APPENDIX A FIGURE 1 FIGURE A window pops up requesting information for you to fill in to complete the requisition.

Transcription

1 Create a Requisition APPENDIX A 1. The A-1 Requisition submission process begins with you logging into NEOGOV. Your user name should be your last name_initials. If you have forgotten your password, you can get a password reset by contacting your HR Analyst. (Figure 1 Below) FIGURE 1 2. Click on the + button to create a new requisition. (Figure 2 Below) FIGURE 2 3. A window pops up requesting information for you to fill in to complete the requisition. Policy A-1 APPENDIX A Page 1 of 9

2 FIGURE 3 Policy A-1 APPENDIX A Page 2 of 9

3 Fields Department/Division: Enter your Department. Class Spec: Find the appropriate class spec. If the Classification Specification/Positions you are requesting is not found, contact your HR Analyst to have the Classification Specification added. 1. Have you selected the correct class spec? There s a way you can check. From the Class Spec field, click the selected job title to have a closer look. After your review, click Close. Working Title: Enter the name of the position you are requesting to fill. The Working Title should match the title of the classification specification in NEOGOV. Desired Start Date: Enter the date you wish to have the employee start. Hiring Manager: Select your HR Analyst from the names provided. Job Type: Select one of the following: Full-Time, Limited Term, Part-Time or On-Call. Policy A-1 APPENDIX A Page 3 of 9

4 List Type: Select Regular. Vacancies: Enter the number of vacancies you are filling. Supervisor: Enter the name of the supervisor who will be supervising the recruited employee. Work Location: Enter the location the employee will spend the majority of their time. Budgeted Wage: Enter the hourly rate as shown in the current budget book for the vacated position. If the position is new, enter the rate that was approved through the resolution process. Wage To Post: Enter the hourly salary amount you wish to advertise through the recruitment. This amount should not exceed the budgeted or resolution rate, and should at least be at the minimum of the pay scale. This is usually used for departments who wish to start out posting at a lower hourly than the vacated employee. It should be noted, that nothing can be advertised/posted above the market rate without prior Director of Administration approval. Annual Salary: Enter the annual salary as listed in the budget book. Annual Fringe: This is the current year fringe rate. If unknown, your HR Analyst can fill in. Annual Hours: Enter the total annual hours for the position (example: 2080, 1950, 1040, 975, etc.) FTE: Enter the Full Time Equivalent for the posted position. Pay Grade Minimum, Market & Max: These values are found in the current class and comp plan. Total Number FTEs Budgeted for this Position Title: Enter the total number of FTEs that YOU have in your organization for this position title. If you have the same titled role in various units, use the unit number as your total, to reflect the actual effect of the vacancy on your department. Number of FTEs Filled with Position Vacant: Enter the number of FTES that you currently have (departments may be holding some positions open, so it is not always 1 less then the authorized FTE). Work Schedule: Enter the work schedule for the vacant position. Box is free flow text, so you can put the days of the week and hours the position will work. Hours/Week: Enter the weekly hours. If an employee works more hours one week than the second week, then the number should be the weekly average between the two weeks. Position Pay Grade: Enter the Grade the Classification Specification/Position falls within. These values are found in the current class and comp plan. Is Position grant-funded or contingent on outside funding? Answer Yes or No, depending on your position s funding sources. Are budgeted funds sufficient to cover the cost of filling the position? Answer yes or no. You will need to analize the budgeted amount versus what you project to pay the new employee (based on your advertised rate of pay). This figure will allow you to answer this question accurately on whether budgeted funds are sufficient. Policy A-1 APPENDIX A Page 4 of 9

5 Has Position Description been updated within last 12 months? NEOGOV will generate the job posting based upon the position description. If you have issues with the job description (as shown in the Classification Specifications), then you should contact your HR Analyst prior to continuing the process. You can save your work at this time, and come back when the position description has been updated. Once the position description has been updated, you can answer this question Yes. What is the percentage of levy cost for this position? Give the percentage based on your position s funding sources. As of today's date, what percent of your budgeted department salaries has been used? (Refer to your Budget Performance Report.) You will enter the percentage of your salary you have spent for your department. You can determine this through running a budget performance report in NewWorld (Logos), or contact your accountant. Summary Justification for Hire: Enter your justification for hire in this block. This should explain why you need to fill the position, and the impact on services for leaving it vacant Position Details New Position? Click Yes or No. Click the Add Position Details Button. If new position, Enter Position # (The position number should be entered with periods between each 3 digits, such as ) If vacated position, enter position #, Vacancy Date, First and Last Name for person leaving the position. Comments: Enter any internal notes you may wish to use to help track the recruitment process. Nothing is required in this field. *Click on the Green Button: Save & Continue to Next Step You must add your approval groups: Approval Group 1: Select from the drop down menu 1 - Department Head, then choose your department head s name. *Click Add Approval Step Approval 2: Select from the drop down menu 2 HR Analyst, then choose your HR Analyst s name. *Click Add Approval Step Approval 3: Select from the drop down menu 3 Administration, then choose the Director of Administration s name. *Click Add Approval Step -Note: there is no Approval 4 at this time. Approval 5: Select from the drop down menu 5 Awaiting Committee, then choose Jeanne Buzzell s name. Policy A-1 APPENDIX A Page 5 of 9

6 *Click Add Approval Step *Click on the Green Button: Save & Continue to Next Step. *Add any attachments, then Click Save & Submit. This will send the requistion to the first person in the approval process. If you wish to save your work, you can click Save & Close. The information you have entered will remain accessible to you, but will not be released for any further approvals. Note: If you re not quite ready to submit the requisition, click Save & Close. The requisition will display on your dashboard page in the My Requisitions section as a draft. In order to close an incomplete requisition, required fields will need a text placeholder of some sort. For example, if you are waiting for budget or levy percentages, enter: XX% as a placeholder. Policy A-1 APPENDIX A Page 6 of 9

7 Complete a Subject Matter Expert SME Review SME reviews are used when HR enlists the expertise of their organization s subject matter experts (SMEs) to assist with the candidate selection process. 1. If you re not already viewing your dashboard page, click Dashboard from the upper left. 2. From the My Tasks section, click the SME review pending your review. 1. Click the name of the first candidate to be reviewed. 2. The application will display including contact information, work experience, education and other information. Click the Questions tab to review the candidate s answers to agency-wide and job- specific supplemental questions. Policy A-1 APPENDIX A Page 7 of 9

8 1. Once you re ready to rate the candidate, click Rate. 2. Like the previous version of the Online Hiring Center (OHC) module, you have three ratings in a pass/fail setting: Pass, Fail and Other. Click one of these ratings, enter any comments and then click Save. 1. Click Next to proceed to the next candidate pending your review. 2. Repeat these rating steps until Next no longer displays. Click Cancel or click anywhere to the left of the last candidate s application review page. Policy A-1 APPENDIX A Page 8 of 9

9 3. Notice you have no unreviewed candidates and your SME review status is complete. 1. Click Complete Review and then click OK to notify, via , the assigned HR Analyst and other subject matter experts that you have completed your review. Policy A-1 APPENDIX A Page 9 of 9