Staffing 2008-2009
STAFFING FOR 2008-2009
April, 2008
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As with any ECS application, if you need help creating/retrieving your PeopleSoft password, please phone the EATS HELP Desk at 441-6111 or e-mail: Helpdesk@ecsd.net.
Your first step will be to open the internet explorer and type in this address: www.hrs.ecsd.net. This will open the Human Resource Services Web Page. At the top, click on the Employee Self-Service option, then on Human Resource Self Service. (You can also create shortcuts on your desktop to facilitate access to the site.)
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• • • Above is the PeopleSoft Sign-in screen that will appear. Enter your USER ID ( your employee number) and Password Click on the yellow Sign in button.
PeopleSoft Change Password Page
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You can change your password at any time. Choose the Change My Password hyperlink and follow the instructions under it. Don t forget to click save.
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• Go to the PeopleSoft home page and choose the Workforce Administration option, then select eStaffing, (ECS) then eStaffing list.
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Once only, at the start of each staffing cycle, choose the tab Add a new value and enter the open and close dates of that staffing cycle. These dates will be communicated to you by Human Resource Services. Click on the Get List button and you now have your staff list. Go to the bottom of the page and click the save button. Once you have created the list for any staffing cycle, any time you want to retrieve it, click the yellow Search button.
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On the first page of the staff list, called Position Data-1, is the Position #, current Job Title, Employee ID of the current incumbent along with the incumbent s name, the employee group and the type of contract the employee has.. The vacant checkbox shows whether or not the position is occupied. Position Data -2 has the posting description hyperlink, the position s FTE and the start date for new or changed positions. The last page, Posting Data, shows the open and close dates of the staffing cycle and if there are any applicants for the vacant positions. (If you prefer, the little blue arrow will put all three pages onto one long page and you can scroll from left to right.) You can either view all your employees or limit the screen to the first 15, followed by the second 15, etc. The staff list can be sorted either by the Column Headings or by the View Options drop-down menu at the top of the staff list. To prepare the vacant positions to be advertised, choose to sort the staff list by Vacant and then click on the Save button at the bottom of the page.
The start date for the May and June, 2008 staffing cycles will be August 27, 2008. You will also need to enter a start date for an FTE or status change. You will see on the staff list that vacant or changed positions that do not have a start date entered will be highlighted in red; the red will stay until a start date is entered and saved. The information in the staffing cycle will be electronically updated into the PeopleSoft database and in order to compensate the employees correctly and to have an accurate count of the staff at your site, there must be a start date. Once you have correctly entered the pertinent staffing information and the start date, save it. The position will change from red to white and as soon as you have successfully saved it, an automatic e-mail will be generated and sent to the Staffing Manager. You too will receive a copy of this e-mail so you will know the transaction as been successful. You will no longer have to fill out/send/fax vacancy change forms except in unusual circumstances!!
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For any vacant positions to be advertised on-line, once you have entered the correct staffing information and start date, click the posting description hyperlink. The most current description is in the dialog box. To change the description, click on the blue sign. This gives you an empty dialog box. Write the description, click OK and save.
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The Posting Data Screen, contains the Comments hyperlink which will take you to a message box . Please use this method if you need to communicate information/questions/concerns to Human Resource Services about a particular position, incumbent or applicant.
Human Resource Services receives an e-mail with your comment and will reply directly back to your Outlook.
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The Applicants hyperlink will show you the applicants who have applied for positions at your site. You will receive an e-mail to let you know there is an application. You will find the filled out application under the Application hyperlink.
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STAFFING RESPONSIBILITIES INFORMATION REMAINS THE SAME
• During any staffing cycle, current employee information remains the same in all aspects and there is nothing to change.
FTE CHANGE
• • If a position s FTE changes, put cursor on FTE box and make the change, ENTER the START date of the change. SAVE.
CONTRACT TYPE
• • Position the cursor on cont type box, highlight the box and make the change, ENTER the START date of the change. SAVE.
ASSIGN EMPLOYEE TO A VACANT POSITION
• • Assign an employee to your site by positioning the cursor on the employee i.d. box which is on the same line as the position number. Type in employee i.d. or click on magnifying glass to the right of employee i.d. field, select search by name option, type in last name, click yellow lookup button, click on correct employee, click on save button.
VACATE A POSITION
• For transfers, probationary, interim and temporary teachers and temporary support staff, click on the vacant box, a check mark appears, SAVE, and the employee name disappears. Change the contract status if necessary and save again. If an employee is going on leave, vacate the position and change the contract type from to . Human Resource Services will assure the return of the employee to your school the following year or a return to the District if it is longer than one year. For all vacant positions, write an accurate position description for the on-line posting. SAVE.
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CREATE VACANCIES
Create a vacancy means adding a position for the staffing cycle that was not currently in place at your location. • • • • Position your cursor in the first employee ID box on your maintain staff list screen. Use the SAVE. Enter a title description for example - Primary Teacher , Junior High Teacher , button to insert a row.
Special Education Teacher , SNTA , PUF , Admin. Support Clerical , etc., so Human Resources can determine the correct job code to be used in the new position. • • • • • • • • Enter the FTE. Enter START date. The red line will remain until both the description and the start dates are entered. Under Posting Description , write the position description. SAVE. Human Resources will assign a permanent position number to the new vacancy at your school. You will not be able to assign an employee to this new position until the permanent position number has been assigned. NOTE: If you wish to undo your insert (or delete a vacant position you do not want to advertise), place cursor on row, use the button. Position will be deleted. SAVE.
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REASSIGNMENTS Complete reassignment forms following the Staffing Procedures Bulletin guidelines for staff requiring reassignment for 2008-2009. Fax completed forms to Staffing Manager 441-6147.
Once the re-assignment is approved by the staffing committee both the employee and the position will be removed from your staffing list. Once all your positions - vacancies, changes in FTE, etc. - are in place and the approved box is checked off by Human Resource Services, you will not be able to make any changes. If you need to re-open a position for any reason during the current staffing cycle, use the comment box and the position will be re-opened. When the staffing cycle deadline is reached, the whole staff list will be closed and then can not be reopened.
REPORTING
All positions, for all staffing cycles, will be posted on-line and applied to on-line by employees. You are able to print a report of the positions at your school complete with current position descriptions. Choose EStaffing Reports and then Create eStaffing Report
Enter your Employee Number in the Run Control ID box. Click Search.
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You must enter the year and staffing cycle. If you have only one department it will be the default, more than one you will choose from the list. You have various report options. You can see all your positions, only the vacant ones, the changed ones or the assigned ones. Choose which option you want. Click the yellow Run button.
On this page, click the yellow OK button.
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To the left of the yellow Run button , there is the Process Monitor hyperlink. Click on this hyperlink.
When the Run Status says success , click on the Details button, then on the View Log/Trace button. The report you requested will be there. Look for the .PDF extension. Open it and print.
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The FTE summary reports will continue to be printed at your site using the exact same reporting process. You are able to compile them at any time for any payroll period starting from January 31, 1997.
Any questions/problems please phone Linda Sandl at 441-6187, Jessie Foley at 4416058, Paul Gagné at 441-6097, Charolette Player at 441-6098.
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