agenda - dms...• dec. 31, 2016 –all open job postings will be closed from the web –candidate...
TRANSCRIPT
PowerPoint Presentation
Agenda
• Available Training Materials
• Key Dates to Remember for Recruiting
• Historical Recruiting Data
• The Basics
• Review of What’s Changing (existing processes)
• New Human Resource Processes & Access
Training & Communication Materials
• Dedicated webpage: January 2017 Performance and Recruiting Implementation: http://www.dms.myflorida.com/workforce_operations/people_first/for_state_hr_practitioners/January_2017_performance_and_recruiting_implementation
Materials Coming in December!!!
• Hiring Manager User-Guide
• Hiring Manager Recruiting FAQ
• Applicant Video
• Applicant FAQ
• Applicant PowerPoint Presentation (based on video)
Key Dates to Remember for Recruiting Management
• Dec. 31, 2016
– All open job postings will be closed from the web
– Candidate site will be brought down
• Jan. 1 – Jan. 6, 2017
– Applicant site is offline and not available (no jobs will be posted)
– Agencies prepare requisitions for posting in new system
• Jan. 1 – Feb 15, 2017
– Old Talent Management system is available as view only
• Jan. 7, 2017
– New Talent Management System is officially live
– New candidate job site is officially live (same url: jobs.myflorida.com)
• Feb. 15, 2017
– Old Talent Management system is officially retired
– Agency and service center access to old Talent Management system is removed (license expires); Old system can no longer be accessed by anyone
Historical Recruiting Data
• Starting February 16, 2017, no one will have access to the historical site
• No data will be migrated from the current Talent Management system to the new system
• Requisition data, along with applications and related data will be available by request only to [email protected]
• Historical data requests should only be made when the agency is required to produce a public records request
• All applicant accounts will be purged and no longer available; applicants will be required to start over in the new system
Overall Changes for New System
• New look, feel and navigation
• My Tasks are called To Do and include tasks that are upcoming (due in next 365 days that are assigned to the employee/manager)
• Links include quick links to places within the Talent Management system and links to training materials for the new system (each user can add their own links based on their security role code)
• Delegation is replaced by Proxy
• Human resource roles of A, H and X will have additional access to complete key processes instead of having to call the service center for assistance
The Basics – System Requirements
• Why should you worry about the minimum system requirements? User Experience!!! If you use a non-supported browser version you may experience technical difficulties generally due to cache/cookie issues– Browsers – Internet Explorer 11 (note IE 9 and 10 are not
supported in the Performance & Talent Management System), Latest version of Firefox
– Platforms – Windows Vista, Windows 7 or 8; Apple Mac OS X Lion (10.7) or higher
– Refer to GC 274 Agency Tech Updates Jan 2017…for additional information • Make sure your network team knows about these changes
The Basics - Emails
• Emails will still be sent to the owner of a step when they become the owner
The Basics – Accessing the New Talent Management System
• Navigation to the New Talent Management System is the same navigation as used to access the current system– Log in to People First at
PeopleFirst.myflorida.com
– Select the Talent Management link in the menu navigation bar to launch the New Talent Management system
The Basics – General System Navigation
• People First Logo and Home Icon – Select to return to the home page within the Talent Management system
• Home Navigation Dropdown Menu – Select to navigate to another section of the Talent Management system
• Search field – Search for an employee
• Account Navigation Dropdown Menu (displays when you select your name) – Proxy – see slides below
– Options – Select to personalize your experience (e.g., turn off emails)
– Log Out – select to logout of the Talent Management system
The Basics – Talent Management Home Page
• The Talent Management Home Page has several tiles that provide various functionality, ranging from tasks to quick links– Training Resources – Takes you to the Department of
Management Services Training Materials page for Performance Management and Recruiting
– Quick Links – Provides quick links to places within the Talent Management system and links to training materials for the new system
– Admin Favorites (HR ONLY) – Provides the ability to set quick links to administrator processes that can be performed by HR (discussed later)
– My Profile – Provides quick access to your Employee (Talent) Profile
The Basics - Talent Management Home Page Concluded
The Basics – Active Employee Search
• To search for an active employee, enter the name of the employee in the search box in the top right corner beside your name (step 1)
• Hover over the employee’s name to display the quick reference card, then select the action to take (step 2)
• Important Note: Access to see information is limited to basic information, to see requisitions you must use the Agency HR User role discussed later in this training
The Basics – Active Employee Search Concluded
Step 1
Step 2
The Basics – Termed Employee Search
• To search for a terminated employee, select Employee Profiles from the Home navigation dropdown menu
• Within the Employee Profile page, select the dropdown next to your Login ID, select the “Include inactive users in search” checkbox and enter the former employee’s name and press enter
The Basics – Termed Employee Search Concluded
Step 1 Step 2
The Basics – Employee (Talent) Profile
• Two ways to access – Select Employee Profile(s) from the Home navigation
dropdown menu; or
– Select the My Profile tile in the My Info section on your Talent Management home page
• Contains two sets of data– Data loaded from the People First Human Resource
system
– Historical (2013 – 2016 evaluations) Performance Evaluations
The Basics – Org Chart
• Contains your reporting relationship as they exist in the People First Human Resource system
• Navigation up the Org Chart is controlled by security role code
• Not editable (not an Org Modeling Tool)
• Ability to save Org Chart as a PDF
The Basics – Org Chart Concluded
The Basics – Saving Data
• Auto Save – Occurs every 30 seconds; does not apply required field edits
• Manual save – save buttons and icons are generally located either in the top right section of the screen you are working in, or in the bottom of the screen below the screen content– When selecting Save the system validations are
applied prior to saving your changes
Applicant Site Changes
• Recruiting Marketing Changes
– Separate agency pages (37 separate pages) including agency provided images and language
– Separate strategy pages (12 pages) that will allow applicants to view jobs by job categories
– Smart search capability that will allow applicants to search using key words, as well as be able to search by location and ZIP Code (Postal Code)
– Ability to view jobs using a map
– Includes links to applicant training materials
Applicant Site Changes - Continued
Applicant Site Changes - Continued
Applicant Site Changes Continued
• Recruiting Management Applicant Changes
– Applicant site will still be jobs.myflorida.com
– Streamlined application process consisting of the applicants profile (page 1) (contact information, work history, training history, education history, attachments, etc.) and key submission information (background questions, EEO, disability, Veterans’ Preference, candidate specific attachments, etc.)
Applicant Site Changes Concluded
–Applicants will apply using a industry standard styled application (page 2) and a resume instead of a State of Florida job application (State of Florida job application will not be used in the new system)
–Attachment Edits – Limited to no more than 5 megabytes per attachments and no more than 10 megabytes of total attachments per profile
Hiring Center Changes
• Streamlined form based approach for completing the job requisition (one screen instead of several screens)
• Only fields relevant for the job vacancy posting will be presented as part of the job requisition
• Hiring managers will be able to create and retain their own personal qualifying questions library (visible only to them)
• Advanced applicant grouping capabilities allowing hiring manager to separate applicants into various categories while reviewing
Setting Up Personal Library of Qualifying Questions
• Once you have opened your first requisition in the new Talent Management system, we suggest you take a few minutes to setup personal preferences
• Once you are logged into the new system, select Recruiting (step 1) from the Home navigation dropdown menu, then select Preferences (step 2)– If you have common qualifying questions that you use,
create and save those questions in the My Saved Questions tab (step 3); this will allow you to select and apply these to requisitions (note: these questions are yours and yours alone—it’s a personal library)
Setting Up Personal Library of Qualifying Questions Concluded
Step 1 Step 2
Step 3
Setting Up a Personal Requisition Team
• If you have a common recruiting team, select the My Recruiting Team Preferences
–Search for and select the team members desired in the HR Team and Additional Team Members fields (do NOT add members to the Staffing Specialist Team as this is the service center); once you have added all team members select Save
Setting Up a Personal Requisition Team Concluded
Creating a Requisition – Opening the Vacancy
• The process for opening a requisition:
– Log in to People First; Select My Team; Search for and select the position to create a requisition for (step 1)
– Select the navigation menu, then select Work Information, finally select Vacancy (step 2)
– Select New to create a new entry (step 3)
– Select the Vacancy Status, then select Save (step 4)
Creating a Requisition – Opening a Vacancy Continued
Step 1
Step 2 Step 3
Creating a Requisition – Opening a Vacancy Concluded
Step 4
Creating a Requisition – Opening the Vacancy Concluded
• Once the vacancy is opened in People First (previous slide), the vacancy is sent over to the Talent Management system and opens the draft requisition
– Process runs on the quarter of the hour (e.g., 1:15, 1:30, 1:45, 2:00…)
– Position related data is included in the process that sends the vacancy to the Talent Management system and is prepopulated in the requisition
Creating a Requisition – Preparing the Requisition for Approval
• Once the vacancy is available for editing you will have a Recruiting Approvals tile in your To Do section (step 1)
• Select the Recruiting Approvals tile and select the Hiring Manager Approval hyperlink to be updated (step 2)– Once on the requisition be sure to save your progress as you
work, note the save icon is in the top corner of the screen
• Complete all required fields (only a few will be blank, most are pre-populated for you); you must complete these fields prior to saving (step 3)
• Update any pre-populated fields that require updating (e.g., requisition details, qualifying questions, approvers, team members) and select Send to Next Approver (step 4)
Creating a Requisition – Preparing the Requisition for Approval Continued– If posting a rolling requisition or a requisition you plan to hire more
than one candidate from, make sure to update the Number of Openings field (once you hit the number of openings the requisition is closed, if still posted, it’s removed from the web)
– City, State, Country and ZIP Code are used in applicant searches, so ensure the values are correct; update as needed• Important Note: Multiple select and statewide are not options for these
fields so be sure to pick the most applicable values
– Select the Update button in the Requisition Posting Information section to add the job posting details • Important Note: The job posting details are NOT prepopulated for you!!!
– Add qualifying questions– Add approvers– Once you are done, select the Send to Next Approver button (note
you will be prompted to select this button twice) to send the requisition to the person to review and approve
Creating a Requisition – Preparing the Requisition for Approval Continued
Step 1
Step 2
Creating a Requisition – Preparing the Requisition for Approval Continued
Step 3
Step 4
Creating a Requisition – Qualifying Questions
• Scroll to the bottom of the requisition, select “Add more questions” (step 1)
• Select the Browse subtab if you created personal qualifying questions; if so, select the plus beside the questions you want to add to the requisition and select Add (step 2)
• Select the Create subtab to create a qualifying question from scratch (step 3)– Enter the question then select the Edit Answer link in
the Answer Format line– Select the desired answer format and select Create
(repeat as needed for additional questions)
Creating a Requisition – Qualifying Questions Continued
• Important Notes for Qualifying Question types:– Select the required checkbox to make the question
required when candidates apply to the vacancy – ONLY select the checkbox for Disqualifier IF the questions
is an absolute (no wiggle room) requirement; if it’s conditionally required, do NOT select
– Questions marked as Disqualifier will trigger a disposition email if an applicant answers incorrectly
– To create a True / False or Yes / No question, select multiple choice and create with the desired values
– Do not use the value of rating scales UNLESS you created a personal rating scale; the default rating scales are the performance evaluation rating scales
Creating a Requisition – Qualifying Questions Concluded
Step 1 Step 2
Step 3
Creating a Requisition – Adding Approvers
• Select the Add Approver button at either the top or bottom (it’s in both places) of the requisition (step 1)– Note: You must complete all required fields before adding
approvers
• Search for, select the applicable approver and select the Add Selected button (step 2)
• Select the Add More button to include additional approvers (step 3)
• Once all approvers are added, select the Save Changes button and then select Ok (step 4)– Important Note: Once you select Save Changes and the
subsequent Ok button you cannot remove an approver (no one can)
Creating a Requisition – Adding Approvers Continued
Step 1
Step 2
Creating a Requisition – Adding Approvers Concluded
Step 3
Step 4
Creating a Requisition – Approving the Requisition
• Once a requisition has been sent to an approver, they will have a task in their To Do box to approve the requisition
• Once on the requisition, the approver can make modifications as needed to the requisition details and then select the Send to Next Approver button (if last approver, button label will be Send to Next Step) to move the requisition forward or can select to send the requisition back to the previous step for updates
Posting a Requisition
• Once all agency approvers have approved the requisition, the service center will review the requisition, make necessary updates (e.g., add required language) and follow-up with the hiring manager if they have any questions about the requisition
• Service Center will complete the following activities for posting a requisition: – Validate all qualifying questions are marked as required– Update requisition posting details to include required
information (e.g., Veterans’ Preference, EEO, AAP, Americans with Disability, Drug Free Workplace)
– Verify the posting dates if the requested posting date has passed
– Post the requisition
Creating a Private Posting
• What is a Private Posting?
– Private postings allow you to create a requisitions for controlled distributions (e.g., email distribution group, TPRC group). Private postings are NOT posted to the recruiting site
• How it works
– Follow the process described in the previous slides for creating a requisition, except select the Announcement Type of Internal Agency
– Once all approvals are received, work with your assigned service center staffing specialist to post as a private posting
– Service center will then provide you the unique URL for your private posting
– Distribute the unique URL to your desired target population
Viewing & Managing Candidates
• Once candidates start applying to job vacancies, you can view the candidate details, move candidates between various status categories, disposition candidates, email candidates, etc.
• To view candidates, select the Home navigation dropdown menu and select Recruiting (step 1)
• Select the candidate number for the applicable requisition and start your review and action(s) (step 2)
• Important Note: Candidate grids are very different and only show selected information. To view additional details, you must view the applicants (select applicant name) (step 3), bulk print/preview or process an applicant report
Viewing & Managing Candidates Concluded
Step 1 Step 2
Step 3
Viewing & Managing Candidates –Veterans’ Preference
• The candidates Veterans’ Preference election is presented in the candidates grid for the requisition (step 1)
• Select the candidate to view the service center review results and to complete your review (step 2)
• To complete your review you will have to select the applicable attachments to review (step 3)
– Important Note: Attachments do NOT bulk print
Viewing & Managing Candidates –Veterans’ Preference Continued
Step 1 Step 2
Step 3
Viewing & Managing Candidates –Veterans’ Preference Continued
• Process for updating agency review of Veterans’ Preference does not change (step 4)
– Once you have reviewed the applicants provided documentation, update the agency review fields
Step 4
Viewing & Managing Candidates –Moving Candidates
• To move a candidate between categories New, Review, 1st Interview, 2nd Interview, etc. select the beside the candidates name and drag the candidate to the desired category
• To move more than one candidate to the same category, check the box beside each candidate, then select the beside one of the candidates and drag the candidates to the desired category
Viewing & Managing Candidates –Moving Candidates Concluded
To Move 1 Or to Move a Group
OR
Viewing & Managing Candidates –Dispositioning Candidates
• Candidates are dispositioned in multiple ways– Hiring the number of candidates that meets the
Number of Openings value for the requisition –remaining candidates are dispositioned
– Incorrectly answering a Disqualifier question –disposition notice sent 24-hours after applying to the requisition
– Moving candidate to one of the following categories: Reject – Email or Requisition Closed
– Use the category of Reject – No Email to prevent selected candidates from receiving disposition notices (e.g., candidates who were interviewed and not offered the position, but the agency would like to send a personal notice to)
Viewing & Managing Candidates –Dispositioning Candidates Concluded
• The following categories do NOT disposition the candidate
• The following categories disposition the candidate and all EXCEPT “Reject – No Email” will trigger notice of disposition to candidate
Closing a Requisition
• Agencies are no longer required to contact the People First Service Center Staffing Specialist to close a requisition– Simply click and drag the hired candidate to the Hired
category; once the number of candidates in the Hired category match the Number of Openings, the requisition is systematically closed and all candidates who have not already received a disposition notice will be sent a disposition notice• Note if candidate received the disqualified disposition
notice and you move to another disposition category a second notice will be sent
– While agencies are responsible for marking the hired candidate(s), closing the requisition and triggering dispositions notices, the service center will assist when requested
Closing a Requisition - Concluded
• Important Notes: – Candidates who are in the Automatic Disqualified
and Reject – No Email categories will not receive an additional notice when the requisition is closed
– Candidates are systematically placed in the Automatic Disqualified category based on incorrectly answer a Disqualifier questions
– Candidates in the Automatic Disqualified category are notified 24-hours after their submission that they have been screened out
Searching for a Requisition
• To search for a requisition select the Home navigation dropdown menu and select Recruiting
• This will present all requisitions the user has access to
• Filter the results to find the target requisition(s); for example, – Filter by status (open, pending approval, etc.)– Filter by hiring manager– Job Title (position title + position number) – use key
word search, which only searches position title – Use multiple filters at one time
Searching Candidates
• Access is restricted to HR users only!
• To search for candidates meeting specific requirements, select the Account Navigation menu, select Recruiting and select the Candidates tab
• Create your desired search using key word, location, job history, KSAs, etc.
Inviting Candidates to Apply
• You can forward candidates to an existing requisition for consideration
• To forward a candidate to an existing requisition, select the candidate from the search results and select the Forward to Requisitions button
• Search for and select the desired requisition and select the Forward to Selected button
Inviting Candidates to Apply Continued
• Once the candidate is forward to a requisition, they will show in the Forwarded category
• At this point the hiring manager can select the Forwarded category to view the candidate and determine IF they would like to invite the candidate to apply (step 1)
• If wanting the candidate to apply, select the checkbox beside the candidate (step 2), select the Action menu and select Invite to Apply (step 3)
• At this point, it’s up to the candidate to determine if they would like to apply; if they apply they are treated like all other candidates and will systematically move to the New category
Inviting Candidates to Apply Concluded
Step 1 Step 2
Step 3
Planned Standard Reports
• Recruiting Related
– Applicant report
– Requisition report
– EEO report
– Veterans’ Preference report
• System Reports
– Audit Trail report
– Proxy report
Creating New Reports
• Agency HR Users will have the ability to create and share reports
• To create an agency wide report, must use the Agency HR User role
• If creating a report as yourself, results will be limited to your reporting relationship
• Separate instructions will be developed and published (date TBD)
Intro to HR Access
• Human resource access is very different in the new system and requires HR users to access performance plan data in a different manner
• HR access is limited to security role codes A, H and X
• Some access can only be assigned to an Agency HR User (see next slide)
• Some activities can be completed as yourself
• Some activities require you to proxy as the employee or manager (e.g., if you need to complete a step in the evaluation plan, instead skipping the step, view details of an evaluation plan)
Agency HR User Role Code
• In order to complete the following activities you will have to proxy into the Agency HR User role (these cannot be completed as you):
– Access/create/publish agency-wide reports (can’t run agency wide reports any other way)
– Access requisitions within the agency where you are not the hiring manager, approver or team member
HR Access as Yourself!
• Human resource users (A, H and X security role codes) are automatically assigned proxy access to all employees in their agency and to an agency HR User role (see previous slide)
• Administrator access applicable for Recruiting– Ability to skip an approver in the requisition route
map (e.g., approver is no longer valid, has separate, is on vacation)
– Ability to establish proxy access for employees in your own agency
Intro to Administrator Access!!!
• Once you log in to the new Talent Management system, you (HR users with an A, H or X security role code) will have a little setup to complete to make your life easier
• Important Note: Administrator tools are just that; they are intended to allow you to complete offline processes and are not created in a portal look and feel fashion; as such, they are not the most user-friendly tools!
• The following slides walk you through this initial setup (establishing links to) and how to use the administrator tools
Setup Admin Favorites
• Once you log in to the new Talent Management system, select the Home navigation dropdown menu and select Admin Center (step 1)
• Once in the Admin Center, select See All to access all administrator tasks that you have access to (step 2)
• To mark a task as a favorite, hover to the left of the task and select the star (to remove from a favorite select the star a second time and it’s removed from your favorites); once selected the tasks will show in your Admin Favorites tile on your Talent Management home page (step 3)
Setup Admin Favorites Continued
• Which tasks to mark as a favorite:– Change Form Date – allows you to update the
performance plan period dates for your agency’s employees
– Route Form – allows you to move an evaluation to a previous or subsequent step
– Transfer Forms to New Manager – allows you to move an evaluation to another manager
– Proxy Management – allows you to assign proxy access for non-HR users in your agency (remember HR users have full proxy rights to everyone in the agency by default)
Setup Admin Favorites - Concluded
Step 1 Step 2
Step 3
Skipping a Requisition Approver
• Why would you skip an owner in a requisition step? Once added to a requisition, an approver cannot be removed from the requisition. If the approver is no longer the appropriate person to approve the requisition, you will have to skip the approver in the route map
• Select the Route Map link in your Admin Favorites tile (if you did not setup, go back to the slide titled “Setup Admin Favorites”) on the Talent Management home page (step 1)
• Select the dropdown for the Search by field, select Subject User, search for and select the employee (step 2)
Skipping a Requisition Approver Concluded
• Select the row for the requisition to be updated (note: if the employee is a participant on multiple performance plans, requisitions, etc. you will see multiple rows) and select the next button (step 3)
• Select Move the form one step forward, select Skip step to continue the process – make sure to keep the radio button for “Skip Validation” selected (step 4)
– Important Note: If you skip a step, whether an approver or the hiring manager (you can, but should just change the owner), the To Do task is completely removed from the previous owner
Skipping a Requisition Approver Concluded
Step 1 Step 2
Step 3 Step 4
Proxy Management
• Proxy replaces delegation
• Proxy allows for broader assignment of tasks
• HR users with a role code of A, H and X have access to create proxy assignments for agency staff (non-HR users) (remember HR users have full proxy rights to everyone in the agency by default)
• Managers have access to assign proxy access to their direct reports
Creating a Proxy Assignment
• Select the Proxy Management link in your Admin Favorites tile (if you did not setup, go back to the slide titled “Setup Admin Favorites”) on the Talent Management home page (step 1)
• Enter the person receiving proxy in the field “Who will act as the proxy (username)” and enter the person they are receiving proxy access to in the field “What account holder will the proxy act on behalf of (username)” (step 2)
• Select the checkbox beside the applicable access to grant. (step 3)– NOTE: Additional options show that if selected will not provide
access since they are not used– Select Recruiting to provide access to Recruiting
• Important Note: As proxy assignments are not date driven, you must remove the proxy assignments manually
Creating a Proxy Assignment Concluded
Step 1 Step 2
Step 3
How to Access Proxy Access
• In the top right corner, select your name, then select Proxy (step 1)• Search for the user to proxy as by entering their first or last name
(or both), select the users name once it appears and selecting Ok (step 2)– If going into the proxy for the Agency HR User, search for your agency
acronym (e.g., the Department of Management Services is DMS HR User)
• Once you select the users name, a proxy session will load and you have officially assumed rights as that person (step 3)
• To end your proxy session, select your name in top right corner and select Become Self
• Important Note: You can only proxy as one person at a time. If you proxy as one employee, then proxy as a different person, your first proxy session is automatically terminated
How to Access Proxy Concluded
Step 1 Step 2
Step 3
Accessing Requisitions on Behalf of
• As a human resource professional you have access to see all requisitions within your agency, however, you must proxy as the owner of the step to update a requisition in pending (hasn’t been posted yet) status
• Remember, you can proxy as the Agency HR User to view all requisitions
The End!