Approvals and Transactions

• Approval Paths
• HR Approval Delegates
• Next Approver
• Department Adds
• Other

Employee Data

• PTO Accrual
• Max PTO
• PTO for Transfers
• Mass Reports to Updates
• Reports to Corrections
• Reports to Changes in My HUB
• Address Changes
• Other

Performance Reviews

• Overall Rating Calculation
• Transferring a Document
• Peer Reviews
• Review Dates
• Reopen an Evaluation
• Notification of Review Due
• Other

Queries and Reports

• Run Control IDs
• Existing Queries and Modifications
• Other

Recruitment

• Background Check Errors
• Manage Hires
• SQL Errors When Creating/Saving Job Openings
• Inactivating an Application
• Contingent Workers
• Other

Approvals And Transactions

Approval Paths

With the addition of the Approval Workflow Engine in PeopleSoft, Human Resources is able to view and process transactions in a more reliable and user-friendly environment. Please review the HR Guide to AWE on HReSources to see if any of your questions have already been addressed. If you need further assistance, please contact HRIS Data Entry with a detailed description of your issue and the related transaction number.

HR Approval Delegates

With the addition of the Approval Workflow Engine in PeopleSoft, HR is able to request a delegation for an employee. Please review the guide for Delegation Framework for HR on HResources for help. If you need further assistance, please contact HRIS Data Entry with the names of the delegator and proxy, and the delegation period.

Next Approver

Navigate to UPMC Menu > Human Resources > Setup > Department Org Structure to view the approval path definitions for a department. Enter the department ID and click Search. Then click on the Approvals tab. If an approval path is incorrect or has a vacant approver, HR Data entry will be able to update the path to the correct position and re-route any transactions as needed. Please contact HRIS Data Entry with the transaction number or department path/sequence that needs to be updated. Also, include the name and position number of the next approver.

Department Adds

Departments can be activated in PeopleSoft HR if the department has already been established via PeopleSoft Finance. Please contact Finance first to ensure that the department has been created in their system. If the department has been created, please email HRIS Technical with the department ID, location, Org structure, and approval path information.

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Employee Data

PTO Accrual

The amount of PTO accrual depends on employee's position and length of service (which is based on anniversary year from service date). The chart on Page 3 of the PTO policy shows the amount of PTO an employee can accrue per hour of eligible time worked.

If you need further assistance, please contact HRIS Technical with the employee’s ID and name.

Max PTO

Staff members may accumulate and carry up to a maximum of 1 ½ times their annual maximum amount of PTO accrual plus an additional 16 hours. See Page 6 of the PTO policy.

If you need further assistance, please contact HRIS Technical with the employee’s ID and name

PTO for Transfers

PTO balances for transfers from one company to another company update automatically. If you find that this did not take place, please contact HRIS Technical with the employee’s ID and name.

Mass Reports to Updates

Multiple Reporting Change Requests due to a change in manager direct reports can be updated by HRIS. Run the public query EMP_REPORTS_TO_BU_PROMPT for results and send this spreadsheet (that includes the position numbers to be update and the new manager’s positions number) to HRIS Technical.

Reports to Corrections

Public query EMP_REPORTS_TO_BU_PROMPT can be run to validate that "direct reports" are up to date. Send any requested changes or corrections to HRIS Technical.

Reports to Changes in My HUB

Managers can make requests for Reporting Changes in My HUB. The requested changes will go directly to the data entry group Workflow mailboxes to be completed. See Page 7 of the My HUB Overview for Managers on how managers can complete this task.

If you need further assistance, please contact HRIS Technical.

Address Changes

Employees and contingent workers may verify and update their own information in the following three places:

1. Outlook / Exchange information
2. IMS / Employee Directory information
3. Home address or other personal information in My HUB

On the Human Resources tab, under My Profile Go to View/update personal information >> Personal Information Summary For more information, please review the Address Change help guide on Infonet If you need further assistance, please contact HRIS Technical.

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Performance Reviews

Overall Rating Calculation

It is necessary for the manager to complete the entire evaluation before validating the overall rating. The scoring system for a performance review is as follows:

• Poor Performer = 1
• Marginal Performer = 2
• Solid/Strong/Good Performer = 3
• Superior Performer = 4
• Top Performer = 5

First, calculate the average score within each of the three sections (Goals, Responsibilities, and Competencies). • Step 1: Determine the value of each item within the section by taking the score and multiply that by the weight. If no weight is defined, then each item is weighted equally within the section. To determine the item’s true weight, divide 1 by the total number of items in the section. o Example 1: if the score is Solid/Strong/Good and the weight is 65, then the item’s value is 3 * .65 = 1.95 o Example 2: if the score is Superior and there is no weight, but 10 items in the section, then the item’s value is 4 * (1/10) = .4 • Step 2: Add the values for all of the items within the section to determine the average score for that section.

Second, add the average scores for each section and divide by three. This is the average overall score for the evaluation

Finally, round that average overall score to the nearest whole integer to determine the overall rating. • Example, if the average overall score is 3.47, then round down to 3, which results in an overall rating of Solid/Strong/Good.

If you need further assistance, please contact HRIS Data Entry with the name and ID of the employee being reviewed.

Transferring a Document

Below are some notes on transferring a performance document:

• The current owner of the document has the ability to transfer a document to anyone in the system.
• HR can transfer a document as well through the following navigation in PeopleSoft: Workforce Development > Performance Management > Performance Documents > Administrative Tasks > Transfer Document.
• When an employee transfers, any performance documents that are in progress will not automatically be transferred to the new manager. It must be transferred by either the current document’s owner or by HR.
• Only the employee’s reports-to supervisor can click Submit for Approval. If the employee recently changed reports-to supervisor, it will take one night for the security to be updated in the system to allow the new supervisor to click Submit for Approval.
• If the current owner is not the current reports-to supervisor of the employee, then the document can only be transferred to the reports-to supervisor. So, the reports-to supervisor may need to be updated in the system prior to transferring the document.

For more information, please review Transfer Performance Evaluation. If you need further assistance, please contact HRIS Data Entry.

Peer Reviews

A manager can only nominate an employee for a peer review once.

• The manager can review submitted nominations by clicking on the Track Nominations activity within the performance document. If the status of the nomination is declined or cancelled, then the manager will have the option to resubmit directly from the Track Nominations page.
• If the manager is trying to nominate an employee for the second time, the nomination submission will not succeed. The manager must click the trash can icon to the right of the nominee’s name to delete the duplicate nominee.
• If the manager is unable to click the Submit button from within the Nominate Peer Reviewers activity, then first confirm that the status of the Establish Evaluation Criteria activity is complete.
• Once the nomination is accepted, the manager can track the progress of the review through the View Peer Evaluations activity. The manager also can cancel an evaluation that is in progress or reopen a completed evaluation from within the View Peer Evaluations activity.

Note: Peer evaluations will be cancelled automatically once the manager marks the evaluation Available for Review.

If you need further assistance, please contact HRIS Data Entry.

Review Dates

Below is information about how the Next Review Date field in PeopleSoft impacts ePerformance and the merit increase process.

• The review period on a performance review document is based on the last time an employee has a review (or the last time the employee was hired) and the Next Review Date field in PeopleSoft.
• The Next Review Date field in PeopleSoft is also used to determine the effective date of the merit increase (the next pay begin date after the Next Review Date).
• A manager cannot finalize a performance review document if the employee’s current Next Review Date is more than 45 days in the future.

Conflicts in the system can come up if an employee’s Next Review Date changes (because of a transfer or promotion) while the employee’s manager is trying to complete a performance review based on the old Next Review Date. Depending on the timing of when the Next Review Date changed in the system, the performance review may have an incorrect period, incorrect merit effective date, or the manager may not be able to finalize the review.

If you need further assistance, please contact HRIS Data Entry with the name and ID of the employee being reviewed.

Reopen an Evaluation

As long as the status of the performance document is not complete, then managers can click the Reopen button at the bottom of their evaluation to set the status of the document back to In Progress. The manager can then make any necessary edits and then again mark it available for review.

Only if the manager makes enough changes to impact the overall rating will the review need to be resubmitted for approval.

If you need further assistance, please contact HRIS Data Entry with the name and ID of the employee being reviewed.

Notification of Reviews Due

Every other Monday, managers will receive an email that summarizes reviews coming due within the next 30 days or reviews that are already past due for all direct and indirect staff. The email groups reviews into three categories: late, which includes reviews 60 or more days past due; warning, which includes reviews 15 or more days past due; and currently due, which includes reviews due within the next 30 days. For employees returning from a leave of absence, the review must be processed within 30 days after the return from leave to prevent the review from going into Warning status.

Note: The Performance Reviews Due page in My HUB provides managers with the details behind these summary emails.

Additionally, the following performance review alerts will display in My HUB for managers:

• Performance Review Alert — when a review of a direct employee is due within the next 45 days
• You have performance reviews past due — when a review of a direct employee is 7 or more days past due
• Review(s) 45 days or more past due — when a review of a direct employee is 45 or more days past due

If you need further assistance, please contact HRIS Data Entry.

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Queries And Reports

Run Control IDs

Run control IDs are necessary to run crystal reports and certain processes within PeopleSoft. If you need to create a run control ID, please review the run control guide on HR eSources.

If you need further assistance, please contact HRIS Data Entry.

Existing Queries and Modifications

There may be an available query that reports on the information you are looking for. Please check the HR Reporting Catalog on HResources.

If your report is COGNOS-related, please first review the guide here.

If you need further assistance, please contact HRIS Reporting with the existing report name and the fields you would like to modify.

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Recruitment

Background Check Errors

If you need to submit a background check and the submit button is greyed out this means the applicant has already been hired into the system. Since they have been hired, does the applicant have an existing background check in HireRight?

If so, go to the HireRight prompt and extend the existing background check for the additional checks desired. If the applicant does not have an existing background check, review the applicant to see if they have an application that was submitted within the past six months. If they do, send the applicant ID and job opening number to HRIS.

If you are receiving an error message stating "Unable to Find Element Output," there is an illegal character in the application. Do not attempt to resubmit the background check, contact HRIS with the applicant id and job opening number.

For more information visit the Background Check guides available on HResources. If you need further assistance, please contact HRIS Technical with the applicant ID and job opening number.

Manage Hires

If an applicant is pushed to manage hires under the wrong job opening ID, or as a rehire when it should be a hire, HRIS has the ability to pull them back from the Manage Hires page.

After the applicant is pulled from manage hires, they cannot be sent back under the same job opening ID, so a new job opening ID would need to be created.

Please contact HRIS Technical with the applicant name and job opening ID to have the applicant removed from Manage Hires.

SQL Error When Creating/Saving a Job Opening

If you have updated the posting title from the default for the job opening, try shortening the updated posting title. Many times the SQL error is referencing a title that is too long.

If you need further assistance, please contact HRIS Technical with the job opening number, position number, and/or transaction number.

Inactivating an Application

If an applicant needs to resubmit, you can inactivate the person's application which will allow them to reapply. Please follow this guide for directions on how to properly inactivate an application.

If you need further assistance, please contact HRIS Technical with the applicant ID and job opening number.

Contingent Workers

Contingent workers can be hired into the HR system if they have a legitimate need to access My HUB. These needs include:

• They supervise UPMC employees and are required to complete the employees' annual performance review documents.
• They need access to ePro, eVoucher, or expenses.
• They are University of Pittsburgh faculty within the School of Medicine.
• Their hours need to be tracked in Kronos.

If the person does need to be added as a contingent worker for one of the reasons above, please complete this form. and email it to HRISDataentry.

If the person does not fit this criteria, he or she most likely needs to be added as an UPMC Non-employee. Please review this guide for processing a non-employee.

If you need further assistance, please contact HRIS.

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Technical Issues

A technical issue can include:

• SQL errors
• Data integrity errors
• System authorization errors
• Links, tabs, or other items not functioning properly

First, please make sure you are not accessing the core PeopleSoft system and My HUB at the same time. You will receive errors in the first environment you logged into if you are in both.

Secondly, most technical issues can be addressed by clearing cache files and cookies. Follow the instructions on the attached document to resolve the problem.

If the problem persists, please contact HRIS Technical with a detailed description of the page on which you received the error and any data entry fields you updated.

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Other

If your inquiry is not related to one of the topics above, please complete the submittal form with a detailed description of your issue.

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