FAQs - Revised HR Processes

What are the revised Human Resources (HR) processes?
Financial Services, HR, and Information Technologies have jointly developed refined processes for hiring, job changes, and exits. The processes include new business procedures as well as new functionality in the Peopleclick and PeopleSoft systems used to recruit employees and manage HR information.

What specific changes do these revised processes entail?
Hiring managers, including Researchers / Project Holders, will see the following changes:

• New consultative process for new hires with the Resource Managers and the Service Team in the Faculty of Science
• New Recruitment Request form and new routing of requisitions to the HR Service Team in the Faculty of Science
• New online approvals for job changes (e.g., appointment extensions, accounting changes)
• New online approvals when hiring hourly paid employees
• New routing of termination/retirement notifications to the HR Service Team in the Faculty of Science
• New approval workflow in both Peopleclick and PeopleSoft that routes HR transactions electronically through various stages of approvals.

When will these processes be rolled out in the Faculty of Science?
The roll out of the refined processes began in the Faculty of Science in July 2010. This initial implementation in Science provides the opportunity for users to continue to refine the design of the processes before they are implemented university-wide.

Why is the university implementing these revised processes?
The refined processes relating to hires, job changes and exits were designed to implement financial controls, accountability and standardization across campus. The refined processes will ensure financial approvals, HR approvals, improved tracking mechanisms and better service. The processes also support audit requirements in having appropriate budget controls in place. These revised processes are a part of the iS² Project and comply with the Auditor General's and Tri-Council's recommendations.

Will we follow these refined HR processes when we hire a Post Doc or a Graduate student?
These processes apply to a specific group of employees, namely Management and Professional Staff, Support Staff and Hourly Paid employees. There is no change to the manner in which HR transactions are handled for Academics, Sessional Instructors, Post Docs, Grad Students and Scholarship recipients. Please see your Resource Manager for a detailed list of who is “in scope” and who is “out of scope” for these refined processes.

Do we have a say in the credentials of who we hire? What are the requirements for posting?
The hiring process is initiated by the hiring manager who is responsible for identifying and defining the role they are looking to fill. That includes defining the position as well as the qualifications/credentials required for the position in a job profile while working within the framework of the university recruitment process guidelines and the collective agreement.

Do I still have the authority to make the final hiring decision?
The selection process is and will continue to be a responsibility of the hiring manager. While they have the authority to make the final hiring decision, they must follow University of Calgary policies and collective agreements.

How do we access resumes / applications?
For positions that require posting and are in scope, the recruitment process will be managed through the University of Calgary's applicant tracking system, Peopleclick. All identified hiring managers and relevant contacts will be added to Peopleclick and will be given access to view applications. All contacts will be notified when applicants are available to review.

Who needs a SecurID?
All hiring managers, including Researchers / Project Holders, in the Faculty of Science who have direct reports need to have a SecurID in order to approve requests for job changes and hourly hires in PeopleSoft. If you need a SecurID, please contact Joan Anderson. Researchers / Project Holders who do not hire staff do not need the SecurID.

I use a browser (e.g., Safari, Firefox) that does not allow me to use Peopleclick. What should I do?
Peopleclick, the university’s recruitment management system only operates on Internet Explorer 7 or 8.

• If you are a PC user and have selected a different browser as your default browser (e.g., Firefox), you can access Peopleclick by opening Internet Explorer from your desktop and typing https://home.peopleclick.com/. If Internet Explorer 7 or 8 is not installed on your PC, you can download it from http://microsoft.com/.
• If you are a Mac user, you can access Peopleclick using a Virtual Desktop utility that is available to all U of C employees. Instructions are available online at: http://www.ucalgary.ca/hr/administrators/recruitment/accessing_peopleclick_mac
• If you are a Linux or Sun Microsystems user, you will have to locate a PC that you can use to access Peopleclick.

I missed the training sessions that were offered. How can I better understand my role as an approver?
Copies of the slides used at the training sessions can be found online at: http://science.ucalgary.ca/hr_finance
Additional training sessions for approvers will be offered in the fall.

How can I learn more about these revised processes?
Who do I contact for help? You can view the latest news and announcements, an archive of communications, and resources specifically for approvers, including a list of individuals and help desks you can contact, online at: http://science.ucalgary.ca/hr_finance.