer an option

• Work email includes a validation when updating (Re-enter Email field)

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Licenses and Certifications

• Combines the Professional Licenses & Certs and Drivers License screens into one screen

• Status of each record is based on the end date of the record. If the end date is equal to or greater than system date, the record shows a status of Active. If the end date is before the system date, the record shows a status of Expired

• Only the last expired record per license type is presented on the screen

• No tasks or emails are created for expired records

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Licenses and Certifications (Continued)

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Other Employment• Combines the current Outside Employment and Dual

Employment screens into one screen

• No historical data for dual employment prior to March 26, 2018, is available in this screen; historical data is available in the data warehouse

• Days of the week entry has been removed

• Screen is not combined across appointment IDs

• State employment section is presented and shows all state-related employment based on the employee having one or more active appointment IDs in People First

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Other Employment (Continued)

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Employee Verification Process• Replaces the annual address verification process • Employee receives a task in their Inbox on August 1 of each year

– Inbox task is also presented to all new hires

• Employment Verification process includes a process flow that shows exactly where the employee is in the verification process

• Steps that have not been completed are greyed out• The step the employee is completing is both shaded in blue and is

underlined in blue• Once the employee completes a step, the step is shaded green and

includes a checkmark indicating the step is complete • Buttons within the process are dynamic based on which step the

employee is completing• Buttons are the only way to navigate within the process (e.g., Back,

Save and Complete)

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Employee Verification Process (Continued)

• Presents the following screens for employees to validate/update their information: – Step 1 – Personal Info

• Presents the employee’s personal info record for review; step is view-only except for nickname

– Step 2 – Address Info • Presents the employee’s home, mailing, and notification email addresses

for review and updating

– Step 3 – Emergency Contact • Presents the employee’s emergency contacts for review and updating • If the employee has more than one emergency contact, each record is

presented to the employee• Employee must review each emergency contact before moving to the

EEO-Veteran step• Includes a delete button to allow employees to delete an emergency

contact who is no longer valid

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Employee Verification Process (Continued)

– Step 4 – EEO-Veteran

• Presents the employee’s current EEO-Veteran record for review and updating

– Step 5 – Form W-4

• Presents the employee’s current W-4 record for review and updating

– Step 6 – Work Contact

• Presents the employee’s work email and work location address for review; step is view-only

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Employee Verification Process (Continued)

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Employee Profile PDF• New employee profile PDF is available as a quick

link for employees to create a PDF of their current profile

• Includes the following information:– Personal Info Record– Home Address– Mailing Address– Notification Email Address– Emergency Contacts– Work Email– Work Location Address

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Contact Information

• Home Address

– Primary Phone Number is relabeled as Mobile Phone

• Notification Email Address

– Re-Enter Notification Email Address field requires direct entry; no longer allows pasting email

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Personnel Action Request (PAR)Creating a PAR

• PAR can be initiated from the My Team view or from the PAR Menu

• If initiated from the My Team view, position and employee information are prepopulated (if the position is vacant, only position information is prepopulated), simplifying the PAR initiation process

• PAR can be saved as a draft, allowing the creator to come back and submit at a later time or delete. Once it’s submitted to the PAR liaison, the draft can no longer be deleted

• PAR number is not created until the PAR has been submitted to the liaison

• SSN Update PAR is now Personal Information Change and will allow you to update the SSN, Gender and DOB

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Creating a PAR (continued)

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Creating a PAR (Continued)

• Once you have begun creating a PAR, enter the effective date, position, and appointment ID in the Action Info section; then only the applicable PAR types and reasons will be presented

• Based on the action you are creating, update the required fields (shown with an asterisk) on the PAR form, such as salary and FTE for appointment PARs

• Comments can also be entered. Saved comments are shown with a date stamp of who created them and when. Saved comments cannot be edited or removed

• Select Submit to send the PAR to the PAR liaison

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Creating a PAR (Continued)

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PAR Liaison Process• If multiple employees occupy a position and are the assigned liaison

for a PAR, all will have access to complete the liaison step • When there are two liaisons assigned to the PAR, the first user who

approves the PAR will be the named liaison on the PAR• In the event a liaison is unable to route/approve or perform liaison

duties after the initial routing/approving, HR users with an HR security role code (A, H, U, X, and Y) will have the ability to assign a new PAR liaison for the PAR

• HR users with an HR security role code (A, H, U, X, and Y) have the ability to assign approvers in place of the liaison but the original liaison still maintains liaison access to the PAR

• Up to 10 approvers can be added

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PAR Liaison Process (Continued)

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PAR ProcessHR User Access

• HR users will be able to act upon a PAR without being listed as the act upon employee; if an HR user claims the PAR, the PAR audit history (bottom portion of PAR) will show who acted upon the PAR

• HR users with an HR security role code (A, H, U, X, and Y) will be able to act as the PAR liaison, change approvers, approve on behalf of, or assign someone else to act upon PAR forms they have access to maintain

• New approval column is added to PAR form show who completed the process

PAR Act Upon Employee

• Interceptor is now called act upon and represents the person who will complete the PAR once approved

• The default act upon employee is the employee who created the PAR, but can be updated by the liaison or a HR user with an HR security role code (A, H, U, X, and Y)

• Act upon employee can be anyone in the agency who has PAR access

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PAR Process (Continued)

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PAR Menu• All PARs that the employee has access to as the creator, act upon

employee, liaison, or approver are combined in one section separated into the following two categories:

– Ready for Action (require action by the user)

– Pending (awaiting action by another user)

• PARs are sorted with those requiring action first

• PAR menu columns can be sorted or filtered

• PARs that require action have an edit icon in the first column

• PARs in draft status have a trash can icon in the last column

• PARs can be created from the PAR menu

• Users can search for pending and completed PARs from the PAR menu

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PAR Menu (Continued)

• PAR Statuses in PAR Menu:– Draft – PAR that has been saved but not submitted to the

liaison for approval • While a PAR is in a draft status, a delete button is available. If

delete is selected, the PAR form is removed, no history is retained since the PAR was not submitted for approval

– Submitted – PAR that has been submitted to the liaison for approval and routing

– Partially Approved – PAR that has been routed for approval, but one or more approvers have not completed the approval process yet

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PAR Menu (Continued)

• PAR Statuses (continued)

– Approved – PAR has been approved by all approvers and is ready to act upon

– Returned for Correction – Replaces the reject PAR functionality and means the PAR was returned to the creator to update or to cancel

– Completed – PAR has been acted upon and updates have been applied

– Cancelled – PAR was cancelled by the creator, act upon employee, liaison, approver, or HR user; once cancelled, no further action can be performed on the PAR other than to add comments

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PAR Menu (Continued)

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PAR – Act Upon Process• PAR progress flow will show the status of where the PAR is in the process;

a status that has been completed will show in green and the current status will show in blue

• Required screens based on the type of action are presented in a tabular format, requiring the act upon employee to complete tabs in sequential order. PARs that do not require additional information (e.g., Pay Changes) will not be presented in a tabular format

• When tabs are available, next and back buttons are available allowing the act upon employee to move through the PAR tabs. Once a tab is complete, the user can go back to that tab to make any necessary changes

• PAR updates will not be applied to an employee record until the entire PAR process is completed and all errors have been addressed. The user must then choose the Complete button to apply the updates to the employee record

• Ability to save updates throughout the act upon process and return to complete the PAR at a later time. However, the PAR will not be complete and updates applied until the entire process is completed

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PAR – Act Upon Process (Continued)

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PAR Search• Simplified search from the PAR menu that allows searching for PARs

using one search field; can search by PAR number, PAR Status (not sure if this still applies, employee name, from/to position number, login ID, appointment ID, or SSN

• Effective date to/from in separate search fields allows a search by date and the simplified search field to narrow search results

• Search results include: effective date, PAR status, agency, appointment ID, employee name, action, and action reason

• Results are both sortable and filterable • Search includes a reset icon that allows the searcher to clear their

results and start over • PARs in a completed status will appear in a printable PDF format

when selected

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PAR Search (Continued)

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