LOUIE ePOST Navigation – Approver’s Guide

Table of Contents

Introduction ..................................................................................... 1

Accessing the Form .......................................................................... 2

Accessing the Form from a Notification Email .................................. 2

Accessing the Form from your Worklist in LOUIE ............................. 2

Accessing the Form from Pending Approvals in LOUIE ...................... 4

Review the Form .............................................................................. 5

Job Information .......................................................................... 5

Job Posting ................................................................................ 7

Activity & Attachments ................................................................ 8

Actions ........................................................................................... 11

Approve the Form ..................................................................... 11

Request Information/Place the form on Hold ................................ 12

Adding an Additional Approver (Ad-Hoc Approver) ........................ 14

Deny the Form.......................................................................... 15

View Forms .................................................................................... 17

View Form History/Status .............................................................. 19

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Introduction

Overview The automated personnel requisition (ePOST) for a job opening is a function in LOUIE that allows for the paperless transaction of requesting to fill a vacant position, either to replace an employee or a newly created position. The requisition is usually initiated in the home department, and then it is routed for appropriate approvals and notifications. It is finally posted by HR or Equity and Access staff to the NAU Human Resources careers webpage.

Objective To use this LOUIE functionality to collect and record required recruiting information and to track the information through the process.

Transactions The ePOST will be used for all the following employee groups: faculty, administrative faculty, academic professionals, administrators, service professionals, classified staff, and, if desired, temporaries (hourly and salaried). Note: summer faculty and part-time, non-benefit eligible faculty are considered salaried temporary employees. It is not required to submit a requisition for temporary employees, departments may choose to use this tool if they want to post their temporary position on the HR website.

Work Flow When a vacancy needs to be filled, the department initiator enters the required information on the ePOST. When a position number is entered, the current information for that position will populate automatically on the form. The initiator is prompted for only the information required to complete the requisition for a job opening. Once the ePOST is submitted by the initiator, it follows a prescribed approval path based on the type of position being processed. After final approval in Human Resources, the job opening is automatically posted to the NAU Human Resources careers webpage. As the Approver, if you identify changes that need to be made, you can ‘Deny’ the form – this returns the form to the Initiator (this is not a final denial). There is a place where you can make comments to tell the Initiator the changes to be made. Denying the form ensures the appropriate approvals for the final job posting and helps everyone in the process be aware of the correct information.

Approving Forms Please remember that clicking the “Approve” button on the ePOST is the equivalent of your signature and indicates that you attest, to the best of your knowledge, that the information is correct and you approve the transaction moving forward in the process.

Approval Roles Decisions about what approvals are necessary are dependent on a variety of factors (type of employee, funding sources, administrative role, etc.). Approvers will receive an email notification that there is a form that they must take action on. In other situations, an approver may simply be notified that the transaction is happening – but no approval is required. Departmental approval roles are determined in consultation with Human Resources.

Viewing the Status of the Form All those involved in processing a particular transaction can view the progress of the form and know its status at any point in time during the process. They can also view the completed requisition when the process is finished. After reviewing this user guide, if you have any questions about this process, please contact your Employment & Compensation Analyst. If you would like more detailed knowledge about the Initiator actions, please review the information found on our website.

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Accessing the Form

You may access the forms that need your review and approval through any of three options: through a link in the email notification sent to you when the Initiator submits the form, by accessing your Worklist in LOUIE, or by accessing your Pending Approvals in the Recruiting page in LOUIE.

1. Accessing the form from a Notification Email You will receive a notification email that contains a link to the form that needs your review and approval. The subject line of the email notification will say pending your approval. Click the link in the email to open the form. You may be prompted to sign into LOUIE with your regular user ID and password.

You may also receive notification emails that just alert you that a personnel requisition has been initiated – but it doesn’t require any action on your part. Those emails will have FYI in the subject line. You will be able to view those forms in ‘read only’ mode by clicking the link in the email or through the Search Job Opening function explained later.

2. Accessing the form from your Worklist in LOUIE You can also choose to access forms you need to approve by logging into LOUIE and navigating to your Worklist. The worklist is your personal list of items that require an action on your part.

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Once your worklist opens, you can select the form you need to approve.

You can access your worklist by any of these links.

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3. Accessing the form from your Pending Approvals in LOUIE You can choose to access personnel requisitions you need to approve by logging into LOUIE and navigating to your recruiting pending approvals. The pending approvals is a personal list of personnel requisitions that require an action on your part.

Once your pending approvals opens, you can select the form you need to approve.

You can access your worklist by any of these links.

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Review the Form

Please remember that clicking the ‘approve’ button on the ePOST form is the equivalent of your signature and indicates that you attest, to the best of your knowledge, that the information is correct and you approve the form moving forward in the process. When reviewing the form there are three (3) tabs to view.

Job Information

Job Posting

Activity & Attachments

1. Job Information The job information tab will tell you important information regarding the vacant position that is being requested to be posted, including: job title, HR department ID, number of openings, recruiting location, position number, funding source, employee being replaced (if applicable), full or part-time status, regular or temporary status, standard hours, salary range, appointment period, employment period limitations, and posting audience.

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2. Job Posting The job posting tab will show you how the vacancy announcement will appear on the NAU Human Resources Careers webpage. To view the job posting, select the hyperlinked job title in the Job Postings box.

The page that opens will show the individual sections of the job posting. To view the job posting in its entirety, scroll to the bottom of the page and select Preview.

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The Preview function will allow you to easily review the job posting in its entirety. To exit out of the job opening preview, select Return to Previous Page. Do not use your browser’s back button.

Then, select Cancel to exit the job opening page.

3. Activity & Attachments The ePOST may have attachments, such as the A2 – Administrators, Academic Professionals & Faculty Position Recruitment Plan form. To view attachments, select the Activity & Attachments tab.

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You can either view existing attachments or you can add attachments, if necessary. Attachments to be viewed can be found in the ‘Attachments’ box. To add an attachment, simply select Add Attachment and follow the upload instructions. It is important to select Public in the drop-down menu for ‘Audience’, so that others can view the attachment. Be sure to click Save after you have made any changes.

When you are finished with viewing any attachments, click on the Details tab to approve the ePOST.

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Actions 1. Approve the form From the Details tab, you can select Approvals.

If all of the information in the form is correct, you have finished reviewing all the pages, and you are ready to send the information to the next step in the process, please add any comments that are applicable and select ‘approve’. Please remember that clicking the ‘approve’ button on the ePOST form is the equivalent of your signature and indicates that you attest, to the best of your knowledge, that the information is correct and you approve the form moving forward in the process.

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Once you have approved the ePOST, the Approvals Page will show you the status of the form as submitted. The approval path will show your part of the task as completed (your box will be shaded green with a green check mark) and that the form has been passed on to the next level Approver (shaded grey box that shows as ‘Pending’).

Note: The approval routing can change for different employee groups. The routing for Faculty may look different than the routing for staff positions.

2. Request Information / Place form on Hold If you, as the approver, need further information, need to request a change, or need to place the ePOST form on hold for another reason, you can use the ‘Request Information’ function. First, you will need to write your question or comment in the ‘Comments Text’ field. Then, you will need to select Request Information and then click Save.

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Upon clicking ‘Save’, the status of the form will change to ‘On Hold’ and will show that an information request was sent to the initiator. The initiator will receive an email with the information request. The initiator can make changes to the form at any time. If changes are made to ‘trigger fields’ the form will automatically re-route for approvals. See the Frequently Asked Questions (FAQ) webpage for a listing of the trigger fields.

The form will remain on hold until the approver who placed the form on hold takes an action (either approve or deny).

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3. Adding an additional approver (Ad-Hoc Approver) If you determine that an individual who is not included in the pre-determined approval routing should approve the ePOST form, you may add that individual into the approval routing. However, the individual must already have a NAU_HR Req approver role. To insert an additional or ‘Ad-Hoc’ approver, select the + symbol in the job approval path.

You will need to enter the User ID of the individual, or you can use the lookup function. The ‘Ad-Hoc’ approver will show up in the approval path.

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4. Deny the form Using the ‘Deny’ button will stop the approval process and notify the initiator that the job opening request has been denied. This may occur if a job opening is no longer necessary or something changed to make the job opening irrelevant. To deny an ePOST form, please add any comments that are applicable and select Deny.

The approval path will indicate that the ePOST has been terminated.

By clicking the arrow in the job approvals box next to Job Opening, you will be able to see the approval path.

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View Forms You can view forms that are in process of have been finalized by navigating in LOUIE to Recruiting > Search Job Openings

A search menu will open to allow you to search for all ePOSTs you have access to view. Enter any information you have that will narrow the search. Most of the time, you will search by Job Posting Title, Job Opening ID, or Position Number. Note: if you search by position number you will need to include the leading zeros to make it an 8 digit number. For example, 00001234.

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A list of all forms meeting your search criteria will appear. Select the form you would like to view. The form will open, but you will not be able to make changes.

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View Form History/Status Select the ‘Approvals’ tab to get to the form history. The ‘Approval Path’ will show where the form currently is in the approval process. Here you will be able to see the details of who has taken different actions on the form throughout the process. You will also be able to see who can work the form. If there is only one individual in the role, the name will show. If there are multiple individuals in the role, it will read “multiple approvers”. Click the words ‘Multiple Approvers’ to view a list of those who are authorized to take the next action on the form. By clicking on the name of the individual or on ‘multiple approvers’, you will be provided with the phone number and the email address of the authorized approvers.