TRAINING WORKBOOK SCT Banner 6.x Human Resources Recruitment and Application Tracking
Confidential Business Information This documentation is proprietary information of SCT and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SCT. Prepared For: Release 6.x Prepared By: SCT Issued: April 2003 4 Country View Road Malvern, Pennsylvania 19355 United States of America 1992-1995, 1997, 1999-2002, 2003, Systems & Computer Technology Corporation. All rights reserved. The unauthorized possession, use, reproduction, distribution, display, or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SCT is not rendering legal, accounting, or other similar professional services. SCT makes no claims that an institution s use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. SCT, the SCT logo, Banner and the Banner logo are trademarks of SCT. Third-party hardware and software product names and trademarks are owned by their respective third-party owners/providers, and SCT makes no claim to such names or trademarks.
Section A: Introduction Overview Workbook goal Intended audience Client responsibility In this section The goal of this workbook is to provide you with the knowledge and practice to accurately create and maintain records on job applicants and positions at your institution. The workbook is divided into three sections: Introduction Set-up Day-to-day operations Human Resources Office Administrators and Staff You must complete several tasks before the instructor arrives at the site to conduct the course. The instructor will assign tasks to define elements within Banner in order to complete this workbook topic. If you are unable to complete these tasks before the course is scheduled, please contact your account manager for assistance. These topics are covered in this section. Topic Page Process Introduction A-2 Page A-1
Process Introduction Introduction The SCT Banner applicant process uses several user-defined codes that are necessary when entering an applicant into the system. Once these codes are created, they are used throughout the Banner HR system as the applicants are processed. Flow diagram Legend = Employee This diagram highlights the processes used to process applicants within the overall Human Resources process. You are here! 1 2 3 4 5 $ $ = Finance Office = Human Resource Office $ Open position created and budgeted $ Applicant information is reviewed and interviews are held Employee is hired Employment record is created and maintained for employee Employee benefit information is established 10 9 8 7 6 Employee safety incident is recorded, if necessary Employee labor union information is maintained, if required Change to employee job records are electronically approved Payroll is processed for the employee Employee records hours worked 11 12 13 Employee reviews personal information Faculty information is maintained Tax process is administered for employees About the process Rule and validation forms are set up on the Banner system. Unless a new code is required, this step is only performed once. Applicants are entered into the Banner system. Applicants are tracked. Applicants are matched to positions. Page A-2
Section B: Set Up Overview Purpose Intended audience Objectives Prerequisites The purpose of this section is to outline the set-up process and detail the procedures to set-up your Banner system to create and maintain records on job applicants and positions at your institution. Human Resources Office Administrators At the end of this section, you will be able to create the rules and set parameters used to process applicant data. To complete this section, you should have completed the SCT Banner Education Practices computer-based training (CBT) tutorial Banner 6.x Fundamentals: Navigation and Forms, or have equivalent experience navigating in the SCT Banner System. completed the Human Resources Overview training workbook. administrative rights to create the rules and set the validation codes in Banner. In this section These topics are covered in this section. Topic Page Rule and Validation Forms that Control Applicant B-2 Processing Entering Data into a Validation Form B-4 Entering Data into a Rule Form B-5 Review Required Values for Validation Forms B-6 Page B-1
Rules and Validation Forms That Control Applicant Processing Introduction Types of rule and validation forms needed Before Banner can process applicants in the system, there are several codes and rules that need to be set or created. These forms are used to set the rules and parameters in Banner for recording and tracking applicants. Since each of the forms below are very similar, two examples of steps required to enter data into these forms will be provided in the next lesson. Form Description Banner Name Rule Forms Applicant Status PTRAPPS Certification Code PTRCERT Ethnic Code PTRETHN Exam Code PTREXAM Requisition Status PTRREQS Skill Code PTRSKIL Skill Level PTRSKLV Validation Forms Zip/Postal Code GTVZIPC Applicant Source Code PTVASRC Comment Code PTVCMTY EEO Ethnic Code PTREEOC Publication Code PTVPUBT Address Type Code STVATYP Citizen Type Code STVCITZ County Code STVCNTY Degree Code PTVDEGC Degree Level Code STVDLEV Language Code STVLANG Legacy Code STVLGCY Major/Minor/Concentration Code STVMAJR Medical Equipment Code STVMDEQ General Medical Information GOAMEDI Martial Status Code STVMRTL Nation Code STVNATN Continued on the next page Page B-2
Rules and Validation Forms That Control Applicant Processing, Continued Form Description Port of Entry Code Religion Code Relation Code Source/Background Institution Code State/Province Code Telephone Type Visa Type Code Banner Name STVPENT STVRELG STVRELT STVSBGI STVSTAT STVTELE STVVTYP Page B-3
Entering Data into a Validation Table Validations form example For our example, we ll use the Applicant Source Code Form (PTVASRC) that allows you to define codes to identify where applicants found out about the open position at the institution. How to complete Follow the steps below to complete the form. 1 Access the Applicant Source Code Validation Form (PTVASRC). 2 Perform an Insert Record function. 3 In the Code field, enter a two-character code for the source. 4 In the Description field, enter the description of the source. 5 Click the Save icon. 6 Click the Exit icon. Page B-4
Entering Data into a Rule Form Rule form example For our example, we ll use the Applicant Status Rule Form (PTRAPPS) that allows you to define status codes for applicants. How to complete Follow the steps below to complete the form. 1 Access the Applicant Status Rule Form (PTRAPPS). 2 Perform an Insert Record function. 3 In the Status field, enter a two-position status code. 4 In the Description field, enter the description of the status. 5 In the Applicant Disposition field, click the down arrow to select Hired, No Longer Considered, or Under Consideration. 6 Click the Save icon. 7 Click the Exit icon. Page B-5
Review Required Values for Validation Forms Overview The Human Resources System works in conjunction with other Banner systems. Certain processes in SCT Banner Human Resources are associated with specific values in validation forms. If the forms do not contain these values, processes associated with these forms will not run correctly. You can tailor some of the forms by adding or deleting values, but certain forms must remain as delivered. Validation forms enable you to tailor the Human Resources System to your needs by providing the system with lists of coded values that can be entered at specific prompts. For example, the Major/Minor/Concentration Code Validation Form (STVMAJR) allows you to enter the applicant s major subjects at the institution they attended. When a value is entered in any Major/Minor/Concentration field, the system checks the validation form, verifies the code, and issues an error message, if necessary. Shared validation forms Procedure Some of the validation forms that need to be set-up will be tables that are maintained by other areas of Banner. Validation forms beginning with STV are shared with the SCT Banner Student System. Those beginning with GTV are SCT Banner General System forms. Some of these forms can be viewed but not changed without proper security access. For each validation table listed on the previous pages, access the form and review the information that is presented within the table. There will be instances that the information will need to be tailored to meet the needs of your institution. When this happens, the form can be edited to meet those needs. The following example uses the Major/Minor/Concentration Code Validation Form (STVMAJR). Continued on the next page Page B-6
Review Required Values for Validation Forms, Continued 1 Access the form by entering the form code at the Direct Access prompt. Then press enter. 2 Verify that the information on the form is accurate for your institution. Continued on the next page Page B-7
Review Required Values for Validation Forms, Continued 3 Edit the table (if necessary) IF You have access to the table Then Add/delete information using the add/delete functions. You do not have access to the table 4 Click the Save icon. 5 Click the Exit icon. Contact the person who maintains the table to ask them to add the information that you will need. Page B-8
Section C: Day-to-Day Operations Overview Purpose Intended audience Objectives The purpose of this section is to explain the day-to-day or operational procedures to create and maintain records on job applicants and positions at your institution. Human Resources Office Staff. At the end of this section, you will be able to generate a record for each applicant which contains biographic and demographic information. retrieve applicant records by ID number or by current or previous name. record sources, comments, and interviewer names. record each position for which an individual applies, along with the date and status of the application. create detailed requisitions for vacant positions. obtain a report matching applicants (including current employees who have applied for new positions) to existing vacancies according to specified and weighted qualifications. Prerequisites To complete this section, you should have completed the SCT Banner Education Practices computer-based training (CBT) tutorial Banner 6.x Fundamentals: Navigation and Forms, or have equivalent experience navigating in the SCT Banner System. completed the Human Resources Overview workbook. You will also need to ensure that the rules and validation forms in Banner needed for applicant processing have been set up for you. In this section These topics are covered in this section. Continued on the next page Page C-1
Overview, Continued Topic Page Process Introduction C-3 Creating Requisitions C-4 Creating Applicant Records C-7 Modifying Applicant Records C-11 Tracking Applicants C-12 Tracking Applicants by Requisitions or Positions C-15 Performing Inquiries on Applicants and Requisitions C-17 Matching Applicants to Positions C-21 Self Check C-23 Answer Key C-25 Page C-2
Process Introduction About the process The Human Resource Office can: create a record for each applicant track applicants based on interviews and hiring status match applicants to positions Flow diagram Legend This diagram highlights the processes used to process an applicant in the Banner HR system. 1 2 3 4 5 = Employee = Hiring Dept = Human Resource Office Hiring dept notifies HR of approved position HR creates requisition for position HR creates records for new applicants HR tracks applicants based on resumes and appliations HR matches applicants to position 9 8 7 6 Candidate is offered and accepts position Hiring dept selects a candidate Applicants are interviewed by HR and hiring dept HR forwards applicant information to hiring dept What happens The stages of the process are described in this table. Stage Description Human Resource Office 1 Hiring department notifies Human Resources of approved position. 2 Human Resources creates a requisition for the position. 3 Human Resources creates records for new applicants. 4 Human Resources tracks applicants based on resumes and applications. 5 Human Resources matches applicants to positions. 6 Human Resources forwards applicant information to hiring department. 7 Applicants are interviewed by Human Resources and hiring department. 8 Hiring department selects a candidate. 9 Candidate is offered and accepts position. Page C-3
Creating Requisitions Banner Form The Position Requisition Form (PAAREQU) is used to create position requisitions and capture requisition, approval, and recruiting data for vacant positions. Procedure Follow these steps to complete the process. 1 Access the Position Requisition Form (PAAREQU). 2 In the Requisition Number field, enter a unique number for the requisition or have Banner generate one for you by clicking on the Generate button. Note: You will be working with this requisition number throughout this course, so you might want to write the number down for future reference. 3 Perform a Next Block function. 4 In the Status field, enter the status of the requisition or use the Search button to find it. 5 In the Status Date field, enter the date this status becomes effective. Continued on the next page Page C-4
Creating Requisitions, Continued Options Approver Data 6 In the Number field, enter the number of the position for which you are creating a requisition. Note: The system populates many of the fields on the form. For this exercise, accept the populated values. 7 Click the Save icon. 1 Select Approver Data from the Options menu. 2 In the ID field, enter the user ID of the person who approved this requisition or use the Search button to find it. 3 In the Date field, enter the date this requisition was approved. 4 Click the Save icon. Continued on the next page Page C-5
Creating Requisitions, Continued Options Recruiter Data 1 Select Recruiter Data from the Options menu. 2 In the ID field, enter the user ID of the person responsible for recruiting this requisition or use the Search button to find it. 3 Click the Save icon. 4 Click the Exit icon. Page C-6
Creating Applicant Records Banner Form The Applicant Information Form (PAAAPPL) is used to create records for new applicants and to modify existing applicant records. If a Person record already exists for an applicant, (for example, has applied for a job at your institution before, worked at your institution in the past, been a student, etc.), you don t need to create a new Person record. The steps are included here for you to practice. Procedure Follow these steps to complete the process. 1 Access the Identification Form (PPAIDEN). 2 In the ID field, select the Generate ID function. 3 Perform a Next Block function. 4 In the Last Name field, enter the applicant s last name. 5 In the First Name field, enter the applicant s first name. 6 In the Middle Name field enter the applicants middle name. Continued on the next page Page C-7
Creating Applicant Records, Continued Options - Addresses 7 Optional-In the Prefix field, enter a prefix to the applicant s name. 8 Optional-In the Suffix field, enter a suffix to the applicant s name, if required. 9 Optional-In the Preferred First Name field, enter the applicant s preferred first name, if applicable. 10 Click the Save icon. 1 Select Addresses from the Options menu. 2 Double-click in the Type field and select the appropriate address type. 3 In the Address field, enter the applicant s address. 4 In the City field, enter the applicant s city. 5 In the State field, enter the applicant s abbreviated state code. 6 In the Zip field, enter the applicant s zip code. 7 Optional-Double-click in the Nation field and select the appropriate nation. 8 In the Phone field, enter the applicant s phone number. 9 Double-click in the Source field and select the source of the address information. 10 Click the Save icon. Continued on the next page Page C-8
Creating Applicant Records, Continued Options Telephone Numbers 1 Select the Telephone Numbers from the Options menu. Note: The system displays the Telephone Form (SPATELE). 2 Double-click in the Type field and select the telephone type. 3 In the Area Code field, enter the applicant s area code. 4 In the Phone Number field, enter the applicant s phone number. 5 Click the Save icon. Continued on the next page Page C-9
Creating Applicant Records, Continued Options Email Addresses 1 Select Email Addresses from the Options menu. Note: The system displays the E-mail Address Form (GOAEMAL). 2 Double-click in the E-mail Type field, and select the e-mail type of your applicant. 3 In the E-mail Addr field, enter the applicant s e-mail address. 4 Enter a checkmark in the Preferred box. 5 Click the Save icon. 6 Select the Exit function to exit GOAEMAL. 7 Click the Save icon. 8 Click the Exit icon. Page C-10
Modifying Applicant Records Banner Form Once you ve created an applicant, you can modify their record. Procedure Follow these steps to complete the process. 1 Access the Applicant Information Form (PAAAPPL). 2 In the ID field, enter the ID of your applicant. 3 Perform a Next Block function. 4 In the Requisition Number field, select the Search function to obtain the requisition number. Note: The system populates the rest of the fields in the Vacancy/Posting Information section of the form but these fields can be changed as necessary. 5 Double-click in the Source field and enter the applicant source code to identify how the applicant found out about the open position. 6 In the Desired Salary field, enter the desired annual salary. 7 In the Desired Hourly Rate field, enter the desired hourly rate. Note: You can enter values in one or both of these fields. 8 Click the Save icon. 9 Click the Exit icon. Page C-11
Tracking Applicants Banner Form Once an Applicant record is created, you can use the Applicant Information Form (PAAAPPL) to track a number of activities related to the application, interviewing, and hiring process. Procedure Follow these steps to complete the process. 1 Access the Applicant Information Form (PAAAPPL). 2 In the ID field, enter your applicant s ID number. 3 Perform a Next Block function. Continued on the next page Page C-12
Tracking Applicants, Continued Options Log of Applicant s Status 1 Select Log of Applicant s Status from the Options menu. 2 In the Sequence No field, enter the user-defined sequence number for this status. 3 In the Status field, select the Search button to enter the applicant status code that represents where this applicant is in the process. 4 In the Comment field, enter a free-form comment about the status. 5 Click the Save icon. Note: Once the information is saved, the most current status shows on the main page of the Applicant Information Form (PAAAPPL) under Display of Current Applicant Status. Continued on the next page Page C-13
Tracking Applicants, Continued Options Log of Applicant s Interview As an applicant proceeds through the interview process, details about each interview should be entered on the Applicant Interview Log window of the Applicant Information Form (PAAAPPL). 1 Select Log of Applicant s Interview from the Options menu. 2 If an interview record already exists, perform an Insert Record function. 3 In the Interviewer field, enter the user ID of the interviewer or use the Search button to find it. 4 In the Date field, enter the date of the interview. 5 In the Time field, enter the time of the interview in 24-hour format (HHMM). 6 In the Comment field, enter a free-form text comment about the interview. 7 Click the Save icon. 8 Click the Exit icon. Page C-14
Tracking Applicants by Requisitions or Positions Banner Form The Applicant Entry by Requisition/Position Form (PAAAPOS) is used to display and maintain applicant information by requisition or position. You can specify a requisition or position number in the key block, and the system displays all the applicants for that requisition or position. This allows you to view and work on all the applicants for a specific job opening. Procedure Follow these steps to complete the process. 1 Access the Applicant Entry by Requisition/Position Form (PAAAPOS). 2 If you want to view all of the applicants for a requisition, enter the number of the requisition in the Requisition Number field, or use the Search button to find it. Note: If you have multiple requisitions for the same position number, leave the Requisition Number field blank. This can occur, for example, if you re hiring two bookstore clerks: there will be two requisitions for the same position. You can enter values in either the Requisition Number field or the Position Number field, or in both. You can t leave both fields blank. Continued on the next page Page C-15
Tracking Applicants by Requisitions or Positions, Continued 3 In the Position Number field, enter the number of the requisition or use the Search button to find it. 4 Perform a Next Block function. 5 In the ID field, enter the ID of the applicant. 6 Double-click in the Source field and select the applicant source code. 7 In the Desired Salary field, enter the desired annual salary. 8 In the Desired Hourly Rate field, enter the desired hourly rate. Note: You can enter values in one or both of these fields. 9 Click the Save icon. 10 Click the Exit icon. Page C-16
Performing Inquiries on Applicants and Requisitions Purpose Display jobs applied for Banner Form The Applicant Tracking module provides several forms for performing different types of inquiries. The Applicant List Form (PAIALST) displays all requisitions, positions, and position classifications associated with a specified applicant. The Applicant by Position/Position Class/Requisition Form (PAIPOSN) lists the name and status of each candidate for a specific requisition or position. The Requisition Candidate Form (PAIRCAN) lists all applicants who have applied for an open position. The Position Requisition List Form (PAIREQL) lists all position requisitions on the database in order of requisition number. In the following units, you will learn how to display a list of the jobs that an applicant has applied for. The Applicant List Form (PAIALST) displays all requisitions, positions, and position classifications associated with a specified applicant. Procedure Follow these steps to complete the process. Continued on the next page Page C-17
Performing Inquiries on Applicants and Requisitions, Continued 1 Access the Applicant List Form (PAIALST). 2 In the ID field, enter the ID of the applicant you want to display or use the Search button to find it. 3 Perform a Next Block function. 4 After viewing the data, click the Exit icon. Banner Form The Applicant by Position/Position Class/Requisition Form (PAIPOSN) lists the name and status of each candidate for a specific requisition or position. Procedure Follow these steps to complete the process. Continued on the next page Page C-18
Performing Inquiries on Applicants and Requisitions, Continued 1 Access the Applicant by Position/Position Class/Requisition Form (PAIPOSN). 2 In the Requisition No. field, enter the number of the requisition you want to display or use the Search button to find it. Note: If you have multiple requisitions for the same position number, leave the Requisition Number field blank. This can occur, for example, if you re hiring two bookstore clerks: there will be two requisitions for the same position. You can enter values in either the Requisition Number field or the Position Number field, or in both. You can t leave both fields blank. 3 In the Position Number field, enter the number of the requisition or use the Search button to find it. 4 Perform a Next Block function. 5 After viewing the data, click the Exit icon. Banner Form The Requisition Candidate Form (PAIRCAN) lists all applicants who have applied for an open position. Procedure Follow these steps to complete the process. Continued on the next page Page C-19
Performing Inquiries on Applicants and Requisitions, Continued 1 Access the Requisition Candidate Form (PAIRCAN). 2 In the Position Requisition Number field, enter the number of the requisition you want to display or use the Search button to find it. 3 Perform a Next Block function. 4 After viewing the data, click the Exit icon. Banner Form The Position Requisition List Form (PAIREQL) lists all position requisitions on the database in order of requisition number. Procedure Follow these steps to complete the process. 1 Access the Position Requisition List Form (PAIREQL). 2 After viewing the data, click the Exit icon. Page C-20
Matching Applicants to Positions Match Applicants to Positions Report (PARMAPP) The Match Applicants to Position Report (PARMAPP) matches applicants (including employees who have applied for new positions) to existing vacancies according to qualifications specified and weighted by the requester. It lists all applicants for a position or requisition in descending order of matching skill, education, examination, and certification requirements and provides applicant scores for both required and optional qualifications. A sample of this report is displayed on the next page. Page C-21
PAGE 1 REPORT : PARMAPP SCT University RUN DATE 15-MAR-2002 06:40 AM Match Applicants to Position RUN TIME Position: C10025 Administrative Assis - Math Factor of Importance: Skill: Degree: Exam: Certificate: Scores--------- ----------Required Scores--------- ----------Optional Id Name A/E Final Skill Degree Exam Cert Final Skill Degree Exam Cert 888552222 Snow,Rosemary APP 0 0 0 0 0 0 0 0 0 0 610009110 Carlson,Karl A APP 0 0 0 0 0 0 0 0 0 0 Total Number of Applicants for the Position C10025 Administrative Assis - Math is 2 * * * REPORT CONTROL INFORMATION * * * *NOTE* For all repeating parameters only valid values are inserted in the collector table because wildcards are permitted. Parameter Name Value Source Message Parameter Seq No: 6546 Employee/Applicant A Default Page C-22
Self Check Directions Question 1: day-to-day Use the information you have learned in this workbook to complete this self check activity. If an applicant has never been associated with your institution before, you must generate a Person record using the Position Requisition Form (PAAREQU), before you can create an Applicant Record. True or False Question 2: day-to-day You can enter a value in either the Desired Salary field or the Desired Hourly Rate field, but not both. True or False Question 3: day-to-day Status and Interviews are two kinds of information tracked on the Applicant Information Form (PAAAPL)? True or False Question 4: day-to-day Matching 1. Applicant Entry by Requisition/Position Form (PAAAPOS) 2. Applicant Information Form (PAAAPPL) 3. Applicant List Form (PAIALST) 4. Applicant by Position/Position Class/Requisition Form (PAIPOSN) A. Displays all requisitions, positions, and position classifications associated with a specified applicant B. Tracks information about the group of applicants for a specific requisition or position. C. Tracks a number of activities related to the application, interviewing, and hiring process. D. Lists the name and status of each candidate for a specific requisition or position. Continued on the next page Page C-23
Self Check, Continued Question 5: day-to-day If you want to view all the applicants for a position, and you have three open requisitions for that position, you should open the Applicant by Position/Position Class/Requisition Form (PAIPOSN) and enter the position number but not the requisition number. True or False Page C-24
Answer Key Question 1: day-to-day If an applicant has never been associated with your institution before, you must generate a Person record using the Position Requisition Form (PAAREQU), before you can create an Applicant Record. (True or False) False. You must Generate a Person record using the Identification Form (SPAIDEN). Question 2: day-to-day You can enter a value in either the Desired Salary field or the Desired Hourly Rate field, but not both. (True or False) False. You can enter one or both. Question 3: day-to-day Status and Interviews are two kinds of information tracked on the Applicant Information Form (PAAAPL)? (True or False) True. Question 4: day-to-day 1. Applicant Entry by Requisition/Position Form (PAAAPOS) 2. Applicant Information Form (PAAAPPL) 3. Applicant List Form (PAIALST) 4. Applicant by Position/Position Class/Requisition Form (PAIPOSN) 1. B 2. C 3. A 4. D Question 5: day-to-day If you want to view all the applicants for a position, and you have three open requisitions for that position, you should open the Applicant by Position/Position Class/Requisition Form (PAIPOSN) and enter the position number but not the requisition number. (True or False) True. Page C-25