PeopleSoft Self-service Information and Resources

With the changes to the HR Service Delivery model and PeopleSoft self-service, there are new ways for managers to quickly find relevant employee information and perform human resource related tasks.

Whether it is time reporting, completing performance documents, or checking vacation and leave balances, the information is easily accessible and readily available.

RESOURCES

The PeopleSoft HR Manager Self-Service demo video provides managers information on how to initiate people-related transactions.

A Manager Self-Service Insights Quick Reference Guide provides managers with a graphical view of available reports, as well as how to navigate Fluid. This guide also provides information on the reports that managers can run to find information on their employees. All Reports to Managers automatically receive access to these reports.

For Faculty/Unit leaders and managers of people, employee information is easily accessible and readily available.

For leaders, you can access data for your faculty or unit through HR Standard Reports. These reports are available to provide a variety of information, including expiring jobs, job and compensation information, vacation/CTO/flex balances, staff counts, reporting relationships and other.  Reports are accessed through the myUofC portal by navigating to My work > Reporting > HR standard reports. You can access these reports yourself or designate someone in your faculty or unit to run reports on your behalf.

• Your manager can request access through the PeopleSoft Access Requests found in the myUofC portal under: My work > Manage PeopleSoft access > PeopleSoft Access Requests. Information is available on the IT website, or you can contact UService IT (403-210-9300) for assistance. Under the HR General Category, you can request access to Academic reports, Faculty/Unit reports, or both.

Managers have access to information about their direct and indirect reports through myUofC > Reporting > HR manager reports. Access request is not required, access is inherent in your role as a reporting manager.

RESOURCES

The PeopleSoft HR Manager Self-Service demo video provides managers information on how to initiate people-related transactions.

A Manager Self-Service Insights Quick Reference Guide provides managers with a graphical view of available reports, as well as how to navigate Fluid. This guide also provides information on the reports that managers can run to find information on their employees. All Reports to Managers automatically receive access to these reports.

We have videos and training materials for new and existing employees on accessing their timesheets, pay statements, vacation, and other entitlement balances benefits information, and performance review documentation under the PeopleSoft Employee Self-Service modules. 

We also have additional resources for new and existing managers on accessing the manager insights related to their direct reports’ vacation, absences, compensating time off hours (CTO), and cost of additional hours for their employees.

PeopleSoft rolesets can be found in the myUofC portal under: My work > Manager self service > PeopleSoft Access Requests. 

• Need help initiating PeopleSoft transactions? Designate an HR Forms Initiator in your department or faculty to initiate HR transactions such as job opening requests, job changes, and certain types of hires (General HR Functions > HR Forms Initiator)
• Need support with recruitment activities? The Recruitment Administrator can help manage applicant information and other recruitment related functions. (General HR Functions > Recruitment Administrator)
• There are Sessional Administrator and Student Pay Administrator roles to enter sessional appointments, grad assistantships and scholarships. (General HR Functions)
• Looking for additional HR information for your faculty or department? There are standard reports available to provide a variety of information, including but not limited to, expiring jobs, job and compensation information, vacation/CTO/flex balances, staff counts, and reporting relationships. Choose Access HR Faculty/Unit Reports or Access HR Academic Reports to designate someone to provide reports for your area. (Access HR Reports > Access HR Faculty/Unit Reports or Access HR Academic Reports)

Find out more about each roleset.

Log into ucalgary.ca/it to view this knowledge article on how to initiate a PeopleSoft Access Request.

Determining employee hire types can be a challenging task. With different employee groups and several hire types within each, a website has been developed to streamline the process in choosing the right hire type for either Support Staff (AUPE) or Management and Professional Staff (MaPS). 

The Staff Groups Defined website is a great place for hiring managers to determine the employee group they need to hire into. 

RESOURCES 

AUPE Hire Types are for positions that fall under the Alberta Union of Provincial Employees (AUPE) Collective Agreement.  There are a variety of hire types including regular, temporary, recurring part-time, casual, and student jobs.  Additional information regarding benefit eligibility, recruitment requirements, vacation entitlement, and other employee provisions can be found on the Support Staff – Employment Type Summary. 

MaPS Hire Types are for positions that are excluded from the bargaining unit based on criteria defined by the Alberta Labour Relations Code.  MaPS support and lead the operations of the university and follow the MaPS Terms and Conditions.  Additional information regarding benefit eligibility, recruitment requirements, vacation entitlement, and other employee provisions can be found on the MaPS – Employment Type Summary. 

When hiring MaPS or AUPE employees, there can be a lot of considerations from the type of employee to hire, the funding source, developing a job profile, and up to initiating the Job Opening Request (JOR).An important step in the recruitment process focuses on the details needed prior to posting a MaPS or AUPE job.

When posting is closed the next steps are to review resumes, shortlist candidates, host interviews, do reference checks, and make an offer.

Although there can be a number of required components, Human Resources has a variety of resources that can support you along the way.

RESOURCES

The Recruiting and Hiring Overview website provides a variety of tools on how to recruit and hire at the University of Calgary.

The Hiring Manager Toolkit is a guide to hiring Support Staff (AUPE) and Management and Professional Staff (MaPS).

The Staff Groups Defined website provides comprehensive information to help leaders determine what type of hire is required for each role.

Job Funding Rules are available to help hiring managers understand employee job types and how the different types are funded UCALG and UCALT.

The Job Evaluation Request Form is used to request new and existing job profiles for evaluation through the Compensation team in Human Resources.

The Guidelines for Writing Job Profiles were created to assist leaders in developing new or updating existing job profiles.

A Hiring Manager’s Guide to Recruitment, Selection and Interviewing is an eLearning course that provides an overview of how to recruit, select and interview MaPS and AUPE staff at the University of Calgary.

Pages 49-50 of the AUPE Collective Agreement provide the current salary ranges for hiring both internal and external candidates for AUPE positions.

The MaPS Salary Management Guidelines provide salary information and guidelines for hiring both internal and external candidates for MaPS positions.

The hiring of Academic staff can be complex and as such, it is important to familiarize yourself with some key documents and resources prior to beginning the process. There are a number of steps in the selection process and Human Resources has a variety of resources to support you along the way.

RESOURCES

GFC Academic Processes Staff Criteria & Handbook – this is a key resource for understanding and running a successful academic selection process. Part C of the handbook outlines the steps in the process as well as the principals of Inclusive Excellence in the recruitment process.

Faculty Guidelines – faculties are required to establish a formal Academic Appointment Selection Process for all appointments of more than twelve months’ duration, as part of their Faculty Guidelines. It is important to review these guidelines as criteria from the GFC may be refined or interpreted in the Faculty Guidelines.

Hiring Processes for Academic Staff – this website provides a step-by-step guide to academic selection by academic appointment type. If you are unsure about the appointment type, please see the Academic Staff Appointment Type Summary which provides information on the variety of academic hire types at the university.

Hiring Sessional Academics – this website provides step-by-step information on how to hire sessional academics (specified term with no implication of renewal or continuation beyond the specified term).

The TUCFA Collective Agreement Schedule A provides the current salary ranges for hiring both internal and external candidates for continuing, contingent term, and limited term academic appointments. Schedule B is related to sessional hiring.

Onboarding is a critical piece of the employee experience. A successful onboarding plan ensures that new employees feel welcome and connected to the organization and helps in setting clear expectations and boundaries. Research shows that a positive onboarding experience leads to employee retention.

The following resources have been created to support onboarding.

RESOURCES

The Onboarding Checklist for Managers provides information for managers in supporting faculty and staff onboarding, for all faculty and staff groups.

Each unit has a designated Onboarding Coordinator who assists managers with onboarding all faculty and staff. The Onboarding Checklists for Onboarding Coordinators provides information for Onboarding Coordinators to assist managers. If you don’t know who your Onboarding Coordinator is, you can review the listing on the Onboarding Contacts page.

As with any business, the University uses a lot of acronyms and terms that new employees may not be familiar with. Commonly used acronyms and terms can be found on the UCalgary Acronyms page.

Employees may leave the university for various reasons such as retirement, end of contract or resignation and the process to administer the termination depends on the type. Offboarding an employee successfully ensures the exit/transfer runs smoothly. 

RESOURCES  

When an employee has made the decision to voluntarily leave the university and has submitted a letter of resignation to their manager, a PeopleSoft Termination Request form should be submitted as part of the offboarding process. Please refer to the quick reference guide for completing the online termination request form.   

Whether an employee is transferring or leaving the university, both the manager and employee should complete an offboarding checklist prior to the employee’s departure. Specific offboarding checklists can be found on the Termination and Offboarding page under each staffing group. Note: not all steps will apply to all staff members – complete only if applicable. 

When an employee on a temporary contract reaches their expected end-date and will not be extended, the termination is automatically processed effective that date. No PeopleSoft Job Termination Request form is required, but it is still important for both the manager and employee to complete an offboarding checklist.  

When an employee retires, in addition to the offboarding checklist, there is also a retirement checklist. Please refer to the Pension and Retirement page for more information. 

Preventing unauthorized access is critical to keeping UCalgary data and systems secure. Managers, remember to submit termination requests for your departing employees as soon as you receive their resignations. It’s important from a risk perspective that employees who are leaving the university have their access revoked on the first day they are no longer working here. While access removal is automated, it is still dependent on the processing of the termination in PeopleSoft.

For information on how to submit resignation/retirement paperwork, and further steps for offboarding, please visit the HR website.

Annual reviews provide a valuable opportunity to create a formal record of all the hard work and achievements over the past year, explore development opportunities, and summarize the insights gained through your one-on-one meetings.

Support Staff Performance Management Timeline:

By Feb. 6 - Managers review goals/expectations and launch final assessments
By Mar. 1 - Employees complete and submit self-assessments
By Mar. 31- Managers hold review meetings and submit employee assessments
By Apr. 30 - Employees review and acknowledge review documents

The following are the eight Core Competencies for Support Staff:

• Communication
• Innovativeness/Initiative
• Knowledge & Technical Skills
• Personal Effectiveness
• University Understanding
• Teamwork
• Leadership
• Flexibility

Explore the core competencies and start writing your feedback with the competencies worksheet.

There are four Overall Performance ratings for Support Staff.  Review detailed descriptions of these ratings.

For Managers of Support Staff, if you are missing an online performance document for a team member that has transferred to your unit from another department, you can request their documentation to be transferred to you by submitting a Request a Performance Document. 

For additional details on the Support Staff Performance Management process and access to tools, training, and guidelines, please visit the Annual Reviews website.