16: Manage Employers - Missouri · VOS Staff Guide - 16: Manage Employers 16-2 V19 - 01/2020 . Employer Portfolio Folder Trees and Manage Employers Menu Options . Create an Employer

VOS Staff Guide - 16: Manage Employers 16-1 V19 - 01/2020

16: Manage Employers Chapter Contents

Create an Employer Account (Registration) .................................................................................. 16-2 Employer Access Rights ............................................................................................................... 16-6

Changing Employer Access Rights .................................................................................................... 16-8 Assist an Employer..................................................................................................................... 16-10

Releasing an Employer .................................................................................................................... 16-10 Assisting a Different Employer ......................................................................................................... 16-10 Searching for Employers to Assist .................................................................................................... 16-10 Searching for Employers That Have Jobs Posted ............................................................................ 16-13 Local Employer Sites ........................................................................................................................ 16-15

Employer Profiles ....................................................................................................................... 16-17 Corporate Profile .............................................................................................................................. 16-18 Search History Profile ....................................................................................................................... 16-41 Communications Profile .................................................................................................................... 16-42

Human Resource Plan ............................................................................................................... 16-47 Job Order Plan ................................................................................................................................. 16-48 Recruitment Plan .............................................................................................................................. 16-86

Staff’s Profile .............................................................................................................................. 16-92 Case Management Profile ................................................................................................................ 16-92 Contact Management Profile .......................................................................................................... 16-101

This chapter covers the Virtual OneStop functions that staff perform as part of managing and assisting registered employers, including their system access rights and the labor exchange process.

Employer-related functions can be accessed from both the Employer Portfolio folder trees and tabs and from the Services for Workforce Staff Manage Employers menu in the left navigation pane (reference figure below).

Staff can perform the following tasks from the Manage Employers menu:

• Create an Employer – Create an account for an employer; Reference “Create an Employer Account (Registration)” on page 16-2

• Assist an Employer – Help the employer to create and maintain their corporate profile information, create and manage job orders, and find and recruit candidates; Reference “Assist an Employer” on page 16-10

• Employer Access Rights – Modify system access settings for employers, allowing them to post job orders or review candidate résumés; Reference “Employer Access Rights” on page 16-6

• Employers Posting Jobs – View registered employers with job orders posted in the system • Local Employer Sites – Access information from the Infogroup® employer database • One Case Note to Multiple Employers – Record one case note for multiple employers

Manage Employers


Employer Portfolio Folder Trees and Manage Employers Menu Options

Create an Employer Account (Registration) Note: This procedure explains how to create an account for a direct representative of an employer

seeking only recruiting functionality in the Virtual OneStop system. Reference Chapter 2 in the VOS Employer Services User Guide for more information on TPA or PEO registration and reference Chapter 14 for details UI employer registration.

To create an employer account: 1 From the Services for Workforce Staff menu in the left navigation pane, click Manage

Employers, and select Create an Employer. a. If your site supports Third Party Agents (TPAs) and/or Professional Employer Organizations

(PEOs), a Representative Type selection page displays (reference figure below). b. To assist an employee representing their employer, select the Direct Representative of

your Organization option, then click Next.

Manage Employers


Employer Registration – Representative Type Selection

c. If your site includes the Unemployment Insurance module, a Functionality Type page displays (reference figure below).

Employer Registration – Functionality Type Selection

d. Click the Recruiting checkbox, then click Continue Registration. e. If your site includes the Customer Relationship Management (CRM) module, a third option,

Marketing Lead, will display on the Functionality Type page above. For more details on CRM, reference Chapter 34: Customer Relationship Management.

2 The Employer Identification page displays.

Manage Employers


Employer Identification Page

3 Complete the fields identifying the employer, then click Continue. 4 Complete the next multi-section registration page (reference figure below), filling in all required

fields, indicated by a red asterisk, then click Save.

Manage Employers


Employer Registration Page

This information is stored in the employer’s Corporate Profile and be modified from the General Information tab, as explained later in this chapter.

Once registration is complete, the What would you like to do next? page displays with functions that staff members commonly use after creating an employer account (reference figure below).

Manage Employers


What Would You Like to Do Next Page

• Staff Services – Displays the Services for Workforce Staff menu page, which is the primary menu group for staff in the left navigation panel.

• Open Employer’s Folder – Displays the Employer Portfolio folder tree structure for the newly-registered employer, with the Employer Profiles tab displayed.

• Add Locations and Contacts – Displays the Locations tab of the employer’s Corporate Profile. See the topic, “Adding an Employer Location” on page 16-27, and the topic, “Adding a Contact (1)” on page 16-33, for details.

Note: Most sites are configured so that new employer accounts have their initial access rights set to “Pending Verification.” Policies for determining which access rights setting to use for new accounts, as well as validation time period and criteria (before initial employer access is enabled), are determined by local or state policies or guidelines, and those business rules can be set up in the system as defaults.

In order to post job orders or view candidates, the employer access rights need to be set to “Enabled.” See the topic, “Employer Access Rights,” below, for details on how this is done manually by a staff member.

Employer Access Rights Employer access rights allow certain privileges and activities in the system, such as creating job orders or searching for candidates. Depending on a site’s policies and guidelines, a new employer account may be enabled right away (Enabled) or may need to be validated by staff before being enabled (Pending Verification).

The access rights setting is displayed on the General Information tab of the employer’s Corporate Profile, as shown in the figure below.

Manage Employers


Employer Access Rights Status on General Information Tab of Corporate Profile

There may be certain situations when an employer’s access rights needs to be changed, for example, switched from Pending Verification to Enabled, or set to Revoked, Locked Out, or other limited status due to an issue with the account. All access rights statuses are defined as follows:

• Pending Verification – This is the default setting given to newly-registered employer accounts. This setting may prevent the employer from posting or viewing jobs, or searching for and viewing candidate résumés and job applicants, depending on the system settings. However, the employer can log in to their account and view and/or reply to messages.

• Enabled – Provides the employer full access rights to the system. In some systems, this is configured to happen automatically, without manual involvement by staff.

• Revoked/Suspended – Prevents the employer from posting or viewing jobs, or searching for and viewing candidate résumés, thereby rendering any information or functions accessed through the Recruitment Plan Profile off limits. However, the employer can still log in and view and/or reply to messages. The Revoked setting is often used to remove access privileges from an employer because something has changed since the time of initial registration (e.g., EEO violations or address/contact data that is no longer valid or no longer exists).

• Locked Out – Removes the employer’s system access, including the ability to log in. • Revoked-SCAM – Same as “Revoked/Suspended” while providing the reason why the account

was revoked. • Not Verified – Same as “Pending Verification,” but can be used by staff who have tried to contact

an employer and have not been successful in doing so.

Manage Employers


• Locked Out-SCAM – Same as “Locked Out” while providing the reason why the account was locked out.

• Alert-SCAM – Employers are automatically set to Alert-Scam if they went over the Alert threshold for messages or individual access. Access rights are the same as with "Pending Verification."

Changing Employer Access Rights To change an employer’s access rights:

1 From the Services for Workforce Staff menu in the left navigation pane, click Manage Employers, and select Employer Access Rights. The Employer Search page displays.

2 Search for and/or select the employer you wish to assist. Reference “Searching for Employers to Assist” later in this chapter to learn how.

3 Navigate to their General Information tab, if not already there. 4 If the employer is Enabled, click the Employer Access Rights Enabled link,

OR… For any other status in red, click the Employer Access link (reference figure below).

Employer Access Link

The Employer Information page displays.

Manage Employers


Employer Information Page – Employer Access Rights Section

5 Scroll down to the Employer Access Rights section, and select the desired option from the Current Access Rights drop-down list (reference figure above).

6 If the access rights are currently set to Enabled, you can choose whether to Enable mass job import for this employer by clicking the desired radio button (reference figure above).

7 To enter case notes about the employer’s access rights, click the Add a new Case Note link (reference figure above). Reference the “Adding a Case Note” section later in this chapter for instructions.

8 Click the Save button at the bottom of the page to save all changes.

Note: Employer access rights can also be changed from the employer search results page by clicking the access rights link in the Account Type column (reference figure below).

Manage Employers


Employer Search Results Page – Access Link

Assist an Employer By default, the employer currently being assisted displays in the Currently Managing menu at the top of the left navigation pane (reference figure below). Clicking the employer name or contact name will display the employer’s General Information tab.

Currently Managing Employer

Releasing an Employer To stop assisting an employer:

1 Click the Release Employer option on the Currently Managing menu. 2 On the confirmation page that displays, click the Confirm button. The Directory of Services page

displays.

Assisting a Different Employer To assist a different employer:

1 Click the Assist a New Employer option on the Currently Managing menu. The Employer Search page displays as described below.

Searching for Employers to Assist To assist an employer, staff must optionally search for, then select the employer record first.

To search for and select an employer to assist: 1 From the Services for Workforce Staff menu in the left navigation pane, click Manage

Employers, then select Assist an Employer. The Assist Employer Search page displays.

Manage Employers


Quick Assist Section of Assist Employer Search Page

2 Enter the desired search criteria in any of the sections on the page (reference figure below). 3 Click a Search link in any of the sections or the Search button at the bottom of the page. The

system begins to search for matches and then displays a search results page. Reference “Working with Employer Search Results” below for options on that page.

Manage Employers


Assist Employer Search Page Section

Working with Employer Search Results Based on the search criteria you entered on the Assist Employer Search page, the system will display a search results page similar to the figure below.

Manage Employers


Employer Search Results Page

From this employer search results page, staff can perform the following tasks:

Assist an employer - click the employer’s name link in the Username column; their Employer Profiles tab displays; or click the General link in the Action column; their General Information tab displays.

Change the employer’s access privileges - click their status link in the Account Type column. Reference “Employer Access Rights” earlier in this chapter for details.

Open the employer’s General, Contacts, Activities, Job Orders, or Case Notes tabs - click the appropriate link in the Action column.

Save employers to a list - click the corresponding checkboxes in the Select column, then click the Save List link. In the pop-up box, enter a title for the list and click Save to save it.

Change the existing search criteria - click the Modify current criteria link at the bottom of the page. The Employer Search page displays so you can modify the criteria and run the Search again.

Switch to Detailed View - click the Detailed link above the header row.

Sort the list - click a column heading; click again to resort the list.

Searching for Employers That Have Jobs Posted Staff can search for employers that have jobs posted in the system using a variety of search criteria on the Employer tab of the Job Search page.

Manage Employers


To search for employers posting jobs: 1 From the Services for Workforce Staff menu in the left navigation pane, click Manage

Employers, and select Employers Posting Jobs. The Employer tab of the Job Search page displays (reference figure below). The criteria sections can be expanded and collapsed by clicking on their title bars or plus or minus icons.

Job Search Page – Employer Tab

2 If desired, change the geographic search area by clicking on the current location link in the Area Selection section. Additional options appear that enable searching by state, county, map. etc.

Manage Employers


3 In the Job Source Criteria section, check or uncheck the boxes to search various job sources and repositories. Preferred employers are those registered in the system.

The remaining sections allow you to limit the search in the following ways:

Employers by Keyword – Enter a keyword to find employer names that contain it. Show the keyword search options to narrow the name criteria.

Employers by First Character – Click a letter of the alphabet that the employer’s name starts with to view employers in the system whose names start with that letter. Click number/pound symbol if the company name starts with a number.

Employers by Job Openings – Select an option in this section to view employers with the most job openings. The options include the Top 25, Top 50, Top 75 or Top 100.

All employers (regardless of job openings) – Displays the default Employer Search page where staff can perform a search using their desired criteria. Returned employers may or may not have job openings.

4 Click the Search button at the bottom of the page. A search results page will display the matching employers along with a count of how many job openings they have, as shown below.

Employers Posting Jobs Search Results Page

5 Click a number link to drill down into the details.

Local Employer Sites The Local Employer Sites option lets staff search for employers and access specific information about them from the Infogroup® database, including their website address, NAICS code(s), and location in Google Maps, to name just a few.

To search the Infogroup® database for employers: 1 From the Services for Workforce Staff menu in the left navigation pane, click Manage

Employers, and select Local Employer Sites. The Local Employer Sites Search page displays with the Quick Employer Search tab active (reference figure below).

Manage Employers


Local Employer Sites Search Tabs

2 Using any of the three Local Employer Sites Search tabs, change the search Area, if desired, then enter the search criteria, and click Search.

A search results page displays with a list of matching employers. The closer the match to your criteria, the higher the Key Match value (reference figure below).

Manage Employers


Local Employer Sites Search Results Page

Employer Profiles The Employer Profiles contains basic information about the employer, including their contact information, search histories, and communications.

Employer Profiles Tabs

The Employer Profiles information is divided into three tabs:

Manage Employers


1 Corporate Profile – Contains general information for the employer, including login credentials, locations, contacts/users, and account summary information.

2 Search History Profile – Displays information on the résumés, training programs, occupations, industries, and geographic areas the employer has accessed.

3 Communications Profile – Houses messages, correspondence templates, and alert subscriptions the employer has saved.

Note: For more information on the Employer Profiles pages, refer to the corresponding topics in Chapters 2 and 3 of the Employer Services User Guide. The information in this section emphasizes the additional fields, different rules, or additional permissions that display for staff assisting the employer.

Corporate Profile The Corporate Profile contains the employer contact and account information across four tabs and allows staff to perform the following tasks:

• General Information – Maintain the employer’s account information, including login credentials, name, address, primary contact, and profile. For more information, reference “General Information Tab” in the next section.

• Locations – Add, edit, or review employer locations, and view contacts for those locations. For more information, reference “Locations Tab” below.

• Contacts/Users – Add, edit, or review the employer’s contacts for their locations. For more information, reference “Contacts/Users Tab” below.

• Account Summary – View summary information about the employer’s account, such as the number of job orders, viewed résumés, locations, etc. For more information, reference “Account Summary Tab” below.

Note: Two additional tabs—Documents and Agents—will display for sites that have the Document Management module or that have Third Party Agent system users. See Chapter 30: Manage Documents and the topic, The Documents Tab for more information on “Documents”. See Chapter 14: Manage WOTC, and the topic, Enable WOTC Agents and Employers, for more information Agents and Employers.

To access an employer’s Corporate Profile: 1 Find the employer you wish to assist. Reference “Assist an Employer” earlier in this chapter for

instructions. The General Information tab displays.

Corporate Profile Tabs

Manage Employers


General Information Tab The General Information tab lets staff enter and modify information on behalf of an employer, most of which is the same information entered on the Employer Registration page. However, several fields and links are available only to staff and these are described below.

Corporate Profile – General Information Tab

Staff may perform the following tasks on behalf of an employer:

LWIA/Region / Office Location – Change the assigned LWIA and/or Office Location by selecting from the drop-down lists.

Employer Audit History – Use a data query format to view any changes to the employer’s data fields by clicking the View Employer History link.

Employer Access Rights – Change the access rights for the employer’s account by clicking the link. For more information, reference “Employer Access Rights” earlier in this chapter. (The Employer Access link below this field serves the same purpose.)

Account Type(s) – Change the employer’s account type (Recruiting, TPA, Unemployment, etc.) by clicking the Account Type link.

Reset Employer Account – Reset the password or security question/response of the employer’s contact(s). For more information, refer to the next section, “Resetting an Employer Account.”

Manage Employers


Merge Employer Account – Merge two accounts belonging to the same employer by clicking the Merge Employer Account link. For more information, refer to the section “Merging Employer Accounts” later in this chapter.

Case Assignment – View or change the employer’s case manager by clicking the Case Assignment link. Reference “Assigning a Case Manager” section later in this chapter.

Resetting an Employer Account Login Credentials If an employer user has forgotten their username, password, and/or security question/response, staff can reset the account information so that the user can log into the system.

To reset an employer’s login credentials: 1 In the Staff Info section of the employer’s General Information tab, click the Reset Employer

Account link (reference figure above). The Reset Options page displays, as shown below.

Reset Options Page

2 If they’ve forgotten their password, check the Reset Password checkbox. The user will receive a notification explaining how to access the system. On the login page, they will enter the user name and the temporary password that the system has assigned and sent in the notification

Manage Employers


3 If they’ve forgotten their security question/answer, check the Reset Security Question/Response checkbox. The user will receive a notification confirming the security question/response reset. Upon logging in to the system, they should select a new security question and response.

4 Specify which user needs assistance by checking the appropriate Select checkbox. 5 In the Email Options section, specify if they wish to receive an email with the required information

by clicking the appropriate radio button. a. If Send Email is selected, and you wish to include their user name in the email message,

check the Send User Name in Email checkbox. Their email address will be pre-filled in the Recipient field.

b. If Do Not Send Email is selected, the page refreshes with all email-related fields hidden and the button changes to Reset without sending email. Click the button to send a message to the user’s Message Center, alerting them of the

reset. Depending on the boxes checked in steps 2 and 3, they will be prompted to do the reset

the next time they log in. Next, the system will display a window where the user is prompted to provide personal information for security purposes. They complete the data entry and click Verify to proceed.

Note: If employers are unable to provide the required information, they can click Go to Contact Staff Page for further assistance.

The last step of the password reset function requires the employer to enter a new password and confirm it. The employer will use this newly created password for subsequent system logins.

Reset Password Page

Merging Employer Accounts This feature enables a staff member to merge duplicate employer registrations in the system into one record, with all services attached to a parent record. The ability for staff members to perform this function is determined by the “Merge Employers” privileges set for them by an administrator. If they have the ability to merge employer, they will either merge employers and automatically archive the merged employer, merge employers and automatically delete the merged employer, or they will be able to choose to archive or delete, depending on their permissions.

Manage Employers


To merge two employer records: 1 Select Assist an Employer. Search for and select the employer to be merged. 2 On the employer’s General Information tab, select the Merge Employer Account link as shown in

the figure below). 3 Repeat the search for the other employer to be merged into the first employer. 4 Select the employer by clicking on the user name on the Search Results page.

Selecting a Merge Employer Account

5 Verify that the Master Employer and the Merge Employer (at the top of the page) are the correct ones. Review the records that will be merged in the Records to be Merged section.

6 Select an action in the Outcome section: a. Merge contact and worksites - Move their associated records to primary location and contact

– This selection will move the “Merge Employer” contacts into the “Master Employer” account and will associate them with the Master Employer’s primary location. (They will no longer be associated with their previous locations.)

b. Merge contact and locations - Keep their associated records to primary location and contact – This selection will keep the “Merge Employer” locations and contacts as they were.

c. Archive – This selection retains identifying information about the “Merge Employer” in the system but the information is not accessible to staff through Staff Services. (It can be accessed only through the Administration site.) Records that are archived can be restored.

d. Delete – This selection deletes all identifying information about the “Merge Employer” permanently. Records that are deleted cannot be restored. Note: Permissions set by an Administrator will define which options are available to staff.

Manage Employers


Merge Employer Accounts Page (Partial)

7 To add a case note about the merge, click the Add a new Case Note link. 8 Click the Merge button to complete the merge. Click Cancel to cancel the merge

e. A verification pop-up will display; click OK to finalize the merge. (After the merge process is completed, the Merge Employer account will no longer be active in the system.)

Assigning a Case Manager To assign a case manager to a location:

1 Click the View Assigned Case Manager link on the Locations tab.

Manage Employers


Employer Locations Page

2 On the page that displays, click the Create New Assignment link.

Assign Case Manager Link

3 On the Employer Case Assignment page that displays, select the LWIA/Region, Office Location, and the staff member to be the designated case manager from the drop-down lists. Click the Save button to save the assignment. [Use this same procedure to change a location’s case manager.

Manage Employers


Assign Case Manager Page

4 The system will redisplay the initial page. a. To assign a case manager to a different location, click the Create New Assignment link for

that location. b. To delete an assigned case manager, click the corresponding Delete link. c. To change a location’s case manager, click the Edit Location link. d. To view a history of the location’s record since it was created in the system, click the History

link.

Restoring an Archived Employer Account To restore an Employer Account that has been archived, begin by searching for employers with an Employer User Status of ‘Archived.’ On the Employer Search page, select Archived from the Employer User Status drop-down list (at the bottom of the search page) and click the Search button.

Employer User Status Selection

Note: The Employer User Status must be “Archived” to find archived employers.

The Search Results page will list all archived employers with a Restore link in the Action column.

Search Results – Archived Employers

Manage Employers


Note: Staff members must have the necessary privileges to restore an employer.

If the staff member has restore permissions, clicking the Restore link will display a confirmation to verify that the staff member wants to restore the employer.

After clicking OK (to confirm the restore), the employer is restored and the staff member can click the Return to the results page button to return to the results page. The restored employer will display in the search results as “Enabled.”

Locations Tab The Locations tab lets staff manage employer locations or “work sites” and view each location’s contacts.

Locations Tab

On the Locations tab, staff can:

• Click the plus icon next to the Show Filter Criteria link. From the drop-down list, select to view only active or inactive locations, or all locations.

• Click the Edit Location link to edit the location’s information. • Click the View Contacts link to view or edit the location’s contacts. • Click the Activate or Inactivate link to change the location’s status.

Note: By deactivating a location, the location’s contacts also are deactivated. If the location is reactivated, staff must separately reactivate the contacts.

• Click the View Assigned Case Manager link to view, edit, delete or assign the location’s case manager.

• Click the Add Location button to add a new location to the employer’s record.

Manage Employers


Adding an Employer Location Before entering an employer’s job orders, it is important to add all locations and contacts to the employer’s record. If the location and contact name are in the system before the job order is entered, it makes it easier to add specific details for the job order.

Locations Tab in Employer’s Corporate Profile

To add a location for an employer: 1 From the What would you like to do next? post-registration page, click the Add Locations and

Contacts link, OR… From the Services for Workforce Staff menu, click Manage Employers, then select Assist an Employer and search for and/or select the employer you wish to assist. Their Employer Profiles display (reference figure above).

2 Click the Locations tab. Any existing locations and contacts (including the primary) are listed (reference figure above).

3 Click Add Location. The Location page displays (reference figure below). 4 Complete all required fields and other information as desired in the following sections:

Manage Employers


a. Location – Enter the Location Name and Zip Code. The name is a unique identifier for that location, such as a nickname or quick reference to the location. These two fields will populate several fields in the Primary Location Information subsection below.

Complete the Primary Location fields, Phone, Email, Company Web Site, and Industry Title (and NAICS code).

Location Page – Location Section

b. Mailing Address – If the Mailing Address is the same as the physical address, click the checkbox to have the mailing address fields populated automatically (reference figure below).

Manage Employers


Location Page – Mailing Address Section

c. Location Contact Information – Designate all contacts who are associated with this new location by selecting the corresponding checkboxes in the Select column.

Location Page – Location Contact Information Section

d. Location Designation(s) – Indicate the type or function of the location by selecting all checkboxes that apply in the Select column (reference figure below).

Manage Employers


Location Page – Location Designations Section

e. Staff Section – Select the LWIA/Region and Office Location from the drop-down lists.

Location Page – Staff Section

5 Click Save to save the new location. The Locations tab redisplays with the newly added location listed (reference figure below).

Managing Employer Locations From the Locations tab, staff can accomplish the following tasks:

Edit a Location 1 Click the Edit Location link. The Location page displays in edit mode.

a. To designate a location as the employer’s primary location, click the This is not the primary location link at the top of the page.

Manage Employers


A pop-up window displays (as shown below).

2 Click the radio button to select the primary location and click Save. The pop-up closes. 3 Click the Save button on the Location page to save the change(s).

Primary Location Pop-up Window

• View Contacts – Click the View Contacts link to reference which contacts are associated with the location; displays the Contacts/Users tab of the employer’s Corporate profile. Reference “Adding a Contact (1)” below for details on how to add a new contact for a location.

• Inactivate a Location – Click the Inactivate link to set the location’s status to “inactive.” This will not delete the location but will make it unavailable as an option throughout the system until it is reactivated.

• View Assigned Case Manager – Click the View Assigned Case Manager link to view or assign the location’s case manager.

Locations Tab in Employer’s Corporate Profile

Editing or Inactivating a Location • Edit – On the Locations tab, click the Edit Location link in the Action column. The Location page

displays as shown in the section above. Make the required changes and click Save. • Inactivate – On the Locations tab, click the Inactivate link in the Action column. Locations that

are the employer’s primary location or the default location for one or more contacts cannot be made inactive.

• Reactivate – On the Locations tab, click the plus symbol next to the Show Filter Criteria link. Select Inactive from the drop-down list. The Locations list will refresh, showing only inactive locations. Click the Activate link in the Action column to reactivate a location.

Manage Employers


Locations Tab Filter Criteria

Contacts/Users Tab The Contacts/Users tab lets staff create, review, edit, and activate/inactivate the employer’s contacts. Entering employer contacts is necessary to create job orders because each job order links to a specific employer location and its contact(s). Each location requires at least one active contact person in order to create a job order for that location.

The system allows multiple users to be created for each employer’s account. This is useful for employers that have several employees accessing the system in order to perform tasks on the employer’s behalf, such as posting jobs or reviewing candidates. Contacts can be customized so they have user privileges to perform only specific tasks in the system.

The following figure displays a sample of the Contacts/Users tab.

Contacts/Users Tab

Manage Employers


Note: For details about using the Contacts/Users tab, reference the topic, “Contacts/Users” in chapter 3 of the Employer Services User Guide.

From the Contacts/Users tab, staff can:

• Click the plus symbol next to the Show Filter Criteria link. From the drop-down lists, select the location whose contacts should display and/or select the status of the contacts to display (active, inactive or all).

• Click the corresponding Edit Contact link in the Action column to edit a contact. • Click the corresponding Delete link in the Action column to delete a contact. • Click the Activate or Inactivate link in the Action column to change the contact’s status. • Click the Add Contact button to add a new contact to the employer’s record.

Adding a Contact (1) To the right of the Locations tab for the employer, staff can access the Contacts/users tab to add additional contacts (or edit existing contacts for the employer).

To add another contact: 1 Click the Add Contact button to add additional contacts to the employer’s record, if desired.

Add Secondary Contact

Clicking the link displays the Employer Contact page (with the Contact Information tab open) as shown below.

2 Contact Information

Add the Secondary Contact person’s information (name, title, contact information, etc.) in the Contact Information section of the page.

Manage Employers


Secondary Contact – Contact Information

3 Associated Location(s)

In the Associated Locations section of the page, select the locations with which the new contact is associated by selecting all location checkboxes that apply. If the contact’s location has not been created yet, click the Create New Location link. (Reference the “Add Employer Locations” section below for instructions on adding locations to the employer’s record.

Secondary Contact – Associated Location(s)

4 Click the Next button to move to the next Secondary Contact page. 5 Contact Designations

On the Contact Designations page, you can select and indicate roles that the new contact person holds by selecting all checkboxes that apply. Click the Next button to continue.

Manage Employers


Contact Designations

Note: The Contact Designations tab is intended only for systems that include the CRM module. This page is normally not displayed in systems where CRM is not purchased. If the page is displayed in a system without CRM, it is strictly an informational page. Input or selections in this page are not required, and are not used elsewhere.

6 Sign-In Information a. If the contact is allowed to sign into the system, select the checkbox at the top of the page. b. Enter a User Name, Password, and Security Question and Answer. c. Click the Next button to move to the next page. d. If the contact will not be allowed to sign in, simply click the Finish button to save the contact.

Manage Employers


Sign In Information

7 User Privileges

On the User Privileges page, indicate what system privileges the contact has by selecting all checkboxes that apply. To select (or deselect) all, click the checkbox at the top. Click the Finish button to save the privileges.

Contact User Privileges (Partial)

Manage Employers


Adding a Contact (2) 1 On the Contacts/Users tab, click the Add Contact button. The Contact Information page displays

(as shown in the following figure). 2 Enter the contact’s name, title, phone number(s), and email address.

Contact Information Tab (Partial)

3 Select the location(s) with which this contact is associated by checking all boxes that apply in the Associated Location(s) column. Select the contact’s default location in the Default Location column. (These are required steps.) To create a new location on the fly, click the Create New Location link.

4 Click the Next button to proceed to the next page. 5 On the Contact Designations page, select the contact’s role(s) and click the Next button to move

to the next page, Sign-In Information.

Note: The Contact Designations tab is intended for use with the Customer Relationship Management (CRM module. Its use is strictly information in systems without CRM. If the system includes purchase of the CRM module, additional functions may be tied to these designations.

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Contact Designations Tab

6 On the Sign-In Information page: a. Indicate whether the contact is able to sign into the system by selecting the Give this Contact

the ability to Sign In checkbox at the top of the page. b. Enter a User Name, Password, and Security Question and Answer. c. Click the Next button to move to the next page/tab, User Privileges.

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Sign In Information

7 On the User Privileges page, indicate what system privileges the contact has by selecting all checkboxes that apply. To select (or deselect) all, click the first checkbox.

8 Click the Finish button to save the new contact.

User Privileges Page (Partial)

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Editing a Contact 1 On the Contacts/Users tab, click the Edit Contact link in the Action column. The Contact

Information page displays. Reference the “Add Contacts” section above for instructions on the Contacts pages.

2 Make the required contact changes and click Save.

Inactivating/Activating a Contact 1 On the Contacts/Users tab, click the Inactivate or Activate link in the Action column. The page

will refresh, displaying the change. a. If a contact was inactivated, it can still be displayed. b. To redisplay the inactive contact, click the plus symbol next to the Show Filter Criteria link.

Select Inactive from the Display contacts with a status of: drop-down list. 2 The page will refresh, showing only inactive contacts. The contact can then be reactivated by

clicking the Activate link. Note: The primary contact cannot be inactivated.

For more information on how to manage employer contacts, reference the topic “Contacts/Users” in chapter 3 of the Employer Services User Guide.

Account Summary Tab The Account Summary page displays a wide range of information about the employer’s account at a glance. The page displays summary numeric information with active links (as shown below).

Account Summary Tab

Note: For details about using the Account Summary tab, reference the topic “Account Summary” in chapter 3 of the Employer Services User Guide.

Current statistics shown for an employer account may include:

• Contacts/Users • Locations • Job Orders • Applicants • Viewed Résumés

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• Favorite Candidates • Virtual Recruiters

To view a summary of the employer’s account:

• Open the Account Summary tab in the employer’s Corporate Profile (Employer Portfolio > Corporate Profile > Account Summary).

Search History Profile The Search History Profile is an optional Virtual OneStop module within the Employer Profiles.

Search History Profile

It consists of five tabs where the currently-assisted employer’s search history can be viewed for the following categories:

• Viewed Résumés – lists résumés the employer has searched for • Programs – lists training programs the employer has researched • Occupations – lists occupation profiles the employer has researched • Industries – lists industry profiles the employer has researched • Areas – lists geographic areas in which the employer has searched

Each of the five tabs lists any items the employer has searched for previously and offers the same additional functions as illustrated in the figure below.

Note: For information on searching for candidate résumés, reference Chapter 6: Manage Recruitment in the Employer Services User Guide, and for information on searching for occupations, industries, and geographic areas, reference Appendix A in this guide or the separate Virtual LMI Analyst User Guide.

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Sample Search History Tab - Viewed Résumés

Communications Profile The Communications Profile contains the employer’s messages, correspondence, communication templates, alert subscriptions, and an email log, each displayed on a separate tab.

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Communications Profile

The Communications Profile tabs include:

• Messages – lists internal messages received or sent by the employer and other system users; lets staff create and manage system messages on the behalf of the employer

• Correspondence – lists system-generated letters sent to an employer contact. • Communication Templates – lists correspondence templates created by the employer, as well

as any built-in templates, for example, a rejection letter • Subscriptions – lists any system-generated alerts that an employer may subscribe to, for

example, expiring job orders • Email Log – contains a list of email messages from the system that have been sent on an

employer’s behalf or received by them.

Messages Tab The Messages tab lets staff members manage messages on behalf of the employers they are assisting.

Messages List Page

A closed envelope indicates the message has not been opened; an open envelope indicates the message has been opened.

On the Messages page, staff can:

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• Open – Click the Subject link to open and read the message. • View messages by type by selecting one of the folders in the left-side menu:

Inbox – View messages that are currently active, both read and unread. Deleted – View messages the employer has received, but deleted from the Inbox. Drafts – View messages the employer has created, but not sent. Junk – View messages that were filtered by the system as being questionable. Sent – View messages the employer has sent to staff or candidates.

• Sort – Click a column heading to sort the list by that column. • Mark as Read – Select messages by checking the corresponding boxes in the Select column and

click the Mark as Read link at the bottom of the page. • Delete – Click the checkbox next to the message(s) to be deleted then click the Delete Selected

Item(s) link at the bottom of the page. • Filter – Click the plus symbol next to the Show Filter Criteria link. Enter a date range and click

Filter to view only messages processed during that date range.

Correspondence Tab The Correspondence tab allows staff to view system-generated letters sent to employer contacts.

Communication Templates Tab The Communications Templates tab allows staff to create and edit form-letter templates (on behalf of the employer) that employers can send to individuals or staff.

By default, only templates that the employer created will display (or those created by staff on behalf of the employer).

Communication Templates List Page with Filter Criteria Displayed

On the Communication Templates page, staff can:

• Create a New Template – Click the Create New Template button to create a new template. • Edit – Click the Edit link to open the template in edit mode. • Preview – Click the corresponding Preview link to view the template. (The Preview page does

not allow changes.)

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• Copy – Click the Copy link to create a new template by copying the existing one and then editing it and saving it with a different name.

• Delete – Select the corresponding checkbox(es) in the far-right column and click the Delete link to delete the selected template(s). (This option is only available for templates created by staff or employers, not templates that are shared or generated by the system.)

Creating a New Correspondence Template Staff on behalf of employers may create letters up to one page in length.

To create a new template: 1 Click the Create New Template button. The Correspondence Template page displays.

Add or Edit Your Correspondence Template

2 Name – Enter a name for the template. 3 Type – Select the template type (Cover Letter, Follow up Letter, Acceptance Letter, or Other). 4 Status – Set the status to Active or Inactive. 5 Text – Type in or paste the text of the letter in the Template Body Text box. 6 Spell Check – Click the Spell Check link to check the spelling. 7 Clear Text – Click the Clear Text link to delete the text from the Template Body Text box. 8 Remove All Formatting – Click the Remove All Formatting link to remove any formatting that

was added to the text. 9 Insert Variable – Click the Insert Variable link to insert variables (e.g. Recipient’s Company

Name, Address, Today’s Date, etc.). 10 Save – Click the Save button to save the new template.

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Subscriptions Tab The Subscriptions Tab displays the messages (“system alerts”) that the employer can receive via the Message Center, email, or text message.

To open the Subscriptions tab: 1 On the Employer Profiles page, select Communications Profile, then select Subscriptions.

a. On this page, staff can enable and disable subscriptions on behalf of the employer. b. If the employer wants to receive any of the alerts in the list, select Receive from the drop-

down list in the Action column. c. If they do not wish to receive an alert, select Don’t Receive from the drop-down list in the

Action column. Click the Save button at the bottom of the page to save the selected preferences.

Note: Only the system alerts that can be configured to allow users to “opt out” will appear on this page.

Subscriptions Tab

Email Log Tab The Email Log Tab displays a log of the employer’s email messages – both sent and received. The emails may include those sent to external email addresses with an attached résumé or email messages sent through the system to other users. If the employer’s system includes this feature, the user will be able to send and receive emails through the system on the Email Log page.

To view emails that were sent or received, select an option from the Display Emails drop-down list. To open an email, click the View link in the Action column.

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Email Log Page Showing Emails Sent

Human Resource Plan The Human Resource Plan contains:

• Job Order Plan – The Job Order Plan contains the employer’s job orders, job order templates, application questions, and job skill sets.

• Recruitment Plan – The Recruitment Plan includes the employer’s job applicants, favorite candidates, and Virtual Recruiter information.

Human Resource Plan

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Job Order Plan The Job Order Plan contains an employer’s job orders, templates, application questions, and skill sets.

To open the Job Order Plan: 1 On the Human Resource Plan page, select Job Order Plan.

Job Order Plan

The Job Order Plan consists of the following tabs:

• Job Orders • Job Order Templates • Application Questions • Job Skill Sets • Typical Tools and Technology Sets

Each tab of the Job Order Plan is explained in detail in the following sections.

Job Orders Tab The Job Orders tab lists the employer’s job orders, and options/links on this tab let staff members create new job orders and manage existing job orders on behalf of the employer.

To open the Job Orders tab from the Employer Portfolio page, select Human Resource Plan, then select Job Order Plan, and select Job Orders.

On the Job Orders tab (shown on the next page), staff can perform the following tasks on behalf of the employer:

• View – Click the Summary or Detailed link above the header row to change the view. Both views offer the same information and links in different layouts.

• Filter – Click the plus symbol next to the Show Filter Criteria link to view only certain types of job orders. When finished selecting filter criteria, click the Filter link to set the filter. Click the Reset Filter(s) link to remove all filters.

Type – To display internal, external or both types of job orders, make a selection from the Job Order Type radio buttons.

Complete Status – To display job orders that are complete or incomplete, make a selection from the Complete Status radio buttons.

Job Order Status – To display only a certain type of job order based on the Job Order Status (Active, Pending Employer Verification, Employer Access Revoked, Closed by Staff, Marked for Deletion, Employer Filled Position, Employer Position no longer available, Placed

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on Hold, Open and available, Maximum Positions Met (Placed), Maximum Applicant Met, Veteran Hold, or Expired), select the job order status from the drop-down list. Note: This drop-down list will only appear if “Complete” is selected from the Complete Status drop-down list.

Keyword – Enter a keyword by which to filter the job orders. To further expand the search to find exact words, any words, or one or more words, in the title or job description, click the plus symbol next to the Show Keyword Search Options link and select the options desired.

Date – Select a date range option from the first drop-down list (e.g. Created, Edited, Released, etc.) and the specific time from the second drop-down list (e.g. Anytime, Today, Last 3 days, etc.).

Job Orders Tab

• Sort the list of job orders – To sort the list, click the column heading by which to sort. • View or modify job order details – Click the desired Job Title link (or the Edit link in the Action

column). • Edit the job order status – Click the job order’s Employer Job Status link. On the page that

displays, modify the job order status and click Save. For details, reference the “Checking Job Order Status” topic later in this chapter.

• Refer – Select the corresponding checkbox(es) for the job order(s) to be referred and click the Refer link at the bottom of the Select column. On the Referral Search page that displays, search for candidates or résumés that match the job order and should be referred to the employer for consideration.

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• Map – Select the corresponding checkbox(es) for the job order(s) to be viewed on a map and click the Map link at the bottom of the Select column.

• Pages – If the list of job orders extends to multiple pages, select the number of rows per page to display, as well as the page number to view, from the controls at the bottom of the list.

• Add a new job order – Click the Add New Job Order button. For more information, reference the topic “Create a New Job Order” in Chapter 4.

The following describes each of the links in the Action column on the Job Orders Tab.

• Copy –- Click the Copy link for the desired job order. For details, reference the topic reference the topic “Copying a Job Order” later in this chapter.

• Edit – Click the corresponding Edit link in the Action column to edit the job order. • Delete – Click the corresponding Delete link in the Action column to delete the job order. • Search by job order criteria – Click the corresponding Search by Job Criteria link in the Action

column, which begins a search for candidates that match the job order. • Résumé Search – Click the corresponding Pre-fill Advanced Résumé Search link in the Action

column, which displays the Advanced Résumé Search tab with criteria already filled in based on the job order. Edit the search criteria as needed and click Search to begin the résumé search. For details, reference the topic “Search for Candidates,” in Chapter 6 of the Employer Services User Guide.

• View Applicants – Click the corresponding Applicants link in the Action column to open the Applicant Information page which lists all applicants for the selected job order.

• Preview – Click the corresponding Preview link in the Action column to open the Job Details page.

• Template – Click the corresponding Template link in the Action column to save the job order as a template.

Convert External Jobs, Mass Job Order Import and Import Applicants Staff and employers with appropriate privileges will reference the following three links at the bottom of the Job Orders tab order.

Job Orders Tab – Additional Quick Links

• Convert External Job Order – This link allows staff to search for external employer job listings and convert them to internal jobs. For example, if a registered employer already has some jobs posted through another website, staff can find and convert them so they can be maintained through Virtual OneStop along with the employer’s internal job postings. (Internal job postings are those created within Virtual OneStop.)

• Mass Job Order Import – This link allows staff to import an external file containing data on multiple jobs. That data is uploaded in the system to create internal job orders. This method is

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not recommended since it bypasses many of the convenient tools available using the Job Order Wizard in the system; however, it may be useful to employers who prefer to collect the data for many jobs in one spreadsheet and review those jobs from the spreadsheet before entering any of them into the Virtual OneStop system. Reference the “Mass Job Orders Import” section of Chapter 4 of the Employer Services User Guide for instructions.

• Import Applicants – This link lets staff import a csv file of applicants. To download a data entry spreadsheet to use as a template, click the Download Data Entry spreadsheet to Import Applicants link. Complete the spreadsheet (reference the Instructions tab for details) and save it as a csv file. When the csv file is saved, navigate to the file by clicking the Browse button, double-clicking on the file and click the Upload button.

Converting an External Job Order The system incorporates “job spidering” technology to import jobs posted on Internet job boards. Employers who are new to the Virtual OneStop system may have jobs posted on external sites already. With this link, staff can convert those external job orders to internal job orders. Note: The system will import details of the external job order, but the user may be prompted to complete

additional required information. This option is available only to staff assisting employers, not to employer contacts.

1 Click the Convert External Job Order link. 2 Select a desired search area by clicking the Area Selection link. 3 Enter employer keyword search criteria, e.g. the employer’s name in the Keyword Search field. 4 On the Search Results page, select the desired employer by clicking on the numeric link in the

Job Openings column. 5 Select the desired external job opening. 6 Click Convert this Job from the Job Order Details page. 7 Click OK to continue. 8 Select a desired occupation for the converted job order. 9 Select the employer location sponsoring the job order. 10 Select the appropriate employer contact person at that location. 11 Select the job order’s required skills. 12 Record job order details. 13 Click Save to save the job order.

Mass Job Order Import Although the Job Order Wizard is the easiest and most thorough method for entering jobs into the system, there is a second method of entering job orders into the system. The “Mass Job Order Import” function allows staff to import an external file that contains multiple jobs.

This method may be useful to employers that prefer to collect the data for many jobs in one spreadsheet, and review those jobs from the spreadsheet before entering any of them into the Virtual OneStop system.

Staff can assist employers with the imports or they can enable employers to perform mass job order imports on their own.

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Import Job Orders – Job Templates Tab

To import job orders: 1 Click the Import Job Orders button on the Job Order Templates tab. (Alternatively, click the

Mass Job Order Import link on the Job Orders tab.) A page displays key parameters for the import (including the location of the source/upload file).

2 Select a location for the uploaded jobs. Note: To specify the location for the mass job order upload in the source (Excel) file, select the “Worksite and Contact Codes Provided in File” option, which is the default selection.

3 Select to use the default skills (based on occupation) or to not define any skills for the jobs.

Note: Occupation codes are required for each job in the source/upload file. Default skills will be based on the occupation codes included in the job order upload, if default skills are selected.

4 Choose an option in the Job Applicant Questions section to determine if applicant question sets will be associated with the job orders uploaded to the system (if applicable).

5 Click the Browse button to navigate to the file to upload.

Note: Click the Download Excel Import Template link, if not already done, to create the file or to retrieve the most recent template that is set up for entering the job order information. The Excel template displays a page with directions on how to save the file, enable the macros, and enter the required and optional data.

Upload File / Download Template

To create a valid import file, several pieces of information require a numeric code for the data (e.g., the occupation code). The links in the Helpful Links area at the bottom of the Mass Job

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Orders Import page will open PDF files that may be helpful in creating the upload file. Click any of the links to view the specific information.

Helpful Links Area

6 After making selections on the Mass Job Orders Import page and selecting the upload file, click the Upload button. The uploaded jobs will display on the Job Orders tab.

For more information on the Job Order tab, and creating a new job order, reference the topic “Job Orders Screens” in chapter 4 in the Employer Services User Guide.

Importing Applicants This link allows staff to import a csv file of applicants. To download a data entry spreadsheet to use as a template, click the Download Data Entry spreadsheet to Import Applicants link. Complete the spreadsheet (reference the Instructions tab for details) and save it as a csv file. When the csv file is saved, navigate to the file by clicking the Browse button, double-clicking on the file and click the Upload button.

Creating a Job Order Virtual OneStop lets staff members and employer contacts with the necessary privileges add job orders (i.e., create job orders) for the employer. The job orders are created using the Job Order Wizard.

To create a new job order, follow these steps: 1 Click the Add New Job Order button at the bottom of the Job Orders tab. 2 Select a Job Creation Method, Job Title and Job Occupation

a. After clicking the Add New Job Order button, the first information the system collects is the job order’s Job Title and Job Occupation:

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Creating a New Job Order – Title and Occupation

b. Choose a Job Creation Method: Manual Entry – This option builds the job order through a step-by-step (Job Order

Wizard) process. Copy Existing Job Order – This option copies the information previously entered in an

existing job order and uses it to build a new job order, which can then be modified. This option is only available if the employer has job orders currently in the system. After clicking this radio button, a drop-down list displays, from which to select the job order to copy.

Create Job Order from Template – This option creates a new job order (which can be modified) based on a job order template. This option is available only if the employer currently has job order templates in the system. After clicking this radio button, a drop-down list displays, from which to select the job order template to use.

c. Title – Enter a title for the job in the Job Title field. The system’s predictive text feature will attempt to auto-complete the selection using known Job Titles. If the system displays the correct Job Title, select it from the drop-down list. This will pre-populate the Job Occupation list with suggested occupations that match the Job Title.

d. Occupation – If the suggested occupation is not the desired occupation, click the Search for an occupation link to begin the process of manually searching for an occupation. An Occupation Selection page displays options to search for and select an occupation.

3 Click the Next button, after entering the Job Creation Method, Job Title, and Job Occupation to proceed with the job order.

4 Choose a Location and Contact for the Job Order a. The Job Order Location and Contact page is displayed.

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Job Order Location and Contact Page

b. Select a location. Note: To select a location that is not listed, click the Add New Location link.

c. Select a contact. Note: To select a contact who is not listed, click the Add New Contact link.

5 Click Next to proceed with the job order. 6 Enter Online Display Status and Job Details

a. Select the employer’s preferences as to how the job order displays online and how applicants may apply, as described below: Display Online to Jobseekers*: Employers may choose to display the job online, with a

full job description and contact information if ‘Yes’ is selected. If ‘No’ is selected then only authorized staff members will reference the job.

Display Company Name: Employers may choose to display the company name in the online job order. (This option works only if ‘Yes’ was chosen in the previous question, which allows the job order to appear online.)

Screen Applicants: Employers may choose to require that applications be screened by the appropriate local workforce staff (rather than by the employer). This is a “suppressed” job order. If ‘Yes’ is selected, an additional field displays, where staff can indicate if applicants are required to meet with workforce staff in person.

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Job Order Wizard (Step 3)

b. Online vs. Offline Status For a job order to display online, the following conditions must exist:

- The Display online to job seekers field must be set to “Yes.” - The Staff Job Order Status must be set to “Open and available” (reference Step 11 below).

c. Once a job order is posted to the system, it is available for job seekers to view. d. When the job is not displayed online, job seekers’ résumés and job applications are verified

and validated by one-stop staff who, in turn, will forward only qualified candidates to the employer.

e. In the Job Details section of this page, enter or select all required fields and then click the Next button to proceed to the next step.

7 Enter Job Description a. On the Job Description page, enter text describing the job duties in the text box provided. b. To use the standard O*NET description for the occupation, click the Insert Sample Text link

and the system will fill the text box with that description automatically. c. Click Next to proceed with the job order.

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Job Description

8 Add Required Skills a. There are several methods to select skills for a job order as described below. Staff also may

enter other skills by typing free-form text in the text box provided. This page allows staff to select the skill sets associated with the job. The next page (described in Step 6) will let staff refine those skills – adding new ones or deleting unnecessary ones.

Skill Set Selection Methods

b. Select a method for assigning skills the job order by clicking one of the radio buttons. Default skills – This option includes the default list of skills for the occupation in the job

order. Saved skill sets – This option lets the user select from skill sets that were previously

saved, using a displayed drop-down list (shown in the following figure).

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Copy skills from an existing job – This option lets the user select a skill set associated with other jobs that were created by or for the employer, using a drop-down list.

Select skills – This option lets the user select from the list of all available skills, to create a unique skill list for the job order. This list will display after clicking the Next button.

Do not define skills – This option will not include any skills in the job order. c. Add information about other skills – such as specific degrees, certifications, software, or

licenses – that are required for the job, if any, in the Other Skills text box. d. Indicate whether the employer requires or prefers applicants to have a specific WorkKeys®

score by clicking one of the radio buttons (at the bottom of the page). If “Yes requires” is selected, the system will display additional fields in which to indicate specific requirements as shown below.

Required WorkKeys® Scores Selection (Partial)

e. Click Next to proceed. 9 Select/Edit Skills for the Job Order

a. The Select Skills page displays all skills (as selected on the previous page – grouped by category) and allows staff to modify the skills associated with the job order. The number in parentheses after each category (and subcategory) indicates how many skills in that category are included in the job order. For instance, in the sample figure shown below, there are 7 Management & Office

Services skills included in the job order; 2 in the “Management & Office Services – General” category, 4 in the “Office Administration” category, and 1 in the “Purchasing & Operations” category.

b. To add or delete skills: Click the plus symbol beside a category of skills to expand that selection; click the plus

symbol again to open any of the subcategories. Check the skill boxes that apply.

Note: To clear all the selected skills, click the Delete All Saved Skills link at the top of the list. To add or delete all skills in a group click the Select All link at the top of each group.

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Available Job Skills List (by Categories – Partial Page)

c. Click Next to proceed with the job order. 10 Enter Hiring Requirements (Hiring, Education, Experience, Transportation)

This page allows staff to indicate the employer’s hiring requirements for this job order, such as background checks, drug testing, or specialized licensing, as well as education, experience, age, and driver’s license requirements.

Hiring Requirements

Hiring Requirements area:

a. Select the checkboxes to indicate any tests, checks, or screenings the employer requires. If “Other” is checked, a text box displays in which staff can enter a description. Identify the source where testing will occur by selecting an option from the Testing

Requirement drop-down list.

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Minimum Education, Experience & Age Requirements area:

b. Use the text boxes and drop-down lists to enter minimum age, education, and experience, requirements for the job. Note: The minimum education and minimum experience requirements must be entered;

however, staff can enter 0 for Minimum Months of Experience to encourage job seekers without previous experience to apply.

Transportation Requirements area:

c. Indicate if the job is accessible by public transportation. If a driver’s license is required, select the type from the drop-down list. Then pick from

the options that will display for different license types. d. Click Next to proceed with the job order.

11 Enter Compensation, Hours, and Benefits a. Enter information about the job’s compensation, hours and shift. b. Enter the Minimum Salary (if desired) and the Maximum Salary, and indicate the unit (e.g.,

Hour for hourly, Year for yearly, etc.). Note: If an amount below the minimum wage is entered, a message will display. To view

information about the average compensation rates for the occupation, click the View Typical Labor Market Rates link.

c. Make a selection from Pay Comments. d. Indicate if Supplemental Compensation is offered. e. Select the Hours per Week. If they are specific, enter the amount. f. Select the Shift.

Compensation and Hours

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g. Indicate if benefits are offered and if so, select which ones are offered by checking the corresponding boxes. Note: If the employer record includes the benefits offered, they are automatically checked

and appear in red, but they can be changed for any particular job order.

Benefits Offered

h. Click Next to proceed with the job order. 12 Select Application Method(s), Required Data, Questions, and Notification

a. This page defines the method(s) that applicants can use when they apply, minimum information they must include, any questions they must answer, and how the employer will be notified of a job seeker applying for this job. Make selections for each of the following, as needed:

b. Job Application Methods Accepted: Click the box beside each job application method that individuals may use when applying

for the job. Also enter a brief description of the application process, if desired.

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Job Order Application Methods Accepted

Note: Adding a description of the application process can be especially helpful to applicants if, for example, they must go through multiple interviews or extensive additional testing.

c. Job Applicant Information Needed: This section allows staff to indicate the types of information that a job applicant is

required to provide to apply for the job. Select the Required checkboxes beside the sections of an individual's résumé that must

be completed in order for the individual to apply for the job.

Note: The system will show applicants whether they meet the requirements and let them add missing information before submitting an application.

Job Order Job Applicant Questions

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d. Applicant Question Set: This section allows staff to attach one or more sets of questions for a job applicant to

answer. If the employer has previously created interview questions in the system, the set(s) will be available in the drop-down list.

Select the question set applicants must answer from the drop-down list.

Note: If no question sets were created previously, click the Create Job Applicant Questions link to begin that process. You will be returned to this step after creating the question set.

Job Order Job Applicant Questions

e. Applicant Notification Method: Select the method of communication the system will use to notify the employer that a job

seeker has applied for the job, or has been referred to the job by a staff member. Choose “Yes” if the employer wants to be notified and indicate whether the employer

would like to receive an email notification (in addition to the Message Center notification, which is standard).

Job Order Applicant Notification Method

f. Click Next to proceed with the job order.

13 Upload and Other Information a. This page allows staff to select the employer’s preferences about online job posting and other

options (such as veteran’s preference or green job status). b. To upload the job order to an external site, click the desired checkbox (es). Click the (visit)

link to open those sites in a new browser window. c. Answer each of the Other Information questions with a Yes or No. If a security clearance is

required, select the required level from the drop-down list that will appear. d. Indicate if the employer will consider applicants with criminal histories by using the drop-down

list.

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Job Order Upload Options

e. Click Next to proceed with the job order.

14 Enter Staff Information a. The final page, which is displayed only to staff members creating a job order on behalf of an

employer, asks for information about the LWIA/Region and the job order.

Staff Information

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b. The Staff Job Order Status drop-down list allows staff to put the job order on hold or assign it a status of “Veteran Hold” or “Open and Available.” (The length of time a job will be held for Veteran Preference is dependent on the system's configuration.)

c. Complete the information on the page and click the Finish button to complete the job order. d. A Job Order page will display, showing the newly create job order at the top. Click the

Preview link to preview the job as it will display to job seekers.

Job Orders Page

The following sections describe each of the links in the Action column on the Job Orders Tab.

Copying a Job Order Copying a job order lets staff use an existing job order as the basis for another order. To copy a job order, open the Job Orders tab and click the corresponding Copy link in the Action column. On the Copy Job Options page, choose to copy the job order exactly as it is or to modify the job order.

Copy Job Options Page

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If Copy job with advanced options is chosen, the system will display additional areas series, followed by a series of pages that allow the staff member to edit each section of the job order as needed. Modify the sections that need to be altered and click the Next button.

Copy Job Order with Advanced Options Page

After modifying all sections as needed, click the Copy Job Now button to save the new job order.

The page will refresh, displaying all sections of the job order in edit mode. Make additional edits, if necessary, clicking the Save button for each section that is modified. The new Job Order Number will appear at the top of the page.

Note: Depending on site configuration, and the job copied, the Staff Information area may display and require selections before the full page displays all sections of the copied job order in edit mode.

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Copied Job Order – Edit View

Note: Share this Job will display at the bottom of the copied Job Order. These are active links, intended for the Individual users, which let you share the job to standard social media sites.

To return to the list of job orders on the Job Order Tab, click the Return to Job Orders button.

At the bottom of the Copied Job Order page, the system displays several links that may be useful after copying a job order. Following is a brief description of each link.

• View Applicants – The View Applicants link displays the Job Order Statistics page. (This is the same page that displays when the Applicants link in the Action column (on the Job Orders Tab) is clicked.)

• Preview Job – The Preview Job link displays the Job Order Details page.

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• Refer Candidates – The Refer Candidates link displays the Referral page where staff can search for résumés or candidates that match the job.

• Search Candidates – The Search Candidates link displays the Advanced Résumé Search page. • View History – The View History link displays the Audit History page. • Create Template – The Create Template link displays the Create New Job Order Template page

so the job order can be saved as a Job Order Template. • Delete Job Order – The Delete Job Order link deletes the job order. • Copy Job Order – The Copy Job Order link displays the Copy Job Options page (as described at

the beginning of this section). • Print Job Order – The Print Job Order link allows staff to print the job order.

Copied Job Order Page Links

Viewing Incomplete Jobs Orders To view incomplete job orders (i.e., jobs that were started but not finished, and are still missing required information) filter the Job Orders Tab by Complete Status.

1 Click the plus symbol next to the Show Filter Criteria link. 2 Select “Incomplete” from the Complete Status radio buttons. The page will refresh, displaying

only incomplete job orders. 3 Click on the Job Title or the Wizard link to continue creating the job order. The Job Order Wizard

will open to the last step saved. 4 Continue creating the job order by completing the steps in the Job Order Wizard.

Editing or Deleting a Job Order To modify an existing job order, click Edit in the Action column on the Job Orders tab.

Job Order Action Column

1 After clicking Edit, the Job Order Details page displays in edit mode (reference the figure above, “Copied Job Order – Edit View”). After making changes to the job order, click Save to save the changes.

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2 To delete the job order, click Delete in the Action column.

Searching for Candidate Résumés On the Job Orders tab, click the corresponding Search by Job Criteria link in the Action column, which begins a search for candidates that match the job order. This link displays a Résumé Search Results list of résumés that match the job order. (This option does not allow users to modify the search criteria before running the search.)

Click the corresponding Prefill Advanced Résumé Search link to begin searching for candidates who meet the requirements of the job order. This link displays the Advanced Résumé Search tab with most of the search criteria fields prefilled (based on the information in the job order). Staff can modify the search criteria before running the search.

Note: For details about searching for résumés, reference the topic “Search for Candidates” in chapter 6 of the Employer Services User Guide.

Viewing Job Applicants Click the corresponding Applicants link in the Action column to open the Applicant Information page which lists all applicants for the selected job order.

Previewing a Job Order Click the corresponding Preview link in the Action column to view a snapshot of the job order. The Preview page does not allow changes but does provide links to other areas of the system pertaining to the information in the job order.

Saving a Job Order as a Template The easiest way to create a Job Order Template is to use an existing job order.

On the Job Orders Tab, click the Template link of any job to save it as a Job Order Template.

Job Order Template Link

1 Name – Enter the template name in the Template Name field. 2 Users – Select the employer’s name if the template can be used only by the employer being

assisted. Staff can also select their own names. If this is selected, they will then select which other staff members can use the template (only staff within the LWIA/Region, only staff within the specific Office/Location, or all staff).

3 Benefits – If the employer is offering its standard benefits, select Use benefits specified by employer. If no benefits are offered for the job, select No benefits specified.

4 Click Save to save the template.

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Create New Job Order Template Page

The system will display a “What would you like to do next?” page that offers several links to follow, if desired.

Checking Job Order Status Staff, like employers, can modify job orders manually to maximize job placement. The system assists in this effort by updating the job order status automatically when certain conditions apply. The following elements can affect job placement success.

• Staff job order status • Employer job order status • Maximum number of applicants allowed • Actual number of “hires” posted to applicant referrals • Number of open positions

The employer and staff can set the job order status. Employers can set a job order’s status to Open and available, Position no longer available, or Position filled. Staff have more options available to them. As an example, if an employer sets the job order status to “Position filled,” a staff member can change the status to “Open and available,” “Closed by staff” or “Placed on Hold.”

Staff Job Order Status By design, staff members have access to more job order statuses than do employers. As shown in the figure below, staff can filter existing job orders by Job Orders Status.

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Staff Job Order Status

Changing the Staff Job Order Status To change the Staff Job Order Status, staff must access the Job Order Details page. The page can be accessed from the Job Orders tab in two ways:

• Click the link in the Employer Job Status column on the Job Orders tab. Then, select a new status from the Staff Status dropdown list.

Staff may select from the following job order statuses:

• Pending employer verification • Closed by staff • Employer filled position • Employer position no longer available • Placed on hold • Open and available

Note: Some statuses may not display depending on current status of job order.

The following table illustrates some of the status options available to staff members, and the related impact on the Employer Status and the job order display.

The Staff Status drop down is dynamic and the options displayed (i.e., the possible New Staff Status) is determined by the current staff status.

New Staff Job Order Status and Impact on in Employer Job Order Status

Current Staff Status

New Staff Status

Online or Offline

Current Employer Status

New Employer Status

Notes

Pending employer verification

Open and available

Online Open and available

No change If staff release the initial hold on employer-created job orders, the system makes no change to the employer status and makes the job order available to job seekers online.

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Current Staff Status

New Staff Status

Online or Offline


New Employer Status

Notes

Open and available

On Hold Offline Open and available

No change If staff place a job order on hold, the system makes no change to the employer status and removes the job order from job seeker view.

Open and available

Closed by staff

Offline Open and available

No change If staff close a job order, they must provide a reason. The system makes no change to the employer status and removes the job order from job seeker view.

Closed by staff

Open and available


No change If staff open a previously closed job order, the system maintains the ‘open and available’ employer status, and checks the ‘date to display.’ If the date to display is earlier than the system date, the system displays the following alert:

The date to display this job order on line has expired. Please modify the date to display below. The job order is available online to job seekers.

System Job Order Status The system also can control the job order status and display. Based on business rules that govern system behavior, when specific conditions exist, the system automatically modifies job order attributes such as Staff Status, Employer Status, and Online/Offline display to job seekers.

The following table illustrates some of the system-generated changes affecting Job Order Statuses and online view capability.

System Job Order Statuses and Related Employer Job Order Statuses

Job Order Type

Current Staff Status (before system change)

New Staff Status (Changed by System)

Online or Offline


New Employer Status (Changed by System)

Notes

New

Veteran Hold or

Pending Employer Verification

Open and available


No change Following the initial hold on employer-created job orders, the system modifies the Staff Job Order Status, making the job order available to job seekers online. Staff cannot set a job back to Vet Hold or Pending status after release.

Existing Open and available

Expired Offline Open and available

Expired If a last date to display the job order has passed, the system modifies both the staff and employer status and removes the job order from job seeker view.


Maximum Applicants Met (Fully Referred)


Position No Longer Available

When the maximum number of applicants for the job order has been reached, the system modifies both the Staff and Employer Status and removes

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Job Order Type

Current Staff Status (before system change)

New Staff Status (Changed by System)

Online or Offline


New Employer Status (Changed by System)

Notes

the job order from job seeker view.


Maximum Positions Met (Placed)


Position Filled When the actual number of hires matches the maximum number of open positions for the job order, the system modifies both the Staff and Employer Status and removes the job order from job seeker view.


Marked for Deletion


No change The system modifies the Staff Status and removes the job order from job seeker view.


Employer Access Revoked


No Change The system modifies the Staff Status and removes the job order from job seeker view.

Increasing Positions and Applicants In addition to managing job order statuses, staff and employers can also increase the number of positions and the referral limit for the job, if necessary. Clicking the current status link in the Employer Job Status column (on the Job Orders Tab) for the desired job order will display the Job Order Status page. To increase the number of open job positions for the job order, click the Positions Available link. On the resulting page, enter the new value and click Save.

Modify Positions Available & Maximum Number of Applicants

To enter the maximum number of candidates who can apply for the job (either through a staff referral or directly), click the Number of Applicants Requested link. On the resulting page, enter the New Max Applicant Value and click Save.

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Viewing Applicant Details To view candidates who have applied for a specific job order, click on the link in the Applicant column on the Job Orders Tab.

Job Orders Tab – Applicants Link

The Job Order Statistics / Applicant Information page displays, displaying the job order’s statistics and the list of applicants.

Job Applicant Information

On the Applicants page, staff can perform the tasks listed below. Some tasks are available only in Summary view; all other options are available in Detailed view. Click the Summary link (just above the list

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of applicants) to reference the list in Summary view; click the Detailed link to reference the list in Detailed view.

• Filter – Click the plus symbol next to the Show Filter Options link in the Applicant Information section to filter the list of applicants by a variety of criteria, including application date, rating, auto rank percentage, application method, desired job location, distance, education, salary, and applicant status. Click the Filter link to set the filter criteria.

• Sort – Click any of the column headers to sort the list of applicants by that column (in Summary view).

• Details – Click the Details link in the Action column (in Summary view) or the Applicant Name link to view a tabbed interface that displays more information about the applicant, such as qualifications, references, and question set responses.

Click the Select column check boxes and the Map Location link to view the applicant’s address on a map.

Applicant Details

On the Applicant Details page:

Click any tab to view more information about the applicant. Click the right or left arrow to move to the next or previous applicant. Click the Search for similar candidates link to search for candidates who are similar to the

one displayed. Click the Save to favorites link to save the displayed candidate to a list of favorites. Click the Send this individual a message link to send the applicant a message through the

Message Center. Click the View Résumé link to view the displayed applicant’s résumé. Click the Return to Applicant List button to close the Applicant Details page and return to

the list of applicants.

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• Résumé – Click the Staff Résumé link in the Action column in Summary view or the Staff Referred Résumé link in Detailed view to open the candidate’s résumé.

• Rating – Click the Your Rating link to open the Applicant Rating page. Select a Rating from the drop-down list and enter a note in the text box provided. Click the checkbox above the text box to allow employers to reference the note. Click the Save Rating button.

Applicant Rating

• Ranking – Click the How Do They Match Up link to view the system’s applicant ranking based on how the candidate’s résumé matches the job order in several areas.

In the General and Specialized Requirements Match panels, the job requirements appear in the Job column and the applicant’s information displays in the Applicant column. The Match column uses simple graphics (pie charts, or circled percentages) to give you an overview of how well the applicant measures up. Points of comparison include: Desired Occupation, Education Level, Work Experience, Location and Desired Salary.

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How Applicant Matches Up with Job Requirements and Skills

• Skills – Click the Compare Value link (i.e. 5 out of 138 (3.6%)) in the Skills Match section to open a list of skills required for the job. A checkmark in the Your Skills Match column indicates the applicant possesses that job skill. Staff can click the Job Skills link at the top of the page to view the skills required for the job or click the Your Skills link to view which of the required skills the applicant possesses.

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Filter the list by selecting one of the radio buttons just above the Job Skills table: View All Job Skills, View Job Skills You Have, or View Job Skills You Don’t Have.

Job Skills Matched to Job

• Status – Click the Change Status link (Detailed view) to change the applicant’s status (In Progress, Hired, Not Hired, etc.). On the page that displays, staff can enter the dates of the applicant’s interview, hire date, or notification of non-hire.

• Favorites – Click the Save to Favorites link to save the applicant to the employer’s Favorite Candidates folder (accessed in the Recruitment Plan).

• Applicant Details – Click any of the links in the Detailed Information column (Detailed view) to open the corresponding tab of the Applicant Details page (described above).

• Contact – Select a checkbox in the Select column and click the Contact link at the bottom of the applicant list to send the applicant a message through the Message Center.

• Rate – Select a checkbox in the Select column and click the Rate link at the bottom of the applicant list to open the Applicant Rating page (described above).

• Status – Select a checkbox in the Select column and click the Status link at the bottom of the applicant list to change the applicant’s status as described above.

• Print – Select a checkbox in the Select column and click the Print link at the bottom of the applicant list to open the Print Options page for the applicant. On this page, staff can select what information to print (Contact Information, Skills, References, etc.) and then print the information by clicking the Print Applicant Information link.

• Map – Select a checkbox in the Select column and click the Map link at the bottom of the applicant list to view the applicant’s location in a separate window.

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Job Order Templates Tab The Job Order Templates tab lets staff create job order templates as part of assisting employers in creating jobs. This is particularly useful for assisting employers that are new to the system, that do not have any jobs created in the system, and/or that will be posting the same type of job repeatedly.

Staff can create job order templates for a specific employer or for themselves and other staff to use for multiple employers. For example, if staff create a job order template for a Cashier, that staff member or other staff members could use that template for any employer that needs to create a job order for a similar position. Note: Reference chapter 4 of the Employer User Guide for details on how employers create job order

templates.

To open the Job Order Templates tab, from the Employer Portfolio page, select Human Resource Plan, select Job Order Plan, and then select Job Order Templates.

The Job Order Templates tab will display the employer’s templates, the staff member’s templates, and templates that can be used by all staff members (as shown in the following figure).

Job Order Templates for Employer & Staff

Creating a Job Order Template To create a new job order template, the system provides a simple, step-by-step wizard to walk staff through the process. The procedure is essentially the same as creating a job order, with only minor variations.

To create a Job Order Template: 1 Open the Job Order Templates tab: 2 On the Human Resource Plan page, select Job Order Plan, then select Job Order Templates.

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Job Order Templates Page (Partial)

3 Click the Create New Job Order Template button at the bottom of the Job Order Templates page.

4 Select a Template Name, Job Title and Occupation a. This first page is one of the few pages that are different from those in the Job Order Wizard.

Because job order templates can be designated for use by employers or staff members, that is one of the first selections to be made when creating a new job order template.

b. Select who can use the template by checking one of the radio buttons – the employer or the staff member. Enter a Template Name, Job Title, and select a Job Occupation (the system will attempt to auto-fill the occupation, based on the Job Title entered). Reference the section, “Create Job Orders – Select a Job Creation Method, Job Title and Job Occupation”, earlier in this chapter, for instructions on entering the title and occupation.

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Create a New Job Order Template

5 Click the Next button to proceed with the job order template. 6 Choose a Location and Contact

Note: This step will only appear if the template is for a specific employer (as indicated on the first page. If the template is for staff member use, no location will be selected).

For instructions, reference the “Create Job Orders – Choose a Location and Contact for the Job Order” section earlier in this chapter.

7 Click Next to proceed with the job order template. 8 Enter Online Display Status and General Details

Reference the “Create Job Orders – Enter Online Display Status and Job Details” section earlier in this chapter for instructions.

9 Click Next to proceed with the job order template. 10 Enter Job Description

Reference the “Create Job Orders – Enter Job Description” section earlier in this chapter for instructions.

11 Click Next to proceed with the job order template. 12 Select Skill Set

There are several methods to add skills to a job order template. Reference the “Create Job Orders – Add Required Skills” earlier in this chapter for instructions.

13 Click Next to proceed with the job order template. 14 Enter Hiring Requirements

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Reference the “Create Job Orders – Enter Hiring Requirements” section earlier in this chapter for instructions.

15 Click Next to proceed with the job order template. 16 Enter Compensation, Hours and Benefits

Reference the “Create Job Orders – Enter Compensation, Hours, and Benefits” section earlier in this chapter for instructions.

17 Click Next to proceed with the job order template. 18 Enter Application Methods, Required Data, Questions, and Notification Method

Reference the “Create Job Orders – Select Application Method(s), Required Data, Questions, and Notification” section earlier in this chapter for instructions.

19 Click Next to proceed with the job order template. 20 Select Job Order Upload and Other Information Options

Reference the “Create Job Orders – Upload and Other Information” section earlier in this chapter for instructions.

21 Click the Finish button at the bottom of the page to complete the Job Order Template. The template will display in edit mode so staff can review and edit all sections. Note: If the template was created for use by staff (in Step 1), there is one additional page that

will appear as described below.

Staff Information Templates that are created for staff-use can be made available to other staff members. On the Staff Information page, select who can use the template from the drop-down list. The options include:

Only me Only staff in the LWIA/Region specified below Only staff in the Office Location specified below All staff in the system

Job Order Template – Staff Information Page

Complete the remaining fields on the page as described in the section, “Create Job Orders – Enter Staff Information” section earlier in this chapter.

Click the Finish button to complete the Job Order Template.

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Application Questions Tab Staff can assist employers in designing sets of Application Questions, and then attach them to specific jobs. Staff and employers can define these questions so that applicants may answer with text responses, numeric answers, Yes/No or Yes/No/Maybe answers, or multiple choice responses. Once these Application Questions are created and saved, a Question Set can be attached to a new or existing job order or job order template.

The question set displays as part of the initial job application. The employer (and staff member) can reference the responses to those questions and make preliminary determinations about the appropriate applicants to consider for interviews.

Responses are accessible from the Viewing Applicant Details page.

To open the Application Questions tab, from the Employer Portfolio page:

• Select Human Resource Plan and select Job Order Plan. • Then select Application Questions. • To edit and existing set of Application Questions, click Edit in the Action column. • To start add a new set of Application Questions, click in the Create Application Questions

button at the bottom of the page.

Application Questions Tab

Note: For instructions on using this feature, reference the topic “Manage Application Questionnaires” in chapter 4 of the Employer Services User Guide. This tab functions exactly the same for staff assisting the employer as it does for the employer.

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Job Skill Sets Tab The Job Skill Sets tab lets staff and employers define and modify skill sets to use for multiple job openings, so that they do not need to modify skills multiple times for similar job orders.

To open the Job Skill Sets tab, from the Employer Portfolio page, select Human Resource Plan, select Job Order Plan, and then select Job Skill Sets.

Job Skill Sets Tab

On the Skill Sets tab, staff can:

• Delete – Click Delete to delete the skill set from the list. • View /Modify – Click the skill set title to view the Job Skill Categories page, on which staff can

view, add, and delete skills. • Add Skill Set – Click the button to define a new skill set by selecting skills from specific

categories (this is the “Analyze Skills” option) or selecting skills that are associated with a particular occupation (this is the “Matching Skills” option). Note: For instructions on using skill sets, reference the topic “Mange Skill Sets” in chapter 4 of

the Employer Services User Guide.

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Tools and Technology Tab The Tools and Technologies Sets Tab allows staff to work with skill sets that are specifically focused on various tools and technologies. The page works in the same way as the Job Skill Sets described above. Staff (or employers) can create ‘set’ of skills, which then can be attached to job orders quickly.

To open the Tools and Technologies Tab, from the Employer Portfolio page, click Human Resource Plan, select Job Order Plan, and then select Tools and Technology Sets tab.

Tools and Technology Tab

On the Tools and Technology tab, staff can:

• Delete – Select the corresponding checkbox and click the Delete link to delete a Tools and Technology set.

• View/Modify – Click the title link in the Skill Set column to edit a Tools and Technology set. • Add – Click the Add Tools and Technology Set button to create new sets.

To add a new Tools and Technology set: 1 Click the Add Tools and Technology Set button at the bottom of the Tools and Technologies

Sets Tab. The Occupation search page displays. 2 Search for an occupation. 3 On the Search Results page, click the occupation title link to select it.

A page displays, listing the Tools and Technologies that are typically associated with the selected occupation. On this page:

Select – Check all tools and technologies to be included in the new Tools and Technology Set. To select all tools or all technologies, click the Select checkbox (es).

Save – Click the Continue button to save the selections. The Typical Tools and Technology Set Description page displays.

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Tools & Technology Selection Page

Name – Enter a name for the set in the Set Description field and click Save. The Typical Tools and Technologies Sets Tab will redisplay, showing the new Tools and Technology set in the Skill Set list.

Recruitment Plan The Recruitment Plan options let staff access an employer’s job applicants, favorite candidates, and Virtual Recruiter (résumé) searches.

To open the Recruitment Plan, click Employer Portfolio on the Navigation pane, select Human Resource Plan, and then select Recruitment Plan.

The following figure displays a sample Recruitment Plan:

Recruitment Plan Page

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The Recruitment Plan contains the following tabs:

• Job Applicants – This tab lists applicants who applied for job openings the employer has posted in the system.

• Favorite Candidates – This tab lists candidates saved by the employer (or by staff on behalf of the employer).

• Virtual Recruiter – This tab lists the employer’s saved résumé searches.

Job Applicants Tab The Job Applicants tab displays the résumés of candidates who have applied for the employer’s job orders. To access the Job Applicants tab, from the Employer Portfolio, click Human Resource Plan, select Recruitment Plan, and then select Job Applicants.

The Job Applicants Tab is very similar to the Job Order Statistics / Applicant Information page, which is opened from the Job Orders Tab.

Job Applicants Tab (Summary View)

To view the details of the employer’s job order, click the link in the Job Order Title column. The page that opens is the same page that displays when copying a job order with advanced options. (Reference the “Copying a Job Order” section above.)

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Job Order Page

All other links on the Job Applicants Tab are exactly as described in the “Viewing Applicant Details” section earlier in this chapter.

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Favorite Candidates Tab The Favorite Candidates Tab lists the candidates saved by the employer (or by staff on behalf of the employer) as “favorites.”

• To open the Favorite Candidates tab, from the Employer Portfolio, click Human Resource Plan, select Recruitment Plan, and then select Favorite Candidates.

Favorite Candidates Tab

When employers (or staff) search for candidates or résumés, the Search Results page includes a link to save candidates to the employer’s Favorite Candidates Tab. The candidate’s Details page and Résumé page also contain links to save the candidate as a favorite.

Link to Save Candidates as a Favorite

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After clicking the Save to Favorites link, the system displays a new page where staff will assign the candidate to a category and rate the candidate by selecting the appropriate options from the drop-down lists provided. If no category applies to the candidate, click the Click here to add a new category link to create a new category. Staff can add notes to the candidate’s record in the Notes field.

Add Candidate to Candidate Favorites Tab

From the Favorite Candidates tab, staff can:

• Sort the list of candidates by clicking the column heading by which to sort. • View detailed information about a candidate by clicking the Candidate Name or Details link. The

system displays a tabbed interface that displays more information about the applicant, such as qualifications, skills, references, and question set responses.

• View a candidate’s résumé by clicking the Résumé Title link or Résumé link. • Delete a candidate from this tab by selecting the appropriate checkbox and then clicking the

Delete link.

Note: For more information about this tab, refer to the topic “Select Favorite Candidates” in chapter 6 of the Employer Services User Guide.

Virtual Recruiter Tab The Virtual Recruiter tab lets staff access résumé searches that employers saved in the Virtual Recruiter. To open the Virtual Recruiter tab, from the Employer Portfolio, click Human Resource Plan, select Recruitment Plan, and then select Virtual Recruiter.

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Virtual Recruiter Tab

From the Virtual Recruiter page, staff can:

• Sort – Click a column heading to sort the list. • Edit – Click the Title link to edit the Virtual Recruiter search, e.g. title, how often to run, etc. • Search – Click the Run link in the Action column to run the search. • Delete – Select the corresponding checkbox (es) in the Select column and click the Delete link to

delete the Virtual Recruiter alert(s). • Create New – Click the Create new Résumé Alert button to create a new Virtual Recruiter

search.

Note: For detailed instructions on using the Virtual Recruiter, refer to the topic “Virtual Recruiter” in chapter 6 of the Employer Services User Guide.

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Staff’s Profile The Staff’s Profile contains case management information for the employer, including case notes and activities.

The Staff’s Profile includes the following sections:

• Case Management Profile – This profile contains case notes and activities information. • Contact Management Profile – ONLY APPEARS WITH CRM This profile contains the

employer’s marketing profile.

Staff’s Profile

Case Management Profile The Case Management Profile allows staff to manage the employer’s case notes, activities and services.

To open the Case Management Profile, from the Employer Portfolio, click Staff’s Profile > Case Management Profile.

The Case Management Profile contains the following tabs:

Case Notes – The Case Notes tab lists case notes relating to the employer.

Activities – The Activities tab lets staff add and modify service activities provided to employers.

Documents (Staff) – The Documents (Staff) tab displays for all systems possessing the Document Management module. You can reference complete details on document management in chapter 30, Manage Documents.

Case Notes Tab The Case Notes tab lets staff create and update case notes associated with the selected employer.

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Case Management Profile – Employer Case Notes Tab

On the Case Notes tab, staff can perform the following tasks.

• New Case Note – Click the Add New Case Note link at the top of the page or the Add New Case Note button at the bottom of the page to create a new case note.

• Print – Select the corresponding checkboxes and click the Print Selected Case Note link to print the selected case note(s).

• Filter – Click the Click the plus symbol next to the Show Filter Criteria link to open the filter page. Enter the filter criteria and click the Filter link to set the filter.

• Edit – Click the case note link in the Subject column to open the case note to be edited. • View Templates – Click the View Case Note Templates link at the bottom of the page to open

the Case Notes Templates page. On this page, staff can create a new Case Note Template or select an existing template to use to create a new case note.

• View Deleted – Click the View Deleted Case Notes link to view case notes that were deleted.

Adding a Case Note Click the Add a Case Note button to open the New Case Note page.

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Create Case Note Page

To create a case note: 1 Template – Select a template to use for the case note, if desired. 2 Details – Select the checkbox to suppress the case note. (Only staff with access to case notes

for this workforce region may view suppressed case notes.) Enter the date the employer was contacted (with regard to this case note).

3 Program – Select the program associated with the case note from the drop-down list. 4 LWIA/Region & Location – Select the LWIA/Region, Office Location and Employer’s Location

associated with the case note from the drop-down lists. 5 Subject – Enter the subject of the case note in the Subject field. 6 Contact – Select the type of contact made with the employer (e.g., Telephone, E-mail, etc.). 7 Description – Enter a description in the Case Note Description text field.

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8 Message – Select the checkbox to create a message regarding the case note. If checked, the system will display additional fields from which staff will select the notification method(s) to be used.

9 Attachment(s) – Click either link to add an attachment to the case note, as described below. a. To upload a document that is saved locally, click the Add a Document link. The Document

Location field displays. Click the Browse button to navigate to the document. (Click the Supported File Format link to reference a list of file types that can be attached.)

b. To scan a document, click the Scan a Document link. (The staff member’s computer and system must support scanning for this option to be enabled.)

c. Click the Save button to save the case note. Note: Business rules determine whether case notes may be edited, and by whom.

Modifying or Deleting a Case Note Once a Case Note has been created, staff with the required privileges can edit the case note by clicking on its title in the Subject column. Modify the case note as described in the “Add Case Notes” section above. Delete – After it is created and saved, the case note will include an additional “Case Note History” section at the bottom of the page with a Delete Case Note link to delete the case note (reference the figure below).

Message – To send a message to the employer, click the Send Message to User link. The system displays the message page with the recipient and subject filled in. Staff can select how to send the message (email, text message, etc.), add a signature block, and attach documents to the message before sending.

Case Note History Section of Case Note Page

Attachment – If a document was attached to the case note, the Case Note Attachment section will display a link to view the attachment. To delete the attachment, click the Delete link. To view thumbnails of the attachment(s), select the View Thumbnails checkbox.

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Case Note Attachment(s) Section of Case Note Page

Recording One Case Note for Multiple Employers Staff can create a single case note and then attach it to the records of multiple employers by selecting the One Case Note to Multiple Employers option.

To open the One Case Note to Multiple Employers page: 1 Select Manage Employers (from the Navigation pane), and select One Case Note to Multiple

Employers.

One Case Note to Multiple Employers Page

2 Add the case note as described in the “Adding a Case Note” section, earlier in this chapter.

Manage Employers


3 Click the Search for Employers button to select the employers to whose records the case note will be attached.

4 Search for the employers using the Employer Search page. 5 On the Search Results page, select the checkboxes (in the Select column) for all employers who

will receive the case note and click the Continue button. 6 The system will redisplay the One Case Note to Multiple Employers page, displaying the selected

employers in the Case Note Recipient(s) section (as shown below).

To add additional employers, click the Search for Employers link and repeat the search process. To remove employers from the list, click the corresponding Remove link.

Case Note Recipients

Creating a Case Note Template Staff can create Case Note Templates that can be used to create new case notes quickly. Case notes created from a template can be modified, as needed. The case note templates can be used by the staff member who created them or can be shared with the other, local staff or shared with all staff.

To open the Case Note Templates page, click the View Case Note Templates link at the bottom of the Case Notes Tab.

Case Note Templates Page

To create a case note template, click the Create New Template link on the Case Note Templates page. 1 Name – Enter a name for the template in the Template Name field.

Manage Employers


2 Users – Select who can use the template from the drop-down list. 3 Program, Office & Location – Select the Program, LWIA, Office, and Employer Location from

the drop-down lists. 4 Suppression – Select the checkbox to suppress the case notes created using this template. 5 Subject – Enter a subject in the Subject field. 6 Contact – Select the type of contact type (e.g., Telephone, E-mail, etc.). 7 Description – Enter a description in the Case Note Description text field. 8 Click the Save button to save the template.

Create Case Note Template Page

To modify a case note template, click the Edit link on the Case Note Templates page. To delete a case note template from the system, click the Delete link. Note: The ability to edit and/or delete case note templates is controlled by the staff member’s account settings. Not all staff have the necessary privileges to perform these functions.

Activities Tab To open the Activities tab, from the Employer Portfolio, click Staff’s Profile, select Case Management Profile, and then select Activities.

Manage Employers


Employer Activities Tab

On the Activities tab, click the Service Plan link to open the Employer Services page. On this page, staff can:

• View – View the employer’s activities by clicking the corresponding View link in the Action column.

• Delete – Delete an activity by clicking the corresponding Delete link in the Action column. • Add – Add a new service by clicking the Add Service link. The Employer Services page displays,

listing the services the employer has been assigned (as shown below).

Employer Services Page

Add Multiple Services – Add multiple services by clicking the Add Multiple Services link (as explained later in this section).

Adding a Service Plan To add a service plan:

1 Click the Add Service link on the Employer Services page. The Activity Entry page displays, as shown in the figure below.

Manage Employers


Service Plan – Activity Entry Page

Enter activity information as follows:

2 Select a Service Type from the drop-down list. 3 Enter the Scheduled Date. 4 Enter the Scheduled Time. 5 Enter the Actual End Date if the activity is complete. 6 Select a Completion Code from the drop-down list if the activity is complete. 7 Select the Region and Office from the drop-down lists. 8 Select a Position, Contact Type, Contact Method, and Contact Name from the drop-down lists. 9 Enter Comments in the text box, if desired. 10 Click the Add a New Case Note link to add a case note to the activity. The Case Note page

displays in a new window. To edit a case note that is in the activity already, click the Edit link. 11 Click Save to save the activity.

The Employer Services page redisplays with the added service.

Adding Multiple Services To add multiple services to an employer’s record at one time,

1 Click the Add Multiple Services link on the Employer Services page. The Multiple Services page displays (as shown in the figure below). On the Multiple Services page, staff can use the following field to definite the services to be added:

Manage Employers


• LWIA, Office & Position – Select the LWIA, Office and Position from the drop-down lists. • Contact – Select the Contact Type, Contact Method, and Contact Name from the drop-down

lists. • Services – Select the services by clicking the checkbox in the corresponding row.

Date – Enter the Scheduled Date for the selected service. Time – Enter the Scheduled Time for the selected service. Rapid Response – Enter the Rapid Response Identification Number. To search for the

code, click the RR Search link to search for the Rapid Response Identification Number. • Actual End Date – If the activity is complete, enter the Actual End Date. • Case Note – Enter a case note by clicking the Add a New Case Note link

Multiple Service Plan Activity Information Entry Page

2 Click the Save button once all service entries are defined for on the page for adding to the Service Plan.

Contact Management Profile Note: The Contact Management Profile is available only in systems that include the Customer

Relationship Management (CRM) module. If your system includes this option, you can reference more details on CRM in Chapter 34, Customer Relationship Management.

The Contact Management Profile contains the employer’s marketing profile which is basic information about the employer that can be used for marketing purposes. This profile is only for employers that are designated as “Marketing Leads.” Staff can create and track Marketing Leads in the system to promote the benefits of becoming registered employers. Reference the “Create an Employer Account (Registration)” section at the beginning of this chapter for information on the various employer registration types.

Manage Employers


To open the Contact Management Profile, from the Employer Portfolio, click Staff’s Profile, and select Contact Management Profile.

If the selected employer is not already designated as a Marketing Lead, staff can convert the employer account to a Marketing Lead by clicking the Convert to lead link on the Contact Management Profile.

Convert to Marketing Lead Link

If the employer is a Marketing Lead, the Contact Management Profile page will appear as shown below.

Contact Management Profile – Marketing Details Tab

On the Employer Marketing Profile page, staff can create or update the Employer Marketing Profile information to better track this marketing lead.

1 Business Category – Select the employer’s business category from the drop-down list, e.g., Medical, Military, Education, Transportation, etc.

2 Revenue – Enter the employer’s annual revenue. 3 Lead Source – Select the source of the lead (imported, manual entry, or web).

Manage Employers


4 Rating – Select a rating for the lead from the drop-down list. 5 Status – Select the status of the lead from the drop-down list. The options include: New – Not

contacted, Open – Contacted, Close – Won, and Close – Lost. 6 Competitor – Select whether the lead is a competitor. 7 Probability – Select an option from the drop-down list that indicates the probability of converting

this lead into a registered employer (stated as a percentage). 8 Lead Owner – Select the person who found the lead from the drop-down list. 9 Click the Save button to save the data.

Marketing Lead Appointments On the Contact Management Profile Summary tab, staff may add follow-up appointments. Click the Add Follow-Up link to open the Appointment section and enter an appointment schedule. When you click Save, the appointment displays in the Contact summary dates.

Contact Management Profile – Summary Tab, Marketing Information Section (Detail)

When you choose to use the Advanced Options link, you may complete information on the Appointment page as indicated below.

1 Calendar – Select whose calendar the appointment should display on by selecting one of the radio buttons (My Calendar or the Employer’s Calendar).

2 Subject – Enter the appointment subject in the Subject field. Enter an optional description, if desired.

3 Location – Select the location of the appointment from the drop-down list. Depending on the selection, additional fields will display, from which the staff member will select more specific location information (e.g. office, meeting room, etc.). Staff can check the box to indicate they will attend the meeting.

4 Schedule – Enter the start and end date and time of the appointment. 5 Attendees – Select the staff, individuals, and/or employers who will attend the meeting. To do

so, click the Select link. A search window displays. Search for the attendee (staff, individual or employer). On the search results page, click the corresponding check box for all attendees and click the Continue button. The window will close automatically.

Manage Employers


Select Attendees

6 Notification Options – Select how the attendees will be notified of the appointment. Select Preferred Notification Method to have the system notify each attendee by their chosen preferred method. Staff can click the checkbox to download the appointment to their local calendar.

Appointment Page

Manage Employers


7 Click the Save button to save the appointment which will appear on the attendees’ calendars. Once saved, the appointments appear in the Activities section.

Contact Management Profile – Summary Tab, Activities Section (Detail)