Introduction to PeopleSync for Human Resources

Overview

In this introduction to PeopleSync for HR users we review the following:

  1. Log in & Roles
  2. Navigation
  3. Searching
  4. Applicant Record & Worker Profile
  5. Multiple Positions or Jobs
  6. Supervisory Organizations
  7. Transactions
  8. Reporting & Dashboards
  9. PeopleSync Resources and Support

What is PeopleSync?

PeopleSync is NYU’s system for managing HR, Payroll, and Benefits. Employees can log in to PeopleSync to view personal information, position details, and payslips. HR also uses PeopleSync to manage HR processes, submit staffing transactions, and review and edit employee data. (Note: Workday is the name of the application that powers PeopleSync. You will see the Workday logo on the homepage.)

Lesson 1: log in & roles

Log IN To peoplesync

From NYU Home, click the Work tab > click on the PeopleSync card.

HR Organization Support Roles

The Security Partner at your school or unit will assign you to a PeopleSync Organization Support Role. The role determines the type of data that you can view, and the transactions that you can submit. The most common HR roles are:

  • HR Partner: This role can view a wide range of data, and can initiate, review and approve transactions that are submitted on the employee. 
  • HR Analyst: This role also has access to a wide range of data, and typically initiates and submits transactions.
  • HR Reporting Analyst: This is primarily a role for those in HR who need to run HR reports.

If you have questions about your access, or need to be assigned to a role, ask the Security Partner at your school. (All HROs are Security Partners.) 

Lesson 2: navigation

APPLICATIONS

Under Your Top Apps you will see four top applications. 

Click on View All Apps link or the menu button in the top left corner to view all applications. 

To customize the order that the apps display, click on he menu button in the top left corner. Click on Edit. Click on an app and drag and drop the icon to rearrange the order. Click Save Changes.

As an employee you may see the following applications: Pay, Personal Information, NYU QuickLinks, Absence and Time & Absence. If you manage a team you may also see My Team.

 If you have an HR role you will typically see the following applications:

  • My Dashboard. From the dashboard you can access worklets that show key information to help manage your workload in PeopleSync. This includes Reports, My Requests, and Process Status.
  • PeopleSync Report Catalog. There are many reports available in PeopleSync which you can access through the catalog. 
  • New Hire + Onboarding Admin Dashboard. If you will be submitting hiring transactions, this application is helpful for keeping track of the status of new hires, and ensuring onboarding has been completed.

My Tasks

All items (such as tasks, to-dos etc.) display under Awaiting Your Action on the homepage. 

Click on the Go to My Tasks link. (You can also access My Tasks from the inbox icon on the top right corner of the page). On the left side menu you will see:

All Items – Lists all items including tasks and to-dos.
Saved Searches – Use the search field to search item titles. You can type in a search and click Save to save the search for later use.
Filters – Click on filters > Manage Filters. From here click on the Create My Task Filters. You can name the filter and then select either a business process or tasks.
Archive – Archive shows all items which have been actioned on.

Profile

Click on the My Profile icon (located in the upper right corner, next to the Inbox icon)

  • Home. This brings you to the PeopleSync homepage.
  • My Account > Change Preferences
    • In the Channel section you can set up the frequency (daily, immediate or mute) of when you will receive notices (e.g. Approvals, Custom Business Process Notifications, Tasks and To-Dos) from PeopleSync to your NYU email account. This is preconfigured as Daily. We recommend that you keep this setting until you have become accustomed to PeopleSync.
  • My Reports. Here you will find reports that have been scheduled for delivery to you. (You can also send reports to yourself. Refer to the Reporting section below.)

Suggested exercises:

  • If you have recently started working at NYU review your InBox for onboarding tasks. Notice that when you action on an item you can view the completed item in the InBox Archive. You can also click on My Dashboards and see the status of the item there.

SHORTCUTS

Click on the menu button in the top left corner and click on Shortcuts. Click on Add Shortcuts to add a link to your most frequently used tasks, reports or links. 

NYU Logo

Click on the NYU logo located on the upper left corner of the screen to return to the homepage.

lesson 3: searching

The Search bar is located at the top and center of the screen and is easily accessible from every page. Type in a search term and click enter. You will see the search results on the main screen.

Simplified Search is Enabled appears at the top of the screen; you can select this to change the display of search categories and results. If enabled the results are centered. If not the categories appear on the left menu:

Click on categories to left to refine the search. Click on Configure Search to customize the search categories. Examples of categories include:

    • Organization: results of organizations 
    • People: results of employees
    • Processes: results for business processes/events
    • Staffing: results of employees, positions

You can also use a prefix to refine a search. For example Worker: John Doe.

    • Org: results of organizations
    • Worker: results of employees
    • Job: results for job profiles
    • Position: results for job requisitions and positions

Select View Search Tips from the left side menu to see samples of the above.

Review the article: How to Search for an Employee for steps on searching for an employee record and examples of search results. Suggested exercise:

  • Search for your own name. Try using the Worker prefix. Search by your N# and Netid.

lesson 4: applicant & worker profile

All employees have an Applicant Record and Worker Profile. The Applicant Record is also known as a pre-hire record. It contains basic information about the employee, such as name and contact information.  Once a Hire transaction is completed, this creates the Worker Profile. Throughout these tip sheets you will see Worker Profile referred to also as Employee Profile or Employee Record. This contains all of the employee’s data such as position or job details and salary information.

Suggested exercise:

  • Click on the Profile icon (located in the upper right corner) and click View Profile. Take a tour of your own Worker Profile to become familiar with the data contained in these records.

lesson 5: multiple positions or jobs

Most Full-Time employees have one position or job. However some employees may have an additional position(s). A common example is Full-Time Faculty.  Here are two examples. Notice in the second example that when an employee has more than one job, we use the terms “primary” and “non-primary” to distinguish between them.

  • Norman Doe’s position is Professor of Statistics.
  • Kate Doe’s primary job is Professor of Sociology. Her non-primary job is Director of Research Center.

Another common example is student workers and Part-Time employees. Many student workers have more than one job, for example:

  • Louis Doe is a graduate student. He has an hourly Part-Time job at one school and a Teaching Assistant job at another school.

A Part-Time employee such as a Professional Researcher may have two jobs:

  • Veronica Doe is a Junior Research Scientist at one school, and an Adjunct Lecturer at another school.

Navigation

  • In the employee record you will see the employee’s name in the upper left.
  • The primary job or position’s title is displayed under the name. If the employee has more than one job or position you will see a double arrow icon next to the title.
    • Click this double arrow icon to view non-primary job(s).
    • The non-primary jobs are listed with a (+) plus sign.

lesson 6: supervisory organizations

Each position or job belongs to a Supervisory Organization (sup org). The Supervisory Organization typically represents a department. An example of a sup org is: PeopleSync Training (Administrative/Professionals) (Doe, John) (WS0001).

The naming convention of a sup org is listed below:

Name of Sup org: PeopleSync Training
Employee Types in this sup org: Administrative/Professionals
Sup Org Manager: John Doe
Code: WS0001 Review more details about sup orgs here.

Suggested exercises:

  • Click on the menu button on the top left corner and select My Dashboard. Click on the gear icon on the upper right. The Configure Worklets page is displayed. Click the plus sign to add a row. In the Workley field type “Organizations I Support” and click enter. Click Done. On the My Dashboard page you can now view a list of sup orgs.
  • Click on the menu button on the top left corner and select PeopleSync Reports Catalog. Select Employee Listing Report. In the Supervisory Organization field click on the menu icon. Select My Organizations. You will see a list of sup orgs that you have access to. Note: Many reports include a prompt to choose the sup org before running the report.

lesson 7: transactions

HR can submit a wide variety of transactions. Examples of transactions are Create Position, Open Job Requisition, Hire, Edit Position, Request Compensation Change, Assign Organizations, End Job, and Terminate. If you are the HR Partner, you will also review and approve many of these transactions.

The typical workflow of a transaction is described below:

An initiator (typically HR Analyst) submits the transaction. The transaction routes to an approver or a chain of approvers for review and approval. Once the last approver in the chain approves the transaction, the transaction is completed and posts to PeopleSync. Transactions (in particular the more involved ones such as Hire or Change Job) are made up of a series of steps. 

Here is an example of the workflow and steps of the Hire transaction:

  • HR Analyst initiates the Hire transaction and completes the following steps:
    1. Applicant Record
    2. Personal Information
    3. IDs
    4. Job Details
    5. Organization Assignments
    6. Costing Allocations
    7. Compensation
  • HR Analyst submits the transaction.
  • HR Partner reviews and approves the transaction.
  • Finance Executive reviews and approves the transaction.
  • The Hire transaction is now completed and the Worker Profile is visible in PeopleSync. 

Suggested Exercises: Navigate to one of the main employee categories from this training web site. Find and review a Hire tip sheet.

lesson 8: reporting & dashboards

PeopleSync offers robust and comprehensive reporting on everything from headcount to compensation analysis. You can access popular reports through the PeopleSync Reports Catalog application (on the homepage). You can also type a report name into the search bar. Refer to the Reporting tip sheet for more information on scheduling and downloading reports. Dashboards provide graphical and interactive charts and tables that show metrics at a summary or aggregate level. Click on the New Hire + Onboarding Admin Dashboard application for an example.

lesson 9: peoplesync resources and support

In this last section we review how you can get assistance on using PeopleSync. 

  • PeopleSync Resources & Training website provides tip sheets on submitting transactions, as well as additional articles and guides on common topics. Refer to the PeopleSync Operations section for a list of PeopleSync Fundamentals. This is helpful for new and returning users. (Note: We recommend that you bookmark the website or most frequently used tip sheets. For steps on downloading and converting to PDF, click here.)
  • iLearn. The original PeopleSync training is located here under course HRS 000 since 2014. In 2020, we moved the tip sheets from iLearn to the PeopleSync Resources & Training website. You can continue to use iLearn to review classroom trainings  (ppt presentations) and videos (HRS 300, 301, and 302).
  • HR Community blog. This is accessible to authorized school HR and Finance Officers, administrative unit Business Partners, and their teams. The user or manager can request access by contacting PeopleLink. The blog contains internal HR communications, such as policy guidelines and resources shared at HRO Meetings.
  • HRO/HRBP and their HR teams email distribution. Updates and announcements sent out via email through the HR email distribution lists. To be added to this list, please contact PeopleLink.
  • PeopleSync Newsletter. The newsletter is sent out to those with the following roles: HR Analyst, HR Reporting Analyst, HR Partner, Finance Executive and I-9 Partner. A link to the latest issue appears on the PeopleSync homepage.
  • ESM Open Office Hours. Monthly meetings for the PeopleSync HR and Finance community designed to facilitate discussions on PeopleSync functionality and processes. These sessions 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. 
  • PeopleLink Contact PeopleLink if you have a question or need assistance.

   

Last updated in Sept. 2024