Creating a Job Opening

Transcription

1 Understanding the OMNI Recruiting Process Every department s goal is to hire qualified individuals to meet its needs. This requires effective screening and recruiting methods. The OMNI system enables you to automate the recruitment process, which involves creating a job opening, submitting on-line applications, and processing an applicant through hire. The OMNI recruitment process starts with the department creating and approving a job opening to advertise a vacant position. Human Resources-Employment then reviews, final approves, and posts the opening in OMNI. The OMNI system serves as an on-line application tool. When an individual applies, an OMNI applicant record is created. There are three types of applicant records: internal, external, and former. Next, the applicants are screened and routed by your HR Recruiter. The screening-enabled system compares the applicants' qualifications against the minimum qualifications of the job posting, and places the applicants who meet the minimum qualifications in Screen status. Your HR Recruiter will then Route the applicants who screened through, as well as advise the department of any applicants required to be interviewed based on Veterans' Preference or the applicable Collective Bargaining Unit. The department then contacts applicants to interview from the list routed and schedules interviews accordingly. After the interviews are complete, the department submits interview evaluations on the records of the applicants interviewed. Based on interviewer s recommendations, the outcome of the pre-employment checks, and the salary review/approval process, the department completes the pre-employment checklist in OMNI, makes a job offer to the selected candidate, and enters the job offer into OMNI. The department is also responsible for entering disposition codes on the applicant records in their pool to denote where the candidates not chosen fell out of consideration. The job offer routes through the department's approval chain, ultimately ending up in HR's queue for review and processing in conjunction with the appointment paperwork. Once processed, an employee record/id is created in OMNI for the new employee. Procedure Scenario: In this topic, you will learn how to create a Job Opening. Key Information: Position Number Job Classification Specifications ( Page 1

2 Position Description Position Advertising Procedures ( 1. Click the Human Resources link. Page 2

3 2. Click the Main Menu link. Page 3

4 3. Click the Recruiting link. 4. Click the Create New Job Opening link. Page 4

5 5. In OMNI, certain tasks have Embedded Help icons built into them, which is symbolized by a small question mark. Explore the embedded help on this page by clicking the icon. Page 5

6 6. The Embedded Help feature walks us through how to fill out the required fields on this page. Take a moment to review this information. Page 6

7 7. At the bottom of the Embedded Help text, review the note indicating that all working titles for A&P and USPS positions must first be approved Compensation/Classification before being used in a job posting. Page 7

8 8. Close the Embedded Help window. Page 8

9 9. Select the appropriate Job Family from the drop down menu. For the purpose of this example, select Administrative Services. Page 9

10 10. In the Position Number field, enter the position number preceded by three zeros. For the purpose of this example, enter in the Position Number field. Page 10

11 11. Once you have entered the position number, you may press Tab on your keyboard to populate the Job Code and Posting Title fields, or click on the magnifying glass icon to select the Job Code and type the Position Title in manually. For the purpose of this example, press [Tab]. Page 11

12 12. Click the Continue button. Page 12

13 13. In the Recruiting Location field, input the recruiting location code or use the magnifying glass to select the appropriate code from the list. For the purpose of this example, click the magnifying glass icon to generate a list of Recruiting Locations. Page 13

14 14. Select the desired Recruiting Location. For the purpose of this example, click the Tallahassee, FL link. Page 14

15 15. If there's currently an incumbent in the position, it s helpful to provide the employee s name in the Employees Being Replaced field. This can be done by either typing in the full name in the field and pressing Tab on your keyboard, or by clicking on the magnifying glass icon and searching by name or employee ID. Press [Enter] to continue. Page 15

16 16. The Staffing Information simply defaults in based on the position and can be left as is. With the exception of Schedule Type and Regular/Temporary status, the Staffing Information is not displayed to applicants on postings. If you wish to post a certain schedule, you may do so on the Postings page of the job opening. The Salary Information simply defaults in based on job code and can be left as is. This information is not displayed to applicants. If you wish to post a salary range, you can do so on the Postings page of the job opening. Press [Enter] to continue. Page 16

17 17. Click the Min Qualifications tab. Page 17

18 18. Here is another Embedded Help icon. Explore the embedded help on this page by clicking the icon. 19. Review the Embedded Help information. Press [Enter] to continue. Page 18

19 20. Close the Embedded Help window. Page 19

20 21. Click the Add Work Experience and Education link. For the purpose of this example, start with a minimum of a high school diploma or equivalent and four years of experience, and then add rows to list out every equivalent above the minimum. As a reminder, this information does not carry over to the posting page/is not displayed to applicants, as it's for screening purposes only. 22. Click the Add Work Experience and Education link. Page 20

21 23. Click the Add Work Experience and Education link. Page 21

22 24. Click the Add Work Experience and Education link. 25. Click the Add Work Experience and Education link. Page 22

23 26. Click the Highest Education Level drop down menu. Page 23

24 27. Select the first appropriate level of education. For the purpose of this example, select C-HS Graduate or Equivalent from the list. 28. In the Years of Work Experience field, enter the corresponding years of experience for the first level. For the purpose of this example, enter 4.0. Page 24

25 29. Select the next appropriate level of education. For the purpose of this example, select F-AA/AS Degree from the list. Page 25

26 30. In the Years of Work Experience field, enter the corresponding years of experience for the next level. For the purpose of this example, enter 2.0. Page 26

27 31. Select the next appropriate level of education. For the purpose of this example, select G-Bachelor's Level Degree from the list. (You will not need to add corresponding years of experience, as a Bachelor's degree is equivalent to four years of experience.) Page 27

28 32. Select the next appropriate level of education. For the purpose of this example, select I-Master's Level Degree from the list. (You won't need to add corresponding years of experience, as a Master's degree is equivalent to six years of experience.) Page 28

29 33. Select the next appropriate level of education. For the purpose of this example, select J-Doctorate (Academic) from the list. (You won't need to add corresponding years of experience, as a Doctorate degree is far beyond the four years of experience equivalent.) Page 29

30 34. Select the next appropriate level of education. For the purpose of this example, select J-Doctorate (Professional) from the list. (You won't need to add corresponding years of experience, as a Doctorate degree is far beyond the four years of experience equivalent.) Page 30

31 35. We don't use the Accomplishments tab. Press [Enter] to continue. Page 31

32 36. Click the Postings tab. Page 32

33 37. To start the posting page, click the Add Job Postings link. NOTE: only click Add Job Postings once. Page 33

34 38. Posting Title: Changes can be made to the posting title, if needed (e.g. spelling out a title the system has abbreviated, including the shift, etc.). Working titles must first be approved by Compensation/Classification. Job Descriptions: Click the appropriate link to view a list of required Staff ( ons_checklist.pdf) (A&P or USPS) and Faculty ( ns_checklist.pdf) job posting descriptions. The different description types can be entered in any order, as they will default to the correct order once saved. Page 34

35 39. Click the Visible drop down menu. Page 35

36 40. Job Descriptions will typically be visible Internal and External unless the Department has requested the position be posted Internal Only. (Internal only means only current employees will have access to view and apply for the job via their OMNI Self Service > Recruiting Activities > Careers page.) For the purpose of this example, select Internal and External from the drop down menu. 41. For the purpose of this example, start by selecting Department from the drop down menu. Page 36

37 42. Enter the department name in the Description field. For the purpose of this example, enter "College of Music". Press [Enter] to continue. Page 37

38 43. Click the Add Posting Descriptions link to add the next Posting Description. Page 38

39 44. Select Internal and External from the drop down menu. Page 39

40 45. Select the next Description Type. For the purpose of this example, select Qualifications from the drop down menu. Page 40

41 46. For the Qualifications of an A&P or USPS position, refer to the education and experience listed in the Position Description, which should also be consistent with the information entered on the Min Qualifications tab. (For Faculty and OPS positions, consult your hiring authority for the education and years of experience required.) In the qualifications, the type of experience can also be specified (e.g. "four years of experience in an office environment"), as well as any skills/experience, physical ability, and/or certifications that are needed coming into the position day one. The information listed in the Qualifications will be used in the screening process for Staff and Faculty positions. NOTE: post-hire certification requirements can either be listed in the Qualifications or the Other Information section. For the purpose of this example, start the qualifications by entering: "A high school diploma or equivalency and four years of experience, or a combination of a post-high school education and experience equal to four years.". Press [Enter] to continue. Page 41

42 47. Continue entering the Qualifications: "Experience with office practices and procedures. ". Press [Enter] to continue. 48. Continue entering the Qualifications: "Experience with Microsoft Word, Excel, and Outlook or equivalent software.". Press [Enter] to continue. Page 42

43 49. Finish entering the Qualifications: "Experience with writing, proofreading, and editing business correspondence.". Press [Enter] to continue. Page 43

44 50. Click the Add Posting Descriptions link to add the next Posting Description. Page 44

45 51. Select Internal and External from the drop down menu. Page 45

46 52. Select the next Description Type. For the purpose of this example, select Background Check Requirements from the drop down menu. NOTE: for more information on Background Check Requirements, reference: ( 53. Certain Description Types that are standard and not department specific have a Description ID tied to them that will populate when selected (e.g. Background Check Requirements, EEO Statement, Veteran's Preference, How to Apply, Contracts and Grants, etc.). Please do not alter the standard statements. For the purpose of this example, select Level 2 Background Check from the drop down menu. Page 46

47 54. NOTE: The Description text automatically populated when we chose the appropriate Description ID. Press [Enter] to continue. Page 47

48 55. Click the Add Posting Descriptions link to add the next Posting Description. Page 48

49 56. Select Internal and External from the drop down menu. Page 49

50 57. Select the next Description Type. For the purpose of this example, select Preferred from the drop down menu. 58. The Preferred category is optional, but can be used to state the department's desired experience, skills, etc. Your HR-Employment Recruiter does not screen off of the information listed in the Preference category. For the purpose of this example, enter: "Ability to compile data and create reports and graphs. Experience using OMNI Financial and HR modules.". Press [Enter] to continue. Page 50

51 59. Click the Add Posting Descriptions link to add the next Posting Description. Page 51

52 60. Select Internal and External from the drop down menu. 61. Select the next Description Type. For the purpose of this example, select Responsibilities from the drop down menu. Page 52

53 62. The Responsibilities for A&P and USPS positions are found on the Position Description ( gpositiononline) and outline the functions of the position. For responsibilities pertaining to Faculty positions, consult the Department Chair. For responsibilities pertaining to OPS positions, consult the hiring manager. For the purpose of this example, enter: "Schedules all community Music Education observations and University Therapy clinic appointments. Maintains departmental files. Monitors budgets for area coordinators, OPS hourly payments, expenditures, and available balances. Makes travel arrangements for area coordinators, and works with appropriate personnel to ensure entry of travel authorization requests and expense reimbursements.". Press [Enter] to continue. Page 53

54 63. Click the Add Posting Descriptions link. Page 54

55 64. Select Internal and External from the drop down menu. Page 55

56 65. Select the next Description Type. For the purpose of this example, select Veteran's Preference from the drop down menu. 66. Select the Description ID. For the purpose of this example, select Veteran's Preference from the Description ID drop down menu. Page 56

57 67. Note the Description automatically populated. For more information on Veterans' Preference, click here ( Press [Enter] to continue. Page 57

58 68. Click the Add Posting Descriptions link. Page 58

59 69. Select Internal and External from the drop down menu. Page 59

60 70. Select the next Description Type. For the purpose of this example, select Pay Plan from the drop down menu. 71. Select the desired Description ID. For the purpose of this example, select USPS (University Support Personnel System) from the drop down menu. Page 60

61 72. Note, the Description automatically populated. Press [Enter] to continue. Page 61

62 73. Click the Add Posting Descriptions link. Page 62

63 74. Select Internal and External from the drop down menu. Page 63

64 75. Select the next Description Type. For the purpose of this example, select How To Apply from the drop down menu. Page 64

65 76. Select the desired Description ID. For the purpose of this example, select General Online Application Instructions from the drop down menu. NOTE: Never select the OPS Express Job Posting Description ID, as this is for HR use only. Page 65

66 77. Note the Description automatically populated. Press [Enter] to continue. Page 66

67 78. Click the Add Posting Descriptions link. Page 67

68 79. Select Internal and External from the drop down menu. 80. Select the next Description Type. For the purpose of this example, select Equal Employment Opportunity from the drop down menu. Page 68

69 81. Select the desired Description ID. For the purpose of this example, select Equal Employment Opportunity from the drop down menu. Page 69

70 82. Note the Description automatically populated. Press [Enter] to continue. Page 70

71 83. Click the Add Posting Descriptions link. Page 71

72 84. Click the trash can icon if you need to delete a Posting Description that was added by accident. 85. To confirm the delete, click the OK button. Page 72

73 86. The posting Destinations must always be set to FSU Web Site and the Posting Types must be set to Internal and External, unless you are posting Internal Only. If posting Internal Only, be sure to delete the External Destination row by clicking on the trash can icon. All A&P, USPS, and Faculty Job Openings must be posted for a minimum of seven days, and the system will automatically default to a seven day posting duration as seen below. You may increase the number of days, if desired, by adjusting the posting duration value. Page 73

74 87. Approve Dt (under Relative Open Date) indicates the job opening will be posted once all approvals have been completed (the last approver is the Recruiter). If you would like to select a specific Post Date/Remove Date, you must delete both Job Posting Destination rows and re-add them by clicking the Add Posting Destinations link. Doing so will give you the calendar icon option, which will allow you to choose specific Post/Remove Dates. (Keep in mind if you set up specific dates, they may have to be altered depending on how quickly the opening routes to your Recruiter and he/she is able to approve it.) For the purpose of this example, click the trash can icon to delete the rows and then add them back in order to select specific posting dates. Page 74

75 88. Click OK to confirm the delete. Page 75

76 89. Click the trash can icon to delete the second row. Page 76

77 90. Click OK to confirm the delete. Page 77

78 91. Click Add Posting Destinations to add rows with calendar icons. 92. Always select FSU Web Site from the Destination drop down menu for both rows. Page 78

79 93. Select the first posting type from the Posting Type drop down menu. Although it does not matter if you choose Internal or External first, for the purpose of this example, select External. Page 79

80 94. Select the second posting type from the Posting Type drop down menu. For the purpose of this example, select Internal. Page 80

81 95. Click the Calendar icon. Page 81

82 96. Choose the appropriate post date from the calendar for the External posting Destination row. For the purpose of this example, click 11, which means the job would post on 2/11/13. Page 82

83 97. Click the Calendar icon. Page 83

84 98. Choose the appropriate post date from the calendar for the Internal posting Destination row. For the purpose of this example, click 11, which means the job would post on 2/11/ Click the Calendar icon. Page 84

85 100. Choose the appropriate remove date from the calendar for the External posting Destination row. For the purpose of this example, click 28, which means the job would close on 2/28/13. Page 85

86 101. Click the Calendar icon. Page 86

87 102. Choose the appropriate remove date from the calendar for the Internal posting Destination row. For the purpose of this example, click 28, which means the job would close on 2/28/13. Page 87

88 103. The spell check feature can be used to spell check each description individually, or you can click the Preview button, copy & paste the entire posting into a Word document/outlook , and then spell check it all at once. For the purpose of this example, click the Spell Check icon under the Responsibilities section. Page 88

89 104. Click the OK button. Page 89

90 105. At the very bottom of the screen, click the Preview button to view the job posting as it will be displayed to applicants. Page 90

91 106. If a position is being posted Internal Only, when previewing the posting the descriptions will come up blank unless you click the Switch to Internal View link, which allows you to view the job posting details. NOTE: A proper Job Opening ID# will not be assigned until you have either saved or submitted the job opening. Page 91

92 107. Once the posting has been reviewed, click the Return to Previous Page link to return to the job opening. Page 92

93 108. Click the OK button once you are done with the Postings page. Page 93

94 109. For the purpose of this example, click the Screening tab Please don't enter anything on this page. Your recruiter will take care of entering the information and completing the processes on the Screening page. Page 94

95 111. Click the Hiring Team tab. Page 95

96 112. To connect your Recruiter ( signments.pdf) to the job opening, click the Add Recruiter Team link Click the box under Select. Page 96

97 114. Click the OK. Page 97

98 115. Select your assigned Recruiter. For the purpose of this example, click the Primary checkbox option for Daniel Dirac. Page 98

99 116. Click the Add Interviewers link to add employees who will be part of the interviewing team for the position. This will allow them to view the job opening and review applications. Page 99

100 117. In the Name field, enter the Interviewer s name exactly how it's spelled in OMNI and hit tab on the keyboard, or use the magnifying glass lookup feature. If there is more than one person in the system by this name, you will need to use the lookup feature and you will want to ensure you are selecting the correct employee from the list. NOTE: Once the job opening has been approved, if you need to make changes to the Interviewers, contact your recruiter. For the purpose of this example, enter "Don Diffenbaugh". Press [Enter] to continue. Page 100

101 118. The Add Interested Parties link functions in a very similar manner as the Add Interviewers feature and is used to add employees who are not serving on the interview committee, but will need access to the job opening and applications. The Originator of the job opening doesn't need to be listed as an interested party, as he/she has automatic access to the opening as the originator. NOTE: Once the job opening has been approved, if you need to make changes to the Interested Parties, contact your recruiter. Page 101

102 119. Once all aspects of the job opening have been entered as required, click Save & Submit button. NOTE: The job opening information is not saved until you click the Save as Draft or the Save & Submit button. Page 102

103 120. Click the Approvals link. Page 103

104 121. Once the job opening has been saved or submitted, the Job Opening ID# is generated by OMNI Click the Home link. Page 104

105 123. End of Procedure. Page 105