[IDHR] Define Offer Errors/Helpful Info

Mon Aug 7 15:46:05 MDT 2023

Hello State of Idaho Recruitment Team!

There has been a lot of confusion and resulting errors related to the offer process in Luma. As a rule of thumb, candidates never need to be manually moved through the process. If they are manually moved, the system will not allow the candidates to sign their offer letter.
 Below is a list of what errors you will find if the candidate is unable to sign their offer:

  *   The candidate was manually moved to a different step prior to being able to accept the offer.
  *   A rogue email is sent to the candidate, but it goes out before recruiters have a chance to create the offer letter.
     *   The email containing the offer letter should be manually sent by the agency after the offer letter is completed. This is an issue in the system that we hope to resolve asap.
  *   The Offer Deadline Date (this is input on the define offer and the respond by date) has passed.
     *   Dates matter in this process, for the deadline date, we need to give enough time for the candidate to log in and sign.
     *   Effective dates should not be postdated in this process.
  *   They are not signing their name as they have it in the system, this includes spacing.

Define Offer Steps and Process
Please refer to the Generate a Job Offer<https://idahosco.servicenowservices.com/sp?id=kb_article_view&sysparm_article=KB0012658> QRG for the full process including steps, the below is just a summary of how a candidate will automatically will move through the process.
Define Offer - Move a candidate to this step, right click and define offer and hit submit. This then goes through the approval process. Do not manually move from this step.
Offer Approved - Once all approvers have approved, the candidate automatically moves to this step, this is when you will right click on the candidate and select "Create offer letter and contract", you then email the candidate the offer letter.
Offer Extended - Once you have completed the "Create offer letter and contract", and email the candidate the offer letter, the candidate automatically moves to this step.
Offer Accepted - Once the candidate signs the offer letter, they will automatically move to this step and a signed copy of their offer will be located under their Attachments.
Offer Declined - The candidate declined the offer in the system, they automatically moved to this step. If the candidate does not want to proceed in the process, we should be dispositioning them out of this step.
Here is a visual of the start to finish process in the system which shows the above steps in order:

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If you follow these steps and still have issues or questions, please email dhrsupport at dhr.idaho.gov.

Ashley Mattoon, SHRM-CP | Recruitment Manager
[cid:image001.png at 01D9C944.5D6BB840]  208.697.8764
[cid:image002.png at 01D9C944.5D6BB840]  ashley.mattoon at dhr.idaho.gov<mailto:ashley.mattoon at dhr.idaho.gov>
[cid:image003.png at 01D9C944.5D6BB840]  www.dhr.idaho.gov<https://dhr.idaho.gov/>

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