Transcript EPS Monthly Staff Meeting March 19, 2009

Postdoc PeopleSoft Web Forms
Campus Readiness
Department Managers Meeting
School of Humanities and Sciences
Rania Sanford, Ed.D.
Assistant Dean
Postdoctoral Affairs
Office of Postdoctoral Affairs
February 23, 2011
Agenda
• Why Do This?
• Current Process Overview and Its Issues
• Scope of Project
• Impact on Users:
• Workflow Roles
• Training Requirements
• Questions
Office of Postdoctoral Affairs
February 23, 2011
Why Do This? Current Process
1. Paper Forms and Template letters to appoint, extend, end
or note changes in appointments (PIs, funding, locations)
2. Administrators prepare PDF of the paperwork
3. Administrators send PDF by email to an group email
inbox: [email protected]
4. No loop closure. Issues communicated back by email.
Administrators, faculty and postdocs not knowing when
paperwork will be completed.
Office of Postdoctoral Affairs
February 23, 2011
Why Do This? Issues
1. Insecure handling of protected private information
2. Inefficiencies
• Incomplete paperwork
• Incorrect paperwork
3. Workflow
• Status of transactions
• Notification to postdocs
• Tracking of problems
Office of Postdoctoral Affairs
February 23, 2011
Project Scope, includes
1. Web Forms and interfaces to support all Postdoc administrative
processes and system notifications
2. Document upload, storage, and management features to support
submission and management of required documentation in electronic
format
3. Tracking of current processes and of upcoming end dates of
appointments, provisional appointments and other appointment holds
4. Tracking of International Activity for postdocs
5. Migration of historical data from OPA’s Filemaker database
6. Queries to support meaningful searches on Postdoc data within the
PeopleSoft system
Office of Postdoctoral Affairs
February 23, 2011
What Does It Mean For Common Tasks?
1. New Appointments
• Administrator starts the appointment process online.
• Postdoc enters his/her data. Uploads diploma, CV, external funding
letters…
• Administrator enters department/appointment data. Uploads any
other necessary documents.
• Faculty Mentor/PI approves online
• Chair/Proxy/Department Manager reviews and approves
• Offer Letter generated online. Accepted online by postdoc
• Packet received and reviewed online by OPA
• Upon Approval, Postdoc Record (EMPLID) is created in PS
2. Appointment Changes, and Leaves of Absence: submitted online.
3. At any time, administrator can query PS to search a particular transaction
or a group of transactions
Office of Postdoctoral Affairs
February 23, 2011
Impact on Users – Workflow Roles
• Administrator (Admin Entry - required): entry of
appointment information. Can be Administrative
Associate in the lab.
• Primary job:
• gather documentation, review documentation and
appointment information.
• Submits information for review, approval and processing.
• Required knowledge:
• Standard policy and procedures of postdoctoral
administration at Stanford.
• PeopleSoft User Interface.
Office of Postdoctoral Affairs
February 23, 2011
Impact on Users – Workflow Roles
• Coordinator (optional): review of AAs submissions
when multiple Admin Entry roles exist within one
department.
• Is typically a Student Services Manager in large departments.
– Primary job is to review documentation and appointment information
for adherence to university and department policy.
– Catch and address issues and mistakes before Department Manager or
Chair Approval.
– Provide information to OPA supporting of any exception requests or
unique situations.
– Required knowledge:
• Standard policy and procedures of postdoctoral administration at
Stanford.
• Non-Standard Policy and procedures. How to handle and manage
exceptions and unique situations.
• PeopleSoft Interface.
Office of Postdoctoral Affairs
February 23, 2011
Impact on Users – Department Approvers
• Sponsoring Faculty Member must approve online
before process can proceed.
• Chair/Proxy/Manager Approver (required):
signs-off
on Department commitment to appoint a postdoc. Faculty member
has the funding, has the project(!), term of appointment, offcampus work locations, teaching arrangements.
This step creates the Offer Letter.
Some Common Issues: Salary equity; funding source
doesn’t exist; statements made in offer that are not
implementable or are non-compliant with policy:
visa-related; salary-related; against policy; Conflict
of Interest
Office of Postdoctoral Affairs
February 23, 2011
Impact on Users – Training Requirements
• For Administrators – all of the following:
1. PeopleSoft Concepts and Compliance (online)
2. PeopleSoft Postdoctoral Administration:
• In-class attendance required pre GoLive (3
sessions to-be-scheduled)
Post GoLive--UPK and Online Training Modules
Drop-in Lab Sessions
Quarterly Policy and Procedures Class
Office of Postdoctoral Affairs
February 23, 2011
Next Steps for Department Managers
1. Assign and communicate roles in your
organization:
–
–
2.
3.
4.
5.
6.
Admin Entry
Coordinator?
Determine Chair/Manager Approver
Identify Back-ups for each role
Submit information to the OPA
Communicate change to Faculty
Sign your staff’s certification and request
authority before our Go Live date
Office of Postdoctoral Affairs
February 23, 2011
Questions?
H&S OPA Staff:
Tammy Wilson, Assistant Manager
helpsu.stanford.edu
Office of Postdoctoral Affairs
February 23, 2011