People First Staffing Training Tool. Frequently Asked Questions

Transcription

1 People First Staffing Training Tool Frequently Asked Questions 1. Employee - Getting Started 2. Employee - Updating My Login Preferences and Contact Information 3. Employee - Searching for a Vacancy 4. Employee - Creating or Updating My Application 5. Employee - Applying to an Employment Opportunity 6. Manager - Creating a Requisition for an Established Position 7. Manager - Creating a Requisition for a Newly Established Position 8. Manager - Approving/Disapproving a Position Requisition 9. Manager - Viewing the Status of My Position Requisitions 10. Manager - Searching for Multiple Applicants 11. Manager - Searching for One Applicant 12. Manager - Viewing an Applicant Package 13. Manager - Scheduling an Interview 14. Manager - Manage Applicants 15. Manager - Preparing and Routing Offer Details for Approval 16. Manager - Creating and Printing/ ing an Offer Letter 17. Manager - Completing and Reviewing Pre-Employment Due Diligence Activities 18. Manager - Hiring an Applicant 19. Manager - Producing Staffing Reports 1

2 Employee - Getting Started Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Additional policies can also be found within the Staffing tool s Knowledge Management System. Q. Will State employees use their User ID and Password assigned by Convergys? A. Yes, the Employee ID is used for access into the People First application. Q. Where can I search for employment opportunities in Florida State Government? A. You can search for, view, and apply to employment opportunities in Florida State Government on the Applicant Home Page. Q. What happens if I don t update or use my application for six months? A. Your application will be available on-line for a period of one (1) year after your submission for a job requisition. Each application as submitted by the applicant to a specific job requisition will stay associated with that requisition Q. Is applying for a job online the only way you can? Can you submit a hard copy application to be mailed anytime? A. On-line submission of an application is the preferred method, as paper will delay the process of becoming an applicant. However, paper applications will be accepted if the applicant has no access to the Internet. People will be directed to AWI OneStop centers, Public Libraries, etc. as an alternate method. Q. Do managers have access to employees online applications history or current status when applying to other positions? A. Hiring Managers will have access to applications of individuals who have nominated for their vacancy. 2

3 Q. How will potential applicants know a position has been advertised? A. If an individual fills out an electronic application and registers on the web site, they will be notified by if a position that they are interested in becomes available. Q. How do the functions differ for OPS employees? A. The functions for OPS employees are the same as for other employees. Q. Who can see this login and contact information? A. If an applicant applies to a position, his contact information can be viewed by anyone on the team of the position and the hiring manager. The login information cannot be viewed by anyone other than the applicant. Q. What happens if I forget my password? A. State of Florida Employee (Internal applicant) If you forget your password, you can call the Service Center at Applicant (Non-State of Florida Employee) If an applicant forgets his/her password, they can click on the Lost password option from the Main menu of the State of Florida applicant site. Q. Are there specific guidelines for passwords? A. Yes, for managers, this is a 7-digit number (numeric only). For employees, the password must be alphanumeric, but must be a total of 7 digits/characters. It is important to follow the User Password policies established by the State Technology Office when selecting a Password. Q. Are Hotmail and Yahoo the only addresses that can be used? A. No, applicants can use any valid address they choose, although it is recommended that applicants use their State of Florida address. Q. How do I print a copy of the User Guide? A. If you are using the People First Staffing Training Tool - you can print out individual sections of the User Guide by following the training tool instructions on the main page of the tool. If you are on the People First website - Click on the "Training" button on the menu at the left side of the screen. Next, click on the "User Guide" Icon at the right of the screen. You may print the entire User Guide after opening the file, and either clicking on the printer icon on the screen, or by selecting File in the upper left corner of the screen, then selecting Print. Q. What does it mean when I see a spinning floppy disk on the screen while I am working in the People First Staffing tool? A. The spinning disk indicates that you should save your work. To do so, simply click on the spinning disk. 3

4 Employee - Updating My Login Preferences and Contact Information Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Q. Are Hotmail and Yahoo the only addresses that can be used? A. No, applicants can use any valid address they choose. Q. How do I print a copy of the User Guide? A. If you are using the People First Staffing Training Tool - you can print out individual sections of the User Guide by following the training tool instructions on the main page of the tool. If you are on the People First website - Click on the "Training" button on the menu at the left side of the screen. Next, click on the "User Guide" Icon at the right of the screen. You may print the entire User Guide after opening the file, and either clicking on the printer icon on the screen, or by selecting File in the upper left corner of the screen, then selecting Print. Q. Will my Social Security Number (SSN) be used as an identifier? A. Yes, your SSN is a required field on the State of Florida application; however, it is used strictly for employment purposes only. Q. Is applying for a job online the only way you can? Can you submit a hard copy application to be mailed anytime? A. This is the preferred method as paper will delay the process of becoming an applicant. However, paper applications will be accepted if the applicant has no access to the Internet. People will be directed to AWI OneStop centers, Public Libraries, etc., as alternate methods. Q. Do managers have access to employees online applications history or current status when applying to other positions? A. Hiring Managers will have access to applications of individuals who have nominated for their vacancy. 4

5 Q. Can a supervisor view how often and to where a staff member applies for other positions? A. No. Q. Who can see my login and contact information? A. Information defined by an individual within their applicant profile is viewable only by the People First Service Center and State of Florida Managers/Recruiters. Q. What happens if I forget my password? A. As an applicant, you will use the Lost Password feature within the application. As a hiring manager, you will need to call the Service Center in order for your password to be reset. Q. Will State employees use their User ID and Password assigned by Convergys? A. Yes 5

6 Employee - Searching for a Vacancy Q. How do I search for job vacancies by county? A. There are two options. When completing your applicant profile, there is a multi-click field that allows you to select one or more counties of interest. This matching process will match both current and future vacancies, as they become available, to your selected preferences. The second option is to click on the Search Vacancies go to Select Region/County. Q. How do I search for job vacancies by region? A. There are two options. When completing your applicant profile, there is a multi-click field that allows you to select one or more regions of interest. This matching process will match both current and future vacancies, as they become available, to your selected preferences. The second option is to click on the Search Vacancies go to Select Region/County. Q. How do I search for job vacancies by agency? A. There are two options. When completing your applicant profile, there is a multi-click field that allows you to select one or more agencies of interest. This matching process will match both current and future vacancies, as they become available, to your selected preferences. The second option is to click on the Search Vacancies go to Select Agency. Q. How do I search for jobs by occupation? A. There are two options. When completing your applicant profile, there is a multi-click field that allows you to select one or more occupations of interest. This matching process will match both current and future vacancies, as they become available, to your selected preferences. The second option is to click on the Search Vacancies go to Select Category which will sort vacancies by broad groups of occupation. Q. Who do I call to get more information regarding a specific job? A. The People First Service Center, unless the vacancy posting gives specific agency contact information. Specialists at the People First Service Center are available from 8:30 a.m. to 5:30 p.m., Eastern Standard Time, Monday through Friday and can be reached by dialing (866-ONE-HRFL). Employees can also access the People First Staffing Service Center via the web site and clicking on the People First link. The web site is available 24 hours a day, 7 days a week. 6

7 Q. Is applying for a job online the only way you can? Can you submit a hard copy application to be mailed anytime? A. This is the preferred method as paper will delay the process of becoming an applicant. However, paper applications will be accepted if the applicant has no access to the Internet. People will be directed to AWI OneStop centers, Public Libraries, etc., as alternate methods. Q. Do managers have access to employees online applications history or current status when applying to other positions? A. Hiring Managers will have access to applications of individuals who have nominated for their vacancy. Q. How will potential applicants know a position has been advertised? A. If an individual fills out an electronic application and registers on the web site, they will be notified by if a position that they are interested in becomes available. Q. If a person does not get hired can an applicant see that the position is filled and no letter has to be sent? A. The individual will receive a letter if they were interviewed and not selected. An applicant can check on the status of a requisition by calling the Service Center. Q. What if I wish to post info for job opportunities and casually review interest in my qualifications even if I am not looking at this time? Will my supervisor then have knowledge of my match inquiry? A. You can remain anonymous in the system. Your supervisor will not be aware that you are registered in the system unless you advise them of it or surface as a candidate on a vacancy they have knowledge of or are asked to provide information about your performance. 7

8 Employee - Creating or Updating My Application Q. How will Equal Employment Opportunity (EEO) demographic data be collected and maintained for all applicants? A. During the application process, you will be asked to complete an optional EEO survey. Although the information is not mandatory, it is requested to aid the State of Florida in its commitment to Equal Employment Opportunity and Affirmative Action. Refusal to answer will not result in adverse treatment of any applicant. Q. How do I exercise my Veteran s Preference? A. During the application process, you will be asked to complete Veteran s Preference information. If you are claiming Veteran s Preference you must meet the criteria and substantiate your claim by furnishing a DD 214 (Certificate of Release or Discharge from Active Duty) and any other supporting documentation with your application. The DD214 form should be faxed to the Service Center at or mailed to People First Staffing Administrative, PO Box 44058, Jacksonville, FL The documentation will be included with your application. This information will be kept on file with the portfolio so that you do not have to resubmit this information with each application. Q. Is the Service Center going to receive and attach documentation to applications; e.g., DD-214s, licenses, and/or certifications? A. Yes. Supporting documentation such as DD-214 s, copies of licensures, certifications, transcripts, etc., submitted by you to the People First Service Center will be appended to the application where it can be viewed by the Hiring Manager. The supporting documentation should be faxed to the Service Center at or mailed People First Staffing Administrative, PO Box 44058, Jacksonville, FL The documentation will be included with your application. This information will be kept on file with the portfolio so that you do not have to resubmit this information with each application. Q. Can I make changes or edits to an application? A. You cannot make any changes to the application once it has been submitted for a vacancy; however, the application can be updated when applying for future vacancies. 8

9 Q. Will the system accept an incomplete application? A. You should complete the entire application including supplying information about any gaps in employment. While there are many required fields, the completeness of the application is at your discretion. However, you must certify that the information in the application is correct by completing the electronic signature, and then must click the Submit Now button in order for the application to be submitted. 9

10 Employee - Applying to an Employment Opportunity Q. Where can I get assistance if I am having difficulty completing an application in the People First Staffing application? A. For navigational problems with the People First Staffing application, please contract the Service Center at The People First Service Center specialists are available from 8:30am-5:30pm Monday- Friday. Q. How are applicants going to be screened against position KSAs (knowledge, skills, and abilities)? A. Once you submit your application for a vacancy, you may be prompted to answer a set of qualifying questions pertaining to your specific knowledge, skills and abilities required for the position. Your answers to these questions will help the Hiring Manager decide which applicants best fit the vacancy. Q. Will KSA's be unique to each agency and position being posted or applied for? A. The KSA's are tied to the description defined within the Broadband job description. Additional KSA's can be added as required for specific duties related to the position. Q. How are Qualifying Questions used in filling vacancies? A. These questions assist the Hiring Manager in understanding how closely your qualifications match the requirements of the vacancy. Q. Will I have to fill out an application each time I apply for a vacancy? A. If you have never used the People First system before, in order to apply to a job requisition, you must fill out an initial application. For any subsequent job requisitions that you choose to apply to, you will be required to update components within your prior application (e.g. position # applying to, date available). Q. Can I send a paper application to the Service Center? A. Yes, paper applications can be forwarded to the People First Service Center at (ADD ADDRESS). The Service Center will contact the applicant for any additional / missing information required by the job requisition (e.g. supplemental applications, qualifying questions). 10

11 Q. The Staffing tool indicates to applicants that closing time on closing date is 5pm, not 11:59pm. However, the requisitions have been closing at 12:00am on the day before. This is causing confusion for applicants and hiring managers. A. The job requisition closing time has been moved from 5:00pm to 12:00am on the last day of the posting. This change will help to avoid confusion relative to an applicant s ability to apply to a specific job requisition. Q. Is there an internal port for agency and State and an external port for open competitive? A. There is only a single web site for the posting of a job requisition. The job requisition will contain the type of posting (e.g. open competitive). Q. When filling out the State of Florida application, is there a prompt that detects gaps in employment and asks for an explanation? A. The applicant is asked to cover all periods for which there are gaps within his/her employment history. Q. If there are only a few days of "gap" in an applicant s employment history, must it be documented? A. No, the intent of gaps in employment is to cover periods of time for which an applicant is not employed. Q. What is an applicant (not a State employee) supposed to do to find out about vacancies or State employment? A. In addition to searching the job requisitions that are posted on the People First web-site, an applicant can create their ideal job or just request information be supplied based on their profile created within the People First application. Q. Are you able to complete portions of the application and save it to come back to at a later time to finish it? A. The first time that you enter an application into the People First tool, you will need to complete the entire application at the same time and apply for a job requisition that is posted on the web site. 11

12 Manager - Creating a Requisition for an Established Position Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Additional policies can also be found within the Staffing tool s Knowledge Management System. Q. What is a draft requisition? A. A draft requisition is a work in progress. It is the instrument that moves through various processes before it goes live and becomes a true requisition. Q. Who can create a requisition for an established position? A. The Hiring Manager (M), his/her Supervisor (L), the Agency HR Professionals with Profiler Access (A) and the Requisition Manager (R). Q. What is the closing time of a requisition? A. 11:59 PM EST on the date indicated on the requisition. Q. Can I cancel a requisition? A. In order to cancel a requisition, please call the People First Service Center to speak with a Staffing Specialist. Q. Can we make changes or edits to a requisition once it is posted? A. Yes. After making the desired changes/edits to the requisition, please call the People First Service Center to speak with a Staffing Specialist to repost the requisition. Q. How are applicants going to be screened against position KSAs (knowledge, skills, and abilities)? A. As the Hiring Manager completes the requisition the Position tab has a heading entitled Applicant Matching Criteria where specific search criteria may be entered. Additionally, Hiring Managers are encouraged to use Qualifying Questions as part of the requisition as a method to query applicants on specific knowledge, skills and abilities required for the position. Once an applicant submits an application for a vacancy, he/she will be prompted to answer the qualifying questions. Hiring Managers can view applicant answers in order to facilitate which applicants will continue in the selection process. 12

13 Q. What is the procedure for submitting Willingness Questionnaires and Supplemental Applications? A. The Hiring Manager can use Qualifying Questions, the applicant the supplemental application for completion or supply a link to a URL that will take the applicant to the supplemental application and/or willingness questionnaire for completion. This includes contracts with outside vendors. Otherwise, the Hiring Manager can decide if the supplemental application should be sent to the People First Service Center to be appended to the application or be sent directly to the agency to the attention of the Hiring Manager. Q. Does the system accommodate Internal Only Agency Requisitions? A. Yes. On the Details tab of the requisition, the Announcement Type enables the Hiring Manager to select from the following: Internal Agency, State Personnel System, and Open Competitive. Q. Does the system identify a former State employee? A. Yes. On the Applicants tab of the requisition, there is a column to indicate if the applicant is a former state employee. This information is verified by the People First Service Center based on a check of historical records. Q. What is a Requisition Group? A. A group created by Human Resources Professionals, the People First Service Center or Hiring Managers to allow access to a specific group of individuals to create, manage and approve requisitions for one or more organizational units. Q. How do I create a report for EEO on a specific hire? A. You can generate an EEO report through the view reports screen. To generate a report, use the User Guide section called "Produce Staffing Reports." For further assistance if required, call the Service Center at Q. Once I've created the Requisition Group can it be changed? A. The requisition group can be changed at anytime to reflect changes in roles and responsibilities and to delegate this authority to different individuals throughout the agency when necessary. Any individual assigned to a requisition group must have the proper security access in order to complete these tasks. Q. What is the Requisition Group Number? A. A system generated number that is tied to a specific requisition group. 13

14 Q. How do I create a new Requisition Group? A. The Requisition Group process begins by logging into the People First Home Page and clicking the Management tab. 1. Click on the Requisition Groups link found under the Quick Picks section to view your requisition groups. 2. Click the Create a new Requisition Group link. 3. You are the Maintain Requisition Group screen. 4. Enter the abbreviation or name of the new group you wish to create. 5. Enter a description of the new requisition group. 6. Choose the administrator of the group. 7. Enter the effective dates of the group. 8. After completing these fields, click the Create Requisition Group button. 9. Select the button next to the Organization field and you'll see the administrator Org Units screen. 10. Enter the Organization Number or Organization Name that the Requisition Group Administrator manages and select the appropriate value from the drop-down menu. Then click the Go button. Wildcard search capabilities are also available by using an asterisk (*), if only partial information is know the asterisk can be used to lead or follow the information know (i.e. Org. Unit = 500*) 11. The organization search criteria will appear in the Search Results area. 12. Select the organizational unit that will be under the administrator of the requisition group by clicking the check box located next to the organization number. 13. Click the Choose Organization button. 14. After selecting the Choose Organization button, the requisition group is complete. Q. When entering a requisition into the People First system, does the system automatically default the advertising dates ten working days from the date the requisition is entered? A. The default is 14 calendar days. Hiring Managers can edit this time frame to accommodate their specifications for the requisition. Q. How do I filter out requests for reassignment not tied to my work location? A. The Service Center working with the hiring manager will determine the qualifications for the job requisition. Upon closure of the requisition, the Service Center will filter and compile the applicants to be forwarded to the hiring manager for selection based on the established criteria and the collective bargaining agreement relative to that position. 14

15 Q. Will KSA's be unique to each agency and position being posted or applied for? A. The KSA's are tied to the description defined within the Broadband job description. Additional KSA's can be added as required for specific duties related to the position. Q. Will approvers automatically default by level of supervisors for positions by org/section? A. At this time, approvers are input at the point of creating a job requisition. When organizational management services within the People First application are added, the approvals will automatically default. Q. Will approver lists be setup by each agency? A. The approver list is established by Agency. 15

16 Manager - Creating a Requisition for a Newly Established Position Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Additional policies can also be found within the Staffing tool s Knowledge Management System. Q. When is the closing time of a requisition? A. 11:59 PM EST on the date indicated on the requisition. Q. Can I cancel a requisition? A. In order to cancel a requisition, please call the People First Service Center to speak with a staffing specialist. Q. Can we make changes or edits to a requisition once it is posted? A. Yes. After making the desired changes/edits to the requisition, please call the People First Service Center to speak with a staffing specialist to repost the requisition. Q. How are applicants going to be screened against position KSAs (knowledge, skills, and abilities)? A. As the Hiring Manager completes the requisition the Position tab has a heading entitled Applicant Matching Criteria where specific search criteria may be entered. Additionally, Hiring Managers are encouraged to use Qualifying Questions as part of the requisition as a method to query applicants on specific knowledge, skills and abilities required for the position. Once an applicant submits their application for a vacancy, they will be prompted to answer the qualifying questions. Their answers can be viewed by hiring manager to facilitate which applicants will continue in the selection process. Q. Does the system accommodate Internal Only Agency Requisitions? A. Yes. On the Details tab of the requisition, the Announcement Type enables the Hiring Manager to select from the following: Internal Agency, State Personnel System, and Open Competitive. 16

17 Q. Does the system identify a former State employee? A. Yes. On the Applicants tab of the requisition, there is a column to indicate if the applicant is a former state employee. This information is verified by the People First Service Center based on a check of historical records. Q. What is a Requisition Group? A. A group created by Human Resources Professionals, the People First Service Center or Hiring Managers to allow access to a specific group of individuals to create, manage and approve requisition for one or more organizational units. Q. Once I've created the Requisition Group can it be changed? A. The requisition group can be changed at anytime to reflect changes in roles and responsibilities and to delegate this authority to different individuals throughout the agency when necessary. Any individual assigned to a requisition group must have the proper security access in order to complete these tasks. Q. What is the Requisition Group Number? A. A system generated number that is tied to a specific requisition group. Q. How do I create a new Requisition Group? A. The Requisition Group process begins by logging into the People First Home Page and clicking the Management tab. 1. Click on the Requisition Groups link found under the Quick Picks section to view your requisition groups. 2. Click the Create a new Requisition Group link. 3. You are the Maintain Requisition Group screen. 4. Enter the abbreviation or name of the new group you wish to create. 5. Enter a description of the new requisition group. 6. Choose the administrator of the group. 7. Enter the effective dates of the group. 8. After completing these fields, click the Create Requisition Group button. 9. Select the button next to the Organization field and you'll see the administrator Org Units screen. 10. Enter the Organization Number or Organization Name that the Requisition Group Administrator manages and select the appropriate value from the drop-down menu. Then click the Go button. Wildcard search capabilities are also available by using an asterisk (*), if only partial information is know the asterisk can be used to lead or follow the information know (i.e. Org. Unit = 500*) 11. The organization search criteria will appear in the Search Results area. 17

18 12. Select the organizational unit that will be under the administrator of the requisition group by clicking the check box located next to the organization number. 13. Click the Choose Organization button. 14. After selecting the Choose Organization button, the requisition group is complete. Q. When entering a requisition into the People First system, does the system automatically default the advertising dates ten working days from the date the requisition is entered? A. The default is 14 calendar days. The Hiring Manager can edit this time frame to accommodate their specifications for the requisition. Q. Will KSA's be unique to each agency and position being posted or applied for? A. The KSA's are tied to the description defined within the Broadband job description. Additional KSA's can be added as required for specific duties related to the position. Q. Will approvers be automatically default by level of supervisors for positions by org/section? A. At this time, approvers are input at the point of creating a job requisition. When organizational management services within the People First application are added, the approvals will automatically default. Q. Will approver list setup by each agency? A. The approver list is established by the Agency. 18

19 Manager - Approving/Disapproving a Position Requisition Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Additional policies can also be found within the Staffing tool s Knowledge Management System. Q. Will the People First Service Center recognize the Out-of-Office Assistant if an auto- is sent to a recipient who has set this up? A. Yes. If the People First Service Center receives an Out-of-Office message indicating that an approver of the requisition is not available, a staffing specialist will contact the hiring manager to see if the approver should be changed to expedite the requisition. In addition, the People First Service Center will monitor requisitions pending approval if no response is received within two working days and again will notify the hiring manager. Q. What if the hiring manager is already out of the office and cannot approve an "Out of office assistant"? A. If a hiring manager forgets to turn on their out of office assistant on , the Service Center will monitor non-action within the approval process of the job requisition. If an approval is not completed within a 2 business day window, the Service Center will contact the hiring manager first, if no contact/response, then the next level manager will be contacted for approval. Q. What is the "note" for - who sees it - does it show in the job announcement? A. Notes do not appear in any view for the applicant. Notes are only viewable by the hiring manager and the Service Center. Q. What if an approver delays approving until after the requested posting date? Does posting and closing date automatically adjust? A. If an approval is not received prior to the posting date, the job requisition will be cancelled and a new job requisition will be posted. 19

20 Q. Is there a minimum # of approvals for supervisors? A. Agencies will define the approval process, based on their specific guidelines. Q. Do you have to include a manager who is not within the lines of authority to approve a requisition? In other words, can a supervisor from another division or agency be included? A. The focus of the approvers is specific within that Agency. Depending upon the position, a cross Division approver may be required. Approvers do not cross over Agencies for the approval of job requisitions. 20

21 Manager - Viewing the Status of My Position Requisitions Q. If the approvals are received after the posting date, how do you update the posting date if the posting is automatic? A. If an approval is not received prior to the posting date, the job requisition will be cancelled and a new job requisition will be posted. Q. Will the People First Service Center recognize the "out of office assistant"? A. The recommendation is for all hiring manager and/or approvers to turn on the out of office assistant when they be gone for longer than a day. If a hiring manager forgets to turn on their out of office assistant on , the Service Center will monitor non-action within the approval process of the job requisition. If an approval is not completed within a 2 business day window, the Service Center will contact the hiring manager first, if no contact/response, then the next level manager will be contacted for approval. 21

22 Manager - Searching for Multiple Applicants Q. At what point are applicants screened out? During ad, upon submission of application? Or after the position closes? A. Applicants are identified as to their meeting the minimum qualifications of the job requisition. Those not meeting the qualifications will be removed from the poll of applicants related to the position after it closes. Manager - Searching for One Applicant Q. At what point are applicants screened out? During ad, upon submission of application? Or after the position closes? A. Applicants are identified as to their meeting the minimum qualifications of the job requisition. Those not meeting the qualifications will be removed from the poll of applicants related to the position after it closes. Manager - Viewing an Applicant Package Q. Is the listing(s) on "my applicants" the completed applicant package? A. This is the complete package as received by the Service Center. Any applications directly forwarded to the hiring manager are not included. 22

23 Manager - Scheduling an Interview Q. Who indicates the preferred time for the interview? A. The Hiring Manager indicates the preferred time for the interview? Q. Will the Service Center contact applicants to arrange an interview time? A. Yes, upon request by the Hiring Manager, the Service Center will contact applicants to arrange an interview time. Q. What happens if the applicant is unavailable at the Hiring Manager s preferred interview time? A. If the applicant is not available, the Service Center will again contact the Hiring Manager to determine an alternate interview time. Manager - Manage Applicants Q. How do I view EEO information per applicant or per requisition? A. This information is available on each requisition by selecting the Applicant EEO View/Requisition View. Q. What happens if the applicant does not have an address - is there any provision to contact applicants through other means? A. If the applicant has access to a computer, they can create a address using free software If the applicant does not have access to a computer, they can either fax (add fax #) or mail (add address) to the Service Center. Applicants requiring to supply additional information will also be contacted via phone, as required. 23

24 Manager - Preparing and Routing Offer Details for Approval Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Additional policies can also be found within the Staffing tool s Knowledge Management System. Q. What is the difference between the approval process of a requisition and the approval process of a job offer? In my organization, the job approval process requires the Budget Office and HR approvals before an offer is extended by the Hiring Manager/Authority. A. These are two separate processes. One is job requisition and the other is job offer. Agencies will define the approval process in accordance with their specific guidelines. 24

25 Manager - Creating and Printing/ ing an Offer Letter Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Additional policies can also be found within the Staffing tool s Knowledge Management System. Q. Is it possible for each agency to modify the offer letter to include designated letterhead? A. Yes, each Agency can work with the People First technical staff to define its letterhead and file format requirements. Q. Who is responsible for loading Agency letterhead into the system? A. The People First technical staff will load the letterhead into the application. The Agency will be responsible for providing the actual format of the letterhead to the People First technical staff. Q. Do agencies have the ability to edit letters? A. Yes, the Agency has the ability to edit all free formatted text within a letter. It is recommended that the Agency define the content of the unique letter(s) to ensure consistency in all outgoing correspondence. Q. Are agencies required to print and sign letters? A. The hiring manager/hr will be required to identify the terms of the offer, print the offer letter and sign the offer letter that is released to the candidate. Any reject or notification letter will not require the Agency to print and/or sign. 25

26 Manager - Completing and Reviewing Pre-Employment Due Diligence Activities Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Additional policies can also be found within the Staffing tool s Knowledge Management System. Q. Will due diligence be delivered via or faxed? A. Due diligence results will be delivered via a variety of tools. The status will be updated within the People First application, while results will be faxed and/or ed to the Hiring Manager. 26

27 Manager - Hiring an Applicant Q. Where do I find my agency s policies and procedures regarding the staffing transactions and activities I need to perform in the People First Staffing System? A. For agency-specific policies and procedures, please refer to your published agency policy guidelines and/or contact your agency Human Resources Professional. Additional policies can also be found within the Staffing tool s Knowledge Management System. Q. How does the manager change the hiring date? A. To change the hiring date, please contact a Service Center staffing Specialist, at Q. How will a Hiring Manager know the Employee ID? A. The Employee ID will be used for purposes of authentication as it relates to the People First Service Center. The employee will receive the Employee ID during a mailing that will take place prior to the start of HR services under People First. Q. If a new hire is a no show and the manager forgets to "decline" what happens? A. Only at the point that a new hire shows for work will he/she be considered an employee for the State of Florida. The position will remain filled until the Hiring Manager creates a vacancy to re-open the position. 27

28 Manager - Producing Staffing Reports Q. How do I run an EEO report? A. The process by which you can generate an EEO report is through the view reports screen. To generate a report, use the module 11 User Guide called "Produce Staffing Reports". For further assistance if required, call the Service Center at