eRecruit Super User Guide - USDA eR Super User Guide Final 03302015.pdfeRecruit Super User Guide File ID: eR Super User Guide Version # 2.0 Version Date: 03/30/2015 - Proprietary -

eRecruit Super User Guide

File ID: eR Super User Guide

Version # 2.0

Version Date: 03/30/2015

- Proprietary -

Proprietary Table of Contents i

Table of Contents

1 Managing the Global Question Library ________________________________________ 6

1.1 Create Global Question _______________________________________________________ 6

1.2 Edit a Global Question _______________________________________________________ 14

1.3 Delete a Global Question _____________________________________________________ 15

1.4 Managing Branch Questions in the Global Question Library _________________________ 17

1.5 Question Categories _________________________________________________________ 20

1.6 Create a Category Set ________________________________________________________ 20

1.7 Edit a Question Category _____________________________________________________ 24

1.8 Delete a Question Category ___________________________________________________ 24

2 Vacancy Templates _______________________________________________________ 26

2.1 Form Templates ____________________________________________________________ 26

2.2 Vacancy Template Library ____________________________________________________ 30

3 Position Management ____________________________________________________ 47

3.1 Position Search _____________________________________________________________ 47

3.2 View Position Details ________________________________________________________ 48

3.3 Cancelling a Position ________________________________________________________ 49

3.4 Adding a Series _____________________________________________________________ 49

4 Email Templates _________________________________________________________ 51

4.1 Create a New Email Template _________________________________________________ 51

4.2 Create an Ad Hoc Email Template ______________________________________________ 52

4.3 Delete Email Template _______________________________________________________ 56

5 Custom Vacancy Application Status Codes ____________________________________ 58

5.1 Steps to Create Applicant Status Codes Mapped to USAJOBS ________________________ 58

5.2 Steps to Create Custom Eligible/Ineligible Status Codes Not Mapped to USAJOBS _______ 60

6 Global Help Library _______________________________________________________ 61

6.1 Create and Edit Help Text ____________________________________________________ 61

6.1.1 Edit Existing Content ________________________________________________________________ 62

6.1.2 Selecting Content from Current Library _________________________________________________ 63

6.2 Global Help Library __________________________________________________________ 64

Proprietary Table of Contents ii

7 Analytics _______________________________________________________________ 66

7.1 Dashboard Report Tabs ______________________________________________________ 66

7.1.1 Standard Tab ______________________________________________________________________ 67

7.1.2 KPI Tab ___________________________________________________________________________ 68

7.1.3 Pre-Built Tab ______________________________________________________________________ 70

7.2 Creating Ad Hoc Reports _____________________________________________________ 70

7.3 Accessing Reports ___________________________________________________________ 75

7.4 Close a Report ______________________________________________________________ 77

Proprietary Figure List iii

Figure List Figure 1-1 Global Question Library ............................................................................................................... 6

Figure 1-2 Create New Global Question ....................................................................................................... 7

Figure 1-3 Manage Global Question ............................................................................................................. 7

Figure 1-4 Question Options ....................................................................................................................... 10

Figure 1-5 Question Reference ................................................................................................................... 12

Figure 1-6 Confirmation of Update ............................................................................................................. 12

Figure 1-7 Show Search Form Navigation ................................................................................................... 14

Figure 1-8 Search Criteria............................................................................................................................ 14

Figure 1-9 Edit Global Question .................................................................................................................. 15

Figure 1-10 Question Details....................................................................................................................... 15

Figure 1-11 Show Search Navigation .......................................................................................................... 15

Figure 1-12 Search Criteria.......................................................................................................................... 16

Figure 1-13 Delete Question ....................................................................................................................... 16

Figure 1-14 Delete Question Confirmation ................................................................................................. 16

Figure 1-15 System Navigation ................................................................................................................... 17

Figure 1-16 Show Search Form Navigation ................................................................................................. 18

Figure 1-17 Search Criteria.......................................................................................................................... 18

Figure 1-18 Edit Question ........................................................................................................................... 18

Figure 1-19 Link Answers to a Parent Question .......................................................................................... 19

Figure 1-20 Select Parent Global Question ................................................................................................. 19

Figure 1-21 Answer Option Parent Association .......................................................................................... 20

Figure 1-22 Category Library ....................................................................................................................... 21

Figure 1-23 Show Search Form ................................................................................................................... 21

Figure 1-24 Search Navigation .................................................................................................................... 21

Figure 1-25 Manage Category ..................................................................................................................... 22

Figure 1-26 New Sub Category.................................................................................................................... 22

Figure 1-27 Manage Category Save and Continue ...................................................................................... 22

Figure 1-28 New Sub Sub Category ............................................................................................................. 23

Figure 1-29 Save and Continue ................................................................................................................... 23

Figure 1-30 New Entry Verification ............................................................................................................. 23

Figure 1-31 Edit a Question Category ......................................................................................................... 24

Figure 1-32 Save and Continue ................................................................................................................... 24

Figure 1-33 Delete a Question Category ..................................................................................................... 25

Figure 1-34 Delete Question Category Confirmation ................................................................................. 25

Figure 2-1 Vacancy Template Workflow ..................................................................................................... 26

Figure 2-2 Add New Form Template ........................................................................................................... 27

Figure 2-3 Save New Form Template .......................................................................................................... 27

Figure 2-4 Add New Form Step ................................................................................................................... 27

Figure 2-5 Manage Form Step..................................................................................................................... 29

Figure 2-6 Add Section to Form Step .......................................................................................................... 29

Proprietary Figure List iv

Figure 2-7 Add Global Question .................................................................................................................. 29

Figure 2-8 Associate Questions to Form Step ............................................................................................. 30

Figure 2-9 Vacancy Template Library .......................................................................................................... 31

Figure 2-10 Edit Vacancy Template ............................................................................................................ 31

Figure 2-11 Manage Vacancy Template ...................................................................................................... 32

Figure 2-12 New Vacancy Template ........................................................................................................... 32

Figure 2-13 Add Vacancy Announcement Details ....................................................................................... 33

Figure 2-14 Configure Vacancy Template JobAd Form Overview............................................................... 34

Figure 2-15 Overview .................................................................................................................................. 34

Figure 2-16 Full Performance Level ............................................................................................................ 36

Figure 2-17 Hiring Manager Review Options .............................................................................................. 38

Figure 2-18 Configure Vacancy Template JobAd Form Duties.................................................................... 39

Figure 2-19 Configure Vacancy Template JobAd Form Qualifications and Evaluations ............................. 39

Figure 2-20 Configure Vacancy Template JobAd Form Benefits and Other Information ........................... 41

Figure 2-21 Configure Vacancy Template JobAd Form How to Apply ........................................................ 42

Figure 2-22 Configure Vacancy Template JobAd Form Vacancy Contact Information ............................... 44

Figure 2-23 Vacancy Contact Information .................................................................................................. 45

Figure 2-24 Vacancy Contact Information Save Confirmation ................................................................... 46

Figure 3-1 Position Library List .................................................................................................................... 47

Figure 3-2 Position List Search .................................................................................................................... 47

Figure 3-3 Position List Search Criteria ....................................................................................................... 48

Figure 3-4 Position List View ....................................................................................................................... 48

Figure 3-5 View Position Details ................................................................................................................. 49

Figure 3-6 Cancel a Position ........................................................................................................................ 49

Figure 3-7 Add Additional Occupational Series .......................................................................................... 50

Figure 3-8 Position List Series Added .......................................................................................................... 50

Figure 4-1 Email Templates ......................................................................................................................... 51

Figure 4-2 Ad Hoc Email Template .............................................................................................................. 52

Figure 4-3 Ad Hoc User ............................................................................................................................... 52

Figure 4-4 Edit Email Template ................................................................................................................... 53

Figure 4-5 Review Email Template .............................................................................................................. 54

Figure 4-6 Edit Email Template ................................................................................................................... 55

Figure 4-7 Save and Review Email Template .............................................................................................. 55

Figure 4-8 Email Configuration Update Confirmation ................................................................................ 56

Figure 4-9 Delete Email Template ............................................................................................................... 56

Figure 4-10 Confirm Delete Email Template ............................................................................................... 57

Figure 5-1 Vacancy Status Updates ............................................................................................................. 58

Figure 5-2 Application Statuses .................................................................................................................. 59

Figure 5-3 Add Application Status ............................................................................................................... 59

Figure 5-4 Create Custom Status Not Mapped to USAJOBS ....................................................................... 60

Figure 5-5 Application Status Label ............................................................................................................ 60

Figure 6-1 Edit Help Text for This Page ....................................................................................................... 61

Figure 6-2 Show Help .................................................................................................................................. 61

Proprietary Figure List v

Figure 6-3 Configure Help Text ................................................................................................................... 62

Figure 6-4 Edit Help Content ....................................................................................................................... 62

Figure 6-5 Select from Current Library ....................................................................................................... 63

Figure 6-6 Global Help Library .................................................................................................................... 64

Figure 6-7 Show Global Help Library ........................................................................................................... 64

Figure 6-8 Manage Global Help Item .......................................................................................................... 65

Figure 6-9 Edit Help Text Confirmation ...................................................................................................... 65

Figure 6-10 Help Text Update Confirmation Message ................................................................................ 65

Figure 7-1 Access Reports ........................................................................................................................... 66

Figure 7-2 Reports Dashboard Tab Graph .................................................................................................. 66

Figure 7-3 Reports Dashboard Metrics ....................................................................................................... 66

Figure 7-4 Add Dashboard Reports Tab ...................................................................................................... 67

Figure 7-5 Standard Reports Dashboard Tab .............................................................................................. 67

Figure 7-6 Reports Search ........................................................................................................................... 67

Figure 7-7 Add Reports ............................................................................................................................... 68

Figure 7-8 Save New Dashboard Report Tab .............................................................................................. 68

Figure 7-9 Add Dashboard KPI Report ........................................................................................................ 68

Figure 7-10 Reports Search ......................................................................................................................... 69

Figure 7-11 Reports Keyword Search .......................................................................................................... 69

Figure 7-12 Pre-Built Reports ...................................................................................................................... 70

Figure 7-13 Create Reports ......................................................................................................................... 71

Figure 7-14 Create Ad Hoc Reports ............................................................................................................. 71

Figure 7-15 Report Data Fields ................................................................................................................... 72

Figure 7-16 Report Metric Field .................................................................................................................. 72

Figure 7-17 Populated Data Fields .............................................................................................................. 73

Figure 7-18 Advance Report to Final Step .................................................................................................. 73

Figure 7-19 Populate Report Data .............................................................................................................. 74

Figure 7-20 Save Report .............................................................................................................................. 74

Figure 7-21 Activate Report ........................................................................................................................ 75

Figure 7-22 Dashboard Layout .................................................................................................................... 75

Figure 7-23 Search for Report ..................................................................................................................... 76

Figure 7-24 Select Report ............................................................................................................................ 76

Figure 7-25 Select Filters ............................................................................................................................. 76

Figure 7-26 Run Report ............................................................................................................................... 77

Figure 7-27 Preview Report Results ............................................................................................................ 77

Figure 7-28 Close Report ............................................................................................................................. 77

Proprietary Managing The Global Question Library 6

1 Managing the Global Question Library The Global Question Library contains all questions either imported or created within the Global

Question Library. Global Questions are available for selection in the Questionnaire Builder. eRecruit

provides the ability to create a question at the Vacancy Level. Questions manually created within the

Question Builder workflow step of a new recruitment request are only viewable within that individual

vacancy announcement. These questions are NOT saved in the Global Question Library and not

available to be used in other vacancy announcements. Where applicable, it is good practice to add

questions to the Global Question Library, rather than repeatedly creating the same question at the

vacancy level time and time again.

1.1 Create Global Question

To Create a Global Question, navigate to the System tab. Select the Global Question Library to view the

current list of Global Questions.

Figure 1-1 Global Question Library


Click the Create New Global Question link to display the Manage Global Question input form.

Figure 1-2 Create New Global Question

The Manage Global Question input form is displayed. Enter content or provide selections for the

displayed fields.

Figure 1-3 Manage Global Question


Question Details Tab

Data Field: Action: Question Type: Select a Question Type from the dropdown.

Selection should be made from one of the following Question Types:

Free Text: Provides the applicant the ability to enter a narrative response

Multiple Choice: Provides the applicant the ability to select a single response from a list of several responses.

Select Multiple Choice as the question type when wanting to create a Yes/No question or a True/False question. *Do not select the Yes/No Question Type*.

Date: Provides the applicant the ability to select a date response via a standard pop-up calendar input field to date entry

Multi Select: Provides the applicant the ability to select one or more responses from a list of several responses.

File Upload: Provides the applicant the ability to upload one file into eRecruit as part of the on-line application process.

Document Upload: Provides the applicant the ability to upload a file or multiple files into eRecruit as part of the on-line application process.

Label: Provides the user the option to enter a question label /or text, with no answer response from the applicant required.

Yes/No: recommendation is that the Yes/No question type should not be used when wanting to assign screen outs or weights. Instead Multiple Choice type question should be used.

This is a mandatory field.

Question Use: Select both Application and Assessment from the Question Use multi-select field. This is a mandatory field. When selecting Application for Question Use, additional optional fields will be displayed to allow the user to designate whether the question is Core, Minimum Qualification, or Assessment Question.

When creating a global question for use in an assessment, both the Application and Assessment values should be selected.



Is ‘Core’ Application question:

No selection required. Core Eligibility Application Questions are to be added and managed by vendor resources.

Is ‘Minimum Qualification’ question:

Check Is Minimum Qualification question, if the question being added is a minimum qualification question. This is an optional field.

Is ‘Assessment’ question: Check Is Assessment question, if the question being added is an assessment question. This is an optional field.

Question Active: Make a selection from the Question Active radio button options. The default option is Yes.

Active questions can be searched in the Question Library and can be added to occupational questionnaire.

Inactive questions will not be searchable in the Question Library when attempting to add questions to the occupational questionnaire.


Question Reference: A Question Reference will automatically generate and populate a value into the field when the Save button is clicked. However, if an agency has a naming protocol for questions, an entry can be made to this field rather than a system generated question reference. Maximum characters are 50. This is an optional field.

Short Question Text: Short Question Text is not currently being used in the US Solution. This is an optional field.

Question Text: Enter the text of the question into the Question Text field.

Apply the desired formatting. Note, when copying text from a web page or Microsoft application, recommendation is to paste the text into Notepad in order to strip any hidden formatting prior to pasting into the Question Text field.

This is mandatory field.


Do not click Save. Click the Question Options tab. Provide selections for the displayed fields.

Figure 1-4 Question Options

Question Options Tab

Data Field: Action: Answer Display Format: Depending on the Question Type selected on the Question Details tab, will depend on the

Answer Display Format.

Selection should be made from one of the following Answer Display Formats:

Free Text: Select Text for Short Answer response; or Paragraph for Long Answer response.


Multiple Choice: Select Radio Button. This is also the default option.

Date: Select Date for calendar box display; or Text which will require the applicant to enter a date.

Multi Select: Select Check Box. This is also the default option.

Document Upload: No selection required. File Upload is the only and default option.

Label: No selection is required. Text is the only and default option

Answer Data Type: No selection required. The system will default the best option.

Pre- Population Options: No selection required. The system will default to No.

Single Instance Options: No selection required. The system will default to No.

Versioning Options: No selection required. The system will default to No.

Validation Options: Make a selection from the Mandatory radio button options.

When the question is added to the occupational questionnaire, the mandatory validation will reflect the default option assigned in the Global Question Library. It can be edited at the vacancy level.

Display Options: No selection required. The system will default to:

Vertical for Input Orientation

Vertical for Answer orientation

No for Hide from Recruiters

Click Save. This action will result in the following outcomes:

If applicable, a system generated Question Reference value on the Question Details Tab.


Figure 1-5 Question Reference

Confirmation message displaying the Global Question configuration updated successfully.

Note: if the save process failed, an error message will indicate the save process failed.

Figure 1-6 Confirmation of Update

Depending on the Question Type, additional tabs will be displayed that require user input before creation

of the Global Question is complete.

Additional Tabs

Question Type:

Action:

Multiple Choice Multi Select

4 new tabs are displayed.

Tab - Answer Options:

Click Add New Answers to display the Add New Answers input form. Enter answer choices. By default, eRecruit provides the ability to enter 10 answer choices per question. Click the Add Answers link again to


add additional answer choices when there are 11 or more.

Click Reorder Answers if there’s a need to change the order of the answer choices. The Up or Down arrow to the far right of each question can also be used reorder the answer choices.

Click Edit if there is a need to edit the selected answer choice.

Click Delete if there is a need to delete a specific answer choice. Note: this option is only available if the question has not been used. Once the question is in use, the answer choice can only be deactivated, not deleted.

Click Save button to save the selections made. The page updates to display a confirmation message indicating Global Question configuration updated successfully.

Tab - Report Options:

Select the Application checkbox.

Tab – Default Scoring / Screenout:

Add a default point value to answer options. Adding default scoring is optional.

Select the Screenout checkbox. Adding a default screenout is optional.

Tab – Categories:

Click Add a Category to display the Category List. Click the Show Search Form link to search for a category.

When the category is identified, select the checkbox next to the Category and click Add Categories.

Note: If the required category is not available for selection in the Category List, the user needs to go to the Category Library and make a new entry. Once complete, the category can then be associated to the global question. Refer to Section 1.6 on creating Question Categories

Click the Save button to save the selections made. The page updates to display a confirmation message indicating Global Question configuration updated successfully.

Free Text Date Document Upload Label

1 new tab is displayed.

Tab – Categories:

Click Add a Category to display the Category List. Click Show Search Form to search for a category.

When the category is identified, select the checkbox next to the Category and click Add Categories.


Note: If the required category is not available for selection in the Category List, the user to need to go the Category Library and make a new entry. Once complete, the category can then be associated to the global question.

Click the Save button to save the selections made. The page updates to display a confirmation message indicating Global Question configuration updated successfully.

Once all information has been updated, select Save to finalize all changes for The Global Question.

1.2 Edit a Global Question

To edit a Global Question, navigate to the System tab. Click the Global Question Library link in the

System list.

Click the Show Search Form link to display search options. Identify the question to be edited.

Figure 1-7 Show Search Form Navigation

Figure 1-8 Search Criteria

Click Edit under the Action(s) column for the question that should be edited. The Manage Global Question input form appears.


Figure 1-9 Edit Global Question

From the Manage Global Question Form, click on the desired tab to make the necessary edits.

Figure 1-10 Question Details

1.3 Delete a Global Question

To delete a Global Question, navigate to the System tab. Click the Global Question Library link in the

System list.

Note: Shared Instances will not have the ability to delete a question once it has been created and copied

across instances.

Click the Show Search Form link to display search options. Identify the question to be edited.

Figure 1-11 Show Search Navigation



Click Delete under the Action(s) column for the question that should be edited.

An onscreen message is displayed to confirm the delete action. If the global question has been used, a

warning message will show as part of the message. Click Delete to confirm the action, or Click Cancel to

return Global Question Library.

Figure 1-13 Delete Question

Figure 1-14 Delete Question Confirmation


1.4 Managing Branch Questions in the Global Question Library

eRecruit provides the ability to associate a child question to a parent question, so that when the parent

question is added to the occupational questionnaire, the child question will also be added by default.

A parent can have multiple child questions. A child question can have a grandchild question.

For associations created in the Global Question Library, only Multiple Choice and Multi Select question

types are supported, within the following structure.

A Multiple Choice Child question can be associated to a Multiple Choice Parent Question.

A Multi Select Child question can be associated to a Multiple Choice Parent Question.

Hint: In the Global Question Library, a parent child association can only be created if the question HAS

NOT been used in the system. For example, there is a Minimum Qualification question in the system and

this question has been used in 20 vacancies. It’s determined that this question should now be associated

to a parent question. eRecruit will not allow this association and a new Minimum Qualification question

will need to be created.

On entry to eRecruit, navigate to the System tab. Click the Global Question Library link in the System

list.

Figure 1-15 System Navigation

Click the Show Search Form link to display search options. Identify the Child question.


Figure 1-16 Show Search Form Navigation


Click Edit under the Action(s) column for the child question that is to be associated. The Manage Global Question input form appears. Click the Answer Options and then Click Link Answer to a Parent Question.

Figure 1-18 Edit Question

Hint: If this link is not displayed, the question cannot be associated to a parent.


Figure 1-19 Link Answers to a Parent Question

The user is navigated to the Select Parent Global Question screen which displays a list containing all Multiple Choice questions. Locate the parent question by navigating to the Question Reference for the desired parent question.

Hint: This page does not provide the ability to search for questions. Recommendation is to search for the parent question and make note of the GQ Reference number prior to starting the association process.

Figure 1-20 Select Parent Global Question

Click the Select link next to the parent question. The user is navigated back to the Manage Global Question screen and the association is created.

Click the Answer Options tab to verify the association.


Figure 1-21 Answer Option Parent Association

Hint: When adding parent child questions to the occupational questionnaire, the user will still be required to determine which answer choices from the parent, the child question should be associated to.

1.5 Question Categories

Each Global Question can be associated to a Category Set. A Category Set consists of up to three

category values that are determined by the user:

Category

Sub Category

Sub Sub Category

Category Sets can be used to group like questions together. Each question can be associated with more

than one Category Set. The category values that comprise the Category Set can be used as search values

when filtering the Question Library.

1.6 Create a Category Set

To create a category set, navigate to the System tab. Click the Category Library link in the System list.


Figure 1-22 Category Library

The Category List is displayed. To search the Category Library, select Show Search Form.

Figure 1-23 Show Search Form

To create a new category, click Create New Category link.

Figure 1-24 Search Navigation

The user is navigated to the Manage Category input form. Enter the Category Name and click Save and

Continue.


Figure 1-25 Manage Category

Locate and select the Category created by using Show Search or selecting the Category from the

Category drop-down.

Click New Sub Category link under Actions to display the Manage Category input form.

Figure 1-26 New Sub Category

The user is navigated to the Manage Category input form. Enter the Parent Sub Category Name and

click Save and Continue.

Figure 1-27 Manage Category Save and Continue

The user is returned to the Category List page. A confirmation message is displayed indicating Category

Updated Successfully. Notice a new record has been added to reflect the Category and Sub Category

combination.


Locate and select the Sub Category created by using Show Search or selecting the Category from the

Category drop-down. Click New Sub Sub Category.

Figure 1-28 New Sub Sub Category

The user is navigated to the Manage Category input form. Enter the Sub Sub Category Name and click

Save and Continue.

Figure 1-29 Save and Continue


Updated Successfully. Notice a new record has been added to reflect the Category, Sub Category and

Sub Sub Category combination.

Figure 1-30 New Entry Verification


1.7 Edit a Question Category

In the Category Library, locate the category to be edited. Click Edit.

Figure 1-31 Edit a Question Category

The user is navigated to the Manage Category input form. Depending on the edit selection, make edits

to the Category, Sub Category or Sub Sub Category and click Save and Continue.

Figure 1-32 Save and Continue


Updated Successfully.

1.8 Delete a Question Category

In the Category Library, locate the category to be edited. Click Delete.


Figure 1-33 Delete a Question Category

The user is navigated to the Delete Category – Ability to identify and resolve problems confirmation

page. Click Confirm to delete the Category, Sub Category or Sub Sub Category or click Cancel to cancel

the action.

Figure 1-34 Delete Question Category Confirmation


has been deleted.

Proprietary Vacancy Templates 26

2 Vacancy Templates Vacancy Templates support the efficient creation of vacancies by providing vacancy content and

questions that are pre-determined by an agency. As part of the vacancy creation process, the content

of a vacancy template can be amended by a user, if required. Access to manage the vacancy Template

library, including the ability to create and edit vacancy templates is controlled through roles and

permissions.

Figure 2-1 Vacancy Template Workflow

Hint: When creating a Vacancy Template, the experience will be more seamless and efficient if the

global questions that are to be associated to the Minimum Qualifications Template and Assessment

Template are saved in the Global Question Library and therefore readily available for selection.

2.1 Form Templates

The first step in developing a Vacancy Template is to create a new Form Template. To do so, navigate to

the System tab. Click the Form Template Library link in the System list.


Click Add New Form Template.

Figure 2-2 Add New Form Template

From the Manage Form Template screen, provide the following responses. Then click Save.

Manage Form Template

Data Field: Action: Form Type: Form the Form Type dropdown list, select Application Form

Form Name: Enter a Form Name. E.g. To ensure the form is easily identifiable, recommend a consistent and identifiable naming protocol. Series (i.e. 0201), Grade (07|09) - MQ for a Minimum Qualification template Series (i.e. 0201), Grade (07|09) - AS for an Assessment template

Form Status: No selection required. When the form is complete, select Active.

Figure 2-3 Save New Form Template

A minimum of one step must be saved in order to complete the activation of the New Form.

No entry is required for Form Layouts. Select Add New Form Step.

Figure 2-4 Add New Form Step


The user is navigated to Manage Form Step. Provide step detail.

Manage Form Step

Data Field: Action: Step Description: No entry required.

Question Label Width: The system will default to System Default. No update required.

Pay Grade: If the form template is Pay Grade specific, select the applicable grade from the drop down list.

If the form template is *not* Pay Grade specific, select Non Grade Specific.


Upon completion, click Save.

Figure 2-5 Manage Form Step

If the Form Template is:

Series specific, click Add Section (Series Specific); or

Non Series specific, click Add Section (Non Series Specific).

Figure 2-6 Add Section to Form Step

Click Add Global Question.

Figure 2-7 Add Global Question


Global Questions can be located through the use of keyword search.

When the global question is identified, click the checkbox associated to the question. More than one

question can be selected at one time.

Figure 2-8 Associate Questions to Form Step

Repeat the steps until all Global Questions have been added to the form template. Select Save.

Form templates can be created for both Minimum Qualification Question Application Forms as well as

Assessment Question Application Forms. Repeat the process naming the Form Template accordingly.

2.2 Vacancy Template Library

The Vacancy Template Library stores both active and inactive vacancy templates. The Vacancy

Template Library can be accessed in the Vacancy Manager section of the System tab


Figure 2-9 Vacancy Template Library

The Vacancy Template List displays the Vacancy Template name, Created on date, minimum

qualification questions application form name, assessment questions application form name, and active

status. Existing vacancy templates may be edited by clicking the Edit link within the Actions column.

Figure 2-10 Edit Vacancy Template

A user may change the template name, the active status, and the minimum and assessment question

form templates. Once changes are complete click Save, otherwise click Cancel.


Figure 2-11 Manage Vacancy Template

To create a new Vacancy Template List, click New Vacancy Template.

Figure 2-12 New Vacancy Template

The user is navigated to the Manage Vacancy Template form. Complete the following steps and then

select Save.

Manage Form Step

Data Field: Action: Name: Enter a Name for the form template. To ensure the form is easily identifiable, recommend a

consistent and identifiable naming protocol. Series (i.e. 0201), Grade (07|09) – Human Resource Management

Is Active: For Is Active, select Active.

Minimum Qualification Template:

For Minimum Qualification Template, select the applicable form template from the drop down list.


Following the recommended naming protocol, MQ should be listed at the end of the form template to help identify if the form template is for minimum qualifications. A template selection is mandatory.

Assessment Template: For Assessment Template, select the applicable form template from the drop down list. Following the recommended naming protocol, AS should be listed at the end of the form template to help identify if the form template is for assessment. A template selection is mandatory.

Upon completion the USAJOBS Add Vacancy Announcement Details will be active. Click Add Vacancy

Announcement Details the link to enter the vacancy announcement content.

Figure 2-13 Add Vacancy Announcement Details

Hint: The red * following several of the entry titles, denotes a mandatory question. When creating a

vacancy template, *no* fields are mandatory. The content that is added to the vacancy template will

become the default content when the vacancy template is added to a vacancy. The content can be

edited at the vacancy level.

The user is navigated to the JobAd form where the Job Announcement content is populated. An onscreen progress bar will be displayed to show the user which step they are at.


Figure 2-14 Configure Vacancy Template JobAd Form Overview

Overview

Data Field: Action: Official Position Title: Read-only field. No entry required.

Parenthetical Title Enter a Parenthetical Title

Department: Select the overseeing Department.

Agency: Select the applicable Agency.

Vacancy Announcement Number:

No entry required. This information will prepopulate from the Recruitment Request when the vacancy is created.

Posting Channel: Select Posting Channel.

Figure 2-15 Overview

Data Field Action Salary Range: Select a Salary Range (From, To, Basic)


Full Performance Level: Select the Full Performance Level from the drop down list.

Work Schedule: Select a Work Schedule from the drop down list.

Country Code: Select a Country Code from the drop down list.

Language Code: Select a Language Code from the drop down list.

Security Clearance Required

Select a Security Clearance from the drop down list

Supervisory Status Select a Supervisory Status from the drop down list

Travel Required Select a Travel Requirement from the drop down list

Relocation Authorized Select a Relocation Authorization from the drop down list

Position Offering Type: Select a Position Offering Type from the drop down list.

Accept Online Applications:

Make a selection from Accept Online Applications.


Figure 2-16 Full Performance Level

Who May Be Considered

Data Field: Action: Who May Apply: Select a Who May Apply option from the drop down list.

Who May Apply Explanation:

Select a Who May Apply Explanation option from the checkbox option, AND / OR make an entry into the text box. Note: USAJOBS accepts a maximum of 400 characters for this field.


Vacancy Overview

Data Field: Action: Vacancy Overview: Select one or more Vacancy Overview options from the checkbox options, AND / OR make an entry

into the text box. Note: USAJOBS accepts a maximum of 2,500 characters for this field.

Marketing URL Make an entry into the text box. Note: USAJOBS accepts a maximum of 400 characters for this field.

Marketing Statement: Select one or more Marketing Statements options from the checkbox options, AND / OR make an

entry into the text box. Note: USAJOBS accepts a maximum of 1,500 characters for this field.

Key Standard Requirements

Select the Key Standard Requirements options by selecting one or more of the checkbox options.


Key Requirements Enter one or more Key Requirements. Up to 10 entries can be added.

Note: USAJOBS accepts a maximum of 75 characters per Key Requirement.

Make a selection of Yes or No determining whether or not the Hiring Manager is required to review the

USAJOBS vacancy announcement content.

If a selection of Yes is made, an automated notification will be sent to the Hiring Manager to review the

vacancy announcement (this does not include the questionnaire). If a selection of No is made, the Hiring

Manager will not receive the automated notification.

Figure 2-17 Hiring Manager Review Options

Click Save and Continue to save Step 1 of the vacancy announcement information and move to the next

step.


Figure 2-18 Configure Vacancy Template JobAd Form Duties

Duties

Data Field: Action: Duties: Enter Duties content into the text box.

Note: USAJOBS accepts a MINIMUM of 300 characters for this field.

Click Save and Continue to save Step 2 of the vacancy announcement information and move onto the

next step.

Figure 2-19 Configure Vacancy Template JobAd Form Qualifications and Evaluations

Qualifications and Education

Data Field: Action: Qualifications Required: Enter Qualifications Required content into the text box.

Note: USAJOBS has no restriction on the minimum or maximum characters for this field. This is a mandatory field.


Educational Qualifications: Enter text or select from the available checkbox options. Note: USAJOBS has no restriction on the minimum or maximum characters for this field.

Requirements: Enter Requirements content into the text box or select from the available checkbox options. Note: USAJOBS has no restriction on the minimum or maximum characters for this field.

How You Will Be Evaluated:

Enter How You Will Be Evaluated content into the text box or select from the available checkbox options. Note: USAJOBS has no restriction on the minimum or maximum characters for this field.


13. Click Save and Continue to save Step 3 of the vacancy announcement information and to move to

the next step.

Figure 2-20 Configure Vacancy Template JobAd Form Benefits and Other Information

Benefits and Other Information

Data Field: Action: USAJOBS Benefits URL: Enter the Benefits URL into the text box or select from the checkbox options.

Benefits: Enter Benefits content into the text box or select from the checkbox options.

Note: USAJOBS has no restriction on the minimum or maximum characters for this field.


Other Information: Enter Other Information content into the text box or select from the available checkbox options. Note: USAJOBS has no restriction on the minimum or maximum characters for this field.

Click Save and Continue to save Step 4 of the vacancy announcement information and to move to the

next step.

Figure 2-21 Configure Vacancy Template JobAd Form How to Apply

How To Apply

Data Field: Action: How To Apply: Enter How to Apply content into the text box or select from the available checkbox options.

Note: USAJOBS has no restriction on the minimum or maximum characters for this field.


Required Standard Documents:

Select the Required Standard Documents by selecting the available checkbox options.

Required Documents: Enter Requirements Documents content into the text box or select from the available checkbox

options. Note: USAJOBS has no restriction on the minimum or maximum characters for this field.


What to Expect Next: Enter What to Expect Next content into the text box or select from the available checkbox options. Note: USAJOBS has no restriction on the minimum or maximum characters for this field.

Click Save and Continue to save Step 5 of the vacancy announcement information and to move to the

next step.

Figure 2-22 Configure Vacancy Template JobAd Form Vacancy Contact Information

Vacancy Contact Information

Data Field: Action: External Contact Organization: Enter External Contact Organization content.

External Contact Name: Enter External Contact Name content.


External Contact Phone: Enter External Contact Phone content.

External Contact Fax: Enter External Contact Fax content.

External Contact Email: Enter External Contact Email content.

External Contact TDD: Enter External Contact TDD content.

External Contact Street Address 1:

Enter External Contact Street Address 1 content.

External Contact City, State Name:

Enter External Contact City Name content.

External Contact Country: Enter External Contact Country content.

External Contact Zip Code: Enter External Contact Zip Code content.

Figure 2-23 Vacancy Contact Information


Vacancy Contact Information

Data Field: Action: Internal Contact Name: Enter Internal Contact Name content.

Internal Contact Phone: Enter Internal Contact Phone content.

Internal Contact Email: Enter Internal Contact Email content.

Click Save and Continue to save Step 6 of the vacancy announcement information. The Job

Announcement wizard and vacancy template is now complete.

Figure 2-24 Vacancy Contact Information Save Confirmation

Proprietary Position Management 47

3 Position Management Positions received from EmpowHR are stored in eRecruit. The Position List can be accessed via the

Systems tab. From the Position List users with appropriate permissions have the ability to search for,

view and cancel positions.

Figure 3-1 Position Library List

3.1 Position Search

To search for a position, select Show Search Form.

Figure 3-2 Position List Search


The Position List filter form is displayed. Make applicable filter selections and click Save.

Figure 3-3 Position List Search Criteria

Results will be returned based on the search criteria.

Figure 3-4 Position List View

3.2 View Position Details

Position details are available for viewing from the Position List. To view click the View Position Details

link. Position details are displayed in a new window.


Figure 3-5 View Position Details

3.3 Cancelling a Position To cancel a position, click the Cancel Position link. The user is navigated to the Confirm Cancellation

page.

Figure 3-6 Cancel a Position

To confirm the cancellation, click Continue. To return to the Position List, click Cancel.

Upon selection the user is navigated back to the Position List.

3.4 Adding a Series

To add an additional Series, click the Add Series link. The user is navigated to the Manage Occupational

Series page.


Figure 3-7 Add Additional Occupational Series

Select a series to add to the existing position from the available Additional Occupational Series. Click

Save once completed. The user is then navigated back to the positions list.

The Position is now updated with the additional Occupational Series.

Figure 3-8 Position List Series Added

Proprietary Email Templates 51

4 Email Templates Email templates provide the ability to create standard emails with canned content. An email template is

inclusive of pre-defined content that is determined by the user who is creating or managing the email

template. All email templates are saved and managed within the eRecruit Email Template Library.

Email notifications in eRecruit can be either:

1) Auto-generated based on a system action, for example, when Issue Certificate is selected during

the certificate management process, an auto-generated email notification will be sent to the

user who is assigned to annotate the certificate; or

2) A user taking action to send an email notification to an applicant or an eRecruit system user.

These types of notifications are known as Ad Hoc notifications.

Hint: When sending an Ad Hoc email notification, the user will have the option to:

1) Select an email template to associate the email notification (and edit the content if required); or

2) Write new email content.

Auto-generated emails will send the content contained within the email template, without any edits with

the exception of the replacement of HTML tags or tokens.

4.1 Create a New Email Template

A new email template may be created by navigating to the System tab. Click the Email Templates link in

the Communication Manager list.

Figure 4-1 Email Templates


To create a new template, make a selection from the Create New Email Template Type dropdown. The

templates that are available for selection are:

Application Created

Submitted Confirmation

Incomplete Warning

Application Withdrawn – Candidate

Application Withdrawn – User

Ad hoc Candidate

Ad hoc User

New Recruitment Request Process

Task Notification

Candidate Task Notification

Package Merge Docs

Candidate Registration

Vacancy Status Change

4.2 Create an Ad Hoc Email Template

To create an Ad Hoc Candidate template, select Ad Hoc Candidate, and Go.

Figure 4-2 Ad Hoc Email Template

To create an Ad Hoc User template, select Ad Hoc User, and Go.

Figure 4-3 Ad Hoc User


Following an Ad hoc selection, the Edit Email Template is displayed. Enter email content into the data fields.

Figure 4-4 Edit Email Template

Email Template

Data Field: Action: Template Name: Enter a Template Name. Template Name will be displayed to the system user when opting

to communicate via email. This is a mandatory field.

Email Type: This is read only – no action required. If Ad Hoc Candidate was selected as the Template Type, this Ad Hoc Candidate is displayed. If Ad Hoc User was selected as the Template Type, this Ad Hoc User is displayed.


Reply Address Type: Choose from either Configured Email address or User’s Email address. Note, when an Ad Hoc email is sent from eRecruit it will be received by the recipient with the email address entered. This email address is known as a masked email. Any reply to an ad hoc email will be sent to the user who initiated the email notification and not the masked email address. This is a mandatory field.

Reply To: Enter a Reply To email address. This is a mandatory field.

Email Subject: Enter an Email Subject. Merge tags can be included. This is a mandatory field.

Email Display Template: Make a selection from the Email Display Template dropdown list. This is an optional field.

Email Body: Enter the Email Content. This is an optional field.

Email Attachment: An Email Attachment can be added. This is an optional field.

Include Applicant Login Details:

Not required – Do not select. Note, as all applicants apply via USAJOBS, the eRecruit Applicant Login Details is not required.

Click Save and Review. A preview of the email is displayed.

Figure 4-5 Review Email Template

Select Edit to continue editing the Email Template. Select Finish to complete the email template and the user is

navigated back the Email Template Library.


To Edit an email template, locate the email template in the Email Template Library, and click the Edit

link associated to the email template. The email template is displayed.

Figure 4-6 Edit Email Template

Figure 4-7 Save and Review Email Template


Make the required edits, then click Save and Review. A preview of the email is displayed.

Figure 4-8 Email Configuration Update Confirmation

Select Edit to continue editing the Email Template. Select Finish to complete the email template and the user is

navigated back the Email Template Library.

4.3 Delete Email Template

To delete an email template, locate the email template in the Email Template Library, and click the

Delete link associated to the email template.

Figure 4-9 Delete Email Template

Hint: if there is no Delete link next to the email template, this is because the email template is a system

default email template, and cannot be deleted.


An onscreen message is displayed to confirm the delete action. If the email template has been used, a

warning message will show as part of the message. Click Delete to confirm the action, or Click Cancel to

return Email Template Library.

Figure 4-10 Confirm Delete Email Template

Proprietary Custom Application Status Codes 58

5 Custom Vacancy Application Status Codes eRecruit provides the ability to create user-defined application status codes, which will map to USAJOBS

status codes allowing for the integration of data. Users with appropriate permissions have the ability to

create application statuses. Each application status must be associated to one of the following status

types:

System Application Status – standard application statuses

o Mapped by default to USAJOBS applicant status codes. See the table in Figure 5-2 for a

cross-walk of eRecruit System Statuses to USAJOBS Statuses.

o User cannot create new System Application Statuses. User can create User Defined

Status Labels, which function as sub-statuses.

o Examples of System Application Status: Incomplete, Ineligible, Screened Out, Eligible,

Eligible Referred

Custom Eligible Status – System Status is not mapped to a USAJOBS applicant status code

o For internal use.

o Provides the ability to create User Defined Status Labels which identify applicants that

are eligible without triggering an update to USAJOBS.

Custom Ineligible Status – System Status is not mapped to a USAJOBS applicant status code

o For internal use.

o Provides the ability to create User Defined Status Labels for use, which identifies

applicants that are not eligible for consideration without triggering an update to

USAJOBS.

5.1 Steps to Create Applicant Status Codes Mapped to USAJOBS

Within the System tab click the Vacancy Status Updates link under Vacancy Status. The user will be

directed to the Application Statuses page.

Figure 5-1 Vacancy Status Updates


System Status: standard eRecruit application statuses highlighted in yellow in the image below. Every

System Status is mapped to a USAJOBS applicant status code

User Defined Status Label: highlighted in blue in the image below. An advanced user with appropriate

permission can create additional Application Status Labels for each System Status.

Status Labels newly created status labels are presented as options when setting an applicant’s status.

Status Label functions as a sub-status or child-status to the System Status. When creating a sub-

status, it will inherit the mapping between the system status and USAJOBS status. As an

example, the System Status Incomplete has three Status Labels or sub-statuses, Incomplete,

Ineligible – Application Incomplete, and Failed to Respond. When changing an applicant’s

status, HR can select Incomplete, Ineligible – Application Incomplete, and Failed to Respond. If

necessary, a system administrator can create additional labels under the System Status

Incomplete.

Figure 5-2 Application Statuses

To the right of the System Status is the Add an Application Status link. Click the link to add a new

Application Status. The user will be directed to the Recruitment Request – Application Status form.

The Application Status Meaning field displays the selected System Status.

Figure 5-3 Add Application Status


Enter the desired application status label into the Application Status Label field. The value entered will

be displayed when changing an applicant’s status.

Click the Save button. The label entered is saved and a confirmation message is displayed indicating

configuration saved successfully.

5.2 Steps to Create Custom Eligible/Ineligible Status Codes Not Mapped to USAJOBS

From the Systems tab a user can create custom eligible/ineligible status codes that are not mapped to

USAJOBS. Select the Vacancy Status Updates link located under Vacancy Status. The user is navigated

to the Application Statuses page. The Custom Eligible and Custom Ineligible System Statuses can be

viewed from the bottom of the page.

Figure 5-4 Create Custom Status Not Mapped to USAJOBS

From the right of a System Status, click the Add an Application Status link. The user is navigated to the

Application Status input form.

Figure 5-5 Application Status Label

Enter the desired application status label into the Application Status Label field. The value entered will

be displayed when changing an applicant’s status. Click the Save button. The label entered is saved and

a confirmation message displayed indicating configuration saved successfully.

Proprietary Global Help Library 61

6 Global Help Library Help text is available to be added to each page in eRecruit to provide guidance to users. Help text can

be saved at the page level or within the eRecruit Global Help Library. When editing help text on a page,

the user has the ability to select canned content from the Global Help Library or create content on the

spot.

Figure 6-1 Edit Help Text for This Page

Clicking Edit Help Text for This Page link provides the user the ability to edit the Help content available

on the page. This link is not displayed to all system users. Only system users with the appropriate

permissions may edit Help text.

Clicking the Colored Icon link displays Help content specific to the page. All system users are presented

this link.

6.1 Create and Edit Help Text

To create and edit Help text, navigate to the page where Help content is to be added or edited.

Click the Colored Icon link in the Help panel to display the Help content currently configured for the

page.

Figure 6-2 Show Help

The Colored Icon link is updated to display Hide. Clicking Hide collapses the Alert panel.

The content presented in the Alert panel can be edited by a user with appropriate permissions.

Clicking the Edit Help Text for This Page link will display the Configure Help Text Content form.


Figure 6-3 Configure Help Text

The Configure Help Text Content form provides the ability to:

Add To Global Help Library: checking this box will add the Help Content being created to the

Global Help Library. Content added to the Global Help Library is available for selection/addition

to other pages via the Select from Library tab. When not checked, the Help Content is only

available on the page on which it is being created.

Help Type: determines the color of the jelly bean displayed with the Help Content.

o Hint displays a green jelly bean

o Alert displays a red jelly bean

o Warning displays an orange jelly bean

Help Content: content entered will be displayed in the Help panel

6.1.1 Edit Existing Content

Click the Edit Existing tab to display the Help Text Content.

Figure 6-4 Edit Help Content


Within the Edit Existing Tab, users can view the current Help Text Content and edit or remove the

content as necessary.

Help Text Content displays the Help Content currently associated with the page.

Global Help indicates whether the Help Content is in the Global Help Library.

o No indicates the content has not been added to the Global Help Library.

o Yes indicates the content has been added to the Global Help Library.

Help Type indicates whether the content is a Hint, Alert or Warning

Actions indicate the actions that can be taken.

o Edit provides the ability to edit the content.

o Remove deletes the content from the page.

6.1.2 Selecting Content from Current Library

Click Select from Library tab to display the Help Content added to the Global Help Library and available

for selection. Under Actions click Select to add the canned Help Content to the page.

Figure 6-5 Select from Current Library

Click Save to save changes and close the Configure Help Text Content pop-up window.


6.2 Global Help Library

On entry to eRecruit, navigate to the System tab. Click the Global Help Library link in the System list.

Figure 6-6 Global Help Library

The user is navigated to the Manage Global Help Library. To search, click Show Search Form.

Figure 6-7 Show Global Help Library


To edit help text, click Edit. The user is navigated to the Manage Global Help Item screen. Make edits

as required. Click Save.

Figure 6-8 Manage Global Help Item

A notification will inform the user that changes that are made to the current help text content will

update all instances throughout the system.

Figure 6-9 Edit Help Text Confirmation

Confirmation of a successful update will be displayed to the user once completed.

Figure 6-10 Help Text Update Confirmation Message

Proprietary Analytics 66

7 Analytics The Reports module provides the user the ability to run basic reports against data captured in eRecruit.

A standard set of pre-configured reports are readily available from the Reports tab Access to individual

reports is based on user role.

To access Analytics, click on the Analytics tab on the homepage.

Figure 7-1 Access Reports

The Analytics tab will display an individualized dashboard for the specific user. This dashboard can be

configured for each user, and will display graphs and metrics for quick reference. These reports are

viewable as a graph or can be changed to list data in a column based worksheet.

Figure 7-2 Reports Dashboard Tab Graph

Figure 7-3 Reports Dashboard Metrics

7.1 Dashboard Report Tabs

A new dashboard reports tab can be created by clicking on the Add Tab link in the Reports dashboard.


Figure 7-4 Add Dashboard Reports Tab

Users will have the option to create three different dashboard report tabs.

7.1.1 Standard Tab

Standard tabs allow the user to add standard reports that offer the broadest range of functionality

which include linked filters and series.

Figure 7-5 Standard Reports Dashboard Tab

To add Standard Reports to the new dashboard tab, click the Reports icon on the left panel to access

the current available reports.

Figure 7-6 Reports Search


Select or Search for the report and drag the report to one of the available report slots.

Figure 7-7 Add Reports

Provide a name and description for the new Standard Report tab once all reports have been added to

the dashboard. The user can then designate the tab as either Public or Private. Public tabs are

accessible to users searching for Pre-Built Tabs to add to their own dashboard. Drafting the tab will

publish the new tab to the user dashboard.

Figure 7-8 Save New Dashboard Report Tab

7.1.2 KPI Tab

Key Performance Indicator (KPI) Reports to be added to the dashboard. KPI Reports are different from

Standard Reports as they do not allow linked filters and series.

To add KPI Reports to the new dashboard tab, click the Add Tab link. Select KPI Tab from the drop-

down list. Click the Reports icon on the left panel to access the current available reports.

Figure 7-9 Add Dashboard KPI Report


Figure 7-10 Reports Search

Select or Search for the report and drag the report to one of the open report slots.

Figure 7-11 Reports Keyword Search

As with the Standard Reports Tab, once all reports have been added to the dashboard, provide a name

and description for the new KPI Report tab. Users will also be able to make the tab Public or Private.

Public tabs will be accessible to users searching for Pre-Built Tabs to add to their own dashboard.

Drafting the tab will publish the new tab to the user dashboard.


7.1.3 Pre-Built Tab

Pre-Built tabs are previously built by other users. Users are able to search for Pre-Built tabs and add

them to their dashboard.

To add a Pre-Built Tab click Add Tab and then select Pre-Built Tab. The available Pre-Built Tabs will be

displayed for user selection. Upon selection the tab will be added to the user dashboard.

Figure 7-12 Pre-Built Reports

7.2 Creating Ad Hoc Reports

The report builder allows a user to utilize the report creation wizard to create analytical ad hoc reports.

Data collected and stored in the system may be leveraged by users in ad hoc reports.

To create a report, click on Create in the Analytics tab.


Figure 7-13 Create Reports

Ad Hoc reports are created on a case by case basis and are not automatically saved. Available views

and data sources differ by agency.

To build the report, select the data source located under the Name column. .

Figure 7-14 Create Ad Hoc Reports

Using the Data Fields list in the left hand pane, add data to the report by dragging and dropping data

into the appropriate report fields.


Figure 7-15 Report Data Fields

Search – The search box will allow the user to find a specific field that needs to be added to the

report.

Data Fields – The data fields provide a list of available fields that can be added to the report

columns and filters.

Calculated Field – This will create calculated columns that are unique for the current report

Columns – Data fields that are added here will create columns for the appropriate data

selection.

Metrics – This field is needed for Cross Tab report types.

Figure 7-16 Report Metric Field

Filters – Filters allow the user to specify which attributes should provide a filter (i.e. A date filter

will only display events that taken place on a given day).

Report Sections – This will allow the creation of sections that are based on dimension data (i.e.

A Section is created to focus on a Business unit).

Report Options – These are advanced functions to manipulate the visual depiction of the

created report.

o Display Data – This will modify the view of how the report will display

Table Only – Will only display a Table report

Table and Chart – Will display a Table and a Chart report

Chart Only – Will only display a Chart report

o Data Output – Will modify the display output of the report data

Cross Tab – This will display the report as a column and a row

Column Based – This will display the report with columns only

Row Based – This will display the report with rows only

o Analysis – The ability to extract additional data through Drill Downs and sub Queries

No Drill & Drill Anywhere – Specify whether the report can or cannot be drilled

through, drilled down


Sub Queries – This allows the user to generate more sophisticated reports. Sub

Queries will often run and combine two or more distinct queries into a single

table of results.

Populate the necessary fields with data.

Figure 7-17 Populated Data Fields

Clicking on the arrow in the top workflow will advance the user to identify the filtering parameters for

the data fields that were added to the Filters section.

Clicking on the arrow in the top workflow will advance the user to the final step of the report building

process.

Figure 7-18 Advance Report to Final Step


Populate the Filter List with the desired data and click the right arrow button to generate a preview of

the report.

Figure 7-19 Populate Report Data

Once all changes have been made, select Report from the menu bar, and Save the report.

Figure 7-20 Save Report

Populate the fields to name the report and select the appropriate folder categories. Complete the

report by clicking the Activate button.


Figure 7-21 Activate Report

7.3 Accessing Reports To access the list of available reports, click the Browse Tab. A drill down tree of folders is available for

selection where the user can access various reports including Adhoc Reports, Paper Applications, and

Standard Reports. Additionally, users can switch the display view to see a grid of all available reports.

Select the Layout dropdown on the right hand side of the screen to switch views.

Figure 7-22 Dashboard Layout


Figure 7-23 Search for Report

Expanding the Standard Reports folder will display a list of available reports that can be selected and

run.

Figure 7-24 Select Report

Depending on the report selected, users will be required to select filters to run a report. Click the plus

sign icon to expand the Filter List to view the available filter options.

Figure 7-25 Select Filters


Choose the parameters to filter the report and click the right arrow icon to run the report.

Figure 7-26 Run Report

The system will generate a report using the given criteria and display the results below the Filter List for

review.

Figure 7-27 Preview Report Results

7.4 Close a Report

To Close a Report, scroll to the top right of the report results and click the X.

Figure 7-28 Close Report