Roadshow Question Log.xlsx

	A	B	C	D	F	G	H	I
1	#	Date Identified	Name	For	Question/ Issue	Responsible	Status	Resolution

2	1	10/15/2024	Jessica Kuecker Grotjohn	Hire	Is it possible to save a posting for positions that are frequently posted? (student workers). Would it be possible to edit a previous posting and repost it or does the entire posting need to be entered for a new position?	Jen Erickson	Complete	No. You will need to reenter the information.
3	2	10/15/2024	Jessica Kuecker Grotjohn	Post	For the pay, should it always be hourly or can it be annual?	Jen Erickson	Complete	It can be hourly or annual. You can do use the exact amount or a range. Most people use a range (ex: $100,000-130,000). The range should be a "good faith range" meaning the salary range that you reasonably expect to pay for the position.
4	3	10/15/2024	Olga Kavun-Wozniak	End Apt.	Does the "Terminate Appt" require the resignation letter to be attached?	Hilary Denn	Complete	No, the attachment will not be required, but will be optional and can be attached to the End Appointment form. If it's not attached there, you should use your college's internal process to send the resignation letter to the appropriate area (and if you're not sure, you can check with your HR Lead).
5	4	10/15/2024	Adam Tilsner	Hire	Are there any different procedures for hiring student employees?	Dianna Orth	Complete	For hiring students (undergraduate) use the Hire an Employee TDX or the mass changes form is there are more than 10 employees you need to hire at a time. Note: You will need to include a salary or hourly range if the position is posted (new wage transparency law Jan 2025)
6	5	10/15/2024	Kayleigh Mital	Hire	Was there a spot to add location for employees in new hire (ex. if they are going to be based off campus--different state, etc.)	Dianna Orth	Complete	If an employee is working out of state, you will need to go through the U of M Approval process for out of state hires before submitting the Hire an Employee TDX and note that the employee will be working out of state on the form.
7	6	10/15/2024	Michelle	Post	Will we be requesting new position numbers or changes to positions numbers for all positions or just the appointments in scope (civil service, P&A non instructional, labor represented)?	Dianna Orth	Complete	Every college/Unit handles position numbers differently. You can provide the information on the TDX if you want to create a new position number or cloning a position number. Work with Unit HR to figure out what process your unit prefers.
8	7	10/15/2024	Jeremy L Terry	Mass Change	I saw that we will use the forms for ending appointments. But with GAs where we set them up with set start and end dates, will we still need to do a new TDX form at the end of the appointment?	Hilary Denn	Complete	Whenever there is an action to be taken, you will submit a new TDX form. You have the option to suspend OR recall, but cannot do both on the same form. Patrick R - You can use the Mass Change for Ending GA's too Jeremy so you wouldn't have to submit for each individual grad in stats.
9	8	10/15/2024	Angie Hanson	All	What happens to the request after I hit submit? Does it go directly to the ops center for entry?	Dianna Orth	Complete	If approvals are required, it will go through the approval process prior to going to HR Operations. Most HR forms do require approval. If no approvals needed, it will go to HR Operations. HR request that do not require HR approval are the Stand along Background check request form and the Reclassification form (as that is requested by the college HR department)
10	9	10/15/2024	Amber Grupe	Post	Staffing Operations will manage Recruitment Solutions posting for all positions, including undergrad students, postdocs, temp/casuals, etc.? Or only BU/LR, CS, and non-instructional P&A?	Dianna Orth	Complete	All of them. Staffing Operations only posts in Recruiting Solutions. If you use something like Handshake for student positions, Staffing Operations will not do those postings.
11	10	10/15/2024	Lizette Rebolledo	Hire	Does this include student employees? Our unit hires around 100 students a year	Dianna Orth	Complete	Yes. You can use the hire form or the Mass Changes form to hire students
12	11	10/22/2024	Kris Junker	Hire	Can you clarify if unit or TA manages Postdocs, Grad Assistants and Temp and Casual employees	Jen Erickson	Complete	Good question. TA would not provide full cycle recruiting support for this population. These all still need to be posted, which would require a Post a Position TDX request. Staffing Operations would then post the position. Recruiting Support for this population is done within your dept. (ex. recruiting, applicant screening, interviewing creating the offer letter.) Once an applicant is selected, a Hire TDX request would need to be submitted.
13	12	10/22/2024	Melissa A Sullivan	Hire	And undergrad student hires	Jen Erickson	Complete	TA would not provide full cycle recruiting support for this population. If you would like the student position posted in Peoplesoft, you would need to submit a Post a Position TDX request. Staffing Operations would then post the position. Recruiting support for this population is done within your dept. (ex. recruiting, applicant screening, interviewing creating the offer letter.) Once an applicant is selected, a Hire TDX request would need to be submitted.
14	13	10/24/24	Sandy Herzan	All	Is that financial approval for CLA our CLA accountant, CFO, who? For posting/hiring, and for additional/modify pay. Admin has been approver for PIFs for a lot of changes/additions in CLA	Christopher Boldon	Complete	This will be unique to your department(s) or areas. As you’ve mentioned, you already have a review structure in your area, and you can continue to use this by entering those Admins that currently review. For Hire, Post a Position, Modify Appointment and Person of Interest TDX requests you can gather and indicate approval method several ways. 1. If you have an established process for notifying and obtaining financial authorization for these types of requests, you can continue to use that prior to the TDX form being created. When filling out the form, indicate the name of the unltimate person responsible for providing the financial authorization in the Financial Approval section of the form. 2. You can utilize the HR Optional Authorization TDX form to gather local level approvals, authorizations, communication and details prior to completing a HR service request. When filling out the approved request for, indicate the TDX # from the approved HR Optional Authorization TDX form in the Financial Approval section of the form.
15	14	10/22/2024	Mike L	Hire	Is this the same for ROCs? So for temp casuals we would handle that locally at our ROC (Research and Outreach Centers under CFANS college)?	Jen Erickson	Complete	(ROCs are their own depts - Maureen Aubol) These all still need to be posted, which would require a Post a Position TDX request. Staffing Operations would then post the position. But, TA would not provide full cycle recruiting support for temp casual positions. That is done within your dept. (ex. recruiting, applicant screening, creating the offer letter.) Once an applicant is selected, a Hire TDX request would need to be submitted.
16	15	10/22/2024	Kris Junker	All	Can you save the form if you can't complete it in one sitting?	Jen Erickson	Complete	No. But from experience, I have kept it open in a separate tab for the day and went back in and added the necessary information and was able to submit it no problem.
17	16	10/22/2024	Mike L	Hire	So in the regards of summer help at ROCS what will the TAs help with?	Susan Rafferty	Complete	To help clarify college HR support and department/center/unit support for the types of positions not supported with full cycle recruiting, here is an overview: https://drive.google.com/file/d/1hlGQu3LZ5sKeKMvAyVsLrdH7XQvVTlb4/view?usp=sharing There are various training videos and job aids on the PEAK HR Training site that provide more details on the hiring and Talent Acquisition processes. https://hr.umn.edu/HR-Community/HR-PEAK-Training
18	17	10/24/24	Sarah Jahn	All	What if the person submitting the request doesn't add the appropriate financial approval? Will no approval be required then and need to be addressed after the fact?	Christopher Boldon	Complete	HR requests will be routed to an HR approver in your college/department/unit. It is the responsibility of the approver to review the name in the Financial approver field to ensure it's appropriate for the type of request before approving the request.
19	18	10/24/24	Kitty	All	Do we have to worry whether or not a combocode has been set up or is active for funding options?	Christopher Boldon	Complete	Accountants will still do budget journals to activate Combo codes (or SPA for sponsored). Requesters should still work with their Accoutant to obtain the chartfield string information before submitting TDX. Any TDX request that indicate that there is a chartfield string override associated with an HR request will be routed to FinOps for entry. If FinOps has questions on the chartfield string information provided on the request, they will contact the requester to resolve.
20	19	10/22/2024	Kris Junker	Hire	What if you don't have a set date you want the job posting to be removed?	Jen Erickson	Complete	That's fine. Just pick a date that is as far as out as possible. The date can be changed after the position is live.
21	20	10/22/2024	Stacy Maher	Hire	If you set a date will this updated system route applicants before the posting is removed?	Jen Erickson	Complete	No. If it's TA supported, we will continue to route applicants and can adjust the removal date. No, the system will not auto route applicants. If the position is TA supported, our TA specialist or consultant will screen applicants (route, reject, etc.).
22	21	10/22/2024	Nick Kreevich	n/a	A lot of information to take in. Is there a plan to put together a procedure manual or video tutorials to access when needing to execute these processes? This would be very helpful.	Kris Block	Complete	Hi Nick. We have training resources that include videos tutorials and other resources that we will be highlighting shortly. But, yes, you have access to training content that will help support you through this process. Also, the training is recorded today - JE https://hr.umn.edu/HR-Community/HR-PEAK-Training - CB
23	22	10/24/24	Mary Stein	All	Search for the name of the person who provided financial approval…will that person be notified when a new TDX is submitted that includes their name or will the finance person have to check their dashboard to look for that info?	Christopher Boldon	Complete	They will receive an e-mail notification if there name is listed in the Financial Approver Section. In November there will be a question added to the Financial Information section "Do you want anyone else included on communications regarding this request?". You can use this field to enter the name of someone from unit fiance and they will be notified when request is submitted. Unit Finance employees are not set up to have technician access, unless a special request is approved by FinOps leadership. But anyone who has TDX technician access can run reports.
24	23	10/24/24	CJ Madsen	All	Will we still have access to the Correction Form?	Christopher Boldon	Complete	Yes, but is discouraged. If WFDM receives a request that needs a data correct, they will route the request to the Data Corrections team, so a separate request is not needed. If you're entering something that requires a correction, keep in mind that some of those activities can also be done without routing to the Data Corrections team, so you also may get faster service if you send everything via the Modify ticket.
25	24	10/22/2024	Stacy Maher	Hire	Please confirm if TA specialists will route BEFORE the posting end date. Understanding this will help TDX entry people in units understand how far out they should actually end the posting date.	Jen Erickson	Complete	Correct
26	25	10/22/2024	Kristen Williams	Hire	Hi - would any of these processes be applicable to hiring student employees (undergrads)? Or would recruiting etc remain at a department/unit level?	Jen Erickson	Complete	TA would not provide full cycle recruiting support for this population. If you would like the student position posted in Peoplesoft, you would need to submit a Post a Position TDX request. Staffing Operations would then post the position. Recruiting support for this population is done within your dept. (ex. recruiting, applicant screening, interviewing creating the offer letter.) Once an applicant is selected, a Hire TDX request would need to be submitted.
27	26	10/22/2024	Kelsey Bogdanovich	All	Hi I may have missed it but how is this a CFANS-specific training? Is this process different in CFANS compared to others in phase 2?	Jen Erickson	Complete	No - What might be different is your requesters and HR approval team.
28	27	10/22/2024	Maureen Aubol	Modify	Where are summer salaries entered?	Hilary Denn	Complete	summer hire TDX; existing employee needs additional pay can be done through modify TDX The Roadshow FAQ document highlights Summer Appointment requests
29	28	10/22/2024	Kells002	n/a	Is the Medical School requiring their faculty to use this system to the same level as CFANS faculty?	Jen Erickson	Complete	Med School is phase 4. So not yet!
30	29	10/22/2024	David Senior	All	Is there an estimated or targeted turn around time on submitting a TDX? Thank you	Angie Hanson	Complete	Service Level Agreement goals have been established for HR TDX requets and they vary depending on the type of request as some requests require a lot more steps and hand-offs than others. When a TDX is submitted, it first gets routed to local HR for approval before it is passed along to OHR. There is a 2 day SLA for college HR approval. Examples of some response time SLAs: - End Appointment, Modify Appointment, Person of Interest entry, and Hire entry is 5 business days (which includes the 2 day approval time). - Post a position for full cycle recruited positions is less than 10 business days. This includes request approval, intake meetings and comp approval in addition to the posting entry. - Post a position for non-full cycle recruited positions is less than 6 business days, as an intake meeting is not included in this. We would like to get hires as soon as you know them, even if they aren't starting for 6 months. Any type of ticket can be submitted right away.
31	30	10/22/2024	Tom Lany	All	Do you have information on which requests should be entered by local HR staff vs. local managers -- and how we should keep our local HR teams in the loop? Or is this a question for our local team?	Jen Erickson	Complete	Yes, I would talk with Susan. Local process
32	31	10/22/2024	Jean Larson	n/a	do you have Disability Service assistance for people with learning disabilities?	Kris Block	New	https://accessibility.umn.edu/ - Kyle G Gill
33	32	10/22/2024	Ellen E Reed	All	Is there going to be a general email or a person we can ask questions/request actions to once a TDX form is submitted? So like if we want to close the job sooner or request the application materials sooner/later stuff like that that doesn't fall into a TDX form category	Jen Erickson	Complete	You'll be able to add Comments to the ticket to communicate to the Specilist assigned to that request. If you have a TA supported position, you can reach out to your TA specialist or consultant.
34	33	10/22/2024	Stacy Maher	Hire	Back to summer salary…..is there a mass request option, or can you clarify if these need to be submitted one faculty member at a time?	Dianna Orth	Complete	The Roadshow FAQ document highlights Summer Appointment requests
35	34	10/22/2024	Kells002	End Apt.	Along with the summer salary, we can request a shift as to when our pay raise occurs. Can this be done within the same form - i.e., can a requester to use one form for multiple changes?	Hilary Denn	New
36	35	10/24/24	CJ Madsen	n/a	You said we will still have access to Pay Updates, but I think I heard that someone sees it before it goes to Payroll. Will we still get these done in time?	Christopher Boldon	Complete	You will have access to submit payroll updates if you need to do that, and that will function as it does today. The comment regarding somone else seeing it before it goest to payroll is in regards to TDX tickets that need PeopleSoft entry changes before a payroll update can be made. The TDX ticket would go to WFDM for that entry. Regarding if this will get done on time, it all depends on when it comes in, which is true today. The OHR Operations team monitors this closely and has had fast turnaround times. But as it is today in the college/department/units, work is prioritied during high volume times. This is why we ask that as soon as you know that a change is needed, submit it.
37	36	10/22/2024	Kristen R Opitz	Mass Change	Would the mass request be used for faculty summer appointments? Or are we expected to submit those one by one via individual TDX modifications? These are very complex appointments, so clarity here would be appreciated.	Jen Erickson	Complete	If there are 10 or more, yes.
38	37	10/24/24	Laura L Negrini	n/a	Is there any lessons learned from Phase 1 that we could benefit from?	Christopher Boldon	Complete	We are learning all the time. We coninue to make changes to our forms based on learnings from Phase 1, so your experience will be smoother due to these lessons we and our Phase 1 partners made together. We will continue to learn and grow to make changes partnering with you and your teams in the same way. We meet internally weekly and bi-weekly with different teams to go over new discoveries and changes we will make as a result. We have over two pages of changes that will go-live in November to support improvements identified from Phase 1 and changes requested for Phase 2, and that represents just a fraction of changes we have made. From small language changes in forms that make things a little clearer to big changes that impact entire workflows, you'll see regular changes based on new discoveries and patterns that we find together. When in doubt as you and your requesters are filling out forms, don't hesitate to add details in the additional information field - the single biggest thing that causes issues is too little information and not enough communication.
39	38	10/22/2024	Ellen E Reed	Mass Change	If we have questions about hiring options prior to submitting a TDX for a position posting, who/how can we get answers to those?	Jen Erickson	Complete	Hiring options is something CFANS HR can assist with.
40	39	10/22/2024	Stacy Maher	Mass Change	Grad student assistantships are also labor represented - why aren't they now in-scope?	Jen Erickson	Complete	This is being revisited. At this time TA supports full cycle recruiting for labor represented (Clerial, Health Care, Police, Service & Maintenance and Technical), Civil Service and P&A (non-teaching) employee groups
41	40	10/22/2024	Stacy Maher	HR Optional Approval	How are finance/funding approvals embedded into new position requests following the TDX process?		Complete	Using the optional authorization form - The HR TDX Authorization Documentation Form is an optional and customizable form that streamlines how approvals for HR requests are managed. Use this form to document authorizations within your campus, college or department before submitting the TDX form. This optional step can be used for process documentation, approval, and notifications for the following forms: Post a Position Hire an Employee Person of Interest Modify Appointment
42	41	10/22/2024	Kari Schwab	End Apt.	Will we use end appointment for student workers as well?	Christopher Boldon	Complete	Yes, this would be done for student workers as well. For high-volume times for groups like undergrad student employees and GAs, there’s also a Mass Changes request so you can put them all on one big spreadsheet and submit them together.
43	42	10/22/2024		All	What is the expected response time	Dianna Orth	Complete	Service Level Agreement goals have been established for HR TDX requets and they vary depending on the type of request as some requests require a lot more steps and hand-offs than others. When a TDX is submitted, it first gets routed to local HR for approval before it is passed along to OHR. There is a 2 day SLA for college HR approval. Examples of some response time SLAs: - End Appointment, Modify Appointment, Person of Interest entry, and Hire entry is 5 business days (which includes the 2 day approval time). - Post a position for full cycle recruited positions is less than 10 business days. This includes request approval, intake meetings and comp approval in addition to the posting entry. - Post a position for non-full cycle recruited positions is less than 6 business days, as an intake meeting is not included in this. We would like to get hires as soon as you know them, even if they aren't starting for 6 months. Any type of ticket can be submitted right away.
44	43	10/22/2024	Kris Junker	n/a	the red line does not seem accessibility compliant, will this change down the line?	Christopher Boldon	Complete	TDX is Dark Mode-compliant for high-contrast viewers (controlled within the viewer’s browser) and fields have alt text and descriptions to highlight required fields and other information for screen readers. Their accessibility page states all pages should be WCAG 2.1 AA compliant. If none of that addresses accessibility concerns, we’d be happy to bring those to the OIT TDX team to work with the vendor directly on. You can email me directly if that’s easiest! Response from OIT TDx team also: TDX passed all our accessibility requirements as a part of the RFP process in 2019. The vendor has also been responsive to our feedback on accessibility, and has implemented accessilbility improvements when requested. The HR forms built with TDX's iPaaS solution also passed accessibility testing in 2023. These forms could have some improvements that would increase accessibility and usability, and we will be working with HRMS to prioritize and implement these improvements in 2025.
45	44	10/22/2024	Zang Lee	Mass Change	Can mass fellowship appointment requests be made through the Mass Changes TDx form?	Hilary Denn	Complete	Requesters can use the Mass Changes TDX form and select the "Other" option. Requesters will then attach a spreadsheet to the form that contains the Fellowship information necessary to create a Person of Interest. Personal identifiable information (e.g. Social Security Numbers) should not be included on the TDX form or on the attached spreadsheet. A virtual conference may be necessary to gather the necessary information to complete the related data entry.
46	45	10/22/2024	Maila Brandt	Mass Change	So yes for students, but Temp Casual is outside this process?	Dianna Orth	Complete	The Mass Hire form may be used for student hires and temp casual hires. As a reminder, per VEVRAA, temp casual postings need to be posted. https://hr.umn.edu/Vietnam-Era-Veterans-Readjustment-Assistance-Act-VEVRAA-Posting-Requirements
47	46	10/22/2024	Mikayla Botkin	Hire	Thanks! What would be a good timeline to operate under when submitting these type of student jobs? I am usually hiring about 3-5 students a semester.	Dianna Orth	Complete	Once the decision is made to hire a candidate many steps need to happen to create their employment record. Handoffs between teams will happen seamlessly and each team will complete their tasks in a timely manner to ensure start dates are not delayed. Work that is done after a Hire is submitted includes college/unit approval time, position creation/edit if needed, background check completion, offer letter creation and approval (full cycle recruited positions), HR PeopleSoft data entry, and Chartfield string override entry if needed. The SLA for turnaround time for all those tasks is 5 business days. Background checks are requested as soon a hire tickets are approved, but check turnaround time is not something Staffing Operations can control.
48	47	10/22/2024	Malia Brandt	Background Check	You mentioned Safety of Minors briefly, can trainings like that be requested for employees through this system?	Dianna Orth	Complete	You can do safety of minor background check at hire or as a one off request with the stand along Background check form. Staffing Ops can do background checks in batch orders during high volume hiring periods.
49	48	10/22/2024	Kati Matuseski	All	I'm joining this roadshow as a one-off. Are TDX forms intended to be submitted by a manager within a department?	Kris Block	Complete	Every college/department is different, work with your college HR to identify who is responsible for submitting HR requests
50	49	10/23/2024	Milena Saqui-Salces	n/a	Color blind people may not be able to distinguish the red on the required fields	Christopher Boldon	Complete	There are no other colors that indicate other types of fields, so while the red color may not appear as red in some types of color blindness, if the left border of the field is thicker, that indicates a required field. I’ll definitely pass that to the TDX team to provide as feedback to the vendor. We've already provided some feedback that we'd like the border to be thicker. In addition, note that there is an asterisk following the text for each field, which is another notifier that the field is required.
51	50	10/22/2024	Malina Brandt	Hire	I have typically relied on HR to determine pay rate which I thought was meant to maintain parody across the University. Sometimes this pushed departments to adjust pay rates to keep up. Is there still a "conversation" that happens in this process to ensure all are compensated fairly?	Jen Erickson	Complete	If it's a full cycle recruited hire, the recruiter will work with hiring managers during the intake meeting and thru recruiting to have discussions regarding internal equity and market research. If it's unit recruited position, you can work with your local HR if you need assistance on determining pay rate.
52	51	10/22/2024		Mass Change	Can mass change be different positions on one form, or can it be for multiple positions?	Dianna Orth	Complete	It can be multiple positions. Recommend sending them in batches during busy hiring times, instead of holding them and sending them all at once.
53	52	10/23/2024	Linda McKee	All	A clarification question, you mentioned "building relationships" with departments. Will we have a specific person at OHR assigned to our department? Someone who we can direct questions regarding our specific needs?	Kris Block	Complete	Shared Services will be broken up into groups that will support specific colleges that you will be working with and can create those relationships. You will become familiar with the Specialists supporting your areas and the Supervisors as requests are submitted and processed.
54	53	10/22/2024	Bunch of Bell Supervisors	Hire	For Confirm the name of the person that provided financial approval for this request - will choices be limited to people who can provide approval- or can anyone be put in?	Christopher Boldon	Complete	Anyone can be put in. The CFANS approvers will review the ticket after submission before we start work in Shared Services, including the financial authorizer.
55	54	10/24/24	Patrick Russell		Information on impact of PEAK/TDX on HR-Hiring Workflow and other Laserfiche processes:	Patrick Russell	Complete	https://docs.google.com/document/d/1zdHXhtiBDeggPuHjxg0Qlg_rwvtLjOA9GxgTpEuK69I/edit?tab=t.0
56	55	10/24/24	Patrick Russell		Work of the CLA Process Team. HR Process info on first tab:	Patrick Russell	Complete	https://docs.google.com/spreadsheets/d/1GIa_pprtrjISjFIVHWA9dJFUBf_uZSv9Wrhb_IkqStc/edit?usp=sharing
57	56	10/24/24	Keiko Ehret	Post	How will this work for blanket positions that are drawn from multiple times across an academic year? For No pool hired of Teaching Specialists and Lecturers. Typically semester-to-semester appointments.	Dianna Orth	New
58	57	10/24/24	Carly Eichhorst	Post	We also do a blanket posting for temp casual appointments in addition to teaching specialists/lecturers. Ajunct Faculty (Kara Kersteter) We use them for some new lecturer/teaching spec. hires, (Sandy Herzan)	Jen Erickson	Complete	Teaching/faculty positions would still need to be posted using the Post a Position TDX Form. Recruiting and job offer letter tasks for this population is supported by the units, not TA
59	58	10/22/2024	Andrew Scobbie	n/a	I'm in office. Many of the presenters are coming across with poor vid/audio. Seems like a bad plan when there are complex processes to be educated on.	Christopher Boldon	Complete	Hi Andrew! We aren't seeing the poor quality, it may be your connection there, sorry to hear it’s rough for you. The session is being recorded and will be available to you afterwards if the connection continues being poor for you. There is also a page with many training resources if that’s helpful. https://hr.umn.edu/HR-Community/HR-PEAK-Training
60	59	10/24/24	Kara Kersteter		Could someone share the link to the sandbox environment again?	Kris Block	Complete	A link to the Sandbox enviornment will be sent after the session.
61	60	10/24/24	Ruth Styles	Post	What will the process be for posting and hiring for student worker positions? Undergraduate	Dianna Orth	Complete	For CLA Only - After December 2, 2024, HR-Hiring Workflow (Laserfiche) will continue to be used to create and manage offer letters for Students, Graduate Assistants, and Teaching Specialists & Lecturers. Because certain onboarding steps such as Background Check, Position Management and PeopleSoft Data Entry will now be completed by the OHR Operations and FinOps centers, all offers will require two steps to be completed by the Hiring Administrator: 1) creating and managing the offer in the HR-Hiring Workflow and 2) initiating the request in TDX using the appropriate request type. Specifics on CLA process: https://docs.google.com/document/d/1zdHXhtiBDeggPuHjxg0Qlg_rwvtLjOA9GxgTpEuK69I/edit?tab=t.0 If your college/unit/department posts undergrad positions using PeopleSoft Recruiting Solutions, a Post a Position TDX will need to be submitted. Staffing Operations will post the position.
62	61	10/24/24	Carly Eichhorst	All	Does the TDX form have PeopleSoft data feeding into it so that it can prepopulate fields based on entering some information? For example, when we enter ID it can it populate name etc?	Kris Block	Complete	Yes! We’ll demo this functionality.
63	62	10/24/24	Alexis Cuttance	POI	Am I understanding correctly that no offer letters will be issued for graduate fellowships?	Patrick Russell	Complete	For CLA Only: UNS Fellowships are not employees, they are Person of Interest type "Other Payee" in PeopleSoft who have their award distributed via the payroll system. After December 2nd: Optional Step: Use HR-Hiring workflow as you do today as a mechanism to send a standard award notice to the recipient. This is not necessary if the department chooses to notify recipients by other means. Required Step: Use the TDX Person Of Interest request to initiate, update, and end UNS Fellowship payroll payments in Peoplesoft. If departments have 10 or more fellowships and are using currently active position numbers, they may initiate PeopleSoft entry using the TDX Mass Change request. Indicate "Other" for the "What type of request would you like to make?" option. This will allow you to attach a spreadsheet with the necessary details. CLA HR is developing an Excel template that departments can use that aligns with the other OHR Operation templates.
64	63	10/24/24	Stephanie T Treat	POI	Can we talk about how this will be done either today or another time? Fellowships can be super complicated, because of the variation	Patrick Russell	Complete	CLA PEAK Open Labs for HR Processes Tue 10/29 11-11:50 Tue 11/5 10-10:50 Tue 11/12 10-10:50 Tue 11/19 10-10:50 https://umn.zoom.us/j/91658907575?pwd=oXMJQ1Kv7ThqZQPhaMetI3AyzKMutU.1
65	64	10/22/2024	Anna M Capeder	All	I am sorry if I missed this answer, but how far in the future can you log a ticket? Is there specific guidance there?	Christopher Boldon	Complete	It’s not limited like PS entry, so if you're confident you've got all the info, you can submit it as soon as you're ready.
66	65	10/24/24	Stephanie T Treat	Post	Will the budgeted pay range be filled out for LR positions?	Dianna Orth	Complete	All positions. Yes.
67	66	10/24/24	Sandy Herzan	Post	Will that remove date be adjustable as search progresses?	Dianna Orth	Complete	Yes. If it's a full cycle recruited position, this can be adjusted in the intake meeting prior to posting. Once the job is posted, you can communicate with the Staffing Operations team through the ticket, by adding a comment to the ticket, to make updates such as changing the remove date.
68	67	10/24/24	Deana L. Selvaggio	Post	Also curious about this field - since the remove date can be dependent on the pool of candidates. How does a requestor change fields once the TDX is submitted? Are there edit functions or via an email? I may have missed this info!	Dianna Orth	Complete	If it's a full cycle recruited position, you would communicate that with your recruiter. They can go in to the requisition and close or extend the end date. If it's a unit recruited position, you can communicate with the Staffing Operations team through the ticket, by adding a comment to the ticket, to make updates such as changing the remove date.
69	68	10/24/24	Stephanie T Treat	Post	If we have a preference for first-round / screening interviews to be conducted via Zoom rather than Spark Hire or phone, is that okay?	Jen Erickson	Complete	Yes, for full cycle recruited positions that would be discussed with your recruiter in the intake meeting. For unit recruited positions, those decisions are made at the college/department/unit level.
70	69	10/24/24	Stephanie T Treat	Post	Do you mean that we won’t have that flexibility if we are hiring a TA supported position?	Jen Erickson	Complete	Yes, you would have this felxibility when hiring for a position that offers Full Cycle Recruiting. Your TA Recruiter will work closely with you to determine what you need and provide guidance on best practices that will lead to quickly finding a quality candidate.
71	70	10/24/24	Melissa Grosso	Hire	Who is making the hiring decision? What is that being use for? Sometimes, we have a few people making a decision, so is it just to sign the offer letter?	Jen Erickson	Complete	It depends on the position you are hiring for and the policy/procedure for your college/department/unit. Typically the hiring manager, but can be a Dean or Chair of the dept. For full cycle recruited positions, Staffing Operations will use that name to identify who to route the Offer Letter to. That person would be responsible for reviewing the offer and approving it, or declining it, before it is sent to the Candidate.
72	71	10/22/2024	Stacy Maher	Mass Change	Why is 10 defined as mass - that means any unit with 5-9 changes can’t use the streamlined mass change process? That’s a bit frustrating to learn.	Christopher Boldon	Complete	Hi Stacy, we won’t set anything on fire or flip a table over if you submit 9 instead of 10, but using this form makes it much difficult for you and Shared Services to find these requests in the future when you need to track down information related to submissions, because the info on each row is not recorded by TDX or searchable. That’s why we recommend 10 as a rule of thumb.
73	72	10/22/2024	Mikayla Botkin	Hire	Do all of these forms and process also apply to part-time student employment hiring?	Christopher Boldon	Complete	Yes, these apply to student hiring. At high-volume times, you can also use the Mass Changes form to hire or term many records with one submission using a spreadsheet
74	73	10/22/2024	Karen Wagner	Modify	modifying an appointment - can a person modify their own appointment?	Christopher Boldon	Complete	Nope! Workforce Data Management watches for this, as will the unit HR approvers.
75	74	10/24/24	John Blair		What kind of supporting documentation is required?		Complete	As it relates to supporting documentation needed for obtaining financial approval, this is not determined by OHR. This is up to the college/campus/unit processes.
76	75	10/22/2024	Linda McKee	Mass Change	At RecWell we may be hiring 50+ students in the fall, some of whom will require background checks. Is there a limit of how many can be submitted with the mass form?	Christopher Boldon	Complete	There’s no limit on the spreadsheet. We have a few other units that send weekly spreadsheets in the fall when you've got a steady stream, too, if that’s helpful. You can definitely send 50 or more in one submission if that’s easiest.
77	76	10/24/24	Carly Eichhorst	Hire	We currently have 70+ summer appointments, many being non summer teaching, and instead academic focused summer projects such as leading non academic credit student programs. Is the Modify Appointment the way this would be handled going forward? Historically it was an offer letter and PIF.	Patrick Russell	Complete	For 9-month or 10-month employees you would need to complete a Hire an Employee TDX Request form For a 12-month employees you would need to complete a Modify Appointment (additional pay)
78	77	10/24/24	Carly Eichhorst	Hire	So doesn't matter if they are choosing to be paid 9/12- the factor that determines which path to take is if their base position is 9 or 12 months?	Hilary Denn	Complete	That is correct. All 9-month faculty/staff (regardless of their pay schedule) who complete work over the summer (i.e. outside their regular contract dates) must have any additional work (research, instruction, etc.) paid on a separate short-term academic temp/casual appointment on a different employment record from their primary appointment. This should be processed as a TDX Hire an Employee. A 9-month employee has a Pay Group of "P09" in Peoplesoft and HR reporting. 12-month employees (paygroup P12) can receive additional pay on their primary appointment because they do not have any breaks in their contract. The Roadshow FAQ document highlights Summer Appointment requests https://drive.google.com/file/d/1rcgYW1MJA5THLAMxLs2EwF-W9O_gk6MQ/view?usp=drive_link
79	78	10/24/24	Sarah Jahn	Modify	Right now at the end of summer my 9 month faculty are put on a short-work break automatically (or without action from my team at least). Will that still the be the case, or will we now have to submit a ticket for that at the department level?	Hilary Denn	Complete	Requesters from the college, campus, or unit will need to submit a ticket to initiate the start of a short-work-break. Both the Modify Appointment TDX and the Mass Changes TDX forms allow requesters to submit the start of the short work break and the return from short work break in one single ticket or separate tickets depending on preference. If included in the same ticket, WFDM will enter the start of the work break and place the ticket On Hold and will evaluate the ticket again once it comes off hold to ensure accurate entries are made to return from short work break. We recommend confirming internal processes with your local HR.
80	79	10/24/24	Stephanie T Treat	Post	What will happen if we have any searches in process on December 2? Thanks!	Angie Hanson	Complete	This document provide details on how to handle requests in progress prior to December 2nd. https://docs.google.com/document/d/1svWTQLLrfOuvJuhT0jvPmcsGs53zO7Mu/edit
81	80	10/24/24	Melissa Grosso		Will there be approximate timelines? Ie. how long with will take to do each ticket? How long in advance do we need to place tickets?	Angie Hanson	Complete	Service Level Agreement goals have been established for HR TDX requets and they vary depending on the type of request as some requests require a lot more steps and hand-offs than others. When a TDX is submitted, it first gets routed to local HR for approval before it is passed along to OHR. There is a 2 day SLA for college HR approval. Examples of some response time SLAs: - End Appointment, Modify Appointment, Person of Interest entry, and Hire entry is 5 business days (which includes the 2 day approval time). - Post a position for full cycle recruited positions is less than 10 business days. This includes request approval, intake meetings and comp approval in addition to the posting entry. - Post a position for non-full cycle recruited positions is less than 6 business days, as an intake meeting is not included in this. We would like to get hires as soon as you know them, even if they aren't starting for 6 months. Any type of ticket can be submitted right away. These SLA metrics are tracked and a dashboard is generated weekly that the HR Leads have access to. Angie Hanson 9:41 AM We do ask that requests get submitted 7 days prior to the request effective date where ever possible. Chris Boldon 9:42 AM You also asked how soon you should put in requests. TDX isn’t subject to those early-entry rules like PS is, so you can enter the request when you’re confident you’ve got the info and are ready to request. We know sometimes you don’t get the info until the last minute and we’ll do our best to enter it ASAP, but earlier is always better!
82	81	10/24/24	Holley Locher	Hire	Will offer letter templates be updated with accurate data come 12/2? e.g., the template now includes a sentence for candidates to click here to accept an offer, but there is no hyperlink.	Jen Erickson	Complete	OHR Template site - example: Civil Service
83	82	10/24/24	Holley Locher	Hire	New Hire - Internal transfers -Benefits eligibility. How can we avoid giving misinformation?	Dianna Orth	Complete	JE- We don't get into discussions around benefits. DO - Are aware of these groups and working on with Wage Transparency. Offer letters are being reviewed for benefit language.
84	83	10/24/24	Stephen Fiksdal	Hire	The discussion about Offer Letter templates is also an alert to PEAK transition team of potential critical gaps (i.e. Letters must match actual UMN policies about benefits)	Jen Erickson	Complete
85	84	10/24/24	Kara Kersterter	All	Could Sandbox access be extended until November 29? This is a very busy time for us and the additional time would be helpful.	Kris Block	Complete	Unfortunately No, OIT has scheduled maintence that needs to be done in Sandbox.
86	85	10/24/24	Brittany Wilson	Hire	I know more training and info is coming ( thank you for that) but will there be specific trainings or job aids on how units should be using workflow and TDX for student hiring?	Patrick Russell	Complete	For CLA: Yes. For undergrad student hires, Graduate Assistants, Teaching Specialists and Lecturers (but not UNS Fellowships), CLA is still desiging the process. We have the attachment ready, but we needed to answer some process questions on accountant review and how hiring admins get the notice that offer is ready to be entreed in TDX. Updated HR-Hiring Workflow High Level Map: https://lucid.app/lucidchart/d7913b99-cf35-42f6-81c8-a5aaa147be04/view This is accurate at a global level, but doesn't have the nitty gritty yet. https://docs.google.com/document/d/1zdHXhtiBDeggPuHjxg0Qlg_rwvtLjOA9GxgTpEuK69I/edit?tab=t.0-PR
87	86	10/23/2024	Patrick Russell	All	Can you talk about the HR approval role and what they can do as a part of that role?	Christopher Boldon	Complete	Approvers should not edit submitted tickets. Approvers are asked to review tickets for reasonableness and compliance adherance. Approvers can reject tickets, ask requesters for additional information via addressing a commet the requester and they can add comments to tickets for the OHR Specialist, if clarification is needed on a ticket. More information on approver training and office hours will be provided as we get closer to go live.
88	87	10/24/24	CJ	Post	How do we close a Posting? Who moves someone to Manage Hire?	Dianna Orth	Complete	Once you submit the Hire an employee TDX, Staffing Operations will hire the candidate through manage hires and will in turn close the posting in Recruiting solutions if all the positions are filled.
89	88	10/24/24	Sandy Herzan		What does WIP mean? Are these forms currently being used by Phase 1 units?	Christopher Boldon	Complete	Forms are labeled as “Work In Progress” in the Sandbox Enviornment. As there changing being made to them before Phase 2 go-live. These forms are just about finalized, but are not yet in Production. They will be available officially on 11/15. Most of the forms are currently being used, so you’re correct! We are incorporating feedback we’ve received from Phase 1 campuses and units, and from Phase 2 folks including CLA, so most existing forms are also being updated. Kris was talking about the Laserfiche request form when you originally posted, so I was talking about that one, which is shiny and new. - CB
90	89	10/24/24	CJ Madsen	Post	Can you go back over how TA is involved in the interview process?	Jen Erickson	Complete	TA can do phone interviews, SparkHire phone interview, sit in interviews if needed. Also involved in candidate evaluation.
91	90	10/24/24	Mary Daubney	Modify	additional pay TDX - is there a position override option? (e.g. to pay an ART for someone based in another dept)	Hilary Denn	New	It is still available, but needs to be confirmed with FinOps what their prefernece is.
92	91	10/24/24	Mary Stein	Post	Where in the TDX form do we add names of screening team members who need access to view job applications?	Dianna Orth	Complete	If the position is unit recruited, there will be questions on the Post TDX request assing for that information. If the position is full cycle recruited, TA will work with you in the intake meeting to identify the screening team and provide that information to Staffing Operations so it can be populated in Recruiting Solutions. A requester can also include this information in the Additional Information section of the request or add it as a comment to a request.
93	92	10/24/24	Lindsay C Tran	Hire	For out-of-state hires, is it the unit HR that is responsible for the completing the out-of-state exception request form to Employee Relations or who will be completing the form?	Dianna Orth	Complete	It is the units responsibility to complete that form for approval before completing the Hire TDX.
94	93	10/24/24	Sandy Herzan	POI	So grad fellowships will still be able to be paid via biweekly payroll?	Christopher Boldon	Complete	Yes, you would fill out the Person of Interest request to initiate a fellowship. Try that in the sandbox. We can also go through one at the next CLA Open Lab. we're also working on a template to submit fellowships as a Mass Change (i.e. you have more than 10 to do).
95	94	10/24/24	Mary Stein	Post	Will reference checks via SkillSurvey still be requested at the unit level?	Jen Erickson	Complete	Yes, it will still stay at the unit level, but Reruiters are trying to take more active role and request on your behalf, for the Full Cycle recruiting.
96	95	10/24/24	Princess Nwaudo	Hire	How are student (2XXX) positions created? Do we still have access to position management?	Dianna Orth	Complete	Any positions numbers that need to be created or updated in Position Mgmt to support the posting/hiring process will be done by Staffing Operations. The WFDM team can also make Position changes if necessary, based on the request. College/Department/Unit PeopleSoft security access will be changed to view only, including Position Management access. So you will be able to view the information, but will not be able to edit it.
97	96	10/24/24	Christina A Regan	Hire	How about work study for student employees? Do we still have access to this and place them ourselves?	Dianna Orth	Complete	College/Dept/unit staff will have read only access to this as well. Staffing Operations will place the work study at the time of hire. If there is a change to work study placement after hire, that would need to be a Modify Appointment request to WFDM.
98	97	10/24/24	John Blair	Modify	Financial approval for additional pay. Can this be the faculty director or program coordinator in the center/program?	Christopher Boldon	Complete	Yes, this is wide open, whomever is or should be in the loop can be added here, as long as they’re an active employee.
99	98	10/24/24	Karen L Wagner	Post	Will we still have access to My Recruitment Tasks?	Jen Erickson	Complete	yes they will.
100	99	10/24/24	CJ Madsen	All	If we know the CFS does that go on the Hire TDX.	Dianna Orth	Complete	There is a place on the Hire form where you can enter the Chartfield String. It will go to FinOps to enter, but requires no additional work form the requester.