Neogov for HR Professionals Session 2: Requisitions & Job Postings hrd human resources division D EPARTMENT OF E XECUTIVE S ERVICES H UMAN R ESOURCES D IVISION R EVISED: 7/25/08
TABLE OF CONTENTS Before You Get Started... 1 Session 2 Agenda... 2 Creating a Requisition... 3 Open a New Requisition... 3 Other Department Users: Approve the Requisition, If Necessary... 5 Setting Up an Exam Plan... 7 Step 1: Open the Requisition... 8 Step 2: Create an Exam Plan... 9 Creating a Job Posting... 10 Create the Job Posting... 10 Basic HTML Formatting... 12 A Look Ahead at Session 3...13 Governmentjobs.com Job Categories... 14
Before You Get Started Most of Neogov s features and functions are easy to use, but there are a few items you should know before you start working with the system. Your Password You will be given a default password to log into the system for the first time. Change your password immediately! o o On Insight s My HR screen, scroll down and click the View/Modify Personal Profile link. In the OHC, click the Preferences link. Navigating through Neogov Don t use the browser s back button to navigate. Use the menus and links. Job Postings The first thing you should do when you create a job posting is to mark the Draft checkbox. Otherwise, as soon as you save the posting, it will be listed on governmentjobs.com and people can apply for the position. Make sure you pick the appropriate job categories for your posting. This way, you ll be alerting people who signed up to receive notification when a job in those categories opens. Use basic HTML formatting (see page 12) to add text formatting and lists. 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 2 1
Session 2 Agenda The typical recruitment process in Neogov is illustrated below. Session 2 training will focus on: Creating and approving requisitions in the Online Hiring Center (OHC) Opening and assigning requisitions in Insight Setting up exam plans Creating job postings Neogov Insight Training Manual Session 2 2
Creating a Requisition The first step in the Neogov process is to create a requisition. This step can be done either by the HR person or by a hiring manager or other department person. O PEN A N EW R EQUISITION 1. Log into Neogov Online Hiring Center (OHC). 2. Near the top left corner, click the Open New Requisition link. 3. A list of current King County classification specifications displays. Find the appropriate spec and click the Create New link. You can also view the class spec and, while the spec is open, click the Create Requisition link. Neogov Insight Training Manual Session 2 3
4. The View/Edit Requisition screen displays. At a minimum, you must enter department, hiring managers (who will be able to access the hiring list when it s created), and the necessary approval steps. You can also indicate the date you d like this the successful candidate to start work, a working title for the position, the number of vacancies, the job term and type, position control information, and required skills. If the hiring manager or department person is filling this out, they may add comments for the HR person. 5. For RTD and layoff/recall review, fill in the Unique Job Duties, Minimum Qualifications, and Maximum Salary (hourly or annual) fields. If you are an agency that doesn t require these reviews, enter N/A in the fields. Neogov Insight Training Manual Session 2 4
6. The approval process may include review by your manager, a budget authority, transitional duty (RTD), and layoff/recall. The last person in the review process should have Final approval. All others in the process Must approve before next approval. Your HR unit should discuss who needs to approve requisitions. If you don t need anyone to approve the requisition, mark the No Approval checkbox. All Executive branch departments should be submitting them through RTD and Layoff/Recall, at a minimum. 7. When you re done adding information, click the Save and Release button. A screen will display the information you just entered. The Save Only button can be used if you re not done and you will need to finish filling out the information later. 8. As an HR user, skip the next section ( Other Department Users: Approve the Requisition, If Necessary ). Your journey continues with the exam plan and opening the requisition. O THER D EPARTMENT U SERS: A PPROVE THE R EQUISITION, I F N ECESSARY Once a requisition has been created, it may need to be approved in the OHC by department users before it moves into the HR side (Insight) of Neogov. Those who have been identified as approvers will receive an e-mail notifying them that they ll need to log into Neogov to approve your requisition. The instructions below are provided in case you need to tell department users how to approve the requisition. 1. Log into Neogov Online Hiring Center (OHC), if you re not already logged in. 2. Select Approvals > Requisitions. Neogov Insight Training Manual Session 2 5
3. Find the requisition, then click the Approve/Deny link. 4. In the Approve/Deny drop-down field, select Approve. You can also add a note if you d like. The other options for this field include Deny, On Hold/Pending, and Cancel. Deny and Cancel will end the requisition process. 5. Click the Save button. Neogov Insight Training Manual Session 2 6
Setting Up an Exam Plan In Neogov, you will use an exam plan to create your job posting, set up your evaluation steps, and establish your eligibility list. You can also track your recruiting plan and related tasks, attach files, and filter applicants. The Neogov exam plan takes the place of a paper recruitment file. The exam plan includes the following sections: Job Posting In this section, you can add and update the job posting attached to the exam plan. The Exam Plan Detail screen displays the job number, job title, status, date last updated, and the HR analyst assigned to the job posting. To view the posting, click the job title. Recruiting Plan In this section, you can track the advertising efforts (newspaper, online, etc.) and costs associated with recruiting for the position. The Exam Plan Detail screen displays the ad type, ad name, date the ad was requested, and the start and end dates. To add an ad, click the Add New link. To view an add, click the ad name. Evaluation Steps You will use this section to document the steps taken to screen people in or out of the recruitment process. Evaluation steps are connected to the supplemental questions you set up on the job posting. The Exam Plan Detail screen displays the number of applications received, and gives you options for viewing all applicants in one list or viewing applicants by step. Advanced Filters This section displays the advanced filters you created and saved to filter applicants on an evaluation step. Eligible Lists This section displays the eligible list(s) you created from the evaluation steps. Requisitions This section displays the requisition attached to the exam plan. You shouldn t need to dissociate the requisition from the exam plan, but you can view and edit the requisition through this section. Tasks You can use this section to track tasks associated with the recruiting and selection processes. You can also assign tasks to other Neogov users, including the HRD system administrators. Notes You can use this section to track notes about the recruiting and selection processes. Files You can use this section to attach and maintain external files (such as Word document) associated with this recruitment for auditing purposes. For example, if you create a screening guide for reviewers, attach the document here so that you have a historical record of the recruitment and selection processes. Neogov Insight Training Manual Session 2 7
S TEP 1: O PEN THE R EQUISITION Before you can set up an exam plan and post a job, you must open the requisition and assign it to the appropriate HR person. 1. Log into Neogov Insight. 2. Select Requisitions > Approved. This displays requisitions that have been approved in your department/division. You can also select Requisitions > All to view all requisitions for your agency. 3. In the Action column, click Authorize. 4. In the Status field, select Open. This means that the recruitment is now active in Insight and has been handed from OHC/department staff to HR staff. 5. In the Analyst field, select the HR analyst who will develop the exam plan and job posting. 6. DO NOT USE THE EXISTING EXAM PLAN FIELD. 7. Click the Save button. 8. Go to My HR. Neogov Insight Training Manual Session 2 8
S TEP 2: C REATE AN E XAM P LAN 1. In My HR, find the requisition you just opened in the Open Requisitions section of My HR. In the Exam column, click Create Exam. (If the requisition is already attached to an exam plan, click the exam number.) 2. Both the job title and exam number are defaults. You can change the job title if necessary, but do not change the exam number. 3. In the Exam Type field, select Open. We are not currently using the other options. 4. In the Job Type field, select the appropriate job type (including full- or part-time and the hours per week, if applicable). 5. Leave the Job Line, Print Bulletins, and Number of Bulletins fields blank. We are not currently using these options. 6. Enter comments, if applicable. 7. Click the Save button. The Exam Plan Detail screen displays. Neogov Insight Training Manual Session 2 9
Creating a Job Posting C REATE THE J OB P OSTING 1. In the Job Posting section of the Exam Plan Detail screen, click Add New. You can also access this screen from My HR by clicking the exam number in the requisition s Exam column. 2. IMPORTANT! At the top of the Add Job Posting screen, mark these checkboxes: Draft This ensures the job posting doesn t display in the Neogov system until you re ready to release it. Accept Online Applications This allows applicants to use Neogov s online application system. Show Closing Date/Time or Continuous This allows applicants to know when the job closes. 3. Select the dates to open (Advertise From) and close (Advertise to) the posting. 4. In the Job Number field, enter the job number using this format: The exam plan number (field below the Job Number field), with your initials in the place of the dash Example: 2008CH00061 Neogov Insight Training Manual Session 2 10
5. In the Category field, select the appropriate job categories for this posting. In the box on the left, highlight each category you want to use and then click Add to move it to the box on the right. Job categories are important because they are linked to job interest cards completed by applicants. When a job in a specific category opens, applicants whose job interest cards include that category will be e-mailed a notice that the job is open. 6. In the Summary box, enter a summary of the job or populate this information from the class spec. If you populate the information, you can edit the text as needed. The Summary box should include the following information: A brief summary of the job. The first 60 or so characters will display as a teaser on the website listing of jobs, so make them meaningful. After the summary, specify who may apply for the posting. <b>who may apply:</b> text If this is an internal posting, use bold red font. Here s the HTML code for this formatting: <font color= #FF0000 ><b>this job is open only to </b></font>\ After indicating who may apply, specify the work schedule for this position. <b>work schedule:</b> text 7. Enter the job duties and experience, qualifications, knowledge, and skills. You can type this information, copy this information from a Word document, or default (populate) this information from the class spec. Make sure to use HTML formatting to bullet lists of duties, qualifications, etc. We ve created a handy basic HTML editor for you at http://ohrm.metrokc.gov/neogov/editor.htm 8. Use the supplemental information section to list: Licenses and certifications Selection process (if necessary) Union representation 9. Select the appropriate location. 10. In the Reapply Period field, enter the number of days someone must wait to reapply for the posting. The best option here is to determine how many days your posting will be open, then add a day or two to it (for example, if your job is open for 30 days, make your reapply period 32 days). This will prevent applicants from submitting more than one application for the posting. 11. Verify that the salary is correct. This information automatically defaults from the class spec, which is updated each year with the current year s salary. The actual salary may differ due to CBA language. 12. The Show Salary Breakdown field defines who the salary displays on the job posting. Select Hourly for a non-exempt position or Annually for an exempt position. 13. In the Supplemental Questions field, select No, even if this posting has supplemental questions. We ll add this information later. 14. Click the Spell Check button and make sure there are no typos in the posting. 15. When you re finished spell checking, click the Add button. You return to the Exam Plan Detail screen. Neogov Insight Training Manual Session 2 11
Basic HTML Formatting A basic online HTML editor is available at http://ohrm.metrokc.gov/neogov/editor.htm The trick with HTML formatting is to use HTML markers (such as b for bold and i for italics) in pairs. Open the formatting with <HTML_marker> and end with </HTML_marker). bold: <b>text that you want to make bold</b> italic: <i>text that you want to make italic</i> underline: <u>text that you want to underline</u> red font: <font color= FF0000 >text</font> bulleted list: <ul> </ul> <li>item in the list</li> <li>item in the list</li> 1. numbered list: <ol> </ol> <li>item in the list</li> <li>item in the list</li> Neogov Insight Training Manual Session 2 12
A Look Ahead at Session 3 Session 3 training will focus on developing supplemental questions that will allow you to make the best use of Neogov s screening tools. In Neogov, supplemental questions have several purposes: Ensuring that applicants understand the duties of the position. Compelling the applicant to verify that they have the skills and experience necessary to do the work. Well-developed SQs will pull out information that may not be easily seen in the application. Giving you the information you need to effectively use Neogov s filter and autoscore tools. During session 3, we ll look at how SQs are connected to the exam plan s evaluation steps how you ll set up SQs according to the steps you ll use to screen people in or out of the selection process. We ll also look at the Neogov item bank, which stores frequently-used questions. Neogov Insight Training Manual Session 2 13
Governmentjobs.com Job Categories When you post jobs through Neogov, you can select the job categories in which the job will display on governmentjobs.com. Selecting the appropriate categories is important, because people with accounts on governmentjobs.com can request to be notified via e-mail when jobs in specific categories open. Here is a list of the current job categories: 911 Telecommunications Accounting and Finance Administration Administrative Assistant Agriculture Airports Animal Control Animal Services Attorney Building & Safety Building Maintenance Child Support Clerical & Data Entry Code Enforcement Community Development Community Services Construction Maintenance Corrections Court Administration Custodial Customer Service Dispatch Diversity Drivers Economic Development Education Elections Emergency Management EMS Engineering Environmental Services Executive Management Facility Management Fire & EMS Fleet Services Food Services Graphic Arts Grounds & Landscaping Health Services Hearing Examiner Housing Human Resources Human Services Internship Investigative IT and Computers Laboratory Land Use Law Enforcement Legal Library Maintenance Management Marketing Medical Examiner Mental Health Miscellaneous Museum Natural Resources Nursing Organizational Development Paraprofessional Parks Parks and Beaches Parks and Recreation Performing Arts Planning and Development Probation Professional Project Management Public Health Public Records Public Relations Public Safety Public Works Purchasing Real Estate Records Management Recreation Redevelopment Risk Management Safety Sanitation Social Services Tax Administration Telecommunications Trades Training Transit Transportation Urban Forestry Utilities Vehicle Maintenance Visitor and Convention Bureau Warehouse Waste Management Wastewater Water Agency Water Treatment Web Design Wetlands Neogov Insight Training Manual Session 2 14