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.
Action Reason for Action Modify and Renew The contract is going to be renewed for a further period with one of the following changes:
- Work Schedule.
- Funding source.
- Agreed Rate
Renew The contract is going to be renewed for a further period under the same conditions of the staff member's current contract. Termination The contract is not going to be renewed beyond the end date of the current contract.
Note: If this is due to the staff member being offered a continuing contract or another position within the university, further action is required using the AppoINT.
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 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.
Roles and responsibilities
The table below outlines the roles, associated positions, and responsibilities defined for CRAFT.
Role Associated position(s) Responsibilities Contract Creator and Reviewer Supervisor and/or HR Operations
- Terminate a Contract.
- Renew a Contract.
- Modify a Contract with changes to:
- Work Schedule.
- Funding source.
- Agreed Rate.
- Modify and Renew a Contract that requires Provost and COO approval.
Contract Approver Head of School
VC and COO
- Approve Termination of a Contract.
- Decline Termination of a Contract.
- Approve Renewal of a Contract.
- Decline Renewal of a Contract.
Contract Acceptor Fixed Term Staff member
- Accept a Contract.
- Decline a Contract.
- Submit a Request for Information.
User List Maintenance User List Coordinator (usually a finance manager in the Faculty or Division office).
- School Contacts User List updates.
- School Budget User List updates.
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.
*To ensure staff member receives payment on the payday of:
**Process-ready contract requests must be approved through CRAFT by:
Contract will be issued to staff member by:
The contract must be accepted by the staff member by 6 am:
*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.
User training sessions
Guides for HR Operations and supervisors
- 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
- Fixed Term Contract Categories – Management 'Help Guide'
- Contract Cessation – Management 'Help Guide'
- Function Code Matrix
- Subsequent fixed-term appointment guideline
Guides for approvers
Guides for staff members
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;
Glossary of terms
CRAFT Term Definition Contract Approver A person who is occupying (or acting in) a position that has Delegated Authority granted by the Vice Chancellor to approve the engagement of a fixed term staff member. Fixed Term Staff Member A person employed by the University to fill a short-term staffing requirement. Fixed Term Contract Review Task This was previously known as TES. This is now an electronic form which requires online submission and approval. School Contact Administers or manages fixed term contracts.
The main contact person for other CRAFT users within their local organisational area.
Supervisor The reporting manager of the staff member.
The supervisor has access to personal information via SSO.
User List Lists maintained within PeopleSoft to define approval workflow steps.
- School Contacts are maintained by a User List Coordinator (usually a finance manager or HR Hub Coordinator 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.
User List Coordinator A University staff member (usually in the Faculty or Division office) who is responsible for maintaining the CRAFT User Lists in PeopleSoft which define each area's School Contacts. Worklist Tool used by the CRAFT to enable users to view tasks requiring action, for example:
- School Contacts can view Fixed Term Contract Review Tasks requiring submission.
- Contract Approvers can view submitted Fixed Term Contract Review Tasks requiring approval.
Frequently asked questions
Can CRAFT be used on mobile devices?
Yes, however you may not be able to open attachments on a mobile device.
How are the processing times calculated on the visualiser?
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.
How do I access CRAFT?
How do I access CRAFT when I'm not connected to the University network?
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.
How do I assign my CRAFT responsibilities to another staff member whilst I'm on leave?
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.
How do I change the details if the task has been approved and is currently sitting with Human Resources at the contract generation step?
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.
How do I change the details in a contract if the task is still within the approval process?
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.
How do I convert a staff member from fixed-term to continuing?
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.
How do I get added to a CRAFT user list?
The User List Coordinator from your area can add you to the CRAFT user list.
How does an employee receive/accept their offer of employment if they have lost access to the University system?
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.
What do I do if I receive a task to action for my own contract?
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.
What is the standard turnaround time for tasks sitting with Human Resources within CRAFT?
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.