2Need to fill a position Determine funding RegularAllocation AvailableSalary BudgetRestrictedGrantReceive internal approvals to fill the position
3New or Existing Position Complete a P112Refer to “Position Description Training 101”ExistingUpdate P112Be sure to receive internal approvals on all position descriptions
4People Admin What documents do you need to get started? P112 -PD Organizational ChartShould have electronic versionNeeds to be attached to the requisition in People AdminUsed to copy and paste for parts of the requisition
5Hiring Manager User Guide Using People AdminHave participants open up their hiring managers guide and follow through with next few slidesGuide is also on our web siteHiring Manager User Guide
6Human Resources has implemented this system in order to automate many of the paper-driven aspects of the employment application process.You will use People Admin (PA) to:Create and submit postingsView applicants to your postingsNotify Human Resources or EO of your decisions regarding the status of each applicantPA will benefit you by facilitating:Faster processing of employment informationUp-to-date access to information regarding all of your postingsMore detailed screening of applicants’ qualifications – before they reach the interview stage
7Beginning Tips The site requires Adobe Acrobat Reader. Please use the navigational buttons within the site. Your browser’s "Back", "Forward" or "Refresh" buttons do not work.The site is best viewed in Internet Explorer 5.5 and above.To ensure the security of the data provided by applicants, the system will automatically log you out after 60 minutes if it detects no activity.Screen resolutions
10Getting Started Enter URL: jobs.vt.edu/hr or https://jobs.vt.edu/hr After entering the URL, the “login screen” for the system will appear and should be similar to the following screen:Log in to the system with your Virginia Tech PID and password.Page 4Hint: For faculty, your PID and password are what you use to gain access to Hokie SPA, class roster, grades or the leave system. For classified, your PID and password are what you use to access the leave system or “my VT”.
11No Current User Account Click the “Create User Account” link on the left.Fill in all the information, click continue and confirm.You will receive an when your account has been established.Contact your HR Analyst with any questions
12User Types Department Admin Hiring Manager Department Head Sr. ManagementHRAdministratorContact your HR Analyst to determine appropriate levelThings to start considering:What type user do you fall intoWho else needs to be addedDefine approversThere are fewer users in each type as the access broadens
13Creating a Posting Click the link under the header “Create Posting”. ChooseFrom Template (where several fields are predefined)Classified templates are available. These are from existing inventory. They may be customized for the job.If no template is available choose the “Generic” templateORFrom PreviousEntering Posting InformationIn the example, the From Template option was selected. After searching and choosing a template, click “create”. You should see a screen similar to the following:Go to training site:training114.peopleadmin.com/hrhiringmanager (one word)vatech123 (one word)Still need to review the next page – toggle back to cover “notes about posting screen”
14Notes about Posting screen: Fields with an Asterisk (*) are requiredIf you are unable to complete the entire porcess be sure to save at the bottom of each pageIf you have entered partial information that you want to save but have not completed all REQUIRED fields, you will need to type something into the required fields (any character will do) so that the system will allow you to go to the next or end screen and save your work.You can skip sections by clicking in the boxes below the posting title.Field names in black indicate those fields that will be shown to the applicant.Field names in maroon will not be visible to the applicant.Go to training site:training114.peopleadmin.com/hrhiringmanager (one word)vatech123 (one word)Go through the posting page and all other headersReturn to this page once you have gone through all the sections to review and recap the information you just covered
15Questions and PointsThere are only a very few previously approved classified positions using questionsYou must receive approval from HR to use the question & points sectionOne of our next projects will be to develop a bank of questionsStay tuned……….Explain what these are used for and emphasis that we are working on developing a bank of questionsHowever if you absolutely think you need to use now contact your HR Analyst prior to creating and saving a question.
16Hiring Steps Used to track applicant flow. The settings are pre-set and can not be changed by the hiring manager.If changes are needed call Human Resources (classified) or EO (faculty).
17Guest UsersUsed by supervisors & search committee members who need to have access to view applications for a specific position.Only able to view active applicants for that specific posting.When the posting is filled, the guest user name and password are automatically deactivated.Guest User Manual is available on our web site.
18Guest User AccountTo set up a guest user account, click the "Activate Guest User" link.The system automatically assigns a User Name for this postingYou will need to enter a password, which must be between 6 and 20 characters.Page 21
19Attaching DocumentsP112 and Org Chart must be attached in order for HR to proceedPage 22
20Attaching Documents Upload the document by clicking the Browse button. Locate document, then click the Attach button.Click the Confirm button.Attach additional documents.Once finished attaching click the Continue to Next Page button. This takes you to submitting the posting.Page 23
21Submitting the Posting The last step is to select the appropriate approval step and click Continue.Click the Confirm button to complete this step.The details of your posting are NOT SAVED until you complete this step.Page 25
22Posting Approval Flow1. Dept Admin User or Hiring Manager creates posting and routes to Dept Head.2. Dept Head approves and routes to Sr Mgmt.3. Sr. Mgmt approves and routes to Human Resources (EO for faculty or Research)4. Human Resources (or EO for faculty) will approve the job and it will begin advertising.Note: notification is sent to Dept Head users and Sr Mgmt users when they have something to approve.Page Back to recruit process
23Requisition received by Human Resources Review P112ClassificationClassify if newReview classification of existing positionComplete audit reportBanner reviewSet-up if newReview role and SOC for accuracyEnsure AllocationsIdentify positions with affirmative action goalsAssist department with diversity resourcesAd placement and contactsReview ad contentMake adjustments and review changes with department as necessary
24Advertising The department will enter a tentative advertising cycle. Once the position has been approved by Human Resources, HR will open the positionAll positions must advertise a minimum of 5 business days
25Close/Review Date Position closes (or reaches the review date) Once close/review date occurs HR willreview the position for AA goalscontact department to discuss those goalsthen release for screeningIf a close date has been scheduled PA will automatically remove the position from the web site
26Screening Options HR assist with screening Department screening with HR reviewIf departments want to do all or portions of screening, they must contact their HR Analyst for guidance/trainingPeople Admin screening gridHR Rep will continue to work with individual departments depending on the level they are at
27Screening on PA Review individual applications/documents Review multiples applications/documentsLooking at both applications and documentsGo back to People Admin, pull up a job and show how to view individual vs. multipleCheck BoxesViewing and Printing
28Interviewing Group Selected Interviewing group determined by deptDept contact HR prior to contacting applicantsReview top groupApprovalInterviewing group determined by HRHR contact Dept
29Dispositioning Applicants Applicant Status & ReasonRefer To Definition Sheet and Flow ChartThese are classified descriptionsCrucial for accuracy in reportingVoided – contact HR Analyst
30Declined interview vs. applicant withdrew App StatusDefinitionApplication received too lateApplication was received after the final review date, application was not reviewed. (Used mostly with positions that use review dates)Duplicate ApplicationApplicant has two active applications. (Usually happens if the applicant has created two accounts in People Admin). Use the application with the most recent submission date.Under review by HrApplications in this status are not available for department to view. The position work flow would require HR and the department to have a discussion prior to the department seeing the applicationUnder review by DepartmentApplications in this status are active and can be viewed by the department. (This status can be used during the advertising and/or screening process. Applicants not in the "interviewing" or "short list" group can be left in this status during the interviewing processShort ListApplications in this status are active and can be viewed by the department. (This status is typically used for applicants not being interviewed but are considered to be in the next skill level and could be interviewed if interviewing group does not work out).InterviewingApplicants in this status are considered the most qualified group from the applicant pool and are being offered an interviewNot Hired/InterviewedApplicant was offered an interview but was not hiredHiredApplicant was interviewed, offered the position and accepted the offerNot Referred/Not InterviewedApplication was reviewed but not selected for interviewApplication WithdrawnApplicant withdrew his/her application independently through People AdminExpired from PoolUsed predominately in pools to remove applicants from a pool once their application has passed the pre-approved active status.VoidedPosition will not be filled from this poolExamplesPhone interviewDeclined interview vs. applicant withdrew
31Go back to web site and show how changes are done Single vs. multiple ReasonDefinitionStatus - Not Hired / InterviewedDoesn't meet minimum qualificationsApplicant was interviewed but found not to meet the minimum qualifications for the positionJob-related knowledge/skills/abilities insufficient or not as strong as selected candidateApplicant was interviewed but their job related KSA were insufficient for the needs of the position or were not as strong as selected candidate.Interpersonal or communications skills not as strongApplicant was interviewed but their interpersonal or communication skills were insufficient for the needs of the position or were not as strong as the selected candidate.Declined InterviewWhen contacted to schedule an interview the applicant declined or withdrewDeclined OfferApplicant was offered the position but declined the offer and did not give the reason as lack of partner opportunity or salary offer not competitive.Declined Offer, lack of partner opportunityApplicant was offered the position but declined the offer based on the lack of opportunity for his/her partnerDeclined Offer, not competitiveApplicant was offered the position but declined the offer because it was not competitive.Did not show for interviewApplicant did not show for the scheduled interviewUnable to accept work conditions/scheduleApplicant was either interviewed or offered an interview but was unable to accept or meet the work conditions or scheduleUnable to contactAfter two attempts (one of which was outside of normal business hours) the applicant was unable to be contactedOther**MUST HAVE HR REP APPROVAL PRIOR TO SELECTING THIS CODE** Open ended text box that requires a reason for not hiring the applicant if the above categories do not fit.Status - Not Referred / Not InterviewedBased on the application submitted by the applicant he/she did not meet the minimum qualifications as described in the requirements section of the advertisementBased on the application submitted by the applicant he/she met the minimum qualification as described in the requirement section of the job advertisement but his/her job related KSAs were insufficient for the needs of the position or were not as strong as the candidates that were selected for interview.Go back to web site and show how changes are doneSingle vs. multiple
32Interviewing Information ChecklistP107 (Applicant Interview Record)ADA GuidelinesBenefits Summary (salary positions only)Sample LettersBackground Check Release Form
33Interview ApplicantsHR offers “Introductory Interviewing Skills for New Supervisors”Contact your HR Analyst to schedule training
34Interviews Completed STOP Conduct reference checks Select top candidateDetermine appropriate salary offerSTOPDiscuss general info about reference checks
35Hiring and Salary Approvals Approval must be received fromYour department/senior management (depending on internal guidelines)HR (we can also offer salary data for internal and external markets)Salary & hiring approvalYour HR Analyst will likely have you draft the dept note for the salary justification if the salary is above entrance
36Making the Offer Verbal vs. Written Salary negotiations Contingent offer based on background check results
37Final Paperwork Returned to HR Maintained by department (3 years) P3A (with appropriate salary justification)Signed application of selected applicantP107 (Applicant interview record)Copies of letters (offer & rejection)Interview QuestionsMaintained by department (3 years)Interview notesReference check notesCopies for departmental personnel file as necessary
38Getting the person paid SalaryHR willP3A, offer letter, signed application, background check must be receivedschedule orientationestablish the person in BannerWageDepartment willestablish person in Banner
39After the hire Return all required paperwork Within 30 days – Performance PlanBegin training and coaching6 month – Performance ReviewContinue training and coaching12 month – Performance ReviewThis is a formal process for salaried positionsInformal process for wage positions
40Questions ?Have them log in and enter job ad based on the P112 from the earlier training.