[IDHR] August Recruitment Recap
DHR Staff Contact List
idhr at admws.idaho.gov
Wed Aug 16 06:51:30 MDT 2023
Hi all,
Thank you for your engagement and questions this week. Favorite quote of the meeting "It is not about making our lives easier, it is about making it easier for candidates".
Topics discussed:
* Define offer/Job Offer Template
* We went through the define offer steps as sent out in the email about define offer (see attached).
* You do not have to do the define offer process for temporary employees if you choose to do the recruitment process for your temporary positions in Luma. Using Luma to recruit for temporary positions will simplify your recruitment and hiring process, but you are not required to use it for temporary positions.
* There is a separate issue with the offer letter email that some candidates receive, when they click the link, it takes them to a different login than it should. If your candidate reaches out to you with this error: [Graphical user interface, text, application, email Description automatically generated]
Direct them to: https://css-idaho-prd.tam.inforgov.com/hcm/Jobs/page/JobsHomePage?csk.JobBoard=STATEOFIDAHO&csk.HROrganization=LUMA
* Job Offer Template Updates
* The job offer email template has been updated to include the candidate's login information to sign the offer letter.
* We created a second template for internal candidates, called "JOB OFFER INTERNAL" that way they do not receive logins (they sign their offer letter by signing into Luma), their email also includes the QRG on how to accept their job offer in Luma.
* If a candidate declines an offer and is the "Offer Declined" step and they are not going to proceed with employment, please disposition them.
*
* Internal Candidates Applying Externally
* We are aware that employees are applying as an external candidate They should always apply internally so that we can process their hire correctly. If you find a candidate that has applied externally, please direct them to apply internally, especially if they are going to move forward in the hiring process, as we will not be able to process their external profile.
* We have added notes in the application, on the Luma homepage, and we are trying to educate as much as possible on filling out the correct application.
* Audit Log
* An audit log can show when steps may not have been followed and caused issues in the hiring process.
* To get to an applicant's audit log: double-click on the candidate > click the three little dots in the top right corner > click "Options" > click "View Full Audit Log"
* Job Offer Email Template
* The job offer email template has been updated to include the candidate's login information to sign the offer letter.
* We created a second template for internal candidates, that way they do not receive logins Their email also includes the QRG on how to accept their job offer in Luma.
* Interview not selected email template
* This template was in NEOGOV and not in Luma but has been added.
* Statewide Total Score notice
* This is still a requirement to send to applicants, please continue to send the email.
* Temporary positions
* These positions when posting a requisition should NOT have the budgeted flag checked.
* When hiring these positions, you need to make sure to select "Temporary" for the work assignment type so that it excludes them from your FTE.
* FTE
* The way the system is built, TA actions will go to DFM if your agency is over your budgeted FTE count. The actions that are within your FTE count will not go to DFM. This includes: Create a Requisition, Define Offer, Hire, Rehire, Transfer and Promote.
* When hiring for Temporary positions, you need to make sure that the budgeted box is NOT checked on a requisition, and that the Assignment type is listed as Temporary on the hire. Otherwise, these individuals will count towards FTE.
* To get to this information, through the Position Budget Manager role (most likely Agency Finance or DFM) > Position Budgets > Find your Agency and double-click > select the Variance tab:
[Graphical user interface, application Description automatically generated]
* Talemetry (Career site known issues/complaints)
* Resume parsing is not always 100% and that is standard across all systems. The system will parse the best it can but will have errors when there is a lot of formatting, photos, or other extras in a resume. It is best to use a resume with plain text formatting and no photos.
* Applicant sync issues: we have had issues with applications rejecting from Talemetry to Luma and the most common reason is because questions are added or removed from a requisition once it is posted.
* Best process for adding/removing questions once a position has been posted:
* Remove the posting and make sure it comes down from the career site (this can take some time as it syncs every 15 minutes).
* Add or remove the questions.
* Repost job postings.
* The other issues have been resolved and we are receiving a daily email with integration errors to ensure applications are processed daily. You may see candidates posted on 8/11/2023 (which may have been after your posting end date, this was us reprocessing failed candidates).
* Applicants must re-enter their information every time they apply, there is no sign in feature.
* This is a system limitation, but they are in the process of trying to find a solution. The best thing to tell candidates is to utilize their resume as the information will stay the same each time.
* The applicants must click on each posting to find the closing date.
* We have asked for a 4th column on the job posting page to include the close date. We are limited to 4 columns on that page.
* The candidate portal does not have much information in it.
* This is a system limitation, it only shows what candidates applied for, they are unable to click the applications for more information. It also allows them to sign up for email notifications.
* Requisitions automatically close when they are filled.
* If you cancel or close a requisition while a candidate is in process, it will cause errors.
* Close a requisition if you do not fill all positions.
* Cancel a requisition if you are not filling any positions.
* Application started step is gone.
* Employees who were playing in the system or were not sure what they were doing, would click apply and immediately managers and recruiters could see them as candidates.
* Because of confusion, errors in the system and managers' ability to see the application started step, we have removed it from the system.
Questions asked during the meeting:
* Can we have multiple hiring managers?
* This is not available in the system. We have escalated this issue as high as it will go, and it is truly a system limitation that we must learn to adapt to.
* Can we put in a ticket to bypass finance approvals for our agency?
* The workflow approvals are statewide, there is no way to bypass them for certain agencies. Approval workflows are as follows:
[Table Description automatically generated]
* Is there a way to add the agency name to postings?
* This was an ask during system testing but was not approved. We are submitting a new request to add a drop down of all agency names in the job postings, more information will follow when we know more.
* You can add a key word to your postings so that you can search for that Example: ISP. To search exact term, add "ISP" around key word you are searching.
* How do candidates sign up for job alerts to just our agency?
* Job alerts are for ALL jobs. It is better for an external candidate to join the talent network, this way they can select categories they are interested in, and then we can search for them in the Talemetry candidate pools.
* Is there a place on the application that asks the candidate if they are willing to allow us to contact their current employer?
* This is done by a form since there is not a place in Talemetry that gathers this information. A template can be found in the recruitment guide, or you may use one from your agency.
* Should the hiring managers wait until the candidate signs the offer letter before dispositioning the remainder of the applicants?
* This is agency discretion; but note dispositioning does not send emails to the candidate.
* If you are going to use the list for multiple positions, or if you might choose a second-place candidate, I would not send emails until your hire starts.
* Is there a place for the hiring manager to enter notes or comments about applicants, even if they don't interview them?
* No, this is not something we wanted to be saved in the system as it cannot be deleted.
* In the Job Posting text, we give our hiring manager options as to Desired or Required Specialty MQ's. Can these be posted as mandatory? Also, do we have to list the MQ Specialty # in the body of the posting?
* Minimum qualifications for a classification that are listed in the classification are always mandatory.
* Specialty minimum qualifications that are listed in the classification are also mandatory if applicable (there are many specialties that do not apply between agencies).
* Other items that are not listed in the classification are extra credit and cannot be used to disqualify someone.
* Hiring managers have not wanted to interview someone because we do not get as much information as we did in NEOGOV, such as contact information and more detailed history. Is this, ok?
* We have told candidates that they may either upload a resume or fill in work history, both are not required, as long as they have noted meeting MQ's in one or the other.
* The only fields that are available for a candidate for work history in the new system are: Start Date, End Date, Company Name, Job Title, City, Country, State and Description. This is a system limitation, there are no additional fields available. This is a shorter list than NEOGOV, however, it is keeping up with current trends and application tracking systems.
* Reference information or job contact information should only be used if you are in the hiring process with a candidate, it should not be used as a screening tool between multiple candidates.
* A signed release from the candidate, with contact information of who they are releasing us to contact, should be provided to us (template in the recruitment guide or you may utilize your agencies template).
* This practice avoids discrimination and is the best practice for recruitment laws.
* Does the system allow duplicate applications?
* No, the only way it is allowed is if a candidate uses different email addresses.
* There is no way to merge the profiles.
* If the offer letter has the wrong date, do we need to resend them a letter?
* This is agency discretion, system wise the hire action must reflect the correct date.
* If my action went to HR Admin, or timed out, what do I do?
* Send an email to dhrsupport at dhr.idaho.gov<mailto:dhrsupport at dhr.idaho.gov> with the work unit number.
* Do we still need to send the candidate score email?
* Yes, since this is still part of rule, we need to send the emails.
Hope you all have an amazing rest of the week!
Ashley Mattoon, SHRM-CP | Recruitment Manager
[cid:image004.png at 01D9D00E.117A7D60] 208.697.8764
[cid:image005.png at 01D9D00E.117A7D60] ashley.mattoon at dhr.idaho.gov<mailto:ashley.mattoon at dhr.idaho.gov>
[cid:image006.png at 01D9D00E.117A7D60] www.dhr.idaho.gov<https://dhr.idaho.gov/>
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