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PeopleAdmin Upgrade

New enhancements were added to People Admin (PA) that impact the hiring process for all departments. There are four main changes with this update:
  1. Conditional job offers must be offered to and accepted by candidates before pre-hire checks and hire can occur.
  2. After a Hiring Proposal form is created, the selected candidate will log back into PeopleAdmin to complete a 2nd step application and provide their personal information that will be used to initiate the Hire ePAF. This is a more secure, efficient way to gather personal information. The information provided by the candidate will feed from PA to the ePAF.
  3. Integration from PA to PeopleSoft now occurs once per hour at the top of the hour.
  4. Departments now request pre-hire checks, including criminal background check, drug screen, and education verification, on the Hiring Proposal form in PA, instead of through the JIRA ticketing system for all job postings. The information now feeds from PA to Certiphi - the University's vendor who processes all pre-hire checks.

Benefitted and Non-Benefitted Job Posting Cleanup:

Thank you for the work you have completed in voluntarily closing out older postings in anticipation of our PeopleAdmin upgrade. Starting in December 2023 we will be conducting a thorough clean-up of outdated job postings on People Admin to ensure our job postings remain compliant, updated relevant and to enhance the recruitment process for both the hiring manager and applicant. UHRM will be automatically closing any active benefitted staff and non-benefitted staff job postings older than 2 years on December 28, 2023.

This process aims to enhance the candidate's and hiring manager's experience and also helps ensure accurate representation of our current available positions. Right now, our current goal is to close all active job benefitted and non-benefitted staff postings older than 2 years and evaluate any active or closed benefitted and non-benefitted staff postings older than 1 year. This action is part of our commitment to maintaining an accurate and up to date representation of available positions within the University of Utah. Please make sure that as your departments fill, close, cancel, and repost positions that you are working with your HR Contact to update both the postings and candidates through the proper workflow.

Between now and December 28th, 2023 please work with your HR Contact to do the following:

  1. Review any existing job postings for your department. In particular we’d like to focus on active job postings older than 1 year.
  2. Update any job postings with the correct workflow status (Closed, Cancelled, Filled, Posted) Please do not send email notifications to candidates for jobs older than 1 year.
  3. If possible, move applicants through the designated workflow. (hired, interviewed, etc.) Please do not send email notifications to candidates for jobs older than 1 year.

PeopleAdmin Information:

 

Recent email communications about the upgrade.

Subject line: Enhancements Coming to PeopleAdmin… And We Need Your Help

Content:

Good News: Enhancements are coming to PeopleAdmin impacting staff, student, and faculty job postings…

Here's what will be new and is anticipated in May 2023:

  • Send data from PeopleAdmin to PeopleSoft faster.
    • The data integration from PeopleAdmin to PeopleSoft will increase from twice daily to once an hour (:00 of every hour.)
  • Start background checks, education verifications & drug screenings faster directly from PeopleAdmin.
    • Start Certiphi background, education verifications and drug screenings immediately from PeopleAdmin, eliminating the JIRA process for posted positions.
    • Additional background check and education verification options.
  • New employee personal information collected directly and securely in PeopleAdmin

…and we need your help.

In preparation for these changes, please start looking at all open postings for your department in PeopleAdmin and finalize any hires. When the enhancements are made to the system, PeopleAdmin will deactivate all existing Benefitted Staff, and Non-Benefitted Staff postings that have been active six months or longer. Be strategic in the timing of any new postings. If postings can wait until after the upgrade, it is advisable to hold off.

Watch for more communications as we get closer to May with more details about the enhancements and when you will see them in PeopleAdmin!

Subject line: PeopleAdmin upgrade coming soon on Monday, October 30, 2023!

Content:

PA Upgrade 2023:

We're pleased to announce that the PeopleAdmin upgrades will finally launch in 3 weeks, on Monday, October 30, 2023! The primary 4 updates to the system are:

For staff positions:

  1. Conditional job offers must be offered to and accepted by candidates before pre-hire checks and hire can occur.

For all position types:

  1. Candidates will log back into PeopleAdmin to complete a 2nd step application to provide all personal information needed for the Hire ePAF.
  2. The integration from PeopleAdmin to PeopleSoft will occur every hour.
  3. You will request pre-hire checks (criminal background checks, drug screens, and education verifications) in PeopleAdmin, on the Hiring Proposal form. You will not use JIRA to request pre-hire checks for posted positions anymore, only for hires without a job posting.

Other important information

  • New Education Verification options will be available on the Hiring Proposal form and need to be completed when hiring a Faculty member and when hiring a Staff member into a position at the level of Director or above and/or at a pay rate of $100k or higher.
  • When the upgrade is completed, UHRM will coordinate with PeopleAdmin and hiring departments through the end of 2023 to deactivate all existing Staff and Academic Non Faculty job postings that have not been active for six (6) months or longer.
  • The new Hiring Proposal form will have some new fields and some required fields that were optional on the old Hiring Proposal form. Therefore, it is important that you complete all the steps listed below to ensure you won’t experience challenges the next time you hire someone.

Your needed steps to prepare:

  • Ensure all Postings are at the correct and most current workflow state, prior to 5:00 pm on Friday, October 27:
    • If you have any Postings that are still at a "posted" workflow state (eg Posted, Posted Internal to University, or Posted Internal to Department), but you are no longer seeking applicants, please move those to the workflow state of "Closed."
    • If you have any Postings in the workflow state of "Closed," but you have already made a job offer that was accepted, please move those to the workflow state of "Filled."
    • If you have any Postings where you do not intend to make a job offer to anyone in the pool of applicants, please move those to the workflow state of "Cancelled."
    • Create any Hiring Proposals based on current Posting by no later than 5:00 pm on Friday, October 27.
  • Then pause any new Postings or Hiring Proposals between 5:00 pm on Friday, October 27th and 8:00 am on Monday, October 30th.
  • If on/after October 30 you have a Hiring Proposal get "stuck" because of the new and newly required fields, please coordinate with your HR Analyst for a resolution.
  • For those of you who have an Embedded HR Analyst, please coordinate with them on all preparations.

For more information:

  • HR and the Office(s) for Faculty will hold virtual "Town Halls" shortly before and after the upgrade date, to demo the changes and answer questions. Dates and invitations for specific sessions will be sent soon!
  • Attached here is the email we sent out in the spring.
  • For additional details, training video, training guide, and FAQs, please visit our PA Upgrade webpage.
  • And as always, feel free to reach out to the HR team members assigned to assist your department.

Thank you! - University Human Resource Management

Subject line: PeopleAdmin Upgrade in 2 weeks!

Content:

PA Upgrade 2023:

With only two weeks until the upgrade, we ask that you continue to close out old Postings and finalize current Hiring Proposals. We’d also like to provide you with an overview of what will look different and the new steps you (hiring departments) will be required to take in the system after the upgrade, specific to Staff position types (Benefited Staff and Non Benefited Staff):

Changes to your view (department admin user role) and actions on Staff Applications:

  • Pre-upgrade, there was a workflow state called "Move to Recommend for Hire." Now there’s a workflow state called "Move to Conditional Offer Issued."
  • When you select this workflow state, you will be required to type in the date that the conditional offer was made to the candidate.
  • Next you will move the Application to a new workflow state called "Send to Collect Additional Information." That will trigger an email to the candidate to log back into the system to provide the information needed for the Hire ePAF. You will receive an email when the candidate has completed this step.

Changes to your view (department admin user role) of and actions needed on Staff Hiring Proposals:

  • When you are ready to create the Hiring Proposal, you’ll select the new workflow state called "Submit (move to Recommend for Hire – MUST click on ‘Start Hiring Proposal’ link."
  • When the Hiring Proposal form displays, you will see several new required fields, including:
    • Conditional Offer Acknowledgement
    • Conditional Offer Issued Date
    • Conditional Offer Accepted Date
    • Education Verification Acknowledgement
    • Screening/Verification Requestor
    • Screening/Verification Package
    • Screening/Verification Chartfield
  • After you’ve completed the form, you will have several workflow state options.
    • Two new workflow states are related to the Offer. You may use these if you want to document the offer letter process and/or upload the offer letter to the Hiring Proposal:
      • Move (move to Create Offer)
      • Offer Accepted (move to Offer Accepted)
    • Just like before the upgrade, the final workflow state you will move the Hiring Proposal form to is "Move to HR Pre-Hire Checks."

For more detailed information and training, we encourage you to review the Training Guide and also register for one of our Town Halls:

Town Halls:

These are an opportunity to see a demo of the new functionality for Staff Postings and Hiring Proposals and to ask questions. Each session will run 45 minutes. Here are the dates and registration information:

For more information:

 

  • For additional details, training video, training guide, and FAQs, please visit our PA Upgrade webpage
  • As always, feel free to reach out to the HR team members assigned to assist your department:

 

We hope to see you at one of these sessions! Thank you!

Subject line: Required actions to prepare for PeopleAdmin Upgrade

Content:

PA Upgrade 2023:

We have two important updates regarding the upgrade:

  1. PeopleAdmin will start the transition at 10:00 am on Friday, October 27, so some functionality may not be available on that day
  2. All features of the upgrade may not be fully implemented until Tuesday, October 31

Therefore, to ensure your pre-hire check and hiring process go smoothly with the upgrade, please take these steps this week, or coordinate with your Embedded HR Analyst:

  • If your department currently has any active Hiring Proposals that are still in process and the Hire has not yet been finalized:
    • Please work to get those all the way to the final workflow state/stage of "Ready for ePAF" BEFORE 9:59 am on Friday, October 27.
    • It should be ok to leave Hiring Proposals only in one of these workflow states/stages:
      • "Draft"
      • "Department Admin"
    • Then, between 10:00 am on Friday, October 27 and the date of the upgrade (Mon 30th or Tues 31st):
      • Do NOT work on Hiring Proposals
      • You will NOT be able to move Hiring Proposals to these two workflow states/stages:
        • "HR Pre-Hire Checks"
        • "Ready for ePAF"
  • You may see two new workflow states/stages, but please do NOT use them until AFTER the upgrade:
    • "Department Admin Conditional Offer"
    • "Department Approver Conditional Offer"
  • If possible, we highly recommend that you NOT create any new Hiring Proposals until Monday, October 30, or Tuesday, October 31.

The reason the stage of active Hiring Proposals is so critical is because there will be 5 new required fields on the Hiring Proposal effective with the upgrade that aren’t on the current Hiring Proposal. If on/after the date of the upgrade you have a Hiring Proposal get "stuck" because of these new fields, you’ll need to coordinate with your HR Analyst for a resolution.

Please feel free to coordinate with your HR Analyst this week to ensure all needed steps are completed and thank you for your patience with us as we navigate this transition. We’re confident the updates to the system will be worth it!

There are still three remaining Zoom Town Halls to cover the Staff postings. These are an opportunity to see a demo of the new functionality for Staff Postings and Hiring Proposals and to ask questions. Each session will run 45 minutes:

For more information:

  • For additional details, training video, training guide, and FAQs, please visit our PA Upgrade webpage
  • As always, feel free to reach out to the HR team members assigned to assist your department

Thank you! - University Human Resource Management

Subject: Important Update Regarding Hiring Proposals and System Integration

Content:

Dear Administration,

I am writing to inform you about an important update regarding the integration between PeopleAdmin and PeopleSoft, specifically concerning the processing of Hiring Proposals.

As you may be aware, there are upcoming changes to the system integration schedule that will impact the flow of Hiring Proposals. To ensure a smooth transition, we kindly request that all Hiring Proposals currently in the "Ready for ePAF" state be completed by 10:00 am on Friday, October 27. Alternatively, you may choose to keep your Hiring Proposals in either the "Draft" or "Department Admin" state until 9:00 am on Monday the 30th of October.>/p>

Please cease using PeopleAdmin from 7:00 am on Saturday, October 28 until you receive the “all clear” email from HR on Monday, October 30. You will still be able to submit ePAFs during this time and Applicants will still be able to submit applications during this time.

Please be aware that there is a possibility that Hiring Proposals may not start flowing to PeopleSoft until Tuesday, the 31st of October. Although we hope this won’t be the case, we believe it is prudent to adopt a "better safe than sorry" approach.>

In the event of urgent hires that must be processed during the period when the integration between PeopleAdmin and PeopleSoft is not operational (from Friday at 10am through, potentially, the end of the day on Monday the 30th), we are prepared to offer manual support workarounds. However, we kindly request that this option be limited to situations that are truly necessary, in order to ensure efficient processing.

We appreciate your attention to this matter and your cooperation during this transitional period. If you have any questions or require further assistance, please do not hesitate to reach out. Your understanding and cooperation are highly valued, and we are here to assist you in any way possible.

Thank you for your time and cooperation.

Subject Line: Transition to PA Upgrade Begins Today at 10:00 am

Content:

We're in the home stretch!

Effective 10:00 am this morning we ask that you not use PeopleAdmin until the upgrade is finalized. While you can view applications, you will not be able to create or route Hiring Proposals. Please coordinate with your HR Analyst on any current urgent hiring needs. The upgrade will be finalized on either Monday, October 30 or Tuesday, October 31. We’ll send an email as soon as the system is fully upgraded and ready to use again.

For more information:

Thank you! - University Human Resource Management

Subject Line: PeopleAdmin Upgrade extended one day to Tuesday, October 31, 2023

Content:

The PeopleAdmin upgrade will not be completed until tomorrow, so please do not create or work on Hiring Proposals today. All other functionality (create postings, review applications, etc) remains available today. Please coordinate with your HR Analyst for any urgent hiring needs. We appreciate your patience.

For more information:

Thank you! - University Human Resource Management

Subject Line: PeopleAdmin Upgrade is Complete

Content:

Thank you for your patience during the transition to the PeopleAdmin Upgrade. Effective today, you can use all features of the system, including creating and routing Hiring Proposals.

There have been some instances of an ePAF not displaying all information from the Hiring Proposal, so you may need to enter some information manually. PeopleAdmin is actively working on resolving this issue. Do feel free to reach out to your HR team with questions or concerns.

There are still two Staff position type Town Halls scheduled to review all the changes to the system, so please feel free to register, here:

Thank you! - University Human Resource Management

Human Resource Management

250 East 200 South, Suite 125,
Salt Lake City, Utah 84111

Phone: 801.581.2169
Email: AskHR@utah.edu

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