PEOPLEADMIN HR SYSTEM SER’S GUIDE€¦ · The site is best viewed in Internet Explorer 5.5 and above. Security of Applicant Data To ensure the security of the data provided by applicants,

PEOPLEADMIN HR SYSTEM

USER’S GUIDE

2 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr

TABLE OF CONTENTS

INTRODUCTION ............................................................................................................................................................................. 3

GETTING STARTED ...................................................................................................................................................................... 4

GETTING FAMILIAR WITH THE HOME SCREEN ..................................................................................................................... 6

EMPLOYEE TYPES ....................................................................................................................................................................... 7

Categories to hire .......................................................................................................................................................................... 7

HIRING AUTHORIZATION FORM ................................................................................................................................................ 8

Making a request to Hire – ADMINISTRATOR, CIVIL SERVICE, SPECIAL HIRE ................................................................. 8

APPLICANT REVIEW .................................................................................................................................................................. 19

Moving candidates through the workflow ............................................................................................................................... 19

DECISION TO HIRE ..................................................................................................................................................................... 24

Starting a Hiring Proposal .......................................................................................................................................................... 24

APPROVALS ................................................................................................................................................................................ 27

How to approve a request .......................................................................................................................................................... 27

GLOSSARY .................................................................................................................................................................................. 29


INTRODUCTION

Welcome to the Chicago State University Human Resources System. The Office of Human Resources has

implemented this system in order to automate many of the paper-driven aspects of the employment application

process.

You will use this system to:

1) Review Position Description

2) Review Postings/Requisitions

3) Search and Review Applicants

4) Communicate electronically with HR Administrators, Hiring Managers, Applicants, and others involved

in your hiring process

5) Perform Evaluations on Employees

The system is designed to benefit you by facilitating:

Faster processing of employment information

Up-to-date access to information regarding all of your Postings and Positions

More detailed screening of Applicants’ qualifications – before they reach the interview stage

The Office of Human Resources has provided this training material to assist with your understanding and use of

this system. It is important that you:

Read all sections in its entirety prior to performing the action.

Pay special attention to notes that follow the stop icon and the post-it note icon

Web Browser The HR System is designed to run in a web browser over the Internet. The system supports browser versions of

Netscape 4.7 and above and Internet Explorer 4.0 and above. However some of the older browser versions are

less powerful than newer versions, so the appearance of certain screens and printed documents may be slightly

askew. The site is best viewed in Internet Explorer 5.5 and above.

Security of Applicant Data

To ensure the security of the data provided by applicants, the system will automatically log you out after 60

minutes if it detects no activity. However, anytime you leave your computer we strongly recommend that you

save any work in progress and Logout of the system by clicking on the logout link located on the top left side of

your screen.


GETTING STARTED

To Access the PeopleAdmin HR System

1. Connect through Cougar Connect (Employee Tab)

Log in using your network user name and password. If you experience any problems

logging in, please contact ITD by calling the help line at (773) 995-3963.

If you receive the following message, Click “No”

2. Click either the Banner or the phrase below the banner to Access the PeopleAdmin HR system

Log- In


3. Log in to the HR system


GETTING FAMILIAR WITH THE HOME SCREEN

Hiring

Authorization

Form

Job

Description

Library

Listing of

Applicant

Pools

View

Decision

to Hire

Item Count:

Inbox

Watch List System

Module


EMPLOYEE TYPES: CATAGORIES TO HIRE

Administrator

Civil Service

Extra-Help

Academic professionals including: Deans

Tenure/Tenure-Track Faculty Full-time and Part-time lectures

Federal Work study Jones Convocation Center

Note takers, Grad Assistants

Research Assistants

State Agency

Staff Faculty Student


HIRING AUTHORIZATION FORM:

MAKING A REQUEST TO HIRE - ADMINISTRATOR, CIVIL SERVICE, SPECIAL HIRE

1. Select the “Hiring Authorization Form”

2. Determine whether you are hiring a Staff, Faculty or Student

3. Click the appropriate ‘employee type’

4. Click “Create New Hiring Authorization” to access the Hiring Authorization form


Note: The system will ask you “What would you like to use to create this new posting?”

5. Select the method that you want to create the hiring authorization form

Create from Classification/Titles

Information from the Job Description library will be used to create the

advertised job opportunity posting

Create from Hiring Authorization

Information from a previous job opportunity posting can be used as a template

to create this request

Create from Pool

This initiates a request to hire from the currently advertised pool postings

Create from Position Descriptions

Information from current positions can be used to create the advertised job

opportunity posting

Consult HR prior to starting hiring authorizations to determine

the appropriate job title and classification. STOP


6. Determine which item is most appropriate to use for the creation of your

hiring authorization form

a) There is a search feature to narrow your options

b) There is also a feature “more search options” that allows you to view specific details of the items

7. Upon making your selection, click “Actions” to enable you to ‘View’ the details of your

selection or ‘Create From’ to solidify your selection

8. Click “Create From” to initiate the hiring authorization form

Search

Feature


9. Identify what division, college/area, and department the position will report

For Civil Service Positions – You MUST select “Under Review by HR” as

the Applicant Workflow

10. Click “Create New Hiring Authorization”

11. Continue to complete the form by selecting a page from the left or “next”

Form

pages

Posting

details


Posting Details

a) Complete the information under the posting details, REQUIRED fields are:

Posting/Working Title Job Description Hiring Manager/Search Chair Number of Anticipated Hires


Posting Specific Questions

a) Add a question that you would like the applicants to answer

b) If you would like to “require” that the applicant answer the question in order to

submit their application, click the “required” box

Applicant Documents

a) Select “Optional” to indicate the documents you would like the applicant to

provide with the application

b) Select “Required” to indicate the documents the applicant MUST provide in order

to submit their application.

NOTE: HR will require official transcripts at the time of hire, BE CAUTIOUS not to

“require” at the time of application, applicants may not have a scanned document to load

into the system.

a

b


Posting Documents

a) You have the option to attach documents that you would like to associate to this hiring authorization form

Guest User

* * At this time, the Office of Human Resources is not approving guest users


Search Committee Member

NOTE: As part of the hiring authorization form, you may identify search committee members. Utilizing

the HR system will enable the search committee members to view applicant information and

submit comments/recommendations electronically. Depending on the position, a search

committee may not be necessary. However, if a search committee is required or desired,

members should be identified during the creation of the initial hiring authorization. If a search

committee is not identified at that time, HR will have to assist you in entering the search

committee members into the system.

a) Enter the employee’s first and last name, employee’s email address OR click “search” to view

employees that may serve as committee members.


b) If you would like to have an individual (employee) participate on the search committee but they

do not appear in the search results as approved users, you may request access for this individual by

contacting the Office of Human Resources.

Search Committee Ranking

a) Search Committee members can identify and document evaluative criteria for the search


Funding Source Details

Funding Source Type:

Appropriated Grant Funded

Non-Appropriated

Funding Org: xxxx

xxxxGR (Grant Funded)

Fund Code:

LG (Appropriated)

LI (Non-Appropriate)

5xxxxx (Grant Funded)

Account Number:

1 1xxxxx (Appropriated)

3xxxxx (Non-Appropriated)

Dollar Amount Funded:

Should denote a dollar amount


Summary

a) Review the posting detail for accuracy and completion

b) Submit for approval

b


APPLICANT REVIEW: MOVING CANDIDATES THROUGH THE WORKFLOW Typically, the hiring manager will be responsible for the initial review of applicants. To have

full access to applicant data including the candidate’s application, you should be logged in

as the “hiring manager/search committee chair”. As the Dean/Director or VP/(SVP) Provost,

you will be able to view cover letter and resume, but may be limited, and unable to view the

application.

To review applicants for a particular posting, you must:

1. Click on “Hiring Authorization” tab

2. Select “Staff”, “Faculty”, or “Student” (depended upon the category of the hiring

authorization)

REMEMBER Change your user group to “Hiring Manager/Search Chair”

Change user group


3. a) In the row of the desired hiring authorization, Click “View Applicants” under

‘Actions’, or

3. b) Click the corresponding link to the posting to reveal the hiring authorization

detail, including applicants

a) You may view any attached documents b) You may view the application

3a 3b

a

b

c


c) You may view a bar graph summarizing the answers to the supplemental

questions. You may click links within the graph to identify corresponding

applicants

4. After reviewing applicant documentation, the hiring manager and/or search

chair must indicate the applicant’s next step in the workflow.

**Applicants can be moved through the workflow individually or in bulk.

a) To move in bulk:

* click the box next to the name of the applicants that you would like to

move through the workflow.

Note: This is generally done when you have chosen the

individuals to interview or not to interview

*Select the ‘Action’ button and click on “Move in Workflow”

*Select the ‘new state’ or next step in the process for the applicant


b) To move individually:

*Click on the applicant’s name

*Select the “Take Action on Job Application” button and select the next

step in the process

PLEASE

NOTE

Search committee members should be identified when the hiring authorization

is created.

Search committee members have access to the “Applicant Review” screen for

hiring authorizations that identify them as members of the search committee.

If you did not identify a search committee for the hiring authorization initially,

please contact HR to assist you in setting you committee up electronically.


1. Move the candidate through the workflow by selecting “Recommend for Hire”

and click “submit” when prompted

2. Click “Start Recommendation for Hire”

PLEASE

NOTE

The screen will go back to “applicant review”

Click on the name of the recommended applicant again.


DECISION TO HIRE: STARTING A HIRING PROPOSAL

3. Click the radio button next to the appropriate position that you recruited the

applicant to fill.

4. Click “Select Position Description”


6. Complete the Hiring Proposal form with known information:

particularly salary, supervisor name and campus location

some information will be pre-populated

7. Send for approval through the appropriate workflow action.

Once all departmental approvals have been received, HR will contact the

candidate to initiate the “hiring”. HR will discuss the start date and the salary

(as the department has proposed). Once the candidate has completed all

necessary pre-employment documents and activities (background check, offer

letter, etc.), HR will move the candidate to hire (employee).

The candidate is not to start working prior to the completion of the actions

described above.

IMPORTANT

PLEASE READ


Items requiring approval will appear in your inbox (accessible via the homepage and top right

corner of any page)

There are 3 categories of Approvals:

1) Hiring authorization

2) Hiring Proposals

3) Actions - Personnel Change Notice

Please Note: Fiscal Officers should maintain responsibility for approving these actions.

Each approval requires the fiscal officer to review the information for accuracy

and completeness prior to moving it through the approval process.

1. Under "Actions" corresponding to the job title, Click "View Hiring

authorization"


APPROVALS HOW TO APPROVE A REQUEST

( 1 ) S u m m a r y Provides you with the Hiring Authorization

information and detail

( 2 ) H i s t o r y Provides the history of the form including

individual comments

Example:


( 3 ) Settings

Provides the opportunity to view and change the way the hiring authorization moves through the

workflow.

( 4 ) A p p l i c a nt s This allows you to view applicants and applicant documents once the

position has been posted.

( 5 ) R e p o r t s This allows HR to create

reports from this hiring authorization

(6 ) Hiring Proposals This allows you to see

the status on hiring proposals

Select “Under Review by Department/Committee”

Select “Under Review by HR” for Civil Service

position


GLOSSARY

Concept Description Label

Action The state or process requiring attention and/or an act of doing something (Ex. Establishing a new position, approve, etc.)

Action

Applicant

A prospective employee or visitor to your employment site with credentials to log into the Applicant Portal. Applicant

Applicant Portal Homepage

The label for the link to the landing page applicants sees when they visit the URL for the Applicant Portal. Home

Application

A collection of applicant details, uploaded documents, answers to supplemental questions, etc. that represents an individual applicant's formal interest in a specific posting (job opportunity). Application

Assessment Criterion

A criterion for assessing a candidate’s aptitude or skill in a specific area. Assessment

Criterion

Search Committee A group that scores candidates on assessment criterion. Search Committee

Eligibility List

A list for tracking the candidates that are eligible (using assessment criteria) for a given pool or hiring authorization. Eligibility List

Hiring Proposal

The approval process for hiring an applicant to a hiring authorization. Hiring Proposal

Inbox The area of the user interface that notifies a user of items (Ex. Hiring authorizations, Titles, Users, etc.) that require attention, action, or approval.

Inbox

VP/(SVP) Provost The label for the second-highest level of your organizational tree and your second-highest scope tier. This level represents the largest subdivisions of your organization. Ex. Agency, Location, Campus, etc.

Division

Dean/ Director The label for the third-highest level of your organizational tree and your third-highest scope tier. Units on this tier are subdivisions of units on Tier 1. Ex. Division, Department, Agency, Unit, etc.

College/ Area

Dept. Chair / Dept. Head

The label for the second-lowest level of your organizational tree and your second-lowest scope tier. Units on this tier are subdivisions of units on Tier 2, and the smallest organizational units above individuals. Ex. Department, Division, Team, etc.

Department

Employee The label for the lowest level of the organizational tree and the lowest scope tier. Units on this tier are individuals who belong in the units on Tier 3. Ex. Individual, Personal, Employee, User, etc.

Personal

Chicago State University The label for the highest level of your organizational tree and your

Organization


Concept Description Label

maximum level of scope. This tier (0) represents your entire organization.

Pool A group of applicants that can be referred to various departments utilizing one posting.

Pool

Position Description Detail description of an individual job by specifying duties, knowledge, skills, and abilities defining that job.

Position Descriptions

Position Type A broad category of jobs that you hire applicants into; an employment segment. Ex. Staff, Faculty, Student

Employee Type

Posting An advertisement that a job with your organization is vacant; a job opportunity.

Posting

Profile A collection of details, education level, skills, preferences, availability, etc. an applicant can provide to express interest in employment independent of a specific posting.

Profile

Ranking Criterion An evaluation criterion on which candidates are judged by search committee members.

Evaluative Criterion

Special Handling List A list of applicants that you handle differently from normal applicants. Ex. Veterans, Ineligible for Hire, etc.

Special Handling List

Title

A collection of duties, responsibilities, compensation details, etc. shared by a group of jobs; a classification; a posting template. Ex. Administrative Assistant I, Administrative Assistant II, Police Officer, Police Lieutenant, etc.

Classifications/Titles

User An internal system user (employee) with credentials to log into the User Portal.

User Group

Watch List The area of the user interface that allows users to watch or track the progress of items (Ex. Postings, Titles, etc.) of interest to them. Users can instruct the system to add individual items to their Watch List.

Watch List

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