Internal Transfer Instructions for Hiring Managers Hiring Proposal

Internal Transfer Instructions for Hiring Managers Hiring Proposal/ Electronic PAR Process Prepared: September, 2008 Revised: July, 2011

This document will walk you through the Hiring Proposal/PAR process for a Transfer hire. The document will guide you through each step of the Hiring Proposal and the steps that each user completes before going on to the next area for approval. 2

Hiring Proposal – Transfer Awaiting Comp & BG Check Approvals (Hiring Manager/Preparer) Salary Approved (Compensation) BG & Sal Approved Transfer (Background) BG & Sal Approved Pending Transfer (Background) Transfer Employment Finalize Hire (Hiring Manager) 3

After logging into Lawson, select the People. Admin link under the Manager Self. Service (MSS) tab in left-hand menu. A new window will open showing all active (posted, non-posted) requisitions. (Be sure pop-up blockers are off) The hiring manager will search for requisition and click on “View” under the job title to begin the review/hiring process. 4

The hiring manager will be directed to this screen and see his/her active applicants. The hiring manager can view employment application(s) and/or change statuses. To view individually, click on “View Employment Application” under the applicant name. To view as a group, put check marks in each box and click on “View Multiple Applications. ” 5

SAMPLE APPLICATION ABOVE The application can be printed by clicking on the print icon on the tool bar. When finished viewing, click on the “Close Window” link. After closing, the original screen will appear. 6

The hiring manager will be returned to this screen after viewing application(s). At this point the hiring manager must begin dispensing of their applicants to an inactive status with the exception of the selected candidate. This can done either one at a time or multiple applicants at the same time. 7

Changing a single status Click on “Change Status” in the same row as the applicant. 8

Click on the drop down arrow under the status column and select the correct status to which the applicant is changing. Click on “Continue to Confirm Page. ” 9

Click on “Save Status Changes. ” 10

You will be returned to this page. The hiring manager is able to see how many active applicants he/she still has and the applicants that were moved to an inactive status. 11

Changing multiple statuses Put a check mark in each box of those applicants that will be moving to an inactive status Or Click on the “All/None” link and remove the check mark in the box of the applicant that is going to be hired. Click on “Change Multiple Applicant Statuses. ” 12

Click on the drop down arrow in the gray area and select the correct status. Changing the status here will change the status on both applicants at the same time. Click on “Continue to Confirm Page. ” On the next screen, click on “Save Status Changes. ” 13

You will be returned to this page and see one active applicant and the others in an inactive status. At this point, the active applicant is the candidate that is possibly going to be hired. Click on “Change Status” in the same row as the applicant. 14

Click on the drop down arrow and click on “Selected Applicant. ” Click on “Continue to Confirm Page. ” 15

Click on “Save Status Changes. ” 16

The hiring manager, after changing Applicant’s status to “Selected Applicant, ” will be ready to start the Hiring Proposal on that applicant. The hiring manager will click on “Begin BG and Comp Review. ” 17

On the next screen, the hiring manager will click on “Start Action” to begin the hiring proposal process. 18

The Applicant Information worksheet that needs to be completed will appear. The Type of Hire will be marked Internal Transfer. All questions with an asterisk (*) are mandatory. When completed, click on “Continue to Next Page”. 19

The hiring manager will add requested salary and any justification information needed regarding the salary request and then click on “Continue to Next Page. ” 20

Click “Continue” on the summary screen. While on this screen, you may also print a copy of the hiring proposal for your records by choosing the “Printer. Friendly Version. ” 21

On the next screen click on “Confirm” to submit for Comp and BG Check Approvals. 22

At this point the following will happen in the Hiring Proposal process: 1. The requisition closes off the board and applicants can no longer apply for this requisition. 2. Confirmation e-mails are sent to the departments when the Compensation and Background Process is requested. 3. With the Hiring Proposal, the hiring manager is able to continuously monitor the status of their submission. 4. After approvals are obtained from Compensation and Background, the hiring manager will receive an email that the background and salary have been approved and are in one of the following new statuses: • • • Background & Salary Approved Transfer Background & Salary Approved Pending Transfer Disapproved 5. It is important at this point to review the approved Hiring Proposal from Compensation and Background. The salary approved by Compensation should be the amount that is submitted on the Transfer PAR in Lawson. 23

The hiring manager will choose to proceed or cancel the Hiring Proposal. After selecting the action, which in this case will be “Transfer Employment Finalize Hire, ” click on “Continue. ” While on this screen, you may also print a copy of the Hiring Proposal for your records by choosing the “Printer. Friendly Version. ” 24

On the next screen, click “Confirm. ” 25

The Hiring Proposal is now in the status of Transfer Employment Finalize Hire. Note: If the hiring manager did not dispense of the applicants still listed under Active Applicants, a message would prompt them to do so in order to finalize the hire. At this time, the hiring manager must Log into Lawson Manager Self. Service (MSS) and complete the Electronic Transfer PAR. https: //my. umc. edu 26

In Lawson under the Manager Self-Service (MMS) drop-down menu, click on “Direct Reports. ” 27

Next click on “Transfer Personnel Action. ” 28

Complete the form making sure ALL FIELDS have been filled in and click on “Submit Transfer Request. ” HINT: Fill in the Employee Number, Effective Date, and Position Number, then hit “Fill Defaults” and most of the information will fill in for you. 29

Process Flow Approvals Once an action has been initiated through Manager Self-Service, the upflow approvers in the process flow will be able to review and approve/deny the requested action through the Inbasket Process Flow Initiator bookmark. The Departmental approver of any initiated action in Manager Self-Service that involves a Lawson position change must send a message (with their name in the Name Field) with the budgeted position number that corresponds to the Lawson position number prior to approving the action. For the current fiscal year, Medical Center budgeted position codes will remain the same as those in the existing Lawson (not the 9. 0. 1 Lawson version). All actions rejected through the Process Flow should be accompanied by the rejecting party with an applicable message to communicate the reason for the rejection. 30