Careers@USF – Archiving the Past

Progress on the Careers@USF transition from PeopleAdmin to PeopleSoft (PA2PS) continues to be on track for the approaching March 18 implementation date.

Some of our Careers@USF users have asked about what access there will be to previous applicant information from the People Admin (PA) system after the transition to the PeopleSoft (PS) system. So, we would like to explain what users can expect after the March 18 transition date.

As we have previously mentioned, historical candidate information from postings in the PA system will not be transferred into the new PS system. Beginning on the March 18 transition date, all job postings, activities, and position updates will take place in PS.

PA Access from March 18 – April 15

While the PA system will no longer be used to support Careers@USF, it will still be accessible to departments from March 18 through April 15. This month long period will give departments the time to access historical data and candidate pools in order to close out postings that were advertised in PA.

Archiving PA Data

After April 15, the PA system will no longer be available to users; however, the PA applicant data will be archived in a database that will be maintained by HR.  All of the data will be indexed by posting number, position number (if applicable) and applicant name. Because of potentially-sensitive information contained on applicant documents, we will secure this information in Central HR (Tampa) as well as the Regional HR offices at Sarasota/Manatee and St. Pete.

This archived data will remain in the database for four years from the database’s date of creation. After this period, the information will be purged in accordance with the university’s record retention guidelines.

Accessing the Archived PA Data

For users to access the archived data, they will need to make a request via email to their HR Service Center representative (Tampa) or their Regional HR representative (regional campuses) with the specific information needed. The HR representative will query the information and upload it to a secured site for the user to access. Depending on the size of the data request, HR should be able to provide access within 1-2 business days. Large data requests may need additional time for retrieval and will be handled on a case-by-case basis.  More details about this process will be provided to users in early April.

We want you to know we are here to help make this transition as smooth as possible and will work with you to address any concerns that may arise. We have also created a PA2PS Project FAQ webpage for detailed answers to many common questions about this transition. If you have any other questions that you would like addressed in the FAQs, please send them via e-mail to: USFCareersHelp@admin.usf.edu.

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