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  4. PeopleAdmin Quick Reference Guide

PeopleAdmin Quick Reference Guide

Modifying a Position Description

  1. Log in to my.untsystem.edu, click the link to log into the PeopleAdmin system using your EUID and password and verify that you are in the Position Management module. If not, click the three dots in the top left-hand corner of the screen to change views.
  2. On the right-hand side, click the User Group drop down and select your user group/user role. Initiator, Supervisor, and Department Head are the only users that can modify position descriptions.
  3. Click on “Position Descriptions” and select the appropriate employee category from the dropdown menu.
  4. Search for and select the position description you wish to update. You may search using the position number (recommended), job title or the name of the person that is in the position, the more search options button may be used to refine your search.
  5. Review all the information to verify if edits are required. If updates are needed, click the “Modify Position Description” link at the top right side of the screen.
  6. Click through each section:
    1. Posting Details – review and edit all required fields, be sure to enter all Job Duties separately by clicking the Add Job Duties Entry button then click Save and Continue.  
    2. Position Documents – you may upload the organizational chart and any other documents that correspond with the modifications being made to the position (example, PIQs, Position Summaries and memos) then click Save and Continue.
  7. From the Summary Page, review the information and if further edits are required you may now make them.
  8. Hover over the “Take Action on Position Request” link at the top right of screen and click the appropriate approve link (position approved, move to supervisor, move to department head) or you may cancel the request. Enter any comments or notes the approvers should be aware of.

Creating a Posting

  1. Log In to my.untsystem.edu, click the link to log into the PeopleAdmin system using your EUID and password.
  2. Verify that you are in the Applicant Tracking System. If you are not in the correct module, click on the three dots in the top left-hand corner to change modules.
  3. On the right-hand side, click the User Group drop down and select your user group/user role. Initiator, Supervisor, and Department Head are the only users that can create posts.
  4. Select the POSTINGS drop down menu and select the type of posting needed.
  5. Click the orange “Create New Posting” button, then click “Create from Position Description.”
  6. Find the description you wish to create from by entering the employee name, job title or position number in the search field.
  7. Click on the desired position title to view it and determine next steps. If edits are required, click on Modify Position Description (this will take you through the requisite approval process). If no edits are required, click on the Create Posting from this Position Description link.
  8. The Organizational Unit information should not be changed, check the appropriate Interest Card Categories and the Accept Online Applications boxes.
  9. Click “Create New Posting” link, review and edit each section - Position Details, Supplemental Questions, Applicant Documents, Guest User, and Search Committee Members. Click the “Next” button on each page to save and move to the following section.
  10. Once all sections have been completed, review the information in the summary page. If further edits are required, click the Edit link to make any corrections.
  11. Hover over the Take Action on Posting link and click Approve (Move to Supervisor). Enter any comments or notes the approvers should be aware of. Once approved, all individuals in the workflow will receive a notification.

Applicant Review

  1. Log in to my.untsystem.edu, click the link to log into the PeopleAdmin system using your EUID and password.
  2. Verify that you are in the Applicant Tracking System. If not, click the three dots in the top left-hand corner of the screen to change modules.
  3. Select Applicant Reviewer from the user group dropdown menu on the right-hand side of the screen.
  4. Click on Postings and select the appropriate employee category. You may search using the posting/requisition number, or the job title, the more search options button may also be used to refine your search.
  5. Click on Postings and select the appropriate employee category.
  6. After selecting the posting, click on the Applicants tab to see the list of candidates.
  7. Select each candidate, one at a time by clicking on their name. You will then be able to review their application and all their documents.
  8. Hover over the Actions button and click on Select (move to Under Review).
  9. For any candidate not selected, a reason must be designated.
  10. As you continue the review process, you can either take the candidate out of the workflow (reason required) or move them to the next stage of the process (phone screen, interview or finalist).
  11. Once a final candidate has been selected, their status should be changed to “Recommend for Hire.”
  12. All other applicants must then be properly dispositioned
  13. When a candidate has been selected for hire and all others have been dispositioned, the Applicant Review’s task is complete.

Hiring Proposal

  1. Login to my.untsystem.edu, click the link to the PeopleAdmin system and log in with your EUID and password. Click on Postings and select the appropriate employee category.
  2. Verify that you are in the Applicant Tracking System. If not, click the three dots in the top left-hand corner of the screen to change modules.
  3. On the right-hand side, click the User Group drop down and select your user group/user role. Initiator, Supervisor, and Department Head are the only users that can start the hiring proposal.
  4. Click on Postings and select the appropriate employee category.
  5. Search for and select the desired posting. You may search using the posting/requisition number, or the job title, the more search options button may also be used to refine your search.
  6. After selecting the posting, click on the Applicants tab.
  7. Click on the applicant’s name (workflow
    state should be Recommend for Hire).
  8. From the Applicant Summary page click on the Start ATS Hiring Proposal link.
  9. Enter the recommended salary, start date, and all other relevant information, then click “Next.”
  10. If necessary, upload and relevant documents and click “Next.”
  11. Review the summary and make any additional edits. If no edits are required, hover over the “Take Action On Hiring Proposal” link and click “Approve,” and enter any relevant comments or notes.
  12. Once the approval is routed to Talent Acquisition, the offer letter will be generated and the supervisor will be asked to verify that the information is correct.