Fairsail Beagle Release Notes

Transcription

1 Fairsail Beagle Release Notes FS-BGL-XXX-RN A-RBGL.00

2 Fairsail All rights reserved. This document contains information proprietary to Fairsail and may not be reproduced, disclosed, or used in whole or in part without the written permission of Fairsail. Software, including but not limited to the code, user interface, structure, sequence, and organization, and documentation are protected by national copyright laws and international treaty provisions. This document is subject to U.S. and other national export regulations. Fairsail takes care to ensure that the information in this document is accurate, but Fairsail does not guarantee the accuracy of the information or that use of the information will ensure correct and faultless operation of the service to which it relates. Fairsail, its agents and employees, shall not be held liable to or through any user for any loss or damage whatsoever resulting from reliance on the information contained in this document. Nothing in this document alters the legal obligations, responsibilities or relationship between you and Fairsail as set out in the contract existing between us. This document may contain screenshots captured from a standard Fairsail system populated with fictional characters and using licensed personal images. Any resemblance to real people is coincidental and unintended. All trademarks and service marks mentioned in this document belong to their corresponding owners. FS-BGL-XXX-RN A-RBGL.00 Fairsail Beagle Release Notes Fairsail

3 Contents Contents About these Release Notes 6 Related Information 6 Fairsail HCM Configuration Guide 6 Fairsail WX Configuration Guide 7 Fairsail WX: Guide for Users 7 Moving from Fairsail Collaboration Portal to WX 7 Fairsail HCM: Guide for HR Managers 7 Fairsail Collaboration Portal: Guide for Users 8 Fairsail Payflow Implementer's Guide 8 Fairsail Recruit: Guide for Administrators 8 Fairsail Recruit: Guide for Recruiters 8 Which Guide do I Need? 9 Feedback 9 Release Summary 10 Release Content 12 Fairsail WX 13 Emergency Contacts 15 Field Sets: Emergency Contacts 15 New Emergency Contact 15 Updating Your Emergency Contacts 16 Dependants 18 Field Sets: Dependants 18 New Dependant 18 Updating Information on Your Dependants 20 Education History 21 Policy Options: Education History 21 Field Sets: Education History 22 New Education History Entry 23 Updating Your Education History 24 Work History/Experience 26 Policy Options: Experience 26 Field Sets: Experience 27 New Work History 28 Updating Your Work History 29 Passports 31 New Passport Details 31 Updating Your Passport Details 32 Fairsail Beagle Release Notes Fairsail

4 Contents Training 34 Policy Options: Training 34 Field Sets: Training 36 Viewing Your Training Activities 37 Viewing Training for a Team Member 39 New Training Request 39 Approving Training Requests for Team Members 42 Manager Notes 45 Policy Options: Manager Notes 47 Field Sets: Manager Notes 48 New Manager Note 49 Competency Assessment 51 Field Sets: Competency Assessment 52 New Competency Assessment 52 Starting a Competency Assessment 57 Completing a Competency Assessment 58 Competency Assessment Results 62 Competencies 64 Indicators 64 Indicator Comments 64 How to Set Up a Summary Process 65 Policy Options: Summary 67 Translation Workbench: Summary Process 67 Viewing a Summary Process 68 Candidate External Assessment 70 Setting Up External Testing 71 Setting Up External Test Providers 71 Setting Up An External Test 72 Setting Up Measurements for External Tests 73 Using External Tests 76 Talent Q External Test Process 78 Wonderlic External Test Process 78 Recording Wonderlic Test Results 79 Manually Adding an External Test Assessment 81 Fairsail Beagle Release Notes Fairsail

5 Contents Automated Benefit Administration 83 Defining a Benefit Calculation 84 Adding a New Benefit Plan 87 Adding a New Benefit Option 93 Adding a New Benefit Type 95 Automating Default Benefit Creation 97 Automatic Benefit Start Dates 99 Automatic Benefit End Dates 101 Hiring Manager Support 102 Configuring Fairsail Recruit 103 Policy Options: Recruitment 106 Field Sets: Vacancies 107 Field Sets: Application 108 Field Sets: Assessment 108 New Selection Stage 109 Additional Status Values for Recruit 113 Vacancy Status Values 114 Application Status Values 115 Glossary of Terms 116 Index 118 Fairsail Beagle Release Notes Fairsail

6 About these Release Notes Welcome to the Fairsail Beagle Release! These Release Notes provide full information on what has changed in this release: A brief, high level summary of the functionality. Step by step set up and usage information: o For wholly new functionality, complete topics are included. New topics are marked o Where the enhancements are additions to existing functionality documented elsewhere, complete topics are reproduced with the changes highlighted. To make it easier for you to find enhancements to the parts of Fairsail that you use most often, information is ordered by product area. Click the links in the Release Summary, use the bookmarks, or navigate using the contents list. HMS Beagle is famed as the vessel that carried Charles Darwin on a voyage from England to South America, and via Tahiti to New Zealand and Australia before returning to England. The voyage, from , was the second of three survey expeditions undertaken by the ship, but the one that has given the ship a lasting name. Darwin's experiences and his record of them formed the basis of much of his later work and provided essential data on which he drew when writing On The Origin of Species. The Fairsail Beagle release, Spring 2015, adds more processes to Fairsail WX including the wholly new Summary Details, and enhancements to the Recruit package. Related Information Full documentation supporting Fairsail St Gabriel is available in the following guides: Fairsail HCM Configuration Guide Coverage summary How to set up, manage, and maintain the Fairsail HCM system. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers. Fairsail Beagle Release Notes Fairsail

7 About these Release Notes Related Information Fairsail WX Configuration Guide Coverage summary How to set up, manage, and maintain the extra functionality delivered with Fairsail WX. Includes detailed configuration information. Typical target audience You have overall responsibility for the content of the Fairsail system within your organization and provide first line support for HR Managers. Fairsail WX: Guide for Users Coverage summary How to use Fairsail WX for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. Moving from Fairsail Collaboration Portal to WX Coverage summary A largely visual guide to making the move from using the Fairsail Collaboration Portal to Fairsail WX. From initial orientation through display and editing, the guide covers the essentials, and the essential differences between the two ways of using your Fairsail system. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You have been using Fairsail Collaboration Portal and want to move to Fairsail WX. Fairsail HCM: Guide for HR Managers Coverage summary How to use the Fairsail HR Manager's Portal to enter and maintain employment details, including salary, salary related, and benefits information. How to use reports and dashboards to extract and view information held in the Fairsail system. Typical target audience You have responsibility for the HR records of a number of employees and provide first line support on the HR system for them. Fairsail Beagle Release Notes Fairsail

8 About these Release Notes Related Information Fairsail Collaboration Portal: Guide for Users Coverage summary How to use Fairsail for all day to day HR processes, such as booking vacation and recording absence, setting and checking objectives, requesting training, and recording changes to your personal circumstances. Typical target audience You are an employee with no special HR duties, though you may run a team and have operational responsibility for them. You want quick and easy self service access to the information your organization asks you to maintain about yourself and your direct reports. Fairsail Payflow Implementer's Guide Coverage summary How to set up, manage, and maintain data flows between Fairsail and other systems, typically for data related to compensation and benefits. The guide includes sections on setting up a benefit selection system on Fairsail. Typical target audience You have responsibility for the implementation of an interface between Fairsail and one or more external services. Fairsail Recruit: Guide for Administrators Coverage summary How to set up Fairsail Recruit to support recruitment in your organization. Includes setting up Agency and Candidate Portals, posting to Job Boards, and configuring supporting features such as approval processes and recruitment forms. Typical target audience You have responsibility for setting up and maintaining the recruitment process in your organization, as implemented through Fairsail Recruit. You provide first line support for hiring managers and recruiters running individual recruitment campaigns. Fairsail Recruit: Guide for Recruiters Coverage summary How to set up and edit Vacancies, manage Candidates and Applications. Includes Agency management, uploading resumes, and conducting skill searches. Typical target audience You have responsibility for running recruitment campaigns for your organization. Fairsail Beagle Release Notes Fairsail

9 About these Release Notes Feedback Which Guide do I Need? The guide to use for each part of the release is indicated in the Release Summary. Feedback Feedback from you on our products and on our documentation is important to us. We seek to incorporate your ideas in future enhancements to our products, and only by understanding your requirements can we hope to meet or exceed your expectations. Let us know what you think, let us know if you like what we do, and let us know how we can do better. To provide comments and suggestions on any aspect of Fairsail please us: feedback@support.fairsail.com To provide specific feedback on our documentation please our documentation team: documentation@fairsail.com Thank you - together we can make a great product even better. Fairsail Beagle Release Notes Fairsail

10 Release Summary Feature Click the link to jump to full description. No setup WX/Collab. Portal HR/Recruit Manager Portal HR/Recruit Admin. Contact Fairsail See the guide for related information. Switchable Setup Setup Note 1 Note 2 Note 3 Note 4 Note 5 Major functional enhancements Fairsail WX Multiple Collaboration Portal processes added to Workforce experience (see page 13). Fairsail WX Configuration Guide Fairsail WX Guide for Users Moving from Fairsail Collaboration Portal to WX Summary Details A configurable, high level reporting process for Fairsail WX (see page 65). Fairsail WX Configuration Guide Fairsail WX Guide for Users Candidate External Assessment through Wonderlic For existing Wonderlic clients, Recruit provides an integrated interface enabling automated test assignment and result recording (see page 70). Fairsail Recruit: Guide for Administrators Automated benefit administration A range of configurable options enabling automated control over benefit entitlement (see page 83). Fairsail Recruit: Guide for Recruiters Fairsail Payflow Implementer's Guide Hiring Manager Portal A range of configurable options enabling controlled access to vacancy and vacancy related information for the hiring manager (see page 102). Fairsail Recruit: Guide for Administrators Fairsail Recruit: Guide for Recruiters Fairsail Beagle Release Notes Fairsail

11 Release Summary Feedback Feature Click the link to jump to full description. No setup WX/Collab. Portal HR/Recruit Manager Portal HR/Recruit Admin. Contact Fairsail See the guide for related information. Switchable Setup Setup Note 1 Note 2 Note 3 Note 4 Note 5 Additional Status Values for Recruit New status values for Vacancy and Application enable closer mapping to more recruitment flows (see page 113). Fairsail Recruit: Guide for Administrators Notes 1. Features are present and require no setup to use. 2. Features appear in WX/Collaboration Portal and can be switched on or off using a Policy setting. 3. Features appear in the HR Manager Portal or the HR Recruit Portal and can be configured. 4. Features are available to the HR or Recruit Administrator and require configuration. 5. Contact Fairsail if you wish to use these features. No new features force you to use them. Choosing to use the new features can greatly enhance your Fairsail experience, but you can continue to use your existing system in its current form. None of your customizations are affected. Fairsail Beagle Release Notes Fairsail

12 Release Content The following pages provide full information on what has changed in this release, arranged by feature as listed in the Release Summary. Fairsail Beagle Release Notes Fairsail

13 Fairsail WX This release of Fairsail WX delivers the following processes; remaining processes will be delivered in future releases: Personal Details Emergency Contacts Dependants Work Details Employment Details Education History Work History/Experience Passports Organization Chart Actions HR Requests Vacation and Absence Skills Training Objectives Essential information about you such as your full name, residential address, home contact details, and other information required by your organization. In WX, you can create separate Personal Details processes; they do not have to be part of the Personal Profile. Names, contact details, and priority to call information for your emergency contacts. In WX, you can create separate Emergency Contacts processes; they do not have to be part of the Personal Profile. Names, relationships, and other details for your dependants. In WX, you can create separate Dependants processes; they do not have to be part of the Personal Profile. Information about your role in the organization, typically including your function, division, contact details, and so on. Summary employment information about your Team Members, typically used for salary and salary related information. Your academic achievements with places, dates, qualifications and awards. Information about your previous employments, with locations, job titles, manager names, dates, and brief descriptions. Information about your current passport and associated visas. Graphically displayed organizational information with Team Member pictures, job titles and contact information. Drill down to teams and link to individual profiles. Print your org chart for offline use. Outstanding actions you need to do, categorized by Service. Includes links to complete each action, with bulk selection for multiple actions. Badging against each Service and Process in the Navigation Bar shows where actions are due. Request changes to employment details for your direct reports. A combined process covering all forms of voluntary and involuntary absence from work. Graphical calendar date selection and display, with clear identification of absence, past, requested, and confirmed, in a single view. Record skills with your current level of expertise, drill down to detail and to see others in your organization with the same skills. Identify, record, request or assign, and track your development related training needs. Collaborative manager-team member objective development, recording and review, with options for contributory milestones. Linked to Actions for prompting and timely review. Fairsail Beagle Release Notes Fairsail

14 Fairsail WX Feedback Summary A configurable, high level reporting process, initially with three options: Display total number of employees. Display birthdays in your organization in the next 7 days. Recognition Manager Notes Performance Review Competency Assessment Internal Communications HR Noticeboard Display new hires in your organization in the last 7 days. Social performance management, giving all Team Members the ability to give positive and visible feedback to others. Record brief information related to a specific Service or Process for a Team Member. Typically used as an informal record of some interaction between a Manager and a Team Member, Notes can be used to contribute to any of the more formal review processes, and to add information relevant to any other process. The level of confidentiality is configurable, and Manager Notes can be set up to enable Team Members to add notes to their own profiles. Collaborative, periodic review of team member performance. Linked to Actions. Assess Team Members against a list of competencies and behaviors. From simple manager assessment, through manager, Team Member, and peers to full 360 assessment including input from external assessors. A vehicle for providing a huge range of information direct to the Team Members who need to see it, when they need it. Information can be supplied as rich text, video, or website and effectively embedded in Fairsail WX. Internal Communications can include requests for feedback. enabling simple acknowledgement, voting or scoring. Internal Communications are set up and used by your HR Manager or Administrator; as a Team Member all you have to do is consume the information. Text and image messages at the top and bottom of WX Service and WX Process views. HR Noticeboard is set up by your HR Manager or Administrator. Fairsail Beagle Release Notes Fairsail

15 Fairsail WX Emergency Contacts Emergency Contacts Field Sets: Emergency Contacts Emergency Contact Object Field Set Emergency Contact Details Emergency Contact Tile Purpose Fields displayed in the WX Emergency Contacts Detail view. Applies to WX only. Fields displayed in the WX Emergency Contacts Tile. Applies to WX only. New Emergency Contact 1. In the Navigation Bar, select Emergency Contacts: Fairsail displays the Emergency Contacts Detail View. 2. Select New: Fairsail Beagle Release Notes Fairsail

16 Fairsail WX Emergency Contacts Fairsail displays the New Emergency Contact view : 3. Complete the mandatory fields: o Emergency Contact o Priority To Call o Relation...and as many of the other fields as you need and select Save. Updating Your Emergency Contacts 1. In the Navigation Bar, select Emergency Contacts: Fairsail displays the Emergency Contacts Detail View. Fairsail Beagle Release Notes Fairsail

17 Fairsail WX Emergency Contacts 2. Select Edit: Fairsail displays the Edit Emergency Contact view : 3. Change as many of the fields as you need and select Save. Fairsail Beagle Release Notes Fairsail

18 Fairsail WX Dependants Dependants Field Sets: Dependants Dependants Object Field Set Dependants Contact Details Dependants Details Dependants Details Gated Purpose Dependant address related fields displayed in the WX Dependants Detail Edit view and available for editing. Applies to WX only. Dependant name fields displayed in the the WX Dependants Detail Edit view and available for editing. Applies to WX only. Dependant details displayed in the WX Dependants Detail view and as non-editable fields (for information) in the Detail Edit view. Applies to WX only. Gated fields can be completed when the record is first created and are then locked for Team Members. These fields contain information that is unlikely to change such as date of birth, relationship to the Team Member, and Social Security Number. Gated fields can be edited through the HR Manager's Portal. New Dependant 1. In the Navigation Bar, select Dependants: Fairsail displays the Dependants Detail View. 2. Select New: Fairsail Beagle Release Notes Fairsail

19 Fairsail WX Dependants Fairsail displays the New Dependants view : 3. Complete the mandatory fields: o Relation o Gender...and as many of the other fields as you need and select Save. Repeat to add all your dependants. Fairsail Beagle Release Notes Fairsail

20 Fairsail WX Dependants Updating Information on Your Dependants 1. In the Navigation Bar, select Dependants: Fairsail displays the Dependants Detail View with all your dependants. 2. On the dependant details you want to change, select Edit: Fairsail displays the Edit Dependants view : 3. Change as many of the fields as you need and select Save. Fairsail Beagle Release Notes Fairsail

21 Education History The Education History process enables you to record attendance at academic institutions with dates, qualifications and awards attained, activities, and additional notes. Education History can be set up as required - in that case a badge prompts you to enter your Education History when the process is first made available to you if none has been loaded by HR. Policy Options: Education History Option Description Education Require Education Checkbox. If checked, the Education History process is active and visible to Collaboration Portal users. Checkbox. If checked, the Team Member is prompted to enter their education history if they have none entered. Edit Education Picklist. The lowest level able to create or edit Education History. Select from: Team Member Can be created or edited by all. Manager Can be created or edited by manager or HR HR Can be created or edited by HR only. Fairsail Beagle Release Notes Fairsail

22 Fairsail WX Education History Option Education Manager Access Description WX only. Picklist. The level of access granted to Managers through WX for their Team Members' Education History. Click the picklist and select from: Education Team Member Access WX only. None Managers have no access to Education History for their Team Members. Read Managers can view but not edit Education History for their Team Members. Edit Managers can view and edit but not delete Education History for their Team Members. Edit and Delete Managers can view, edit, and delete Education History for their Team Members. Picklist. The level of access granted to Team Members through WX to Education History. Click the picklist and select from: None Team Members have no access to their Education History. Read Team Members can view but not edit Education History for themselves. Edit Team Members can view and edit but not delete Education History for themselves. Edit and Delete Team Members can view, edit, and delete Education History for themselves. Field Sets: Education History Education Object Field Set Education Details Education Tile Purpose Fields displayed in the Collaboration Portal Education History, New Education page, and in the WX Education Detail view. Fields displayed in the WX Education Tile. Applies to WX only. Fairsail Beagle Release Notes Fairsail

23 Fairsail WX Education History New Education History Entry 1. In the Navigation Bar, select Eduction History: Fairsail displays your Education History. 2. Select New: Fairsail Beagle Release Notes Fairsail

24 Fairsail WX Education History Fairsail displays the New Education History view : 3. Complete as many of the fields as you need and select Save. Updating Your Education History 1. In the Navigation Bar, select Eduction History: Fairsail Beagle Release Notes Fairsail

25 Fairsail WX Education History Fairsail displays your Education History. 2. Select Edit: Fairsail displays the Edit view for your Education History: 3. Make the changes you need and select Save. Fairsail Beagle Release Notes Fairsail

26 Work History/Experience The Work History process enables you to record information about the positions you have held with locations, job titles, manager names, dates, and brief descriptions. Work History can be set up as required - in that case a badge prompts you to enter your Work History when the process is first made available to you if none has been loaded by HR. Policy Options: Experience Option Description Experience Require Experience Checkbox. If checked, the Experience process is active and the Work History section is visible to Collaboration Portal users. Checkbox. If checked, the Team Member is prompted to enter their work history if they have none entered. Edit Experience Picklist. The lowest level able to create or edit Work History. Select from: Manager Confirms Experience Team Member Can be created or edited by all. Manager Can be created or edited by manager or HR HR Can be created or edited by HR only. Checkbox. If checked, the Team Member's manager is prompted to approve work history entered by the Team Member. Fairsail Beagle Release Notes Fairsail

27 Fairsail WX Work History/Experience Option Experience Manager Access Description WX only. Picklist. The level of access granted to Managers through WX for their Team Members' Experience. Click the picklist and select from: None Managers have no access to Experience for their Team Members. Read Managers can view but not edit Experience for their Team Members. Edit Managers can view and edit but not delete Experience for their Team Members. Experience Team Member Access Edit and Delete Managers can view, edit, and delete Experience for their Team Members. WX only. Picklist. The level of access granted to Team Members through WX to Experience. Click the picklist and select from: None Team Members have no access to their own Experience. Read Team Members can view but not edit Experience for themselves. Edit Team Members can view and edit but not delete Experience for themselves. Edit and Delete Team Members can view, edit, and delete Experience for themselves. Field Sets: Experience Experience Object Field Set Experience Details Experience Tile Purpose Fields displayed in the Collaboration Portal on the Experience, New Position page, and in the WX Work History/Experience Detail view. Displayed from Work History: select New. Fields displayed in the WX Work History/Experience Tile. Applies to WX only. Fairsail Beagle Release Notes Fairsail

28 Fairsail WX Work History/Experience New Work History 1. In the Navigation Bar, select Work History: The badge indicates that a Work History entry is required for you. Fairsail displays the Work History Detail View. 2. Select New: Fairsail Beagle Release Notes Fairsail

29 Fairsail WX Work History/Experience Fairsail displays the New Work History view : 3. Complete the fields you need and select Save. Updating Your Work History 1. In the Navigation Bar, select Work History: Fairsail displays the Work History Detail View with all you work history entries. Fairsail Beagle Release Notes Fairsail

30 Fairsail WX Work History/Experience 2. On the work history details you want to change, select Edit: Fairsail displays the Edit Work History view : 3. Make the changes you need and select Save. Fairsail Beagle Release Notes Fairsail

31 Passports The Passports process enables you to record and maintain information about your current passport and view associated visas. Visa information is entered and maintained by your HR Team. New Passport Details 1. In the Navigation Bar, select Passports: Fairsail displays the Passports Detail View. 2. Select New: Fairsail Beagle Release Notes Fairsail

32 Fairsail WX Passports Fairsail displays the New Passports view : 3. Complete the mandatory fields:: o Passport Number o Country o Expiry Date...and as many of the other fields as you need and select Save. Updating Your Passport Details 1. In the Navigation Bar, select Passports: Fairsail displays the Passports Detail View with all your Passport entries. Fairsail Beagle Release Notes Fairsail

33 Fairsail WX Passports 2. On the passport details you want to change, select Edit: Fairsail displays the Edit Passports view : 3. Make the changes you need and select Save. Fairsail Beagle Release Notes Fairsail

34 Fairsail WX Training Training The Training process enables the range of activities associated with answering development needs to be identified, recorded, assigned to employees and tracked. Training can include courses. events, activities, and books. Training can result in acquiring a new skill or competency, in improving an existing one, or in making progress towards a specific objective. Training options for selection are stored in the Training Library and categorized by selectable area, but training not yet added to the library can also be requested. Training can be requested by a Team Member for themselves, by a Team Member's Manager for the Team Member, or by HR. A training request can follow an approval process. The Fairsail Training Process has been extended in WX with new Policy Options (see page 34) and Field Sets (see page 36): Control the level of access to Training for both managers and team members through Policy settings. Use Field Sets to control the fields displayed: o On the Training Tile - add two fields in addition to the two defaults. o In the Training Detail view for each training activity. o When booking a new training activity not held in the Training Library. o When booking a new training activity held in the Training Library. Policy Options: Training By default, Training policy options are displayed in the Development Plan section of the policy. Fairsail Beagle Release Notes Fairsail

35 Fairsail WX Training Option Training Require Training On Development Needs Manager Confirms Training Require Approval For Training Training View Only Edit Training Description Checkbox. If checked, the Training process is active and visible to Collaboration Portal users. Checkbox. If checked, creating a new development need raises an action on the Actions list to add new training for the development need. Checkbox. If checked, training requirements must be confirmed by the Team Member's manager. Checkbox. If checked, training requirements must be approved. Checkbox. If checked, Training requirements can be viewed but not created or edited. Picklist. The lowest level able to edit a training requirement. Select from: Team Member: can be edited by all. Manager: can be edited by manager or HR. Training Manager Access HR: can be edited by HR only. WX only. Picklist. The level of access granted to Managers through WX for their Team Members' Training. Click the picklist and select from: None Managers have no access to Training for their Team Members. Read Managers can view but not edit Training for their Team Members. Edit Managers can view and edit but not delete Training for their Team Members. Training Team Member Access Edit and Delete Managers can view, edit, and delete Training for their Team Members. WX only. Picklist. The level of access granted to Team Members through WX to Training. Click the picklist and select from: None Team Members have no access to Training. Read Team Members can view but not edit Training for themselves. Edit Team Members can view and edit but not delete Training for themselves. Edit and Delete Team Members can view, edit, and delete Training for themselves. Fairsail Beagle Release Notes Fairsail

36 Fairsail WX Training Field Sets: Training Training Field Set Training Details Training Edit Purpose Fields displayed in the WX Training Detail view for each training activity. Fields displayed in the WX Training Edit view for training activities in Draft status, accessible from the Training Detail view, Draft tab. Training New Fields displayed in the Collaboration Portal when a Team Member or manager enters a new training requirement. Displayed on the New Training page, Attendance Details section, above the fields held in the Training Outcome Field Set. In WX, fields displayed on the New Training view, accessible from the Training Detail view. Training New From Library Fields displayed in the WX New Training From Library view beneath the Area and Training Name picklists. New Training From Library is accessible from the Training Detail view. Training Outcome Training Tile Fields displayed in the Collaboration Portal when reviewing an existing training requirement. Displayed on the Training page for the requirement, Attendance Details section, below the fields held in the Training New Field Set. In WX, fields displayed on the Edit Training view for training activities in Active or Completed status, accessible from the Training Detail view, Active or Completed tabs. Fields displayed on the WX Training Tile in addition to: The number of training activities in Draft status The name of the most recently added training activity Because of the limited space available on the tile, display is limited to the first two fields of the Field Set. Fairsail Beagle Release Notes Fairsail

37 Fairsail WX Training Viewing Your Training Activities To view a summary of your Training activities: In the Navigation Bar, select the Service hosting the Training Process: The Performance Review Tile summarizes your current Training activities: To view Training detail: In the Navigation Bar, select the Training Process: OR On the Training Tile, select View Details: Fairsail Beagle Release Notes Fairsail

38 Fairsail WX Training WX displays the Training Detail view with training activities categorized as Draft, Active, or Completed: Select Draft, Active, or Completed tabs to view training activities in each of those categories. To add a new training activity: o Select New Training From Library to choose from those stored in your organization's Training Library. o Select New to add an activity that is not stored in your organization's Training Library. To change details, select Edit on a training activity. To remove a training activity, select Delete. You are asked to confirm. Fairsail Beagle Release Notes Fairsail

39 Fairsail WX Training Viewing Training for a Team Member 1. In the People Bar, select the Team Member: 2. To view the Training Tile: in the Service Bar, select the WX Service hosting the Training Process: The Training Tile summarizes the most recently booked Training activity. To display the Detail view of Training for the Team Member, select View Details : New Training Request If Fairsail has been configured to enable you to book your own training activities: 3. In the Navigation Bar, select the Training Process: Fairsail Beagle Release Notes Fairsail

40 Fairsail WX Training WX displays the Training Detail view. o To book an activity from your organization's Training Library, select New Training From Library: WX displays the New Training From Library view: Fields displayed can be tailored to meet your company's requirements but typically include: Area Training Name Rationale Start Date The training category, such as Finance, Languages, Management. Use the picklist to select the category. Activities listed in Training Name depend on the category you select. The name of the training activity. Use the picklist to select from those available. Activities listed depend on the Area you selected. Justification for the training. A brief description of why the training activity is important to you and your organization. Include enough detail to enable approval if your organization requires approval for training. The date you want to start the training. Fairsail Beagle Release Notes Fairsail

41 Fairsail WX Training o To book an activity that is not listed on your organization's Training Library, select New: WX displays the New Training view: Fields displayed can be tailored to meet your company's requirements but typically include: Name The name of the training activity. Rationale Start Date End Date Justification for the training. A brief description of why the training activity is important to you and your organization. Include enough detail to enable approval if your organization requires approval for training. The date you want to start the training. 4. Complete the fields you need and select Save. The date you expect the training activity to finish. If training requests require approval, the request is sent to the defined approver, usually the Team Member's Manager. Fairsail Beagle Release Notes Fairsail

42 Fairsail WX Training Approving Training Requests for Team Members If the Training process is set up to require approval for training requests, approval is typically the responsibility of the Team Member's Manager. The Manager receives an Action to approve the training request when the request is submitted by the Team Member. To approve one or more training requests immediately: 1. In the Navigation Bar, select Actions: WX displays your Actions detail view. 2. Scroll to the Training section: WX displays training requested by your Team Members that needs your approval. Fairsail Beagle Release Notes Fairsail

43 Fairsail WX Training o To approve a single request, select Confirm Training. You are asked to confirm: Select OK to approve the training request. o To approve multiple requests, check the Select box for each request you want to approve. WX displays Do Bulk Actions: Select Do Bulk Actions to approve all selected training requests in a single action. To display more detail about the training request before approving: 1. In the Actions list, select the Team Member name:: WX displays the Training Detail view for the Team Member. Fairsail Beagle Release Notes Fairsail

44 Fairsail WX Training 2. Select the Draft tab to display detail for all training requests awaiting approval: 3. Select Confirm Draft on the training request you want to approve. You are asked to confirm. 4. Select OK to approve the request. The request moves to the Active tab and the Status changes to Approved: o Select Edit to change the detail of the request. o Select Delete to delete the training request. You can also apply a full Salesforce approval process to Training requests. The approval process is similar to that used for Performance Reviews and HR Requests. The Salesforce approval process must be defined, and set Submitted Date and Approved Date at appropriate times. When enabled, Managers can submit a Training request for approval and the request follows the defined approvals process. Fairsail Beagle Release Notes Fairsail

45 Fairsail WX Manager Notes Manager Notes Manager Notes has been extended in WX. You can now: Set up multiple Manager Notes instances, each with a unique name, and display each one next to a different process. For example: o Manager Notes for Skills displayed next to the Skills process and recording notes relevant to a Team Member's Skills. o Manager Notes for Objectives displayed next to the Objectives process and recording notes relevant to a Team Member's Objectives. Display the same Manager Note content in more than one place on WX. Control the level of access to Manager Notes for both managers and team members through Policy settings. You can enable Team Members to add Notes to their own profiles. Control the fields displayed on Tile and Details Views through Field Sets (see page 48). There are two steps to setting up Manager Notes: 1. In the Policy or Policies you want to use switch on Manager Notes and set the level of access for managers and Team Members (see page 47). 2. Select a WX Service and create a Manager Notes process: o Select Manager Notes as the WX Process Type. In Additional Information you can: o Leave blank The Manager Notes process will be displayed using the Label you gave it, in the hosting service. Any Manager Notes added through the HR Manager Portal for the Team member are added to this instance of Manager Notes. o Enter: process=[unique name] For example: process=skills Fairsail Beagle Release Notes Fairsail

46 Fairsail WX Manager Notes The Manager Notes process will be displayed using the label you gave it and the unique name as a sub title on the Detail view: o process=[shared name] For example, more than one Manager Notes process with: process=background All notes added to each instance of the Manager Notes are displayed in every instance. Use Order to control the position of the Manager Notes process in the list of processes hosted by the WX Service. For example, in a WX Performance Service you have processes for: o Skills (Order 10) o Objectives (Order 20) o Performance Review (Order 30) Create Manager Notes for Skills and Performance Review, adding them as follows: Label Order Additional Information Skills 10 Manager Notes 15 process=skills Objectives 20 Performance Review 30 Manager Notes 35 process=performance Review Fairsail Beagle Release Notes Fairsail

47 Fairsail WX Manager Notes You can access all Manager Notes for a Team Member through the Manager Notes Related List attached to the Team Member's Employment Record. As an Administrator you can use the HR Manager Portal to edit and delete Manager Notes created through WX. Any new notes you add through the HR Manager's Portal are displayed in Manager Notes instances that have no process=[name] entry in the Additional Information field. Policy Options: Manager Notes Option Description Manager Notes Checkbox. If checked, the Manager Notes process is active and visible to Collaboration Portal users. Edit Manager Notes Picklist. The lowest level able to create or edit a Manager Note. Select from: Team Member Can be created or edited by all. Manager Can be created or edited by manager or HR Manager Notes Team Member Access HR Can be created or edited by HR only. WX only. Picklist. The level of access granted to Team Members through WX to Manager Notes. Click the picklist and select from: None Team Members have no access to Manager Notes. Read Team Members can view but not edit Manager Notes about themselves. Edit Team Members can view and edit but not delete Manager Notes about themselves. Edit and Delete Team Members can view, edit, and delete Manager Notes about themselves. Fairsail Beagle Release Notes Fairsail

48 Fairsail WX Manager Notes Option Description Manager Notes Manager Access WX only. Picklist. The level of access granted to Managers through WX for their Team Members' Manager Notes. Click the picklist and select from: None Managers have no access to Manager Notes for their Team Members. Read Managers can view but not edit Manager Notes for their Team Members. Edit Managers can view and edit but not delete Manager Notes for their Team Members. Approve Manager Notes Edit and Delete Managers can view, edit, and delete Manager Notes for their Team Members. Checkbox. If checked, HR are asked to approve all new Manager Notes and attached files. In WX, if checked, Notes are editable until submitted, subject to the access levels set in Manager Notes Team Member Access and Manager Notes Manager Access. In WX, if unchecked, Notes cannot be edited once saved, regardless of the level of access set in Manager Notes Team Member Access and Manager Notes Manager Access. Field Sets: Manager Notes Manager Notes Object Field Set Manager Notes Details Manager Notes Tile Purpose Fields displayed in the WX Manager Notes Detail View. Fields displayed in the WX Manager Notes Tile. Fairsail Beagle Release Notes Fairsail

49 Fairsail WX Manager Notes New Manager Note To add a new Manager Note for a Team Member: 1. In the People Bar, select the Team Member: 2. In the Service Bar, select the Manager Notes process: Fairsail displays the Manager Notes Detail view with existing Notes in date order, newest at the top: Fairsail Beagle Release Notes Fairsail

50 Fairsail WX Manager Notes 3. Select New. WX displays the New Manager Notes view: 4. Enter the body of the note in Comment. 5. Decide if you want the Note to be visible to the Team Member and select Yes or No for Show Team Member. To add a file as an attachment to the Note: o Select Add New. o Select the file you want to attach. o Select Open on the File Upload dialog. 6. Select Save. Fairsail Beagle Release Notes Fairsail

51 Competency Assessment The Competency Assessment process enables team members to be assessed against a list of competencies and behaviors. The assessment is carried out by the manager (as a training need analysis) or by the manager, team member, peers and the team member s team members (as full multi-rate 360 feedback). You can also nominate external assessors. The main purpose is to focus on the behavioral side of work performance and drive development planning. Before you run an assessment, the team member needs a set of competencies and behaviors on which to be assessed: The competencies and behaviors are listed in a competency library. A job profile is created combining a selection of competencies, typically by your HR Team. A manager or HR administrator selects a job profile with the competencies appropriate for each team member. Assessors complete a questionnaire for the role being assessed. The manager is always one of the assessors, and if the team member is not a registered user the manager is the only assessor. If the team member is a registered user, they can make a self assessment. They can also ask other registered users to act as assessors. The other assessors are grouped into colleagues, direct reports or others. There must be a minimum of 3 registered users in each of those assessor groups. The system will not show results until the requisite number have responded. Assessors provide feedback by completing a questionnaire. Their responses to the questionnaire are only available when all questions have been answered. The team member, manager and HR administrator can see who has and has not completed their questionnaires. When a request for assessment is made a date is set by which completion is required. Any time after that date the assessment request can be canceled. The assessor is informed. An assessment can be closed if there are no outstanding assessment requests. On closing, the system enforces anonymity as follows: 1. All assessor groups, other than self and manager, must have three or more assessors. 2. Any assessments in groups that do not have three assessors are converted into the group Other. 3. If the group Other does not have three assessors then the group with the fewest assessors is converted to Other. This conversion excludes self and manager assessments. 4. If, after all assessments excluding self and manager assessments, are converted to Other there are fewer than three assessments in Other, Other is disregarded in the results. 5. After automated scoring, the original raw responses are deleted to protect assessors anonymity. Additional results cannot be added after scoring and deletion of raw results. Fairsail Beagle Release Notes Fairsail

52 Fairsail WX Competency Assessment Field Sets: Competency Assessment Competency Assessment Object Field Set Assessment Tile New Assessment Purpose Fields displayed on the WX Competency Assessment Tile. Fields displayed in the Collaboration Portal when creating a new competency assessment. Displayed in the Assessed Job Profile and Key Dates section of the initial Competency Assessment page. New Competency Assessment The Competency Assessment process can be set up so that Team Members, Managers, or HR can start a new assessment. The setting controls who can see the New button on the Competency Assessment. This section assumes a new assessment is going to be started by the Team Member's manager. 1. In the People Bar, select the Team Member: 2. In the Service Bar, select the WX Service hosting the Competency Assessment Process and then the Process: Fairsail displays the Competency Assessment detail view for the Team Member. Note that you can only have one active competency assessment for each team member. 3. Select New: Fairsail Beagle Release Notes Fairsail

53 Fairsail WX Competency Assessment Fairsail displays the New Competency Assessment view: 4. In the Job Profile picklist select the Job Profile holding the competencies you want to assess for the Team Member: 5. In End Date, select the date by which people are asked to complete feedback. Set this a few days before the Close Date to give time to chase stragglers. The Fairsail configurable workflow can send reminders before and immediately after that day. Fairsail Beagle Release Notes Fairsail

54 Fairsail WX Competency Assessment 6. In Close Date, select the date after which the competency assessment may be completed and outstanding feedback requests canceled. Make this shortly after the End Date to give a grace period for feedback to be completed. The Close Date is not normally revealed to the assessors but it is the date up to which you will wait for them to supply feedback. Fairsail does not let you cancel assessments to see your results until the Close Date, but you can see the results before the close date if all assessments are complete. 7. Select Save. Fairsail creates a new Draft competency assessment with two assessors: The Team Member being assessed, enabling self assessment. The Team Member's manager, enabling manager assessment. You must add any other assessors you want to contribute before starting the competency assessment. Fairsail Beagle Release Notes Fairsail

55 Fairsail WX Competency Assessment Use the buttons to add other assessors: Add From Your Team Select the Team Member picklist to choose the person you want: Fairsail Beagle Release Notes Fairsail

56 Fairsail WX Competency Assessment Add From Organization Use Search to find the person you want: Then select the Reporting Relationship: Fairsail Beagle Release Notes Fairsail

57 Fairsail WX Competency Assessment Add External Enter the Name, address, and select the Reporting Relationship. Repeat to select all the assessors you want to contribute to the assessment. Starting a Competency Assessment 1. On the Competency Assessment Detail view, Select Start: You are asked to confirm: 2. Select OK. Fairsail Beagle Release Notes Fairsail

58 Fairsail WX Competency Assessment The assessors are informed that you have requested them to complete an assessment. They will now be able to start entering those assessments. Note that various rules might be set by your HR manager for the assessments. These might include: A requirement for a self and/or manager assessment. A minimum number of assessors. You will not be able to start the competency assessment until all these conditions are met. When you click Start you will be informed of any conditions outstanding: Completing a Competency Assessment Each internal assessor you have nominated receives an Action with a link to complete the assessment: Fairsail Beagle Release Notes Fairsail

59 Fairsail WX Competency Assessment In addition, the Team Member and Manager have Assess buttons added to the Competency Assessment Detail view: External assessors receive an with a link to complete the assessment. Select Assess, or the link in the Action or , to open the Competency Assessment questionnaire: Work through the assessment, ensuring you respond to all the mandatory - red starred - questions. While working through, you can use: Fairsail Beagle Release Notes Fairsail

60 Fairsail WX Competency Assessment Previous to return to previous questions to edit your response. Next to move on, if a question is not mandatory and you have no response. Save and Continue to save your progress. You can then close the questionnaire and return to it later. On the final page of the assessment when you have finished, select Complete: When all assessments have been submitted the competency assessment is marked as completed. This processes the assessments and prepares the results for viewing. To complete the competency assessment, the team member, manager or HR manager clicks Complete on the competency assessment view page. Fairsail can also be set up to complete the assessment automatically when all assessments are complete. If there are any assessments that are not yet completed then they are canceled. Assessments cannot be requested or completed after the competency assessment has been completed. The process of completing the competency assessment cannot be reversed. Conditions The competency assessment must meet a series of (configurable) conditions before it can be marked as completed. For example: 1. A self assessment has been completed. 2. A manager assessment has been completed. 3. A minimum number of other assessors have completed an assessment. 4. Either all the assessors who have been asked to give feedback have completed it, or that the competency assessment Close Date has past and you no longer wish to wait for the feedback to be completed. Conditions 1 to 3 are controlled by the Fairsail Policy settings for an HR department. If a competency assessment fails any of these conditions the system will refuse to allow completion and displays a message giving the reasons. Fairsail Beagle Release Notes Fairsail

61 Fairsail WX Competency Assessment Anonymity Protection A policy option enables you to hide all assessor names - including your manager's - in competency assessment results. If this option is selected in your Fairsail implementation, the results of each assessment are identified only by the differently colored bars. Alternatively, the system gives anonymity to assessors by hiding the identity of all assessors (other than self and manager). To give this protection the completion process ensures that there are no fewer than three assessors in any one assessor group (other than self and manager). If there are less than three completed assessments in any such group then groups will be merged. The steps that are taken to merge groups are: 1. All groups with less than 3 assessors are added to the group other. If other does not exist it is created. 2. If the other group does not have three completed assessments, the smallest group with three or more assessors is added to the other group. If two groups tie for minimum number of assessors then the first one in the following order is used: a. Colleague b. Direct report c. Customer. 3. If there are still less than three completed assessments other than self and manager then only the self and manager results are used in the results. The other assessments will not be counted. Note that this will not occur if at least three assessments are required in condition 3 above. After combining groups and scoring the questionnaire the individual responses are deleted. This further protects the anonymity of assessors in countries where computer information held on an individual may be liable to be revealed to that person on request. The deletion also significantly reduces the data storage requirements of multi-rater feedback. Fairsail Beagle Release Notes Fairsail

62 Fairsail WX Competency Assessment Competency Assessment Results For completed assessments, results are displayed on the Team Member s Detail view: Competency results Competencies used for the assessment, ranked in descending order by overall average score of all assessments except the self assessment. Scores for self, manager, and the averages for each of the other groups. Response frequency. Shows the frequency of scoring for the indicators underlying each competency. Excludes scoring on the Self Assessment. For example, for the competency Initiative: o There are three indicators, each of which can be scored from 1 to 5. o The Response frequency column shows , with each number showing the total number of responses for each possible score. o 0 indicates no responses for that score, so none of the three indicators were scored 1 by any of the assessors. o 2 indicates that across four assessors and three indicators, 2 were scored 2, 2 were scored 3, o 6 indicates that across four assessors and three indicators, 6 were scored 4. o 1 indicates that across four assessors and three indicators, 1 was scored 5. Fairsail Beagle Release Notes Fairsail

63 Fairsail WX Competency Assessment Agreed Strengths High scored indicators for which there is good correlation between the self score and the average score by all other assessors. Ranked in descending order by overall average score of all assessments except the self assessment. Competencies to which the indicators contribute. Fairsail Beagle Release Notes Fairsail

64 Fairsail WX Competency Assessment Unrealised Strengths Agreed Development Areas Potential Blindspots Indicators for which the self score is well below the average score by all other assessors. Ranked in descending order by overall average score of all assessments except the self assessment. Competencies to which the indicators contribute. Low scored indicators for which there is good correlation between the self score and the average score by all other assessors. Ranked in descending order by overall average score of all assessments except the self assessment. Competencies to which the indicators contribute. Indicators for which the self score is well above the average score by all other assessors. Ranked in ascending order by overall average score of all assessments except the self assessment. Competencies to which the indicators contribute. Competencies Competencies are factors of behaviors or personal values that are assessed during a competency assessment. A competency assessment typically looks at between three and a dozen competencies. Each competency is, in turn, made up of a number of indicators (see page 64), or the actual items in the questionnaire that assessors are asked to rate. A competency normally has between three and a dozen indicators. All of the indicators for all of the competencies make up the online questionnaire used by each assessor. When a competency assessment is scored the individual indicator scores within each competency are averaged to give a score for that competency. Indicators Indicators are the individual aspects of behavior or personal value that make up a competency (see page 64). They are the actual questions used in the online questionnaire. When a competency assessment is scored the assessors scores for each indicator are averaged, with the self score kept separate. Indicator Comments Indicator comments are the optional text comments given by assessors to explain their assessment of that indicator (see page 64). These comments are included in the results without identifying who said them (other than the type of assessor). However, the comment itself sometimes identifies who gave it. Fairsail Beagle Release Notes Fairsail

65 How to Set Up a Summary Process The WX Summary process is a highly flexible and extensible high level reporting process. In this release, you can set up the Summary process to display Team Member information for your organization: The total number currently employed Those with birthdays in the next seven days Those who were new hires in the last seven days There are two steps to setting up a Summary Process: 1. Switch Summary on in the Policy or Policies you want to use (see page 67). 2. Select a WX Service and create a Summary Process: o Select Summary as the WX Process Type. o In Additional Information enter: For Employee Counter For Birthdays... For New Hires... contenttype=employee counter contenttype=birthdays messagetoself=happy Birthday! contenttype=new hires messagetoself=welcome! The contenttype lines must be exactly as given. The text following messagetoself= forms a message displayed to Team Members included in the report: For a Birthdays Summary Process the message is displayed to Team Members with a birthday today. For a New Hires Summary Process the message is displayed to all Team Members who have started in the last seven days. The text following messagetoself= can contain any text string of up to 255 characters. Summary Process tiles display: The total number of employees with Start Dates before today, and where Has Left is False: There is no Detail View for the Employee Counter. Fairsail Beagle Release Notes Fairsail

66 How to Set Up a Summary Process Competency Assessment The number of Team Members with birthdays in the next 7 days: The number of New Hires who joined the organization in the last 7 days: Select View Details to display for each Team Member: Preferred Name (if available) Last Name Picture Next birthday date A link to the Team Member's WX page Select View Details to display for each New Hire: Preferred Name (if available) Last Name Picture Job Title Country Hire Date A link to the Team Member's WX page Contact Fairsail if you wish to implement a Summary process that is not currently available. Fairsail Beagle Release Notes Fairsail

67 How to Set Up a Summary Process Policy Options: Summary Policy Options: Summary Option Summary Description Checkbox. If checked, the Summary process is active and can be configured for WX users. Translation Workbench: Summary Process Summary Process Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields Default Field Label Field Label Override Field Type Content Type Text (32) Fields Text (255) SObject Text (255) View Text (32) Where Text (255) Fairsail Beagle Release Notes Fairsail

68 How to Set Up a Summary Process Viewing a Summary Process Viewing a Summary Process Summary processes are typically displayed on the WX opening view, but as with any other WX Process they can be included in any WX Service. In the Navigation Bar, select the Service hosting the Summary process. In the example, we're looking for the New Hires Summary: The New Hires Tile view shows the number of new hires in your organization in the last seven days: Select View Details to find out more: Fairsail Beagle Release Notes Fairsail

69 How to Set Up a Summary Process Viewing a Summary Process Select View Team Member to display the Team Member's WX page. Fairsail Beagle Release Notes Fairsail

70 Candidate External Assessment Fairsail Beagle Release Notes Fairsail

71 Setting Up External Testing Fairsail supports integration with external tests provided and administered by: Talent Q Wonderlic In each case you must subscribe directly with the external test provider and complete the provider's registration and setup steps before attempting to integrate them with Fairsail. Setting up Fairsail to work with the external test provider then enables you to provide links to tests from the Candidate Portal. Candidates are invited to follow the links and complete the tests making up the assessment. Results are returned to Fairsail and integrated in the Candidate record. Setting Up External Test Providers To add an External Test Provider to Fairsail: 1. Select the External Test Providers tab. Fairsail displays the External Test Providers Home page. 2. Select New. Fairsail displays the New External Test Provider page: 3. Complete the fields as follows: External Test Provider Name Type The name you want to use for the test provider in your organization. This can be the name of the test organization, such as Talent Q or Wonderlic, or an internal alias you want your recruiters to recognize. Picklist. Select from: Talent Queue Wonderlic Fairsail Beagle Release Notes Fairsail

72 Candidate External Assessment Setting Up External Testing Client ID Test Completed URL Provider ID Endpoint URL For Wonderlic: the client token as supplied by Wonderlic. Not used for Talent Queue. The URL of the page displayed to the Candidate when they have completed the test. You can use the Visualforce page: frecruit ExternalTestCompleted as supplied, or as a base for customization. Make this page available to your sites. Used for HR XML-compliant External Test Provider integrations. Not used for Talent Queue or Wonderlic. The URL hosting the test(s) from this Test Provider. Provided by the Test Provider. 4. Select: o Save to save the details you have entered and display the External Test Provider Detail page. o Save & New to save the details you have entered and display another New External Test Provider page. o Cancel to ignore the details you have entered and display the External Test Providers Home page. You are now ready to set up the tests to be run by the External Test Provider. Setting Up An External Test When you have set up an External Test Provider you must add the individual tests supplied by the Provider that you want to use as part of your Candidate assessment process. To add an External Test: 1. Select the External Test Providers tab. Fairsail displays the External Test Providers Home page. 2. Select the External Test Provider. Fairsail displays the External Test Provider Detail page. 3. In the External Tests Related List, select New External Test: Fairsail Beagle Release Notes Fairsail

73 Candidate External Assessment Setting Up External Testing Fairsail displays the New External Test page: 4. Complete the fields as follows: External Test Name External Test Provider Test URL Template Package ID The name you want to use for the test in your organization. Use a unique name that helps the Recruiter identify the test, such as the External Test Provider Name followed by the name of the test. For example: Wonderlic: Cognitive Ability External Test Name is displayed in the External Test picklist field when you are defining a Selection Stage for a Vacancy. The name of the Test Provider. Automatically completed with the name of the Test Provider you selected. To change Test Provider, select External Test Provider Lookup select the Provider you want., find and The URL for the test, as supplied by the Test Provider. You can use merge fields to add the User ID {!UserID} and password {!Password} from the token credentials. Not used for Wonderlic. The ID provided by the External Test Provider to identify a suite of tests. Not used for Talent Q. 5. Select: o Save to save the details you have entered and display the External Test Detail page. o Save & New to save the details you have entered and display another New External Test page. o Cancel to ignore the details you have entered and display the External Test Provider Detail page. Now set up the parameters for measuring test performance. Setting Up Measurements for External Tests Each External Test you want to use must have parameters defined to assess Candidate performance. Each Test can have one or more External Test Measurements; for example, a test to measure numerical, verbal, and logical reasoning may have three Test Measurements, one for numerical reasoning, one for verbal reasoning, one for logical reasoning. Measurements can be associated with specific selection criteria, as stored in your Criteria Library. Fairsail Beagle Release Notes Fairsail

74 Candidate External Assessment Setting Up External Testing To set up External Test Measurement: 1. Select the External Test Providers tab. Fairsail displays the External Test Providers Home page. 2. Select the External Test Provider. Fairsail displays the External Test Provider Detail page. 3. In the External Tests Related List, select the External Test Name: Fairsail displays the External Test Detail page. 4. In the External Test Measurements Related List, select New External Test Measurement: Fairsail displays the New External Test Measurement page: 5. Complete the fields as follows: External Test The name of the test. Automatically completed with the name of the Test you selected. To change Test, select External Test Lookup want., find and select the Test you Fairsail Beagle Release Notes Fairsail

75 Candidate External Assessment Setting Up External Testing External Test Measurement Criteria Library Item Parameter Top Score Minimum Score External Assessment ID External Assessment Name The name you want to use for this Measurement. For Wonderlic, use the External Assessment name to help when reviewing the test results. Alternatively, use a name that can be easily linked to the External Assessment. If you want to link this Test Measurement to a specific item in the Criteria Library (competency, skill, knowledge, qualification and so on), the Item this Test Measurement seeks to assess. Enter the first few characters of the Criteria name and select Criteria Library Item Lookup, or with a blank field select Lookup to find and select the Item you want. For Talent Q, the name of the parameter associated with this Test Measurement, as used in the results returned to Fairsail. Not used for Wonderlic. The highest possible score for this Test Measurement. Not used for Wonderlic. The lowest acceptable score for this Test Measurement. Not used for Wonderlic. The ID used by the External Test Provider for the assessment associated with this Test Measurement. Mandatory for Wonderlic. Not used for Talent Q. The name of the assessment associated with this Test Measurement, as used by the Test Provider. Not used for Talent Q. 6. Select: o Save to save the details you have entered and display the External Test Measurement Detail page. o Save & New to save the details you have entered and display another New External Test Measurement page. o Cancel to ignore the details you have entered and display the External Test Detail page. Fairsail Beagle Release Notes Fairsail

76 Candidate External Assessment Using External Tests Using External Tests External tests are used to link to external suppliers of psychometric, aptitude, and ability tests. Your Administrator sets up each External Test Provider used by your organization, together with details of the tests provided and the test measurements to be used. Results returned depend on the Provider and your organization's agreement with them, but can include: Auto-scoring with single values returned and posted to the Application Stage assessment. A composite report from which you extract the results you need. Any selection stage can have an external test attached to it. To specify an external test for a selection stage: 1. On the Vacancy Home page, select the vacancy. Fairsail displays the Vacancy Details page. 2. On the Vacancy Details page, click Configure Selection Process: Fairsail displays the Vacancy Configure page. 3. On the Vacancy Configure page, click the name of the selection stage you want to host the external test: Fairsail displays the Selection Stage Details page. 4. Click Edit: Fairsail displays the Edit Selection Stage page. Fairsail Beagle Release Notes Fairsail

77 Candidate External Assessment Using External Tests 5. On the Edit Selection Stage page go to the On Stage Starting section, click the picklist for External Test and select the test you want to use: 6. Click Save. When an application reaches an Assessment Stage with an associated External Test the process followed depends on the Test Provider: Talent Q (see page 78) Wonderlic (see page 78) Fairsail Beagle Release Notes Fairsail

78 Talent Q External Test Process 1. The assessment for that selection stage is created. 2. The next external test token is allocated to the candidate. The token typically includes login credentials for the external test site. 3. If you are using a Candidate Portal for the vacancy, the external test appears in the list for the candidate to complete. The candidate clicks the link and is taken to the external test provider using the credentials in the assigned token. 4. The candidate completes the test. 5. On completion, the external test uses a URL call-back to return the test scores. The test scores are mapped onto the selection criteria for the assessment. 6. The assessment is scored. a. If the Auto Reject Score is not met, or if any required criterion is not met, the application is set to reject and the reject is either sent or queued for sending. b. If the Auto Next Stage Score passes or is null, the application is moved to the Auto Next Stage. Wonderlic External Test Process 1. Wonderlic sends an invitation to complete the test to the Candidate. The includes a link to the Wonderlic test site. 2. On the Candidate Portal the external test link appears in the list for the candidate to complete. 3. Fairsail creates an External Test Result record and displays it in the External Tests Related List on the Application. The External Test Result includes a Status field. Status can be: o In Progress From the start of the process until superseded by a different Status. When External Test Result is In Progress, you can use a workflow to send an to the Candidate with a link to the Candidate Portal. o Partial Results Ready When the first assessment in the test has been completed. Wonderlic notifies Fairsail and Fairsail creates a New External Test Assessment record. External Test Assessments are added to the External Test Assessments Related List on the External Test Result. o All Results Ready When all assessments in the test have been completed. You can request the results from Wonderlic by selecting Get Results on the External Test Result Detail page. o Error The Test was unable to complete. An is sent to your Administrator. Fairsail Beagle Release Notes Fairsail

79 Candidate External Assessment Using External Tests 4. The Candidate follows the link, completes any preliminary screens required by the test, and then completes the test. 5. On completion, the External Test Result is updated with a Completed Date. 6. When the results are returned by Wonderlic, you can view them by selecting Get Results on the External Test Result Detail page. Fairsail automatically creates External Test Assessments as results are received. You can also create External Test Assessments manually if you wish (see page 81); normally manual creation is not necessary. When creating the Stage Assessment to continue the selection process, you can add the Wonderlic results to Test Results. Recording Wonderlic Test Results When a Candidate completes a Wonderlic test, the Completed Date is added to the External Test Result record. You can then request the results from Wonderlic and add them to the Application record Stage Assessment. 1. Select the Application tab. 2. Select the Application you want to view: Fairsail displays the Application. 3. Scroll down to the External Tests section and select the Test you want: Fairsail displays the External Test Result Detail page. Fairsail Beagle Release Notes Fairsail

80 Candidate External Assessment Using External Tests 4. Select Get Results: Wonderlic displays the Candidate Summary page: Once requested, the Candidate Summary remains visible for 10 minutes before timing out as a security measure. To redisplay, select Get Results again. Extract the results you need for the Stage Assessment. Fairsail Beagle Release Notes Fairsail

81 Candidate External Assessment Using External Tests Manually Adding an External Test Assessment Under normal circumstances, External Test Assessments are automatically created by Fairsail. If you need to add an Assessment manually, follow this process: 1. On the External Test Result page, scroll down to the External Test Assessments Related List and select New External Test Assessment: Fairsail displays the New External Test Assessment page: 2. Complete the fields as follows: External Test Assessment Name External Test Result External Test Measurement The name you want to give this Assessment. Displayed as part of each entry in the Results column for the External Test on the Application page, followed by the Score, in the form: [External Test Assessment Name]=[Score] For example: Logical reasoning = 78 Enter the Name; Fairsail automatically generates the entry in the Results column. The name of the External Test Result. Automatically completed with the name of the Test Result you selected. To change Test Result, select External Test Result Lookup the Result you want., find and select The Measurement used for this Assessment. Enter the first few characters of the External Test Measurement name and select External Test Measurement Lookup, or with a blank field select Lookup to find and select the Item you want. Fairsail Beagle Release Notes Fairsail

82 Candidate External Assessment Using External Tests Criteria Assessment Score Test Date If this assessment is linked to a Criteria Library Item, the name of the Item. Enter the first few characters of the Criteria name and select Criteria Library Item Lookup, or with a blank field select Lookup to find and select the Item you want. The score attained for this Assessment, taken from the Wonderlic results. The date the test was taken by the Candidate. The Date Created as shown in the Wonderlic results. 3. Select: o Save to save the details you have entered and display the External Test Result Detail page. The new Assessment is added to the list of External Test Assessments. o Save & New to save the details you have entered and display another New External Test Assessment page. o Cancel to ignore the details you have entered and display the External Test Result Detail page. Results are summarized on the Application page, in the External Tests related list: Fairsail Beagle Release Notes Fairsail

83 Automated Benefit Administration With this release Fairsail adds a range of options to help automate the process of benefit enrollment and administration: Direct entry of an expression as a Benefit Calculation record. Used in place of an HCM field to return the value you need, and avoiding the need to create a dedicated formula field that carries the expression. You can specify either Team Member or Employment Record to act as the base object for the expression (see page 84). New fields on Benefit Plan to link to a Benefit Calculation used as an Eligibility Calculation, and to provide one or more acceptable values (see page 87). Set a default Benefit Option for each Benefit Type (see page 93), and enable defaulting to the previous selection (see page 95). Run a batch to identify where defaults would apply, enabling you to check details and fix any errors before re-running to commit the changes (see page 97). Further options for automatic benefit start dates (see page 99) and end dates (see page 101). A range of options for determining age, used to check compliance with minimum age requirements and in rate tables (see page 87). Fairsail Beagle Release Notes Fairsail

84 Automated Benefit Administration Defining a Benefit Calculation Defining a Benefit Calculation A Benefit Plan may have one or more Benefit Calculations associated with it. A Benefit Calculation can be used to determine the cost to apply for the benefit, or an eligibility formula. The calculation can be: A value held in another field. A calculated value determined by a formula field. The formula field can be a standard field supplied by Fairsail as part of the managed package, or a custom formula field set up for your implementation. An HCM Expression entered directly into the Benefit Calculation Edit page. To define a Benefit Calculation: 4. Click the Benefit Suppliers tab. Fairsail displays the Benefit Suppliers Home page. 5. Click the name of the Benefit Supplier hosting the plan for which you want to define a Benefit Calculation. Fairsail displays the Benefit Supplier Detail page. 6. In the Benefit Plans related list, click the name of the plan for which you want to define a Benefit Calculation. Fairsail displays the Benefit Plan Detail page. 7. Scroll down to the Benefit Calculations related list. 8. Click New Benefit Calculation: Fairsail Beagle Release Notes Fairsail

85 Automated Benefit Administration Defining a Benefit Calculation Fairsail displays the New Benefit Calculation Edit page: 9. Complete the fields as follows: Field Description Information section Benefit Plan Benefit Calculation Name HCM Object The name of the plan hosting this calculation. Defaults to the plan you selected. To choose a different plan, click Benefit Plan Lookup, find and select the correct plan. A name for this Benefit Calculation. Enter this name in Cost Selector Calculation when defining the Benefit Plan (see page 87) if you want to use this calculation to select the Benefit Cost. Picklist. The HCM Object hosting the field that returns the value to be used by this Benefit Calculation. If HCM Expression is used, HCM Object specifies the base object for the expression. Click the picklist and select Team Member or Employment Record. Fairsail Beagle Release Notes Fairsail

86 Automated Benefit Administration Defining a Benefit Calculation Field HCM Field HCM Expression Default Benefit Field Description The API Name of the field in HCM Object that returns the value to be used by this Benefit Calculation. Used if HCM Expression is blank. For example, use fhcm2 Approved_Life_Cover c on the Employment Record to return the amount of life cover that has been approved for the Team Member. A Fairsail expression that returns the value to be used by this Benefit Calculation. Typically used to hold a benefit eligibility calculation. If entered, used in preference to the HCM Field. Use HCM Object to specify the base object for the expression. The value to be used if HCM Field or HCM Expression returns a null value. The API Name of the field on the Benefit object to hold the value of the calculation when the Benefit Plan is selected by a Team Member. Display During Enrollment section Display during Enrollment Order Description Checkbox. If checked, the value of the calculation is displayed in the Collaboration Portal to the Team Member. For example, you can choose to display the amount of approved life cover available to a Team member to help them select an appropriate Benefit Plan. If unchecked, the value of the calculation is not displayed in the Collaboration Portal to the Team Member. Number. For those calculations that are displayed (Display during Enrollment is checked) the order in which this calculation is displayed. Lower numbers are displayed before higher numbers. A description of the value returned by the calculation, such as Your approved life cover amount. Use the content editing tool bar to control the appearance of the description in the Collaboration Portal. You can insert links and images if you want. 10. Click: o Save to save the Benefit Calculation. Fairsail displays the Benefit Calculation Detail page. o Save & New to save the Benefit Calculation and display another New Benefit Calculation Edit page. o Cancel to discard your changes and return to the Benefit Plan Detail page. Fairsail Beagle Release Notes Fairsail

87 Automated Benefit Administration Adding a New Benefit Plan Adding a New Benefit Plan Benefit Plans contain the details of the benefits made available to Team Members through Benefit Options. They can be full plans, such as those for health care or pensions, or a simple record of an available benefit such as a car allowance or a cell phone. Benefit Plans are provided by Benefit Suppliers, and much of the detail is typically provided by the suppliers following discussion and agreement with your organization. Before you can create a Benefit Plan, the Benefit Supplier of the plan must be available on the system. To add a new Benefit Plan: 1. Click the Benefit Suppliers tab. Fairsail displays the Benefit Suppliers Home page. 2. Click the name of the Benefit Supplier for which you want to add a new Plan. Fairsail displays the Benefit Supplier Detail page, with all existing Benefit Plans available from that supplier displayed in the Benefit Plans related list: 3. Click New Benefit Plan. Fairsail displays the Benefit Plan Edit page. Fairsail Beagle Release Notes Fairsail

88 Automated Benefit Administration Adding a New Benefit Plan 4. Complete the fields as follows: Field Description Information section Benefit Plan Name Benefit Supplier Description The name by which the plan is known. By default the plan name is displayed to Team Members in the Collaboration Portal when they work through the benefit selection process. The name of the supplier making this plan available. Defaults to the name of the Benefit Supplier you selected at the start of this procedure. If you need to change the supplier, click Benefit Supplier Lookup to find and select the correct supplier. A description of the plan. The description is displayed to Team Members through the Collaboration Portal as Plan Details, and should contain enough information to enable a Team Member to select between plans. Use the content editing tool bar to control the appearance of the description in the Collaboration Portal. You can insert links and images if you want. Website The url for a site providing more information about the plan. This is often a page on the Benefit Supplier's website. Enter the url in full starting with or You can also include website links in the Description by clicking Link. Benefit Field Values section Detail for the benefit supplied by the Benefit Plan Benefit Type Start First of Month Picklist. Select the Benefit Type to which this plan is linked. Benefit Types are the Record Types set up for the Benefit object and indicate the type of Benefit record created when this plan is selected by a Team Member. Checkbox. If checked, Fairsail checks the Start Date, and if Start Date is not the first of the month, the benefit start date is moved to the first day of the next month. If unchecked, the benefit starts on the Start Date. Start Date A specific date on which benefits using this plan are to start (see page 100). When specified, Start Date is used for all benefits using this plan selected by Team Members, except: For Team Members with an Employment Record Start Date that is later. In that case, the Employment Record Start Date is taken as the Start Date for the plan. When Start First of Month is checked. In that case, when Start Date is not the first of the month, the start date for all benefits based on this plan moves forward to the start of the next month. When Start Date is blank, the start date for benefits using this plan is taken from: The Start Date for the Benefit Set. If Benefit Set Start Date is blank, the date the employee selects the benefit. Fairsail Beagle Release Notes Fairsail

89 Automated Benefit Administration Adding a New Benefit Plan Field End Date Deduction Start Date Deduction End Date Deduction Code Policy Number Cover Base Date Cover Period Description The date on which the benefit is to end. If blank, the benefit ends on the end date of the Benefit Set hosting the Benefit Option linked to this Plan. The date on which payments for the benefit are to start being deducted from Team Members. If blank, deductions start on the Start Date. The date on which payments for the benefit are to finish being deducted from Team Members. If blank, deductions finish on the End Date. The Benefit Deduction Code for this Benefit Plan. The Deduction Code is passed to your payroll system, typically for use on salary advice and internal finance documentation. Text, up to 64 characters. An identifier for this Benefit Plan. Policy Numbers are typically allocated by suppliers. The date used as a starting point to calculate start dates for Cover Periods. Often set to coincide with the payroll base date. Click the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic calculation of Cover Periods. The minimum period for which cover is available. Click the picklist and select from: None Monthly Semimonthly Biweekly Weekly Cover Starting Daily The date used to set the start of cover. Click the picklist and select from: None Effective Date The benefit enrollment effective date at the time the benefit was selected. Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record. Cover Period Start Date The starting date for a specific cover period, chosen from the dates dictated by the Cover Base Date and the Cover Period. Use a past date to backdate cover, or a future date to ensure cover starts at the same time as a future cover period. Next Cover Period Start Date The start date for the first cover period starting after today. Fairsail Beagle Release Notes Fairsail

90 Automated Benefit Administration Adding a New Benefit Plan Field Cover Ending Description The date used to set the end of cover. Click the picklist and select from: None Employment End Date The End Date entered for the Team Member on their Employment Record. Age Determination Method Cover Period End Date The end date for a specific cover period, chosen from the dates dictated by the Cover Base Date and the Cover Period. The date at which the Team Member's age is assessed to determine eligibility for the benefit. Age can be used to check compliance with minimum age requirements and in rate tables. Click the picklist and select from: Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record. Period Start Date From Start Date The start date of the first Age Determination Period following the Benefit Start Date. Period End Date From Start Date The end date of the first Age Determination Period following the Benefit Start Date. Effective Date The benefit enrollment effective date at the time the benefit was selected. Period Start Date From Effective Date The start date of the first Age Determination Period following the benefit enrollment effective date. Age Determination Base Date Age Determination Period Period End Date From Effective Date The end date of the first Age Determination Period following the benefit enrollment effective date. The date used as a starting point to calculate start dates for Age Determination Periods. Click the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic age determination. Click the picklist and select from: None Yearly Monthly Semimonthly Biweekly Weekly Daily Fairsail Beagle Release Notes Fairsail

91 Automated Benefit Administration Adding a New Benefit Plan Field Description Options section Is Declined Cost Selector Calculation Eligibility Calculation Eligibility Value Has Life Cover Maximum Approved Life Cover Maximum Additional Life Cover Cost Per Has Beneficiaries Has Percentage Contribution Maximum Percentage Contribution Checkbox. If checked, coverage for this Benefit Plan is not applied. Use Is Declined to define an option for a Team Member to waive a benefit. When selected by a Team Member, Fairsail generates a benefit record enabling you to see that the benefit was waived. The name of the benefit calculation that determines which value to use from the cost table for this plan. The name of the Benefit Calculation used to establish if the Team Member is eligible for this Benefit Plan. Enter the Benefit Calculation Name or use Eligibility Calculation Lookup to find and select the calculation. The value or values that must be matched by the value returned by the Benefit Calculation named in Eligibility Calculation for the Team Member to be eligible for this Benefit Plan. Enter the value as a string, with multiple permitted values comma separated. If the Team Member is not eligible for the Plan, the Plan is removed from the hosting Benefit Set for manual or automatic selection. Checkbox. If checked, the Benefit Plan supplies or requires life cover and the Team Member is prompted to specify the amount of life cover required. If unchecked, the Team Member is not prompted to specify the amount of life cover required. The maximum financial amount of life cover available under this Benefit Plan. Used with a validation rule to restrict the maximum amount of cover an employee can request without evidence. The additional financial amount of life cover an employee can request on top of the Maximum Approved Life Cover if evidence is supplied. Used with a validation rule to restrict the overall total permitted amount of life cover an employee can request: Maximum Approved Life Cover + Maximum Additional Life Cover. The unit used to express the cost of the benefit. For example, if the benefit costs $2 for every $1000 of coverage, set Cost Per to $1000. Checkbox. If checked, the Team Member is prompted to supply a list a list of beneficiaries for this Benefit Plan. If unchecked, the Team Member is not prompted for beneficiary names. Checkbox. If checked, the Team Member is asked for a percentage of salary contribution for this Benefit Plan. If unchecked, the Team Member is not asked for a percentage of salary contribution. The maximum percentage contribution from Team Members for this Benefit Plan. Fairsail Beagle Release Notes Fairsail

92 Automated Benefit Administration Adding a New Benefit Plan Field Maximum Child Age Has Savings Plan Description Number of years. The maximum permitted age of a child that can be covered under this Benefit Plan. The Maximum Child Age field is not displayed by default and must be added to the page layout. Checkbox. If checked, the Team member is prompted for the amount they wish to save in this Benefit Plan. If unchecked, the Team member is not asked for a savings plan amount. Enrollment section Enrollment Instructions The instruction for Team Members wishing to enroll in this Benefit Plan. By default, instructions are displayed on the Collaboration Portal. Use the content editing tool bar to control the appearance of the instructions in the Collaboration Portal. You can insert links and images if you want. 5. Click: o Save to save the Benefit Plan details. Fairsail displays the Benefit Plan Detail page ready for you to add further details for this plan such as Benefit Costs and Calculations. o Save & New to save the Benefit Plan details and display another Benefit Plan Edit page. o Cancel to discard your changes and return to the Benefit Supplier Detail page. Fairsail Beagle Release Notes Fairsail

93 Automated Benefit Administration Adding a New Benefit Option Adding a New Benefit Option Benefit Options represent the benefits available to Team Members through the Collaboration Portal. Benefit Options are classified by Benefit Type, and each Benefit Type has one or more Benefit Options. Each Benefit Option links a Benefit Type to a Benefit Plan from a Benefit Supplier. When a Team Member selects a Benefit Option, a Benefit Record is created for that Team Member. Benefit Records are listed: In the Benefits related list for the Benefit Option. In the Benefits related list for the Team Member's Employment Record. Before you can create a Benefit Option, you must have a Benefit Plan to which you can link it. Benefit Plans are created and maintained through the Benefit Suppliers tab. To add a new Benefit Option: 1. Click the Benefit Sets tab. Fairsail displays the Benefit Set Home page. 2. Click the name of the Benefit Set hosting the Benefit Type for which you want to add a new Benefit Option. Fairsail displays the Benefit Set Detail page. 3. In the Benefit Types Related List, select the Name of the Benefit Type you want to host the new Benefit Option. Fairsail displays the Benefit Type Detail page. 4. In the Benefit Options related list, click New Benefit Option: Fairsail displays the New Benefit Option Edit page: Fairsail Beagle Release Notes Fairsail

94 Automated Benefit Administration Adding a New Benefit Option 5. Complete the fields as follows: Field Benefit Type Benefit Plan Order Default Enrollment Description The name of the Benefit Type hosting the new Benefit Option. Defaults to the Benefit Type you selected at the start of this procedure. To change to a different Type, click Benefit Type Lookup to find and select the Type you want. The Benefit Plan providing this Benefit Option. Benefit Plans are created and maintained through the Benefit Suppliers tab. Click Benefit Plan Lookup to find and select the Benefit Plan. Number. The order in which this benefit option is displayed within a Benefit Set. Lower numbers are displayed above higher numbers. Checkbox. If checked, this Option is used as the default Option for the Benefit Type when Team Members are automatically enrolled. 6. Click: o Save to save the Benefit Option details. Fairsail displays the Benefit Type Detail page with the new Benefit Option added to the related list of Benefit Options in the order you specified. The Benefit Option is automatically given a unique Benefit Option Number of the form BOnnnn. o Save & New to save the Benefit Option details and display another New Benefit Option page. o Cancel to discard your changes and return to the Benefit Type Detail page. Fairsail Beagle Release Notes Fairsail

95 Automated Benefit Administration Adding a New Benefit Type Adding a New Benefit Type A Benefit Type is a high level classification of employment benefits, such as Medical, Short Term Disability, or 401K Pension. By default, Benefit Types are displayed in the Collaboration Portal in a list on the Benefit page. Team Members can select a Benefit Type to display the available Benefit Options of that type. When selected, Benefit Types are listed in the Team Member's Collaboration Portal benefit table with the details To create a new Benefit Type: 1. Click the Benefit Sets tab. Fairsail displays the Benefit Set Home page. 2. Click the name of the Benefit Set you want to host the new Benefit Type. Fairsail displays the Benefit Set Detail page. 3. In the Benefit Types Related List, select New Benefit Type. Fairsail displays the New Benefit Type page: Fairsail Beagle Release Notes Fairsail

96 Automated Benefit Administration Adding a New Benefit Type 4. Complete the fields as follows: Field Benefit Set Name Order Is Required Required Plan Default To Previous Selection Description Description The name of the Benefit Set hosting this Benefit Type. Defaults to the Benefit Set you selected at the start of this procedure. To change to a different set, click Benefit Set Lookup to find and select the set you want. A name for the Benefit Type such as Medical, Vision, or Dental. By default, the Name is displayed in the Collaboration Portal on the left of the Benefit page in a list of available Benefit Types. Number. The order in which this benefit is displayed within a Benefit Set. Lower numbers are displayed above higher numbers. Checkbox. If checked, Team Members presented with this Benefit Type must choose an option from this Benefit Type. If unchecked, Team Members do not have to choose an option from this Benefit Type. The name of a Benefit Plan that must be selected by the Team Member before this Benefit Type is offered. For example, Benefit Type Medical Insurance might require a Savings Plan to be in place for the Team Member before Medical Insurance is offered. Checkbox. If checked, Team Members who are automatically enrolled default to their selection from the previous period. If there is no previous selection, automatic enrollment selects the default Benefit Option. If unchecked, automatic enrollment selects the default Benefit Option. Default Benefit Options are set on the Benefit Option Edit page (see page 93). A brief description of the Benefit Type. By default the description is displayed in the Collaboration Portal at the top of the Benefit page when a Team Member clicks a Benefit Type. Use the content editing tool bar to control the appearance of the description in the Collaboration Portal. You can insert links and images if you want. 5. Click: o Save to save the Benefit Type details. Fairsail displays the Benefit Type Detail page for the Benefit Type you have just created. o Save & New to save the Benefit Type details and display another New Benefit Type page. o Cancel to discard your changes and return to the Benefit Set Detail page. Saved Benefit Types are added to the Benefit Types related list on the Benefit Set Detail page. Fairsail Beagle Release Notes Fairsail

97 Automated Benefit Administration Automating Default Benefit Creation Automating Default Benefit Creation You can automate the process of creating default benefits for Team Members assigned to a specific Benefit Set, but who have not yet submitted their preferences. The process runs as a manually triggered batch. You can select: To include or exclude those Team Members who have not yet reached the enrollment close date. To commit the changes identified or not. Typically, you would run the batch without committing changes one or more times to identify errors and enable you to fix them, then run the batch again and commit the changes. When committing changes, the Create Default Benefits batch operates as follows: Team Members who have a selected option for a Benefit Type from the immediately previous period, and where the Benefit Type is set Default To Previous Selection: o Team Members are enrolled in the previously selected Benefit Option. When a Benefit Option is set as the Default Enrollment option for a Benefit Type, Team Members are enrolled in that Option. To run the Create Default Benefits batch: 1. Click the Benefit Sets tab. Fairsail displays the Benefit Set Home page. 2. Click the name of the Benefit Set you want. Fairsail displays the Benefit Set Detail page. 3. Click Create Default Benefits: Fairsail Beagle Release Notes Fairsail

98 The Batch runs and Fairsail displays the Default page for the Benefit Set: Automated Benefit Administration Automating Default Benefit Creation 4. Ensure: o The number of default benefits identified is correct. o The number of Team Members identified as not yet reaching their Benefit Enrollment Close Date is correct. o Any errors identified in the sent to confirm batch details are fixed before re-running the batch. 5. To create default benefits for Team Members who have not yet reached their Benefit Enrollment Close Date, check Include n not reached close date. 6. When you are ready to commit the changes, check Commit Changes. When you are ready to re-run the batch, click Start. Fairsail Beagle Release Notes Fairsail

99 Automated Benefit Administration Automatic Benefit Start Dates Automatic Benefit Start Dates Benefit Start Dates are recorded on the Team Member's Benefit Detail page, accessible through the Employment Record - scroll down to the Benefits Related List and select the Benefit you want. Benefit Start Dates are set automatically when the Team Member enrolls or re-enrolls in the Benefit. Start Date is set to one of the following values, in descending order of priority and taking the first non-null value: The Benefit Plan Start Date (see page 87). The Benefit Enrollment Effective Date, from the Employment Record. The Benefit Set Start Date. Today, the Benefit selection date. The Start Date is modified in line with the Cover Starting setting on the Benefit Plan (see page 87): If Cover Starting is set to Cover Period Start Date, Start Date is set to the start of the specified cover period. If Cover Starting is set to Next Cover Period Start Date, Start Date is set to the start of the first cover period starting after today. Fairsail Beagle Release Notes Fairsail

100 Automated Benefit Administration Automatic Benefit Start Dates Fairsail Beagle Release Notes Fairsail

101 Automated Benefit Administration Automatic Benefit End Dates Automatic Benefit End Dates Benefit End Dates are recorded on the Team Member's Benefit Detail page, accessible through the Employment Record - scroll down to the Benefits Related List and select the Benefit you want. Benefit End Dates are set automatically: When a Team member enrolls for a new benefit that supersedes the previous one. The End Date for the superseded benefit is set to the Start Date of the new benefit, minus one day. When an End Date is entered for the Team Member on their Employment Record, and the Benefit Plan is set with Cover Ending on the Employment End Date (see page 87). When a Cover Period ends and the Benefit Plan is set with Cover Ending on that Cover Period End Date (see page 87). Fairsail Beagle Release Notes Fairsail

102 Hiring Manager Support Hiring Managers now have an extended range of options: The Hiring Manager Portal, displayed in the Collaboration Portal beneath internal vacancies from Fairsail Recruit, shows all open Vacancies for which the Team Member is the Hiring Manager: Information displayed is controlled by Field Set. Select a Vacancy Name to display the details for that Vacancy, including all active applications. Access to all Applications for all Vacancies for which they are the Hiring Manager. More control over the assessment process for Hiring Managers: o The option to assess all stages of a selection process for their Vacancies. o The ability to control the outcome of a selection stage they are assessing. o The option to specify the start details to be entered on the appropriate assessment page. To configure Hiring Manager options: 1. In the Policy for the Hiring Manager, select Hiring Manager Is Active (see page 106). 2. Define the fields displayed in the Collaboration Portal list and in the detail page for a Vacancy selected from the list (see page 107). 3. Define the fields displayed in the list of Active Applications for a Vacancy, and to define the Start Details fields required (see page 108). 4. On the Fairsail Recruit Configure page, select the options you want for access to Applications and for Assessment (see page 103). If you do not want to use the Configure options to make global settings, you can use the Show To Hiring Manager and Is Hiring Manager Stage settings when defining Selection Stages for individual Vacancies (see page 109). 5. Define the editable fields displayed to the Hiring Manager on the Assessment page (see page 108). Fairsail Beagle Release Notes Fairsail

103 Configuring Fairsail Recruit Recruit configuration is broken down into: Overall options (this section) Job Board configuration Agency Portal configuration Candidate Portal configuration To configure Recruit Overall options: 1. From your User menu, click Setup: 2. In the left panel go to App Setup and click Installed Packages: 3. Find Fairsail Recruit in your list of installed packages and click Configure in the Action column: Fairsail displays the Recruit Configuration page. Fairsail Beagle Release Notes Fairsail