PIMS User Guide USER GUIDE. Polaris Interview Management System. Page 1
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1 USER GUIDE Polaris Interview Management System Page 1 September 2017
2 Additional PIMS Resources Job Aid: Competency Identification Worksheet Job Aid: Legal Considerations When Interviewing Video: How to Create an Element (3:18) Video: How to Create a Competency Model (2:19) Video: How to Create a Question (2:11) Video: How to Create a User (3:23) Video: How to Create a Group (1:59) Video: How to Create an Interview Guide (1:53) Video: How to Add Resource Folders and Files (2:03)
3 Table of Contents System Navigation... 3 General/Dashboard... 4 Glossary... 4 Frequently Asked Questions... 4 Training & Training Settings... 6 Glossary... 6 Frequently Asked Questions... 7 Interview Guides Glossary Frequently Asked Questions Candidate Evaluations Glossary Frequently Asked Questions Resource Folders Glossary Frequently Asked Questions User Settings Glossary Frequently Asked Questions Setup Settings Glossary Frequently Asked Questions Note: Depending upon your account permissions, you may not have access to all of the features discussed in the User Guide. You should contact your System Administrator if you believe you should be able to access certain features that you currently cannot.
4 System Navigation Selecting the Main Menu returns you to the Dashboard. 2. Selecting the Back arrow returns you to the previous step in the Navigation Pane (the left hand column in PIMS). 3. Selecting the Refresh arrow reloads the page. 4. Typing into the Filter box limits the information on the present screen in the Navigation Pane to whatever is typed into the Filter box. 5. Selecting Welcome on any screen returns you to the top of the page. 6. Selecting My Recent Activity leads you to the section of the page with My Recent Guides and My Recent Training. 7. The Message Board contains information communicated by your System Administrator. 8. My Recent Guides lists your most recently accessed Interview Guides. 9. My Recent Training lists your most recently completed Trainings. 10. Selecting the Dashboard reloads the Dashboard, which is essentially the home page. 11. Selecting Training leads you to your assigned and completed Trainings. 12. Selecting Interview Guides leads you to the Division and Job Family Interview Guides and the Interview Guide Builder. 13. Selecting Candidate Evaluations leads you to the list of candidates that have been evaluated. 14. Selecting Resource Folders leads you to your Public and Private Resources. 15. Selecting Users allows you to search for Users and Groups. 16. Selecting Setup allows you to edit Core, Interview Guide, and Training Settings. Page 3
5 General/Dashboard Glossary Navigation Column The left hand column is where you can navigate all of the features of PIMS. Dashboard The Dashboard is the equivalent of your home page. On the Dashboard, you can read information from your System Administrator on your Message Board as well as access recently opened Interview Guides and Trainings. Message Board The Message Board, which is located on the Dashboard, is where you can find information from your organization and/or System Administrator. This information can include release statements, contact information, links to external resources, etc. Only the System Administrator(s) (i.e., SuperUsers) can place content on the Message Board, and this content is viewable to all users of PIMS. My Recent Guides My Recent Guides, which is located on the Dashboard, lists the Interview Guides you have most recently accessed. You can select any Interview Guide from the list to open it. My Recent Training My Recent Training, which is located on the Dashboard, lists the Trainings you have most recently accessed. You can select any Training from the list to open it. Frequently Asked Questions 1. Is there a time limit for activity in PIMS? Yes; the system logs you off after 60 minutes of inactivity. 2. What browsers are compatible with PIMS? PIMS is compatible with Chrome, Firefox, and Internet Explorer. 3. I am a System Administrator. How do I write on the Message Board? On the Dashboard, you should see the section that contains the Message Board. To the left of the Message Board is a gear, which you can select to access the content placed on the Message Board. You can apply a number of features to your content, including bullets, tables, hyperlinks, and stylized text. When you are finished writing the Message Board content, select Update Message. 4. I am a System Administrator. How do I Users through PIMS? There are two ways to Users through PIMS. 1. From the Dashboard, select Users followed by List All Users. Next, select Batch Actions & Tools and then Send them an . You should receive three options: to Page 4
6 send an to only the (1) Currently checked users, (2) All of the users included in the list, and (3) All in the list minus some. Select the User(s) and/or the option you want to use. A separate window should appear where you can type your , confirm the Users to whom it is being sent, attach files, etc. When you are finished with your , select Send Message. 2. You can also reach the Send them an option in the Users screen (From the Dashboard, select Users and then List All Users) by checking the box next to the User(s) you are interested in ing from the User list. You should receive the same subsequent options and can follow the same process detailed in the first method. 5. I am a System Administrator. How do I Groups through PIMS? There are two ways to Groups through PIMS. 1. From the Dashboard, select Users followed by List All Groups. Next, select Batch Actions & Tools and then Send them an . Select the Group(s) you are ing followed by Currently Checked. A separate window should appear where you can type your , confirm the users to whom it is being sent, attach files, etc. When you are finished with your , select Send Message. 2. You can also reach the Send them an option in the Groups screen (From the Dashboard, select Users and then List All Groups) by checking the box next to the Group(s) you are interested in ing from the group list. You should receive the same subsequent options and can follow the same process detailed in the first method. 6. I have feedback regarding the system. Who should I contact? If you have feedback regarding the system, please contact your Polaris Client Support Specialist assigned to your organization. If you do not know who your Polaris Client Support Specialist is, please pimshelp@polaristest.com. 7. I have a question that isn t included in the User Guide. Who should I contact? If you have a technical question about the system and how to use it, please contact your Polaris Client Support Specialist assigned to your organization. If you do not know who your Polaris Client Support Specialist is, please pimshelp@polaristest.com. If you have a question about your organization s policies and procedures, please contact your System Administrator. Page 5
7 Training & Training Settings Glossary The Training section, which you can access by selecting Training from the Dashboard, is where you can find the Trainings to which you have access as well as the certification test. My Training The My Training section, which you can access from the Dashboard by selecting Training, is located at the top of the Training page and alerts you of certifications you need to take (Certification), your certification status (Status), and the date you last took the certification (Date Last Taken). My Training Modules My Training Modules, which you can access from the Dashboard by selecting Training, is located beneath the My Training section on the Training page and indicates the Trainings to which you have access. These can include Trainings that you have already taken or those that you have yet to take. You can access Trainings to which you are assigned at any time, regardless of whether or not you have taken them already. Edit Training Modules Edit Training Modules, which you can locate from the Dashboard by selecting Setup, Training Settings, and Edit Training Modules, houses the Training modules uploaded in PIMS. Using the spreadsheet located on this page, you can add new Trainings by inserting their URL addresses. You can also enter the titles and adjust the display order of the trainings as they appear in PIMS to users. Manage Department Trainings Manage Department Trainings, which you can locate from the Dashboard by selecting Setup, Training Settings, and Manage Department Trainings, allows you to assign Trainings to entire Departments by selecting the checkboxes next to the corresponding Department and training. Manage Job Family Trainings Manage Job Family Trainings, which you can locate from the Dashboard by selecting Setup, Training Settings, and Manage Department Trainings, allows you to assign Trainings to entire Job Families by selecting the checkboxes next to the corresponding Job Family and training. Edit Certification Assessments Edit Certification Assessments, which you can locate from the Dashboard by selecting Setup, Training Settings, and Edit Certification Assessments, allows you to control the details of the certifications. There are a number of categories to address: 1. Title: Certification s title. 2. PolarisAssessID: This is a PIMS identifier that you can ignore. Page 6
8 3. Days Assessment is Valid: The extent to which the certification is valid and, thereby, when it needs to be retaken. 4. Minimum Score to Pass: The minimum score needed to pass the certification. 5. Report URL: The certification that users receive after completing and passing the training. 6. Display Order: Controls the order in which the certifications appear. Frequently Asked Questions 1. I am a System Administrator. How do I edit the Training modules? From the Dashboard, select Setup, then Training Settings, and then Edit Training Modules. You should next see a spreadsheet that lists the Trainings titles, URL locations, and the order in which they will be displayed in PIMS. This spreadsheet is where you can enter additional Trainings into PIMS. 2. I am a System Administrator. How do I assign Trainings to Users? There are three ways to assign Trainings to users. 1. You can assign Trainings to users through the User list. Upon creating or editing a User, you can assign Trainings using the Supplemental Training tab. To access this tab for an existing User, from the Dashboard select Users, List All Users, and then Edit User. Then, select Supplemental Training and select the checkboxes to the left of the Trainings you want to assign. Select Apply and Save and Close. 2. You can assign Trainings through Training Settings. From the Dashboard, select Setup, Training Settings, and then Manage Department Trainings. Select the Department(s) to which you want to assign to the Training(s). Then, select Save Changes, and any user in that Department should now be assigned to the Training. You can also assign Trainings to Users selecting Manage Job Family Trainings and selecting the Job Family(ies) you want to assign to the Training(s). Again, select Save Changes, and any user in that Job Family should now be assigned to the Training. 3. You can assign Trainings to Groups, too. Upon creating or editing a Group, you can assign Trainings using the Supplemental Training tab. To access this tab on an existing Group, from the Dashboard select Users, List All Groups, and then Edit Groups. Then, select Supplemental Training and select the checkboxes to the left of the Trainings you want to assign. Select Apply and Save and Close. 3. I am a System Administrator. Is there a way to ensure all Users in the system are automatically assigned to the Training modules? You can assign the training modules to Departments and Job Families, which would then automatically apply the Training modules to all Users that are assigned to those Departments and Job Families. Page 7
9 You can assign Trainings through Training Settings. From the Dashboard, select Setup, Training Settings, and then Manage Department Trainings. Select the Department(s) to which you want to assign to the Training(s). Then, select Save Changes, and any User in that Department should now be assigned to the Training. You can also assign Trainings to Users by selecting Manage Job Family Trainings and selecting the Job Family(ies) to which you want to assign to the Training(s). Again, select Save Changes, and any User in that Job Family should now be assigned to the Training. You simply need to ensure that, when setting up your Users, you are assigning them to the relevant Departments and Job Families. 4. I am a System Administrator. How do I track Users Training progress and completion? PIMS does not send updates on Users Training progress and completion. You can track their progress by logging into each User s account. This can be accomplished from the Dashboard by selecting Users, List All Users, Edit User, and the Login as user link next to the User ID next to Login Info. A new window should appear where you can select Training from the Dashboard to track the User s Training progress and completion. 5. I am trying to access my Trainings. Where do I find them? Your Trainings can be found by selecting Training from the Dashboard. You should then be taken to the Training section, and your assigned Trainings can be found under My Training Modules. You can access the Trainings by selecting them, and they should open in a new window. 6. I do not see any assigned Trainings under My Training Modules. Who do I contact? If you do not see any Trainings, contact your System Administrator. 7. My Trainings are not launching. What do I do? You may have your browser s pop-up blocker enabled, which should be turned off because the Trainings launch in a new window. If this solution does not work, contact your Polaris Client Support Specialist assigned to your organization. If you do not know who your Polaris Client Support Specialist is, please pimshelp@polaristest.com. 8. Are the learning check responses in the Training modules logged? Users responses to the learning check items within the Training modules are not logged anywhere in the system. The learning check items serve as a means of self-assessment for Users as they progress through the Training modules in preparation for the certification. 9. I did not pass my Training certification. What do I do? You can access the Training again and retake the certification. You can do this until you pass the certification. Page 8
10 10. I just completed my assigned Trainings. Do I need to inform the System Administrator? You do not need to inform your System Administrator that you have completed the Trainings and/or received your Training certifications. Your System Administrator has access to that information. 11. My Training certification expired. Do I have to retake the Training or the recertification test? You do not need to retake the Training after your Training certification expires, but you can access the Training again if you would like. You only need to retake and pass the certification test. 12. I have questions about the content of the Trainings and what it means for my organization. Whom do I contact? You should contact your System Administrator for questions on the Training content. Page 9
11 Interview Guides Glossary The Interview Guide section, which you can access by selecting Interview Guides from the Dashboard, contains existing Interview Guides organized by Divisions and Job Families as well as the options to build a new Interview Guide and view all existing Interview Guides. New Guide Builder Selecting New Guide Builder, which you can locate from the Dashboard by selecting Interview Guides and New Guide Builder, allows you to create a new Interview Guide. Under the Settings tab, there are a number of categories to address: Under General Settings: 1. Guide Title: The Interview Guide s title. 2. Competency Model: The Competency Model around which the Interview Guide is based. The Competency Model determines the Questions, which are included based on their categorization to relevant Elements, that are available to add to the Interview Guide. 3. Job Level: The Interview Guide s corresponding Job Level (Individual Contributor, Supervisor/Middle Manager, and Senior Manager). 4. Guide Template: The Template used to format the Interview Guide. The Template determines the manner in which the Interview Guide s content, including Questions and Evaluation Guidelines, are presented. Under Rating Forms: This section allows you to link your Interview Guide to any Rating Form(s) loaded in the system. Linking your Interview Guide to a Rating Form allows you to complete and submit Candidate Evaluations using the linked Form. Under Category Assignments: 1. Divisions: This is the broadest assignment and allows you to select Divisions (e.g., North America) for which the Interview Guide is relevant. 2. Departments: This assignment allows you to select Departments (e.g., Human Resources) for which the Interview Guide is relevant. 3. Job Families: This assignment allows you to select Job Families (e.g., Retail) for which the Interview Guide is relevant. 4. Positions: This is the most specific assignment and allows you to select Positions (e.g., Programmer) for which the Interview Guide is relevant. Under Additional User Permissions: This section allows you to assign the Interview Guide to additional Users that would not otherwise have access to the Interview Guide. For example, if you have an Interview Guide that is assigned to the Marketing department but also want a User outside of the Marketing department to have access to the guide, you can select that User s name in this section. Note: There is no need to select any User in the Marketing department in this section because making that selection under the Category Assignments already grants Users in that department access to the Interview Guide. Page 10
12 Under the Questions tab, you are presented with the option to Add Question. Clicking Add Question presents you with a number of options for that Question: 1. Competency: This is the Competency you would like your question to assess. Selecting a specific Competency filters all of the available Questions in your Competency Model to only those that apply to your chosen Competency. Selecting a Competency is mandatory for adding questions to Interview Guides. 2. Element: This is the specific Element within your selected Competency that you would like your question to assess. Selecting a specific Element filters all of the available Questions within your selected Competency to only those that apply to your chosen Element. Selecting an Element is mandatory for adding questions to Interview Guides. 3. Question Wording: After selecting Select/Change Question, you are presented with all of the Questions that apply to your chosen Element. On this screen, you can change your Element, search for Questions, and select Questions to add to your Interview Guide. a. To choose a different Element within your chosen Competency, you can use the Element dropdown box. b. To the right of the Element dropdown box is the Show Evaluation Guidelines button. Selecting this button gives you a preview of the Evaluation Guidelines for your chosen Element. c. To search for Questions, you can filter by Question Type and/or Keyword Search. i. Question Types: Behavioral Consistency Questions are concerned with interviewees past behavior, Hypothetical Questions gauge how interviewees would respond to a given situation, and Immersion Scenario Questions are role play scenarios for the interviewees. You can select the Question Type you are interested in and select Search, and a list of Questions of that type that also meet your chosen Element and Competency should appear. ii. Keyword Search: This searches through Questions Wording, Probes, and Search Hints. You can enter any relevant terms for the Question you are looking for and select Search, and a list of Questions with those keywords that also meet your chosen Element and Competency should appear. d. To preview the Probes of any Question, select the Show Probes button. e. When you find a Question that you would like to add to your Interview Guide, select Use Question. That Question should then appear next to the Question Wording. To add more Questions to your Interview Guide, simply follow the same process outlined above. Selecting Preview at the bottom of the Interview Guide Builder opens a preview of your Interview Guide in a new tab in your browser. Selecting Download at the bottom of the Interview Guide Builder downloads your Interview Guide as a Word Document. If you would like to delete your Interview Guide, select the Settings tab and then select Delete Guide. When you are finished with your Guide, select Save and Continue. Page 11
13 To see a video demonstration of how to create an Interview Guide, see the How to: Create an Interview Guide video. Download You can download any existing Interview Guide from the Dashboard by selecting Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Selecting the Download button next to the Interview Guide downloads the Guide as a Word document. You can also select Download at the bottom of the Interview Guide Builder to download the Guide as a Word document. Display Selecting Display, which you can access from the Dashboard by selecting Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane), opens a preview of your Interview Guide in a new tab in your browser. Edit Guide Selecting Edit Guide, which you can access from the Dashboard by selecting Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane), allows you to access the Interview Guide s Setting and Questions tabs, where you can edit information including the Guide s Title, Job Level, and Questions. Use as Template You can access the Use as Template feature from the Dashboard by selecting Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Selecting the feature takes you to the Settings tab where you can address the features described under New Guide Builder. Evaluate a Candidate Selecting Evaluate a Candidate, which you can access from the Dashboard by selecting Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane), allows you to create and submit Candidate Evaluations. After submitting Candidate Evaluations, the Interview Guide used in the evaluation process is Locked from further changes, meaning you cannot make any edits to the Guide. This is to preserve the original content of the Interview Guide, so it can be referred to at any point later in time. If you would like to make edits to a Locked Interview Guide, from the Dashboard select Interview Guides, View All, Edit Guide next to the Guide in which you are interested, and then Edit Locked Guide. This creates a copy of the Interview Guide, and you can make any edits or changes to it that you would like, while the original Interview Guide used in the Evaluations remains untouched. The Candidate Evaluations are discussed in greater detail in the Candidate Evaluations section of the User Guide. Page 12
14 Frequently Asked Questions 1. I am trying to access the Interview Guides. Where do I find them? Existing Interview Guides are available by selecting Interview Guides from the Dashboard and then View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). 2. How do I create a new Interview Guide? To create a new Interview Guide, from the Dashboard select Interview Guides and New Guide Builder. First, list your Guide s Title. Then, select the Competency Model on which the Guide is based, the appropriate Job Level, and the Guide Template you would like to use. Next, select the relevant Category Assignments, including Divisions, Departments, Job Families, and Positions and make any Additional User Permissions assignments. When you are finished with the Settings tab, select Save and Continue, which should lead you to the Questions tab where you can populate your Guide with Questions. To see a video demonstration of how to create an Interview Guide, see the How to: Create an Interview Guide video. 3. Do I have to address every feature (i.e., Category Assignments and Job Level) when creating an Interview Guide? You do not have to address every feature when creating an Interview Guide, but it is highly encouraged that you address as many as possible. The only mandatory details for Interview Guides are the Guide s Title, Competency Model, Job Level, and Guide Template. 4. Do I have to make Additional User Permissions assignments? No. You only need to make Additional User Permissions assignments if you need a User to be able to access your Guide that wouldn t otherwise have access. For example, if you have a Guide assigned to the Human Resources Department but also need someone in the Finance Department to have access to the Guide, you could select that Finance user in the Additional User Permissions section. 5. I am a System Administrator. Why can t my Users select a Competency Model in the Guide Builder? Your Users likely are not assigned to any Core (i.e., Divisions, Departments, Job Families, and Positions) categories in the system. Competency Models can be ascribed to these Core categories, and, once they are, only Users that have also been assigned to those same Core categories can access them. For example, if a Competency Model is assigned to the Human Resources Department, a User most also be assigned to the Human Resources Department to access the Competency Model when creating an Interview Guide. Page 13
15 To assign your Users to Core categories, from the Dashboard select Users, List All Users, and Edit User next to any User you desire to edit. To assign your User to any Divisions, select the Divisions tab and then select the checkbox to the left of the Division to which you want to assign the User. You can select as many Divisions as you d like. The same process is followed for the Departments, Job Families, and Positions tabs. When you are finished with the Core category assignment, select Apply and Save and Close. To assign your Competency Models to any Core categories, from the Dashboard select Setup, Guide Builder, and Edit Competency Models. Select Edit next to the Competency Model you want to edit and then select Edit Category Assignments. Select the Core categories that you want to assign the Competency Model to by selecting the relevant checkboxes and then select Save and Close. When you are finished editing the Competency Model, select Close Window. 6. I am a System Administrator. Why can t my Users select any Core categories when creating an Interview Guide? Your Users likely are not assigned to any Core (i.e., Divisions, Departments, Job Families, and Positions) categories in the system. Users can only assign Interview Guides to Core categories to which they themselves are assigned. To assign your Users to Core categories, from the Dashboard select Users, List All Users, and Edit User next to any User you desire to edit. To assign your User to any Divisions, select the Divisions tab and then select the checkbox to the left of the Division to which you want to assign the User. You can select as many Divisions as you d like. The same process is followed for the Departments, Job Families, and Positions tabs. When you are finished with the Core Category assignment, select Apply and Save and Close. 7. I am a System Administrator. Why can t my Users see any Interview Guides in the system? Unless there are no Interview Guides in the system, the Users are likely not assigned to any Core (i.e., Divisions, Departments, Job Families, and/or Positions) categories in the system. If Interview Guides are assigned to any Core categories, Users must also be assigned to those same Core categories to be able to access the Interview Guides. To assign your Users to Core categories, from the Dashboard select Users, List All Users, and Edit User next to any User you desire to edit. To assign your User to any Divisions, select the Divisions tab and then select the checkbox to the left of the Division to which you want to assign the User. You can select as many Divisions as you d like. The same process is followed for the Departments, Job Families, and Positions tabs. When you are finished with the Core Category assignment, select Apply and Save and Close. Page 14
16 8. How do I add Questions to an Interview Guide? To add Questions to an Interview Guide, from the Dashboard select Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Then select Edit Guide, and the Questions tab of the Guide Builder should appear. Under the Questions tab, you are presented with the option to Add Question. Clicking Add Question should present you with a number of options for that Question: 1. First, select the Competency you would like your Question to assess. 2. Then select the Element within your chosen Competency that you would like your Question to assess. 3. Select Select/Change Question next to the Question Wording. To search for Questions, you can filter by Question Type and/or Keyword Search: a. Question Types: Behavioral Consistency Questions are concerned with interviewees past behavior, Hypothetical Questions gauge how interviewees would respond to a given situation, and Immersion Scenario Questions are role play scenarios for the interviewees. Select the Question Type you are interested in and select Search, and a list of Questions of that type that also meet your chosen Element and Competency should appear. b. Keyword Search: This searches through Questions Wording, Probes, and Search Hints. You can enter any relevant terms for the Question you are looking for and select Search, and a list of Questions with those keywords that also meet your chosen Element and Competency should appear. 4. When you find a Question that you would like to add to your Interview Guide, select Use Question. That Question should then appear next to the Question Wording. To add more Questions to your Interview Guide, simply repeat this process. 9. Can I use multiple Competency Models when creating an Interview Guide? Yes. First follow the steps to create an Interview Guide located in FAQ #2. Select your first Competency Model and add any Questions you would like. When you are finished adding Questions from that Model, select the Settings tab again, change your Competency Model in the dropdown menu, select Save and Continue, and you should return to the Questions tab. You should see that your previously selected Questions are locked, which is because they are tied to a different Competency Model. You can now add Questions to your Guide that are from the second Competency Model. When you are finished, select Save and Continue. If you would like to make edits to Question selections made using the original Competency Model, you need to return to the Settings tab, select the original Competency Model in the dropdown menu, and then select Save and Continue. You should see that your questions tied to that Competency Model are no longer locked. 10. How do I preview my Interview Guide? To preview your Interview Guide, from the Dashboard select Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in Page 15
17 the Navigation Pane). Then select Edit Guide next to your Interview Guide, and you should be presented with the Questions tab of the Guide Builder. Select Preview at the bottom of the Guide Builder to preview your Guide in a tab within your browser. You can also preview your Interview Guide from the Interview Guides page by selecting from the Dashboard Interview Guides, View All, and Display next to your Guide. 11. How many Questions can I add to my Interview Guide? You can add as many Questions as you would like. After every Question you add, the Guide Builder should present you with the option to add another. 12. How do I edit the appearance of an Interview Guide? The appearance of your Interview Guide is controlled by the Guide Template you selected on the Settings tab of the Guide Builder. To edit the appearance of your Interview Guide, you would need to edit or create a new Guide Template. For assistance with this, contact your Polaris Client Support Specialist. 13. How do I change the Guide Template of an existing Interview Guide? To edit your Interview Guide Template, from the Dashboard select Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Then select Edit Guide next to your Interview Guide and the Settings tab. You can change your Template under the Guide Template dropdown menu. When you are finished, select Save and Continue, and your Guide should now be formatted according to the newly selected Guide Template. 14. How do I edit an existing Interview Guide? To edit an existing Interview Guide, from the Dashboard select Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Then, locate the Guide you want to edit and select Edit Guide. From here, you can edit the Guide s Title, Competency Model, Job Level, Guide Template, Category Assignments, and Additional User Permissions under the Settings tab as well as the Guide s questions under the Questions tab. When you are finished, select Save and Continue. 15. How do I delete an existing Interview Guide? To delete an existing Interview Guide, select Interview Guides from the Dashboard and then select View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Then, locate the Guide you want to delete and select Edit Guide. Select the Settings tab followed by the Delete Guide button at the bottom of the screen. Lastly, confirm that you want to delete the Guide. Note, though, that you cannot delete a Locked Guide because it has been used to evaluate a candidate. Page 16
18 16. How do I use an existing Interview Guide as a template? To use an existing Interview Guide as a template, select Interview Guides from the Dashboard and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Locate the Interview Guide that you would like to use as a template and select the Use as Template button. Next, the settings should appear, and you can name your Guide and assign the Competency Model, Job Levels, Guide Template, Category Assignments, and Additional User Permissions. After selecting Save and Continue, you can search for and add Questions. When you are finished adding Questions, select Save and Continue. 17. How do I download an Interview Guide? To download your Interview Guide when working in the Guide Builder, from the Dashboard select Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Then select Edit Guide next to your Interview Guide, and you should be presented with the Questions tab of the Guide Builder. Select Download at the bottom of the Guide Builder. Your Guide should then begin downloading as a Word document, which you can open when it is finished. To download an Interview Guide without entering the Guide Builder, select Interview Guides from the Dashboard and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane). Locate the Interview Guide you are interested in downloading and select the Download button to the right of the Guide information. Your Guide should then begin downloading as a Word document, which you can open when it is finished. 18. I am trying to edit an Interview Guide, but the system says it is locked. What does that mean and what do I do? The Interview Guide is marked as Locked because it has been used to submit Candidate Evaluations. The Guide has been locked to preserve the original content that was used in assessing the candidate. If you would like to make edits to that Guide, you need to select Edit Locked Guide, which creates a copy of the Guide for you to make any changes you d like, while the original Guide remains untouched. 19. Can I delete a locked Interview Guide? No, you cannot deleted a Locked Interview Guide because that Guide has been used to submit Candidate Evaluations and thus its original content needs to be preserved. 20. Why isn t the Interview Guide I m searching for in the Filter box appearing? The Filter box is designed to limit the items appearing in the Navigation Pane by showing only those items that match the text you type into the Filter box. You need to navigate to Interview Guides and the Job Family or Division that houses the Guide for which you are searching, and then you can use the Filter box to narrow your results. Page 17
19 21. I have questions about the content of the Interview Guides. Who do I contact? If you have any questions regarding the content of the Interview Guides, contact your System Administrator. Page 18
20 Candidate Evaluations Glossary The Candidate Evaluations, which can be accessed by selecting Candidate Evaluations from the Dashboard, contain all of the Candidate Evaluations that have been submitted in the system. The spreadsheet containing the Candidate Evaluations contains the following terminology: 1. Cand ID: The candidate s ID, which is entered by the User submitting the Evaluations. 2. Last Name: The candidate s last name. 3. First Name: The candidate s first name. 4. Job Opening ID: The job opening ID for the position for which the candidate is being evaluated. This information is entered by the User who submitted the Evaluations. 5. Date Submitted: The date on which the Evaluations were submitted. 6. Submitted By: The User who submitted the Candidate Evaluations. 7. Guide ID: The ID of the Interview Guide whose content (e.g., Questions, Elements, Competencies) is pulled into the Rating Form when the User submitted the Candidate Evaluations. 8. Guide Title: The title of the Interview Guide whose content (e.g., Questions, Elements, Competencies) is pulled into the Rating Form when the User submitted the Candidate Evaluations. 9. Rating Form: The Rating Form used to evaluate the candidate. To view any of the Candidate Evaluations, select View Ratings, and the Evaluations for that candidate should appear. Evaluate a Candidate To Evaluate a Candidate, from the Dashboard select Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane) and then select Evaluate a Candidate next to your desired Interview Guide. If more than one Rating Form is linked to the Interview Guide, you should be prompted to choose which Rating Form you would like to use to complete your Evaluations. On the Candidate Information window, you are presented with the option to look up a candidate using an ID. Enter your candidate s ID and then select Lookup Candidate. If your candidate has already been logged in the system, his/her First and Last Names should populate and you can click Ok to continue. If your candidate has not been logged in the system, enter his/her First and Last Names and click Create New Candidate. What you see next depends upon the Rating Form you are using to submit your Evaluations. The Rating Form dictates the appearance of the screen as well as the information considered mandatory for submitting Candidate Evaluations. For more information on Rating Forms, see the Setup section of the User Guide. You should see the following information on the screen, all of which has been populated for you: 1. Candidate ID: The candidate s ID. 2. First Name: The candidate s first name. 3. Last Name: The candidate s last name. Page 19
21 4. Change Candidate: You can select this to change the candidate whom you are evaluating. You may also see the following information on the screen, depending upon the Rating Form s settings: 1. Job Opening ID: The job opening ID for the position for which the candidate is being evaluated. The Rating Form dictates, among other things, the mode by which the candidate is evaluated. The candidate can be evaluated by Competency, Element, or Question, and you may see any or all three terms on your screen. 2. Competency: The Competency on which the candidate is being evaluated or the Competency tied to the Question or Element on which the candidate is being evaluated. If you are evaluating candidates by Competency, you should see all Elements and/or Questions assessed in the Interview Guide categorized by their Competency assignment and you then provide a rating for each Competency. 3. Element: The Element on which the candidate is being evaluated or the Element tied to the Competency or Question on which the candidate is being evaluated. If you are evaluating candidates by Element, you should see all Competencies and/or Questions assessed in the Interview Guide categorized by their Element assignment and you then provide a rating for each Element. 4. Question: The Question on which the candidate is being evaluated or the Question tied to the Competency or Element on which the candidate is being evaluated. If you are evaluating candidates by Question, you should see all Competencies and/or Questions assessed in the Interview Guide categorized by their Question assignment and you then provide a rating for each Question. 5. Evaluation Guidelines: The Evaluation Guidelines tied to the Element assessed in the Interview Guide. The Evaluation Guidelines populate beneath the rating scale used to provide your Candidate Evaluations. 6. Notes: A section to enter any Notes you have pertaining to your rating. 7. Overall Rating: Your overall rating of the candidate. 8. Final Decision: Your final decision regarding the interview and/or candidate. When you are finished, click Submit Evaluation. If you click Submit Evaluation, but you are instead returned to a different place on the screen with the word Required visible, it means that this information is required to successfully submit your Evaluations. After submitting your Evaluations, you should be lead to an Interview Rating Summary screen showing your Evaluations. Page 20
22 Frequently Asked Questions 1. I am trying to access the Candidate Evaluations. Where do I find them? Submitted Candidate Evaluations can be found by selecting Candidate Evaluations from the Dashboard. 2. Can I group the Candidate Evaluations by Candidate? Yes. From the Dashboard, select Candidate Evaluations, select the Group Records button, which can be seen to the left, and then select the column that you would like to group your candidates by (e.g., Cand ID). You should see the candidates grouped in the way you selected. 3. How do I search through Candidate Evaluations? From the Dashboard, select Candidate Evaluations and the Filter Records button, which can be seen to the left. You can search through Candidate Evaluations by any of the nine columns, all of which are listed in the first dropdown box. If you wanted to search by Candidate ID, for example, you would select Cand ID in the first dropdown box, then select Contains in the second dropdown box, and lastly enter your search terms and select Go. 4. How do I view a Candidate s Evaluations? From the Dashboard, select Candidate Evaluations, locate the Candidate you are interested in, and select View Ratings. The Evaluations should appear. 5. How do I submit Candidate Evaluations? To Evaluate a Candidate, from the Dashboard select Interview Guides and View All (or further refine the list using the Division and Job Family Guides options in the Navigation Pane) and then select Evaluate a Candidate next to your desired Interview Guide. If more than one Rating Form is linked to the Interview Guide, you should be prompted to choose which Rating Form you would like to use to complete your Evaluations. On the Candidate Information window, you are presented with the option to look up a candidate using an ID. Enter your candidate s ID and then select Lookup Candidate. If your candidate has already been logged in the system, his/her First and Last Names should populate and you can click Ok to continue. If your candidate has not been logged in the system, enter his/her First and Last Names and click Create New Candidate. What you see next depends upon the Rating Form you are using to submit your Evaluations. You should see the candidate s information (i.e., First Name, Last Name, and Candidate ID) and then the Guide content on which you are providing your Evaluations, organized according to the Rating Form s specifications. After providing your Evaluations, click Submit Evaluation. If you click Submit Evaluation, but you are instead returned to a different place on the screen with the word Required visible, it means that this information is required to successfully submit your Evaluations. After Page 21
23 submitting your Evaluations, you should be lead to an Interview Rating Summary screen showing your Evaluations. 6. What do I enter for the Candidate s ID? The naming convention used for the Candidate ID would be an organizational policy. Contact your System Administrator for further information. 7. What do I enter for the Job Opening ID? The naming convention used for the Job Opening ID would be an organizational policy. Contact your System Administrator for further information. 8. I do not see any information on the Rating Form besides a rating scale and candidate information. Your Rating Form likely is missing some assignments (e.g., Show Evaluation Guidelines, Show Competency Title). To make this information visible, you need to edit the Rating Form, which can be done by clicking Setup from the Dashboard and then Guide Builder and Edit Rating Forms. Next, locate the Rating Form you would like to edit and select Edit Form. Make any updates you would like and then select Save and Close. When you retry evaluating a candidate, you should see an updated version of the Rating Form. If you do not have the ability to edit the Rating Form, contact your System Administrator for further information. 9. I do not seem to have access to the Candidate Evaluations. Who do I contact? You likely have not been assigned the permission granting access to the Candidate Evaluations. Contact your System Administrator for further information regarding your access. 10. The system is forcing me to enter information (e.g., Notes, Ratings) when I do not want and/or am not able to provide such information. What do I do? The Rating Form you are using to submit your Candidate Evaluations likely mandates that information in order to successfully submit your Evaluations. Contact your System Administrator for further information. 11. I do not like the Rating Forms available. Who do I contact? If you have any questions regarding the Rating Forms used to provide Candidate Evaluations, contact your System Administrator. Page 22
24 Resource Folders Glossary The Resource Folders, which can be accessed by selecting Resource Folders from the Dashboard, contain both your Public and Private Resources. The Public and Private Resource Folders can house a variety of file types, including.pdf,.doc, and.jpegs, and can be further organized with sub-folders. Up One Folder Selecting Up One Folder takes you to the folder in which you were previously. In other words, it takes you a level up within the folder hierarchy. Add New Folder Selecting Add New Folder creates a new folder at your current location within the Public or Private Resources. A new screen appears where you can enter the Folder s Name and any corresponding Notes. When you are finished, select Save and Close. Add New File Selecting Add New File creates a new file at your current location within the Public or Private Resources. A new screen appears where you can select the File and enter the File s Name and any corresponding Notes. When you are finished, select Save and Close. List Public Resources You can access the Public Resources by selecting List Public Resources. The resources in this folder are placed here by a SuperUser and are viewable to all Users that have access to the Resource Folders. To access a file or folder in the Public Resources, simply select the File Name. If you are a SuperUser and wish to edit a file or folder in the Public Resources, select Edit next to the File Name, and a new window with the File or Folder Settings should appear. If you are a SuperUser and wish to add a file or folder in the Public Resources, navigate to the point at which you would like the file or folder to be located and then select either Add New Folder or Add New File. List Private Resources You can access the Private Resources by selecting List Private Resources. A User must have access to the Resource Folders to be able to utilize the Private Resources. The resources in this folder are placed here by the User signed into PIMS. The files and/or folders within the Private Resources can only be viewed, edited, added, or removed by that User. To access a file or folder in the Private Resources, simply select the File Name. To edit a file or folder in the Private Resources, select Edit next to the File Name, and a new window with the File or Folder Settings should appear. If you wish to add a file or folder in the Private Resources, navigate to the point at which you d like the file or folder to be located and then select either Add New Folder or Add New File. To see a video demonstration of how to use the Resource Folders, see the How to: Add Resource Folders and Files video. Page 23
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