PeopleAdmin:Eastern’s New Position Requisition & Job Applicant System – Easy Step-By-Step Guide For Supervisors & Managers

Part A: Position Requisition Process

A: New Users - Getting Started - 4 Easy Steps :

1. Send your HR Associate an email advising that you’re getting ready to use PeopleAdmin for the first time. This allows HR to make sure you’re already entered as an authorized user…and if not, to take care of that! Once you get confirmation back from HR, you’re ready to proceed.

2. Log in to People Admin:1. https://jobs.hr.ewu.edu/hr 2. User name: first initial+last name. If your last name is less than 5 characters, then use extra

letters from your first name so that six characters are entered; examples: Sally Park’s user name would be sapark; Ralph Chu’s user name would be ralchu.

3. Password: same as user name for initial login; you will be prompted to change your password. 3. Update your user account to select the types of email notifications that you would like the system to

automatically send to you (“Email Notification Group”) about the progress or status of your requisition and subsequent recruiting activity. Later on, if you realize you want more or fewer system generated notifications, you can easily modify this setting.

4. Assemble your documentation – here’s what you will need:1. Job Description – required – preferably in Word format to allow you to easily cut and paste into

the system. Review Attachment 1 for an example of a job description format that is compatible with PeopleAdmin. Make any necessary changes/updates to the departmental job description. If your changes are extensive, be sure to send to your HR Associate for review, and to make sure the job is still properly allocated (i.e., correct job title).

2. Performance Expectations (for classified staff) or Goals (for administrative staff) – required for classified staff. Remember: the administrative annual appraisal system rolled out in 2008 includes a section for supervisors to identify goals that their administrative staff must meet by June 30th of each year. New administrative staff should be given their goals within 30 days of joining the department.

3. Essential Functions Analysis – required – contact HR to verify whether or not we have an updated copy on file; if so, we can send that to you for your use during the requisition process.

4. Memo explaining why the position is needed – typically required during a hiring freeze. 5. Organizational chart – optional, but extremely helpful especially if the position supervises either

classified or administrative staff.

B: Generate a Position Requisition – 10 Easy Steps: (Not counting the sub-steps!)

Before you begin, be sure you have all of the documentation on hand as described above, including the template described in A.5. (if you used/completed the template). You will cut-and-paste from your job description into the system; other documents will be attached electronically.

Step 1. Login to PeopleAdmin. Step 2. In the left sidebar, under “Position Description,” click on “Begin New Action.” Step 3. In the center of the page, click on the link for “Start Action” immediately under “New Position

Description.” The following screen will appear which shows all of the remaining steps (located under each ) needed to generate a position requisition:

Step 4. Select the “Proposed Classification.” a. Click on the drop down link for Classification Title, scroll until you find the correct title, then click

to select. Please note that this drop down lists the “official” classification titles either defined by Washington DOP (for classified jobs), plus all of the pre-existing administrative titles created by Eastern through the TRM analysis. Later on, if desired, you will be able to specify a preferred working title. Then click the Search button.

blue tab

b. The screen shown at the right appears. Skip thelink for “View Summary,” as it only provides minimal standardized information. Click on “Select and Continue.”

c. On the next screen, notice the button towards the bottom, “Save and Stay on This Page.” It’s a good idea to click this every time it appears.

d. After saving, click “Continue to Next Page.” The system will move you to the next tab, This tab will not be useful for the six to twelve months or so. Its purpose is to allow you to copy job descriptions loaded into the system. However, since there are no pre-loaded job descriptions, there is nothing to copy.

e. Click on the next tab,

Step 5. Fill out all of the fields under Position Details. Use your Tab key to move from field to field:a. Working Title – optional, but very helpful for

classified staff positions where numerous employees hold the same basic title (i.e., Secretary, Program Coordinator, etc.)

b. EWU Position number – required if this is a replacement or redefinition of an existing position; leave blank if you’re requisitioning a brand new position.

c. Job Summary/Essential Functions – required – provide a brief description of the key responsibilities of the job (perhaps 2 to 6 sentences or bullet points). Note – this field was mis-labeled by PeopleAdmin…this is NOT where you will indicate the essential functions for the job!

d. Previous incumbent – required if there was an incumbent.e. Date vacated – ditto.f. Minimum Qualifications – required – see below for examples of how to format qualifications for

a classified position and for an administrative job:Classified: Administrative:

MINIMUM QUALIFICATIONS: ® Required Qualification #1® Detail #1 from DOP Qualifications ® Required Qualification #2® Detail #2 from DOP Qualifications ® Required Qualification #3 (and so on)

POSITION SPECIFIC REQUIREMENTS:® Requirement #1® Requirement #2 (and so on)

Copy Position

Position Details

Note for Classified Positions, that you will also enter unique position specific requirements into Minimum Qualifications (if any), following the format shown. For example, if the selected candidate for your position must be bi-lingual, must offer the ability to travel, must have a license, must have a greater number of years of experience beyond the DOP definition, etc. – here is where you document those details.

g. Preferred Qualifications – optional.h. Location – optional – keep it simple! For example: Cheney Campus, Riverpoint, Eastern’s offices

on the Bellevue Community College campus, School of Social Work offices in Everett, Washington, etc.

i. County – optional – but useful, especially if the position is not located in Cheney or in Spokane.j. Work Schedule Type – required for classified positions, optional for administrative positions. For

classified, choose “Regular,” as long as the position is 100% time, and will work a “5 by 8” type schedule. Part time positions, “4 by 10” schedules, schedules with different hours worked on different days – these are all “Alternate” schedule positions. Do not select “Floating” without consulting with Human Resources!

k. Work Schedule – optional, but strongly recommended for any position required to work hours other than 8am-5pm, Monday-Friday. This is also where you should indicate needs/frequency of overtime. For example: 8am-5pm, Monday-Friday, plus occasional evening hours for special work events related to student recruiting. Position will be expected to travel several times a year to attend multi-day conferences.

l. Project Description – required if a grant/contract funded position (enter the name of the grant or a brief description).

m. Project Duration – required if a grant/contract funded position (enter a brief description, such as: “Grant renews annually on 6/30 each year, with a track record of over ten years of successful grant renewals.”

n. % Full Time – required.o. Term of Appointment – required – indicate the number of months worked each year.p. Approval notes – optional – just a place to note any special you (or HR) needs to know about

who will need to approve the requisition.q. Department – required – use the pull down menu and select accordingly.r. Department Users with Access – required – who gets to see the requisition as it winds its way

through the system? Use the pull down menu and select accordingly.s. Contacts – optional – strongly recommend listing simply “Human Resources,” because do you

really want to get all those phone calls from the applicants?!?t. Contact Phone, Email, Fax – optional fields – strongly recommend that you leave these blank.u. Salary / Wage Range – this will be supplied by the system.v. Funding Type – required – check the appropriate box (or boxes).w. If ‘Other’ Funding Type, enter source – optional – complete with the name of the grant or

contract, if relevant.x. Index Code – required.y. Account Code – required.z. Comprehensive Budget Level – LEAVE THIS BLANK!!! This field will be completed by Budget!!!aa. Justification for Position – required during a hiring freeze; strongly recommended completing

this field whenever you’re creating a new position (whether or not we’re in a hiring freeze).bb. Background Check (Access to Funds or other items of value) – required – select “Yes.”cc. Background Check (Unsupervised access…) – select “Yes” or “No” – whatever is appropriate. If

the position interacts with students, the answer should be “Yes.”

dd. Expected Salary – optional – strongly recommended if your budget for the position will only allow you to offer up to a certain level. If you complete this field, always express this as a range; for example: “$30,000 up to $34,000 DOE/DOQ.”

ee. Action Number – leave blank – will be assigned by the system.ff. VERY IMPORTANT – click “Save and Stay on This Page,” then click on “Continue to Next Page.”

You’d hate to lose all that date you just entered…so be sure to click “Save…” before proceeding!

Step 6. The tab can be skipped, unless the position has more than one index code that its salary will be charged to. If this is relevant, click on the “Add New Entry” button, and fill in the requested information, including the percentage of time that should be charged to the additional index code. Then save, and click on “Continue to Next Page.”

Step 7. You are now under the tab. For this step, you will want a Word version of the job description open for cutting-and-pasting into the system. If you don’t have a Word version available, you will simply type in the job duties text where indicated below. You will add responsibilities/duties one at a time. To begin, click on “Add New Entry.” a. Enter the percentage of time for the first responsibility.b. Then, on the next line down, click either the “Yes” or “No” bubble to indicate whether or not the

responsibility is an essential part of the job. If it is, click “Yes”!c. Tab to the Responsibility text box.d. Then cut and paste the duties for the first responsibility from your Word version of the job

description. *Note: the system does not recognize “bullet” points in your Word version of the job description; if you want to use bullets, use the lowercase letter “o” or some other symbol such as “>>” **Note: if you don’t have a Word version of the job description, just directly type the job duty information into the Responsibility text box.

e. When the first batch of duties have been entered, click on “Add New Entry” again. System will display the duty/duties you’ve entered, and the percentages of time. It will provide you with the option to view, edit, or delete.

f. Click on “Add New Entry” again to add the 2nd responsibility or duty, and continue as described above until all the duties have been added.

g. When all the duties and percentages have been entered, click on “Save…” and then click on “Continue to Next Page.”

Step 8. You are now under the tab. Here is where you’ll attach other required documents, as well as any optional documents:a. Advertising copy – optional – if you want your position to be advertised with specific language,

please attach that information. Alternatively, if you would like your HR Associate to develop the advertising copy, we can do that for you.

b. Memo – optional – a memo justifying the position may be needed in order to more fully explain why the position is essential for critical operations and/or to fulfill grant/contract obligations.

c. Organizational Chart – optional – but very useful if the position has supervisory responsibilities for classified or administrative staff.

Funding

Proposed Job Duties

Supplemental Documentation

d. Essential Function Analysis – required – contact your HR Associate to determine whether we have this on file, and whether the document is up-to-date.

e. Performance Expectations – required for classified staff. Contact your HR Associate for samples. This field can also be used for administrative positions for one or two different purposes: (1) to identify the specific goals the position must fulfill by June 30th, and/or (2) to identify specific performance criteria that must be met outside of the performance goals.

f. Click on “Save…” and then click on “Continue to Next Page.”

Step 9. You’re almost done – really!! You are now under the tab. The fields to be completed are as follows:a. Requested Posting Date – optional – of course, any date you request is subject to modification

based on how long approvers take to electronically approve the requisition request.b. Requested Closing Date – optional – must not be less than seven days after the requested

posting date.c. Anticipated Start Date – optional.d. Optional Applicant Documents – well, these are optional options! There are system defaults to

be corrected:i. First, check “Clear All.”

ii. Then check “DD2-14 Form” to show that as an optional document.iii. In most cases, do not check any other documents as “optional.” Only the DD2-14 should

be checked.e. Required Applicant Documents – check the following as requirements: Resume and Cover Letter.

Do not check anything else unless you really intend to require each and every applicant to submit the document.

f. Special Instructions to Applicants – there are two primary uses for this field:i. We STRONGLY RECOMMEND that you enter the following statement in this section:

Your cover letter must describe how you meet each of the qualifications for the position. The preferred format is to provide the information in a bulleted list within the body of your cover letter.

ii. If you checked “Other Document” under Required Applicant Documents, then please explain what that is in this field. For example, if you want to see transcripts (which is not provided as a default to select under either Optional or Required Applicant Documents), then check “Other Document” and provide the explanation in the Special Instructions field. For example: College transcripts are required as part of this application process.

g. Application Types Accepted – required – leave the default check in place for “Classified & Administrative Exempt Applications” – unless, of course, you are hiring for a faculty or student position.

h. Advertising media – default options are provided – optional – leave them all unchecked if they don’t apply.

i. Other Advertising Sources – if you want your position to be posted on Craig’s List, on a trade website, specialty publications, etc., here is where you list those sources. Please list one or more locations for diversity advertising. If you need assistance in identifying diversity locations, please contact your HR Associate.

Requisition Form

j. Index Number for Recruitment Advertising – required if you are requesting paid advertising.k. Search Chair – optional – consider leaving this blank…otherwise, the Search Chair may be

inundated with applicant phone calls!l. Click “Save…” and then “Continue to Next Page.”

Step 10. Review the Position Details shown at this point. Click the “Edit Information On This Page” link at the top as necessary. If you want a printout, click “Printer Friendly Version,” and print the page. Then:a. Check the appropriate “Action Status” and click on “Continue.” The most common choices for

“Action Status” are as follows: Save Action Without Submitting (It is strongly recommended that you choose this status to

begin with, because you can then contact your HR Associate and ask the Associate to login to review all of the information you have entered, before submitting it for approval).

Send Action to Level 2. The system will forward the position to your manager for review and approval.

b. After making your selection for “Action Status,” click on “Continue.”c. System will prompt you to either “Go Back” or to “Confirm” – click accordingly!

Congratulations! You’ve just initiated a Position Requisition through Eastern’s PeopleAdmin system!

After a Level 1 Manager “submits” the request through PeopleAdmin, the system will route the requisition to all necessary parties for electronic review and approval, in the following order: the Level 2nd manager, Human Resources, AA/EO review by Gayla Wright, the applicable VP, Dr. Arevalo, Grants (if a grant funded position), Budget, and back to Human Resources.

Once HR receives system notification that a requisition has been approved and is ready for action, your HR Associate will contact you to discuss recruitment. Please call your HR Associate at any point in the process if you have questions or concerns, or need assistance with the system.

Note that you can check on the status of your requisition as it electronically winds its way through the approval process. Here’s how to do that:

1. Log in to People Admin: https://jobs.hr.ewu.edu/hr2. Under Position Descriptions, click on “Search Actions”3. Fill in as many fields as necessary to narrow the search, then click the “Check All” link, then click “Search” 4. System will display a “View Actions” table that lists the actions in process. Note the “Status” column –

this tells you where the requisition is within the process.

Attachment 1: Job Description Format

Note: This format was designed to match the structure of PeopleAdmin. If you update your paper job descriptions to match this format, you will more easily be able to cut-and-paste from your job description into the PeopleAdmin system. See the next page for an example job description for the classification of Secretary Senior. Note that this format applies to both classified and administrative jobs. “Classification” for an administrative job is its “TRM” title – the title we input into Banner HR/Payroll.

Department ABCJob Description

Classification: Class Title (Class Code – Salary Range)Working Title: Working Title Percent/Term: 100%, 12 monthsDepartment: A B CSupervisory Duties: List the types of positions supervised, if any, or state “None”Position Reports to: Title of Supervisor

KEY RESPONSIBILITIESInsert 2 to 6 sentences summarizing the key responsibilities of the position.

MAJOR DUTIES AND RESPONSIBLITIES

Note: Essential Duties are noted as (E)40% AAAAAA (E)20% BBBBBB (E)15% CCCCCC (E)15% DDDDD (E)10% EEEEEE

SUPERVISORY RESPONSIBILITIESProvide a brief statement to describe the level and type of responsibilities. If the position functions as a Lead, then make that distinction here. If the position only gives periodic direction, then state that here.

QUALIFICATIONS

Minimum Qualifications: AAAAAA, and BBBBBBPosition Specific Requirements: CCCCCC DDDDDPreferred Qualifications: EEEEEE FFFFFFF

Note a key requirement of PeopleAdmin’s requisitioning process: you must indicate the percentages of time spent on assigned tasks. Percentages must add up to 100% (applies to both full time and part time positions. If the position’s “old job description” listed numerous individual tasks (more than 8 or 10), then it is strongly recommended that you cluster tasks into groups and assign percentages to the clusters.

Updated by: Fname Lname Date of Last Update: MM/DD/YYYY

Date Prepared: 02/28/2009Working Title: Super Secretary Extraordinaire Classification/Code/Range: Secretary Senior (00100T, R33)Percent/Term: 100%, 12 monthsDepartment: A B CSupervisory Duties: N/APosition Reports to: Department Chair

KEY RESPONSIBILITIESThis position performs complex secretarial duties in support of the Department Chair, faculty and staff, including planning, organizing and prioritizing work; monitoring department budgets; handling travel arrangements for the department; handling conference arrangements and logistics; record keeping and file maintenance; coordinating office operations; giving direction to student and hourly employees; and, in general, initiating action to ensure individual and department tasks/goals are met.

MAJOR DUTIES AND RESPONSIBLITIES

Note: Essential Duties are noted as (E).

30% (E): Format transcription from rough draft or notes; compose and/or keyboard letters, meeting notices, and agendas; perform complex word processing tasks; proofread material ensuring final materials are complete, accurate, and properly formatted; compile and produce brochures, fliers, reports, test materials, evaluations, and other documents;

15% (E): Use Banner to develop and maintain records; use departmental databases to update and maintain information; establish and maintain electronic or manual files; retrieve requested materials/information; update department website as directed;

15% (E): Answer telephones, and receive, screen and refer visitors; resolve problems and respond to inquiries; refer non-routine inquiries to supervisor or other university staff;

10% (E): Maintain, monitor, and evaluate department budgets; process requisitions, invoices and payroll paperwork (timesheets and PAFs); identify problems and initiate corrections after review with supervisor; use spreadsheet software to prepare budget reports

10% (E): Develop travel itineraries; make arrangements including complex travel logistics; assist with planning and coordinating conference arrangements and logistics; travel and attend multi-day conferences twice each year to provide on-site support; compile final travel expense reports;

10% (E): Establish office procedures and standards; develop priorities in conjunction with supervisor; maintain records of incoming/outgoing correspondence and documents; order supplies, equipment, printing, and arrange for equipment maintenance and repair;

10% Represent supervisor and department in supervisor’s absence; relay messages and instructions from the supervisor(s) to others; provide information related organization and operation of the department; respond to inquiries and provide standard information about departmental policies and requirements, and refer students to appropriate staff or faculty; keep supervisor’s calendar(s) up-to-date, make appointments, schedule and arrange meetings; take minutes as requested

Department of ABCJob Description

SUPERVISORY RESPONSIBILITIES

Position will give periodic direction and/or check the work of student workers as delegated by supervisor.

QUALIFICATIONS

Minimum Qualifications: High school graduation or equivalent and Two years of increasingly responsible office experience requiring keyboarding or typing

Position Specific Requirements: Advanced computer skills to include: Word, Excel, Access, PowerPoint, Banner, FileMakerPro, desktop publishing

and graphics software; candidates selected for interview may be tested Work experience planning and coordinating arrangements and logistics for large conferences (at least 100

attendees); ability to attend conferences twice each year to provide on-site logistics support, involving multi-day trips

Preferred Qualifications: Experience updating department web pages AA/AS degree or equivalent