Careers 2...and recruiters can determine when these emails should start to go out. Institutional Requirements. N/A. Institutional Readiness. ITS is working to update all existing training

Careers 2.0Juanita Hicks

Vice Chancellor for Human Resources

Michael SmithSr. Business Systems Analyst

Agenda• Safe Harbor Statement• Institutional Readiness• Careers Overview• New Functionality• Additional New Functionality• Closing

What you will see here today is part of the Careers initiative of OneUSG Connect. Availability of these new features will be determined based on a schedule determined by readiness. Institutions will be contacted within the next few weeks to determine your readiness as we move forward. Shortly after institutions confirm their ability to participate in the implementation phase, the schedule will be confirmed.

Institutional Readiness

• Engage leadership & gather support• Assemble project team• Attend Recruitment Business Process Review

• Map Recruitment Business Processes• Develop Gap Business Processes• Complete Change Requests as needed

Institutional Readiness• Configure Recruitment (Workbook)

• Review and Update Job Code Table (Job Families, Functions, Salary Grades)

• Define Institution Recruitment Processes• List Recruitment Contact Information• Job Posting Template Information• Practitioner Security Assignments• Configure Workflow

• Configure Profile Management• Will you use job profiles or position profiles? • Provide Existing Job Descriptions (spreadsheet upload)• Practitioner Security Assignments


• Configure Onboarding• Complete Hire Packet Configuration Workbook• Practitioner Security Assignments

• Configure ePerformance• Configure ePerformance Templates (workbook)• Define Workflow• Practitioner Security Assignments


• Attend User Acceptance Testing• Create institution test scenarios• Attend practitioner training• Log test results

• Authorize Go-Live• Coordinate Change Management

• Create and distribute communications• Create and deliver user training

Careers Overview

CAREERS

RecruitmentApplicant Tracking System/Job Offer Management

Profile ManagementJob Description Repository

OnboardingI-9 Management/Hire Packets

ePerformance - Pilot In-ProcessAnnual Performance Reviews/Provisional Evaluations

Manager Self-Service Personnel Actions/Delegation

New FunctionalityWhen Georgia Tech goes live in December, institutions currently using the Recruitment, Profile Management, and ePerformance modules will gain new functionality. While most of these changes are global/shared functionality, some are tailored to institutional configuration.

Accurate Background Check IntegrationDescription

Recruiters will be able to initiate candidate background checks inside of the recruitment module.

Institutional Requirements

• Schools must transition to Accurate prior to using the customization

• A brief training session will be scheduled with institutions prior to the December release


ITS is working to update all existing training documents to reflect this change. Institutions should plan to update

any of their institution-specific training aides.

Automation of Rejection EmailsDescription

The recruitment module now has the ability to automatically message rejected candidates. Managers and recruiters can determine when these emails should start to go out.


N/A




Registration Confirmation EmailsDescription

When external candidates create an applicant account, they will receive a confirmation email. The message will provide applicants a direct link to the institutions job site, their username, and password reset instructions.


N/A


ITS is working to update all existing training documents to reflect this change. Institutions should plan to update any

of their institution-specific training aides.

Applicant Portal BrandingDescription

We are working to develop a branding solution for the external applicant portal. Institutions will be able to select the logos, 2 color options, and welcome page text.


N/A


Institutions should provide ITS with a logos for the desktop and mobile version of the applicant portal. Institutions

should also provide the chosen colors and welcome verbiage.

Unsubmitted Job ApplicationsDescription

When candidates begin an application but fail to submit it, they will receive a reminder email 24 hours after application creation.


N/A




Position Management & Profile ManagementDescription

The MSS team has completely revamped position management transactions to include non-person profile sections. The


N/A


TBD

Profile Lookup

• Position-based profiles

• Job Code Profiles

• Shared Job Code Profile

Quick URL FieldDescription

Managers and practitioners have access to the Job Posting URL hyperlinks on the job posting page. These URLs can be used when posting jobs on external boards or sharing posting links with candidates.


N/A




Classic Plus PagesDescription

Pages in the recruitment module will now be Classic Plus. This will ensure a more pleasant user experience for managers, search committee members, and practitioners.


N/A




Search Chair Status ApplicantsDescription

Access may now be given to search committee chairs to status applicants if they are listed on the hiring team. They cannot disposition candidates as Offer or Hired.


N/A


If an institution does NOT wish to allow their search chairs this access, please alert Michael Smith so that he may update your configuration.

Institutions must participate in training to learn how to use the functionality. ITS will host this training in the Fall of 2019.

Remove Interviewers from Candidate Notifications

Description

When managers and recruiters schedule interviews and notify candidates, the emails received by candidates have the interviewers listed. We have removed the interviewers from this document.


N/A


Institutions must participate in training to learn how to use the functionality. ITS will host this training

in the Fall of 2019.

Require Certain Applicant AttachmentsDescription

Managers and Recruiters may use the new Required Documents to Attach section to require applicants to attach certain documents. If candidates fail to attach these documents, they will receive an error message.


N/A


Institutions must participate in training to learn how to use the functionality. ITS will host this training

in the Fall of 2019.

Posting Field & Destination DefaultDescription

When users create a job posting, the visibility will default to Internal and External for each job opening field. This can be modified by users.

The institutions job posting destination will also default-in based on the position selected.


N/A


Institutions must participate in training to learn how to use the functionality. ITS will host this training in the Fall

of 2019.

Candidate Status ViewDescription

Candidates will be offered a greater view into the hiring process with our new Candidate Status View feature. Each disposition will be associated with a candidate status. For example, when a candidate is in the Applied disposition, their candidate state may read as Application Under Review. A team will be convened to help define these statuses.


N/A




Notification EnhancementsDescription

When jobs are posted, the status update email has been expanded to also inform search committee members.

When applicants accept or deny job offers, the audience for their response has been expanded to include all recruiters and hiring managers associated with the job opening.


N/A




Self-Identity RoleDescription

All recruiting practitioner roles will lose access to the Applicant Data – Eligibility and Identity page. This page holds the candidate SSN, DOB, and other sensitive information. A new role has been created to give users access to this data.


N/A


Institutions must specify which practitioners on their campus need access to this information.

Institutions must participate in training to learn how to use the functionality. ITS will host this training in the Fall of 2019.

Wipe out Candidate SSN and DOBDescription

A process will run every evening to remove the social security number and date of birth from any candidate that was rejected. This data is populated through the integration with Equifax.


N/A


N/A

Group Build - ePerformanceDescription

Group build will allow ePerformance practitioners to easily identify a group of individuals and assign them an ePerformance document. Group build can use data elements such as pay group, job code, and department to create employee clusters.


Institution must be live on ePerformance.


Institutions must participate in training to learn how to use the functionality. ITS will host this training in

the Fall of 2019.

Workflow Enhancements- ePerformanceDescription

When managers complete their evaluation of an employees, the evaluation can be routed to their manager for acknowledgement and feedback. This is configurable and not required.


Institution must be live on ePerformance.


Institutions must participate in training to learn how to use the functionality. ITS will host this training in

the Fall of 2019.

Limit Manager view of Applied CandidatesDescription

This customization limits managers view of candidates to only candidates that are in a status of Reviewed, Route, Interview, and Offer. This change is ideal for institutions where Recruiters screen candidates prior to HR review.


N/A


Institutions will be polled post-GT rollout to gauge interest in adopting this customization.

Additional Items

• Job Elephant• Equifax Compliance Center (Onboarding)

• Development in process

Regression Testing • Institutions currently live on the Careers Recruitment and

ePerformance modules will be invited to participate in regression testing

• Regression testing is designed to review new functionality and ensure that there is no negative impact to current processes.

Careers Regression DetailsLocation: ITS Athens

Date: November 13th & 14th

Time: 9:00 AM – 5:00 PM