BRINGING OUR TALENT ON BOARD. KRONOS HIRING MANAGEMENT CONSOLE TRAINING YMCA OF METROPOLITAN DALLAS October 19, 2017

Transcription

1 BRINGING OUR TALENT ON BOARD KRONOS HIRING MANAGEMENT CONSOLE TRAINING YMCA OF METROPOLITAN DALLAS October 19, 2017

2 AFTER COMPLETING THIS COURSE, YOU SHOULD BE ABLE TO: 1. DESCRIBE THE ONLINE APPLICATION PROCESS 2. LOGIN AND NAVIGATE THE (HMC) HIRING MANAGEMENT CONSOLE 3. SEARCH, SORT, AND FILTER APPLICATIONS 4. NAVIGATE POOL APPLICATIONS 5. POST POSITIONS (EVERGREEN VS OPENING) 6. MOVE APPLICATIONS THROUGH THE HIRING PROCESS 7. INITIATE AND COMPLETE ON BOARDING DOCUMENTS 8. ADDING POSITIONS TO INTERNAL APPLICANTS 2 Kronos HMC Training YMCA of Metropolitan Dallas

3 SYSTEM GUIDE There is a System Reference Guide with detailed instructions at: Dallasynetwork.org Login: ymcadallas Password: 9622 Go to: Association Office Tab -> Human Resources -> Kronos -> Kronos WFA HMC Position Based Hiring Guide. 3 Kronos HMC Training YMCA of Metropolitan Dallas

4 ONLINE APPLICATION: APPLICATION PROCESS Apply at and click on employment at the bottom of the page minutes to complete depending on position Completed application available in minutes on the Hiring Management Console and are active for 30 days Applicants can reapply immediately (receive below) 4 Kronos HMC Training YMCA of Metropolitan Dallas

5 WHAT WILL APPLICANTS SEE? Applicants can view the positions we are continuously taking applications for (All Open Jobs) and the Openings (Now Hiring Jobs). We will explain the difference between the two on the welcome page. 5 Kronos HMC Training YMCA of Metropolitan Dallas

6 WHAT WILL APPLICANTS SEE? When an applicant selects a position to apply to, they will be given the option to search only for locations that are currently hiring, or to search all locations where applications are accepted for the position. If none are currently hiring, it will let them know and they can go back and select all locations instead or search for another position. 6 Kronos HMC Training YMCA of Metropolitan Dallas

7 ONLINE APPLICATION: REFER THIS JOB *Current employees earn $50 for referrals! (guidelines apply)* 7 Kronos HMC Training YMCA of Metropolitan Dallas

8 ONLINE APPLICATION: REQUIRED INFORMATION Applicant must complete the application in order Required questions are marked with a red * Applicant address is required 8 Kronos HMC Training YMCA of Metropolitan Dallas

9 ONLINE APPLICATION: RETURNING APPLICANT Sign-In available from multiple screens Returning applicants must enter the username and password they created 9 Kronos HMC Training YMCA of Metropolitan Dallas

10 ONLINE APPLICATION: KNOCK OUT QUESTIONS Establish the minimum employment qualifications Knocked out applications appear on the Hiring Management Console under All Applicants as Disqualified Knocked out applicants can reapply immediately 10 Kronos HMC Training YMCA of Metropolitan Dallas

11 ONLINE APPLICATION: KNOCK OUT QUESTIONS Are you a pedophile or child abuser? As a condition of employment with YMCA Dallas, if you are offered employment, are you willing to submit to a drug screening test? Have you ever been accused of being a pedophile or child abuser? Can you provide legal documentation establishing your identity and eligibility to be legally employed in the United States? As a condition of employment with YMCA Dallas, if you are offered employment, are you willing to undergo a criminal background and employment reference check? Are you able to perform the essential functions of the job for which you are applying with or without reasonable accommodation? 11 Kronos HMC Training YMCA of Metropolitan Dallas

12 ONLINE APPLICATION: MARGINAL QUESTIONS Provide useful information to determine if an application is a good choice for an interview Save valuable time by gathering information prior to interview Example: Do you have any trips, activities or vacation plans that will limit your work availability over the next 6 months? 12 Kronos HMC Training YMCA of Metropolitan Dallas

13 ONLINE APPLICATION: FLAGGED RESPONSES Hiring Management Console (HMC) flags applicant responses to some questions 13 Kronos HMC Training YMCA of Metropolitan Dallas

14 ONLINE APPLICATION: BEHAVIORAL ASSESSMENTS Created by Kronos team of Industrial Organizational Psychologists, the Science Team, using state-of-the-art research and development methods. Assessments measure important job-relevant aspects of candidates personality and experience to determine their fit with the job. Identify applicants who are more likely to succeed on the job. 14 Kronos HMC Training YMCA of Metropolitan Dallas

15 ONLINE APPLICATION: BEHAVIORAL ASSESSMENTS Examples of Kronos Assessment Questions for Member Services: 15 Kronos HMC Training YMCA of Metropolitan Dallas

16 ONLINE APPLICATION: BEHAVIORAL ASSESSMENTS Stop Light Scoring: Green Go! Yellow Caution! Red Stop! PreScreened - Did Not Pass Assessment Score based only on assessment questions Results not to be shared with applicants 16 Kronos HMC Training YMCA of Metropolitan Dallas

17 EVALUATING APPLICANTS Consider all factors when evaluating applicants: Availability and Scheduling, and Behavioral Assessment Score are located on the Application Overview page, defaulted to display first. Answers to Application Questions are found in Prescreener page of the Application tab, and the Additional Info tab. Interview Results are recorded by the interviewer at the Interview section(s) of the hiring process. Experience and Skill Set details are captured on the Application Details page of the Application tab. Additional details may be discovered at the time of Interview. ***Assessment result should not be used as the sole basis for hiring decision 17 Kronos HMC Training YMCA of Metropolitan Dallas

18 ONLINE APPLICATION: ADA COMPLIANCE To comply with the Americans with Disabilities Act (ADA), YMCA Dallas will provide a reasonable accommodation for applicants to complete the application process upon request. Such accommodations include ensuring that spaces surrounding the application area accommodate the needs of these individuals, and that staff members are available to assist candidates that are impaired to complete the application process. For more information about your obligations under the ADA, please contact your Human Resources Department. 18 Kronos HMC Training YMCA of Metropolitan Dallas

19 ONLINE APPLICATION: APPLICANT POOL The Pool maximizes the applications available to you!! 19 Kronos HMC Training YMCA of Metropolitan Dallas

20 ONLINE APPLICATION: APPLICANT POOL Applications are Exclusive to the original locations applied for 14 days 14 Days Move to the Pool if NO activity or stopped in the hiring process 25 Miles Hiring Managers electronically share applications among locations Within 25 mile radius based on zip code 20 Kronos HMC Training YMCA of Metropolitan Dallas

21 ONLINE APPLICATION: APPLICANT POOL Exclusive 14 Days Pool 16 Days Active 30 Days After 30 days applications not started in the hiring process expire & cannot be started in the hiring process Applicants must reapply Applications in the hiring process Never expire 21 Kronos HMC Training YMCA of Metropolitan Dallas

22 HMC HIRING MANAGEMENT CONSOLE 22 Kronos HMC Training YMCA of Metropolitan Dallas

23 HMC SEARCHING There are 2 ways to search. The top right corner is used to find a specific person. The bottom right Resume Search finds people whose resumes or applications include whatever keyword you put in. Searches all applications - the pool, people who applied for specific positions, etc. When searching, the application date is important if you can t find someone change the date range in the options. 23 Kronos HMC Training YMCA of Metropolitan Dallas

24 POSTING JOBS For Evergreen Positions (always accepting application positions): Go to Administration; go to locations; click on your location name. Put a check mark by the positions that should be posted. Click Save at the bottom. 24 Kronos HMC Training YMCA of Metropolitan Dallas

25 POSTING JOBS To create an Opening, you must start with an Evergreen position. Then, go to Tools at the top and click on Openings. 25 Kronos HMC Training YMCA of Metropolitan Dallas

26 POSTING JOBS From here you can create a new opening or view/edit current Openings. The Opening Creation Tool let s you select the following: Location of Opening, Position, Start Date, End Date Start typing the location name and options will pop up. Click on the one you want. Once a location is selected, a new drop down will appear so you can select the position. 26 Kronos HMC Training YMCA of Metropolitan Dallas

27 POSTING JOBS Select the Start and End Dates. The Opening will automatically post to and be removed from the employment website on the dates you select. You may view the list of Openings at your location(s) at any time. You may also edit Openings that have already been created. To do this, go to the Openings Tool and click on Opening List. You can close them manually prior to the close date. You can change the close date to extend or shorten the Opening timeframe. 27 Kronos HMC Training YMCA of Metropolitan Dallas

28 VIEWING/HIRING APPLICANTS Click on person s name to go to their Dashboard. 28 Kronos HMC Training YMCA of Metropolitan Dallas

29 VIEWING/HIRING APPLICANTS Click on each tab to view desired information. Pre-Screened on left shows assessment score. Application Active shows when a person s application will expire. If person is in the Pool, use Assign to Location to move them to your location prior to hiring. 29 Kronos HMC Training YMCA of Metropolitan Dallas

30 VEIWING/HIRING APPLICANTS To start the hiring process, click Start on the Application tab. 30 Kronos HMC Training YMCA of Metropolitan Dallas

31 VEIWING/HIRING APPLICANTS Click on each step in the process as you complete it. For the Reference Check portion, use Checkster and follow instructions on what to enter. For Conditional Offer: Input Offer Accepted Date on first screen. Enter pay rate and Select Position Key If the drop-down shows a long list of AO positions then that position key does not exist for your branch. Contact HR. For Frequency most will select hourly (unit is only for CCAC, CGS, COTL) 31 Kronos HMC Training YMCA of Metropolitan Dallas

32 VEIWING/HIRING APPLICANTS For Employee Onboarding: Select duration by law hiring must be completed within 3 days of start date (ideally before) so keep that in mind. Make sure to inform applicant of time frame. Default is at this computer so make sure to select when necessary. For Manager Onboarding you will need documents/ids for the I-9. Make sure you have those or you cannot complete onboarding. For Start Date put the date the employee starts/started working, whether training or on the job. You cannot enter time on the timecard prior to this date. For Employment Status, only CGS/CCAC/COTL use Seasonal. Use Regular Part-Time if year round, if only for short period (i.e. summer) use Temporary. 32 Kronos HMC Training YMCA of Metropolitan Dallas

33 VIEWING/HIRING APPLICANTS ***Don t forget the final New Hire step (Ready to hire - Send Data to Kronos HR. This is in the Hiring Process tab*** Once this step is done, the person will show up in HR/Timekeeper the next day. 33 Kronos HMC Training YMCA of Metropolitan Dallas

34 INTERNAL HIRING (ADDING POSITIONS) Step 1 the Employee Application The employee will need to apply to the position you want to add to them. Go to the Internal Hiring Site nt&seq=returningmembers&referralurl=applicationname%3dymcadallasnonreqint%26lo cale%3den_us%26seq%3dhome&devicemode=desktop&notauthorized=true Log in with: Username: same as Kronos Timekeeper Password: first initial capitalized, last initial capitalized, last 4 of social (ex. John Doe with SSN would be JD6789; note if for some reason your name is not capitalized in HR/Timekeeper then you would not capitalize your initials in your password) 34 Kronos HMC Training YMCA of Metropolitan Dallas

35 INTERNAL HIRING (ADDING POSITIONS) The site looks very similar to the site external applicants use. Employees see the same positions as external hires. The difference is the number of steps the employee has to take to apply. Internal employees have only a couple steps it is much quicker. Once signed in, the employee just needs to select the position they want to apply to and complete their application. Select position and location Verify personal Information Agree to electronic application Verify they can perform the essential functions of the job Submit the application 35 Kronos HMC Training YMCA of Metropolitan Dallas

36 INTERNAL HIRING (ADDING POSITIONS) Step 2 Completing the Hire (adding the position) Once the employee has completed their application, the Hiring Manager needs to log into the HMC to hire them (same website as for external applicants). Internal applicants show with a green person icon, external applicants show with a blue person icon. Find the employee, click on their name and complete the hiring process (same as external but much shorter hiring process). 36 Kronos HMC Training YMCA of Metropolitan Dallas

37 INTERNAL HIRING (ADDING POSITIONS) The Hiring process for Internal Employees: 1. Review application/click on Interest. 2. Offer the person the position: Enter offer accepted date. Enter pay rate and select position key. Select the pay frequency (usually hourly, unit is only for CCAC, CGS, and COTL seasonal employees). 3. Send data to Kronos HR: Enter the Hiring Manager Name and the Effective Date of the position. Verify the information you put in the offer. 37 Kronos HMC Training YMCA of Metropolitan Dallas

38 INTERNAL HIRING (ADDING POSITIONS) You have completed the hire. The position will show up on the person the next day. Keep in mind that the 30 day window is the same internal applications expire in 30 days just like external ones. If the new position should be primary Susie at and provide the effective date. Forms are accepted for the following reasons: Pay rate changes Terminations Removing positions 38 Kronos HMC Training YMCA of Metropolitan Dallas

39 INTERNAL HIRING (CREATING APPLICATIONS FOR EMPLOYEES) The employee has to apply once to the internal site and then you can create additional applications for them for any remaining positions you need to add. Step 1 Click on the person s name to get to their dashboard (make sure it is an internal application - a green person icon) 39 Kronos HMC Training YMCA of Metropolitan Dallas

40 INTERNAL HIRING (CREATING APPLICATIONS FOR EMPLOYEES) Step 2 Click on the Apply to Another Job link on the left side of the screen. Step 3 Select the position from the drop-down list. Then select No- Don t send an and click Save. There must be an Opening created for the position or it will not be listed in the drop-down. 40 Kronos HMC Training YMCA of Metropolitan Dallas

41 INTERNAL HIRING (CREATING APPLICATIONS FOR EMPLOYEES) Step 4 Click on Complete the Application Step 5 Click the Submit button in the new window that pops open. 41 Kronos HMC Training YMCA of Metropolitan Dallas

42 INTERNAL HIRING (CREATING APPLICATIONS FOR EMPLOYEES) Once you complete these steps you will be in the new application. You can go ahead and start the hiring process to add the position. You can do this for as many positions as you need. This should be done for like positions. For example: Swim Instructor/Lifeguard are similar, and Aerobics Instructor/Wellness Coach are similar. However, Member Service Representative is not similar to Lifeguard. 42 Kronos HMC Training YMCA of Metropolitan Dallas

43 LINKS TO KRONOS HIRING Applicants: External: and click on Employment at bottom of page. The Internal Hiring link is available on under Association Office -> Human Resources -> Kronos -> Kronos Links -> Kronos Internal Application Link Hiring Managers: The HMC link is available on under Association Office -> Human Resources -> Kronos -> Kronos Links -> Kronos WFA Hiring Console LOGIN: Same as Kronos Timekeeper PASSWORD: will be sent to you upon completion of training. 43 Kronos HMC Training YMCA of Metropolitan Dallas

44 ZERORISK ASSESSMENTS Zerorisk Portal Save the link to your desktop or to your favorites Now required for all part-time and full-time interviews After phone interview & before face-to-face interview Portal allows easy access to send assessments and view completed assessments Portal Tutorial: Complimentary Zerorisk webinars - available to learn the basics of Zerorisk. Webinar is about 1 hour long. pcowart@ymcadallas.org to register. 44 Kronos HMC Training YMCA of Metropolitan Dallas

45 CONTACT INFORMATION Susie Desilets Pam Cowart Office: Office: Cell: Cell: Debbie Baum Suzanne Goswick Office: Office: Cell: Cell: Kronos HMC Training YMCA of Metropolitan Dallas

46 THANK YOU Human Resources YMCA OF Metropolitan Dallas