FAQs for PeopleAdmin System Users
What is PeopleAdmin used for?The PeopleAdmin system is used by departments to initiate
faculty and staff recruitments and opportunity hires and
staff reclassifcations, position
description updates and off-cycle increases.
What is an "action"?Position actions include recruitments, waivers, reclassification, position updates or off-cycles. In
PeopleAdmin, an action is a record created by a user to request a
What is an "action number"?An
action number refers to a specific action on one position in the
system, and is used to search for that particular action.
What is the Position Library?The
position library contains position specific information for all
established positions. This information is used to populate
actions in PeopleAdmin.
How do I determine if my position exists in the Position Library?In
the Position Management module, click on Positions submenu Staff or
Faculty/Academic Administrator/Unclassified. Search by
title or position number. This will enable you to review
positions in your area that meet the criteria and determine if
the position is in the library.
Who submits actions through
order to access PeopleAdmin, you must have an
Your Dean’s Office or Business Manager can advise if it is appropriate for you to have a PeopleAdmin
What is a user type?PeopleAdmin
users are grouped by role. Dean users may have both
a Department and a Dean/Director User type. The user type you are logged in as is visible
top right of the screen.
How do I change user type?Click
on the drop down in the right upper corner or the screen. Select the
user type you desire and click the refresh button. A message will
appear at the top of the screen to confirm the user type change.
How do I determine what type of action I need to initiate in PeopleAdmin?Consult the Staff Actions in PeopleAdmin decision tree to
determine what type of action to submit in PeopleAdmin.
How do I know the status of my action?
You can determine the status of your action(s) in
PeopleAdmin. The “Current State” and State Owner" columns show the
current status and the responsible party at that status for each
action. In addition, automated emails are generated at
critical status points in the system which will inform you when
you need to take action.
How do I find help? Contact
your Business Manager or Dean’s office for
aids and instructions for working in PeopleAdmin are available on the Human Resource Services
Please remember that these materials are updated frequently based
upon user feedback. You may need to refresh your browser page or
clear your cache in order to access the most recent version of a page (Directions for clearing your cache). There are also links to resources and
support materials embedded in the PeopleAdmin tabs.
Do I still use the Staff Position Description form?
Employees and supervisors can still use the Position Description
draft position descriptions for use when initiating staff
position actions in PeopleAdmin. Position description information can
be cut and pasted from this document into the appropriate PeopleAdmin fields for staff actions.
How do I reclassify a staff position?To request that a
staff position be reviewed for a change in classification, create an action for a Reclassification.
When do I need to submit an Organizational Chart?An Organizational Chart must
be attached to all staff position actions.
The organizational chart must include the system
classification titles for positions and show
how the position fits within the work area, who the position reports
to and what position(s) report to it. This helps illustrate the level
of responsibility required in the position and informs
the classification process.
Can I use an old action instead of creating a new one?No,
you must create a new action. However, for actions on existing
positions, much of the position information populates from the
Why did my action get sent back to me?Actions
may be returned if required data or attachments are missing or
incomplete. When an action is returned to you, you can check the Action History tab
for specific information about what additional information you need.
How do I view a Position Description in PeopleAdmin?To
access a position description go to the Position Management module,
click on Positions submenu Staff or Faculty/Academic
Administrator/Unclassified. Search by title or position number.
Click on "view" under
the correct title in the list. Directions for pritnting a Position Description Report are located on the PeopleAdmin Resources page.
What if I don't see an existing position number I need in the position library, but I need to recruit?If
you cannot find an active position number in the position library,
verify the position number. If it is correct, use the
Recruitment New Position action and enter the position number in
I found my postion number in the library, but there is no position description information in the record. Why not?Position
desription information is being added to the position library through
the actions submitted in PeopleAdmin. If no position action has
been taken on a position since May 2, 2011, the position
description fields will not yet have been populated with this
information. Once you take an action on the position and your action
is approved, the information will be available when you next
access the position library.