I. Requisition: Requisitions will be used to submit 4 different types of requests: Eligible

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1 Neogov Online Hiring Center (OHC) Approval Workflow Guide Summary: This guide provides additional information regarding the default approval workflows for the Requisition and Personnel Action Form (PAF). I. Requisition: Requisitions will be used to submit 4 different types of requests: Eligible List Certification, Post a Bid, Transaction-Not from Eligible List, and Recruitment. The requisitions will default to Departmental Personnel and HR Technician This will be the appropriate approval path for Eligible List Certifications, Request to Post a Bid, and Transaction-Not from Eligible List. Department Personnel: Department Personnel will review the information on the requisition to ensure accuracy and choose to Approve, Deny, or place on hold. HR Technician: Once the requisition is approved, the HR Technician will review the requisition, ensure any required documents are attached, and choose to Approve, Deny, or place on hold. 1. Eligible List Certifications: After approval, the HR Technician will refer candidates to the department from the specified eligible list(s). 2. Request to Post a Bid: After approval, the HR Technician will post the Transfer Bid using the information that was attached to the requisition. 1

2 3. Transaction-Not from Eligible List: For all hire and employment transactions that require an application but do not require the candidate to have been referred from the eligible list, the department will first direct the candidate to apply to the Transaction- Internal Use Job posting on the Transfer Career page. The Technician will then refer the candidate to the department. (Refer to the Create Requisition-Transaction Not From Eligible List process.) 4. Requisition for Recruitment: If the request is for a recruitment, the default approval path must be amended by deleting the HR Technician approval and adding the HR Consultant Approval. Department Personnel: Department Personnel will review the information on the requisition, ensure all recruitment documentation is attached, and choose to Approve, Deny, or place on hold. HR Consultant: The Consultant will review the request for recruitment and place the requisition on hold until the recruitment is in process. 2

3 II. Hires: The workflow for a hire will depend on if the candidate is an external candidate or an internal Contra Costa County employee. Current employees will not need to complete the I-9 form and they will not need to complete fingerprinting unless it is required for their new position. 1. External Hires: The Personnel Action Form (PAF) can be completed by any hiring manager. Once the form is completed, the default approval path for the hire will be Department Personnel, HR Staff Review, Conditional Offer, I-9 Verification, Fingerprinting, Departmental Final Review, and Enter into PeopleSoft. 3

4 - NOTE- Hiring Manager is a Neogov User Role with specific permissions assigned by the department, not an official title or position. Department Personnel: Department Personnel will review the information on the PAF and choose to Approve, Deny, or place the Hire on hold. HR Staff Review: The assigned HR Staff will review the information on the PAF including the step, confirm that the candidate meets MQ s (if not from eligible list) and choose to Approve, Deny, or place the Hire on hold. Conditional Offer: After the Department Personnel and HR Staff have approved of the hire, the department will send the candidate a conditional offer letter through Neogov. Once the conditional offer letter has been accepted, the department will approve this step. Note: After a conditional offer has been accepted, all pre-hire screening can occur concurrently. I-9 Verification: Once a candidate reaches this step, the HR will contact the candidate to schedule an appointment to complete their I-9 through Everify and to be fingerprinted. This process will be handled by HR at 651 Pine Street. When the I-9 Verification is complete, this step will be approved (Exceptions: Sheriff, Probation, and Fire). Fingerprinting: Although this step is performed at the same time as the I-9 verification, results may longer to receive. After the Fingerprinting results are received and the candidate is cleared, the step will be approved (Exceptions: Sheriff, Probation, and Fire). Departmental Final Review: While the candidate is completing the I-9 verification and fingerprinting, departments may conduct their own pre-hire screening such as background checks, medical exams, TB Tests, etc. Once all departmental pre-hire screening is complete, the department will approve this step. Note: This is the final step before the candidate will be officially hired and entered into PeopleSoft. Ensure that all information on the PAF is accurate and all pre-hire screening has been completed with favorable results. Enter into PeopleSoft: The HR Transaction Team will review the information on the PAF and ensure that all steps in the approval workflow have been completed. Once confirmed, the candidate s information will be input into PeopleSoft. The approval of this step will mean that the hire has been entered. After all the steps have been approved and the hire has been entered, the assigned HR Technician will authorize the hire in NEOGOV and close the transaction. 4

5 Additional Approval Step: CAO Approval: Departments will add CAO Approval to the approval path immediately after HR Staff if the department is currently subject to a hiring freeze and/or if the hire is a Temporary Upgrade. Departments should attach all supporting documentation and memos to the transaction for review. 2. Internal Hire Transactions: 5

6 For any internal hire transactions such as promotion, transfer, reassignment, flex, temporary upgrade, or demotion, the department will remove the I-9 Verification and Fingerprinting (unless required for the position) steps from the approval path. Additional Departmental Approval Steps: If a department would like to add any additional approval groups and/or approval steps to their include in their default Requisition or Hire approval workflow, please contact Alex Johnson at Alex.Johnson@hrd.cccounty.us The Requisition and Hire can each have one default approval workflow. The default workflow can be customized to reflect the typical approval path. When creating the requisition or hire, the department can choose to edit the approval groups, steps, or assigned users if needed. Do not reorder any of the steps in the default Hire Workflow. End of Process 6