CRAFT

Overview

CRAFT uses an add-on module to the PeopleSoft HRMS for the generation of Fixed Term Contract Review tasks. Online workflows have been mapped against the University's delegation of authorities to enable all approvals to occur electronically.

The process commences three months prior to the end date of the staff member's current contract. A Fixed Term Contract Review Task (Task) is generated from PeopleSoft. The Task is pre-populated with the relevant data relating to the current contract of employment. When the Task is generated an email is sent to the HR Operations team and the staff member's Supervisor advising that the Task is available for action.

Submit a Recruitment and Appointment Justification eForm for contract renewals if the position is funded from:

• 13 – Discretionary Research Activity (Discretionary funded)
• 14 – Strategic Initiatives (Strategic funded)
• 15 – General Operating (Discretionary funded)
• 99 – Balance Sheet (Discretionary funded)

The justification eform enters a robust approval workflow.  Upon the receipt of your approved justification request, to renew the contract, Supervisors log into their worklist and action the renewal including attaching the justification approval.

If the position is no longer required, Supervisors log into their worklist and action the termination.  No Recruitment and Appointment Justification eform is required.

The Task is accessible by either clicking the link in the email or logging into PeopleSoft and accessing the Worklist. The Task is then submitted by HR Operations or the Supervisor to commence the approval process. The following table outlines the options available to the school contact.

Once the task has been submitted it will then automatically commence the Contract Renewal Workflow or Contract Termination Workflow.

 

Email notifications

Email notifications will be sent at each step of the approval workflow. Where a task has not been finalised, a reminder notification will be sent to HR Operations and the Supervisor 6 weeks prior to the contract end date, then at intervals of 4 weeks, 2 weeks, 1 week, and day 0 from the contract end date.

If the Task has not been actioned at 31 and 38 days after the contract end date, an email notification will be sent to HR Operations, with a cc to the Supervisor and Staff Member advising them access to all University systems will be lost.

Once the Task has been approved, Human Resources (HR) will either send the contract renewal to the staff member electronically for on-line acceptance, or in the case of a contract termination, send a termination letter electronically to the staff member.

 

CRAFT access

CRAFT access is defined using User Lists.  HR Operations contacts are maintained by a User List Coordinator (usually a Finance Manager or HR Operations Senior Officer in the Faculty or Division office). Any changes to either of these lists must be communicated to a User List Coordinator.

All other Contract Approvers are defined by the Vice-Chancellor and President's Delegations of Authority.

To discuss a request for additions or changes to the list of Contract Approvers in your area, please contact the HR Service Centre at 8313 1111 or complete the online enquiry form.

The table below outlines the roles, associated positions, and responsibilities defined for CRAFT.
 

COO for Professional staff, VC for Academic staff and HR Director approval is required when one of the following occurs:

• Agreed salary in excess of 25%
• Loading in excess of 25%
• Offer of Employment for Professor

Where VC and COO Approval is required, the relevant template must be completed and attached to the request.

The table below will assist you in planning your processes to ensure staff members do not have interruptions to pay or system access.

*Back-pay will be facilitated where applicable.
**Note that prior to the approvals, the requests will work flow to HR for Compliance check. Requests completed incorrectly will require follow-up, which will delay the contract issue and payment process.

*** Impacted by early processing timelines in the lead up to the end of year closedown period.

An eLearning module: Recruit and Renew is available for school contacts to assist with CRAFT.
Please see below guide to access this training. 

• How to access the Recruit and Renew online course
• Complete the Interactive Guide - Recruit and Renew

• How to: Attachment Files – Uploading a document
• How to: Locate a Contract/View Contract Status
• How to: Terminate a Contract
• How to: Renew a Contract and Modify Funding Source
• How to: Renew a Contract and Modify an Agreed Rate
• How to: Renew a Contract and Modify Loadings
• How to: Renew a Contract with VC Approval
• How to: Renew a Contract with No condition changes
• How to: Renew a Contract and Modify Supervisor
• How to: Renew a Contract and Modify Work Schedule
• Contract Cessation – Management 'Help Guide'
• Function Code Matrix

Fixed Term contract guides

• Subsequent fixed-term appointment guideline
• Fixed Term Contract Categories – Management 'Help Guide'
• Fixed Term Contract Categories - Summary table

• How to: Approve or Decline a Contract Renewal
• How to: Approve or Decline a Contract Termination
• How to: File Attachment – Uploading a document
• How to: Locate a Contract/View Contract Status

How to: Action Offer of Employment

The area School Contacts are the first point of support for PeopleSoft. School Contacts and Supervisors are encouraged to attend training that will allow them to assist other PeopleSoft users including:

• Contract Approvers;
• Head of School;
• Staff members;
• Supervisors.

School Contacts will be able to escalate issues to the HR Service Centre on 831 31111 or complete an online enquiry form.

System access issues will be handled by the IT Service Desk on 8313 3000.

Yes, however you may not be able to open attachments on a mobile device.

The processing times shown on the visualiser shows the amount of time a task was sitting with an approver until they approved/declined the task. The time shown includes both weekends and public holidays.

• Action a worklist item - HCM
• Contract acceptances - Staff Services Online

CRAFT can be accessed from the Staff Services Online link on the University of Adelaide website. Once you are logged in you can access your CRAFT tasks from the worklist link at the top right hand side of the screen.

If you hold HR delegations you will need to complete a Temporary HR Delegation request form.

If you do not hold Human Resource delegations please coordinate with the User List Coordinator from your area to have the staff member covering your role while you are on leave added.

Human Resources can decline the task and it will go back to the School Contact to make any required updates. This will then start the approval process again.

The form can be declined by the approver. This will then workflow back to the School Contact to make any required updates which will start the approval process again.

To view the status of a contract and identify which approver the task is currently sitting with, please use the How to: Locate a Contract/View Contract Status quick reference card.

If a task has been created through CRAFT, action the task as a ‘termination’ using the Contract Cessation - Management Help Guide. Once the CRAFT task has been actioned , log into AppoINT and create a request for the continuing position.
Depending on the attributes of the position, a Position Amendment HR eForm may need to submitted, updating the term of employment from fixed-term to continuing prior to raising AppoINT eForm.

The User List Coordinator from your area can add you to the CRAFT user list.

If the contract has already been generated and emailed then the contract needs to be re-sent to an alternative email address and accepted offline.
The Recruitment & Appointments Team then can manually accept the contract in PeopleSoft.
If the contract has not yet been generated then the contract can be generated once the online approval occurs and emailed to an alternative email address and accepted offline. The Recruitment & Appointments Team then can manually accept the contract in PeopleSoft.
Under all circumstances the renewal must be approved online.

Contact the HR Service Centre to re-assign the task or liaise with the User List Coordinator to get another employee added to the user list who has the appropriate delegations to action/approve the review task.

For contract renewals Human Resources have a 2.5 day turnaround time.
For terminations the turnaround time for the Human Resources processing step is 5 days.
Please note: These are the standard turnaround times and may differ during peak periods.