hrd Session 4: Filtering, Notifications, Scheduling Neogov HR Professionals human resources division for

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1 Neogov for HR Professionals Session 4: Filtering, Notifications, Scheduling hrd human resources division D EPARTMENT OF E XECUTIVE S ERVICES H UMAN R ESOURCES D IVISION R EVISED: 6/17/08

2 TABLE OF CONTENTS Reminders... 1 Session 4 Agenda... 2 Setting Up Evaluation Steps...3 What Are Evaluation Steps?... 3 Types of Evaluation Steps... 3 Setting Up Evaluation Steps... 4 The Select Action Menu... 6 The Select Candidate(s) Menu... 7 Applicant Status (Disposition)... 8 What is an Applicant s Disposition?... 8 Changing The Disposition... 8 Filtering Applicants on Evaluation Steps... 9 The Advanced Filter Screen... 9 Filter Groups Filtering Applicants in an Evaluation Step Advancing Applicants to the Next Evaluation Step Advancing Applicants to the Next Step Scheduling Applicants for Exams Enabling Exam Scheduling Through the Evaluation Step Creating a Performance Exam Schedule Creating an Oral Exam (Interview) Schedule Manually Scheduling Applicants Notifying Applicants Sending Notifications Sending Paper Notifications... 18

3 Reminders Most of Neogov s features and functions are easy to use, but there are a few items you should remember while working with the system. Navigating through Neogov Don t use the browser s back button to navigate. Use the menus and links. Notices If you need a new notice template, or if you need an existing one edited, please contact one of HRD s Neogov administrators. Do not edit or add a template. Help or Technical Assistance Please contact one of HRD s Neogov administrators if you have a question about Neogov s features or functionality or if you encounter a technical problem. The administrator should be able to answer your question or resolve the problem. If not, they ll contact Neogov. Please do not contact Neogov directly. Neogov Insight Training Manual Session 4 1

4 Session 4 Agenda Session 4 training will focus on: Setting up evaluation steps (**may have been covered in Session 3) Changing applicant disposition (status) Understanding the purpose and use of Neogov s filtering and autoscoring tools Using Neogov s filtering tools Creating eligibility lists Neogov Insight Training Manual Session 4 2

5 Setting Up Evaluation Steps This information may have been covered in Session 3. W HAT A RE E VALUATION S TEPS? Evaluation steps are the phases at which you will be evaluating applicants. You will set up evaluation steps for each step in the evaluation and review process. Evaluation steps may vary by job posting, depending on the complexity of the items you are evaluating and the number of applications you received. Typical evaluation steps are reviewing for minimum qualifications, banding for competitive and/or most competitive, review by subject matter experts, scheduling performance/written tests, and scheduling interviews. For Neogov to track applicant information for EEO purposes, you must remember to include steps to: Screen for minimum qualifications (MQs) Designate employees selected for interviews T YPES OF E VALUATION S TEPS Neogov provides several types of evaluation steps: Supplemental Questionnaire (Used with automatic scoring plans) Used when evaluating supplemental question answers on a pass/fail basis or to use supplemental question automatic scoring o o Pass/Fail Applicants are marked as either passed or failed based on their supplemental question answers Scored Applicants are evaluated and given an automatic score based on their supplemental question answers as they are scored using the defined scoring plan Training and Experience Much like the Supplemental Questionnaire step, the Training and Experience evaluation step is used when evaluating supplemental question answers on a pass/fail basis or scored, but the applicant scores to their answers are entered manually. This step can also be used to evaluate the entire application, not just the supplemental questions. o o Pass/Fail Applicants are marked as either passed or failed based on their supplemental question answers Scored Applicant scores are manually input based on their supplemental question answers. Refer to the Scoring Plan section of the user s guide for more information on this feature. NOT USED Written Exam Used to schedule multiple people to show up at one time in the same location and attain one score for the step o o Pass/Fail After completing the exam, if you are not tracking the scores, you can mark the applicant as passed or failed on the step Scored Either manually or automatically capture the applicant exam score Performance Exam Triggers a scheduling feature. Used to schedule multiple applicants to show up at one time in the same location and attain either one or multiple rater scores for the step (scheduled like a written exam but scored like an oral board) o o Pass/Fail After completing the performance exam, if you are not tracking the scores, you can mark the applicant as passed or failed on the step Scored Manually capture the applicant test score and track the results of one or more raters Neogov Insight Training Manual Session 4 3

6 Oral Exam Triggers a scheduling feature. Used to schedule multiple applicants one after another and attain either one or multiple rater scored for the oral exam o o Pass/Fail After completing the oral exam, if you are not tracking the scores, you can mark the applicant as passed or failed on the step Scored Manually capture the applicant oral exam score and track the results of one or more raters Other Identical functionality as the Training and Experience step S ETTING U P E VALUATION S TEPS Evaluation steps are the stages at which you screen out applicants. Typical evaluation steps include minimum experience, required qualifications, supplemental questionnaire, technical test, and interview. 1. In My HR, click the exam number in the requisition s Exam column to return to the Exam Plan Detail screen. 2. Go the Evaluation Steps section. Step 1 Application Received is automatically created by Neogov. 3. Click Add Step. 4. Select whether the step is a supplemental questionnaire, training and experience, written exam, performance exam, oral exam, or another type. If you are autoscoring a step, you must select supplemental questionnaire. You can use the SQ type only once when autoscoring. 5. If you d like to use a unique identifier for the step, type the identifier in the Step Name field (if you don t enter a name, the step type will default as the name). For example, the King County Sheriff s is required to ask specific questions of all applicants. These questions are part of a self-screening process, so instead of supplemental questionnaire, KCSO may name this step Self Screening Background Questionnaire. Neogov Insight Training Manual Session 4 4

7 6. Applicants can view their application status through their governmentjobs.com account. Governmentjobs.com will automatically update this status with the step name, but because we would like to keep our applicants up-to-date on the status of their application, enter the status in the Display Candidate Status As field. For example, if your step name is Min Quals, you may want to enter Screening for minimum qualifications in the status field. You ll need to keep this field updated. When you ve moved people to the next step and you are no longer actively considering any of the applicants at the step, change the status. In the example above, you may want to enter No match with minimum qualifications. This will let the applicants know that their application is no longer being evaluated. 7. Select whether the step is evaluated on a scored or pass/fail basis. 8. Enter comments as necessary. 9. Click the Save button. If you indicated that the step is scored, complete these additional fields: Final Score Weight Weight of this evaluation step as it relates to the applicant s weighted final score Round Score When calculating and displaying the applicant s score for this step, is the score rounded Calculate Final Score Based on Rescaled Score Rescale the applicant s score according to the following criteria Cut-off raw score Max raw score Rescale cut-off raw score to Percentage Score The applicant s score is calculated based on the number of points they achieve towards the highest number of points attainable at the step Max Raw Score The maximum number of points the applicant could receive at this step (if the applicant were to receive the highest possible points on each question, they would get this score) Passing Score Percentage The percentage of points the applicant must receive in order to pass this step Note: The max raw score and passing score percentage are only placeholders and can be modified later when evaluating adverse impact and adjusting pass point settings 10. Click the Save button. 11. Add other steps as necessary. Neogov Insight Training Manual Session 4 5

8 The Select Action Menu The Select Action menu is available on the exam plan when viewing applicants by step. This menu is the key to working with your applicants. A few notes: When you select an action, you will also need to use the Select Candidate(s) menu to identify which applicants you want to act on see the next section for more information Some of the options are tied to a specific type of evaluation step Menu Option Notify Mail Merge & Mailing Labels Advance to Next Step Revert to Previous Step Change Disposition SME Review Archive Advanced Filter Filter Go To: Description Send notices to applicants who asked to receive notifications by (these applicants will have a dot in the Notify column) a shortcut for selecting applicants requesting notification is to select Notification Pref in the Select Candidate(s) menu Create Microsoft Word notices to applicants who asked to receive notifications by paper (these applicants will not have a dot in the Notify column) a shortcut for selecting applicants requesting paper notification is to select Paper Notification Pref in the Select Candidate(s) menu Move applicants with a disposition of Pass to the next evaluation step Move applicants from the current evaluation step to the previous step Change applicants status see the Applicant Status (Disposition) section for more information Send applicants to a subject matter expert (SME) for review Remove applicants from the evaluation process and archive their applications Use the advanced filter to search for applicants who meet specific criteria Rarely used the basic filter provides limited ability to search for applicants based on status, date, and simple text Move applicants directly to another step, regardless of their current disposition to use this feature, edit the step you are moving applicants to and remove any prerequisite steps Schedule for Oral Exam Schedule for Performance Exam Schedule for Written Exam Place on Eligible List For evaluation steps with a type of Oral Exam, assign applicants to specific exam time slots you must first set up the time slots and other information through the Tests > Oral Exams menu For evaluation steps with a type of Performance Exam, assign applicants to specific exam time slots you must first set up the time slots and other information through the Tests > Performance Exams menu Rarely used - For evaluation steps with a type of Written Exam, assign applicants to specific exam time slots you must first set up a written exam type, then add the exam date This option is available only in the last evaluation step place applicants on this exam plan s eligible list, where they can be referred to a hiring manager and hired Neogov Insight Training Manual Session 4 6

9 The Select Candidate(s) Menu You can use the Select Candidate(s) menu to very specifically identify the applicants you are taking action on. Menu Option All Passing Failing Selected Notice Sent Notice Not Sent Scheduled Not Scheduled Responded Not Responded N/A Notification Pref Paper Notification Pref When selected, take action on All applicants in the evaluation step Only those applicants who currently have Pass in the Disposition column Only those applicants who currently have Fail in the Disposition column Only those applicants whose checkbox next to their name is marked Only those applicants who have already received a notice at this evaluation step the Notices column will display a View link Only those applicants who have not received a notice at this evaluation step the Notices column will display N/A Only those applicants who are already scheduled for an exam in this evaluation step the Disposition column will display N/A Scheduled and the date, time, and location of the exam Only those applicants who have not been scheduled for an exam in this evaluation step the Disposition column will display N/A Not used Not used Only those applicants who currently have N/A in the Disposition column Only those applicants who have a dot in the Notify column Only those applicants who do not have a dot in the Notify column Neogov Insight Training Manual Session 4 7

10 Applicant Status (Disposition) W HAT IS AN A PPLICANT S D ISPOSITION? In Neogov, an applicant s disposition is his/her status at the current evaluation step. The options available will depend on whether the evaluation step is set to scored or pass/fail: Scored For scored evaluation steps, you are prompted to enter the applicant s score. You can also select a reject reason for applicants whose scores fall below the passing score percentage. Pass/Fail For pass/fail evaluation steps, your options are to pass the applicant, fail the applicant and indicate a reject reason, or to give the applicant a status of other (sort of like a pending or hold status). You can change applicant dispositions in bulk (for example, all applicants or applicants with a certain status) or you can change the disposition of one applicant at a time. C HANGING THE D ISPOSITION 1. In My HR, click the exam number in the requisition s Exam column to return to the Exam Plan Detail screen. If the exam plan is not assigned to you, access it by selecting CandidateTrack > Exam Plan, then selecting the appropriate exam plan. 2. Click the View Applicants by Step link. 3. In the appropriate step, select Change Disposition from the Select Action menu. 4. Select the appropriate applicants from the Select Candidate(s) menu. 5. Click the Go button. 6. Enter the applicants dispositions. Depending on whether the step is set for pass/fail or scored, you may need to either pass/fail all applicants or add scores for individual applicants. If failing applicants, select a reason the applicants are being rejected. 7. Click the Save button. Neogov Insight Training Manual Session 4 8

11 Filtering Applicants on Evaluation Steps T HE A DVANCED F ILTER S CREEN Neogov s advanced filter is your secret weapon for quickly identifying applicants who meet specific criteria. Typically, you will use answers to supplemental questions to filter for minimum qualifications. You can also start banding applicants based on highly desirable qualifications or skills that competitive or most competitive applicants would have. Strong and effective supplemental questions are key to successful filtering. Your filter is only as good as the questions you ask and the answers provided by applicants. For auditing purposes, save your filters. Let s take a closer look at the advanced filter screen This is what you will see when you create a new filter. You ll use this section to name the filter and to add groups of filter criteria. Basic Criteria not typically used This section lists information from the governmentjobs.com default application that you can filter. Agency-Wide Question Criteria This section lists information from the agency-wide questions (applicant data sheet) that you can filter. Because most of these questions are confidential, we don t typically use this section. If it s helpful, you can screen for current employees or union members. Job-Specific Question Criteria This section lists the supplemental questions for this exam plan, and is where you will do most (if not all) of your filtering. Note that filtering on answers to the SQs is a two-step process. First, you identify which answers you are filtering for, then you identify which group these answers belong to. As you add groups or answers to groups, you will need to update your filter. When you are finished adding criteria, click the Apply and Save Filter button to save the filter. If you are taking a quick look at your applicants, you can click the Apply Filter button. Neogov Insight Training Manual Session 4 9

12 F ILTER G ROUPS So how does filtering work? Neogov uses filter groups to identify the criteria for which you are screening. 1. You create groups and indicate whether applicants need to have every answer in the group (an AND group type) or whether they need one answer in the group (an OR group type) 2. You add answers to the appropriate groups. A filter group is a way to grouping individual answers that share the same AND/OR criteria. You can have as many groups as you need. New groups are added in the field just below the Filter Name. This field translates as I want to add a new group. Inside the group, I want to use either AND or OR. Then I want to link it to the previous group using AND or OR. Every time you add a group, scroll down and click the Update Filter button. This will create the group and allow you to add questions to it. Once the group is created, you can mark the appropriate checkboxes and select the correct group from the Add to Group field. Here s the key to creating groups: If you are filtering on a radio button question (a question for which applicants can select only one option), the group type is OR. If you are filtering on a checkbox question (a question for which applicants can check all that apply ), the group type is AND. Usually, you will use AND to link groups together. As you add groups, the top of the filter screen will display a diagram of the filter which depicts the filter groups, criteria within each group, and how each group is joined to its adjacent group. Neogov Insight Training Manual Session 4 10

13 Once you have your groups set up, read through the groups to make sure everything is linked up correctly. Let s see how this works. Reading through the filter, we see that Applicants must have a Bachelor s degree in Accounting OR Finance OR Business Administration (group 1) AND (drop-down between groups 1 and 2) Applicants must have 3 to 4 years or experience OR 5 to 9 years of experience OR 10 years of experience or more (group 2) AND (drop-down between groups 2 and 3) Applicants must have payroll accounting and tax processing experience in an organization of 5,000 to 6,000 employees OR 7,000 to 9,000 employees OR 10,000-14,000 employees OR more than 15,000 employees AND (drop-down between groups 3 and 4) They must have experience in preparation, reconciliation, and production of W-2 forms AND experience balancing quarterly payroll prior to creating 941 forms AND experience balancing quarterly payroll prior to creating W-2s AND all the other options listed in group 4. Neogov Insight Training Manual Session 4 11

14 F ILTERING A PPLICANTS IN AN E VALUATION S TEP 1. In My HR, click the exam number in the requisition s Exam column to return to the Exam Plan Detail screen. If the exam plan is not assigned to you, access it by selecting CandidateTrack > Exam Plan, then selecting the appropriate exam plan. 2. Click the View Applicants by Step link. 3. In the appropriate step, select Advanced Filter from the Select Action menu. 4. Select the appropriate applicants from the Select Candidate(s) menu. 5. Click the Go button. 6. Either create a new filter or select an existing filter. If you have already created and saved one or more filters, they will appear in a drop-down box on the Filter Applicants page, with selections in the drop-down appearing in red if those filters were created from an exam plan other than the one with which you are currently working, and selections appear in black if those filters were created from the exam plan that you are currently in. Selections in black appear before selections in red, and are sub-sorted alphabetically. 7. The Applicant Step Filter screen displays. To link the filter to the exam plan and make it easier to find the filter in the future, enter a name for the filter using this formula: Exam Plan Number and evaluation step name (this information is listed near the top of the filter screen). In the example below, the exam plan is and the evaluation step is Minimum Qualifications. So the filter name is Minimum Qualifications. 8. Enter the desired criteria and indicate the filter group that the criteria should be assigned to in the 'Add to Group' drop down list. Neogov Insight Training Manual Session 4 12

15 9. To add another filter group, in the 'Add Group' section, specify the applicable AND/OR operator in the Group Type field and indicate the appropriate AND/OR operator to use to join the new group to the previous group. 10. Click the Apply and Save Filter button. Saved filters are listed in the exam plan s Advanced Filters section. The only time you should use Apply Filter is if you are using the filter to take a quick look at the applicants. This will apply but NOT save the filter. 11. Neogov displays the applicants that meet the criteria you selected. 12. Change the applicants disposition if necessary, then unfilter to view all applicants in the step. Neogov Insight Training Manual Session 4 13

16 Advancing Applicants to the Next Evaluation Step You can advance applicants with a status/disposition of Passing to the next evaluation step. A DVANCING A PPLICANTS TO THE N EXT S TEP 1. In My HR, click the exam number in the requisition s Exam column to return to the Exam Plan Detail screen. If the exam plan is not assigned to you, access it by selecting CandidateTrack > Exam Plan, then selecting the appropriate exam plan. 2. Click the View Applicants by Step link. 3. In the appropriate step, select Change Disposition from the Select Action menu. 4. Select the appropriate applicants from the Select Candidate(s) menu. Even if you select applicants with a disposition other than Passing, only those with a Passing status will move to the next step. 5. Click the Go button. Neogov Insight Training Manual Session 4 14

17 Scheduling Applicants for Exams You can schedule applicants for performance or oral exams or allow applicants to schedule themselves. Enabling the scheduling feature involves: Creating a performance or oral exam evaluation step of the exam plan. We are not currently using the Written Exam step type. Creating an exam schedule (depending on how you formatted the evaluation step, Tests > Performance Exams or Tests > Oral Exams). Advancing candidates to the exam evaluation step of the exam plan. Enabling the self-scheduling feature for oral exams involves: Turning on self-scheduling on the oral exam evaluation step. Notifying applicants of the process for scheduling themselves for an exam (a notification template is available). To schedule the interview, applicants log into their governmentjobs.com account and click the Application Status link near the top of the screen. They click the Schedule Exam link, then select and submit an exam time. Until the exam date has passed or you turn off the self-schedule feature, applicants can change their exam time to any available time slot. Once applicants select an interview time, you will see the scheduled time in the View Applicants by Step page. You can print a roster from the exam schedule you created at Tests > Performance Exams or Tests > Oral Exams. E NABLING E XAM S CHEDULING T HROUGH THE E VALUATION S TEP 1. In My HR, click the exam number in the requisition s Exam column to return to the Exam Plan Detail screen. If the exam plan is not assigned to you, access it by selecting CandidateTrack > Exam Plan, then selecting the appropriate exam plan. 2. Create an exam evaluation step with a step type of Performance Exam or Oral Exam. We are not currently using the Written Exam step type. Neogov Insight Training Manual Session 4 15

18 3. Fill in the information about the evaluation step. 4. If you will be entering scores from the exam, select yourself as the rater. If your name does not appear in the list, contact an HRD system administrator or add your name to the list of raters at Tests > Raters and Proctors. 5. Click the Save button. 6. To allow applicants to self-schedule an oral exam, edit the step and mark the Allow candidate selfschedule checkbox. C REATING A P ERFORMANCE E XAM S CHEDULE Before you can create a schedule for your exam, make sure that you set up an evaluation step of Performance Exam. 1. Select Tests > Performance Exam. 2. Locate your exam plan in the list and click the View Dates link. 3. Click the Add New link above the Performance Exam Date table header. 4. Select an exam location from the list. If the location you need is not listed, contact an HRD system administrator. Please do not add the location through Tests > Test Locations. Locations must be set up correctly to be used in and print notifications. 5. Select the date of the exam. If you are conducting the exam on more than one date or during more than one time period, set up each instance separately. 6. Select a start time. 7. Select the length of time (duration) the exam will last. 8. Enter the maximum number of people the room can hold (the room s capacity). Typically, this is the same number as the maximum number of applicants that can take the exam at one time. 9. Enter the maximum number of applicants for this exam day and time. 10. If necessary, enter special instructions about room setup, etc. These instructions will display on the roster. Neogov Insight Training Manual Session 4 16

19 C REATING AN O RAL E XAM (INTERVIEW) S CHEDULE Before you can create a schedule for your exam, make sure that you set up an evaluation step of Oral Exam. 1. Select Tests > Oral Exam. 2. Locate your exam plan in the list and click the View Dates link. 3. Click the Add New link above the Oral Exam Date table header. 4. Select an exam location from the list. If the location you need is not listed, contact an HRD system administrator. Please do not add the location through Tests > Test Locations. Locations must be set up correctly to be used in and print notifications. 5. Select the date of the exam. If you are interviewing on more than one date, set up each date separately. 6. Select a start time and end time. 7. Select the length of time (duration) each interview will last. 8. Select the time between interviews. 9. In the intermission section, indicate whether you will have morning/afternoon breaks, a lunch break, and/or a wrap-up session. 10. Click the Save button. Once you schedule applicants or once they have scheduled themselves you can view a roster by clicking the Candidate Schedule link on the exam schedule page. Click the Download Schedule link to open or save a Word version of the roster. M ANUALLY S CHEDULING A PPLICANTS After you ve moved applicants into either a Performance Exam or Oral Exam step AND after you have set up the exam times, you can manually schedule time slots for the applicants to complete the exam. 1. View applicants by step. 2. In the exam step, indicate the applicants you want to schedule by marking the checkbox next to their name. If you are scheduling all applicants or if you are scheduling them based on their current disposition, do not mark the checkbox. 3. In the Select Action menu, select Schedule for Oral Exam or Schedule for Performance Exam. 4. In the Select Candidate(s) menu, select the appropriate type. 5. Click the Go button. 6. Neogov automatically schedules applicants for available time slots. If you need to change the times and all the time slots are taken, you may need to select unscheduled from the exam date/location list to free up a slot before rescheduling. Neogov Insight Training Manual Session 4 17

20 Notifying Applicants Neogov provides and paper notification options. We have built many notification templates for your use. If you need additional templates, contact one of the HRD system administrators. Please do not edit existing templates or add new templates. You can view the current notification templates by selecting CandidateTrack > Notice Templates. S ENDING N OTIFICATIONS 1. In My HR, click the exam number in the requisition s Exam column to return to the Exam Plan Detail screen. If the exam plan is not assigned to you, access it by selecting CandidateTrack > Exam Plan, then selecting the appropriate exam plan. 2. Click the View Applicants by Step link. 3. In the appropriate step, select Notify from the Select Action menu. 4. Select the appropriate applicants from the Select Candidate(s) menu. 5. Select the appropriate template from the Template menu. If a template has already been selected and you do not have any options, the applicants you selected have a disposition of failed and a specific rejection reason. The template selected has the same rejection reason applied to it. To fix this problem, contact one of the HRD system administrators. 6. Click the Generate Notices button. 7. Review the notices. If they re correct, click the Send button. S ENDING P APER N OTIFICATIONS 1. In My HR, click the exam number in the requisition s Exam column to return to the Exam Plan Detail screen. If the exam plan is not assigned to you, access it by selecting CandidateTrack > Exam Plan, then selecting the appropriate exam plan. 2. Click the View Applicants by Step link. 3. In the appropriate step, select Mail Merge & Mailing Labels from the Select Action menu. 4. Select the appropriate applicants from the Select Candidate(s) menu. 5. Select the appropriate template from the Template menu. If a template has already been selected and you do not have any options, the applicants you selected have a disposition of failed and a specific rejection reason. The template selected has the same rejection reason applied to it. To fix this problem, contact one of the HRD system administrators. 6. Click the Generate Notices button. 7. Open and save the Word document and labels. Neogov Insight Training Manual Session 4 18