Smartsheet Resources: University Staff & Classified Staff

What employment groups will go through this new Smartsheet Transaction Center?

The Smartsheet Transaction Center was created to process University Staff and State Classified transactions. A request will be denied if submitted with a Faculty, PRA, Retirees, Temporary, etc. position number. The HRBP will be referred to the appropriate resource on the HR Operations Team (see contact sheet below).

Employment Group	HR Operations
Faculty	hr.faculty-request@cuanschutz.edu
PRA	hr.pra@cuanschutz.edu
PERA Retirees	hr.staffworkingretiree@cuanschutz.edu
Temporary	hr.newtemp@cuanschutz.edu
General Contact for HR Ops	human.resources@cuanschutz.edu

What if my Department is consolidated? Is this Smartsheet process only for CU Anschutz positions?

For consolidated units, it is recommended that HRBPs review the designated/primary Department ID and location before starting a Smartsheet Transaction Center Request. At this time, this process will be reserved for University Staff and State Classified Anschutz Medical Campus positions only. Please reach out to your Anschutz Classification Consultant with any questions.

What should you do if you enter a request using the Transaction Center but do not get an email or see the request in my Dynamic View?

If you did not receive an automated email from the Smartsheet system and cannot see the request in your Dynamic View, please get in touch with your assigned Classification or Talent Acquisition Consultant. 

Routing issues are normally connected to inaccurate email addresses, which Central HR can correct. Before submitting a request, it is highly recommended that HRBPs double-check the information entered in the “HRBP Contact Email” field for completeness and accuracy.

Can we use a service email account, or do we need to use our personal work email address when submitting transactions?

Yes, make sure when you are in the Dynamic View, you are signed into the service account within Smartsheets. If you log into Smartsheet with your CU Anschutz account and submit the transaction with a service account, it won’t show up in the transactions.

How long will transactions that have been completed stay on my Dynamic View?

Once a transaction is completed, it will be greyed out in the Dynamic View.  The transactions will stay greyed out on the Dynamic View for three months.

Will this new process flow into a 2LA request or will that remain separate?

The Smartsheet Transaction Launch Center and 2LA Budget review and approval process will remain separate.

Will you be updating the workflow sheet so we can get a visual on what will be handled by the Transaction Center and when/what HRBP's need to do and when?

Yes, Process Flow Charts have been developed for both University Staff and Classified transactions. 

University Staff Process Flow Chart (PDF)

Classified Process Flow Chart (PDF)

In addition, a Dynamic View and Transaction Status Guide has been developed and can assist with tracking ongoing Smartsheet requests.

What about POIs?

Pre-Employment or search committee access POIs will still be entered and managed by the department HRBP.

Who will have access to the request form? Will it just be HRBPs?

The link Transaction Launch Center Request Form will not be password protected but will only be shared widely with HRBPs or linked on HRBP specific webpages.

Will HCM access change for HRBPs once this rolls out to the wider campus?

No, HCM access changes are not expected as part of this rollout.

What do I need to do if an employee requests an equity review?

If you have questions about an equity review for an employee, please contact the Central HR Compensation team via email at hr.compensation@cuanschutz.edu

Many 680 speedtypes do not have a funding end date. Can that field be left blank for those accounts?

Yes, if the funding does not have an end date it doesn’t need to be included in the transaction submission.

How do I cancel my transaction if it’s no longer needed?

What are the turnaround times for this new process?

If the department is following the outlined processes (university staff and classified process workflows) and we have the information needed to process the transaction, below are the turnaround times for each transaction type.

Transaction Type	Turnaround Time
Position Management	Modifying existing position numbers – 1 business day or less.
Search	New searches are reviewed by the Classification team and then routed to the Talent Acquisition team for review and posting – 3 business days or less.
Promotions and In-Range Adjustments	These are reviewed by the Classification team and then submitted to the Central HR Compensation team for review – 10 business days or less.
Update Only	These are reviewed by the Classification team – 3 business days or less.
Pre-Hire Step 1	These are reviewed by the Talent Acquisition and Compensation (Central or SOM) team - 2-4 business days or less.
Pre-Hire Step 2	These are reviewed by the Talent Acquisition Team - 1 business day or less.

 

 

What if I need to create a new position number for a search or hire (Appointment Type #1)?

For University Staff & Classified positions, Central HR will be assisting with creating new position numbers as part of the Smartsheet process. When entering requests for Searches or Additional Hires (Appointment Type #1), HRBPs can request the creation of a new position and provide relevant information within the Transaction Center.

• HRBPs should run a Vacant Position Report in HCM before requesting a new position number and confirm that an existing position number cannot be repurposed. A step-by-step guide on how to run this report can be found on the Smartsheet Resources landing page

How do I make a Job Code Change (JCC)?

Below please find additional guidance on how job code changes can be requested. Note: Since a formal evaluation of a job description is required for a job code change, this code is currently not available on the Position Management Request Form.

Is the JCC change connected to an ongoing search or an upcoming hire? 

If so, the Talent Acquisition Consultant assigned to the search will be able to update the Position Information record for you to match the Letter of Offer (Pre-Offer Step #2), once received.

Is the JCC change connected to an upcoming Search or Additional Hire?

If so, we can take care of a JCC change for you, as part of the Search or Appointment Type Transaction Center Request.

Is the JCC change part of a possible reclassification for an encumbered position?

If so, the Classification team would be happy to formally evaluate the Job Description again as part of an Update Only Transaction Center Request.

What if I need to process a voluntary or non-voluntary demotion?

Before entering a transaction through the Smartsheet system, please email your Classification Consultant. A demotion may be processed as an “Update Only” or “Salary Adjustment” request. Individualized guidance on how to enter the request will be provided once a demotion has been formally reviewed and approved by Employee Performance & Development and Classification.

What if I need to use a code that is not listed on the Position Management Request Form?

Please reach out to your assigned Classification Consultant for additional support and guidance.

Who should I contact to back-date a position management transaction?

If a department would like to back-date a position management change and the effective date is within the same payroll cycle, a request can be submitted like normal through the Transaction Launch Center.

Inquiries that involve back-dating a row beyond the current payroll cycle should be emailed to your Classification Consultant and the HCM Corrections Team at hcm.hrcorrections@cuanschutz.edu

Are funding distribution changes part of the new Transaction Launch Center transaction changes?

As part of this new process, Central HR will assist with a limited number of funding distribution changes related to:

• The creation of a new University Staff or Classified position
• Department Changes (DPT) in Position Information

All other funding changes will still be completed by the Department or HRBP.

Will Pay rate changes in HCM still be handled by the department HRBP

All Template Based Transactions (TBTs), including pay rate changes, will still be entered by the Department HRBP.

If the Department requires approval assistance with Classified or University Staff TBTs, please forward a copy of your HCM Notification (with a copy of your request URL and ID) to hr.recruiting@cuanschutz.edu

Note: Entering a TBT will not automatically notify relevant HR approvers. To expedite processing, please make sure you notify the HR Recruiting service account ASAP if you require assistance with approval.

Will Central HR double-check the FLS status of a position when transactions are entered?

Yes, Classification or Talent Acquisition will confirm the FLSA status of a role prior to entering and approving Position Information Changes and NPPs (i.e., Searches, Appointment Types, Promotions/Reallocations, Updates Only, etc.).

Any changes to the FLSA status will be communicated to the department HRBP.

If the department is hiring for an open rank role and we fill the role at a different level than what was created, do we need to submit a position management transaction once the finalist has been identified?

No, for an open rank role, the talent acquisition consult reviews the position data when the Step 2 letter of offer is submitted. If the level hired is different than how the position was created, then the consultant will adjust the level or the role to match the hire. This is only for open rank recruitments.

What if I have multiples for similar entry?

If you have multiple entries (ex. the team has a new supervisor/manager) you are welcome to upload an excel sheet with the information and position numbers rather than entering them individually. At the end of the request form you will find an option to upload documents. There is only one Smartsheet notification for the group. 

What if I need to make the same changes for multiple positions?

If you have multiple entries (ex. the team has a new supervisor/manager) you are welcome to upload an excel sheet with the information and position numbers rather than entering each position individually. Please type ‘see attached’ in the position number field and use the upload document option at the bottom of the request to attach your spreadsheet. This will let us know that there are multiple submissions within the one transaction. Please note, you will only receive one submission and approval notification for the group

I’m a new HRBP. Is there something I should be working on while I am waiting for the review/approval of my request?

For searches, it is highly recommended that HRBPs confirm that all search committee members have taken the required Skillsoft Training and have access to our applicant tracking system (CU Careers). More information can be found on the CU Systems website.

If we need to add additional hires to the posting after we submit, do we need to contact our consultant to adjust?

If you are going to hire additional hires that were not included in the initial submission, we would not need to adjust the form. Just let your consultant know that more hires are coming so they are aware. We won't close the recruitment until we get the search matrix and the applicants are all dispositioned.

What is the process to unpost a position prior to it being closed out?

If the department wants to close out the advertisements on a requisition, they must notify their Talent Acquisition Consultant. The Consultant will then remove the advertisements. One thing to note is if there is an apply-by date listed in the advertisement if you send the request before the date indicated in the job posting, we will need to wait until that date. With the new Equal Pay for Equal Work Act guidance, job postings should have an apply-by date listed so applicants are aware, and we need to honor that date by leaving the posting open so potential applicants can submit their application.

Does this process change going to affect how we interact with CU Careers once the posting is live?

No, it will still be the same process in CU Careers. The new Smartsheet Transaction Center does not impact CU Careers. Departments will receive a ‘posted’ email with a link to the job posting once it’s live in CU Careers.

What if I need support with an equity, retention or counter-offer request?

Before entering a transaction through the Smartsheet system, please email your Classification Consultant. Requests of this nature may be processed differently depending on the desired changes (pay, job code, etc.) and time sensitivity. Once an inquiry is received, your Classification Consultant can provide individualized guidance on how to enter the request.

For time-sensitive counter offers, please make sure the following resources are available in the original inquiry:

• red-lined description (if changes have been made since a previous evaluation) or existing description
• employee’s resume
• copy of employee’s formal counter-offer (Letter of Offer, email offer, etc.)

* If the counter-offer is internal, please include this in your email as we can access the offer through Smartsheet.

Should I still enter a Pre-Offer Step #1 request if my Promotion needs to be approved by the School of Medicine HR Compensation Team? 

No, School of Medicine Departments will now use the Smartsheet Transaction Center for all University Staff and Classified promotion requests. Any promotions that require SOM HR Comp Approval will route to them through the new process.

Once a position is posted, will I still get a ‘Posted’ email?

Yes, HRBPs will still receive a “Posted” notification with relevant recruitment resource attachments when university staff or classified positions are posted.

What types of notifications will I get from the Transaction Center?

Once a transaction has been submitted the HRBP will get a read receipt of the transaction that has been submitted. They will receive another read receipt once the transaction has been completed with a summary of what has been completed. There will no longer be an HR Exempt email for transactions, the read receipts will take the place of that email. If the transaction is a search the department will still receive a posted email which will include relevant search information and a live link to the posting in CU Careers.