Slide 1 FastFacts Feature Presentation 6/24/2015 To dial in, use this phone number and participant code… Phone number: Participant code: To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2015 The Johns Hopkins University. All rights reserved.
Slide 2 Today’s Topic We’ll be taking a look at… JHUjobs Hiring Manager Training
Slide 3 Today’s Presenters Carla Cooper – HR Manager – SOM Neurology Connie Kinsley – HR Manager – School of Education
Slide 4 Session Segments Presentation Carla and Connie will address changes to the JHUjobs hiring manager portal. During the presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Carla and Connie will answer as many of your questions as time allows.
Slide 5 Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can us at:
Slide 6 Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
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Slide 8 JHUjobs Hiring Manager Training
Slide 9 Understand the history and rationale for change Be able to navigate the hiring manager portal Be able to create a requisition Be able to process applicants Understand and be able to utilize the new features Objectives
Slide 10 Review the history and rationale for change Review the Hiring Manager home page and navigation Review creating a requisition Review the applicant screening process Review special functionality Ratings Preferred bucket list Multiple hires for one requisition Multiple titles posted for one requisition Auto-take down of requisitions Review approval process Review the timeline of changes Agenda
Slide 11 Rationale for Change JHUjobs was created in summer The last major revision was in 2007 for SAP. This version incorporates both current technology and current best practices in recruitment. The version addresses the main concerns with the current system.
Slide 12 The application process is too cumbersome The sheer volume of applicants (~250K per year) Poor quality of the applicant pool Time to fill is too long Unacceptable new hire turnover System performance – too many deadlocks and crashes Poor data quality Lack of communication Lack of access (particularly from school-based HR staff) Multiple recruiters reviewing the same applicant Top Concerns With the Current Process
Slide 13 Outcomes A review of job posting policies and procedures A requisition management process based on position number An easier to use requisition form Creation of an engaging applicant portal A process that is easy to follow for job seekers, hiring managers, and human resources Improved metrics capabilities for human resources
Slide 14 Toggle between roles Create / Search for reqs Tabs break out reqs by status Click on a column heading to sort – checkmark indicates current sort Use Previous / Next as needed to scroll through reqs Home Page and Navigation
Slide 15 Home Page and Navigation
Slide 16 Requisition Creation Direct replacement and restructured positions require an SAP Position # New positions will ask for a similar position in order to pre-populate the form Click Generate to create the requisition
Slide 17 The supervisor has been moved to the Department Access screen Add as many HMs as needed Note the “Send ISR Information” checkbox Department Access Tab Click to remove a hiring manager
Slide 18 Position Information Screen Click “Add Proposed Title” on the position information tab to post for additional titles Enter the # of openings
Slide 19 This replaces cloning. The positions must be the same. Same title Same department The system will allow you to mark hires up to the number indicated (and approved if appropriate). The system will generate the Position Create ISR s as needed – after each hire, an ISR will be sent to the HM for the next hire. Multiple Hires for One Requisition
Slide 20 The same requisition # can have more than one posting. No Position Create/Maintain ISR will be created after the Compensation step. Rather, after the hire is made and the correct title identified, the ISR will be sent to the HM. Applicants applying to one of the posted titles will be put in a common pool of applicants and can be considered for any of the posted titles. Multiple Titles for One Requisition
Slide 21 Budget Tab This information will default based on the title(s) but may be edited
Slide 22 Additional Information Add any required certifications Add attached documentation
Slide 23 Exception to Hire Tab (SOM Only)
Slide 24 Requisition Submit
Slide 25 Approval Process Several areas have an approval process after the hiring department submits the requisition and before Compensation processes it. Depending on the area and other criteria, there may be one or two approval levels. Areas include: SOM KSAS WSE The Press UA SOM requisitions require the completion of an “Exception to Hire” form, which is now included in the requisition creation process.
Slide 26 Approval Dashboard
Slide 27 Approval Form
Slide 28 Posting Changes Requisitions will be taken down and put on hold once there are 100 unreviewed applications in the recruiter queue, even if they have not reached the five-day mark. Requisitions will also automatically be put on hold earlier if there are more than 50 applications awaiting hiring manager review.
Slide 29 Open Requisitions Tab
Slide 30 Applicant Processing Changes Addition of ratings Additional hiring department Review step Improved data integrity
Slide 31 Applicant Processing Recruiter rating Hiring Department rating
Slide 32 Ratings Both recruiters and HMs have ratings. Ratings A, B, and C Qualified (used only by recruiters) Recruiters only need to send A (or A and B) candidates unless requested by the hiring department or there is a lack of candidates. Rating comparison will be used for process improvement and reporting.
Slide 33 Applicant Processing – Initial Review
Slide 34 Applicant Processing - Interview
Slide 35 Preferred Bucket Recruiters have the ability to flag top candidates that were not hired to create a pool of preferred candidates by title. Recruiters can then search this preferred pool of candidates and invite them to apply to future requisitions. This will help create a higher quality initial applicant pool for the hiring department. This will ultimately help reduce the number of applicants you must review and shorten the time to fill.
Slide 36 Timeline for Change COB Friday June 26 Requisitions need to be submitted for approval or to HR. Requisitions remaining in the department after this date will not be transferred to the new system. The existing system will stop for hiring managers, approvers, recruiters and compensation. Monday June 29 Applicants will no longer be able to apply using the old system Wednesday July 1 The new system starts and all functionality resumes
Slide 37 Conclusion Understand the history and rationale for change Be able to navigate the hiring manager portal Be able to create a requisition Be able to process applicants Understand and be able to utilize the new features
Slide 38 We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were ed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then the answer to all participants. Q&A
Slide 39 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:
Slide 40 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!