Transcript PeopleAdmin
PEOPLEADMIN ONLINE FACULTY, STAFF, STUDENT HIRING SYSTEM ONLINE POSITION DESCRIPTIONS ONLINE PERFORMANCE EVALUATIONS Date: May 5, 2011 PeopleAdmin: The Company PeopleAdmin was founded in late 2000 to reduce the cost, risk, and time spent managing human resources for government, higher education, and non-profit organizations. PeopleAdmin released their Applicant Tracking Module in 2001 and over 30 clients adopted the system within the first year. Since that time, the company has continued to expand its product offering, services, and clients base. Today over 600 offices, organizations, and institutions of Higher Education use PeopleAdmin’s on-demand solutions to eliminate manual, paper-based tasks, support HR compliance initiatives, and improve the efficiency and level of service that human resource departments deliver to their customers. SunGard Higher Education has named PeopleAdmin the recommended applicant tracking system for their customers. PeopleAdmin has been SunGard's recommended system since 2004. The PeopleAdmin system is compatible with all HRIS packages including Datatel, Oracle, PeopleSoft, SAP and others. Implementations Fairmont State and Pierpont C&TC were the first institutions in the State of West Virginia to implement PeopleAdmin! The following shows our progress: Faculty/Staff applicant tracking module: January 2005 Student Employment: August 2006. Position Description module: July 2007. Performance Management module: March 2008. Enhanced Hiring Proposal and implemented online Personnel Action Form (PAF): August 2010. Online “New Hire” Staff Appointment letters: November 2010. Integrations Fully integrated between PeopleAdmin and Banner relating to the following types of hires: Student Employment Adjunct/Overload contracts Temporary Appointment for Special Programs InsideHigherEd.com integration Faculty and higher level staff positions are advertised with IHE and uploaded directly to this site automatically as soon as the posting is approved! Our institutions have saved approximately $100,000 in advertising since January 2005! Saving I.T. Resources! PeopleAdmin is being maintained without the need for IT support (with the exception of Banner/PeopleAdmin integrations). Online Position Description Module Hiring Managers and staff employees can view position descriptions anytime/anywhere. Employees or supervisors may begin process of modifying a position description and can see where the request is during each step of the process. Supervisors may begin the process of creating new faculty or staff positions. Requests to fill a position, reclassify, or modify a position description start in the position description module. If we have a request to fill a vacancy, HR creates a requisition (posting) after a position description action is approved. The newly reviewed/modified data from the position crosses over into the posting automatically. DEMO Position Description Module: Adjunct/Overload and Temporary Appt for Special Programs Actions Hiring Managers have the ability to easily create and submit “adjunct/overload” and “temporary appointment for special programs” actions. Hiring Managers start the action and submit directly to payroll. These transactions are completely integrated with Banner. If the transactions set up in this interface clears, the transaction is loaded into the system waiting for the pay period (assigned by payroll) to arrive. If the transaction is rejected, the supervisor receives an email stating exactly what the problem is and contains instructions to contact payroll so that the employee’s pay is not delayed. DEMO Online Job Site Welcoming appearance. Applicants have ability to search by “FSU,” “Pierpont C&TC,” or “student” postings. Simple to apply! View posting, click “apply for this posting.” Complete application process. DEMO Student Employment Students may apply online for positions available campus-wide. Student hiring managers from various areas on campus post their vacant positions, interview and select employees. Student hiring managers create postings from a “template” or from a “previous” posting. Student hiring managers can see if a student has FCWS $ since the following section appears inside the student application (info is directly imported from Banner to the student’s application housed in PeopleAdmin): Student hires are completely integrated with Banner. DEMO Recent Enhancements: Online Hiring Proposal (replaces paper Personnel Action form) Implemented Online Hiring Proposal (Aug 2, 2010) Hiring Managers can now begin a hiring proposal more easily and it has eliminated the paper personnel action form! Online Hiring Proposal ends with “Approved/WV-11 Generation!” As soon as the hiring proposal reaches this status, our budget office receives an automated e-mail letting them know that a WV-11 may be prepared for the state. At the same time, our benefits coordinator receives the same e-mail which gives her all the information she needs to set up a benefits counseling session. DEMO Recent Enhancement: NEW hire e-mail Created “New Hire” e-mail: The following is an automated e-mail that a “new hire” receives which contains important employment information and a link to online employment forms. Dear Mr. Hill: Welcome to Pierpont Community & Technical College! We are pleased to confirm our employment offer and happy that you have verbally agreed upon a tentative hire date of 06/01/2011. If for some reason we do not obtain state approval prior to this date, a representative from HR will contact you. Otherwise, you will report to work in this position on the above referenced hire date. IMPORTANT: In order to expedite the employment process, please click on the following link and print/complete the various employment/tax forms: http://www.fairmontstate.edu/facstaffresources/hr/forms/employee_packet.pdf There is also important information about obtaining a parking permit included in this packet. If you have any questions relating to these forms, please contact the payroll office at 304-367-4818. If you wish to have e-mail and phone usage on the first day of your employment, you will need to meet with payroll prior to beginning work. This will allow time for set up through the Information Technology Department. Department of Homeland Security requires that you complete an I-9 Employment Eligibility verification form in person on or before your first day of work. Work cannot commence until this form is completed. You will be required to present acceptable documentation of identity and employment authorization at that time. To aid you in completing the I-9 process, a list of acceptable documentation is provided. Any delay in completing this form will hinder timeliness of your pay. In addition, the State of West Virginia requires verification of a social security card for employment purposes. If you are being hired as a full time employee with benefits, our Benefits Coordinator, Colleen Roberts, will contact you to schedule a benefits counseling session. Faculty hired for the fall semester will attend a faculty orientation session mid-August. For your information, the health and life insurance company requires a marriage license to add a spouse to your insurance and birth certificate(s) to add dependent children to your insurance. We wish you great success in your new position. Sincerely, Human Resources Recent Enhancement: Online Reports/Letters Created “President Report for the Hiring Proposal (HP)” This report was created for the FSU President’s approval. The report includes important information relating to budget. Created Online Classified Staff Appointment letters (new hires) Since classified staff letters are consistent in their wording, we were able to implement online classified staff appointment letters relating to new hires. HR can just point and click! Created Online Personnel Action Form (PAF) HR and the Academic offices no longer need to create a paper PAF to process full time faculty hires or full/part time staff hires. The PAF is built into the online hiring proposal process. Online Offer Report HR now has access to an online offer report which serves as a guide when making offers. Online Performance Evaluations Staff employees are now able to complete their performance evaluations online. Historical evaluations can be referred to easily by both employee and the supervisor. DEMO Future Plans Eliminate Personnel Action Form by inserting an online PAF tab into the current reclassification actions. Also, create new actions which will allow us to move all transactions done with a paper personnel action form online, including, but not limited to: leaves of absence, resignations, retirements, change of name, etc. Convert our current system to PeopleAdmin Version 7 as soon as PeopleAdmin rolls out the third and final Performance Evaluation module. Integrate all actions submitted via an online Personnel Action form into Banner. This will include, but will not be limited to, full time and part time staff hires, full time faculty hires, reclassifications, leaves of absence, resignations, etc. Keep PeopleAdmin and Banner systems in sync by implementing a regular import/export integration. QUESTIONS? May 5, 2011