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FastFactsFeature Presentation

6/24/2015

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© 2015 The Johns Hopkins University. All rights reserved.

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Today’s TopicWe’ll be taking a look at…

JHUjobs Hiring Manager Training

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Today’s PresentersCarla Cooper – HR Manager – SOM NeurologyConnie Kinsley – HR Manager – School of Education

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Session Segments

PresentationCarla and Connie will address changes to the JHUjobs hiring manager portal.During the presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Carla and Connie will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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How To View Full Screen

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JHUjobs Hiring Manager Training

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Understand the history and rationale for changeBe able to navigate the hiring manager portalBe able to create a requisitionBe able to process applicantsUnderstand and be able to utilize the new features

Objectives

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Review the history and rationale for changeReview the Hiring Manager home page and navigationReview creating a requisitionReview the applicant screening process Review special functionality

RatingsPreferred bucket listMultiple hires for one requisitionMultiple titles posted for one requisitionAuto-take down of requisitions

Review approval processReview the timeline of changes

Agenda

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Rationale for Change

JHUjobs was created in summer 2004.The last major revision was in 2007 for SAP.This version incorporates both current technology and current best practices in recruitment. The version addresses the main concerns with the current system.

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The application process is too cumbersomeThe sheer volume of applicants (~250K per year) Poor quality of the applicant poolTime to fill is too longUnacceptable new hire turnover System performance – too many deadlocks and crashesPoor data qualityLack of communicationLack of access (particularly from school-based HR staff) Multiple recruiters reviewing the same applicant

Top Concerns With the Current Process

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Outcomes

A review of job posting policies and proceduresA requisition management process based on position numberAn easier to use requisition formCreation of an engaging applicant portalA process that is easy to follow for job seekers, hiring managers, and human resourcesImproved metrics capabilities for human resources

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Toggle between roles

Create / Search for reqs

Tabs break out reqs by status

Click on a column heading to sort –

checkmark indicates current sort

Use Previous / Next as needed to scroll through reqs

Home Page and Navigation

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Home Page and Navigation

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Requisition CreationDirect replacement and restructured positions require an SAP Position #

New positions will ask for a similar position in order to pre-populate the form

Click Generate to create the requisition

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The supervisor has been moved to the Department Access screen

Add as many HMs as needed

Note the “Send ISR Information” checkbox

Department Access Tab

Click to remove a

hiring manager

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Position Information Screen

Click “Add Proposed Title” on the position

information tab to post for additional titles

Enter the # of openings

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This replaces cloning.The positions must be the same.

Same titleSame department

The system will allow you to mark hires up to the number indicated (and approved if appropriate).The system will generate the Position Create ISR emails as needed – after each hire, an ISR email will be sent to the HM for the next hire.

Multiple Hires for One Requisition

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The same requisition # can have more than one posting.No Position Create/Maintain ISR email will be created after the Compensation step. Rather, after the hire is made and the correct title identified, the ISR email will be sent to the HM.Applicants applying to one of the posted titles will be put in a common pool of applicants and can be considered for any of the posted titles.

Multiple Titles for One Requisition

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Budget TabThis information will

default based on the title(s) but may

be edited

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Additional Information

Add any required certifications

Add attached documentation

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Exception to Hire Tab (SOM Only)

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Requisition Submit

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Approval Process

Several areas have an approval process after the hiring department submits the requisition and before Compensation processes it.Depending on the area and other criteria, there may be one or two approval levels.Areas include:

SOMKSASWSEThe PressUA

SOM requisitions require the completion of an “Exception to Hire” form, which is now included in the requisition creation process.

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Approval Dashboard

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Approval Form

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Posting Changes

Requisitions will be taken down and put on hold once there are 100 unreviewed applications in the recruiter queue, even if they have not reached the five-day mark. Requisitions will also automatically be put on hold earlier if there are more than 50 applications awaiting hiring manager review.

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Open Requisitions Tab

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Applicant Processing Changes

Addition of ratingsAdditional hiring department Review stepImproved data integrity

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Applicant Processing

Recruiter rating

Hiring Department rating

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Ratings

Both recruiters and HMs have ratings.Ratings

A, B, and CQualified (used only by recruiters)

Recruiters only need to send A (or A and B) candidates unless requested by the hiring department or there is a lack of candidates.Rating comparison will be used for process improvement and reporting.

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Applicant Processing – Initial Review

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Applicant Processing - Interview

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Preferred Bucket

Recruiters have the ability to flag top candidates that were not hired to create a pool of preferred candidates by title.Recruiters can then search this preferred pool of candidates and invite them to apply to future requisitions.This will help create a higher quality initial applicant pool for the hiring department.This will ultimately help reduce the number of applicants you must review and shorten the time to fill.

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Timeline for Change

• COB Friday June 26• Requisitions need to be submitted for approval or to

HR. Requisitions remaining in the department after this date will not be transferred to the new system.

• The existing system will stop for hiring managers, approvers, recruiters and compensation.

• Monday June 29• Applicants will no longer be able to apply using the

old system• Wednesday July 1

• The new system starts and all functionality resumes

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Conclusion

Understand the history and rationale for changeBe able to navigate the hiring manager portalBe able to create a requisitionBe able to process applicantsUnderstand and be able to utilize the new features

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We’re going to open the phone lines now!

There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.

We’ll be answering questions in the order that we receive them.

We’ll also be answering the questions that were emailed to us during the presentation.

If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Q&A

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!