Setup Checklist-TAE

Updated on Aug 16, 2024

Overview

Use this checklist to prepare your campus to use the Temporary Academic Employment (TAE) functionality.

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Setup team

List the members of your team who are responsible for configuration.

Name	Email	Primary areas of responsibility

Tables Setup

Use this checklist to configure TAE Setup Tables. For information about how to configure TAE Setup Tables, refer to the job aid: Set Up TAE.

HINT: Navigate to the tables, then start from the top and work down (same order as in this table).

	Setup item	Details, requirements, prerequisites	Assigned to
☐	Session Codes	Get the list of session codes from your current PeopleSoft instance. Every campus must have a Session Code 1. Session codes cannot start with 0.
☐	Academic Year	Start and end dates for academic years. Include at least one academic year back. Include up to 3 years in the future, if possible.
☐	Pay Calendar	Need a payroll pay calendar to set up TAE pay calendar. Need to know which pay period you are entering. Need to know all non-work days for 12 month and AY employees.
☐	Term Table	Prerequisites: Complete the Academic Year and Session Codes tables before you start the Term Table. You need to know your term codes.
☐	Process Defaults	Get values from current PeopleSoft system. All campuses use the same values except for PPT Status and Retirement code.
☐	Appointment Type	All campuses use the same values, except Status

Workflow Setup

Use this checklist to complete the TAE approval workflow setup. For more information about how to configure the TAE workflow, refer to the job aid: Set Up Approval Workflows.

Required workflows

Do not set up a workflow for EE group 12.

	Setup item	Details, requirements, prerequisites	Assigned to
☐	Identify SMEs for standard workflows.	Each EE group needs a workflow. SME: subject matter expert who understands the process.
☐	Recruit SMEs	Ensure campus decision-makers are on board with the workflow design.
☐	Configure workflow steps for EE group 01	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 02	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 03	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 04	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 05	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 06	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 07	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 08	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 09	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 10	☐ Create the steps ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps
☐	Configure workflow steps for EE group 11	☐ Create the steps. ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps

Optional: Additional workflows

Create additional workflows ONLY if your department job code requires a workflow that is different from the regular workflow
- For example: more steps, different approvers

	Setup item	Details, requirements, prerequisites	Assigned to
☐	Identify additional workflows needed.	Do you need specific requirements for a job code or department? If so: list them, include the specific department or job code
☐	Recruit SMEs.	Ensure campus decision-makers are on board with the workflow design.
☐	Configure steps for Additional Workflow [Reuse this row as needed for additional workflows].	Department: _______________ Job Code: _________________ ☐ Create the steps ☐ Required: Select one (1) Final Step ☐ Required: Select one (1) Send Appt Notification step ☐ Optional: Select Send Email Approval steps

Required Workflow Approvers

****Do not set up a workflow for EE group 12. ****

	Setup item	Details, requirements, prerequisites	Assigned to
☐	Enter approver for each step for EE group 01	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 02	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 03	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 04	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 05	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 06	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 07	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 08	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 09	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 10	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access
☐	Enter approver for each step for EE group 11	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access

Optional: Additional Workflow Approvers

Complete this section ONLY if you completed the Optional Workflows section.
- This section is required if you have additional workflows.

	Setup item	Details, requirements, prerequisites	Assigned to
☐	Enter approver for each step for: EE Group______________________________ Department___________________________ Job Code______________________________ [copy/repeat this row as needed]	☐ Select Step for each approver. ☐ Select Auto Change method for each approver. ☐ Select read/write access ☐ Select Department (if applicable) ☐ Select Job Code (if applicable)

Optional: Hide Fields from approvers

Use this section if you want to hide variables from some approvers.

	Setup item	Details, requirements, prerequisites	Assigned to
☐	Identify fields to hide from approvers.	Which fields? Which approver level?
☐	Identify the workflows in which to hide fields.	Check which workflow each approver is in List the workflow for the EE group to hide fields Optional: List the job code for the additional workflows
☐	Set up hidden fields for each workflow that you identified in the previous step.

Notifications Setup

Use this checklist to complete the setup of approval notifications. For more information about how to set up approval notifications, refer to the job aid: Set up Appointment Authority

	Setup item	Details, requirements, prerequisites	Assigned to
☐	Submit a ServiceNow ticket to update your campus link.	LETTER_CAMPUS-LINK This link is included in the appointment notification. Each campus is required to have landing page to find information that is not in the appointment notification. Examples: Benefits, paycheck, evaluations.
☐	Set up the Appointment Authority.	Who is the appointment authority? Do you want a separate authority for a specific department or job code? Set up a generic authority with no department or job code specified to prevent blanks.

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