Chapter Contents. Manage Employers Option Screen

Transcription

1 16: Manage Employers Chapter Contents Create an Employer Account (Registration) Add Employer Locations Assign a Case Manager Add Contacts Assist an Employer Search for Employers to Assist Employer Search Results (Summary View) Employer Search Results (Detailed View) Employer Access Rights Choose a Profile Employer Portfolio Employer Profiles Corporate Profile Search History Profile Communications Profile Human Resource Plan Job Order Plan Recruitment Plan Staff s Profile Contact Management Profile Case Management Profile Employer Access Rights Employers Posting Jobs Local Employer Sites One Case Note to Multiple Employers Staff can view and manage information for system-registered employers, and assist those employers with system-related functions. They can set employers system access rights and assist them with the labor exchange process. The basic functions that staff perform as part of managing employers are described in detail in this chapter. The system functions described in this chapter are found in the Services for Workforce Staff Manage Employers menu (on the Navigation pane). To perform a function, select the link that corresponds with that option. The following functions appear in the Manage Employers menu: Manage Employers Option Screen Staff can perform the following tasks, using the options found in the Manage Employers menu: Create an Employer Create an initial account for an employer (with login, password, ID number, contact, and other employer information. (See page 16-2.) Virtual OneStop Staff Services User Guide 16-1 V18 05/2018

2 Assist an Employer Help the employer to create and maintain profiles, such as the Corporate, Recruitment Plan, Search History, and Case Management. Any of the profiles can be used to assist an employer who is registered with an account. (See page ) Employer Access Rights Modify system access settings for employers, allowing them to post job orders or review candidate résumés. Employers Posting Jobs View registered employers with job orders posted in the system. Local Employer Sites Access information from the InfoGroup employer database. One Case Note to Multiple Employers Record one case note to multiple employers. Note: The staff member s system may include the Employer Case Management option in the Manage Employers menu. For details, see the Case Management Profile topic on page Create an Employer Account (Registration) To create an employer account, on the Navigation pane, click Manage Employers Create an Employer Account. The first screen that appears allows staff to select the type of employer account to be created by selecting the corresponding checkbox. The options are described below. Not all systems will display all the options listed, or display the screen for registration type. Note: If your site does not include modules like CRM or GUS, it will skip this screen, automatically select Recruiting Registration, and open the Employer Registration screen that follows. Recruiting Registration Select this to create an account that provides the employer with access to labor exchange functions (the automatic standard, and most commonly used employer registration). Marketing Lead Select this to create a record for a marketing lead. This account type is used to capture basic company and contact information for marketing purposes. Note: This option is available only in systems with CRM enabled. Marketing Leads are not registered employers in the system and have no access to the system. This type of registration is used by staff simply to track employers that may be converted to registered employers at a later time. If your system includes this option, you can see more details on CRM in chapter 33, Customer Relationship Module. Incumbent Worker Training Account Selection of this type to create an account for Incumbent Worker Training services. (This module is not offered in the current version but is being developed for a customer in a future releases. It will not show or be active for current customers). Unemployment Account Select this type to create an account to report employee wages, pay quarterly taxes, and manage unemployment benefit payments. (This module is not offered in the current version but is being developed for a customer in a future releases. It will not show or be active for current customers). After selecting the Registration Type, click the Continue Registration button. Employer Registration Type Employer Identification Area The system will open a series of registration screens, which staff will use to enter employer account information on behalf of the employer. This starts with the basic Employer Identification Area, followed by Virtual OneStop Staff Services User Guide 16-2 V18 05/2018

3 a scrolling screen with several areas. Follow the directions on each registration screen to enter the employer s information, and then select Save. Required information is marked with a red asterisk (*). The Login Information is used to create the User Name and Password, which the employer will enter to log into the system. This information is stored in the employer s Corporate Profile and be modified by opening the General Information Tab (in the Corporate Profile) as explained later in this chapter. Note: The following screens are identical to those used by an employer for self-registration. See the topic Registration in chapter 2 of the Employer Services User Guide for details on registration. The information in this chapter covers only the additional fields, different rules, or additional permissions that display for staff who are assisting an employer. For more details about creating employer accounts, you can access a training video in the Learning Center, or click this link, to start the video Creating an Employer Account. Employer Registration Screen Virtual OneStop Staff Services User Guide 16-3 V18 05/2018

4 After entering all required and any other appropriate optional data, select the Save button. The employer record is now created, as well as the records of any contacts and/or locations added during registration. The system will display a screen with several functions that staff members commonly use after creating an employer. Click any of the links to proceed, if desired. Staff Services This link opens the Service for Workforce Staff menu (i.e., the primary menu group for staff on the left navigation menu). Open Employer s Folder This link opens the Employer Portfolio tree structure with the Employer Profiles folder displayed. Add Locations and Contacts This link opens the Locations tab of the employer s Corporate Profile. (See the topic, Add Employer Locations, on page 16-6, followed by, Add Contact, on page 16-9, for details on each.) Virtual OneStop Staff Services User Guide 16-4 V18 05/2018

5 Account Summary The employer record is now created, as well as the records of any contacts and/or locations added during registration. To view a summary of the employer s account, open the Account Summary tab in the employer s Corporate Profile (Employer Portfolio > Corporate Profile > Account Summary). Clicking on a statistic takes you to the related screen for that information Employer Account Summary From the Corporate Profile screen, staff can use the links at the top of the screen to navigate quickly to another area of the system. The options are described below. Staff Links Virtual OneStop Staff Services User Guide 16-5 V18 05/2018

6 Assist an Employer Click the Assist an Employer link to open the Employer Search screen. From here, staff can search for an employer to assist. Staff Services Click Staff Services link to open the main Staff Services screen. My Portfolio Click the My Portfolio link to open the Employer Portfolio. Employer Profiles Click Employer Profiles link to open the Employer Portfolio and begin working with the registered employer. For details, see Assist an Employer on page Add Employer Locations Before entering an employer s job orders, it is important to add all locations and contacts to the employer s record. If the location and contact name are in the system before the job order is entered, it makes it easier to add specific details for the job order. To add locations to an employer, select Manage Employers > Assist an Employer from the Services for Workforce Staff menu in the navigation pane. Click the Locations tab. To enter a new location, click the Add Location button. The system will open the Location screen. Location Name Enter the location s name. This is a unique identifier for that location such as a nickname or quick reference to the location. Address Enter the address, contact information (e.g. phone number, website address, etc.), and mailing address. Contacts Designate all contacts who are associated with this new location by selecting the corresponding checkboxes in the Location Contact Information section. Designation(s) Indicate the type or function of the location by selecting all checkboxes that apply in the Location Designation(s) section. Virtual OneStop Staff Services User Guide 16-6 V18 05/2018

7 Staff Select the LWIA/Region and Office Location from the drop-down lists. Click the Save button to save the new location. When you save the location data, the system will redisplay the Location screen, showing the newly added location. From this screen, staff can: Edit Click the Edit Location link to edit the location. To designate a location as the employer s primary location, click the This is not the primary location link near the top of the Location screen. A pop-up window will open (as shown below). Select the primary location and click the Save button. The pop-up will close; click the Save button on the Location screen to save the change(s). View Contacts Click the View Contacts link to see which contacts are associated with the location. Virtual OneStop Staff Services User Guide 16-7 V18 05/2018

8 Inactivate Click the Inactivate link to set the location s status to inactive. This will not delete the location but will make it unavailable as an option throughout the system until it is reactivated. View Assigned Case Manager Click the View Assigned Case Manager link to view or ssign the location s case manager. Assign a Case Manager To assign a case manager to a location: Click the View Assigned Case Manager link on the Locations tab. Employer Locations Screen On the screen that opens, click the Create New Assignment link. Assign Case Manager Link On the Employer Case Assignment screen that opens, select the LWIA/Region, Office Location, and the staff member to be the designated case manager from the drop-down lists. Click the Save button to save the assignment. [Use this same procedure to change a location s case manager. Virtual OneStop Staff Services User Guide 16-8 V18 05/2018

9 Assign Case Manager Screen The system will redisplay the initial screen. To assign a case manager to a different location, click the Create New Assignment link for that location. To delete an assigned case manager, click the corresponding Delete link. To change a location s case manager, click the Edit Location link. To view a history of the location s record since it was created in the system, click the History link. Add Contacts Tot the right of the Locations tab for the employer, staff can access the Contacts/users tab to add additional contacts (or edit existing contacts for the employer). To add another contact, click the Add Contact button to add additional contacts to the employer s record, if desired. Add Secondary Contact Clicking the link will open the Employer Contact screen (with the Contact Information tab open) as shown below. Contact Information Add the Secondary Contact person s information (name, title, contact information, etc.) in the Contact Information section of the screen. Virtual OneStop Staff Services User Guide 16-9 V18 05/2018

10 Secondary Contact Contact Information Associated Location(s) In the Associated Locations section of the screen, select the locations with which the new contact is associated by selecting all location checkboxes that apply. If the contact s location has not been created yet, click the Create New Location link. (See the Add Employer Locations section below for instructions on adding locations to the employer s record. Secondary Contact Associated Location(s) Click the Next button to move to the next Secondary Contact screen. Virtual OneStop Staff Services User Guide V18 05/2018

11 Contact Designations On the Contact Designations screen, you can select and indicate roles that the new contact person holds by selecting all checkboxes that apply. Click the Next button to continue. Contact Designations Note: The Contact Designations tab is intended only for systems that include the CRM module. This screen is normally not displayed in systems where CRM is not purchased. If the screen is displayed in a system without CRM, it is strictly an informational screen. Input or selections in this screen are not required, and are not used elsewhere. Sign In Information If the contact is allowed to sign into the system, select the checkbox at the top of the screen. Enter a User Name, Password, and Security Question and Answer. Click the Next button to move to the next screen. If the contact will not be allowed to sign in, simply click the Finish button to save the contact. Virtual OneStop Staff Services User Guide V18 05/2018

12 User Privileges Sign In Information On the User Privileges screen, indicate what system privileges the contact has by selecting all checkboxes that apply. To select (or deselect) all, click the checkbox at the top. Click the Finish button to save the privileges. Contact User Privileges (Partial) Virtual OneStop Staff Services User Guide V18 05/2018

13 Assist an Employer The system displays the employer currently being assisted by the staff member in the Currently Managing menu (in the left Navigation pane). While assisting an employer, staff can always click on the Employer name in the Currently Managing menu to return to the main, Employer Portfolio screen. Release an Employer To stop assisting the employer, click the Release Employer option in the menu. On the confirmation screen that opens, click the Confirm button. The system will open the Directory of Services menu. Assist a New Employer To assist a different employer, click the Assist a New Employer option in the menu. The system will open the Employer Search screen, as described below. Search for Employers to Assist To assist an employer, staff must search for the employer record first. To search for an employer to assist: Select Manage Employers Assist an Employer from the Navigation pane. The Employer Search screen will open. Enter the search criteria as shown in the following figure. Employer Search Screen (Partial) Employer Criteria Enter the (whole or partial) name in the Employer Name, User Name or User ID fields. The search returns all employers whose names or User IDs begin with or match the search criteria. For instance, if COM is entered, CompUSA is among the names returned. Use any of the search criteria fields to search for an employer, e.g., the company size, type, or even the specific benefits offered. Note: The system displays the last five employers who were assisted at the top of the Search screen. Click any of the employer links to assist that employer again. Virtual OneStop Staff Services User Guide V18 05/2018

14 Contact Criteria Search by a contact s name, telephone number, or address. Company Address Search by the company s location (e.g., state, county, city, metropolitan area, workforce region, or ZIP code). The control is dynamic; when a selection is made from a higher-level drop-down it automatically retrieves the data for the next level drop-down. Case Management Criteria Search for an employer by status (e.g., Active, Archived), or how the employer registered (self-service, staff entry, web service, etc.). To begin the search, click the Search button. A screen appears (similar to the following figure) that lists the employers that match the search criteria. Employer Search Results (Summary View) The steps in the previous topic indicate how to search for an employer. Based on the search criteria, the system will display a search results screen similar to the figure below. Employer Search Results Screen (Summary View) From this screen, staff can perform the following functions. To assist an employer, click the employer s name in the Username column. The system opens the General Information tab of the employer s Corporate Profile. To sort the list, click the column heading to resort the list. To change the employer s access privileges, click the status link in the Access column. This opens the Employer Information screen, where staff can change the employer s access rights. Virtual OneStop Staff Services User Guide V18 05/2018

15 To open the employer s General Information, Contacts, Activities, Job Orders, or Case Notes tabs, click the appropriate link in the Action column. To save employers to a list, select the corresponding checkboxes in the Select column and click the Save List link. The system will open a field in which to enter a title for the list. Click Save to save the list. To change the search criteria, click the Change Search Criteria link at the bottom of the screen to return to the Employer Search screen. Employer Search Results (Detailed View) The Employer Search screen can also be viewed in Detailed View. With this view, the same employers are displayed but the information is laid out differently. To switch to Detailed View, click the Detailed link above the header row. The following figure shows the Detailed view of the same Search Results screen displayed above. Employer Search Results, Detailed View (One Record) The Detailed view offers the same links as the Summary View. Click the Summary link to change to the Summary view (described in the previous section). Virtual OneStop Staff Services User Guide V18 05/2018

16 Employer Access Rights Staff members can change an employer s Access Rights, which provide certain access rights to the system. The employer s Access Rights setting is stored in the employer s Corporate Profile, under the General Information tab. The employer s access rights determine whether it can enter job orders into the system or search for candidates. There are multiple ways to access this information from the General Information tab in the Employer Profile or from the Employer Search Results screen. Employer Profile General Information Tab Option 1 General Information Tab To open the General Information tab, from the Navigation pane, click Manage Employers Assist an Employer or Manage Employers Employer Access Rights. On the General Information tab, click the Employer Access Rights link to modify the employer s access rights. The Employer Information screen will open. Select the employer s access rights from the Current Access Rights drop-down list. The options include Pending Verification, Enabled, Revoked/Suspended, Locked Out, Revoked Scam, Not Verified, and Locked Out Scam. These options are described in the following, Access Rights Options section. Virtual OneStop Staff Services User Guide V18 05/2018

17 Option 2 Search Results Screen Employer Access Rights Search for an employer using any of the Employer Search screens. From the Employer Search Results screen, click the link in the Access column. Employer Search Results Screen Access Link The Employer Information screen will open. See the instructions in the Option 1 General Information Tab section above. Mass Job Imports In the Employer Access Rights section of the Employer Information screen, select whether the employer can perform mass job imports. Case Notes In the Employer Access Rights section of the Employer Information screen, enter case notes about the employer s access rights by clicking the Add a new Case Note link. See the Add Case Notes section later in this chapter for instructions. The Employer Information screen also offers a link to view a summary of the employer s record. To view the summary, click the View registration link. Click the Save button to save the information that was entered or changed on the Employer Information screen. Virtual OneStop Staff Services User Guide V18 05/2018

18 Access Rights Options The system contains the following access levels that can be assigned to an employer s account: Pending Verification This is the default setting given to newly-registered employer accounts. This setting may prevent the employer from posting or viewing jobs, or searching for and viewing applicants, depending upon the system settings. Enabled This setting provides the employer full access rights to the system. Revoked/Suspended This setting prevents the employer from posting or viewing jobs, or searching for and viewing candidates, rendering any information or functions accessed through the Recruitment Plan Profile off limits. However, the employer can still log in and view and/or reply to messages. The Revoked setting often is used to remove access privileges from an employer because something has changed since the time of initial registration (e.g., EEO violations or address/contact data that is no longer valid or no longer exists). Locked Out This setting removes the employer s system access, including the ability to login. Revoked Scam This setting is the same as Revoked while additionally providing the reason why the account was revoked. Not Verified This setting functions the same as Pending Verification but can be used by staff who have tried to contact an employer and have not been successful in doing so. Note: Actual policies for determining which access setting to use, time period settings, and validation criteria (before initial employer access is enabled), are determined by local or state policies or guidelines, not by the system. Choose a Profile The Employer Portfolio displays the profiles that staff can manage for the employer. To select a profile, click on the profile folder icon or on the title. Employer s Profile Options Virtual OneStop Staff Services User Guide V18 05/2018

19 Employer Portfolio The Employer Portfolio screen provides access to the following information, on separate tabs: Employer Profiles These profiles contain the employer s contact information, locations, contacts, search histories, and templates. Human Resource Plan These folders contain the employer s job orders and recruitment information, including job order templates, application questions, job applicants, skill sets, favorite candidates, and Virtual Recruiter candidate search alerts. Staff s Profile These profiles contain case management information for the employer, such as case notes and activities. This information is visible only to staff. These profiles are described in detail in the following sections. Employer Profiles The Employer Profiles contain basic information about the employer, such as address, phone number, website, and contact information, as well as the employer s search histories and templates. Employer Profiles The Employer Profiles information is divided into three sections: Corporate Profile The Corporate Profile contains general information, locations, contacts/users, and account summary information. Search History Profile The Search History Profile contains information on the résumés, training programs, occupations, industries, and geographic areas the employer has accessed. Communications Profile The Communications Profile contains messages, correspondence templates, and alert subscriptions that the employer has saved. Note: The majority of the Employer Portfolio screens are identical to those used by employers that are logged into the system. Refer to the corresponding topics in chapters 2 and 3 of the Employer Services User Guide for more details on basic functions. The information in this Guide will emphasize the additional fields, different rules, or additional permissions that display for staff assisting the employer. Virtual OneStop Staff Services User Guide V18 05/2018

20 Corporate Profile The Corporate Profile contains the employer contact and account information, including: General Information Tab This screen allows staff to modify the employer s account. For more information, see The General Information Tab in the next section. Locations Tab This screen allows staff to add, edit, or review employer locations, and view contacts for those locations. Contacts/Users Tab This screen allows staff to add, edit, or review the employer s contacts for their locations. Account Summary Tab This screen allows staff to view summary information about the employer s account, such as the number of job orders, viewed résumés, locations, etc. To open the Corporate Profile, select Employer Profiles > Corporate Profile on the Employer Portfolio screen. The General Information tab opens. Corporate Profile General Information Tab (Partial) General Information Tab The General Information tab lets staff enter and modify employer information. Required fields are marked with a red asterisk (*). Note: This screen contains the same information entered on the Employer Registration screen. For some sections, you will need to select the Edit link before making changes. For other sections you may enter or modify information as needed and click the Update link. Virtual OneStop Staff Services User Guide V18 05/2018

21 Click the Save button to save the changes. Employer Corporate Profile General Information Tab (Partial) Staff may use fields and links on this tab (several of which are not available to employers) to view, enter, or modify information on behalf of the employer. These options include the following: Staff Info Staff can change the assigned LWIA and Office location by making selections from the drop-down lists. Employer Audit History Click the View Employer History link to view the employer s audit records. Employer Access Rights Click the link to change the access rights for the employer s account. For more information, refer to the section Access Rights Options earlier in this chapter. Account Type(s) Click the Account Type link to change the employer s account type (Recruiting, Unemployment, etc.). Reset Employer Account Click the Reset Employer Account link to reset the password or security question/response of the employer s contact(s). For more information, refer to the next section, Reset Employer Account. Merge Employer Account Click the Merge Employer Account link to merge two accounts belonging to the same employer. For more information, refer to the section Merge Employer Accounts later in this chapter. Employer Access Click the Employer Access link to change the access rights for the employer s account. (This is the same functionality as clicking the link in the Employer Access Rights field.) Case Assignment Click the Case Assignment link to view or change the employer s case manager (as explained in the Assign a Case Manager section earlier in this chapter. Virtual OneStop Staff Services User Guide V18 05/2018

22 Reset Employer Account If a staff member is contacted by employer users who have forgotten their username, password, and/or security question response, this feature will assist staff in resetting the account information so that the employer can log into the system. When staff click the Reset Employer Account link, the system will display a selection screen (as shown in the following figure). Staff may take any of these actions: Select the contact(s) to be reset Reset the password Reset the security question and response Reset Account Options Screen Send the user the forgotten user name via (from the system account or the staff member s account) For details of each option, see the topics that follow. Reset Password If users have forgotten their password, a staff member can use the Reset Password option. A message will be sent to the user s message center, alerting the user of the reset. Staff can also send a reset Virtual OneStop Staff Services User Guide V18 05/2018

23 password notification to the user s address. Staff should confirm the address and then click Send to complete the action. The employer will receive a notification explaining how to access the system. On the system s login screen, the employer will enter the user name and the temporary password that the system has assigned and sent in the notification. Next, the system will display a window where the user is prompted to provide personal information for security purposes. They complete the data entry and click Verify to proceed. Note: If employers are unable to provide the required information, they can click Go To Contact Staff Page for further assistance. The last step of the password reset function requires the employer to enter a new password and confirm it. The employer will use this newly created password for subsequent system logins. Reset Password Screen Reset Security Question/Response If users have forgotten their security question/response, a staff member can click the Reset Security Questions/Response checkbox on the Reset Account Options screen. A message will be sent to the user s message center or , alerting the user of the reset. Staff should confirm the user s address and click Send to complete the action. Reset Security Questions/Response The user will receive a notification confirming the security question/response has been reset. Upon logging in to the system, users should select a new security question and response. Virtual OneStop Staff Services User Guide V18 05/2018

24 Merge Employer Accounts This feature enables a staff member to merge duplicate employer registrations in the system into one record, with all services attached to a parent record. The ability for staff members to perform this function is determined by the Merge Employers privileges set for them by an administrator. If they have the ability to merge employer, they will either merge employers and automatically archive the merged employer, merge employers and automatically delete the merged employer, or they will be able to choose to archive or delete, depending on their permissions. To merge two employer records: Select Assist an Employer. Search for and select the employer to be merged. On the employer s General Information tab, select the Merge Employer Account link as shown in the figure below). Repeat the search for the other employer to be merged into the first employer. Select the employer by clicking on the user name on the Search Results screen. Selecting a Merge Employer Account Verify that the Master Employer and the Merge Employer (at the top of the screen) are the correct ones. Review the records that will be merged in the Records to be Merged section. Select an action in the Outcome section: Merge contact and worksites - Move their associated records to primary location and contact This selection will move the Merge Employer contacts into the Master Employer account and will associate them with the Master Employer s primary location. (They will no longer be associated with their previous locations.) Merge contact and locations - Keep their associated records to primary location and contact This selection will keep the Merge Employer locations and contacts as they were. Archive This selection retains identifying information about the Merge Employer in the system but the information is not accessible to staff through Staff Services. (It can be accessed only through the Administration site.) Records that are archived can be restored. Delete This selection deletes all identifying information about the Merge Employer permanently. Records that are deleted cannot be restored. Note: Permissions set by an Administrator will define which options are available to staff. Virtual OneStop Staff Services User Guide V18 05/2018

25 Merge Employer Accounts Screen (Partial) To add a case note about the merge, click the Add a new Case Note link. Click the Merge button to complete the merge. Click Cancel to cancel the merge A verification pop-up will display; click OK to finalize the merge. (After the merge process is completed, the Merge Employer account will no longer be active in the system.) Restore Archived Employer Accounts To restore an Employer Account that has been archived, begin by searching for employers with an Employer User Status of Archived. On the Employer Search screen, select Archived from the Employer User Status drop-down list (at the bottom of the search screen) and click the Search button. Employer User Status Selection Note: The Employer User Status must be Archived to find archived employers. The Search Results screen will list all archived employers with a Restore link in the Action column. Virtual OneStop Staff Services User Guide V18 05/2018

26 Note: Search Results Archived Employers Staff members must have the necessary privileges to restore an employer. If the staff member has restore permissions, clicking the Restore link will display a confirmation to verify that the staff member wants to restore the employer After clicking OK (to confirm the restore), the employer is restored and the staff member can click the Return to the results page button to return to the results page. The restored employer will display in the search results as Enabled. Locations Tab The Locations tab lets staff manage employer locations or work sites and view each location s contacts. See the Add Employer Locations section above for instructions on employer locations. Locations Tab Virtual OneStop Staff Services User Guide V18 05/2018

27 On the Locations tab, staff can: Click the + Show Filter Criteria link. From the drop-down list, select to view only active or inactive locations or all locations. Click the Edit Location link to edit the location s information. Click the View Contacts link to view or edit the location s contacts. Click the Activate or Inactivate link to change the location s status. Note: By deactivating a location, the location s contacts also are deactivated. If the location is reactivated, staff must separately reactivate the contacts. Click the View Assigned Case Manager link to view, edit, delete or assign the location s case manager. Click the Add Location button to add a new location to the employer s record. Add Locations On the Locations tab, click the Add Location button. The Location screen will open as shown in the Add Employer Locations section earlier in this chapter. Complete the information on the screen that pertains to the new location. The system will prefill certain fields, based on information entered about the primary location. Click the Save button to save the new location. Edit or Inactivate Locations Edit On the Locations tab, click the Edit Location link in the Action column. The Location screen will open as displayed in the section above. Make the required changes and click Save. Inactivate On the Locations tab, click the Inactivate link in the Action column. Locations that are the employer s primary location or the default location for one or more contacts cannot be made inactive. Reactivate On the Locations tab, click the + Show Filter Criteria link. Select Inactive from the drop-down list. The Locations list will refresh, showing only inactive locations. Click the Activate link in the Action column to reactivate a location. Locations Tab Filter Criteria Contacts/Users Tab The Contacts/Users tab lets staff create, review, edit, and activate/inactivate the employer s contacts. Entering employer contacts is necessary to create job orders because each job order links to a specific employer location and its contact(s). Each location requires at least one active contact person in order to create a job order for that location. Virtual OneStop Staff Services User Guide V18 05/2018

28 The system allows multiple users to be created for each employer s account. This is useful for employers that have several employees accessing the system in order to perform tasks on the employer s behalf, such as posting jobs or reviewing candidates. Contacts can be customized so they have user privileges to perform only specific tasks in the system. The following figure displays a sample of the Contacts/Users tab. Contacts/Users Tab Note: For details about using the Contacts/Users tab, see the topic, Contacts/Users in chapter 3 of the Employer Services User Guide. From the Contacts/Users tab, staff can: Click the + Show Filter Criteria link. From the drop-down lists, select the location whose contacts should display and/or select the status of the contacts to display (active, inactive or all). Click the corresponding Edit Contact link in the Action column to edit a contact. Click the corresponding Delete link in the Action column to delete a contact. Click the Activate or Inactivate link in the Action column to change the contact s status. Click the Add Contact button to add a new contact to the employer s record. Virtual OneStop Staff Services User Guide V18 05/2018

29 Add contacts On the Contacts/Users tab, click the Add Contact button. The Contact Information screen opens (as shown in the following figure). Enter the contact s name, title, phone number(s), and address. Contact Information Tab (Partial) Select the location(s) with which this contact is associated by checking all boxes that apply in the Associated Location(s) column. Select the contact s default location in the Default Location column. (These are required steps.) To create a new location on the fly, click the Create New Location link. Click the Next button to proceed to the next screen. On the Contact Designations screen, select the contact s role(s) and click the Next button to move to the next screen, Sign In Information. Note: The Contact Designations tab is intended for use with the Customer Relationship Management (CRM module. Its use is strictly information in systems without CRM. If the system includes purchase of the CRM module, additional functions may be tied to these designations. On the Sign In Information screen: Indicate whether the contact is able to sign into the system by selecting the Give this Contact the Contact Designations Tab Virtual OneStop Staff Services User Guide V18 05/2018

30 ability to Sign In checkbox at the top of the screen. Enter a User Name, Password, and Security Question and Answer. Click the Next button to move to the next screen/tab, User Privileges. Sign In Information On the User Privileges screen, indicate what system privileges the contact has by selecting all checkboxes that apply. To select (or deselect) all, click the first checkbox. Click the Finish button to save the new contact. Edit Contacts On the Contacts/Users tab, click the Edit Contact link in the Action column. The Contact Information screen opens. See the Add Contacts section above for instructions on the Contacts screens. Make the required contact changes and click Save. Inactivate/Activate Contacts On the Contacts/Users tab, click the Inactivate or Activate link in the Action column. User Privileges Screen (Partial) Virtual OneStop Staff Services User Guide V18 05/2018

31 The screen will refresh, displaying the change. If a contact was inactivated, it can still be displayed. To redisplay the inactive contact, click the + Show Filter Criteria link. Select Inactive from the Display contacts with a status of: drop-down list. The screen will refresh, showing only inactive contacts. The contact can then be reactivated by clicking the Activate link. Note: The primary contact cannot be inactivated. For more information on how to manage employer contacts, see the topic Contacts/Users in chapter 3 of the Employer Services User Guide. You can also access the training video in the Learning Center, or click this link, to view the video on Multiple Employer Logins. Account Summary Tab The Account Summary screen displays a wide range of information about the employer s account at a glance. The screen displays summary numeric information with active links (as shown below). Account Summary tab Note: For details about using the Account Summary tab, see the topic Account Summary in chapter 3 of the Employer Services User Guide. Current statistics shown for an employer account may include: Contacts/Users Locations Job Orders Applicants Viewed Résumés Favorite Candidates Virtual Recruiters Virtual OneStop Staff Services User Guide V18 05/2018

32 Search History Profile The Search History Profile contains the employer s search history, displayed on separate tabs. The Search History Profile allows users to view the following information: Viewed Résumés Programs Occupations Industries Areas Search History Profile To open the Search History Profile, click Search History Profile on the Employer Profile screen. Viewed Résumés Tab The Viewed Résumés tab lists candidates résumés the employer has viewed. Viewed Résumés Tab Virtual OneStop Staff Services User Guide V18 05/2018

33 On this screen, staff can: Click the Search for Candidate Résumés button to search for candidates. Click the Résumé Title link of a résumé to view it. Click the View History link in the Action column to see which staff member(s) and/or employer contact(s) viewed the résumé and when. Select the corresponding checkbox in the Select column and click the Delete link to delete a résumé from the list. Click a column heading to sort the list by that item. For more details on searching for candidates, see the Candidate Search Methods topic in chapter 5 of the Employer Services User Guide, access the video in the Learning Center, or click this link to view Candidate Résumé Search. Programs Tab The Programs tab lists training programs the employer has researched. On the Programs tab: Programs Tab Click the Search for Training Programs button to search for programs. Click the Program title link to view a summary of the program including the location(s), cost, instructor qualifications, etc. Select the corresponding checkbox in the Select column and click the Delete link to delete a program from the list. Occupations Tab The Occupations tab lists occupations the employer has researched. Click an Occupation link to open the profile for that occupation. Virtual OneStop Staff Services User Guide V18 05/2018

34 On the Occupations tab: Occupations Tab Click on an Occupation title link to open the Occupation Profile for that occupation. Click the + Show Filter Criteria link to filter the list. From the drop-down list, select to view all current occupations (that the employer has researched), or only deleted occupations, or all. Note: See Appendix A for information on Occupation Profiles, or see the separate Virtual LMI Analyzer User Guide, for more details on the Occupation Profile screen. Industries Tab The Industries tab lists any industries the employer has researched. Click an Industry title link to open the profile for that industry. Industries Tab Virtual OneStop Staff Services User Guide V18 05/2018

35 On the Industries tab: Click on an Industry title link to open the Industry Profile for that industry. Click the + Show Filter Criteria link to filter the list. From the drop-down list, select to view all current industries (that the employer has researched), or only deleted industries, or all. Note: See Appendix A for information on Industry Profiles, or see the separate Virtual LMI Analyzer User Guide, for more details on the Area Profile screen that displays. Areas Tab The Areas tab lists any geographic areas in which the employer has searched. Click an Area Name link to open the profile for that area. On the Areas tab: Areas Tab Click on an Area Name title link to open the Area Profile for that industry. Select the corresponding checkbox in the Select column and click the Delete link to delete an area from the list. Click the + Show Filter Criteria link to filter the list. From the drop-down list, select to view all current areas (that the employer has searched), or only deleted areas, or all. Note: See Appendix A for information on Area Profiles, or see the separate Virtual LMI Analyzer User Guide, for more details on the Area Profile screen that displays. Communications Profile The Communications Profile contains the employer s messages, communication templates, subscriptions and an log, each displayed on a separate tab. To open the Communications Profile, click Communications Profile on the Employer Profile screen. The Communications Profile tabs include: Virtual OneStop Staff Services User Guide V18 05/2018

36 Messages The Messages screen lists the system messages the employer received or sent, and lets staff create and manage system messages on the behalf of the employer. Communication Templates The Communication Templates screen lists the correspondence templates created by the employer, as well as the built-in, system-created templates. Subscriptions The Subscriptions screen allows the staff to turn on/off system messages that will automatically be sent to the employer when predefined business rules are met. Log The Log screen lists the s the employer has sent using the system. Communications Profile Messages Tab The Messages tab lets staff members manage messages on behalf of the employers they are assisting. Messages List Screen A closed envelope indicates the message has not been opened; an open envelope indicates the message has been opened. Virtual OneStop Staff Services User Guide V18 05/2018

37 On the Messages screen, staff can: Open Click the Subject link to open and read the message. View messages by type by selecting one of the folders in the left-side menu: Inbox View messages that are currently active, both read and unread. Deleted View messages the employer has received, but deleted from the Inbox. Drafts View messages the employer has created, but not sent. Junk View messages that were filtered by the system as being questionable. Sent View messages the employer has sent to staff or candidates. Sort Click a column heading to sort the list by that column. Mark as Read Select messages by checking the corresponding boxes in the Select column and click the Mark as Read link at the bottom of the screen. Delete Click the checkbox next to the message(s) to be deleted then click the Delete Selected Item(s) link at the bottom of the screen. Filter Click the + Show Filter Criteria link. Enter a date range and click Filter to view only messages processed during that date range. Communication Templates Tab The Communications Templates screen allows staff to create and edit form-letter templates (on behalf of the employer) that employers can send to individuals or staff. By default, only templates that the employer created will display (or those created by staff on behalf of the employer). To view system templates, click the + Show Filter Criteria link. Select System Default from the System Type drop-down list and click the Filter link. The Cover Letter, Acceptance Letter, and Followup Letter templates are system-generated templates. To view system-generated templates as well as user-created templates, select Both from the System Type drop-down list. Correspondence Templates List Screen with Filter Criteria Displayed On the Communication Templates screen, staff can: Create a New Template Click the Create New Template button to create a new template. Edit Click the Edit link to open the template in edit mode. Virtual OneStop Staff Services User Guide V18 05/2018

38 Preview Click the corresponding Preview link to view the template. (The Preview screen does not allow changes.) Copy Click the Copy link to create a new template by copying the existing one and then editing it and saving it with a different name. Delete Select the corresponding checkbox(es) in the far-right column and click the Delete link to delete the selected template(s). (This option is only available for templates created by staff or employers, not templates that are shared or generated by the system.) Create New Correspondence Templates Employers, or staff on behalf of employers, may create letters up to one page in length. A Spell Check link is available to check the text for errors. To create a new template, follow the steps below. Create a New Template Click the Create New Template button to create a new template. The Correspondence Template screen will open (as shown below). Name Enter a name for the template. Add or Edit Your Correspondence Template Type Select the template type (Cover Letter, Follow Up Letter, Acceptance Letter, or Other). Status Set the status to Active or Inactive. Text Type in or paste the text of the letter in the Template Body Text box. Spell Check Click the Spell Check link to check the spelling. Clear Text Click the Clear Text link to delete the text from the Template Body Text box. Remove All Formatting Click the Remove All Formatting link to remove any formatting that was added to the text. Insert Variable Click the Insert Variable link to insert variables (e.g. Recipient s Company Name, Address, Today s Date, etc.). Save Click the Save button to save the new template. Virtual OneStop Staff Services User Guide V18 05/2018

39 Copy To create a new template by copying an existing one, click the Copy link of the template to be copied (on the Communication Templates Tab). The template will open in edit mode, with the words Copy of in the Template Name field. Change the Template Name. Change the Type, Status and/or Body Text, if needed. Click the Save button to save the changes. Edit Correspondence Templates To edit an existing template, click the corresponding Edit link. The Correspondence Templates screen will open, as shown below. Change the Template Name, Type, Status and/or Body Text. Click the Spell Check link to check for errors. Click Save to save the edits or Cancel to exit without saving. Delete Templates Templates can be deleted only by the user who created them. The system recognizes this based on the login name. To delete a template, select the checkbox for that template and click the Delete link (on the Correspondence tab). Subscriptions Tab The Subscriptions Tab displays the messages ( system alerts ) that the employer can receive via the Message Center, , or text message. To open the Subscriptions tab: On the Employer Profiles screen, select Communications Profile > Subscriptions. On this screen, staff can enable and disable subscriptions on behalf of the employer. If the employer wants to receive any of the alerts in the list, select Receive from the drop-down list in the Action column. If they do not wish to receive an alert, select Don t Receive from the drop-down list in the Action column. Click the Save button at the bottom of the screen to save the selected preferences. Note: Only the system alerts that can be configured to allow users to opt out will appear on this screen. Log Tab The Log Tab displays a log of the employer s messages both sent and received. The s may include those sent to external addresses with an attached résumé or messages sent through the system to other users. If the employer s system includes this feature, the user will be able to send and receive s through the system on the Log screen. To view s that were sent or received, select an option from the Display s drop-down list. To open an , click the View link in the Action column. Virtual OneStop Staff Services User Guide V18 05/2018

40 Log Screen Showing s Sent Human Resource Plan The Human Resource Plan contains: Job Order Plan The Job Order Plan contains the employer s job orders, job order templates, application questions, and job skill sets. Recruitment Plan The Recruitment Plan includes the employer s job applicants, favorite candidates, and Virtual Recruiter information. Human Resource Plan Virtual OneStop Staff Services User Guide V18 05/2018

41 Job Order Plan The Job Order Plan contains an employer s job orders, templates, application questions, and skill sets. To open the Job Order Plan: On the Human Resource Plan screen, select Job Order Plan. The Job Order Plan consists of the following tabs: Job Orders Job Order Templates Application Questions Job Skill Sets Typical Tools and Technology Sets Job Order Plan Each tab of the Job Order Plan is explained in detail in the following sections. Job Orders Tab The Job Orders tab lists the employer s job orders, and options/links on this tab let staff members create new job orders and manage existing job orders on behalf of the employer. To open the Job Orders tab from the Employer Portfolio screen, select Human Resource Plan Job Order Plan Job Orders. On the Job Orders tab (shown on the next page), staff can perform the following tasks on behalf of the employer: View Click the Summary or Detailed link above the header row to change the view. Both views offer the same information and links in different layouts. Filter Click the + Show Filter Criteria link to view only certain types of job orders. When finished selecting filter criteria, click the Filter link to set the filter. Click the Reset Filter(s) link to remove all filters. Type To display internal, external or both types of job orders, make a selection from the Job Order Type radio buttons. Complete Status To display job orders that are complete or incomplete, make a selection from the Complete Status radio buttons. Job Order Status To display only a certain type of job order based on the Job Order Status (Active, Pending Employer Verification, Employer Access Revoked, Closed by Staff, Marked for Deletion, Employer Filled Position, Employer Position no longer available, Placed on Hold, Open and available, Maximum Positions Met (Placed), Maximum Applicant Met, Veteran Hold, or Expired), select the job order status from the drop-down list. Note: This Virtual OneStop Staff Services User Guide V18 05/2018

42 drop-down list will only appear if Complete is selected from the Complete Status drop-down list. Keyword Enter a keyword by which to filter the job orders. To further expand the search to find exact words, any words, or one or more words, in the title or job description, click the + Show Keyword Search Options link and select the options desired. Date Select a date range option from the first drop-down list (e.g. Created, Edited, Released, etc.) and the specific time from the second drop-down list (e.g. Anytime, Today, Last 3 days, etc.). Job Orders Tab Sort the list of job orders To sort the list, click the column heading by which to sort. View or modify job order details Click the desired Job Title link (or the Edit link in the Action column). Edit the job order status Click the job order s Employer Job Status link. On the screen that opens, modify the job order status and click Save. For details, see the Job Order Status topic later in this chapter. Refer Select the corresponding checkbox(es) for the job order(s) to be referred and click the Refer link at the bottom of the Select column. On the Referral Search screen that opens, search for candidates or résumés that match the job order and should be referred to the employer for consideration. Map Select the corresponding checkbox(es) for the job order(s) to be viewed on a map and click the Map link at the bottom of the Select column. Pages If the list of job orders extends to multiple pages, select the number of rows per page to display, as well as the page number to view, from the controls at the bottom of the list. Add a new job order Click the Add New Job Order button. For more information, see the topic Create a New Job Order in Chapter 4. Virtual OneStop Staff Services User Guide V18 05/2018

43 The following describes each of the links in the Action column on the Job Orders Tab. Copy - Click the Copy link for the desired job order. For details, see the topic see the topic Copy Job Orders later in this chapter. Edit Click the corresponding Edit link in the Action column to edit the job order. Delete Click the corresponding Delete link in the Action column to delete the job order. Search by job order criteria Click the corresponding Search by Job Criteria link in the Action column, which begins a search for candidates that match the job order. Résumé Search Click the corresponding Pre-fill Advanced Résumé Search link in the Action column, which opens the Advanced Résumé Search tab with criteria already filled in based on the job order. Edit the search criteria as needed and click Search to begin the résumé search. For details, see the topic Advanced Résumé Search, in Chapter 5 of the Employer Services User Guide. View Applicants Click the corresponding Applicants link in the Action column to open the Applicant Information screen which lists all applicants for the selected job order. Job Orders Tab Links Preview Click the corresponding Preview link in the Action column to open the Job Details screen. Template Click the corresponding Template link in the Action column to save the job order as a template. Convert External Jobs, Mass Job Order Import and Import Applicants Staff and employers with appropriate privileges will see the following three links at the bottom of the Job Orders tab order. Job Orders Tab Additional Quick Links Convert External Job Order This link allows staff to search for external employer job listings and convert them to internal jobs. For example, if a registered employer already has some jobs posted through another website, staff can find and convert them so they can be maintained through Virtual OneStop along with the employer s internal job postings. (Internal job postings are those created within Virtual OneStop.) Mass Job Order Import This link allows staff to import an external file containing data on multiple jobs. That data is uploaded in the system to create internal job orders. This method is Virtual OneStop Staff Services User Guide V18 05/2018

44 not recommended since it bypasses many of the convenient tools available using the Job Order Wizard in the system; however, it may be useful to employers who prefer to collect the data for many jobs in one spreadsheet and review those jobs from the spreadsheet before entering any of them into the Virtual OneStop system. See the Mass Job Orders Import section of Chapter 4 of the Employer Services User Guide for instructions. Import Applicants This link lets staff import a csv file of applicants. To download a data entry spreadsheet to use as a template, click the Download Data Entry spreadsheet to Import Applicants link. Complete the spreadsheet (see the Instructions tab for details) and save it as a csv file. When the csv file is saved, navigate to the file by clicking the Browse button, doubleclicking on the file and click the Upload button. Convert External Job Orders The system incorporates job spidering technology to import jobs posted on Internet job boards. Employers who are new to the Virtual OneStop system may have jobs posted on external sites already. With this link, staff can convert those external job orders to internal job orders. Note: The system will import details of the external job order, but the user may be prompted to complete additional required information. This option is available only to staff assisting employers, not to employer contacts. Click the Convert External Job Order link. Select a desired search area by clicking the Area Selection link. Enter employer keyword search criteria, e.g. the employer s name in the Keyword Search field. On the Search Results screen, select the desired employer by clicking on the numeric link in the Job Openings column. Select the desired external job opening. Click Convert this Job from the Job Order Details screen. Click OK to continue. Select a desired occupation for the converted job order. Select the employer location sponsoring the job order. Select the appropriate employer contact person at that location. Select the job order s required skills. Record job order details. Click Save to save the job order. Mass Job Order Import Although the Job Order Wizard is the easiest and most thorough method for entering jobs into the system, there is a second method of entering job orders into the system. The Mass Job Order Import function allows staff to import an external file that contains multiple jobs. This method may be useful to employers that prefer to collect the data for many jobs in one spreadsheet, and review those jobs from the spreadsheet before entering any of them into the Virtual OneStop system. Staff can assist employers with the imports or they can enable employers to perform mass job order imports on their own. Virtual OneStop Staff Services User Guide V18 05/2018

45 Import Job Orders Job Templates Tab To import job orders: Click the Import Job Orders button on the Job Order Templates tab. (Alternatively, click the Mass Job Order Import link on the Job Orders tab.) A screen displays key parameters for the import (including the location of the source/upload file). Select a location for the uploaded jobs. Note: To specify the location for the mass job order upload in the source (Excel) file, select the Worksite and Contact Codes Provided in File option, which is the default selection. Select to use the default skills (based on occupation) or to not define any skills for the jobs. Note: Occupation codes are required for each job in the source/upload file. Default skills will be based on the occupation codes included in the job order upload, if default skills are selected. Choose an option in the Job Applicant Questions section to determine if applicant question sets will be associated with the job orders uploaded to the system. Click the Browse button to navigate to the file to upload. Note: Click the Download Excel Import Template link, if not already done to create the file or to retrieve the most recent template that is set up for entering the job order information. The Excel template will open to a page with directions on how to save the file, enable the macros, and enter the required and optional data. Upload File / Download Template To create a valid import file, several pieces of information require a numeric code for the data (e.g., the occupation code). The links in the Helpful Links area at the bottom of the Mass Job Orders Import screen will open PDF files that may be helpful in creating the upload file. Click any of the links to view the specific information. Virtual OneStop Staff Services User Guide V18 05/2018

46 After making selections on the Mass Job Orders Import screen and selecting the upload file, click the Upload button. The uploaded jobs will display on the Job Orders tab. For more information on the Job Order tab, and creating a new job order, see the topic Job Order Screens in chapter 4 in the Employer Services User Guide. You can also access training videos in the Learning Center, or click this link for a video on Posting a Job. Import Applicants This link allows staff to import a csv file of applicants. To download a data entry spreadsheet to use as a template, click the Download Data Entry spreadsheet to Import Applicants link. Complete the spreadsheet (see the Instructions tab for details) and save it as a csv file. When the csv file is saved, navigate to the file by clicking the Browse button, double-clicking on the file and click the Upload button. Create Job Orders Virtual OneStop lets staff members and employer contacts with the necessary privileges add job orders. The job orders are created using the Job Order Wizard To create a new job order, follow these steps: Click the Add New Job Order button at the bottom of the Job Orders tab. Step 1: Select a Job Creation Method, Job Title and Job Occupation After clicking the Add New Job Order button, the first information the system collects is the job order s Job Title and Job Occupation: Virtual OneStop Staff Services User Guide V18 05/2018

47 Creating a New Job Order Title and Occupation Choose a Job Creation Method: Manual Entry This option builds the job order through a step-by-step (Job Order Wizard) process. Copy Existing Job Order This option copies the information previously entered in an existing job order and uses it to build a new job order, which can then be modified. This option is only available if the employer has job orders currently in the system. After clicking this radio button, a drop-down list will open from which to select the job order to copy. Create Job Order from Template This option creates a new job order (which can be modified) based on a job order template. This option is available only if the employer currently has job order templates in the system. After clicking this radio button, a drop-down list will open from which to select the job order template to use. Title Enter a title for the job in the Job Title field. The system s predictive text feature will attempt to auto-complete the selection using known Job Titles. If the system displays the correct Job Title, select it from the drop-down list. This will pre-populate the Job Occupation list with suggested occupations that match the Job Title. Occupation If the suggested occupation is not the desired occupation, click the Search for an occupation link to begin the process of manually searching for an occupation. An Occupation Selection screen displays options to search for and select an occupation. For details on searching for occupations, access a video in the Learning Center, or click this link to view a video on How to Conduct an Occupation Search. Click the Next button, after entering the Job Creation Method, Job Title, and Job Occupation to proceed with the job order. Virtual OneStop Staff Services User Guide V18 05/2018

48 Step 2: Choose a Location and Contact for the Job Order The Job Order Location and Contact screen is displayed. Select a location. Job Order Location and Contact Screen Note: To select a location that is not listed, click the Add New Location link. Select a contact. Note: To select a contact who is not listed, click the Add New Contact link. Click Next to proceed with the job order. Step 3: Enter Online Display Status and Job Details Select the employer s preferences as to how the job order displays online and how applicants may apply, as described below: Display Online to Jobseekers*: Employers may choose to display the job online, with a full job description and contact information if Yes is selected. If No is selected then only authorized staff members will see the job. Display Company Name: Employers may choose to display the company name in the online job order. (This option works only if Yes was chosen in the previous question, which allows the job order to appear online.) Screen Applicants: Employers may choose to require that applications be screened by the appropriate local workforce staff (rather than by the employer). This is a suppressed job order. If Yes is selected, an additional field will open, where staff can indicate if applicants are required to meet with workforce staff in person. Virtual OneStop Staff Services User Guide V18 05/2018

49 Job Order Display Options *Online vs. Offline Status For a job order to display online, the following conditions must exist: The Display online to job seekers field must be set to Yes. The Staff Job Order Status must be set to Open and available (see Step 11 below). Once a job order is posted to the system, it is available for job seekers to view. When the job is not displayed online, job seekers résumés and job applications are verified and validated by one-stop staff who, in turn, will forward only qualified candidates to the employer. In the Job Details section of this screen, enter or select all required fields and then click the Next button to proceed to the next step. Job Order Wizard (Step 3) Step 4: Enter Job Description On the Job Description screen, enter text describing the job duties in the text box provided. Job Description Virtual OneStop Staff Services User Guide V18 05/2018

50 To use the standard O*NET description for the occupation, click the Insert Sample Text link and the system will fill the text box with that description automatically. Click Next to proceed with the job order. Step 5: Add Required Skills There are several methods to select skills for a job order as described below. Staff also may enter other skills by typing free-form text in the text box provided. This screen allows staff to select the skill sets associated with the job. The next screen (described in Step 6) will let staff refine those skills adding new ones or deleting unnecessary ones. Skill Set Selection Methods Select a method for assigning skills the job order by clicking one of the radio buttons. Default skills This option includes the default list of skills for the occupation in the job order. Saved skill sets This option lets the user select from skill sets that were previously saved, using a displayed drop-down list (shown in the following figure). Copy skills from an existing job This option lets the user select a skill set associated with other jobs that were created by or for the employer, using a drop-down list. Select skills This option lets the user select from the list of all available skills, to create a unique skill list for the job order. This list will display after clicking the Next button. Do not define skills This option will not include any skills in the job order. Add information about other skills such as specific degrees, certifications, software, or licenses that are required for the job, if any, in the Other Skills text box. Indicate whether the employer requires or prefers applicants to have a specific WorkKeys score by clicking one of the radio buttons (at the bottom of the screen). If Yes requires is selected, the system will display additional fields in which to indicate specific requirements as shown below. Virtual OneStop Staff Services User Guide V18 05/2018

51 Required WorkKeys Scores Selection (Partial) Click Next to proceed. Step 6: Select/Edit Skills for the Job Order The Select Skills screen displays all skills (as selected on the previous screen grouped by category) and allows staff to modify the skills associated with the job order. The number in parentheses after each category (and subcategory) indicates how many skills in that category are included in the job order. For instance, in the sample figure shown below, there are 7 Management & Office Services skills included in the job order; 2 in the Management & Office Services General category, 4 in the Office Administration category, and 1 in the Purchasing & Operations category. To add or delete skills: Click the + symbol beside a category of skills to expand that selection; click the + symbol again to open any of the subcategories. Check the skill boxes that apply. Note: Available Job Skills List (by Categories Partial Screen) To clear all the selected skills, click the Delete All Saved Skills link at the top of the list. To add or delete all skills in a group click the Select All link at the top of each group. Click Next to proceed with the job order. Virtual OneStop Staff Services User Guide V18 05/2018

52 Step 7: Enter Hiring Requirements This screen allows staff to indicate the employer s hiring requirements for this job order, such as background checks, drug testing, or specialized licensing, as well as education, experience, age, and driver s license requirements. Hiring Requirements: Hiring Requirements Select the checkboxes to indicate any tests, checks, or screenings the employer requires. If Other is checked, a text box displays in which staff can enter a description. Identify the source where testing will occur by selecting an option from the Testing Requirement drop-down list. Virtual OneStop Staff Services User Guide V18 05/2018

53 Education, Experience, Age, and Driver s License Requirements: Use the text boxes and drop-down lists to enter minimum age, education, experience, and driver s license requirements for the job. Note: The minimum education and minimum experience requirements must be entered; however, staff can enter 0 for Minimum Months of Experience to encourage job seekers without previous experience to apply. Indicate if the job is accessible by public transportation. If a driver s license is required, select the type from the drop-down list. Then pick from the options that will display for different license types. Click Next to proceed with the job order. Step 8: Enter Compensation, Hours, and Benefits Enter information about the job s compensation, hours and shift. Enter the Minimum Salary (if desired) and the Maximum Salary, and indicate the unit (e.g., Hour for hourly, Year for yearly, etc.). Note: If an amount below the minimum wage is entered, a message will display. To view information about the average compensation rates for the occupation, click the View Typical Labor Market Rates link. Make a selection from Pay Comments. Indicate if Supplemental Compensation is offered. Select the Hours per Week. If they are specific, enter the amount. Select the Shift. Compensation and Hours Virtual OneStop Staff Services User Guide V18 05/2018

54 Indicate if benefits are offered and if so, select which ones are offered by checking the corresponding boxes. Note: If the employer record includes the benefits offered, they are automatically checked and appear in red, but they can be changed for any particular job order. Click Next to proceed with the job order. Benefits Offered Step 9: Select Application Method(s), Required Data, Questions, and Notification This screen defines the method(s) that applicants can use when they apply, minimum information they must include, any questions they must answer, and how the employer will be notified of a job seeker applying for this job. Job Application Methods Accepted Click the box beside each job application method that individuals may use when applying for the job. Also enter a brief description of the application process, if desired. Virtual OneStop Staff Services User Guide V18 05/2018

55 Note: Job Order Application Methods Accepted Adding a description of the application process can be especially helpful to applicants if, for example, they must go through multiple interviews or extensive additional testing. Job Applicant Information Needed This section allows staff to indicate the types of information that a job applicant is required to provide to apply for the job. Select the Required checkboxes beside the sections of an individual's résumé that must be completed in order for the individual to apply for the job. Note: The system will show applicants whether they meet the requirements and let them add missing information before submitting an application. Job Order Job Applicant Questions Virtual OneStop Staff Services User Guide V18 05/2018

56 Applicant Question Set This section allows staff to attach one or more sets of questions for a job applicant to answer. If the employer has previously created interview questions in the system, the set(s) will be available in the dropdown list. Select the question set applicants must answer from the drop-down list. Note: If no question sets were created previously, click the Create Job Applicant Questions link to begin that process. You will be returned to this step after creating the question set. Job Order Job Applicant Questions Applicant Notification Method Select the method of communication the system will use to notify the employer that a job seeker has applied for the job, or has been referred to the job by a staff member. Choose Yes if the employer wants to be notified and indicate whether the employer would like to receive an notification (in addition to the Message Center notification, which is standard). Click Next to proceed with the job order. Job Order Applicant Notification Method Step 10: Upload and Other Information This screen allows staff to select the employer s preferences about online job posting and other options (such as veteran s preference or green job status). To upload the job order to an external site, click the desired checkbox(es). Click the (visit) link to open those sites in a new browser window. Virtual OneStop Staff Services User Guide V18 05/2018

57 Job Order Upload Options Answer each of the Other Information questions with a Yes or No. If a security clearance is required, select the required level from the drop-down list that will appear. Indicate if the employer will consider applicants with criminal histories by using the drop-down list. Click Next to proceed with the job order. Step 11: Enter Staff Information The final screen, which is displayed only to staff members creating a job order on behalf of an employer, asks for information about the LWIA/Region and the job order. Staff Information Virtual OneStop Staff Services User Guide V18 05/2018

58 The Staff Job Order Status drop-down list allows staff to put the job order on hold or assign it a status of Veteran Hold or Open and Available. (The length of time a job will be held for Veteran Preference is dependent on the system's configuration.) Complete the information on the screen and click the Finish button to complete the job order. A Job Order screen will display, showing the newly create job order at the top. Click the Preview link to preview the job as it will display to job seekers. Job Orders Screen The following sections describe each of the links in the Action column on the Job Orders Tab. Copy Job Orders Copying a job order lets staff use an existing job order as the basis for another order. To copy a job order, open the Job Orders tab and click the corresponding Copy link in the Action column. On the Copy Job Options screen, choose to copy the job order exactly as it is or to modify the job order. Copy Job Options Screen Virtual OneStop Staff Services User Guide V18 05/2018

59 If Copy job with advanced options is chosen, the system will display additional areas series, followed by a series of screens that allow the staff member to edit each section of the job order as needed. Modify the sections that need to be altered and click the Next button. Copy Job Order with Advanced Options Screen After modifying all sections as needed, click the Copy Job Now button to save the new job order. The screen will refresh, displaying all sections of the job order in edit mode. Make additional edits, if necessary, clicking the Save button for each section that is modified. The new Job Order Number will appear at the top of the screen. Note: Depending on site configuration, and the job copied, the Staff Information area may display and require selections before the full screen displays all sections of the copied job order in edit mode. Virtual OneStop Staff Services User Guide V18 05/2018

60 Note: Copied Job Order Edit View Share this Job will display at the bottom of the copied Job Order. These are active links, intended for the Individual users, which let you share the job to standard social media sites. To return to the list of job orders on the Job Order Tab, click the Return to Job Orders button. At the bottom of the Copied Job Order screen, the system displays several links that may be useful after copying a job order. Following is a brief description of each link. View Applicants The View Applicants link opens the Job Order Statistics screen. (This is the same screen that opens when the Applicants link in the Action column (on the Job Orders Tab) is clicked.) Preview Job The Preview Job link opens the Job Order Details screen. Refer Candidates The Refer Candidates link opens the Referral screen where staff can search for résumés or candidates that match the job. Virtual OneStop Staff Services User Guide V18 05/2018

61 Search Candidates The Search Candidates link opens the Advanced Résumé Search screen. View History The View History link opens the Audit History screen. Create Template The Create Template link opens the Create New Job Order Template screen so the job order can be saved as a Job Order Template. Delete Job Order The Delete Job Order link deletes the job order. Copy Job Order The Copy Job Order link opens the Copy Job Options screen (as described at the beginning of this section). Print Job Order The Print Job Order link allows staff to print the job order. View Incomplete Jobs Orders Copied Job Order Screen Links To view incomplete job orders (i.e., jobs that were started but not finished, and are still missing required information) filter the Job Orders Tab by Complete Status. Click the + Show Filter Criteria link. Select Incomplete from the Complete Status radio buttons. The screen will refresh, displaying only incomplete job orders. Click on the Job Title or the Wizard link to continue creating the job order. The Job Order Wizard will open to the last step saved. Continue creating the job order by completing the steps in the Job Order Wizard. Edit or Delete Job Orders To modify an existing job order, click Edit in the Action column on the Job Orders tab. After clicking Edit, the Job Order Details screen opens in edit mode (see the figure above, Copied Job Order Edit View ). After making changes to the job order, click Save to save the changes. To delete the job order, click Delete in the Action column. Virtual OneStop Staff Services User Guide V18 05/2018

62 Search for Candidates & Résumés On the Job Orders tab, click the corresponding Search by Job Criteria link in the Action column, which begins a search for candidates that match the job order. This link opens a Résumé Search Results list of résumés that match the job order. (This option does not allow users to modify the search criteria before running the search.) Click the corresponding Prefill Advanced Résumé Search link to begin searching for candidates who meet the requirements of the job order. This link opens the Advanced Résumé Search tab with most of the search criteria fields prefilled (based on the information in the job order). Staff can modify the search criteria before running the search. Note: For details about searching for résumés, see the topic Candidate Search Methods in chapter 5 of the Employer Services User Guide. Applicants Click the corresponding Applicants link in the Action column to open the Applicant Information screen which lists all applicants for the selected job order. Preview Click the corresponding Preview link in the Action column to view a snapshot of the job order. The Preview screen does not allow changes but does provide links to other areas of the system pertaining to the information in the job order. Save a Job as a Template The easiest way to create a Job Order Template is to use an existing job order. On the Job Orders Tab, click the Template link of any job to save it as a Job Order Template. Name Enter the template name in the Template Name field. Users Select the employer s name if the template can be used only by the employer being assisted. Staff can also select their own names. If this is selected, they will then select which other staff members can use the template (only staff within the LWIA/Region, only staff within the specific Office/Location, or all staff). Benefits If the employer is offering its standard benefits, select Use benefits specified by employer. If no benefits are offered for the job, select No benefits specified. Click Save to save the template. Virtual OneStop Staff Services User Guide V18 05/2018

63 Create New Job Order Template Screen The system will display a What would you like to do next? screen that offers several links to follow, if desired. Job Order Status Staff, like employers, can modify job orders manually to maximize job placement. The system assists in this effort by updating the job order status automatically when certain conditions apply. The following elements can affect job placement success. Staff job order status Employer job order status Maximum number of applicants allowed Actual number of hires posted to applicant referrals Number of open positions The employer and staff can set the job order status. Employers can set a job order s status to Open and available, Position no longer available, or Position filled. Staff have more options available to them. As an example, if an employer sets the job order status to Position filled, a staff member can change the status to Open and available, Closed by staff or Placed on Hold. Staff Job Order Status By design, staff members have access to more job order statuses than do employers. As shown in the figure below, staff can filter existing job orders by Job Orders Status. Virtual OneStop Staff Services User Guide V18 05/2018

64 Staff Job Order Status Edit Staff Job Order Status To change the Staff Job Order Status, staff must access the Job Order Details screen. The screen can be accessed from the Job Orders tab in two ways: Click the link in the Employer Job Status column on the Job Orders tab. Then, select a new status from the Staff Status dropdown list. Staff may select from the following job order statuses: Pending employer verification Closed by staff Employer filled position Employer position no longer available Placed on hold Open and available Note: Some statuses may not display depending on current status of job order. Update Job Order Status The following table illustrates some of the status options available to staff members, and the related impact on the Employer Status and the job order display. The Staff Status drop down is dynamic and the options displayed (i.e., the possible New Staff Status) is determined by the current staff status. Current Staff Status New Staff Status Online or Offline Current Employer Status New Employer Status Notes Pending employer verification Open and available Online Open and available No change If staff release the initial hold on employercreated job orders, the system makes no change to the employer status and makes the job order available to job seekers online. Virtual OneStop Staff Services User Guide V18 05/2018

65 Current Staff Status New Staff Status Online or Offline Current Employer Status New Employer Status Notes Open and available On Hold Offline Open and available No change If staff place a job order on hold, the system makes no change to the employer status and removes the job order from job seeker view. Open and available Closed by staff Offline Open and available No change If staff close a job order, they must provide a reason. The system makes no change to the employer status and removes the job order from job seeker view. Closed by staff Open and available Online Open and available No change If staff open a previously closed job order, the system maintains the open and available employer status, and checks the date to display. If the date to display is earlier than the system date, the system displays the following alert: The date to display this job order on line has expired. Please modify the date to display below. The job order is available online to job seekers. System Job Order Status The system also can control the job order status and display. Based on business rules that govern system behavior, when specific conditions exist, the system automatically modifies job order attributes such as Staff Status, Employer Status, and Online/Offline display to job seekers. The following table illustrates some of the system-generated changes affecting Job Order Statuses and online view capability. Job Order Type Current Staff Status (before system change) New Staff Status (Changed by System) Online or Offline Current Employer Status New Employer Status (Changed by System) Notes New Veteran Hold or Pending Employer Verification Open and available Online Open and available No change Following the initial hold on employer-created job orders, the system modifies the Staff Job Order Status, making the job order available to job seekers online. Staff cannot set a job back to Vet Hold or Pending status after release. Expired Offline Open and available Expired If the last date to display the job order has passed, the system modifies both the staff and employer status and removes the job order from job seeker view. Existing Open and available Maximum Applicants Met (Fully Referred) Offline Open and available Position No Longer Available When the maximum number of applicants for the job order has been reached, the system modifies both the Staff and Employer Status and removes the job order from job seeker view. Virtual OneStop Staff Services User Guide V18 05/2018

66 Job Order Type Current Staff Status (before system change) New Staff Status (Changed by System) Online or Offline Current Employer Status New Employer Status (Changed by System) Notes Maximum Positions Met (Placed) Offline Open and available Position Filled When the actual number of hires matches the maximum number of open positions for the job order, the system modifies both the Staff and Employer Status and removes the job order from job seeker view. Marked for Deletion Offline Open and available No change The system modifies the Staff Status and removes the job order from job seeker view. Employer Access Revoked Offline Open and available No Change The system modifies the Staff Status and removes the job order from job seeker view. Increase Positions and Applicants In addition to managing job order statuses, staff and employers can also increase the number of positions and the referral limit for the job, if necessary. Clicking the current status link in the Employer Job Status column (on the Job Orders Tab) for the desired job order will display the Job Order Status screen. To increase the number of open job positions for the job order, click the Positions Available link. On the resulting screen, enter the new value and click Save. Modify Positions Available & Maximum Number of Applicants To enter the maximum number of candidates who can apply for the job (either through a staff referral or directly), click the Number of Applicants Requested link. On the resulting screen, enter the New Max Applicant Value and click Save. Virtual OneStop Staff Services User Guide V18 05/2018

67 Applicant Details To view candidates who have applied for a specific job order, click on the link in the Applicant column on the Job Orders Tab. Job Orders Tab Applicants Link The Job Order Statistics / Applicant Information screen opens, displaying the job order s statistics and the list of applicants. Job Applicant Information Virtual OneStop Staff Services User Guide V18 05/2018

68 On the Applicants screen, staff can perform the tasks listed below. Some tasks are available only in Summary view; all other options are available in Detailed view. Click the Summary link (just above the list of applicants) to see the list in Summary view; click the Detailed link to see the list in Detailed view. Filter Click the + Show Filter Options link in the Applicant Information section to filter the list of applicants by a variety of criteria, including application date, rating, auto rank percentage, application method, desired job location, distance, education, salary, and applicant status. Click the Filter link to set the filter criteria. Sort Click any of the column headers to sort the list of applicants by that column (in Summary view). Details Click the Details link in the Action column (in Summary view) or the Applicant Name link to view a tabbed interface that displays more information about the applicant, such as qualifications, references, and question set responses. Click the Select column check boxes and the Map Location link to view the applicant s address on a map. On the Applicant Details screen: Applicant Details Click any tab to view more information about the applicant. Click the right or left arrow to move to the next or previous applicant. Click the Search similar candidates link to search for candidates who are similar to the one displayed. Click the Save to favorites link to save the displayed candidate to a list of favorites. Click the Send this individual a message link to send the applicant a message through the Message Center. Click the View Résumé link to view the displayed applicant s résumé. Virtual OneStop Staff Services User Guide V18 05/2018

69 Click the Return to Applicant List button to close the Applicant Details screen and return to the list of applicants. Résumé Click the Staff Résumé link in the Action column in Summary view or the Staff Referred Résumé link in Detailed view to open the candidate s résumé. Rating Click the Your Rating link to open the Applicant Rating screen. Select a Rating from the drop-down list and enter a note in the text box provided. Click the checkbox above the text box to allow employers to see the note. Click the Save Rating button. Applicant Rating Ranking Click the How Do They Match Up link to view the system s applicant ranking based on how the candidate s résumé matches the job order in several areas. In the General and Specialized Requirements Match panels, the job requirements appear in the Job column and the applicant s information appears in the Applicant column. The Match column uses simple graphics (pie charts, or circled percentages) to give you an overview of how well the applicant measures up. Points of comparison include: Desired Occupation, Education Level, Work Experience, Location and Desired Salary. Virtual OneStop Staff Services User Guide V18 05/2018

70 How Applicant Matches Up with Job Requirements and Skills Virtual OneStop Staff Services User Guide V18 05/2018

71 Skills Click the Compare Value link (i.e. 5 out of 138 (3.6%)) in the Skills Match section to open a list of skills required for the job. A checkmark in the Your Skills Match column indicates the applicant possesses that job skill. Staff can click the Job Skills link at the top of the screen to view the skills required for the job or click the Your Skills link to view which of the required skills the applicant possesses. Filter the list by selecting one of the radio buttons just above the Job Skills table: View All Job Skills, View Job Skills You Have, or View Job Skills You Don t Have. Job Skills Matched to Job Status Click the Change Status link (Detailed view) to change the applicant s status (In Progress, Hired, Not Hired, etc.). On the screen that opens, staff can enter the dates of the applicant s interview, hire date, or notification of non-hire. Favorites Click the Save to Favorites link to save the applicant to the employer s Favorite Candidates folder (accessed in the Recruitment Plan). Applicant Details Click any of the links in the Detailed Information column (Detailed view) to open the corresponding tab of the Applicant Details screen (described above). Contact Select a checkbox in the Select column and click the Contact link at the bottom of the applicant list to send the applicant a message through the Message Center. Rate Select a checkbox in the Select column and click the Rate link at the bottom of the applicant list to open the Applicant Rating screen (described above). Status Select a checkbox in the Select column and click the Status link at the bottom of the applicant list to change the applicant s status as described above. Print Select a checkbox in the Select column and click the Print link at the bottom of the applicant list to open the Print Options screen for the applicant. On this screen, staff can select Virtual OneStop Staff Services User Guide V18 05/2018

72 what information to print (Contact Information, Skills, References, etc.) and then print the information by clicking the Print Applicant Information link. Map Select a checkbox in the Select column and click the Map link at the bottom of the applicant list to view the applicant s location in a separate window. Job Order Templates Tab The Job Order Templates tab lets staff create job order templates as part of assisting employers in creating jobs. This is particularly useful for assisting employers that are new to the system, that do not have any jobs created in the system, and/or that will be posting the same type of job repeatedly. Staff can create job order templates for a specific employer or for themselves and other staff to use for multiple employers. For example, if staff create a job order template for a Cashier, that staff member or other staff members could use that template for any employer that needs to create a job order for a similar position. Note: See chapter 4 of the Employer User Guide for details on how employers create job order templates. To open the Job Order Templates tab, from the Employer Portfolio screen, select Human Resource Plan > Job Order Plan > Job Order Templates. The Job Order Templates tab will display the employer s templates, the staff member s templates, and templates that can be used by all staff members (as shown in the following figure). Create Job Order Templates Job Order Templates for Employer & Staff To create a new job order template, the system provides a simple, step-by-step wizard to walk staff through the process. The procedure is essentially the same as creating a job order, with only minor variations. To create a Job Order Template, open the Job Order Templates tab: On the Human Resource Plan screen, select Job Order Plan Job Order Templates. Virtual OneStop Staff Services User Guide V18 05/2018

73 Job Order Templates Screen (Partial) Click the Create New Job Order Template button at the bottom of the Job Order Templates screen. Step 1: Select a Template Name, Job Title and Occupation This first screen is one of the few screens that are different from those in the Job Order Wizard. Because job order templates can be designated for use by employers or staff members, that is one of the first selections to be made when creating a new job order template. Select who can use the template by checking one of the radio buttons the employer or the staff member. Enter a Template Name, Job Title, and select a Job Occupation (the system will attempt to auto-fill the occupation, based on the Job Title entered). See the Create Job Orders Step 1: Select a Job Creation Method, Job Title and Job Occupation section earlier in this chapter for instructions on entering the title and occupation. Virtual OneStop Staff Services User Guide V18 05/2018

74 Create a New Job Order Template Click the Next button to proceed with the job order template. Step 2: Choose a Location and Contact Note: This step will only appear if the template is for a specific employer (as indicated on the first screen. If the template is for staff member use, no location will be selected). For instructions, see the Create Job Orders Step 2: Choose a Location and Contact for the Job Order section earlier in this chapter. Click Next to proceed with the job order template. Step 3: Enter Online Display Status and General Details See the Create Job Orders Step 3: Enter Online Display Status and Job Details section earlier in this chapter for instructions. Click Next to proceed with the job order template. Step 4: Enter Job Description See the Create Job Orders Step 4: Enter Job Description section earlier in this chapter for instructions. Click Next to proceed with the job order template. Virtual OneStop Staff Services User Guide V18 05/2018

75 Step 5: Select Skill Set There are several methods to add skills to a job order template. See the Create Job Orders Step 5: Add Required Skills earlier in this chapter for instructions. Click Next to proceed with the job order template. Step 6: Enter Hiring Requirements See the Create Job Orders Step 7: Enter Hiring Requirements section earlier in this chapter for instructions. Click Next to proceed with the job order template. Step 7: Enter Compensation, Hours and Benefits See the Create Job Orders Step 8: Enter Compensation, Hours, and Benefits section earlier in this chapter for instructions. Click Next to proceed with the job order template. Step 8: Enter Application Methods, Required Data, Questions, and Notification Method See the Create Job Orders Step 9: Select Application Method(s), Required Data, Questions, and Notification section earlier in this chapter for instructions. Click Next to proceed with the job order template. Step 9: Select Job Order Upload and Other Information Options See the Create Job Orders Step 10: Upload and Other Information section earlier in this chapter for instructions. Click the Finish button at the bottom of the screen to complete the Job Order Template. The template will display in edit mode so staff can review and edit all sections. NOTE: If the template was created for use by staff (in Step 1), there is one additional screen that will appear as described below. Staff Information Templates that are created for staff-use can be made available to other staff members. On the Staff Information screen, select who can use the template from the drop-down list. Options include: Only me Only staff in the LWIA/Region specified below Only staff in the Office Location specified below All staff in the system Virtual OneStop Staff Services User Guide V18 05/2018

76 Complete the remaining fields on the screen as described in the section, Create Job Orders Step 11: Enter Staff Information section earlier in this chapter. Click the Finish button to complete the Job Order Template. Application Questions Tab Job Order Template Staff Information Screen Staff can assist employers in designing sets of Application Questions, and then attach them to specific jobs. Staff and employers can define these questions so that applicants may answer with text responses, numeric answers, Yes/No or Yes/No/Maybe answers, or multiple choice responses. Once these Application Questions are created and saved, a Question Set can be attached to a new or existing job order or job order template. The question set displays as part of the initial job application. The employer (and staff member) can see the responses to those questions and make preliminary determinations about the appropriate applicants to consider for interviews. Responses are accessible from the Applicant Details screen. To open the Application Questions tab, from the Employer Portfolio screen, select Human Resource Plan Job Order Plan Application Questions. Virtual OneStop Staff Services User Guide V18 05/2018

77 Application Questions Tab Note: For instructions on using this feature, see the topic Manage Application Questionnaires in chapter 4 of the Employer Services User Guide. This tab functions exactly the same for staff assisting the employer as it does for the employer. Job Skill Sets Tab The Job Skill Sets tab lets staff and employers define and modify skill sets to use for multiple job openings, so that they do not need to modify skills multiple times for similar job orders. To open the Job Skill Sets tab, from the Employer Portfolio screen, select Human Resource Plan Job Order Plan Job Skill Sets. Virtual OneStop Staff Services User Guide V18 05/2018

78 On the Skill Sets tab, staff can: Job Skill Sets Tab Delete Click Delete to delete the skill set from the list. View /Modify Click the skill set title to view the Job Skill Categories screen, on which staff can view, add, and delete skills. Add Skill Set Click the button to define a new skill set by selecting skills from specific categories (this is the Analyze Skills option) or selecting skills that are associated with a particular occupation (this is the Matching Skills option). Note: For instructions on using skill sets, see the topic Mange Skill Sets in chapter 4 of the Employer Services User Guide. Typical Tools and Technologies Sets Tab The Typical Tools and Technologies Sets Tab allows staff to work with skill sets that are specifically focused on various tools and technologies. The screen works in the same way as the Job Skill Sets described above. Staff (or employers) can create set of skills, which then can be attached to job orders quickly. To open the Typical Tools and Technologies Tab, from the Employer Portfolio screen, click Human Resource Plan Job Order Plan Typical Tools and Technology Sets tab or Virtual OneStop Staff Services User Guide V18 05/2018

79 Typical Tools and Technology Sets Tab On the Typical Tools and Technology Sets screen, staff can: Delete Select the corresponding checkbox and click the Delete link to delete a Tools and Technology set. View/Modify Click the title link in the Skill Set column to edit a Tools and Technology set. Add Click the Add Tools and Technology Set button to create new sets. To add a new Tools and Technology set: Click the Add Tools and Technology Set button at the bottom of the Typical Tools and Technologies Sets Tab. The Occupation search screen will open. Search for an occupation. On the Search Results screen, click the occupation title link to select it. A screen will open, displaying the Tools and Technologies that are typically associated with the selected occupation. On this screen: Select Check all tools and technologies to be included in the new Typical Tools and Technology Set. To select all tools or all technologies, click the Select checkbox(es). Virtual OneStop Staff Services User Guide V18 05/2018

80 Tools & Technology Selection Screen Save Click the Continue button to save the selections. The Typical Tools and Technology Set Description screen will open. Name Enter a name for the set in the Set Description field and click Save. The Typical Tools and Technologies Sets Tab will redisplay, showing the new Tools and Technology set in the Skill Set list. Recruitment Plan The Recruitment Plan options let staff access an employer s job applicants, favorite candidates, and Virtual Recruiter (résumé) searches. To open the Recruitment Plan, click Employer Portfolio on the Navigation pane Human Resource Plan Recruitment Plan. The following figure displays a sample Recruitment Plan: Virtual OneStop Staff Services User Guide V18 05/2018

81 The Recruitment Plan contains the following tabs: Recruitment Plan Screen Job Applicants This tab lists applicants who applied for job openings the employer has posted in the system. Favorite Candidates This tab lists candidates saved by the employer (or by staff on behalf of the employer). Virtual Recruiter This tab lists the employer s saved résumé searches. Job Applicants Tab The Job Applicants tab displays the résumés of candidates who have applied for the employer s job orders. To access the Job Applicants tab, from the Employer Portfolio, click Human Resource Plan Recruitment Plan Job Applicants. The Job Applicants Tab is very similar to the Job Order Statistics / Applicant Information screen, which is opened from the Job Orders Tab. Virtual OneStop Staff Services User Guide V18 05/2018

82 Job Applicants Tab (Summary View) To view the details of the employer s job order, click the link in the Job Order Title column. The screen that opens is the same screen that appears when copying a job order with advanced options. (See the Copy Job Orders section above.) Virtual OneStop Staff Services User Guide V18 05/2018

83 Job Order Screen All other links on the Job Applicants Tab are exactly as described in the Applicant Details section earlier in this chapter. Favorite Candidates Tab The Favorite Candidates Tab lists the candidates saved by the employer (or by staff on behalf of the employer) as favorites. Virtual OneStop Staff Services User Guide V18 05/2018

84 To open the Favorite Candidates tab, from the Employer Portfolio, click Human Resource Plan Recruitment Plan Favorite Candidates. Favorite Candidates Tab When employers (or staff) search for candidates or résumés, the Search Results screen includes a link to save candidates to the employer s Favorite Candidates Tab. The candidate s Details screen and Résumé screen also contain links to save the candidate as a favorite. Virtual OneStop Staff Services User Guide V18 05/2018

85 Link on the search results screen Link at bottom of the candidate s résumé After clicking the Save to Favorites link, the system will open a new screen where staff will assign the candidate to a category and rate the candidate by selecting the appropriate options from the drop-down lists provided. If no category applies to the candidate, click the Click here to add a new category link to create a new category. Staff can add notes to the candidate s record in the Notes field. Virtual OneStop Staff Services User Guide V18 05/2018

86 Add Candidate to Candidate Favorites Tab From the Favorite Candidates tab, staff can: Sort the list of candidates by clicking the column heading by which to sort. View detailed information about a candidate by clicking the Candidate Name or Details link. The system will open a tabbed interface that displays more information about the applicant, such as qualifications, skills, references, and question set responses. View a candidate s résumé by clicking the Résumé Title link or Résumé link. Delete a candidate from this tab by selecting the appropriate checkbox and then clicking the Delete link. Note: For more information about this tab, refer to the topic Identify Favorite Candidates in chapter 5 of the Employer Services User Guide. Virtual OneStop Staff Services User Guide V18 05/2018

87 Virtual Recruiter Tab The Virtual Recruiter tab lets staff access résumé searches that employers saved in the Virtual Recruiter. To open the Virtual Recruiter tab, from the Employer Portfolio, click Human Resource Plan Recruitment Plan Virtual Recruiter. From the Virtual Recruiter screen, staff can: Virtual Recruiter Tab Sort Click a column heading to sort the list. Edit Click the Title link to edit the Virtual Recruiter search, e.g. title, how often to run, etc. Search Click the Run link in the Action column to run the search. Delete Select the corresponding check box(es) in the Select column and click the Delete link to delete the Virtual Recruiter alert(s). Create New Click the Create new Résumé Alert button to create a new Virtual Recruiter search. Note: For detailed instructions on using the Virtual Recruiter, refer to the topic Use the Virtual Recruiter in chapter 5 of the Employer Services User Guide. For more details on creating automated candidate searches (Virtual Recruiter candidate alerts), access the video in the Learning Center, or click this link to view a video on The Virtual Recruiter for Employers. Virtual OneStop Staff Services User Guide V18 05/2018

88 Staff s Profile The Staff s Profile contains case management information for the employer, including case notes and activities. The Staff s Profile includes the following sections: Contact Management Profile This profile contains the employer s marketing profile. Case Management Profile This profile contains case notes and activities information. Staff s Profile Contact Management Profile Note: The Contact Management Profile is available only in systems that include the Customer Relationship Management (CRM) module. If your system includes this option, you can see more details on CRM in chapter 28, Customer Relationship Module. The Contact Management Profile contains the employer s marketing profile which is basic information about the employer that can be used for marketing purposes. This profile is only for employers that are designated as Marketing Leads. Staff can create and track Marketing Leads in the system to promote the benefits of becoming registered employers. See the Create an Employer Account (Registration) section at the beginning of this chapter for information on the various employer registration types. To open the Contact Management Profile, from the Employer Portfolio, click Staff s Profile > Contact Management Profile. If the selected employer is not already designated as a Marketing Lead, staff can convert the employer account to a Marketing Lead by clicking the Convert to lead link on the Contact Management Profile. Convert to Marketing Lead Link Virtual OneStop Staff Services User Guide V18 05/2018

89 If the employer is a Marketing Lead, the Contact Management Profile screen will appear as shown below. Contact Management Profile Marketing Details Tab On the Employer Marketing Profile screen, staff can create or update the Employer Marketing Profile information to better track this marketing lead. Business Category Select the employer s business category from the drop-down list, e.g., Medical, Military, Education, Transportation, etc. Revenue Enter the employer s annual revenue. Lead Source Select the source of the lead (imported, manual entry, or web). Rating Select a rating for the lead from the drop-down list. Status Select the status of the lead from the drop-down list. The options include: New Not contacted, Open Contacted, Close Won, and Close Lost. Competitor Select whether the lead is a competitor. Probability Select an option from the drop-down list that indicates the probability of converting this lead into a registered employer (stated as a percentage). Lead Owner Select the person who found the lead from the drop-down list. Click the Save button to save the data. Marketing Lead Appointments On the Contact Management Profile Summary tab, staff may add follow-up appointments. Click the Add Follow-Up link to open the Appointment section and enter an appointment schedule. When you click Save, the appointment displays in the Contact summary dates. Virtual OneStop Staff Services User Guide V18 05/2018

90 Contact Management Profile Summary Tab, Marketing Information Section (Detail) When you choose to use the Advanced Options link, you may complete information on the Appointment screen as indicated below. Calendar Select whose calendar the appointment should display on by selecting one of the radio buttons (My Calendar or the Employer s Calendar). Subject Enter the appointment subject in the Subject field. Enter an optional description, if desired. Location Select the location of the appointment from the drop-down list. Depending on the selection, additional fields will open from which the staff member will select more specific location information (e.g. office, meeting room, etc.). Staff can check the box to indicate they will attend the meeting. Schedule Enter the start and end date and time of the appointment. Attendees Select the staff, individuals, and/or employers who will attend the meeting. To do so, click the Select link. A search window will open. Search for the attendee (staff, individual or employer). On the search results screen, click the corresponding check box for all attendees and click the Continue button. The window will close automatically. Select Attendees Notification Options Select how the attendees will be notified of the appointment. Select Preferred Notification Method to have the system notify each attendee by their chosen preferred method. Staff can click the checkbox to download the appointment to their local calendar. Virtual OneStop Staff Services User Guide V18 05/2018

91 Appointment Screen Click the Save button to save the appointment which will appear on the attendees calendars. Once saved, the appointments appear in the Activities section. Contact Management Profile Summary Tab, Activities Section (Detail) Virtual OneStop Staff Services User Guide V18 05/2018

92 Case Management Profile The Case Management Profile allows staff to manage the employer s case notes, activities and services. To open the Case Management Profile, from the Employer Portfolio, click Staff s Profile > Case Management Profile. The Case Management Profile contains the following tabs: Case Notes The Case Notes tab lists case notes relating to the employer. Activities The Activities tab lets staff add and modify service activities provided to employers. Documents (Staff) The Documents (Staff) tab displays for all systems possessing the Document Management module. You can see complete details on document management in chapter 30, Manage Documents. Case Notes The Case Notes tab lets staff create and update case notes associated with the selected employer. Case Management Profile Employer Case Notes Tab On the Case Notes Tab, staff can perform the following tasks. New Case Note Click the Add New Case Note link at the top of the screen or the Add New Case Note button at the bottom of the screen to create a new case note. Print Select the corresponding checkboxes and click the Print Selected Case Note link to print the selected case note(s). Filter Click the Click the + Show Filter Criteria link to open the filter screen. Enter the filter criteria and click the Filter link to set the filter. Edit Click the case note link in the Subject column to open the case note to be edited. View Templates Click the View Case Note Templates link at the bottom of the screen to open the Case Notes Templates screen. On this screen, staff can create a new Case Note Template or select an existing template to use to create a new case note. View Deleted Click the View Deleted Case Notes link to view case notes that were deleted. Virtual OneStop Staff Services User Guide V18 05/2018

93 Add Case Notes Click the Add a Case Note button to open the New Case Note screen. Create Case Note Screen To create a case note: Template Select a template to use for the case note, if desired. Details Select the checkbox to suppress the case note. (Only staff with access to case notes for this workforce region may view suppressed case notes.) Enter the date the employer was contacted (with regard to this case note). Program Select the program associated with the case note from the drop-down list. LWIA/Region & Location Select the LWIA/Region, Office Location and Employer s Location associated with the case note from the drop-down lists. Subject Enter the subject of the case note in the Subject field. Contact Select the type of contact made with the employer (e.g., Telephone, , etc.). Virtual OneStop Staff Services User Guide V18 05/2018

94 Description Enter a description in the Case Note Description text field. Message Select the checkbox to create a message regarding the case note. If checked, the system will display additional fields from which staff will select the notification method(s) to be used. Attachment(s) Click either link to add an attachment to the case note, as described below. To upload a document that is saved locally, click the Add a Document link. The Document Location field will open. Click the Browse button to navigate to the document. (Click the Supported File Format link to see a list of file types that can be attached.) To scan a document, click the Scan a Document link. (The staff member s computer and system must support scanning for this option to be enabled.) Click the Save button to save the case note. Note: Business rules determine whether case notes may be edited, and by whom. Modify or Delete Case Notes Once a Case Note has been created, staff with the required privileges can edit the case note by clicking on its title in the Subject column. Modify the case note as described in the Add Case Notes section above. Delete After it is created and saved, the case note will include an additional Case Note History section at the bottom of the screen with a Delete Case Note link to delete the case note (see the figure below). Message To send a message to the employer, click the Send Message to User link. The system opens the message screen with the recipient and subject filled in. Staff can select how to send the message ( , text message, etc.), add a signature block, and attach documents to the message before sending. Case Note History Section of Case Note Screen Attachment If a document was attached to the case note, the Case Note Attachment section will display a link to view the attachment. To delete the attachment, click the Delete link. To view thumbnails of the attachment(s), select the View Thumbnails checkbox. Virtual OneStop Staff Services User Guide V18 05/2018

95 Create Case Note Templates Case Note Attachment(s) Section of Case Note Screen Staff can create Case Note Templates that can be used to create new case notes quickly. Case notes created from a template can be modified, as needed. The case note templates can be used by the staff member who created them or can be shared with the other, local staff or shared with all staff. To open the Case Note Templates screen, click the View Case Note Templates link at the bottom of the Case Notes Tab. Case Note Templates Screen To create a case note template, click the Create New Template link on the Case Note Templates screen. Name Enter a name for the template in the Template Name field. Users Select who can use the template from the drop-down list. Program, Office & Location Select the Program, LWIA, Office, and Employer Location from the drop-down lists. Suppression Select the checkbox to suppress the case notes created using this template. Subject Enter a subject in the Subject field. Contact Select the type of contact type (e.g., Telephone, , etc.). Description Enter a description in the Case Note Description text field. Virtual OneStop Staff Services User Guide V18 05/2018

96 Click the Save button to save the template. Create Case Note Template Screen To modify a case note template, click the Edit link on the Case Note Templates screen. To delete a case note template from the system, click the Delete link. Note: The ability to edit and/or delete case note templates is controlled by the staff member s account settings. Not all staff have the necessary privileges to perform these functions. Activities To open the Activities tab, from the Employer Portfolio, click Staff s Profile Case Management Profile Activities. Employer Activities Tab Virtual OneStop Staff Services User Guide V18 05/2018

97 On the Activities tab, click the Service Plan link to open the Employer Services screen. On this screen, staff can: View View the employer s activities by clicking the corresponding View link in the Action column. Delete Delete an activity by clicking the corresponding Delete link in the Action column. Add Add a new service by clicking the Add Service link. The Employer Services screen opens, displaying the list of services the employer has been assigned (as shown below). Employer Services Screen Add Multiple Services Add multiple services by clicking the Add Multiple Services link (as explained later in this section). Add Service Plans To add a service plan, click the Add Service link on the Employer Services screen. The Activity Entry screen will open, as shown below. Virtual OneStop Staff Services User Guide V18 05/2018

98 Service Plan Activity Entry Screen Enter activity information as follows: Select a Service Type from the drop-down list. Enter the Scheduled Date. Enter the Scheduled Time. Enter the Actual End Date if the activity is complete. Select a Completion Code from the drop-down list if the activity is complete. Select the Region and Office from the drop-down lists. Select a Position, Contact Type, Contact Method, and Contact Name from the drop-down lists. Enter Comments in the text box, if desired. Click the Add a New Case Note link to add a case note to the activity. The Case Note screen will open in a new window. To edit a case note that is in the activity already, click the Edit link. Click Save to save the activity or Cancel if to exit the screen without saving the activity. The Employer Services screen redisplays with the added service. Virtual OneStop Staff Services User Guide V18 05/2018

99 Add Multiple Service To add multiple services to an employer s record at one time, click the Add Multiple Services link on the Employer Services screen. The Multiple Services screen will open (as shown below). On the Multiple Services screen, staff can: LWIA, Office & Position Select the LWIA, Office and Position from the drop-down lists. Contact Select the Contact Type, Contact Method, and Contact Name from the drop-down lists. Services Select the services by clicking the checkbox in the corresponding row. Date Enter the Scheduled Date for the selected service. Time Enter the Scheduled Time for the selected service. Rapid Response Enter the Rapid Response Identification Number. To search for the code, click the RR Search link to search for the Rapid Response Identification Number. Actual End Date If the activity is complete, enter the Actual End Date. Case Note Enter a case note by clicking the Add a New Case Note link Click the Save button to save the services. Multiple Service Plan Activity Information Entry Screen Employer Access Rights Staff members can change an employer s Access Rights, which provide privileges to work with certain information in the system. See the Employer Access Rights section earlier in this chapter for instructions on setting and changing employers access rights. Virtual OneStop Staff Services User Guide V18 05/2018

100 Employers Posting Jobs Manage Employers The system allows staff to view registered employers that have jobs posted in the system. Staff can search jobs posted by specific employers or for jobs posted in a specific geographic area, etc. To search for employers: Employers Posting Jobs Search Screen Area To change the geographic area in which to search, click the Area link. (In the example shown, click Florida.) Additional fields will open up as shown in the figure below. The first field that opens is the Area Type drop-down list. From the Area Type drop-down list, select a category, e.g. State, City, County, Zip Code, etc. The additional search field that appears will depend on your selection from the Area Type drop-down list. For instance, if you select Zip Code from the Area Type drop-down list, a Zip Code field will open in which you can enter the zip code. Click the Select by Map link to search by map. Virtual OneStop Staff Services User Guide V18 05/2018

101 Change Geographic Area of Job Search Keyword Enter the employer s name (whole or partial). To expand the keyword search, click the + Keyword Search Options link. The expanded search fields allow users to search for jobs that begin with or contain the keyword. Click the Search button to begin the search. On the Search Results screen, click the link in the Job Openings column to view the employer s job postings. First Character Select a letter of the alphabet that the employer s name starts with to view all employers in the system whose names start with that letter. (Click # if the company name starts with a number.) On the Search Results screen, click the link in the Job Openings column to view the employer s job postings. Job Openings Select an option in the list to view employers with the most job openings. The options include the Top 25, Top 50, Top 75 or Top 100. On the Search Results screen, click the link in the Job Openings column to view the employer s job postings. Search all employers (regardless of job openings) This option performs a search of all companies within the selected geographic area. Click the Search button to search the entire Infogroup database for all companies in the area, regardless of the number of job openings. After clicking the Search button in the Search for employers (regardless of job openings) section, a new screen will open with three tabs Quick Employer Search, Advanced Employer Search, and Employer Search by Occupation. Enter search criteria on any of the three tabs and click the Search button. Job Search by Employer Search Results Screen The Search Results screen shows matching employers. Click the Company Name link to open the Company Information screen to learn about the employer and its posted jobs. Local Employer Sites The Local Employer Sites menu option opens the Employer Search screen. Staff can use any of the Employer Search tabs (Quick Search, Advanced Search or Search by Occupation) to find detailed information about employers, regardless of whether the employers have current job openings. The system will search for employers listed in the InfoGroup database that are located within the selected geographic area. Virtual OneStop Staff Services User Guide V18 05/2018

102 To search the InfoGroup database for employers, from the Navigation pane, select Manage Employers Local Employer Sites. Employer Search Tabs Open any of the three Employer Search tabs. Change the search area, if desired. Enter the search criteria and click the Search button. A list of employers displays with names matching the search criteria. Click an employer name to display a details screen and view details about that specific employer (as shown below). From the displayed information you can open a web-based map screen showing where the provider is located. Local Employer Sites Search Results Note: For more information about any screen or field, click the icon. Virtual OneStop Staff Services User Guide V18 05/2018

103 One Case Note to Multiple Employers Staff can create a single case note and then attach it to the records of multiple employers by selecting the One Case Note to Multiple Employers option. The procedure for adding the case note on this screen is identical to the one described in the Add Case Notes section, earlier in this chapter. To open the One Case Note to Multiple Employers screen, select Manage Employers (from the Navigation pane) > One Case Note to Multiple Employers. One Case Note to Multiple Employers Screen Add the case note as described in the Add Case Notes section, earlier in this chapter. Click the Search for Employers button to select the employers to whose records the case note will be attached. Search for the employers using the Employer Search screen. On the Search Results screen, select the checkboxes (in the Select column) for all employers who will receive the case note and click the Continue button. The system will redisplay the One Case Note to Multiple Employers screen, displaying the selected employers in the Case Note Recipient(s) section (as shown below). To add additional employers, click the Search for Employers link and repeat the search process. To remove employers from the list, click the corresponding Remove link. Virtual OneStop Staff Services User Guide V18 05/2018

104 Case Note Recipients Virtual OneStop Staff Services User Guide V18 05/2018