pittsource navigation guide - updated 5-3-16€¦ · last updated: 5/2/2016 12 applicant tracking...

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Staff Navigation Guide

PittSource

Last Updated: 5/2/2016

Table of Contents Login Information ......................................................................................................................................... 1

Introduction & Home Page .......................................................................................................................... 2

Module Type Definitions ....................................................................................................................... 2

User Group Definitions ........................................................................................................................ 2

Position Management Module .................................................................................................................... 3

Core Functions ......................................................................................................................................... 3

Creating a New Position .......................................................................................................................... 4

Updating an Existing Position ................................................................................................................... 6

Replacing an Existing Position .................................................................................................................. 7

Approving a Position Request .................................................................................................................. 9

Applicant Tracking Module ....................................................................................................................... 10

Core Functions ....................................................................................................................................... 10

Viewing Postings & Applicants ............................................................................................................... 11

Reviewing Applicants ............................................................................................................................. 12

Changing Applicant Statuses .................................................................................................................. 13

Completing a Hiring Proposal ................................................................................................................. 14

Miscellaneous ............................................................................................................................................. 15

Last Updated: 5/2/2016 1

The following is the secure login screen you will see:

Bookmarking the PittSource Site

1. Type the following website into the url at the top of your webpage: https://www.pittsource.com/shibboleth

2. The following steps will vary depending on the browser you are using (Firefox, Internet Explorer, Google Chrome,

etc.). These instructions are specifically for the Firefox browser

3. Bookmark the page by clicking on the Firefox menu at the top left corner of the webpage and selecting ‘Bookmarks’

and then ‘Bookmark this Page’. This can also be done by holding down the Ctrl key and pressing D

4. Name the bookmark ‘PittSource’ and click on the ‘Done’ button

5. Click on the Firefox menu button at the top left corner of the webpage again, locate and right click on the

‘PittSource’ bookmark you just created and select ‘Properties’

6. Replace the url that is in the ‘Location’ field with the url: https://www.pittsource.com/shibboleth

7. Click the ‘Save’ button

Login InformationIf you already have a PittSource user account log in at https://www.pittsource.com/shibboleth with your Pitt username & password.


Introduction & Home PageOnce you have logged into PittSource, the Home Page will display an inbox, watch list and other items where you can easily navigate to requests that need your attention. Below is a detailed list of the home page and the functions available.

Home Page

The following defines each functional area of the homepage and its location.

Functional Area Location Definition

CENTER of Home page upon log in

Displays all items requesting your attention (approval/review).

BOTTOM of Home page upon log in

Displays any request you have added to your watch list (postings, position requests) for easy access.

Columns at TOP of screen Used to update your user account details & online help for using the system.

Module Type Selection1

Upper RIGHT hand corner of screen

Used to toggle between the Position Management and Applicant Tracking modules.

User Group Selection2

Upper RIGHT hand corner next to your name

Displays the user groups available to you will toggle you into each user group.

1 Module Type Definitions

Used to view Job Descriptions(JD) and submit new JDs and requests/ changes on existing JDs.

Used to view postings, applicants, and complete hiring proposals.

2 User Group Definitions Applicant Reviewer Review applicant materials and update applicant statusesInitiator Create job description requestsApprover Approve job description requests and hiring proposals


Position Management ModuleWhere all job descriptions and job description requests reside.

Core Functions of the Position Management Module View and update your Staff job descriptions

o Hover over ‘Job Descriptions’ and click ‘Staff’

Access active job description requests

o Hover over ‘Job Descriptions’ and click ‘Staff Requests’

View University classifications

o Hover over ‘Classifications’ and click ‘Staff’

Included in this section are step‐by‐step instructions to complete the following actions in the

Position Management Module:

1. Creating a New Position

2. Updating an Existing Position

3. Replacing an Existing Position

4. Approving a Request



Creating a New Position:

1. Verify that you are in the ‘Position Management’ module and the ‘Initiator’ user group

2. Hover over the ‘Job Descriptions’ menu at the top of the page and select ‘Staff’

3. Click the button at the top right corner

4. Select the ‘Create New Job Description’ link

5. Enter the proposed Working Title

6. If you have responsibility for more than one department enter the appropriate department

7. If you have an existing job description within your department(s) you wish to copy into this request (clone), choose

that job description from the list at the bottom of the page. This will pull in pertinent information from the cloned

job description into this request and allow for edits.

8. Click the Start Request button

9. Complete all required data on each of the pages which are listed on the left hand side of the screen. Please note

that if you cloned from an existing job description many of the fields will be prepopulated and ready for you to edit

if applicable.

10. The following is a list of the pages within a new position request that will need to be completed. The pages that

have a check mark next to the page indicate that all required fields have been completed.

11. After completing all of the pages of information you will be on the Request Summary page. On this page you can

review all of the information you entered into the request for accuracy prior to taking action.

12. To take action on the request, hover over the Take Action on Request button at the top right hand corner of the

page and select one of the following:



*Please note, to save this request and submit later, please select ‘Keep working on this Request’. If there are additional

approvers within the department, you will need to select “Approve and Submit to Next Reviewer.” The request should only

be sent to the final approver when ALL department approvals have been completed.



Updating an Existing Position



3. Search for and select the job description you wish to update

4. Click the Update Job Description link within the position summary (upper right hand corner)

5. Click START on the update job description page

6. The following is a list of the pages within the update request that will need to be completed. The pages that have a

check mark next to the page indicate that all required fields have been completed.

7. The initial page gathers information regarding the requested changes and the possibility of a salary change due to

increased or decreased duties, or a classification change. Information entered is considered pending until a

confirmation of approval has been provided by the Compensation Department.






approvers within the department, you will need to select “Approve and Submit to Next Reviewer.” The request should only

be sent to the final approver when ALL department approvals have been completed.



Replacing an Existing Position



3. Search for and select the job description you wish to replace

4. Click the Replacement Request link within the position summary (upper right hand corner)

5. Click START on the replace job description page

6. The following is a screen shot of the pages within a new position request that will need to be completed. The

pages that have a check mark next to the page indicate that all required fields have been completed.








approvers within the department, users will need to select “Approve and Submit to Next Reviewer.” The request should

only be sent to the final approver when ALL department approvals have been completed.



Approving a Job Description Request

1. Verify that you are in the ‘Position Management’ module and the ‘Approver’ user group

2. Click on the requests tab in the inbox 3. Locate the title of the Position Description request in the Inbox on the home page 4. Click on the title 5. You will then be directed to the Summary Page where you can make any necessary edits 6. You may then take action on the request by hovering over the Take Action on Request button and making a

selection from the drop‐down menu on the upper right hand side of the page


approvers within the department, users will need to select “Approve and Submit to Next Reviewer.” The request should

only be sent to the final approver when ALL department approvals have been completed. To send the request back to a

previous reviewer for edits/changes, select “Not Approved, Return to Department for Review.” You will be prompted to

select the individual to whom it should be returned.


Applicant Tracking ModuleWhere all postings and applicants are located and where hiring proposals are created.

Core Functions of the Applicant Tracking Module View Job Postings and Applicants

o Hover over ‘Postings’ and click ‘Staff’

Create Hiring Proposals

View Active Hiring Proposals

o Hover over ‘Hiring Proposals’ and click ‘Staff’

Included in this section are step‐by‐step instructions to complete the following in the

Applicant Tracking Module:

1. Viewing Postings & Applicants

2. Reviewing Applicants

3. Changing Applicant Statuses

4. Creating a Hiring Proposal



Viewing Job Postings and Applicants

1. Verify that you are in the ‘Applicant Tracking’ module and the ‘Applicant Reviewer’ user group

2. Hover over the ‘Postings’ menu at the top of the page and select ‘Staff’

3. Locate the posting and click the ‘Actions’ menu on the right side of the screen and choose either ‘View Postings’ or

‘View Applicants’



Reviewing Applicants



3. Locate the posting and click the ‘Actions’ menu and choose ‘View Applicants’

4. To view a single applicants’ application, click on the applicant name

5. To perform bulk functions on applicants, select multiple applicants by checking the boxes to the left of the

applicant’s name

6. Click the Actions button in the upper right hand corner of the table

Review Supplemental Question Answers allows you to see applicant’s results

Download Supplemental Questions Answers allows you to export answer into Excel for

Export Results allows you to exports the table of selected applicants into Excel

Download Applications as PDF will let you choose which documents to combine into a

single pdf file (from the selected applicants)

Create Document PDF per Applicants will take the selected applications and create one .pdf

document with their applications and documents

Move in Workflow allows you to move multiple applicants along in the workflow at the



Changing an Applicant Status



3. Locate the posting and click the ‘Actions’ menu and choose ‘View Applicants’

4. Click the ‘Actions’ menu on the right side of the screen and select “View Application”

5. Click on the applicant’s name

6. Select “Take Action on Application” and select the state you wish to change the applicant to from the menu.

* For resources regarding the Applicant Status Stepping process click here.

7. Make your selection and then confirm the status change when prompted

https://s3.amazonaws.com/pa-hrsuite-production/715/docs/50261473.pdf



Changing Multiple Applicant Statuses



3. Locate the posting and click the ‘Action’ menu on the right of the screen and choose ‘View Applicants’

4. Check the boxes to the left of the applicants you want to change the status for

5. Hover over the ‘Action’s button on the right side of the page above the applicant results and select ‘Move in

Workflow’ under the ‘Bulk’ section of the menu

6. Select the status you wish to change the applicants to from the ‘Change for all applicants’ field at the top of the

page

7. Click on the ‘Save Changes’ button

Creating a Hiring Proposal

1. Verify that you are in the ‘Applicant Tracking’ module and the ‘Initiator’ user group

2. Hover over ‘Postings’ and select ‘Staff’

3. Locate the posting and click the ‘Actions’ menu and choose view applicants

4. Click the ‘Actions’ menu and select “View Application”

5. Click on the applicant’s name

6. If the applicant is not already at the applicant status ‘Request to Extend Offer’ you must change their applicant

status. (Note: you must be in as ‘Applicant Reviewer’ to change the applicant status).

7. Once the applicant is at the status ‘Request to Extend Offer’, select “Start Staff Hiring Proposal”

8. Ensure that the bubble to the left of the Position Number within the search results is selected and then scroll to

the very bottom of the page and click on the ‘Select Job Description’ button.

9. The following is a list of the pages within the hiring proposal that will need to be completed. The pages that

have a check mark next to the page indicate that all required fields have been completed. Note that you will

need to include the reference checks for the selected candidate, so you may want to gather them prior to

starting the request.



10. After completing all of the pages of information you will be on the Hiring Proposal Summary page. On this page

you can review all of the information you entered into the request for accuracy prior to taking action.

11. To take action on the request, hover over the Take Action on Hiring Proposal button at the top right hand

corner of the page and select one of the following:

*Please note, to save this request and submit later, please select ‘Keep working on this Hiring Proposal’. If there are

additional approvers within the department, users will need to select “Approve and Submit to Next Reviewer.” The

request should only be sent to the final approver when ALL department approvals have been completed

Miscellaneous Tips and resources from the Office of Human Resources.

Please note: use of applicant statuses is now required. For a diagram outlining this process, click here.

To request a new user account or update an existing user account, click here.

If you have any questions or problems, please contact your recruiter or the Office of Human Resources at 412‐624‐7000 X3.

http://www.hr.pitt.edu/sites/default/files/uploads/PittSource/PittSourceUserAccessForm_Final.zip

https://s3.amazonaws.com/pa-hrsuite-production/715/docs/50261473.pdf

pittsource navigation guide - updated 5-3-16€¦ · last updated: 5/2/2016 12 applicant tracking...

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