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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
3 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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.
4 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
5 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
3. Log in to the HR system
6 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
7 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
8 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
9 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
10 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
11 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
12 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
13 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
14 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
15 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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.
16 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
17 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
18 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
Summary
a) Review the posting detail for accuracy and completion
b) Submit for approval
b
19 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
20 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
21 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
22 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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.
23 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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.
24 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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”
25 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
26 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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"
27 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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:
28 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
( 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
29 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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
30 Office of Human Resources 773-995-2040 website address: chicagostate.peopleadmin.com/hr
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