PeopleSync Fundamentals: Job Family Group, Job Family and Job Profile

The taxonomy for organizing data on jobs/positions is hierarchical and follows this structure:

Job Family Group 

Job Family 

Job Profile

Here are the definitions of each:

Job Family Group The broadest category of classification. Examples of Job Family Groups include Academic and Administrative/Professional. It contains a set of related job families.
Job Family Broad groupings of jobs that perform similar functions such as Human Resources. Job Family is a set of related job profiles.
Job Profile Describes general characteristics of a position and identify special skills, management level, exempt status, grade/band (if applicable) and / or other qualifications. Each position or job is assigned a Job Profile.

There are seven Job Family Groups:

  • NYU – Academic
  • NYU – Administrative/Professional
  • NYU – Union
  • NYU – Non-Exempt/Non-Union
  • NYU – Casual
  • NYU – Student
  • Additional Compensation

Within each are numerous Job Families. Here is an example for NYU – Academic which has seven job families.

  • NYU – Academic
    • Academic Administration
    • Adjunct Faculty
    • Non Tenure Track Full Time Faculty
    • Post Doctoral
    • Professional Researcher
    • Student Related Positions
    • Tenure/Tenure Track Full Time Faculty

Within each Job Family are the Job Profiles. Here is an example of the WSQ based job profiles for Tenure/Track Full Time Faculty:

    • Tenure/Tenure Track Full Time Faculty
      • 001000 – Professor with Chair
      • 001001 – Professor
      • 001002 – Associate Professor
      • 001003 – Assistant Professor
      • 001101 – Curator
      • 001102 – Associate Curator
      • 001103 – Assistant Curator
      • 001105 – Retiree (Faculty/Researcher

Run the NYU Job Profiles report in PeopleSync to view a complete list of all job profiles. This will show the job profile, job family and job family group.

PeopleSync Newsletter: Issue 41 – April 2024

transactions & functionality

JDX Updates: Questionnaire and Workflow UI (WSQ Only)

In response to feedback on evaluating non-supervisory positions we have added a new tab in JDX, Supplemental Questions for Individual Contributors. HROs/HRBPs or Ad Hoc Reviewers will need to complete this form for new or existing positions of this type. HR will also be able to export a printable or editable version of the form with the job description. Additionally edit job description gets a revamp reducing the number of clicks when launching workflows. Refer to the HR Community post for more details.
 

AMI Prep (WSQ Only)

Thank you to all in HR and Finance for completing the AMI primary data audits. (Note: At this time the FY25 AMI process has not yet been approved.) In advance of the approval we continue our regular steps for preparing the system and employee records. Up next:
  • Review the FY2025 AMI Notification letter templates by 4/26. Refer to the HR Community post for instructions.
  • Security Partners – please review the email sent on 4/12 if you are interested in expanding the HR Analyst role to include the AMI process.
  • In May we will ask you to review fixed term end dates, annual work and disbursement periods and return from leave actions for the academic population (faculty and researchers.). Look out for an updated EIB template soon.

Time & Absence Launched: NYU Sydney

PeopleSync Time and Absence launched for NYU Sydney on 4/17! Thank you to all the teams who worked on this implementation. Sydney is the latest Global site including London, Paris, Madrid, Florence and Prague to adopt PeopleSync for managing employee absences and timeoff.

training & Resources

new performance review ui & tip sheet (WSQ only)

Employees will see enhancements to performance reviews in PeopleSync including better navigation and a more intuitive layout. For your communications with employees be sure to link to the updated Performance Review tip sheet posted on the NYU Performance Communication webpage. Additionally, a reminder that resources on goal and performance management for those in HR who administer the process are available on the PeopleSync training site.

reminders on assigning the TSA/TOA roles (WSQ only)

  • To assign an employee to the Timesheet Approver or Timeoff Approver role, HR can submit a ticket to PeopleLink. Refer to the How To Request Timesheet/Timeoff Approver Role tip sheet for steps.
  • For Security Partners: These roles are managed by an integration, you should not submit any changes to these roles using the role assignment tasks. The Assign Roles tip sheet has been updated with this guidance.

ticket spotlight

We have an employee who is manager of a sup org but this employee also has multiple positions. How can I figure out which position is assigned to the manager role? 

  1. Search for and click on the supervisory organization (sup org),
  2. Click on the Roles tab.
  3. In the Assignable Roles column click and filter on Manager.
  4. Under Assign To you will see an employee name. 
  5. Hover mouse over the end of the name and click on the related actions (orange ellipse bar).
  6. From here you can view the position #.

esm open office hours launches!

On April 10th, over sixty people across HR and Finance gathered via Zoom for ESM’s first open office hours session! These forums, designed to facilitate discussions on PeopleSync functionality and processes, provide an opportunity to get updates, ask questions and share user insights. For questions or feedback, drop us a note at: ESM-Open-Office-Hours@NYU.edu. 

PeopleSync Newsletter – Issue 40: February 2024

transactions & functionality

Enhanced Security for PeopleSync, TIAA and UHC Applications

Starting on 12/8/23 an additional layer of security was added to PeopleSync, TIAA and UHC applications. Users are now required to re-authenticate using Duo multi-factor authentication. Additionally, PeopleSync will continue to automatically end a session after 30 minutes of inactivity and will require the user to securely login again. Refer to the HR Community post for details.

Reminder: New Minimums (WSQ Only)

A reminder to those submitting or approving compensation changes in PeopleSync, the minimum wage for hourly paid employees and salary thresholds for Administrative/ Professional exempt employees was changed. Below are a series of memos which were posted on the HRO Community blog:

training & Resources

Local 2110 Service Bonus Reminder – Payment Dates (WSQ Only)

HR recently sent out a reminder on payment dates for the Fall 2023 and Spring 2024 payment dates for the Local 2110 Service Bonus. See below. Refer to the HR Community post for more details.

For payment on 2/15/2024 (Service Bonus for Fall 2023 Semester)

Pay Group PeopleSync Transaction Completed By Payment Start Date Payment End Date
SM Student 2/7/2024 2/16/2024 2/29/2024
SM Employee 2/2/2024 2/1/2024 2/15/2024

For payment on 7/1/2024 (Service Bonus for Spring 2024 Semester)

Pay Group PeopleSync Transaction Completed By Payment Start Date Payment End Date
SM Student 6/21/2024 7/1/2024 7/15/2024
SM Employee 6/17/2024 6/16/2024 6/30/2024

Updated Sup Org Form (WSQ only)

Download our updated sup org excel form posted on the How to Request Supervisory Organization Changes. We’ve added an “Other” tab for any additional requests such as changing a default chartfield or renaming an academic unit.

training & Resources

FY24 Market Reference Ranges (MRRs) (WSQ Only)

MRR data for Administrative/Professionals has been updated in PeopleSync. Run the “Market Reference Ranges (MRRs)” report to view this data. The following roles can run this report: HR Partner, HR Analyst, HR Reporting Analyst and Finance Executive.

FY25 Annual Merit and Incentive Program (AMI) Prep: Data Audits (WSQ Only)

HR can begin the regular Annual Merit Increase audit process in preparation for a potential AMI. (Note: At this time the FY25 AMI process has not yet been approved.)  In advance of that decision the audit process ensures data integrity, accurate pool calculations and appropriate manager approvals.  Refer to the HR Community post for details as well as the audit instructions.

IT Controls Quarterly Review – PeopleSync Roles (WSQ only)

As part of NYU’s IT Controls process we ask all schools and units to review access privileges granted to our HR Administrative Systems. Refer to the HR Community post for instructions on how to run the audit report and request changes if needed. The audit is due by 2/15/2024.

reporting & data management

FY24 Market Reference Ranges (MRRs) (WSQ Only)

MRR data for Administrative/Professionals has been updated in PeopleSync. Run the “Market Reference Ranges (MRRs)” report to view this data. The following roles can run this report: HR Partner, HR Analyst, HR Reporting Analyst and Finance Executive.

FY25 Annual Merit and Incentive Program (AMI) Prep: Data Audits (WSQ Only)

HR can begin the regular Annual Merit Increase audit process in preparation for a potential AMI. (Note: At this time the FY25 AMI process has not yet been approved.)  In advance of that decision the audit process ensures data integrity, accurate pool calculations and appropriate manager approvals.  Refer to the HR Community post for details as well as the audit instructions.

IT Controls Quarterly Review – PeopleSync Roles (WSQ only)

As part of NYU’s IT Controls process we ask all schools and units to review access privileges granted to our HR Administrative Systems. Refer to the HR Community post for instructions on how to run the audit report and request changes if needed. The audit is due by 2/15/2024.

ticket spotlight

I submitted a future dated salary change. Where can I check that the salary was updated in the system?

To check a salary change which was submitted using a future effective date you can:

  • Check the Pay Change History Tab. Go the employee’s record. Make sure you are on the correct job or position. Click on Compensation in the left-side menu. Click on Pay Change History.
  • Run the Active Primary and Non-Primary Jobs – Effective Date Enter in the future date. You can select a specific employee or population. Check the salary/amount column.

Tip! The above is especially helpful when submitting extensions for fixed term employees this is a great way to make sure the salary extends through the new end date of the job.

After processing the edit job > extend fixed term job transaction, run the report using any date prior to the end employment date. Review the salary column.

For example if you submitted an extension through 5/31/24, run the report using an effective date of 5/30/24. If the transaction was submitted correctly the salary should display.

COMING SOON

This spring, ESM will launch ongoing Open Office Hours, a forum for our WSQ user community to connect, ask questions, and provide feedback!  More details, including a link to a survey to capture your questions and feedback, will be sent shortly!

Exciting changes are coming to your PeopleSync Inbox! This March, your Inbox will be renamed “My Tasks” with enhanced abilities to filter, sort, and more!

Hybrid/Remote Work Classification (Position)

Overview

The Hybrid/Remote Work Classification (Position) field applies to FT Administrative/Professionals, Local 3882, Local 153 and Non-Exempt, Non-Union employees. IMPORTANT: The field Hybrid/Remote Work Classification (Profile) is the central classification assigned to each job profile by UHR Compensation and cannot be changed.

The selections are:

Fully Onsite Requires on-site presence; not eligible for hybrid or remote classification
Hybrid Eligible On-site 60-80% of the time; assigned work space
Mostly Remote Occasional onsite presence; remote more than 60% of time; no assigned desk
Not Applicable Hybrid/Remote Work Policy does not apply to the position.

workflow

  • When creating a new position this field can be selected in JDXpert using the Create Position transaction.
  • For existing positions, use the Edit Position in JDX transaction when other aspects of the role are changing, e.g., role enhancement and grade change.
  • You can also edit this field in  PeopleSync without a JDXpert workflow – see steps below. A change to this classification should be made in PeopleSync if no other aspects of the role are changing. This method will update the job description in JDXpert overnight. 

Edit Hybrid/Remote Work Classification (Position)

In PeopleSync follow the steps below:

  1. Navigate to the position restrictions.
  2. Click the Actions ellipse > Additional Data > Edit Effective-Dated Custom Object.
  3. Select the Effective Date by entering in the date or by clicking the calendar icon to select a date. 
  4. Click OK to continue.
  5. A pop-up window opens. Click Edit Additional Data. 
  6. Select the Hybrid/Remote Work Classification. Then click Submit.  The classification options are listed above. Note: If you are newly classifying a position as Mostly Remote, the transaction routes to the Compensation Partner for approval.

Last updated: July 2023

 

Manage Union Membership Process

The purpose of this tip sheet is to help you manage union membership for all union-eligible NYU employees. In PeopleSync, an employee’s union membership eligibility is determined by an employee’s Job Family. In PeopleSync, an employee’s union membership is managed by the PeopleLink team. When the employee is initially hired PeopleLink will specify which union the employee belongs to. Once the employee Union membership card information, PeopleLink will update the employee’s information again with the membership type.

Union membership may be updated during:

  • Hire: Employee is hired into a union job
  • Change Job: Employee moves into or out of a union job
  • Union employee requires a correction to their union assignment or membership

When a union membership event is triggered, the HR Advisor will receive a To-Do to Manage Union Membership for the employee with the following instructions:

  • Select the union the employee will become a member of based on the assigned compensation grade, as needed
  • Enter the union membership type
  • Enter the union membership wait period date, as needed

The sequence for these transactions flows as follows:

  1. The union membership event is triggered by the system.
  2. Initiation is carried out by the HR advisor.
  3. Selecting and updating the membership update is carried out by the system.

If managing an employee’s union membership for a union membership event as an ad-hoc process, begin with step 1 in the table below.

If managing an employee’s union membership as a sub-process of the Hire or Change Job process, begin with step 5 in the table below.

Manage Union Membership Process

  1. Enter the name of the employee in the Search bar.
  2. Click the name of the employee requiring union membership management in the search results.
  3. Click the Actions button next to the employee’s name.
  4. Select the Manage Union Membership task within the Worker History menu.
  5. The Manage Union Membership screen displays to select the appropriate union for the employee. The employee’s name will be default.
  6. Once you have selected the appropriate union, click OK.
  7. The Manage Union Membership screen displays. Enter the:
    • Union Seniority Date: Initial start date when the employee was added to the union.
    • Start Date: Date employee started in the current membership status.
    • End Date: Date employee’s membership ends, if applicable. The employee’s assigned compensation grade will identify the employee’s appropriate union assignment.
  8. Click Submit.

Last updated in May 2014.