Hiring Center

The CAPPS Hiring Center is designed to enable you to create requisitions, send them for approval, and post them so that interested applicants can apply. Once applicants are attached to a requisition, you are able to track hiring activities, manage interviews, change the status of an applicant’s application, and create summary reports about applicants and your associated requisitions.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

• Hiring Center Home – Navigating to the Hiring Center Home page.
• Global Navigation Bar – Using the Global Navigation bar to use the tabs of the Hiring Center including the Search feature.
• Workbench – Viewing a Requisition Profile, Viewing Requisitions I Need to Approve, Viewing Requisitions Awaiting Approval, Viewing Upcoming Hew Hires.
• Create a New Requisition – Completing a new requisition profile.
• Reviewing Applicants – Completing applicant activities.
• Interviews – Completing Interview Activities.
• Offers – Completing the Offer Workflow Process.
• Recruiter List – Viewing the Recruiter List.
• Reports – Using the Hiring Center Reports.
• Help – Accessing the Hiring Center Help tab.
• Key Things to Remember – Contact information and a summary of important things to help you with Hiring Center activities.

For a complete glossary of terms, click here: CAPPS Glossary

• Requisition – A form utilized to initiate the recruiting process for staff positions.
• Requisition Profile – A completed, approved requisition is called a requisition profile.
• Requisition Type: Perpetual – A requisition identified as Perpetual has a posting duration of 182 days (6 months).

• Requisition Type: Regular – A requisition identified as Regular has a posting duration of 10 days.
• Workbench – The Workbench provides an overview of requisitions at various stages of completion.

Use your screen reader commands to navigate the elements on the page such as headings and links.

From the CAPPS Home page, you can access the Hiring Center several different ways. One path to access the Hiring Center is through the links in the CAPPS Menu left navigation. Select the Manager Self-Service menu. Upon selection, the left navigation expands. Select the Recruiting folder to see the Hiring Center link.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Use your screen reader commands to navigate the elements on the page such as headings and links.

You navigate in the Hiring Center by using the Global Navigation Bar. The Global Navigation Bar is located at the top of the Hiring Center home page. The section you are working on is always highlighted in red on the Global Navigation Bar so you can easily determine your location within the Hiring Center.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to conduct a quick search.

Steps

1. Make sure the Quick Search bar is showing by clicking the Show Quick Search tab on the Global Navigation bar.

 

2. Conduct a search by first selecting the desired search criteria from the drop-down menu. Then enter corresponding text in the appropriate field and click the Go button.

    

   Helpful Hint: To expand your search, use partial spelling by entering the percent sign (%) in the Quick Search input box. The percent sign (%) is called a Wild Card. An example: Jo% in the Quick Search input box returns last names like John, Johnson, Jong, etc.

Follow the steps below to conduct a quick search.

Steps

1. Make sure the Quick Search bar is showing by clicking the Show Quick Search tab on the Global Navigation bar.

 

2. Conduct a search by first selecting the desired search criteria from the drop-down menu. Then enter corresponding text in the appropriate field and click the Go button.

    

   Helpful Hint: To expand your search, use partial spelling by entering the percent sign (%) in the Quick Search input box. The percent sign (%) is called a Wild Card. An example: Jo% in the Quick Search input box returns last names like John, Johnson, Jong, etc.

Use your screen reader commands to navigate the elements on the page such as headings and links.

The Workbench page provides you with a summary of activities to which you are associated. You can also view and approve requisition and applicant activity from the Workbench page. Sections displayed on the Workbench page include:

• My Requisitions – This section allows you to view and access your requisitions. While the Hiring Center Workbench will default to show requisitions created within the last 30 days, you will also have the option to view records created within the last 60 days or all records regardless of create date.

• Requisitions I Need To Approve – This section allows you to view and access requisitions that need your approval. While the Hiring Center Workbench will default to show requisitions created within the last 30 days, you will also have the option to view records created within the last 60 days or all records regardless of create date.

• Requisitions Awaiting Approval – This section displays any requisition that you initiated that is awaiting approval from another hiring manager. The default list will show requisitions created in the last 30 days, and you also have the option of selecting the last 60 days or all requisitions created. You can view who is currently reviewing the requisition for approval in the Pending Approval By column.
• Upcoming New Hires – This section displays all applicants who are hired for your requisitions but have not yet started work. Once the start date has passed, the applicant is automatically removed from the list.

 

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

For help with terms used in this User Guide, go to the top of the page. Top of Page

Follow the steps below to view a Requisition Profile.

Steps

1. Open a requisition profile in a new browser window by right clicking a Requisition Title and selecting Open in a New Window. The requisition profile opens in a new browser window. Doing this gives you the ability to simultaneously work on a requisition and view other information in the Hiring Center.

    

   Helpful Hints:

   • You can filter your requisitions by Draft Status, Open Status, and Closed Status or a combination of the three. Please note, only those requisitions in the selected date parameter will be filtered.
   • Select the appropriate status to include in your results by clicking the check boxes that are next to Draft Status, Open Status, and Closed Status. If you select all three check boxes, all your requisitions are displayed. To view a requisition profile, select Requisition Title in the Requisition column.

    

Follow the steps below to view a Requisition Profile.

Steps

1. Open a requisition profile in a new browser window by right clicking a Requisition Title and selecting Open in a New Window. The requisition profile opens in a new browser window. Doing this gives you the ability to simultaneously work on a requisition and view other information in the Hiring Center.

    

   Helpful Hints:

   • You can filter your requisitions by Draft Status, Open Status, and Closed Status or a combination of the three. Please note, only those requisitions in the selected date parameter will be filtered.
   • Select the appropriate status to include in your results by clicking the check boxes that are next to Draft Status, Open Status, and Closed Status. If you select all three check boxes, all your requisitions are displayed. To view a requisition profile, select Requisition Title in the Requisition column.

Follow the steps below to view Requisitions I Need To Approve section.

Steps

1. You can review a requisition by selecting the Requisition Title under the Requisition column. Once you have reviewed a requisition, you can choose to approve or not approve the requisition by selecting Approve or Not Approved under the Action column. If you click Approve, the hiring manager is notified. If you click Not Approved, the hiring manager is notified on the Workbench in the Requisitions Awaiting Approval section that the requisition was not approved.

    

   Helpful Hint: You have the option to email your recruiter any questions that you may have by selecting Email. If you select Email, your default email application opens and a new email with the To field completed appears.

Follow the steps below to view the Requisitions I Need To Approve section.

Steps

1. You can review a requisition by selecting the Requisition Title under the Requisition column. Once you have reviewed a requisition, you can choose to approve or not approve the requisition by selecting Approve or Not Approved under the Action column. If you click Approve, the hiring manager is notified. If you click Not Approved, the hiring manager is notified on the Workbench in the Requisitions Awaiting Approval section that the requisition was not approved.

    

   Helpful Hint: You have the option to email your recruiter any questions that you may have by selecting Email. If you select Email, your default email application opens and a new email with the To field completed appears.

Follow the steps below to view the Requisitions Awaiting Approval section.

Steps

1. If any of your requisitions are not approved, you can view them in the Declined Requisition section along with the name of the second level manager that did not approve them.

    

   Helpful Hint: You have the option to send an email to the Approver who disapproved your requisition by selecting Send Email to Approver. If you select Send Email to Approver, your default email application opens and a new email with the To field completed appears.

Follow the steps below to view the Requisitions Awaiting Approval section.

Steps

1. If any of your requisitions are not approved, you can view them in the Declined Requisition section along with the name of the second level manager that did not approve them.

    

   Helpful Hint: You have the option to send an email to the Approver who disapproved your requisition by selecting Send Email to Approver. If you select Send Email to Approver, your default email application opens and a new email with the To field completed appears.

Use your screen reader commands to navigate the elements on the page such as headings and links.

To create a new requisition, you must have your Quick Search Bar displayed under your Global Navigation Bar. If you have clicked the Hide Quick Search, you must click Show Quick Search on your Global Navigation to display the Quick Search Bar. Once displayed, the Quick Search Bar is viewable at the top of all pages in the Hiring Center.

To initiate the requisition, select Create New Req in the Requisitions Quick Search Box.

The Requisition form includes the following sections:

• Basic Information
• Posting Information
• Other Information
• Descriptions
• Interview Team
• Recommended Compensation
• Due Diligence Checklist

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Follow the steps below to create a new requisition.

Steps

1. Open the Quick Search bar and select the Create new Req link. Once the requisition form is open, you click on the Data Selector icon next to the Position Title field to search for positions by Agency, Position Title or Position Number.

    

   Helpful Hints:

   • It is recommended that you search by the agency and position number rather than only the position title. Searching by the agency and position number limits the search results that are displayed, making it faster for you to find the position for which you are looking. Also, many positions have the same title so the position number is used to distinguish a position.
   • Please note that the agency defaults to your agency. If you select another agency from the drop-down list, remember to click Search to bring up the correct search results.

    

2. Once you select a position title (e.g. Administrative Assistant 00005519), certain information pre-populates from the position selected. The following fields default based on the position selection in the Basic Information tab:

    

   • Position Title
   • Functional Title (The functional title is the title that external applicants see when they view a posting. You have the option to edit the functional title so that it is more appropriate for an external applicant.)
   • Position Number
   • Job Code
   • Salary Group
   • EEO Code
   • FLSA Status
   • Full/ Part Time
   • Regular/ Temporary
   • Agency
   • Department
   • Location

    

   Helpful Hint: The Agency field also defaults based on your agency specific information. Notice that you cannot edit any fields that are in bold on the screen.

    

   • The following fields default based on the position selection in the Posting tab:
   • Status - Defaults to Draft when creating a new requisition
   • Requisition Type
   • Posting Duration
   • Requisition Owner - Defaults to the manager creating the requisition
   • # of Openings - Defaults to 1

3. Under the Posting Information section you select the Requisition Type as either Regular or Perpetual from the drop down. A Regular requisition has a posting duration of 10 days. The Service Center contacts you to extend the advertising date for a regular requisition. A Perpetual requisition has a posting duration of 182 days (6 months). If you select a perpetual requisition, you receive a message upon saving the requisition that you need to coordinate with the Service Center. The Service Center also contacts you to re-initiate a perpetual requisition.

 

4. Use the Posting Advertisement field to communicate whether you want to post the position to Agencies, Departments, or All. The Service Center will contact you to discuss this prior to posting the requisition.

 

5. The Other Information section contains additional information about the position that is displayed on the job posting for applicants. The Standard Hours field defaults to the hours defined for the position within the HR system.

    

   Helpful Hint: If the position does not qualify for telecommuting, leave the Telecommuting Status field value as Select One.

    

6. The Descriptions section contains information about the job posting from the job description. The Job Description field defaults based on the job description information stored in the HR system for specific positions only.

    

   Helpful Hints:

   • You can cut and paste information from job descriptions you have on your computer into this section. The job description that you enter in the Job Description field is displayed on the job posting and is viewable to all applicants.
   • Please remember to check the spelling on the Job Description as it will display to all applicants

7. The Interview Team section allows you to select the interviewers for the position. Your name automatically defaults into the Interview Team Members field. You add interviewers to the Interview Team by clicking on the Selector icon and choosing an interviewer from the list of managers. You delete an interviewer by clicking on the Trash Can icon.

 

8. The Recommended Compensation section allows you to determine the posting salary from within the range for the position. The Wage Frequency defaults for the selected position. Use the Wage Amount values to help determine the Posting Salary From – To*. You will not be able to select a posting salary outside the Wage Amount range for the position. If you do, you will receive an error message upon saving the requisition or routing it for approval.

 

9. Enter the posting salary amounts for your requisition in Posting Salary From – To*. It is recommended that you enter a monthly amount for the posting. All offers refer to the monthly salary for the position. The Wage Frequency field defaults based on the position selection in the Basic Information tab.

 

10. If you do not know which Due Diligence checks should be performed, leave the Due Diligence Checklist section blank. When the requisition is reviewed, a Service Center Specialist will contact you to discuss which checks are necessary for the position.

 

11. Once all sections are complete for the requisition, review all the fields for accuracy and complete all the required fields (the fields in red with asterisks) before you Save Requisition as a Draft or Route Requisition for Approval. The following fields are required fields:

     

    • Position Title
    • Functional Title
    • Supervisory Level
    • Requisition Owner
    • Job Description
    • Posting Salary From -To

     

12. To save the requisition as a draft, click the Save as Draft button. The requisition that was saved as a draft is displayed to you. The approval status of the requisition is changed to Draft.

     

    Helpful Hints:

    • Notice that the requisition is now called a Profile. Once the requisition is either routed for approval or saved as a draft, it is no longer called a Requisition but a Profile. You have the option to copy and/or edit the profile on this page. If you would like to copy a profile to create a new requisition, select Copy Profile from the right Menu navigation bar. If you would like to edit your profile, select Edit Profile from the right Menu navigation bar. You can still edit the requisition while it is in Draft status.
    • You have the ability to choose assessment questions and interview questions to associate with the requisition. You can add an assessment or interview questions to a draft requisition. You cannot add interview questions to requisitions that have been approved.
    • Please note that at this point, the requisition appears in Draft status on the My Requisitions section on the Workbench.

     

13. From the View Sections box, select Applicant Screening. Select Add Assessment in the Applicant Screening section.

 

14. You are able to choose from a set of pre-determined assessment questions using the Topic drop down menu. Select the topic you would like to search and then click Go.

 

15. You can also create a new assessment for a specific requisition. Select Add New Assessment to create a new assessment.

 

16. Once you select a topic, the default questions appear. You have the ability to edit these questions, add additional questions, or remove a question that doesn’t apply. To edit an assessment, select Clone this Assessment in the Add to Req column. Select Use this Template to add the assessment to the requisition without editing the questions.

     

    Helpful Hint: If you select Clone this Assessment, you can include additional questions that can help you sort your applicants. For example, for an Administrative Assistant position you may feel that it is critical that the applicant know how to use Microsoft Word. You can select Add a Question to this Assessment to add the question “Do you have experience using Microsoft Word?” You can also weight the question. By weighting the question, applicants who respond “Yes” to the question (if Yes is the correct response) will be sorted to the top of the applicant list. Questions that are more important should receive a higher weight.

     

17. Once you have attached an assessment to a requisition, you can select Remove this Assessment from the right menu if you want to remove the assessment.

     

    Helpful Hint: These questions are used to sort the applicants. Applicants are sorted based on the question weight that you assign to each question. If your requisition is for a hard to fill position, it is recommended that you do not add an assessment and review all the applicants.

     

18. You add interview questions by selecting Add/Edit Questions in the Interview Questions section. You can also print all the interview questions for a requisition by selecting Print Questions.

 

19. You can also choose interview questions for certain positions from a set of pre-determined questions. You are able to choose the questions to be used, and to print them for use during the interview. Select Use this Template to add the interview questions to the requisition without editing them. Select Clone This Template to edit the interview questions before adding them to the requisition.

 

20. Once the assessment and interview questions are set up and saved, the results appear in the requisition profile for review. An additional link appears in the Applicant Screening Tab once you have added an assessment: Show Applicant Criteria Matching. If you click on Show Applicant Criteria Matching, you can view the applicant results for the assessment.

 

21. To route a requisition for approval, click the Route For Approval button. Once you route a requisition for approval, you must verify your recruiter’s information on the Requisition Approver Selection page.

     

    Helpful Hint: The CAPPS Service Center defaults into the Recruiter field as your level one approver and the Reports To field defaults to your manager. You may also choose an additional approver.

     

22. Once you have verified the recruiter’s and manager’s information and have selected a third level approver (if required), click the Save button.

 

23. The Requisition Approver Selection information displays the requisition. The approval status of the requisition is changed to Pending Approval.

     

    Helpful Hints:

    • Notice that the requisition is now called a Profile. Once the requisition is either routed for approval or saved as a draft, it is no longer called a Requisition but a Profile. You are no longer able to edit the requisition profile once you have routed the requisition for approval, however, you do have the option to copy the Profile by selecting Copy Profile from the right Menu navigation bar.
    • Notice that once the requisition is routed for approval, it appears on the Workbench page under the Requisitions Awaiting Approval section. The requisition details display the requisition, the CAPPS Service Center Specialist associated with the requisition, and which approver is currently reviewing the requisition.
    • Once you have routed the requisition for approval, the Staffing Specialist contacts you to review your requisition form.

Follow the steps below to create a new requisition.

Steps

Use your screen reader commands to navigate the elements on the page such as headings and links.

The complete requisition profile contains a summary of all of the requisition information as well as the ability to add additional information required for the staffing process. Once the requisition is approved, the requisition profile is updated to reflect the approved status. The profile is posted so that applicants can view the posting and apply to the position.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Follow the steps below to track an application status.

Steps

1. Navigate to the Workbench tab under My Requisitions to track the status of applications to your requisitions. The number under the Applicant Count column indicates how many applicants are attached to (or have applied to) your requisition.

 

2. Select the Requisition Title to view the profile. The requisition profile contains the following sections:

    

   • Applicants
   • Requisition Approvals
   • Descriptions
   • Interview Team
   • Compensation
   • Applicant Screening
   • Interview Questions
   • Due Diligence Checklist
   • Expenses
   • Requisition History

 

Helpful Hints:

• Requisition Details, Requisition Approvals, Descriptions, Recommended Compensation, Due Diligence Checklist and Requisition History are informational and provide you with information about the requisition. You do not make entries in these sections.
• Applicants, Interview Team, Applicant Screening, Interview Questions and Expenses are all used in the process of reviewing and hiring applicants.

 

3. To start reviewing applicants and tracking the hiring process, scroll down the requisition profile to the Applicants section.

    

   Helpful Hints:

   • The Applicant section of the requisition is updated with the names of applicants who have applied to the specific requisition and tracks the applicant’s status as the applicant moves through the recruitment process. As the applicant moves through the recruitment process, the bar below the Stage column updates to the stage of the process the applicant is in. Each stage has a color associated with it and the bar begins to fill up as the applicant moves through the process.
   • If there are applicants attached to your requisition, you can perform a concept search. Select Click here to search within these Applicants to search applicants attached to your requisition. You only see this link if there are applicants attached to your requisition.
   • Once you select Click here to search within these Applicants, a new page appears where the position description is pre-populated in the search field. Review the job description and then click the Search button. Clicking Search compares the job description and conceptually matches it to applications of the applicants on this requisition. This search returns a results page which sorts the applicants according to the match.
   • The fields which are returned can be changed by clicking on Change Column Heading. Select Change Column Heading to choose which column headings to display in the Applicants section.

    

4. The applicant’s status moves forward through the stages of the applicant process as you add an activity and track the results of that activity. The stages of the applicant process are:

    

   • Incomplete Application
   • Application Complete
   • Pre-Screening Due Diligence
   • Screening
   • Pre-Interview Due Diligence
   • Interviewing
   • Post Interview Due Diligence
   • Offer
   • Post Offer Due Diligence
   • Hired
   • Ready to Hire
   • Not Selected

    

5. Selecting Filter next to Name allows you to define which stages to display in the applicant list, and hides from view those applicants that are in a stage that has been filtered out. This allows you to manage applicant information.

 

6. When you select Filter, the Applicants Filter opens in a new window. Select the stage or stages you would like to view and then click the Filter button.

 

7. Selecting the Applicant’s Name in any area of the Hiring Center displays the applicant’s profile. The applicant profile contains the following sections:

    

   • Applicant Details
   • Req History
   • Activities
   • Additional Information
   • References
   • Due Diligence Checklist
   • Candidate Expense
   • Resume
   • Summary
   • Questionnaires

 

Helpful Hints:

• Applicant Details, Additional Information, Resume, and Summary are informational and provide you with information about the applicant. You do not make entries in these sections.
• Req History, Activities, References, Due Diligence Checklist, Candidate Expense, and Questionnaires are all used in the process of reviewing and hiring applicants.
• There are visual indicators under Name. An applicant can have multiple visual indicators next to the applicant’s name. The following lists a description for each visual indicator.

   

  • E indicates Employee
  • FE indicates Former Employee
  • RIF indicates RIF Applicant
  • V indicates Veteran
  • VO indicates Veteran Orphan
  • VS indicates Veteran Spouse
  • Asterisk (*) indicates Felony

   

8. Various actions can be initiated by you for each of the applicants attached to your requisition:

    

   • Send to Requisitions
   • Review Applicants
   • Mass Print
   • Mass Print Employment Applications
   • Send an Email
   • Send Job Description via email
   • Send to Assessment Comparison Chart
   • Export Applicants (Addresses Only)
   • Export Applicants and Offers

    

9. To add an activity, select the applicant/s you want to take action on. If you have a large number of applicants attached to a requisition, there are shortcuts to simplify the Take Action process.

    

   Helpful Hints:

   • Check All on This Page – To take action on all the applicants who are displayed in the Applicants tab, select Check All on This Page. You then select the action you want to take from the drop-down menu and click the Go button.
   • Check All on All Pages – To take action on all or a majority of the applicants attached to your requisition, select Check All on All Pages. This selects all the applicants attached to your requisition. If necessary, you can deselect those applicants who you do not want to take action against by clicking the check box on the left side in the applicant’s row. You then select the action you want to take from the dropdown menu and click the Go button.
   • Uncheck All – To deselect all the applicants that you have previously selected, select Uncheck All.

    

10. To track the activities for an applicant, select Add Activity from the Action column in the row with the applicant’s name. Some activities are required activities. You are not able to move past required activities until they are complete.

     

    Helpful Hints:

    • Please note that different activities display based on what stage the applicant is in.
    • Possible activities are: (Activities listed in red are required and you are not able to progress to the next stage without adding them.)

       

      • Applicant Stage: Prequalification
        • Activity: No Manager Activities

         

      • Applicant Stage: Application Complete
        • Activity: No Manager Activities

         

      • Applicant Stage: Pre-Screening Due Diligence
        • Activity: Due Diligence In Progress
        • Activity: Due Diligence Complete – Passed Results

         

      • Applicant Stage: Screenings
        • Activity: Reviewed Applicant
        • Activity: Call Applicant

         

      • Applicant Stage: Pre-Interview Due Diligence
        • Activity: Due Diligence In Progress
        • Activity: Due Diligence Complete - Passed Results

         

      • Applicant Stage: Interviewing
        • Activity: Request Interview
        • Activity: Propose Interview Times to Applicant
        • Activity: Check References
        • Activity: Interview Complete
        • Activity: Selection Summary Form (Required Activity)

         

      • Applicant Stage: Post Interview Due Diligence
        • Activity: Due Diligence In Progress
        • Activity: Due Diligence Complete- Passed Results

         

      • Applicant Stage: Offer
        • Activity: Offer Extended (Required Activity)
        • Activity: Create Offer Letter

         

      • Applicant Stage: Post Offer Due Diligence
        • Activity: Fingerprint Check Initiated
        • Activity: Fingerprint Check Completed

         

      • Applicant Stage: Hired
        • Activity: Hired / Accepted (Required Activity)

         

      • Applicant Stage: Ready to Hire
        • Activity: Ready to Hire (Required Activity)

         

      • Applicant Stage: Disqualified
        • Activity: Applicant Initiated Disqualification
        • Activity: Disposition Letter
        • Activity: Disq Applicant/Multiple Reasons
        • Activity: Disq Applicant/Same Reason
        • Activity: Due Diligence Complete- Failed Results
        • Activity: Manager Disqualified
        • Activity: No Show

         

    • Note that only the activities remaining for that applicant display. The Applicants section displays the Last Activity performed and the Last Activity Date next to each applicant.

     

11. Selecting View History in the Applicants section opens a new browser window displaying the applicant’s activity history for your requisition.

 

Follow the steps below to track an application status.

Steps

1. Navigate to the Workbench tab under My Requisitions to track the status of applications to your requisitions. The number under the Applicant Count column indicates how many applicants are attached to (or have applied to) your requisition.

 

2. Select the Requisition Title to view the profile. The requisition profile contains the following sections:

    

   • Applicants
   • Requisition Approvals
   • Descriptions
   • Interview Team
   • Compensation
   • Applicant Screening
   • Interview Questions
   • Due Diligence Checklist
   • Expenses
   • Requisition History

 

Helpful Hints:

• Requisition Details, Requisition Approvals, Descriptions, Recommended Compensation, Due Diligence Checklist and Requisition History are informational and provide you with information about the requisition. You do not make entries in these sections.
• Applicants, Interview Team, Applicant Screening, Interview Questions and Expenses are all used in the process of reviewing and hiring applicants.

 

3. To start reviewing applicants and tracking the hiring process, scroll down the requisition profile to the Applicants section.

    

   Helpful Hints:

   • The Applicant section of the requisition is updated with the names of applicants who have applied to the specific requisition and tracks the applicant’s status as the applicant moves through the recruitment process. As the applicant moves through the recruitment process, the bar below the Stage column updates to the stage of the process the applicant is in. Each stage has a color associated with it and the bar begins to fill up as the applicant moves through the process.
   • If there are applicants attached to your requisition, you can perform a concept search. Select Click here to search within these Applicants to search applicants attached to your requisition. You only see this link if there are applicants attached to your requisition.
   • Once you select Click here to search within these Applicants, a new page appears where the position description is pre-populated in the search field. Review the job description and then click the Search button. Clicking Search compares the job description and conceptually matches it to applications of the applicants on this requisition. This search returns a results page which sorts the applicants according to the match.
   • The fields which are returned can be changed by clicking on Change Column Heading. Select Change Column Heading to choose which column headings to display in the Applicants section.

    

4. The applicant’s status moves forward through the stages of the applicant process as you add an activity and track the results of that activity. The stages of the applicant process are:

    

   • Incomplete Application
   • Application Complete
   • Pre-Screening Due Diligence
   • Screening
   • Pre-Interview Due Diligence
   • Interviewing
   • Post Interview Due Diligence
   • Offer
   • Post Offer Due Diligence
   • Hired
   • Ready to Hire
   • Not Selected

    

5. Selecting Filter next to Name allows you to define which stages to display in the applicant list, and hides from view those applicants that are in a stage that has been filtered out. This allows you to manage applicant information.

 

6. When you select Filter, the Applicants Filter opens in a new window. Select the stage or stages you would like to view and then click the Filter button.

 

7. Selecting the Applicant’s Name in any area of the Hiring Center displays the applicant’s profile. The applicant profile contains the following sections:

    

   • Applicant Details
   • Req History
   • Activities
   • Additional Information
   • References
   • Due Diligence Checklist
   • Candidate Expense
   • Resume
   • Summary
   • Questionnaires

Helpful Hints:

• Applicant Details, Additional Information, Resume, and Summary are informational and provide you with information about the applicant. You do not make entries in these sections.
• Req History, Activities, References, Due Diligence Checklist, Candidate Expense, and Questionnaires are all used in the process of reviewing and hiring applicants.
• There are visual indicators under Name. An applicant can have multiple visual indicators next to the applicant’s name. The following lists a description for each visual indicator.

   

  • E indicates Employee
  • FE indicates Former Employee
  • RIF indicates RIF Applicant
  • V indicates Veteran
  • VO indicates Veteran Orphan
  • VS indicates Veteran Spouse
  • Asterisk (*) indicates Felony

   

8. Various actions can be initiated by you for each of the applicants attached to your requisition:

    

   • Send to Requisitions
   • Review Applicants
   • Mass Print
   • Mass Print Employment Applications
   • Send an Email
   • Send Job Description via email
   • Send to Assessment Comparison Chart
   • Export Applicants (Addresses Only)
   • Export Applicants and Offers

    

9. To add an activity, select the applicant/s you want to take action on. If you have a large number of applicants attached to a requisition, there are shortcuts to simplify the Take Action process.

    

   Helpful Hints:

   • Check All on This Page – To take action on all the applicants who are displayed in the Applicants tab, select Check All on This Page. You then select the action you want to take from the drop-down menu and click the Go button.
   • Check All on All Pages – To take action on all or a majority of the applicants attached to your requisition, select Check All on All Pages. This selects all the applicants attached to your requisition. If necessary, you can deselect those applicants who you do not want to take action against by clicking the check box on the left side in the applicant’s row. You then select the action you want to take from the dropdown menu and click the Go button.
   • Uncheck All – To deselect all the applicants that you have previously selected, select Uncheck All.

    

10. To track the activities for an applicant, select Add Activity from the Action column in the row with the applicant’s name. Some activities are required activities. You are not able to move past required activities until they are complete.

 

Helpful Hints:

• Please note that different activities display based on what stage the applicant is in.
• Possible activities are: (Activities listed in red are required and you are not able to progress to the next stage without adding them.)

   

  • Applicant Stage: Prequalification
    • Activity: No Manager Activities

     

  • Applicant Stage: Application Complete
    • Activity: No Manager Activities

     

  • Applicant Stage: Pre-Screening Due Diligence
    • Activity: Due Diligence In Progress
    • Activity: Due Diligence Complete – Passed Results

     

  • Applicant Stage: Screenings
    • Activity: Reviewed Applicant
    • Activity: Call Applicant

     

  • Applicant Stage: Pre-Interview Due Diligence
    • Activity: Due Diligence In Progress
    • Activity: Due Diligence Complete - Passed Results

     

  • Applicant Stage: Interviewing
    • Activity: Request Interview
    • Activity: Propose Interview Times to Applicant
    • Activity: Check References
    • Activity: Interview Complete
    • Activity: Selection Summary Form (Required Activity)

     

  • Applicant Stage: Post Interview Due Diligence
    • Activity: Due Diligence In Progress
    • Activity: Due Diligence Complete- Passed Results

     

  • Applicant Stage: Offer
    • Activity: Offer Extended (Required Activity)
    • Activity: Create Offer Letter

     

  • Applicant Stage: Post Offer Due Diligence
    • Activity: Fingerprint Check Initiated
    • Activity: Fingerprint Check Completed

     

  • Applicant Stage: Hired
    • Activity: Hired / Accepted (Required Activity)

     

  • Applicant Stage: Ready to Hire
    • Activity: Ready to Hire (Required Activity)

     

  • Applicant Stage: Disqualified
    • Activity: Applicant Initiated Disqualification
    • Activity: Disposition Letter
    • Activity: Disq Applicant/Multiple Reasons
    • Activity: Disq Applicant/Same Reason
    • Activity: Due Diligence Complete- Failed Results
    • Activity: Manager Disqualified
    • Activity: No Show

     

• Note that only the activities remaining for that applicant display. The Applicants section displays the Last Activity performed and the Last Activity Date next to each applicant.

 

11. Selecting View History in the Applicants section opens a new browser window displaying the applicant’s activity history for your requisition.

 

Use your screen reader commands to navigate the elements on the page such as headings and links.

To move an applicant through the stages of the applicant process, you add an activity and track the results of that activity. In the sixth stage of the applicant process, you interview the applicants.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Follow the steps below to completing interview activities.

Steps

1. For the applicant you want to interview, select Add Activity to request an interview. Select Request an Interview. The following Interview Action Workflow page displays.

 

2. The Interview team that you previously added to the requisition appears in this section. You may add additional interviewers in this section. When the interview request is complete, click the Save button.

 

3. You schedule an interview by selecting Schedule in the Action column. You enter all necessary information and then click the Schedule button.

 

4. Once an interview is scheduled, it displays on your Interview Planner. To view your Interview Planner, select View Interview Planner or click on the Interview Planner icon. A new browser window opens that displays your Interview Planner.

 

5. If you want to reschedule an interview, select Reschedule in the Action column next to the interview you would like to reschedule.

 

6. After interviewing all your applicants, complete a Summary Selection form for the applicant you chose to hire. This form is used to support your selection of the applicant. This is a required activity that you must complete. You follow the Add Activity process previously described in the Requisition Profile section to generate a Selection Summary form. Once you complete the process, the Selection Summary screen displays.

 

7. Complete the Selection Summary form and then click the Save button.

 

8. You can document all expenses that you incurred for a requisition. To track the expenses for your requisitions, view your requisitions under My Requisitions on the Workbench page. Select the Requisition Title to view the profile. Scroll down the profile to the Expenses section. Select Add Expenses and complete the expense details form. After you click the Save button, the expense is displayed in the Expenses section.

 

Follow the steps below to completing interview activities.

Steps

1. For the applicant you want to interview, select Add Activity to request an interview. Select Request an Interview. The following Interview Action Workflow page displays.

 

2. The Interview team that you previously added to the requisition appears in this section. You may add additional interviewers in this section. When the interview request is complete, click the Save button.

 

3. You schedule an interview by selecting Schedule in the Action column. You enter all necessary information and then click the Schedule button.

 

4. Once an interview is scheduled, it displays on your Interview Planner. To view your Interview Planner, select View Interview Planner or click on the Interview Planner icon. A new browser window opens that displays your Interview Planner.

 

5. If you want to reschedule an interview, select Reschedule in the Action column next to the interview you would like to reschedule.

 

6. After interviewing all your applicants, complete a Summary Selection form for the applicant you chose to hire. This form is used to support your selection of the applicant. This is a required activity that you must complete. You follow the Add Activity process previously described in the Requisition Profile section to generate a Selection Summary form. Once you complete the process, the Selection Summary screen displays.

 

7. Complete the Selection Summary form and then click the Save button.

 

8. You can document all expenses that you incurred for a requisition. To track the expenses for your requisitions, view your requisitions under My Requisitions on the Workbench page. Select the Requisition Title to view the profile. Scroll down the profile to the Expenses section. Select Add Expenses and complete the expense details form. After you click the Save button, the expense is displayed in the Expenses section.

 

Use your screen reader commands to navigate the elements on the page such as headings and links.

When you are ready to extend an offer to the applicant, select Add Activity from the Applicant’s Tab in the Requisition Profile and initiates the appropriate activity.

Helpful Hint: A hiring manager cannot offer an external candidate more than the maximum salary reflected on the requisition. When offering internal employees a promotion, the 7% rule applies. For lateral transfers between HHS agencies, the HR policy regarding salary determination applies.

The following is the Offer Workflow:

• Manager initiates the offer approval process
• Service Center receives offer approval form
• Service Center reviews offer approval form
• Service Center routes offer approval form to the manager’s manager
• Manager’s manager receives offer approval form
• Department Head (Manager ID) receives offer approval form
• Manager is notified if the offer is approved/not approved
• Manager makes a verbal offer to the applicant if the offer is approved
• Manager sends the applicant an offer confirmation letter

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Follow the steps below to compete the offer workflow process.

Steps

1. To move an applicant through the stages of the applicant process, you add an activity and track the results of that activity. In the eighth stage of the applicant process, you make an offer to an applicant. This is a required activity that you must complete. For the applicant you want to make an offer, select Add Activity to generate an offer approval form. The following Generate an Offer for Approval page displays.

    

   Helpful Hints:

   • Base Salary (Monthly Amount) pay components are entered on the offer page.
   • Review the Onboarding User Guide regarding Shift Differential Percentage.
   • You are required to enter the monthly compensation on the offer page, even if your requisition was posted as Hourly. The edit checks on the offer page test against the min and max for the monthly salary compensation. If you need to submit an offer outside of the range please contact your HR Professional. The compensation you submit on this form is exactly what the applicant will get paid.

    

2. Once the offer goes through the approval process and the applicant accepts your verbal offer, you can send an offer confirmation letter to the applicant. You select Add Activity to generate an offer confirmation letter. Once you complete the process, the Action Workflow page displays.

 

3. Once an applicant has accepted your offer, you must change the applicant’s status in the Applicant Tab. You follow the Add Activity process previously described in the Requisition Profile section and select the Hired/Accepted option from the drop down menu. Once you complete the process, the Applicant Start Information page displays.

 

4. Complete the Applicant Start Information and then click the Save button. The applicant’s start information appears in the Upcoming New Hires section in the Workbench page.

 

5. Before the applicant reports to work you must change the applicant’s status to Ready To Hire in the Applicant Tab on the Requisition Profile.

 

6. If the applicant does not show up on the first day, you must change the applicant’s status to No Show in the Applicant Tab on the Requisition Profile.

 

Follow the steps below to compete the offer workflow process.

Steps

1. To move an applicant through the stages of the applicant process, you add an activity and track the results of that activity. In the eighth stage of the applicant process, you make an offer to an applicant. This is a required activity that you must complete. For the applicant you want to make an offer, select Add Activity to generate an offer approval form. The following Generate an Offer for Approval page displays.

    

   Helpful Hints:

   • Base Salary (Monthly Amount) pay components are entered on the offer page.
   • Review the Onboarding User Guide regarding Shift Differential Percentage.
   • You are required to enter the monthly compensation on the offer page, even if your requisition was posted as Hourly. The edit checks on the offer page test against the min and max for the monthly salary compensation. If you need to submit an offer outside of the range please contact your HR Professional. The compensation you submit on this form is exactly what the applicant will get paid.

    

2. Once the offer goes through the approval process and the applicant accepts your verbal offer, you can send an offer confirmation letter to the applicant. You select Add Activity to generate an offer confirmation letter. Once you complete the process, the Action Workflow page displays.

 

3. Once an applicant has accepted your offer, you must change the applicant’s status in the Applicant Tab. You follow the Add Activity process previously described in the Requisition Profile section and select the Hired/Accepted option from the drop down menu. Once you complete the process, the Applicant Start Information page displays.

 

4. Complete the Applicant Start Information and then click the Save button. The applicant’s start information appears in the Upcoming New Hires section in the Workbench page.

 

5. Before the applicant reports to work you must change the applicant’s status to Ready To Hire in the Applicant Tab on the Requisition Profile.

 

6. If the applicant does not show up on the first day, you must change the applicant’s status to No Show in the Applicant Tab on the Requisition Profile.

 

Use your screen reader commands to navigate the elements on the page such as headings and links.

You can view all your recruiters on the Recruiter List page.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Follow the steps below to view the recruiter list.

Steps

1. Click the Recruiter List Tab and select a recruiter name from the list.

 

2. When you select a Recruiter’s Name, your default email application opens and a new email with the To field completed appears.

 

Follow the steps below to view the recruiter list.

Steps

1. Click the Recruiter List Tab and select a recruiter name from the list.

 

2. When you select a Recruiter’s Name, your default email application opens and a new email with the To field completed appears.

 

Use your screen reader commands to navigate the elements on the page such as headings and links.

The Report page provides a number of reports that you can generate. A brief description is provided next to each report to help you select the appropriate report.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Follow the steps below to use the Hiring Center reports.

Steps

1. Click the Reports tab from the Global Navigation bar. The list of available reports displays.

    

   Helpful Hint: By clicking on the title of any report listed, the report opens in a separate window. You must first enter the filter criteria on the top of the page. You can create a report that only includes information about a specific agency, department, manager or recruiter. You can also specify a time frame. After you have entered all of your filter criteria, select the Filter button to run the report. Once the report is run, you can filter the report results by selecting the column headers (e.g. Created, Created By, Activity, Requisition (ID), Department (on Req), Manager (on Req).

    

2. A Reports Toolbar is located in the upper right corner of each report. Refer to the following table for a description of each button.

 

• Button: Export to Excel
• Description: Exports the current report to Excel. You can save the data on your computer and manipulate it.

 

• Button: Bar Graph
• Description: Converts report data into a bar graph. The bar graph opens in a new window.

 

• Button: Pie Chart
• Description: Converts report data into a pie chart. The pie chart opens in a new window.

 

• Button: Print
• Description: Prints the current report.

 

• Button: Information
• Description: Displays the title and description of the report you selected in a new window.

 

• Button: Filter
  • Description: Creates a report that displays the filter criteria you selected.

   

Follow the steps below to use the Hiring Center reports.

Steps

1. Click the Reports tab from the Global Navigation bar. The list of available reports displays.

 

Helpful Hint: By clicking on the title of any report listed, the report opens in a separate window. You must first enter the filter criteria on the top of the page. You can create a report that only includes information about a specific agency, department, manager or recruiter. You can also specify a time frame. After you have entered all of your filter criteria, select the Filter button to run the report. Once the report is run, you can filter the report results by selecting the column headers (e.g. Created, Created By, Activity, Requisition (ID), Department (on Req), Manager (on Req).

 

2. A Reports Toolbar is located in the upper right corner of each report. Refer to the following table for a description of each button.

    

   • Button: Export to Excel
     • Description: Exports the current report to Excel. You can save the data on your computer and manipulate it.

      

   • Button: Bar Graph
     • Description: Converts report data into a bar graph. The bar graph opens in a new window.

      

   • Button: Pie Chart
     • Description: Converts report data into a pie chart. The pie chart opens in a new window.

      

   • Button: Print
     • Description: Prints the current report.

      

   • Button: Information
     • Description: Displays the title and description of the report you selected in a new window.

      

   • Button: Filter
     • Description: Creates a report that displays the filter criteria you selected.

      

Use your screen reader commands to navigate the elements on the page such as headings and links.

The Hiring Center Help provides links to a series of available help resources.

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

• Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
• Screen Samples include detailed screen shots to help complete the transaction.

Follow the steps below to access the Hiring Center Help.

Steps

1. You access all help material by clicking Help on the Global Navigation bar. A new browser window opens and you can search the index for the topic area that you need to review.

Follow the steps below to access the Hiring Center Help.

Steps

1. You access all help material by clicking Help on the Global Navigation bar. A new browser window opens and you can search the index for the topic area that you need to review.

 

Service Center Information:

• The Service Center operates between 7:00 a.m. and 7:00 p.m. Central Time, Monday through Friday. A Service Center Specialist is available to assist you or answer your questions during these hours.

 

• You may contact the Service Center at 1-888-TX-HHS-HR (1-888-894-4747), or TDD/TTY for the Hearing Impaired 1-866-839-2747.

 

• You may email your questions directly to the Service Center by selecting Ask Service Center on the CAPPS home page (must be logged in) using the online form to enter and submit your questions.