Changing Applicant Dispositions - OMNI...
Transcript of Changing Applicant Dispositions - OMNI...
Changing Applicant Dispositions Created on 3/8/2013 12:04:00 PM
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Table of Contents Changing Applicant Dispositions .................................................................................... 1
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Changing Applicant Dispositions Overview:
Understanding the Applicant Disposition Process
For compliance and reporting purposes, FSU must demonstrate where applicants fall out of
consideration for a position. Since audits sometimes occur two to three years following a hiring
decision, this will provide a history of the selection process. Disposition codes were created that
must be used by departments to document this information for each applicant in Route status in a
job opening pool.
In this topic, you will learn the steps to change disposition codes for applicants in a job opening.
You will learn how to indicate a duplicate applicant, change an applicant's status from route to the
appropriate review disposition, and create the interview evaluation and disposition. At the end of
this topic, you will learn how to run a query in OMNI to generate an Excel spreadsheet with
disposition codes and applicant names from a pool to aid the department in keeping track of the
applicant disposition code information.
Estimated Length: 7 Minutes
Procedure
Scenario: In this topic, you will learn the steps to change applicant dispositions.
Key Information: Job Opening ID
Applicant Disposition Query - FSU_ERS_DISP_CODE_REPORT
Applicant Disposition XML Report - DISPCODE_RPT
Applicant Disposition Matrix
(http://www.hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%20Matrix.pdf)
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Step Action
1. Click the Human Resources 9.1 link.
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Step Action
2. Click the Recruiting link.
Step Action
3. Click the Find Job Openings link.
NOTE: You may also use the Browse Job Openings page to pull up the job
opening.
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Step Action
4. Enter the appropriate Job Opening ID.
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Step Action
5. Click the Search button.
Step Action
6. Click the Job Opening link.
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Step Action
7. Once the position closes, your recruiter will run the screening tool on the pool and
will place the applicants that screened through into Route status. At this stage you
will see the following applicant disposition codes:
- Route (050-Route): indicates the applicant has been marked as qualified and is
eligible for an interview.
- Screen Reject (031-ScrRej): indicates the applicant did not pass the screening tool
and is not qualified for the position or eligible for an interview.
- Applied (020-Appl): at this stage, indicates the applicant has already applied to the
job opening and is a duplicate applicant.
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Step Action
8. Do not change applicant disposition codes until the applicants have been
routed.
NOTE: Your recruiter will also inform you of any applicants who are required to be
interviewed based on Veterans' Preference and/or a Collective Bargaining Unit.
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Step Action
9. Click the View All link to view the first 100 applicants in the pool.
If there are over 100 applicants in the pool, click the next arrow button to view the
additional pages.
Step Action
10. In the next several screens, we will cover the steps needed to identify duplicate
applicants in the pool.
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Step Action
11. Disposition codes can be changed on multiple applicants by using the Group Action
drop down menu at the bottom of the page.
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Step Action
12. Click the Group Action drop down menu.
Step Action
13. Select Change Disposition from the drop down list.
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Step Action
14. Click the Go button.
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Step Action
15. Click the Change Status To drop down menu.
Step Action
16. Select REV-Duplicate Applicant from the drop down list.
This is the only disposition code available for applicants in Applied status.
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Step Action
17. Click the Submit button.
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Step Action
18. In the next several screens, we will cover the steps needed to identify applicants who
fell out of consideration at the Review stage.
Examples will be provided on updating individual applicants as well as updating
multiple applicants.
Step Action
19. Disposition codes can be changed on individual applicants by using the Take
Action drop down menu for a specific applicant.
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Step Action
20. Select Change Disposition from the drop down list.
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Step Action
21. Click the Change Status To drop down menu.
Step Action
22. When an applicant is in Route status, the only "Change Status To" disposition codes
available are REV (review) codes.
For the purpose of this example, select REV-Did Not Meet Min Quals from the
drop down list. This indicates that the applicant does not meet the minimum
qualifications of the job opening.
For additional details and explanations of applicant disposition codes, see Applicant
Disposition Matrix
(http://www.hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%2
0Matrix.pdf).
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Step Action
23. Click the Submit button.
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Step Action
24. Click the Group Action drop down menu.
Step Action
25. Select Change Disposition from the drop down list.
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Step Action
26. Click the Go button.
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Step Action
27. Click the Change Status To drop down menu.
Step Action
28. For the purpose of this example, select REV-Not As Qualified:Education from the
drop down list. This indicates that the applicants are a close match for the position,
but not as qualified as those selected for an interview where Education is a better
fit.
For additional details and explanations of applicant disposition codes, see Applicant
Disposition Matrix
(http://www.hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%2
0Matrix.pdf).
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Step Action
29. Click the Submit button.
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Step Action
30. In the next several screens, we will cover the steps needed to create an interview
evaluation.
Before creating the interview evaluation, you will need:
Interview Date(s)
Interview Type
Applicant's Category & Overall Ratings
NOTE: An applicant must be in Route status before being contacted for an
interview.
Step Action
31. For the purpose of this example, click the Take Action drop down menu for
applicant, Henry Hoffman.
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Step Action
32. Select Create Interview Evaluation from the drop down list.
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Step Action
33. You may use the calendar icon to specify the interview date or key the information
into the Interview Date field.
For the purpose of this example, click the Calendar Icon button.
Step Action
34. Click the Interview Type drop down menu.
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Step Action
35.
NOTE: Inhouse 1, 2 & 3 can be used when recording multiple interview evaluations
for the same applicant.
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Step Action
36. Click the Interview Rating drop down menu for Communication Skills.
Step Action
37. Click the Interview Rating drop down menu for Education/Training.
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Step Action
38. Click the Interview Rating drop down menu for Technical Skills.
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Step Action
39. Click the Interview Rating drop down menu for Work Experience.
Step Action
40. Comments can be added to the individual category ratings by clicking
the Comments icon.
Comments regarding the overall evaluation can be added in the General Comments
box below.
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Step Action
41. Enter comments as needed, however, do not make any comments that may be
interpreted as discriminatory. For additional guidance regarding appropriate
comments, see Search and Screening Guide
(http://diversity.fsu.edu/index.cfm?page=searchscreening).
Click the OK button to save your comments and return to the Interview Evaluation
page.
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Step Action
42. Click the Overall Rating drop down menu.
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Step Action
43. Select the applicant's Overall Rating.
Step Action
44. The interview evaluation must be submitted in order to be considered complete. The
Save button can be used to save evaluations that are not ready to be submitted.
Click the Submit Evaluation button
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Step Action
45. Click the Return to previous page link.
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Step Action
46. In the next several screens, we will cover the steps needed to identify an applicant
who fell out of consideration at the Interview stage.
Step Action
47. Select Change Disposition from the drop down list.
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Step Action
48. Click the Change Status To drop down menu.
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Step Action
49. Once an interview evaluation has been submitted, the only "Change Status To"
disposition codes available are Int (interview) or Offer Made codes.
For the purpose of this example, select Int-Not As Qualified:Experienc from the
drop down list. This indicates that the applicant is not the best qualified because
another applicant has Experience that would be a better fit.
For additional details and explanations of applicant disposition codes, see Applicant
Disposition Matrix
(http://www.hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%2
0Matrix.pdf).
Step Action
50. Click the Submit button.
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Step Action
51. In the next several screens, we will cover the steps needed to identify an applicant
who was interviewed and received an offer, but fell out of consideration because
he/she withdrew.
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Step Action
52. Select Change Disposition from the drop down list.
Step Action
53. Click the Change Status To drop down menu.
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Step Action
54. Select Offer Made-CandidateWithdr from the drop down list. This indicates that
an offer was made to an applicant, but the applicant is no longer interested in the
position offered or the applicant accepted the offer and retracted before hire.
For additional details and explanations of applicant disposition codes, see Applicant
Disposition Matrix
(http://www.hr.fsu.edu/PDF/publications/employment/Applicant%20Disposition%2
0Matrix.pdf).
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Step Action
55. Click the Submit button.
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Step Action
56. Applicants must be in the same disposition status in order to update them through
the "Group Action" function.
In the next several screens, we will see a sample of the message received when
attempting to update applicants in various dispositions.
Step Action
57. Click the Group Action drop down menu.
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Step Action
58. Select Change Disposition from the drop down list.
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Step Action
59. Click the Go button.
Step Action
60. Read the error message that popped up.
Click the OK button.
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Step Action
61. You must assign a final disposition code to each applicant who was not selected for
the position.
Once pre-employment checks have been completed, the department will complete
the pre-employment checklist and job offer on the applicant selected for the
position.
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Step Action
62. Click the Home link.
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Step Action
63. Navigate to the Query Viewer page to run the following query to return the names of
the applicants in a pool as well as a list of all the disposition codes:
FSU_ERS_DISP_CODE_REPORT.
This can be used by the hiring department to keep track of the applicant disposition
codes outside of OMNI while the search is ongoing. Once the search is finalized, the
codes can be recorded in OMNI accordingly. This query should only be run after
your Recruiter has screened and routed the applicant pool.
NOTE: An XML version can also be run if you would like to retrieve this
information in a report format. The XML report name is DISPCODE_RPT.
Click the Reporting Tools link.
Step Action
64. Click the Query Viewer link.
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Step Action
65. Enter the Query Name in the begins with field.
For the purpose of this example, enter "FSU_ERS_DISP_CODE_REPORT".
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Step Action
66. Click the Search button.
Step Action
67. For the purpose of this example, click the Excel link.
NOTE: The query can be saved to your favorites by clicking on the Favorite link
under the Add to Favorites heading.
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Step Action
68. Enter the appropriate Job Opening ID into the Job Opening field.
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Step Action
69. Click the View Results button.
Step Action
70. Click the Open button.
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Step Action
71. An excel spreadsheet returns which displays the applicants' names and the
disposition code options.
In this example, the hiring manager has already marked the disposition codes for
applicants 1, 2 & 3.
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Step Action
72. Congratulations! You have completed this topic.
End of Procedure.