CRAFT

CRAFT is a fully automated and integrated online system supporting processes associated with managing subsequent fixed term employment contracts.

Expenditure Controls

 

CRAFT system access

Action a worklist item  Contract acceptances

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  • General information

    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 School Contact and the staff member's Supervisor advising that the Task is available for action. 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 the School Contact 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:
    • Supervisor.
    • Work Schedule.
    • Loadings.
    • 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.

    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 the School Contact and 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 the School Contact, 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. 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 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 School Contact
    • Terminate a Contract.
    • Renew a Contract.
    • Modify a Contract with changes to:
      • Supervisor.
      • Work Schedule.
      • Loadings.
      • Funding source.
      • Agreed Rate.
    • Modify and Renew a Contract that requires Provost and COO approval.
    Contract Approver Head of School
    Faculty Finance
    Executive Dean
    HR Director
    Provost 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, Provost 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 Provost and COO Approval is required, the relevant template must be completed and attached to the request.

  • Processing timelines

    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 AppoINT by: Contract will be issued to staff member by: The contract must be accepted by the staff member by 6am:
    03/01/2020 29/11/2019 06/12/2019 20/12/2019
    17/01/2020 20/12/2019 03/01/2020 10/01/2020
    31/01/2020 03/01/2020 17/01/2020 24/01/2020
    14/02/2020 17/01/2020 31/01/2020 07/02/2020
    28/02/2020 31/01/2020 14/02/2020 21/02/2020
    13/03/2020 14/02/2020 28/03/2020 06/03/2020
    27/03/2020 28/02/2020 13/03/2020 20/03/2020
    10/04/2020 13/03/2020 27/03/2020 03/04/2020
    24/04/2020 27/03/2020 10/04/2020 17/04/2020
    08/05/2020 10/04/2020 24/04/2020 01/05/2020
    22/05/2020 24/04/2020 08/05/2020 15/05/2020
    05/06/2020 08/05/2020 22/05/2020 29/05/2020
    19/06/2020 22/05/2020 05/06/2020 12/06/2020
    03/07/2020 05/06/2020 19/06/2020 26/06/2020
    17/07/2020 19/06/2020 03/07/2020 10/07/2020
    31/07/2020 03/07/2020 17/07/2020 24/07/2020
    14/08/2020 17/07/2020 31/07/2020 07/08/2020
    28/08/2020 31/07/2020 14/08/2020 21/08/2020
    11/09/2020 14/08/2020 28/08/2020 04/09/2020
    25/09/2020 28/05/2020 11/09/2020 18/09/2020
    09/10/2020 11/09/2020 25/10/2020 02/10/2020
    23/10/2020 25/09/2020 09/10/2020 16/10/2020
    06/11/2020 09/10/2020 23/10/2020 30/10/2020
    20/11/2020 TBA TBA TBA
    04/12/2020 TBA TBA TBA
    18/12/2020 TBA TBA TBA
    01/01/2021 TBA TBA TBA


    *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.

  • Forms and templates

    The following templates are used to support the CRAFT form when seeking CCO or Provost approval:

  • User training sessions

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

  • Guides for school contacts and supervisors

  • Guides for approvers

  • Guides for staff members

  • Help

    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.

  • 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.
    This is accessible via PeopleSoft and appears in the top right corner of the page once logged in.

 

Frequently asked questions