East Carolina University
Department of Human Resources
1
THREE DISTINCT MODULES
I.
Applicant Tracking
managed by Employment
II.
Performance Management
managed by Employee Relations/Staff
Development
III.
Position Description
managed by Classification &
Compensation
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This training will outline the actions
completed in the Position Description
Module:
 New SHRA/CSS and EHRA positions
 Reclassify SHRA/CSS and EHRA positions
 Career Progression/In-Range Salary
Adjustments
 Abolish Positions
 Certifying Employee Job Descriptions
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To start any action in the Position Description
Module:
 Log into OneStop, click the People Admin link
under Employee
 Once in the system, select appropriate “User
Type”
 All position description actions are under
“Job Descriptions”
 Identify the action that you need to
complete
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 Under
Job Descriptions choose “Begin New
Action”
 Under “New SHRA/CSS Position” select “Start
Action”
 Select preferred classification either by Job
Class Code or Classification Title; OR
 “Clone Position” select this tab if you want
to create a New Position based on an existing
position
 Select “Position Details” and put specifics in
all blank fields
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 “Budget”-
select “Add Entry” which enables
the user to add as many funding sources as
needed
 “Job Duties”- select “Add a New Entry”
 You can have different percentages of time
for each entry, but the job duties should
total to 100%
 The system will allow you to make multiple
entries into these two sections
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 “Supplemental
Documentation”- use to add
Org Chart and other documents; ‘Attach’,
then ‘Confirm’ to attach documents
 “ADA Compliance Form”- check only the
blocks that apply to the position – do not
check all blocks
 “Continue to Next Page”- submit action to
the next approver following your
Department’s protocol, or “Save Action
Without Submitting”
 After the action has been approved by HR,
the system will assign a position number
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 Most
of the tabs are the same on this action
as they are on the “New SHRA/CSS Position”
action; however, the “Reclassify SHRA/CSS
Position” is used for several different
actions:




Reclassify a SHRA/CSS position
Update the job description
Change the competency level of position
Update position details (FTE, E-Class,
SHRA/CSS designation, FLSA status, months
worked, etc.)
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 Select
the correct User Type
 Select “Begin New Action”
 Under “Reclassify SHRA/CSS Position” select
“Start Action”
 Enter the search criteria for the position and
select “Start Action”
 “Current Title” & “Current Job Description”
shows existing position information & duties
 “Proposed Classification”- select the
classification that you are requesting
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 “Position
Details”- update information to
reflect the changes

use “Comments” to explain why position is
submitted, Reclassify, Job Duties entered, etc.
 “Budget”
- select “Add Entry” and enter
salary information (PA does not house budget
information entered on prior actions)
 “Proposed Job Duties” – enter new/changed
job duties; OR if the job duties were never
entered, put a comment that you are
entering them now
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 “Supplemental
Documentation”- attach
documents; if requesting salary adjustment,
attach Salary Assessor & Departmental
Compensation Philosophy
 “ADA Compliance Form” - check only the
blocks that apply
 Submit to the next approver following your
Department’s protocol
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 This
action is to request a salary adjustment
through review of job changes within a
current classification. Career Progression is
for Career-Banded classes and In-Range is for
Broad-Banded classes.
 Under “Career Progression/In-Range” select
“Start Action”
 Enter the search criteria for the position and
select “Start Action”
 “Position Details” – justification of request
 “Budget” – select “Add Entry” and enter the
salary information
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 “Functional
Competencies” - edit as needed
(for Career-banded positions only)
 “Supplemental Documentation”- attach
Departmental Compensation Philosophy &
Salary Assessor
 Route to next level approver
 After HR approval, submit EPAF for
Employee; PCF if budget changes or other
changes to the position
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 Select
“Begin New Action”
 Under “Abolish Position” select “Start
Action”
 Enter the search criteria for the position and
select “Start Action”
 “Position Details” – complete all blank fields
including the justification of why the position
is being abolished (ie. funding is removed)
 Route to next level approver
 NOTE: A PCF still has to be completed for
Banner purposes; if the position has already
been closed in Banner, you still need to
submit an action in PA to abolish the position
 “New
EHRA” Position (Non-Faculty/SAAO), OR
 “Reclassify”, Change Rank/Title; Update position
details; Change Faculty position to a NonFaculty/SAAO position
 Follow the same procedure as when initiating
SHRA/CSS New Position, though list job duties
under “Position Details”; ADA form not required
 Route to next level approver
 HR (AVC) approves and the position number is
assigned
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 “New
Faculty Position”, OR
 “Change in Rank/Title for Faculty Position”
used to request a change in rank/title for a
Faculty position, update position details, or
change a Non-Faculty/SAAO position to a
Faculty position
 Follow same procedure as when initiating
SHRA/CSS New Position; Proposed Job Duties
& ADA Compliance are not required for these
actions
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 Log
in as “Employee” - you must log in under
this user type to certify your job description
 Under Job Descriptions select “Begin New
Action”
 Under “Employee Confirmation of
Receipt/Review of Position Description”
select “Start Action” and follow prompts
 This is the information that will be reflected
in your performance evaluation
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*
Indicates a REQUIRED field. You will not be
able to continue if it is left blank.
 The system will time out after 4 hours so,
you must go to the end of the action and
select “Save Action Without Submitting”
whenever you need to stop working to ensure
you don’t lose the data
 DO NOT “X” out; you will be locked out for
4 hours
 Each action is assigned an “Action Number”,
so be sure to write it down
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 The
blank text boxes hold 3900 characters
 People Admin does not have spell check
 Route actions to the next approver following
your department’s protocol prior to sending
to HR
 When adding supplemental documentation
you will have to 1st "Attach" the document,
then 2nd “Confirm” to attach the document
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 “Search
Actions” are actions originated by
you and sent to the next level for approval
 You can search actions several ways:
Employee ID Number
 Employee First Name & Last Name
 Classification Title
 Action Number
 Position Number
 Department
 Division


“Check All” ensures you get the information
you are looking for
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 “Pending
Actions” – actions saved, but not
submitted to the next approver
 “Search Positions” – current position
descriptions, including changes that have
been approved
 Submitting an EPAF or PCF does not revise
information in People Admin, there is not a
transfer of information from Banner to PA or
vice versa; you must submit a separate
action in PA
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 Be
sure to use the correct user type when
submitting or searching actions
 Class
& Comp no longer assigns or pre-assigns
position numbers. All numbers are assigned
by the system once HR approves the action.
 Email
notifications are generated by the
system and are set up by your user type.
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 Temporary
Positions
 Intermittent Positions
 Occasional & Sporadic Employment
 Contractual Services Payment Request
 Casual Employment
 Dual Employment
 Position Change Form (PCF)
 EPAF for the employee
 Salary adjustments for SHRA/CSS Permanent
Employees who teach classes
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 Use
the Request for Temporary Employment
form
 Once C&C has reviewed and approved, the
position number is “T” and the Job Class
Number of the approved classification
 Request goes back to Employment and they
enter the job record in Banner for the
employee
 Intermittent
positions are set up for
extended periods of time
 Can hire up to 5 temporary employees in one
position and each employee cannot work
over 1560 hrs. annually
 Use the Request for Temporary Employment
form
 We need specific job duties and detailed
information about the job requirements
 Once C&C has reviewed and approved, the
position number is “I” and the Job Class
Number of the approved classification
 SHRA
Exempt & Non-Exempt Positions Only
 Use the Request for Occasional/Sporadic
Employment form
 Assignment must be different than current
job & be on an infrequent basis
 Be specific in description of work required
 Employment sets up job record in Banner
 HR’s
function is to make sure that person is
not an ECU employee and we sign off upon
verification
 Agreements are walked to Materials
Management for processing on the same day
it is received
 IRS’S 20 Factors – used to determine if a
worker is an independent contractor
http://www.ecu.edu/csadmin/purchasing/contract/ContractHome.cfm