Various new forms, workflows, and other features were recently launched in PeopleAdmin. A few of the major changes occurred in Position Management (i.e. Orange side of PeopleAdmin) where several new modify position request functionalities were implemented to allow users initiate requests based on specific actions as opposed to the one standard function that served all requests. Another benefit of these changes allows HRS to streamline and allocate resources appropriately to review and approve requests more effectively and efficiently.
New Modify Position Request Functionalities in Position Management:
- Refill – Initiate this modify position request function when you have a vacancy that is in need of being refilled. This includes all standard searches and search waiver requests.
- Job Description Update – Initiate this modify position request function for any change to an employee’s position, with the exception of an FTE or Funding change. This includes requests for salary adjustments.
- Reappointment – Initiate this modify position request function when 1) you have an employee who needs to have there current appointment extended to a predetermined time, 2) a person who has recently been vacated but they need to be rehired for a predetermined time. This includes returning instructors.
- Job FTE Change Only – Initiate this modify position request when the only change you are requesting is a change to an employee’s FTE change. Note: Other tabs on this form can be edited if needed, but please ensure that appropriate justification info is entered in appropriate fields.
- Job Funding Change Only – Initiate this modify position request when the only change you are requesting is a change to an employee’s funding distribution information (i.e. cost center and/or account used to pay for position).
- Vacate – Initiate this modify position request when you are simply ready to vacate an employee from their current position. A effective date is required to complete this request.
Within these new functionalities are revised forms that are structured according to their respective requests. Users will find that there are several tabs that include fields requiring some level of justification for the request. This information is crucial for HRS to be able to have the necessary and additional information needed to process various requests, especially those that are more nuanced. Additionally the justifications can help individual departments/colleges/divisions have a better understanding of various requests, as these requests can be used as the initial conversations for those areas.
Please note that the “Modify Position (DO NOT USE)” function should not be used for any new position requests. The option is still available only because of existing position requests that were initiated prior to the new changes that were launched in PeopleAdmin on June 16. Any new requests that were initiated as Modify Position (DO NOT USE) as of today June 5, will be canceled by HR and the department will be informed to use the appropriate request options listed above.
Lastly, an earlier message was shared regarding the user group prompt feature that asks departments to select a specific individual from the list of available users when taking an action on an item in PeopleAdmin. Please be sure to read that article in full for information on the steps needed to ensure successful transitioning of your items within the system. Please review the original article on updates to PeopleAdmin for more general information on these changes and more also.
