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OnBase PAF Help

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General PAF Information

Initiators Help

HD Executor and SigAuth PAF Help

General PAF Information

Who is using the Onbase PAF?
All Medical Center areas with the exception of HR, Finance, Academic Enterprise and other administrative areas typically represented by home department numbers in the 104XXX and 108XXX ranges. This is both for New Hires and Transfers processed through Talent Central. If a position opening is not processed through Talent Central, then it will not be reflected in Onbase.

When is a PAF manual vs. ePAF vs. Onbase PAF?

  • Manual PAF - only used with transfers when the receiving department is not using the Onbase PAF process
  • ePAF - (electronic PAF) only used for New Hires into departments not using the Onbase PAF. These are emailed to the department from HR
  • Onbase PAF - for new hires and transfers into a department using the Onbase PAF

How/when does the Onbase PAF get generated?

  • The process is initiated by the recruiter placing the candidate into a particular step within Talent Central
  • That initiates the candidate to get passed to the Onbase system
  • If the candidate is a new hire... then once in Onbase, the PAF will not generate until the candidate initiates the background check with the background check vendor supplying their SSN and DOB
  • For a transfer, the Employee ID would have been supplied by the recruiter in Talent Central which allows Onbase to access the SSN and DOB on file in PeopleSoft and the PAF should generate immediately upon receipt into Onbase

Initiators Help

Who approves the Onbase PAF?

  • PA Initiators on the department as defined in Privilege Management (PM) at the time the PAF is generated
  • HD Executors on the department as defined in PM at the time the PAF is generated
  • SigAuth PAF on cost centers as defined in PM at the time the PAF is generated

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How do I change those noted as approvers on the PAF?

  • You can delete approvers as reflected in Onbase but one approver must remain per resource/role. This would only be done in the case where you have, for example, 5 HD Executors assigned on your department but only want 2 to receive emails regarding approving this PAF.

screenshot 2

  • You cannot add/change approvers for any resource/role within Onbase directly.
  • To change the approvers noted on an Onbase PAF, you would need to have the privileges updated in PM first by contacting someone who has the appropriate authority to grant privileges.
  • After PM has been updated, the PA Initiator can go into the Onbase PAF (if they or another PA Initiator has not already approved it), go to the job information tab and select the "Update Job Description" button and the "Update Home Department Information" button. After, you must SAVE. This should force Onbase to go back to PM and pull in the most current persons in the associated roles.

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** Before you approve, it is recommended to log out and log back in to assure that change you made in PM is now reflected in Onbase BEFORE you approve

Transfers vs. New Hires... who approves from the current department
For new hires there will be at least 3 approvals required:

  • One PA Initiator from the department
  • One HD Executor from the department
  • One SigAuth PAF approver per cost center (minimum of one)

For a transfer there will be at least 4 approvals required:

  • One PA Initiator from the receiving department
  • One HD Executor from the receiving (new)department
  • One HD Executor from the current department
  • One SigAuth PAF approver per cost center (minimum of one) for the new position

Approval order – who approves when?

  • When the PAF is generated, it is first emailed to PA Initiators ONLY. This is because PA Initiators are the only approvers that have the ability to change information on the PAF before it continues through the approval process
  • Once the PA Initiator approves no changes can be made to the PAF unless "rejected" by another approver, which starts the approval process over.
  • After a PA Initiator approves the PAF, then ALL other approvers receive the approval email simultaneously. There is no sequential order of approvals at that point yet all approvals are required.

Approving when you hold multiple roles

  • If you hold multiple roles you may approve for multiple roles however if one of those roles happens to be PA Initiator you MUST approve as the PA Initiator first
  • It is recommended that there be at least 2 unique individuals to approve any given PAF
  • With multiple roles you do not need to close and log back in for each role, simply check the "approve" check box for one role, go to the signature tab, sign and save for that role and then go back to the Approver tab to approve the next role.

How to approve... APPROVERS tab first – SIGNATURES tab second

  • The Signature box will not appear for you to supply a signature until you first check the "approve" checkbox on the APPROVERS tab
  • After clicking the "approve" checkbox, go to the Signatures tab
  • Now the signature box should appear for the role you chose to "approve"
  • Supply a signature in the box and SAVE

FIRST...

screenshot 4

THEN... sign the box and SAVE

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What if something is incorrect on the PAF?

  • As a PA Initiator, one can edit most information on the PAF. Make the necessary edits and then SAVE
  • Once you approve all editing capability is gone
  • If an edit needs to be made after the PA Initiator approvers, simply have one of the remaining approvers log in, select the "reject" option and supply a reason.
  • The rejection of the PAF starts the approval process over and once again gives the PA Initiator edit access

Why do I keep getting these emails?

  • Once the PAF is in the approval process, anyone that is due to approve will receive an initial email as well as a reminder email every morning until the PAF has an approval for that particular resource/role.
  • No one will receive any emails except the PA Initiator until after the PA Initiator approves as mentioned above.
  • If you happen to be listed on multiple roles and only approve on one, you will continue to receive the email reminders until all roles you are assigned have a valid approval

HD Executor and SigAuth PAF Help

Who approves the Onbase PAF?

  • PA Initiators on the department as defined in Privilege Management (PM) at the time the PAF is generated
  • HD Executors on the department as defined in PM at the time the PAF is generated
  • SigAuth PAF on cost centers as defined in PM at the time the PAF is generated

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How do I change those noted as approvers on the PAF?

  • As an HD Executor or Sig Auth PAF approver, one does not have the ability to edit the PAF in Onbase directly.
  • To change the approvers noted on an Onbase PAF, you would need to reject the PAF in Onbase and have the privileges updated in PM first by contacting someone who has the appropriate authority to grant privileges.
  • After PM has been updated, the PA Initiator can go into the Onbase PAF, go to the job information tab, select the "Update Job Description" button and then SAVE. This should force Onbase to go back to PM and pull in the most current persons in the associated roles.

Transfers vs. New Hires... who approves from the current department
For new hires there will be at least 3 approvals required

  • One PA Initiator from the department
  • One HD Executor from the department
  • One SigAuth PAF approver per cost center (minimum of one)

For a transfer there will be at least 4 approvals required

  • One PA Initiator from the receiving department
  • One HD Executor from the receiving (new)department
  • One HD Executor from the current department
  • One SigAuth PAF approver per cost center (minimum of one) for the new position

Approval order – who approves when?

  • When the PAF is generated, it is first emailed to PA Initiators ONLY. This is because PA Initiators are the only approvers that have the ability to change information on the PAF before it continues through the approval process
  • Once the PA Initiator approves no changes can be made to the PAF unless "rejected" by another approver, which starts the approval process over.
  • After a PA Initiator approves the PAF, then ALL other approvers receive the approval email simultaneously. There is no sequential order of approvals at that point yet all approvals are required.

Approving when you hold multiple roles

  • If you hold multiple roles you may approve for multiple roles however if one of those roles happens to be PA Initiator you MUST approve as the PA Initiator first
  • It is recommended that there be at least 2 unique individuals to approve any given PAF
  • With multiple roles you do not need to close and log back in for each role, simply check the "approve" check box for one role, go to the signature tab, sign and save for that role and then go back to the Approver tab to approve the next role.

How to approve... APPROVERS tab first – SIGNATURES tab second

  • The Signature box will not appear for you to supply a signature until you first check the "approve" checkbox on the APPROVERS tab
  • After clicking the "approve" checkbox, go to the Signatures tab
  • Now the signature box should appear for the role you chose to "approve"
  • Supply a signature in the box and SAVE

FIRST...

screenshot 7

THEN... sign the box and SAVE

screenshot 8

What if something is incorrect on the PAF?

  • PA Initiators are the only approvers that can edit the content of the PAF
  • If an edit needs to be made after the PA Initiator approvers, simply reject the PAF by logging in, selecting the "reject" option and supply a reason.
  • The rejection of the PAF starts the approval process over and once again gives the PA Initiator edit access

Why do I keep getting these emails?

  • Once the PAF is in the approval process, anyone that is due to approve will receive an initial email as well as a reminder email every morning until the PAF has an approval for that particular resource/role.
  • No one will receive any emails except the PA Initiator until after the PA Initiator approves as mentioned above.
  • If you happen to be listed on multiple roles and only approve on one, you will continue to receive the email reminders until all roles you are assigned have a valid approval

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