Unified Talent and PowerSchool ERP Integration

Overview

The integration between Unified Talent and PowerSchool ERP affects:

• PowerSchool ERP
• Unified Applicant Tracking
• Unified Records

The Unified Talent integration with PowerSchool ERP allows you to:

• Update Job Class and Location tables in PowerSchool ERP and transfer those updates to Unified Talent.
• Create Pending Employee records in PowerSchool ERP automatically once the hiring process in Unified Talent is complete.
• Submit and update W4 records in Unified Talent and transfer those updates over to PowerSchool ERP.
• Create Posting Requisitions in PowerSchool ERP and transfer those to Unified Talent.
• Track the status of all data transfer updates between PowerSchool ERP and Unified Talent.

For employees who are not pending, the employee records need to have Effective Date Changes Tax Info records created or updated.

• For record updates, you only need to update the Federal Tax fields.
• For new records, use the current Payroll Information of the employee to create, then update the Federal Tax fields.

For details, refer to the PowerSchool ERP Human Resources manual.

Requirements

• Users must be on at least version 19.4 of PowerSchool ERP and 19.11 of Unified Talent.

Integration Setup

Menu Path: System Administration > Administration > Integration Setup > Setup

View the following settings on the Integration Setup page:

Field	Description
Applicant Tracking and Records Integration	Select this checkbox to turn on the Applicant Tracking and Integration feature.
Send Employee Updates to Unified Talent	Select this checkbox to allow updates to employee information in PowerSchool ERP to be sent automatically to Unified Talent. This is only available if the Applicant Tracking and Records Integration field is selected.
Posting Requisition	Select this checkbox to have the approved Posting Requisitions sent to Applicant Tracking System for further processing. It will not be available in the Recruitment Portal. This is only available if the Applicant Tracking and Records Integration field is selected.
Start Date for sending Posting Requisition	Posting Requisitions beyond the selected date go to the Applicant Tracking System for further processing. It is not available in the Recruitment Portal. Applicants do not receive any notifications for new Postings beyond the selected date.
SmartFindExpress Integration	Select this checkbox to turn on the SmartFindExpress Integration feature. You must sync the pay codes, assignment codes, and location codes between PowerSchool ERP and SmartFindExpress before turning on this feature.
Send Pay Code Updates to Unified Talent	Select this checkbox to have PowerSchool ERP send pay code updates to Unified Talent in near real-time.
Send Location Updates to Unified Talent	Select this checkbox to have PowerSchool ERP send location updates to Unified Talent in near real-time.
Receive Location Updates from Unified Talent	Select this checkbox to have PowerSchool ERP receive location updates from Unified Talent in near real-time.
Receive Location Updates from Unified Talent in bulk	Select this checkbox to have PowerSchool ERP receive location updates from Unified Talent in near real-time in bulk.
Sync Assignment Codes or Position Codes to Unified Talent in bulk	Select to sync one of the following: Assignment Codes Position Codes The option to select Position Codes is only available if using Position Control.

Position Requisition

A Posting Requisition created and approved in PowerSchool ERP is available in Applicant Tracking. An employee hired in Applicant Tracking is added as a pending employee in PowerSchool ERP. Job classes and locations in PowerSchool ERP are synced to Applicant Tracking. The App Switcher allows for easy navigation between products.

Posting Overview

Menu Path: Human Resources > Entry & Processing > Posting Requisition > Posting Overview

Hiring managers or Human Resources will access the job postings through the Posting Requisition Overview page. From this page, hiring managers can:

• Search for a job posting by posting status.
• Create a job posting to be sent to the Unified Talent Applicant Tracking.
• Copy an existing job posting to create multiple postings for similar positions.
• View, edit, or delete existing job postings.

Posting Approval

Menu Path: Human Resources > Entry & Processing > Posting Requisition > Posting Approval

• Use this page to process the approvals for job postings submitted from the Posting Details pages. Job postings that meet the rules of the posting group setup display for users designated as approvers in the approval groups associated with those posting groups.
• If your organization has defined your approval groups with more than one level of approval, an approver does not see a job posting listed on this page until all lower levels have completed their approval. Workflow notifies approvers when there are job postings that require their approval.
• Once the Posting Requisition is approved, it is sent to Unified Talent Applicant Tracking.

Update Postings for New Year

Menu Path: Human Resources > Entry & Processing > Posting Requisition > Update Postings For New Year

The Update Postings For New Year option is to be used during your organization's fiscal year end procedures. For job postings with a status of New, Request, or Posted, this option:

• Update the Fiscal Year field on job postings from the prior fiscal year to the new fiscal year.
• Update any job postings originally entered for the new fiscal year to be classified as the current fiscal year.
• Update the Available FTE and Posting FTE fields for Position Control records if your organization does not use Post to Position Control in Personnel Budgeting.
• Update budget distributions on the job postings where the organization (budget unit) has changed in the new fiscal year.

When the Begin Hire form is submitted and approved in Unified Talent Applicant Tracking, a pending employee is created in PowerSchool ERP, including a pay rate record. If the posting is associated with a Position Control position, then position control updates for Occupied FTE. The posting status in PowerSchool ERP changes from Posted to Filled.

Configuration Options:

1. Menu Path: System Administration > Administration > Integration > Integration Set-up
2. Turn on the Posting Requisition integration by checking the Posting Requisition check-box.
3. Menu Path: System Administration > Administration > Posting Requisition Configuration > Setup Posting Requisition

The Following options are on the Posting Requisition Configuration listing on the System Administration menu:

• Email Template Setup: Enables you to define the templates that are used for the Posting Requisition approval process for generating various types of email notifications.
• Posting Requisition Setup: If your organization is using Position Control, you can also allow hiring managers to enter position transfers if there are not enough FTE's for a position. In addition, an option is provided to allow creating a new position when a job posting is being entered. Turn on the following Flags as required: Positions, Position Control, Next year Postings.

Refer to the Recruitment section of the documentation for details on data entry.

Create new Pending Employee records with Unified Talent

You can create Pending Employee records in several ways in Unified Talent. Once the hiring process in Unified Talent is complete, the software searches PowerSchool ERP for an existing record by:

• Employee ID
• Employee Work Email Address
• Employee Personal Email Address

If there are no matches, the record generates with a newly assigned Employee ID. If there is a match, that record updates. Users can access PowerSchool ERP from Unified Talent by using the new App Switcher feature. For details on the data fields that transfer over to PowerSchool ERP, refer to the sections that follows.

Complete Hiring Process in Unified Talent

The integration for the hiring process can be started in one of the following ways:

Complete New Hire Process in Applicant Tracking

1. In Unified Talent Applicant Tracking, complete the New Hire hiring process.
2. When finished, a Pending Employee record generates automatically in PowerSchool ERP Human Resources Employee Information.

Employee Completes Onboarding in Employee Records as a New Hire

1. In Unified Talent Records, the New Hire selects the assigned Onboarding process and completes the required forms and associated workflow for the position.
2. Once the forms and workflow are completed and saved, a Pending Employee record will be created automatically in PowerSchool ERP Human Resources Employee Information.

Employee Completes New Hire Process in Employee Records

1. In Unified Talent Employee Records, create and assign a Checklist of forms that must be completed by the New Hire. Use the Blank Docs feature to set up the required information.
2. The New Hire completes the forms.
3. When the New Hire finishes and saves the completed Checklist, a Pending Employee record will be created automatically in PowerSchool ERP Human Resources Employee Information.

Completing Pending Records in PowerSchool ERP

Once the Pending Employee record is created in PowerSchool ERP Human Resources, users must complete the record for the employee to be fully integrated into their system.

1. Select Human Resources > Entry & Processing > Employee > Employee Information to display the Employee Information screen.
2. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
3. In the List section, select the desired Pending record, and then click OK.
4. In the Pending Employee Center page, click the desired buttons to display the appropriate pages, and complete the employee record.

Managing Social Security Number in Applicant Tracking Integration

An applicant's Social Security Number may not be provided at the time that the New Hire processing is completed in Applicant Tracking. You may leave the Social Security Number blank. The integration with PowerSchool ERP creates the Pending Employee record.

Once the Pending Employee record in PowerSchool ERP is completed, the Social Security Number in PowerSchool ERP is not updated by the integration. When converting a Pending Employee to a New Employee in PowerSchool ERP, the software displays an alert to enter the Social Security Number.

Employee Updates in PowerSchool ERP Post to Unified Talent

Updates made to employee base and personnel information (Human Resources > Entry & Processing > Employee > Employee Information) is sent to Unified Talent automatically. To turn on this feature, go to Integration Setup (System Administration > Administration > Integration Setup > Setup) and select the field for Send Employee Updates to Unified Talent.

All base and personnel information fields are affected with the following exceptions:

• Race
• Ethnicity

Changes are automatically made as of the current date. Effective dating can be used to enable future changes. If effective dating is used, the system will complete the automatic update on the future date selected.

Integration Status Log

Menu Path: System Administration > Administration > Integration Setup > Integration Status Log

This option tracks the status of all integration activity between PowerSchool ERP and Unified Talent.

Sync Data to Unified Talent

Menu Path: System Administration > Administration > Integration Setup > Sync Data to Unified Talent

This function sends the data of the following tables from PowerSchool ERP to Unified Talent:

• Certification Areas
• Certification Types
• Degrees
• Degree Schools
• Degree Subjects
• Job Classes
• Locations
• Pay Codes
• Assignment Codes
• Position Codes

This is only required to synced one time. After the tables have been synced once, the software will sync them automatically.

Decide whether PowerSchool ERP or Unified Talent serves as the "master list" for managing the Certification and Degree tables.

To perform the initial sync:

1. Choose the Sync Data to Unified Talent page.
2. Select the appropriate reference table checkboxes. You may choose all five or select individual tables.
3. Click Sync.