Projects

This project is still in the development phase. The webpage has resources about the project that districts may find helpful in seeing how this module will operate. 

FAQs for Recruiting Project

Q: What happens to the current PAFs on May 2, 2022? What's the process to transition them to the new system?

A: Guideline doc will be released but a date and time will be determined to stop adding new ones and transfer to new process. You will no longer update or initiate a transaction but should be able to complete existing PAFs.

Q: If edits are made by a user in the route chain, how are they documented and are previous approvers made aware of the edits? (In testing -- I was able to create a Reports to change, then send it for approval. During the route, as another approver -- I was able to edit the "PAF" to update the reports to again and keep it routing through to final approval.)

A: There are no notifications to other approvers in the current process for each edit made but edits are documented in the transaction, and they will see the corrected information. The Edit access is provided to approvers so that the data can be fixed as needed without going through the approval process again. The idea is to fix the data as approvers.

Q: How can we maintain SDCOE confidential recruitment data (e.g., test scores, rankings, applications, exam questions, etc.)?

A: Security roles have been limited to only the Recruiters. Only recruiters have access to the scores. Data will not be available in lower environments.

Q: Who will provide technical support to applicants? Applicants are currently being provided technical support by the staff of our current Applicant Tracking System (ATS).

A: Each district HR department will provide support to their own applicants. District can submit a ServiceNow ticket for technical issues they are unable to resolve. PeopleSoft Support may reach out to the applicant if needed. Work with Ivan. Need to add contact information to the job posting and help button on the job site.

Q: What support will be needed from HR to troubleshoot the module? ITS is our IT department, but would we be regulated to ticket service?

A: For the first 60 days there will be direct project team support, post implementation support will be through ServiceNow tickets.

Q: Can we attach videos or other multimedia material to postings? We've been developing SDCOE department promotional material.

A: We can post URL/links in your job posting but no images. You can post videos on the career site district page.

Q: We would like to know the reporting capability. We are able to run EDJOIN reports on almost any field in our postings. We need to do this for the PC annual report and as requested by Dr. Gothold.

A: Delivered report functionality will be available and additional reports can be created as needed.

Q: Our current ATS allows candidates to apply using mobile devices, laptops, etc.

A: Candidates will be able to apply using mobile devices as well as laptops and desktops.

Q: We currently use HTML tags to customize the postings and make them more attractive or emphasize certain information.

A: The new career site will have similar capabilities via the PeopleSoft job posting. Recruiters can edit the job posting, bold, underline, and links, etc. when creating the job posting.

Q: We are able to insert links into postings for benefits, particular departments, directions, or public information. Will this be part of the new system?

A: The new career site will have similar capabilities via the PeopleSoft job posting. Recruiters can edit the job posting, bold, underline, and links, etc. when creating the job posting.

Q: Our current ATS allows us to search applicants by keyword for interest in other positions.

A: Yes, Recruiters have access to search applicants.

Q: If team members are backing each other up, will they have access to login to each other assigned recruitments?

A: In Recruiting you can add primary and secondary recruiters who will have access to the job posting.

Q: Can you add someone in the approvals queue?

A: No, in fluid position management the approvals there are not an ad-hoc approval process. Yes, in job opening and job offer.

Q: How do you add a salary range to a job posting? Is it manual?

A: It is configured on the job opening page in PeopleSoft. It is configured manually by setting the salary range from and salary range to fields. If the salary range needs to be displayed to the applicant, then it must be added to the job posting in the long description field.

Q: Print list of communications with applicant with details (notes)?

A: All communications are tracked in the system, and you have the option to add notes for phone calls, etc. This documentation can also be printed by printing the screen, but it will not be formatted. A query could also be created if needed.

Q: Can we establish different routing paths for different types of transactions? (Example: Reports To changes - can we "bypass" most if not all of the approvers that would be required for something like a Funding Change?)

A: Yes, we just need the requirements that need to be configured for each of the approval processes.

Q: If a job posting needs to be reviewed by a hiring manager or someone outside of the county office (e.g., Superintendent search for another district), do we add those approvers to view the job posting? How easy or difficult is that without giving them access to change it in the system? Or do we create a preview and print it to send to them?

A: We do not have the ability to have approvers outside of the system.

Q: Can these questions be customizable and include yes/no, radio buttons, check box, pull down menu responses or is it only open field responses?

A: The response type will vary depending upon the question type asked. Yes, the questionnaire can be customized to include yes/no, radio buttons, check box, etc.

Q: Nothing indicated that my data was saved after I clicked on SAVE. Can there be some kind of confirmation message that the data is saved?

A: There is a green bar that shows on top of the page indicating that the data has been saved.

Q: Question about obtaining this information from external interviewers. Why is this needed if they are not an applicant? Unique ID needs in the system? Are the IDs going to be used across all districts?

A: Yes, there needs to be a unique ID for each interviewer that will be used across all districts.

Q: How will we handle adding an hourly person when we don't need to run a recruitment? (Departments often come to us with someone in mind, recruitment is not required - but we do need to put the person through pre-boarding/onboarding.)

A: The hourly person will need to go through the recruitment process.

Q: How do internal applicants apply now that we are no longer using EdJoin?

A: Internal applicants must apply through www.sdk12careers.com not EdJoin. Jobs can still be posted on EdJoin but clicking apply on EdJoin will apply as an external applicant rather than an internal applicant.

The Job Data Modernization Project replaces the current (Classic) Job Data page with an updated fluid tile, improved search and results features, and a frictionless data entry user interface, among other features. The project is officially kicking off in the next few weeks with a go-live date of January 30, 2023!  This page will be updated weekly during the lifetime of this project with more information on specific features, demonstrations, feedback surveys, and project status updates.  

These guides have been updated with the Job Data Modernization changes:

• HR3A -Entering and Maintaining Personal Information
• HR3A -Entering and Maintaining Personal Information
• TL1 Time & Labor Guide (PDF)

Check out the PowerPoint presentation for specific changes or view the recorded presentation.

Announcements

• 2023-01-27 Reminder Job Data Modernization going live on Monday, January 30, 2023
• 2022-10-12 Peoplesoft HCM Project: Job Data Modernization Update
• 2022-08-26 Next Peoplesoft HCM Project: Job Data Modernization

Features and Demonstration Videos

• What Is Job Data Modernization? - Video (08/29/22, 4:43)
• Project Kickoff Meeting  - Video (9/29/22, 52:33)
• DEMO: Action/Reason Entry Guide – streamlining data entry – Video  (09/12/22, 3:54)
• DEMO: Search Criteria and Results – New helpful fields available! – Video (9/15/22, 3:05) 
• DEMO: Job Approval Workflow Demo – Approval in Job Data! – Video (10/3/22, 3:18)
• DEMO: Navigation and Access (12/20/22, 1:35)
• DEMO: Search and Results (12/22/22. 2:48)

 

Status Reports

• Status Report Job Modernization 08-19-22

Sandbox Environment

This environment is a copy of production (including your password) as of the middle of October and includes the Job Data Modernization Upgrade for you to take a sneak-peak and explore. This Sandbox can be used to replicate any of your production transactions, create entirely new transactions, try out the Job Data Modernization User Scripts, and/or interact with any part of the system. 

Job Data Modernization Sandbox Environment - no loner available  available after go live

System Availability

The Job Data Modernization upgrade was completed as planned during the normal Saturday maintenance window from 12:00 am to 8:00 am on Saturday, January 28, 2023. Finance and ESS  were available at  normal time of 8:00 am. HCM users were asked to hold off accessing HCM until testing was complete. Our team  completed testing Saturday morning to ensure the upgrade was successful. User were notified at 12:15 pm on Saturday, January 28, 2023 that testing was complete and users could now access HCM.

Starting Line: Correct History Roadmap (10/12/23

Purpose of this CH Roadmap: Identify SDCOE training resources* and outline steps to help you reach your goal of understanding and effectively using Correcting History in PeopleSoft including knowing when and how to make changes without deleting or overwriting historical data. Some examples of changes that require the use of Correct History include Hire and Termination Date corrections, historical FTE and Standard Hours changes, historical Pay Rate changes, and other changes that must reflect a historical date and cannot be corrected by adding a row. 

IMPORTANT: Correct History (CH) is a powerful tool and must be used with extreme caution as changes made can impact all areas including Payroll and Retirement. Use of Correct History is limited to users that have been trained in how to use it and have been granted permission and the security roles necessary to make these critical changes to employee data.  

Correct History Training Mateials

Correct History Training Guide for all modules

HCM Correct History Guide (PDF - 05/22/23, v1.2)

Description: Correct History (CH) is a tool that allows those with special access the ability to change or delete existing data in PeopleSoft. Changes that require CH go far beyond an Effective Date change and can often impact areas such as Payroll, Absence and Seniority Accruals, Benefits, Retirement, W2s, etc. Using CH to apply a retroactive change can have an even greater impact since the change may require that existing/historical data be altered long after data has been entered into PeopleSoft. CH should only be requested when an entry is made that cannot be corrected by adding a row with a greater Effective Sequence or if a retroactive change is required. This guide was created by the SDCOE PeopleSoft Support Team for staff with CH access that have been trained and are responsible for Correct History at their district.  

Human Resources - Correct History

Training 

• HR Correct History Training Webinar Video (05/25/23, 48:59)
• HR Correct History Training Presentation (PDF - 05/24/23)

Activity

PeopleSoft Correct History Training Activity - Identifying Key Fields & Where Data Originates (05/26/23)

In this activity you will identify where the data in key fields originate in the system and what their impacts are to other modules. 

PeopleSoft Correct History Training Activity - Hire Date Correction (05/26/23)

In this activity you will correct the Hire Date of an Employee. This involves reviewing existing information, making corrections to various screens  and fields, and documenting the data that was altered using Correct History. 

Frequent Issues Videos

• Correct History - Verify Pay Reversal - Term Date Correction Video (Sep 2021, 2:52)
• Correct History - Insert Rows to Reflect Historical Corrections Video (Sep 2021, 6:19)
• Correct History - Hire Date Corrections Including Position Entry Date Video (Sep 2021, 11:50)

When a hire row is initially saved, other modules are impacted. This video demonstrates the steps to correct the Hire Date on various screens and how to manage these changes when multiple rows exist.      It is especially important that other data such as the Primary/Secondary Job Indicator and Step Entry Date are evaluated as part of this process. 

Correct History - Personal Information - Effective Date Change Video (Sep 2021, 1:44)

A Job Data record can only be created on or after the Effective Date of the employee's Personal Information record. Backdating the Personal Information record to accommodate a backdated Hire Date on Job Data is a common CH request. This video demonstrates the steps to correct the Effective Date on the 3 fields required when making a date correction on the Personal Information screen. 

• Correct History Historical Position and Job Data Change Video (09/06/22, 7:59)
• HR Fields - Impacts to Other Modules  (05/24/23, 1.1)  A reference list of key fields from various HR screens, a brief description of each field, and the modules/areas they impact.   
• Insert a Historical Row in JD that Reflects a Position Change Video (06/05/23, 6:10)

This CH demo shows how to insert a historical row in Job Data that pulls in data from the Position screen using the NEW Manage Position and Job Modernization screens. 

Payroll and Time & Labor

• Payroll and Time & Labor Correct History Training Webinar Video (05/24/23, 46:12)
• Payroll Correct History Training Presentation (05/24/23)
• Time & Labor Correct History Training Presentation (05/24/23)