Learning Summary – Approval of HR Smart Forms for

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					                          Learning Summary – Approval of HR Smart Forms for Academic Staff


ABOUT HR SMART FORMS The faculty or
departmental administrative contact (e.g. Personnel            Faculty or department
                                                               administrative contact
Contact) or designate creates the PeopleSoft Smart          (Originator) completes hiring
Form. Upon completion, the form is submitted for           Smart Form for new academic
                                                                        staff)
approval which will route the form to the designated
                                                                                                   Submitted form routes electronically for approval
approver via email and to the approver’s PeopleSoft
worklist.
The approver retrieves the form, reviews information
and approves the form. There may be three levels of          Approvers retrieve form
approvals:                                                   for approval via email or
                                                               PeopleSoft Worklist.
     •    Department approver
                                                                                                                                                               Faculty Approver
     •    Faculty reviewer (if applicable)                                                  Department                    Faculty Reviewer
                                                                                                                                                                 (e.g. Dean)
                                                                                             Approver                      (if applicable)
     •    Faculty approver (e.g. Dean)
     •    Human Resources unit of Terms &
          Conditions (if applicable)
Approvers will receive an email with a link to the            Full-time hires route to
                                                                                                                              Full-time academic                    Type
                                                              Academic Agreements
PeopleSoft system. The form continues to                    Operations (HR department)
                                                                                                                                                                      of
                                                                                                                                                                    hire?
electronically route to the necessary approvers until
the form is completely approved, sending an email
notice to the originator at every stage of the process
and an email notice to each approver as required.
When the form has obtained all required approvals,                 Final unit approval                                 Unpaid or part-time teaching contract
                                                                  updates PeopleSoft
the process is complete and the PeopleSoft database                    database
is updated.

The email link will prompt the approver to enter a        Help Resources:
CCID and password if not currently logged into the             •    For assistance with your CCID/password, contact AICT at 492-9400
PeopleSoft system. Approvers can also retrieve HR              •    For PeopleSoft Support, contact IBM at 401-9702 (option2) or by email at
Smart Forms for approval by logging directly into the               uofahelp@ca.ibm.com
PeopleSoft Finance Production environment and                  •    PeopleSoft is available 7:30 am to 7:00 pm Monday through Saturday
retrieving the forms from a Worklist. Left Menu                •    IBM website: http://www.pscihost.com
Navigation: Worklist                                      Optional Microsoft Outlook Configuration:
> Worklist                                                Approvers may wish to direct all email approval requests to a separate Outlook
Select the link to                                        directory.
Financials                                                When Outlook is open, navigate to: Tools > Rules and Alerts > New Rules
Production link on                                        Select: Start creating a rule from a template
the AIS website at                                        Select: Move messages with specific words in the subject matter to a folder
                                                          Select: Specific Words and enter “eForm” in the search text field; click ADD and OK
                                                          Select: Specified folder and create a new directory to route the approval emails to.
                                                          Click OK, Click Finish, Click Apply
www.ais.ualberta.ca.
The PeopleSoft Financials sign on page will launch


Approver Action Options
The following approver action options apply to all Smart Forms


• Click             to approve the form. It will then route to the next approver.

• Click        to deny the form. This will stop the form completely; however the form will be archived in the view pages. You will be
  prompted to provide a related comment.
• Click        to reroute the form back to the originator for changes or updates to the information. You will be prompted to provide a
  related comment.

• Click              to place the form on hold. You will need to remove the hold prior to the form routing forward, and will remain on your
  worklist.
• Click             to close the form. It will not be removed from your worklist until you Approve/Deny/Recycle.

• Click              to return to the previous page for changes
When asked to confirm you want to approve the form:
• Click             to proceed. Click            to return to the form to make any changes or to review.




              FLI_HR_SmartForms_Academic_Approvers_Summary_v2.05/8/2009
                          Learning Summary – Approval of HR Smart Forms for Academic Staff


Approve – Hire an Employee Form
Follow these steps to evaluate/approve an Academic ePAF Hire.
Step 1 –          On the Evaluate Hire pages, only certain information can be changed. It is not recommended that approver effect
Evaluate Hire     changes; rather, it is recommended the form be recycled back to the Originator for changes.
Request           On the Evaluate Hire Request page (step 1), the view shows what employee attribute information were inputted by the
                  Originator (Personnel Contact)
                      •    The effective date represents the start date for the new hire
                      •    Verify job attributes

                      •    Review the information and click                   to proceed to the next page
Step 2 –          On the Evaluate Hire Request page (step 1), the view shows what employee attribute information were inputted by the
Evaluate Hire     Originator (Personnel Contact).
Request 2         Note: Compensation is the annual rate.
                      •    Verify speedcode/ account; pay types and compensation rates for each split
                      •    Verify pay start and end dates

                      •    Click                to proceed to the next page

                      •    Click              to return to the previous page
Step 3 –          The Education and Work Experience page (step 3), shows the employee’s education and work experience
Education and     Note: None of the information on this page is editable. Change requests must be recycled (see next section below) to the
Work              Originator.
Experience
                      •    Click                to proceed to the next page

                      •    Click              to return to the previous page
Step 4 –          The Finalize Form page (step 4) is the final page prior to approving the form for submission.
Finalize Form
                  Choose the appropriate Approver Action (see list above).

                  ** Note: Form messages will be flagged with the information button            which indicates who acknowledged the message
                  prior to the form being submitted.
                  You will be asked if you are sure that you want to approve the form.
                      •    Click            to proceed.
                      •    Click            to return to the form to make any changes or review.
Step 5 –          The Evaluation Complete page (step 5) advises you that the form has been approved and who it will be forwarded to.
Evaluation        At this point, this specific role has completed the necessary steps to hire the individual. Further routings may be required
Complete          before the form can be updated in the HR system.

                                   Remember: The approver can change fields where there is a fillable box
                                   ( e.g.        ) but the originator is not automatically made aware of the change.
                                   Units may choose to        the form back to the originator for changes.




             FLI_HR_SmartForms_Academic_Approvers_Summary_v2.05/8/2009