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E-Recruitment Update

Update of the Project Timeline. Pre-implementation decisionsDevelop customized materialsSet up training environmentDevelop and deliver training. Update of the Project Timeline. Develop and deliver communication piecesCreate and man Call CenterImplement production environmentGo Live 9/

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E-Recruitment Update

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    1. E-Recruitment Update HR Advisory August 27, 2007

    2. Update of the Project Timeline Pre-implementation decisions Develop customized materials Set up training environment Develop and deliver training Pre-implementation decisions: branding of website…project timeline…Phase 1 and Phase 2…go-live date Develop customized materials: job posting and bulletin…job application…various text on website…mandatory postings by statute Set up training environment: agency preferences…class specs…HR users Develop and deliver training: revise NEOGOV course…logistics of scheduling training…deliver training and follow-upPre-implementation decisions: branding of website…project timeline…Phase 1 and Phase 2…go-live date Develop customized materials: job posting and bulletin…job application…various text on website…mandatory postings by statute Set up training environment: agency preferences…class specs…HR users Develop and deliver training: revise NEOGOV course…logistics of scheduling training…deliver training and follow-up

    3. Update of the Project Timeline Develop and deliver communication pieces Create and man Call Center Implement production environment Go Live 9/12/07 Develop and deliver communication pieces: Agency FAQs…OHR website revisions…HR Advisory meetings…podcasts…public and applicant awareness [public libraries, ESC, Voc Rehab, higher ed, media] Create Call Center: train OHR consultants…logistics of scheduling…capture log of questions and answers…communication to agencies Implement production environment: finalize branding…agency-wide questions and other administrative data and verbiage…finalized class specs…enter HR users and divisions Go Live 9/12/07 Develop and deliver communication pieces: Agency FAQs…OHR website revisions…HR Advisory meetings…podcasts…public and applicant awareness [public libraries, ESC, Voc Rehab, higher ed, media] Create Call Center: train OHR consultants…logistics of scheduling…capture log of questions and answers…communication to agencies Implement production environment: finalize branding…agency-wide questions and other administrative data and verbiage…finalized class specs…enter HR users and divisions Go Live 9/12/07

    4. Phase 1 Updates

    5. Entering Job Postings in the Production Environment You can begin entering job postings today, Monday, August 27th. If any job postings can wait to be viewed by the public until September 12th, you can avoid double entry on HRIS and NEOGOV. HRIS postings will end at midnight on Tuesday, September 11th. OHR E-Recruitment Call Center will be available August 27th until September 28th. Remember that posting can potentially go live to GovernmentJobs.com If a posting is on HRIS and the closing date is on or after September 12, 2007, that posting will also need to be entered into the NEOGOV system The main number for the OHR E-Recruitment Call Center is 737-0900 or agencies can call their OHR consultant. Because the trainers are scheduled for specific periods of time in the call center, please try not to call them directly unless the trainer is also your consultant. The call center will be open from 9-12 and 1-4.Remember that posting can potentially go live to GovernmentJobs.com If a posting is on HRIS and the closing date is on or after September 12, 2007, that posting will also need to be entered into the NEOGOV system The main number for the OHR E-Recruitment Call Center is 737-0900 or agencies can call their OHR consultant. Because the trainers are scheduled for specific periods of time in the call center, please try not to call them directly unless the trainer is also your consultant. The call center will be open from 9-12 and 1-4.

    6. Important Reminders about Job Postings Try not to wait until the last day to enter your future job postings in the production environment because some of the screens have changed and may not look familiar. Call the OHR E-Recruitment Call Center or your OHR consultant if you have questions. Remember to make the opening date on your job postings on or after September 12th or to save your job posting as a draft. NEOGOV has done some customizations for South Carolina that you may have heard during the training that we were expecting. For example, the job posting now looks radically different from how it looked in the training environment. Please look at the production environment to see how it has been greatly improved.NEOGOV has done some customizations for South Carolina that you may have heard during the training that we were expecting. For example, the job posting now looks radically different from how it looked in the training environment. Please look at the production environment to see how it has been greatly improved.

    7. FAQs & OHR E-Recruitment Call Center OHR will update its FAQs with any appropriate questions that develop over the next several weeks. If the Call Center is not open, please check the FAQs to see if your question may already have been addressed. As we receive calls in the call center, we are tracking the questions that we receive and the answers that we give. Then, we will add any questions that we think need to be added to the FAQs. Are the FAQs helpful? We are in the process of preparing Applicant FAQs that will be available to them on the OHR website.As we receive calls in the call center, we are tracking the questions that we receive and the answers that we give. Then, we will add any questions that we think need to be added to the FAQs. Are the FAQs helpful? We are in the process of preparing Applicant FAQs that will be available to them on the OHR website.

    8. Update on Reject Reasons Remember there is a drop down box for Reject Reasons (reasons for the rejection of an applicant) in both Insight and the OHC. OHR has populated the drop down boxes with legally defensible data. If you have suggested revisions, please contact OHR. In the training environment, you may have noticed some Reject Reasons that did not seem appropriate. OHR has tried to only place reasons in the drop down boxes that should be legally appropriate. In the training environment, you may have noticed some Reject Reasons that did not seem appropriate. OHR has tried to only place reasons in the drop down boxes that should be legally appropriate.

    9. Update on Reject Reasons In Reject Reasons-OHC, the production environment is different from what was in the training environment. Training environment listed “FOIA-2d Choice” and “FOIA-3d Choice.” Remember New York Times Co. v. Spartanburg County School District No. 7. Now, the production environment lists “FOIA Finalist.” The South Carolina Supreme Court issued an opinion in New York Times Co. v. Spartanburg County School District No. 7. In that opinion, the Supreme Court affirmed the decision of the Circuit Court, finding that the Spartanburg County School District violated a statute contained in the Freedom of Information Act, or the FOIA. The School District’s violation resulted from disclosing information pursuant to an FOIA request relating only to two applicants the School District determined were finalists for an employment position. In addition, the Supreme Court determined that the School District was liable for attorney’s fees and costs to the New York Times Co., regardless of whether it was acting in good faith based on its understanding of the statute. The challenged statute provides that: A public body may but is not required to exempt from disclosure the following information[:]…All materials, regardless of form, gathered by a public body during a search to fill an employment position, except that materials relating to not fewer than the final three applicants under consideration for a position must be made available for public inspection and copying. The Supreme Court rejected the School District’s contention that this statutory language mandates FOIA disclosure of only applicants deemed finalists for a position regardless of whether that number is less than three. Instead, the Supreme Court held: The fact that a public employer has to disclose information regarding an employment search does not in any way force the employer to officially name three finalists. The statute simply requires a public employer to disclose material relating to a larger group of applicants if it chooses to name one or two “finalists.” Construing [the challenged statute] as urged by [the School District] would allow public employers to avoid disclosure by naming only one or two “finalists.” We will reject a statutory interpretation that leads to a result so plainly absurd that it could not have been intended by the legislature or would defeat the plain legislative intention…. Consequently, based on this new opinion, OHR urges that a public sector employer that reduces its number of finalists for a position to only one or two candidates cannot conclude that those are the only candidates that are subject to disclosure under the FOIA. Instead, the Supreme Court stated that “[t]he term ‘final’ in [the challenged statute] refers to the last group of applicants, with at least three members, from which the employment selection is made.”The South Carolina Supreme Court issued an opinion in New York Times Co. v. Spartanburg County School District No. 7. In that opinion, the Supreme Court affirmed the decision of the Circuit Court, finding that the Spartanburg County School District violated a statute contained in the Freedom of Information Act, or the FOIA. The School District’s violation resulted from disclosing information pursuant to an FOIA request relating only to two applicants the School District determined were finalists for an employment position. In addition, the Supreme Court determined that the School District was liable for attorney’s fees and costs to the New York Times Co., regardless of whether it was acting in good faith based on its understanding of the statute. The challenged statute provides that: A public body may but is not required to exempt from disclosure the following information[:]…All materials, regardless of form, gathered by a public body during a search to fill an employment position, except that materials relating to not fewer than the final three applicants under consideration for a position must be made available for public inspection and copying. The Supreme Court rejected the School District’s contention that this statutory language mandates FOIA disclosure of only applicants deemed finalists for a position regardless of whether that number is less than three. Instead, the Supreme Court held: The fact that a public employer has to disclose information regarding an employment search does not in any way force the employer to officially name three finalists. The statute simply requires a public employer to disclose material relating to a larger group of applicants if it chooses to name one or two “finalists.” Construing [the challenged statute] as urged by [the School District] would allow public employers to avoid disclosure by naming only one or two “finalists.” We will reject a statutory interpretation that leads to a result so plainly absurd that it could not have been intended by the legislature or would defeat the plain legislative intention…. Consequently, based on this new opinion, OHR urges that a public sector employer that reduces its number of finalists for a position to only one or two candidates cannot conclude that those are the only candidates that are subject to disclosure under the FOIA. Instead, the Supreme Court stated that “[t]he term ‘final’ in [the challenged statute] refers to the last group of applicants, with at least three members, from which the employment selection is made.”

    10. Update on Item Bank The Item Bank will be a very useful tool if it does not become too cluttered. Always check the Item Bank before you create a new entry to see if one already exists. OHR has added some common questions which should meet most of your needs. Please review the Item Bank list in the production environment. Please let us know by September 5th of any suggested changes to that list. The Item Bank is where you can store supplemental questions that may be used for some, but not all, of your job postings. If each agency enters duplicates of the same question, the Item Bank could easily become cluttered and retrieval of supplemental questions will become more difficult. OHR has some recommendations to help us try to keep the Item Bank useful.The Item Bank is where you can store supplemental questions that may be used for some, but not all, of your job postings. If each agency enters duplicates of the same question, the Item Bank could easily become cluttered and retrieval of supplemental questions will become more difficult. OHR has some recommendations to help us try to keep the Item Bank useful.

    11. Update on Item Bank The Item Bank is divided into categories. The Item Bank is also searchable. If you do need to add to the Item Bank, You should get input from OHR about the addition and You should remember under which category you place the supplemental question so you can easily find it again. NEOGOV is working on some functionality changes to the Item Bank in the future that should make it even easier to use and keep it clutter-free. NEOGOV is working on some functionality changes to the Item Bank in the future that should make it even easier to use and keep it clutter-free.

    12. Important Reminder about EEO Reporting NEOGOV can help agencies track information for EEO reporting. Tracking will partially be based on the steps you set up in your exam plan. For NEOGOV to track applicant information for EEO purposes, you must remember to include steps to: Screen for Minimum Qualifications (MQs) and Designate employees selected for interviews. With this information, NEOGOV will track all other information for the Applicant Flow Report. NEOGOV is working with South Carolina to create a special report that will provide the information required by SHAC for EEO reporting. This report will be populated by information that the applicant and you will need to enter into the NEOGOV system.NEOGOV is working with South Carolina to create a special report that will provide the information required by SHAC for EEO reporting. This report will be populated by information that the applicant and you will need to enter into the NEOGOV system.

    13. Questions about Phase 1

    14. Phase 2 Updates

    15. Implementing the OHC Each agency can implement the functionality of the OHC when the agency is ready. During October, OHR consultants are ready to assist any agencies in reviewing their recruitment processes to understand how the NEOGOV system might help them make improvements. Now, as we are implementing the new E-recruitment system, is the perfect time to review your recruitment processes to determine how they can be improved. The NEOGOV system offers a lot of functionality that agencies can use to streamline their recruitment processes and to convert the process to virtually paperless. At a minimum, agencies may want to consider how to enable their Hiring Managers to receive the applications electronically for the screened candidates for the position. Now, as we are implementing the new E-recruitment system, is the perfect time to review your recruitment processes to determine how they can be improved. The NEOGOV system offers a lot of functionality that agencies can use to streamline their recruitment processes and to convert the process to virtually paperless. At a minimum, agencies may want to consider how to enable their Hiring Managers to receive the applications electronically for the screened candidates for the position.

    16. OHC Training OHR is developing a training manual for use by Hiring Managers in the OHC which should be ready in mid- to late-October. OHR will provide a train-the-trainer course to agency staff who will be able to train the Hiring Managers. The course for Hiring Managers will probably take about 2 hours.

    17. OHC Training The agency’s staff will need to train its Hiring Managers. OHR can be a resource for this training. OHR recommends that agencies consider just-in-time training of its Hiring Managers, particularly if they do not hire frequently. Does this sound workable?Does this sound workable?

    18. Advanced Training about NEOGOV Over the next several months, OHR will conduct advanced training through workshops and HR Advisory Meetings about the functionality of the NEOGOV system on topics such as Reports and Screening and filtering techniques. Are there any specific topics that you would like included? Archiving applicants, Merging Duplicate Applicant Profiles, Eligible ListsAre there any specific topics that you would like included? Archiving applicants, Merging Duplicate Applicant Profiles, Eligible Lists

    19. Questions about Phase 2

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