E l e c t r o n i c A p p l i c a t i o n S y s t e m ( E A S Y ) P e o p l e A d m i n

Transcription

1 Staff Jb Psting Users Guide E l e c t r n i c A p p l i c a t i n S y s t e m ( E A S Y ) P e p l e A d m i n T h i s g u i d e i s i n t e n d e d t a s s i s t h i r i n g m a n a g e r s i n p s t i n g j b s a n d c m p l e t i n g t h e a p p r p r i a t e a p p l i c a n t p r c e s s e s.

2 Table f Cntents Lgin Instructins 3-5 What are yu trying t d? 6 Understanding the hmepage links 7 Creating a Psting Requisitin 8-11 Building Jb Psting View applicants and change status Cmplete the Recmmended fr Hire Additinal Infrmatin 37 Cntact fr Assistance 38 2

3 Lgin Instructins T lg int the system: g t: jbs.hr.txstate.edu/hr (Firefx is recmmended but Chrme, Explrer, and Safari can be used) click n Lgin with yur Texas State ID here. r SSO Authenticatin d nt input username and passwrd. 3

4 Lgin Instructins cnt The system is single sign n. Enter the Texas State NetID and passwrd that yu use daily t lg int yur cmputer. 4

5 Lgin Instructins cnt This will bring yu t yur hme page where yu decide what yu are trying t accmplish with the requisitin. The staff system is brken int tw sectins: Psitin Management (range header) Applicant Tracking (blue header) 5

6 What are yu trying t d? When t use the Psitin Management: t request audit fr a new psitin (withut an SAP psitin number) fr reclassificatin f an existing psitin (title change n psitin that exists in SAP) fr the prmtin/transfer f an emplyee t a different psitin (a prmtin mves emplyee t higher pay grade and a transfer is a lateral mve t the same pay grade) When t use the Applicant Tracking: t create a jb psting frm previus psting t create a jb psting frm jb descriptin after an audit is cmpleted and apprved yu must create a jb psting in Applicant Tracking s the jb can be psted. Imprtant: Make sure yur Current Grup is in HIRING MANAGER status. 6

7 U nderstanding the hmepage links The Inbx gives a brief verview f any requests that require actin by the user. The Watch List displays any items yu have flagged t fllw. The Shrtcuts are quick links t assist starting yur requisitin. The Useful Links are links that are available t be used thrughut the hiring prcess. 7

8 The fllwing slides walk yu thrugh hw t create a psting requisitin. Imprtant: Everything in the system is psitin driven s yu must knw the psitin number assigned in SAP befre creating the psting. 8

9 Creating a Psting Requisitin Under the Shrtcuts n yur Hme page click n Create New Staff Psting A screen will pp up asking yu, What wuld yu like t use t create this new psting? Chse Create frm Psting : If the same psitin number has been psted in the system previusly. This ptin allws yu t mdify it accrdingly fr the new psting. It must be the same psitin number yu want t repst. Chse Create frm Psitin Descriptin : if yu wuld like t imprt infrmatin frm university pay plan that can be mdified accrdingly. 9

10 Creating a Psting Requisitin cnt T chse the psitin fr creating a new psting, yu can search by psitin number r psitin name. Once yu find it click n the number. It brings up infrmatin frm psitin descriptin relevant t the title. Click n the green plus sign Create Psting frm this Psitin Descriptin. 10

11 Creating a Psting Requisitin cnt Click n Create New Psting. If yu are using an executive search and staffing agency t screen applicants remve the Check mark labeled Accept nline applicatins? Fr nrmal pstings just click n Create New Psting. 11

12 The fllwing slides walk yu thrugh hw t build the jb psting. 12

13 Build Jb Psting At this pint, yu begin t building the actual jb psting. All required fields are utlined in Red and must be filled in and cmpleted. The Psting/Functinal Title cmes frm the SAP system but can be mdified t name the psitin t a mre lcally relevant title. The left hand menu bar is the rder yu will navigate thrugh the system cmpleting everything yu need n the psting and fr all the prper apprvals. When each item is cmpleted and saved yu will get a green check mark. If yu get an range exclamatin mark there is an errr n that tab and must be crrected t allw yu t mve in the prper apprval flw. When yu click n Next it will take yu t the next page and it autmatically save the previus infrmatin input. If yu use the menu bar yu must click n Save r yur changes will nt be saved. The system des prmpt and yu may lse the infrmatin yu input if yu d nt click save. 13

14 Build Jb Psting cnt Cntact persn is required s we can cntact them shuld we have any questins abut the psting. Psting number is generated when jb is actually psted live. Jb Lcatin is telling applicants where they will wrk. Recruitment Type tells HR hw t pst the jb. Department Only is an internal psting t yur current department emplyees nly. This prcedure has changed frm previus prcedure. When the jb is psted HR will pst it as Apprved-Internal Only. This creates a special link that will be ed t the hiring manager t send t all department emplyees. If they are interested in applying they must g t the website and cmplete an applicatin t apply fr the jb. It is nw treated just like a nrmal psting requiring a matrix be created and attached t the jb psting. Only regular staff are eligible. NSNR and Students are nt eligible. University Emplyees Only instructs HR t activate a supplemental questin n psting disqualifying applicants shuld they answer the questin N they are nt emplyees. It shws yu the system disqualified them as nt meeting the minimum requirements f the psting. NSNR and Students may apply fr these jbs. Open t All is a regular psting fr anyne t apply t 24/7. 14

15 Build Jb Psting cnt The Open Date, Clse Date and Applicatin Review Date are nt needed t be filled in by hiring manager as that is fr HR t fill in when actually psting the psitin. Mst jbs are psted fr ten wrk days. The cunt starts the day after the jb is actually psted and nly cunts wrk days. Hlidays are nt cunted unless the department wants them t cunt. Jb pstings will nt clse n a hliday s that HR is available t assist applicants shuld they need it. As listed abve there are a few jbs apprved t nly pst five wrk days. If the department chses t pst a Jb fr lnger, they just need t ntify HR. If advertising is selected fr the psting a jb, it will nt be psted fr five days. 15

16 B u i l d J b P s t i n g : J b P s t i n g R e q u i r e m e n t s a n d Ve r i f i c a t i n s Additinal Psting Requirements and Verificatins If educatin verificatin, emplyment credit reprt and prfessinal license verificatin is selected there will be additinal fees charged fr Hireright t verify each f these. T get arund paying this fee place the statement belw under additinal inf fr applicants Be prepared t bring a certified transcript, current credit reprt r current license if called fr an Interview. 16

17 B u i l d J b P s t i n g : J b P s t i n g R e q u i r e m e n t s a n d Ve r i f i c a t i n s c n t If yu want dcuments t be required t be attached, check the bx belw n the Applicant Dcument tab. Ding this lets HR knw t put a qualifying questin n the psting abut the drivers license and lets the applicant knw this psitin requires drug/alchl test. 17

18 B uild Jb Psting: B udget Infrmatin Red fields are required. Yu can add mre blanks fr additinal cst center and funds by clicking n Add Budget Infrmatin Entry. 18

19 B uild Jb Psting: B udget Infrmatin cnt Please cmplete the Department Charge Infrmatin t assist HR in charging fr the backgrund and advertising fees. This will facilitate the billing prcess. 19

20 B uild Jb Psting: Psting D cuments Yu attach any supprt dcuments here t supprt the apprval f yu filling the vacancy. This is als where yu will attach yur matrix shuld yu need t clse yur pstings as a n hire. 20

21 B uild Jb Psting: Psting D cuments cnt Mark Required dcuments and Optinal dcuments fr applicants t apply t the psting. The applicant will have an incmplete applicatin until they attach all required dcuments. All dcuments upladed are cnverted t.pdf. 21

22 B uild Jb Psting: Search C mmittee Member Skip this page. It is fr HR use nly t add the supplemental questins. If yu knw the names f the peple n the Search Cmmittee add them, nce it leaves yur queue it will have t be entered by HR. Input their name r and click n Search. There is an ptin t name a Chair fr the cmmittee but this is fr Faculty nly. Staff des nt use it. 22

23 Build Jb Psting: Search Cmmittee Member cnt If smene is nt cming up in the search, add them under New Search Cmmittee Member and HR will activate them. Skip this tab as we are presently nt utilizing it. 23

24 B uild Jb Psting: Guest U sers The Guest User tab is strictly fr peple that d nt have a Texas State ID. Sme search Cmmittee members are nt emplyees f the university. That is when this is used. 24

25 B uild Jb Psting: Summary Make sure all the tabs in the Summary have a green check mark next t them. If there is an range exclamatin mark there is an errr. With all green marks yu can mve frward thrugh the prper apprval flw. Once it makes it thrugh t HR it will be reviewed and then psted. Yu will receive an giving yu the jb psting number. First fur digits are fiscal year and last three are the number f pstings s far D nt get this number cnfused with the SAP psitin number. They are different numbers. After the Jb is Psted Create the hiring matrix rating fr each applicant. Review all applicants and attachments. Change the status n each applicant. Start the Rec fr Hire prcess. 25

26 The fllwing slides walk yu thrugh hw t view applicants and change their status. 26

27 View A pplicants Lcate the jb psting and pen it. G t the Applicants tab and pen it. Yu can view applicatins tw ways, yu will need t place a check mark in frnt f the name: 1. all submitted dcuments per applicant If the list f applicants des nt include the Cmbined Dcuments clumn, select Mre Search Optins and add it frm the Add Clumn list. This refreshes the list. Place a check mark in frnt f the applicants and select Generate r View in the Cmbined Dcument clumn. Generate creates a current PDF. View presents the PDF with mst recent applicatin materials in a new tab n yur brwser. 2. all submitted dcuments fr all applicants at ne time Check the bxes t select the applicants t review in tw ways: View selected applicants materials tgether: Actins menu, select Dwnlad Applicatins as PDF. In the dialg bx, select the types f dcuments yu want t view and Submit T see the selected applicants dcuments separately: Actins menu, select Create Dcument PDF per Applicant. The system creates a PDF with all dcuments yu requested. 27

28 Changing Applicant Status After the hiring matrix has been cmpleted and yu knw wh the high scring applicants are yu can call them t schedule an interview. Fr Staff this des nt need prir apprval frm Equity & Access. Yu can start changing the status n applicants whenever yu chse as it des nt change n their end. T change the status f ne applicant, place a check mark in the bx t the left f the last name; g t Actins drp dwn bx and select Mve In Wrkflw. T change the status f multiple applicants at ne time place a check mark in all the bxes t the left f the last name. G t Actins drp dwn bx and select Mve In Wrkflw. This will bring up the ptins fr yu t state reasn fr cnsideratin r nn-cnsideratin. 28

29 Changing Applicant Status cnt Once everyne has been mved yu will have yur Recmmended Fr Hire and anyne that is selected t be an Alternate shwing n the applicant page. 29

30 Changing Applicant Status cnt Shuld yu need t g back t view the applicants that were mved t inactive status, g t the saved searches and click n Mre Search Optins. It then changes t Hide Search Optins. It brings up the Active/Inactive clumn with the Active highlighted in blue. Hit the Shift key and click n Inactive at same time. It will highlight Inactive and all the applicants will reappear at the bttm f the page. This allws yu t make any necessary changes. If yu accidentally mve smene t a status they shuld nt be in. Every change is saved n the Histry tab s yu will need t put an explanatin f the errr because Equity & Access runs an EEOC reprt and it will shw the mistake and what it was changed t. Once all the statuses are changed and yu have yur Recmmended fr Hire chsen, yu are ready t start the Rec fr Hire. Be sure t name an alternate if there is an acceptable ne. If yu d nt name ne and yur first chice declines yu must clse the jb as a n hire and start the prcedure ver again. 30

31 The fllwing slides walk yu thrugh hw t cmplete the recmmended fr hire. 31

32 Cmpleting the Recmmended fr Hire Click n the last name f the persn yu are recmmending fr hire. This pens up the applicatin. Click n the green + Start Regular Staff Hiring Prpsal tab lcated under the range Take Actins On Jb Applicatin. 32

33 Cmpleting the Recmmended fr Hire cnt Next the Psitin Descriptins screen cmes up. Find the psitin number with the radi buttn selected (the psitin psted) and click n Select Psitin Descriptin A pp up shws explaining unseating the psitin if currently filled and seating the new applicatin int the psitin. Click n OK. 33

34 Cmpleting the Recmmended fr Hire cnt The next screen shws yu the actual Hiring Prpsal. Yu must insert the Reasn Fr Selectin f Candidate highlighted in Red. That is all that needs t be filled in. Then click n Next. 34

35 H iring Prpsal D cuments This screen brings up the Hiring Prpsal Dcuments. This is where yu attach the Hiring Matrix, Emplyment Verificatin Frm, the Backgrund Inquiry Release Frm and any ther supprt dcuments yu may have t supprt yur selectin. (We still recmmend yu send the backgrund frm t HR nce yu make yur decisin t help speed up receipt f results.) Click n Next t bring up the Regular Staff Hiring Prpsal: with Applicants name. 35

36 Finishing up the Recmmended Fr Hire Click n range Take Actin n Rec Fr Hire. This brings up the ptin t Send t Equity & Access (mve t Equity & Access) Yu have nw cmpleted the requisitin. Shuld Equity & Access have questins they will cntact yu. Once it is apprved it will be sent t HR Emplyment where it is mved t Criminal Histry Pending. If the backgrund is cmplete HR will cntact yu giving apprval t make a jb ffer. It will stay in that status until it is cmplete. Once yu have been ntified it will be mved t HR Emplyment Offer Pending. Once the ffer has been accepted cntact HR fr it t be fficially Filled. At that time all applicants are ntified by that the psitin has been filled. It is recmmended that the applicants interviewed be cntacted by the department by r phne infrming them f the department decisin t g with smene else. 36

37 Additinal Infrmatin What if my selected applicant declines the ffer? Shuld yur selected applicant decline the ffer and yu did nt name an alternate yu must send an t Equity & Access (equityaccess@txstate.edu) explaining n alternate and yur chice declined. HR will return the requisitin t yu - Hiring Manager - clse as N Hire t make the necessary changes in status n the applicant and yu will return t Equity & Access-Clse as N Hire. They will lk at it and return t HR t fficially clse as a n hire. Until this is cmpleted the psitin is still lcked s yu cannt start the new psting t repst it. Shuld after reviewing yur psting yu find n ne meets yur minimum requirements the abve steps will als need t be taken t clse the jb as a n hire and start ver. What if the applicant pl is t small? Shuld yu as the hiring manager decide yu d nt have a large enugh pl f applicants; yu can call HR befre yur jb clses and request the date be extended. Yu must remember that whatever date yu change it t the jb cannt clse befre that date. This can be dne several times if needed. All jbs clse at 11:59 pm each night. Hw many applicants d I have t interview? University plicy states that yu must interview at least three (3) applicants frm a psted jb. Shuld yu have less than that meeting the minimum qualificatins yu must Equity & Access (equityaccess@txstate.edu) explaining yu have less and wuld like an exceptin t plicy t nly interview whatever yur number is. Cpy HR n all s s we are aware f the results. 37

38 Cntacts Applicant Tracking Bbbie Brandenburg, HR Representative: LynnAnn Brewer, Emplyment Manager: Psitin Management: Blake Bissing, HR Analyst: Jeff Lund, Cmpensatin Manager:

39