eRecruit Job Aid: Vacancy Announcement - Creating ... Web viewCompleted Position Management and...

eRecruit Job Aid: Vacancy Announcement - Creating Announcement and Posting to USA JOBSLast Updated: June 30, 2014

References Merit Promotion and Internal Placement Plan - DR 4030-335-002 dtd 08/20/2013 eRecruit Job Aids – ConnectHR under HR Portal EmpowHR Job Aid - Posting Positions to eRecruit and Checking on the Status of

Positions - ConnectHR under HR Portal

SummaryCreate a vacancy announcement in the eRecruit system.For Term announcements, follow the same procedures below and include the employment limitations in the announcement.

Note: Use the same font for all content that is entered in free text boxes. Examples are standard notes, area of consideration, duties, qualifications, etc. If you are copying and pasting from a word document, ensure your formatting is consistent.

Required Documents Classified Position Description and signed PD Cover Sheet (AD-332)

Approved Organization Chart

Completed Position Management and Workforce/Succession Planning Checklist for Permanent Positions (Appendix A - DR 4030-335-002 dtd 08/20/2013)

Completed Job Analysis and Crediting Plan

Prior to Starting the Vacancy Announcement Review SF-52 request and verify it is complete (e.g. Classified PD, Appendix A and

organization charts attached).

Confirm that position is on approved organization chart. If not, contact requesting supervisor for an updated and approved organization chart.

Determine if position is subject to Administrative Careers with America (ACWA) procedures. If it is, advise the Hiring Manager of the process.

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Job Analysis and Crediting Plans should be completed and ready to be entered/uploaded into eRecruit.

Verify Position Information has been entered in EmpowHR. If not, ensure position information is in EmpowHR and PMSO.

eRecruit Process Starts Here:

Log into eRecruit via ConnectHR. The HR Specialist Homepage will display.

Click on Create Recruitment Request on the top right of the eRecruit homepage.

Select Agency System should have your Agency in the dropdown. Click on continue.

Select the position(s) you are filling. You may use the search filters under “Show Search” to locate position. Recommend entering Staffing or Position Number. If position is not listed, log onto EmpowHR and push position from EmpowHR to eRecruit. See EmpowHR Job Aid.

Click on the Select Position button on the bottom.

When creating manually the Recruitment Request *without* an EmpowHR position.

Click the Continue without Position button on the bottom.

Click on Start Recruitment Request button.

eRecruit Workflow

NOTE: When each step of the workflow is complete, a ‘green tick’ is visible next to

each step, and the status for the step is updated to ‘Complete’.

The completion of the workflow is a linear process; therefore a step must be completed before moving forward in the workflow.

Once a step in the workflow is complete, a user can navigate back and forth to steps in the workflow. Each step in the workflow will have unique requirements as to what data fields/information can and cannot be edited after a workflow step is complete.

Workflow Step 1 – Recruitment Request

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Recruitment Request: Click on Start Recruitment Request and complete the required fields: NOTE: For the manual process, which means no position was selected, you must complete all mandatory fields.

Create your new Vacancy Announcement Number (Refer to the announcement numbering scheme for your Agency). *Mandatory

Enter SF-52 Request Number *Mandatory

Enter the date the SF-52 is received in the Human Resources Office. *Mandatory

Enter the date the SF-52 is approved by the approving official. *Mandatory

The Official Position Title will be prepopulated. You can edit this field if the full title doesn’t appear. (e.g., change FRSTRY TECHNCN to Forestry Technician). *Mandatory

The Organizational Title: Read only field. Verify that the Organizational Title aligns with EmpowHR position information. *Mandatory

Select the Assessment Type from the drop down menu. This is where you identify the type of announcement you are creating (i.e., Merit, DEU, CTAP/ICTAP). The option selected at this point drives how the system assesses the applicants. *Mandatory

NOTE: Once the Assessment Type is identified and saved, it cannot be changed later in the process.

Interdisciplinary: Select yes or no. *Mandatory

Pay System: Read only field. Verify that the Pay System aligns with EmpowHR position information. *Mandatory

Pay Plan: Read only field. Verify that the Pay Plan aligns with EmpowHR position information. *Mandatory

Occupational Series: Read only field. Verify that the Occupational Series aligns with EmpowHR position information. *Mandatory

Pay Grade: Read only field. Verify that the Pay Grade(s) aligns with EmpowHR position information. *Mandatory

Job Announcement Type: Select Case File, Standing Register, or Open Continuous. In most cases, you will select Case File. This can NOT be changed later in the process. *Mandatory

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Salary Admin Plan: Read only field. Verify that the Salary Admin Plan aligns with EmpowHR position information. *Mandatory

Agency/Company Code: Read only field. Verify that the Agency/Company Code aligns with EmpowHR position information. *Mandatory

Identify if Relocation Expenses will be paid. Make selection using the drop down menu. This is for reporting purposes and does not display. You will identify this at a later step and that will appear on the announcement in USAJOBS. Refer to the Merit Promotion Plan for guidance. *Mandatory

USAJOBS Work Schedule: Make selection using the drop down menu. Include details on work schedules in the vacancy overview section (e.g. Permanent Seasonal 13/13). This is the work schedule that appears on USAJOBS.

NFC Work Schedule. Read only field. Verify that the NFC Work Schedule aligns with EmpowHR position information. *Mandatory

Position Occupied: Read only field. Verify that the Position Occupied aligns with EmpowHR position information.

Bargaining Unit: Read only field. Verify that the Bargaining Unit aligns with EmpowHR position information. *Mandatory

Position Eligible for Telework: Use the drop down to identify if the position is eligible for Telework.

Computer Sensitivity: Read only field. Verify that the Computer Sensitivity aligns with EmpowHR position information. *Mandatory

Security Clearance: Read only field. Verify that the Security Clearance aligns with EmpowHR position information. *Mandatory

LEO/Fire Position: Read only field. Verify that the LEO/Fire Position aligns with EmpowHR position information. *Mandatory

Mobility Position: Read only field. Verify that the Mobility Position aligns with EmpowHR position information.

Official Position Title Code: Read only field. Verify that the Official Position Title Code aligns with EmpowHR position information. *Mandatory

Procurement Integrity Position: Read only field. Verify that the Procurement Integrity Position aligns with EmpowHR position information.

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Emergency Response Official: Read only field. Verify that the Emergency Response Official aligns with EmpowHR position information.

Financial Disclosure - Description: Read only field. Verify that the Financial Disclosure - Description aligns with EmpowHR position information. *Mandatory

Job Code Supervisory Status: Read only field. Verify that the Job Code Supervisory Status aligns with EmpowHR position information.

Parenthetical Title: Read only field. Verify that the Parenthetical Title aligns with EmpowHR position information.

Regular Shift: Read only field. Verify that the Regular Shift aligns with EmpowHR position information.

Full Performance Level: Read only field. Verify that the Full Performance Level aligns with EmpowHR position information.

POI: Read only field. Verify that the POI aligns with EmpowHR position information. *Mandatory

Sensitivity Code: Read only field. Verify that the Sensitivity Code aligns with EmpowHR position information. *Mandatory

PATCO Category: Read only field. Verify that the PATCO Category aligns with EmpowHR position information.

Agency Use: Read only field. Verify that the Agency Use aligns with EmpowHR position information.

FLSA Status: Use the drop down to identify FLSA Status. *Mandatory

NOTE: If any of the position information that is pre-populated is NOT correct, any updates/corrections MUST be completed in EmpowHR and the position must be pushed again from EmpowHR to eRecruit, if not using the manual process.

Submit Recruitment Request. The drop down only reflects “Yes”. Select Yes if you are Ready to proceed to the next step in the work-flow process. If not, click on “Save” at the bottom of the screen and return to process when you are Ready to complete. *Mandatory

Click Save and continue

Workflow Step 2 - Vacancy Locations

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Notes: Vacancy locations must be identified to progress past this step. You can

be added to a vacancy after the vacancy has been posted, and is open to USAJOBS.

Vacancy locations can be removed from a vacancy, up until the time an applicant has applied for the vacancy on USAJOBS.

HR should keep in mind the closing date of their announcements to ensure they are allowing adequate time for applicants to apply.

Click on the add locations link.

Click on Show Search to search for locations. Once the location has been found, click on the checkbox and then click add locations.

Enter the number of vacancies being filled at each location selected OR enter the total number of vacancies in the Total Openings Field.

Note: If you identify FEW/MANY (must be in CAPS) in the Total Openings field and identify a specific No. of Vacancies per location, the Total Openings field will override the number per specific location on the JOA.

Expansion Codes: Expansion codes are designed for OCR use. However, if warranted, use on a case-by-case basis.

After adding your location(s), click on Save and Continue.

Workflow Step 3 - Assign Hiring Manager and Approving Authority

Note: After users have been associated to the HR Specialist, Hiring Manager

and/or HR Approving Authority Role, updating users and their workflow role can be managed via the Recruitment Request workflow at Step 3 if the vacancy is not posted to USAJOBS. If it is posted to USAJOBS, roles are managed via the Vacancy Dashboard.

HR Specialist - Click on the “Select” link and select yourself. *Mandatory

HR Approving Authority - Click on the “Select” link. A list of HR Specialists will appear. Click on “Select” to add appropriate Approving Authority. *Mandatory

Hiring Manager (per Delegation of Authority) - Click on “Select” to select the Hiring Manager. Click on Save and Continue. *Mandatory

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Workflow Step 4 - Vacancy Announcement Template

Note: Vacancy templates are agency specific. Agency superusers/system

administrators have the system permission to create and manage vacancy templates.

After a vacancy is posted to USAJOBS, eRecruit provides the ability for a user to edit JOA content via the Vacancy Dashboard. If the vacancy is open, the edits can be immediately re-posted to USAJOBS.

There may be templates available for use. Click on Preview JOA Content and Preview Questionnaire to determine if you can use a template. If yes, click on Select. If not, click on continue without template. You should be taken to the Vacancy Information Screen.

Vacancy Information: Use the drop downs and select the appropriate information.

Official Position Title: Read only field. Verify that the Official Position Title aligns with the entry on the Recruitment Request Form. *Mandatory

Department: If using a Vacancy Template, verify AG Department of Agriculture is displayed. If not, select AG Department of Agriculture. *Mandatory

Agency: If using a Vacancy Template, verify the correct Agency is displayed. If not, select Agency. *Mandatory

Vacancy Announcement Number: Verify that the Vacancy Announcement Number aligns with the entry on the Recruitment Request Form. *Mandatory

Posting Channel: If using a Vacancy Template, verify the AG00 Department of Agriculture is displayed. If not, select AG00 Department of Agriculture. If your agency has a Posting Channel registered with USAJOBS, select your agency Posting Channel from the drop down list. *Mandatory

Salary Range and Basis of Rate (do not enter commas or decimals) *Mandatory

o Merit/DEU Single Grades and Career Ladders (GS and GL): Enter the Step 1 of the annual rate of the lowest grade level of the

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position being filled in the From field. Enter Step 10 of annual rate of the highest grade level being filled in the To field.

o Demo Permanent (GS and GL): Enter the Step 1 of the annual rate in the From and To fields. Under Demo we usually do NOT set pay above step 1.

o Demo Temporary (GS and GL): Enter step 1 of the hourly rate in the From and To fields. Under Demo we usually do NOT set pay above step 1.

o Federal Wage System (FWS) Merit/DEU Permanent: Enter the hourly rates. Enter step 1 of in the From field and enter step 5 in the To field.

o Federal Wage System (FWS) Demo Permanent: Enter the Step 1 of the hourly rate in the From and To fields. Under Demo, we usually do NOT set pay above step 1.

Open Date: Select Vacancy Announcement Open Date from calendar. *Mandatory

o Do NOT set to open the same day approved and sent to USAJOBS. Set the date at least one day in the future (preferably two days) to allow for problems that may be encountered when submitting to USAJOBS.

o Ensure the open date is not on a Saturday, Sunday or a holiday.

Close Date: Select Vacancy Announcement Close Date from calendar. *Mandatory

o Merit Announcements are required to be open for a minimum 5 business days.

o Demo announcements are required to be open for a minimum of 5 calendar days.

o Ensure the close date is not on Saturday, Sunday or holiday.

Full Performance Level/Promotion Potential: Verify the Promotion Potential aligns with the Full Performance Level entered on the Recruitment Request Form. If not, from the drop down menu select the target grade. *Mandatory

Work Schedule: Verify the Work Schedule aligns with the Work Schedule entered on the Recruitment Request Form. If not, select appropriate work schedule. *Mandatory

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Country Code: If using a Vacancy Template, verify the correct Country Code is displayed. If not, select Country Code. For most positions, the country code will be United States. *Mandatory

Language Code: If using a Vacancy Template, verify the correct Language Code is displayed. If not, select Language Code. For most positions, the language code will be English. *Mandatory

Security Clearance Required: Enter the appropriate Security Clearance for the position being advertised. Select “other” of none on the list are appropriate.

Supervisory Status: Select Yes or No.

Travel Required: Use the dropdown and select the appropriate option. If travel is required a description box will appear. Enter an explanation such as: “Travel may be required 2-3 weeks each month” or any other short but appropriate statement.

Relocation Authorized: (Refer to Merit Promotion Plan) Use the dropdown select Yes, Maybe, or No.

Job Announcement Type: Read only field. Verify that the Job Announcement Type aligns with the entry on the Recruitment Request Form. *Mandatory

Position Offering Type: If using a Vacancy Template, verify the correct Position Offering Type is displayed. If not, select appropriate position type. *Mandatory

Accept Online Applications: Yes should be pre-populated. This should always be yes. *Mandatory

Who may be considered:

Who May Apply: Use drop down menu to select “Who May Apply” (Area of Consideration). If using a Vacancy Template, verify the correct Who May Apply is displayed. *Mandatory

Who May Apply Explanation (Area of Consideration) - Select appropriate checkbox to display pre-populated content or make an entry

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into the text box. If using a Vacancy Template, verify the correct Who May Apply Explanation is displayed.

o Once save is clicked the checkmarks in the boxes disappear.o The maximum field length is 400 characters.

Vacancy Overview: Check appropriate checkboxes that may apply. The checkboxes are not mandatory, but there must be content entered in the text box. Enter standard notes in this section and any additional information. If using a Vacancy Template, verify the correct Vacancy Overview is displayed. *Mandatory

NOTE: This field accepts a maximum of 2,500 characters.

Marketing Statement: Select the checkbox so the Marketing Statement will appear. If using a Vacancy Template, verify the correct Marketing Statement is displayed. *Mandatory

NOTE: This field accepts a maximum of 1,500 characters.

Key Standard Requirements: Select the checkboxes to populate the statement or enter Key Requirements that are specific to the position being filled in the text fields. There is a 75 character limitation per each key requirement. If using a Vacancy Template, verify the correct Key Requirements is displayed.

Hiring Manager to review USAJOBS vacancy announcement content: Select yes or no depending on if your Hiring Manager wants to review the Vacancy Announcement prior to posting or based on HR process.

Click save and continue.

Duties Text Box: A minimum of 350 characters MUST be entered. *Mandatory

Use the Job Analysis and the PD to identify the major duties.

If using a Vacancy Template, verify the correct Duties are displayed.


Qualifications Required: Enter the following information in this field: *Mandatory

Selective Placement Factors/Screen-Out Questions. Reference your job analysis.

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Specialized Experience Statements

If using a Vacancy Template, verify the correct Qualifications are displayed.

Education Qualifications: This is an optional field. Enter Education Qualifications that are specific to the position being filled. If using a Vacancy Template, verify the correct Education Qualifications are displayed.

Requirements: Enter text “REQUIREMENTS:” as a header for this text box. A number of statements are listed. If there are additional requirements needed for your specific position, you may add them in the text box. If there are no requirements needed, enter “No Additional Requirements”.

How you will be evaluated: *Mandatory

Select the appropriate Evaluation Statement. This is a free text, so you are able to edit or enter any other pertinent information needed.

Enter the following statement into the text box:

Clicking the link below will present a preview of the application form; i.e. the online questionnaire. The application form link below will only provide a preview and does not initiate the application process. To initiate the online application process, click the “Apply Online” button to the right.


Benefits Statement: Select the radio button for statement so the benefits statement appears. If using a Vacancy Template, verify the correct Benefit Statement is displayed. *Mandatory

Other information: Select appropriate statements that relate to the position and the announcement you are advertising. Enter any additional information that is appropriate for your position if it is not identified elsewhere in the JOA. *Mandatory


How to Apply: Click on the checkbox on for How to Apply. The how to apply information will populate in the text box. *Mandatory

Required Documents: Select the required documents checkbox. If using a Vacancy Template, verify the correct Required Documents are displayed. *Mandatory

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What to Expect Next: Click on the “What to Expect Next” checkbox and the content will appear in the text box. If using a Vacancy Template, verify the correct What to Expect Next is displayed. *Mandatory


Complete the required fields: *Mandatoryo External Contact Information: o External Contact Name: o External Contact Phone: o External Contact Fax: o External Contact Email: o External Contact TDD: *Not Mandatoryo External Contact Street Address: o Contact City Name: o External Contact Country: o External Contact Zip Code: o Internal Contact Name: o Internal Contact Phone: o Internal Contact Email:

Note: The internal contact name, phone, email DO NOT appear on the announcement. This is contact information for USAJOBS to contact you in case there are any technical issues with your announcement.

Click Save and continue

Vacancy Announcement Summary screen:

Preview the announcement by clicking Preview USAJOBS Job Ad Content link

Edit the vacancy announcement content by clicking Edit USAJOBS Job Ad Content link, and make any required edits.Click Save and continue

Hiring Manager to review USAJOBS vacancy announcement content:

The Hiring Manager will receive an email with a link from eRecruit notifying them to review their vacancy, if you previously identified the managermanager to receive a preview of the announcement.

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The HR Specialist will receive an email from eRecruit when the Hiring Manager has approved the vacancy announcement. If it is not approve, the HR Specialist will work with the Hiring Manager to make all necessary changes.

The HR Specialist will then click the Hiring Manager Approval Received checkbox and enter an Approval Date into the date field from the calendar display.

Workflow Step 5 - Questionnaire Builder (see eRecruit user guide tab 3.11 or eRecruit super user guide tab 1).*Mandatory

Note: Do not click on save and continue until you have completed all three

tabs (Core Eligibility Questions, Minimum Qualifications, and Assessment Questions).

Global Question Library: All questions that are searchable in the Questionnaire Builder are saved in the Global Question Library.

Vacancy Only Questions: eRecruit provides the ability to create a question at the vacancy level. This question is only available to the vacancy where it was created. It does not get saved within the Global Question Library and therefore it is not available to be used in any other vacancy.

Core Eligibilities Tab: The questions on this tab cannot be edited or changed. This is for verification purposes only. Verify that all questions listed are correct for your announcement.

Minimum Qualifications Tab: The minimum qualifications such as specialized experience, basic education requirements, education substitution and selective placement factors/screen out questions should be listed under this tab. After you add your minimum qualification question, click save at the bottom.

General Schedule Pay System: Screen outs can be applied to question on this tab only

Federal Wage Pay System: Screen outs and weights can be associated to questions on this tab

TIP: You can enter the Question Reference Number (exampple:GQ4118-MCL) into the keyword search field under the show search link, if known.

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USDA, 09/11/13,

?

Assessment Questions Tab: Assessment questions appear under this tab. All questions must be assigned weights.

General Schedule Pay System: Weights can be applied to questions on this tab only

Federal Wage Pay System: Screen outs can be applied to questions on this tab

Click on save and continue.

Step 6 - Assessment Configuration 100 should be pre-populated in the % of total score.

If a panel review is required, click the check box. Enter a Cutoff Score, Max Score and % of Total Score.

If other External Assessments are needed, click the check box. Enter a selection for the Number of Steps dropdown. A box (es) will show for the Number of Steps indicated.

o Enter a selection from the Type dropdown. If you select Pass/Fail, no further action is required. If you select Score, enter a Max Score and % of Total

Score.


Workflow Step 7 - Manage Eligibilities : For assessment types that use categories, this is a required step in the vacancy creation for the below:

DEU, DEU-FWS Merit Promotion, Merit Promotion-FWS DEMO – Professional, DEMO Non-Professional, DEMO Non-

Professional FWS, DEMO Non-Score Pathways-Score, Pathways-FWS County – All Sources, Current FSA, Current and Former FSA OIG – DEU CTAP, ICTAP/CTAP

Review and validate the default Category Name and Category Cut-off score. If required, edit default information.


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Workflow Step 8 - VacancyApproval – HR Approving Authority:

Click on Preview USAJOBS Ad Content for review of JOA content.

Click on Preview Questionnaire Content for review of announcement questions.

For the Approval Decision:

NOTE: Quality Control Check (1 of 4): the HR Approving Authority step is a

required step.1. Prior to being posted2. Creation of Certificate3. Upon Selection4. Upon closing case

Preview Questionnaire Content and Preview USAJOBS Ad Content to be

approved by Approving Authority.o If approved is checked, the workflow will progress to the next step.o If not approved is checked, the workflow will return to step 4 Vacancy

Announcement Template and an email notification will be sent to assigned users at step 4 to take action against the JOA content or Questionnaire.

Following the HR Approving Authority review, if edits to the JOA Content or Questionnaire are required, the HR approving Authority will communicate the required edits to the servicing Staffing Specialist outside of the eRecruit system.

Click on the Homepage tab and click on the vacancy announcement number. Scroll down to the Actions section and click on the vacancy case files link, click on browse to upload your Job Analysis/Crediting Plan/Assessment Questions. In the Label enter Job Analysis/Crediting Plan/Assessment Questions and click on add. Click on vacancy dashboard.

Workflow Step 9 – Post to USAJOBS

Under the Overview section, click on Post to USAJOBS.

Click on Post to USAJOBs once your announcement has been approved.

NOTE:

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o This is the final step in the vacancy creation workflow. When Post to USAJOBS is selected, there is not a prompt to reconfirm the posting action, so be sure the vacancy is ready for posting.

o After selecting Post to USAJOBS, if the open and close dates need to be amended, this can be managed via the Vacancy Dashboard. eRecruit also provides the ability to instantly remove a vacancy from USAJOBS.

Return to homepage and click on Vacancy Information to get the USAJOBS control number. You can review and make edits to the announcement up until an applicant applies to the announcement. Once an applicant applies to the announcement you can only edit limited fields.

On open date, go to USAJOBS, search by control number under the search field and confirm that announcement has opened and appears on USAJOBS.

End of Process steps.

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eRecruit Job Aid: Vacancy Announcement - Creating ... Web viewCompleted Position Management and...

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