Meeting "Discuss/Demo Digital Interview Roll Out" with HR

[johnclary]

Scheduled: Wed, 8/7/2019

Meet with HR to clarify need

Attendees: John, Diana, Adan and Nathan B.

[johnclary]

Scheduled for 8/7

[dianamartin]

Diana's Notes

Background Replacement of Interview binder resources Streamline and make things as easy as possible for HR staff

Minimal Concerns

• Records retention
• Panel members are writing (required that is had to be written)

Phase 1

Interview packet

• Daily Interview Schedule
  • Pull from eCareer, raw data, formatted
  • Generates on Excel Spreadsheet
  • New tab: people who are to be interviewed
  • Requisition Number (Posting Number)
  • PCN – unique
    • T numbers (Temporary Position), i number (Intern Position)
      • System generated
      • Panel Members
      • HR Rep
• Interview Guide
  • Only 3 fields entered
    • Number of applications
    • Candidates for Phone Interview
    • Candidates for In Person Interview
  • Readable Text
    • Guidance for new panel members
    • What is expected
• Position Information
  • Created in Word Doc
  • Min Quals
  • Preferred Quals
• ECareer of Screen Shot of Posting
  • Attachment?
• Job Description
  • Linkable? Link to web URL
  • Some jobs are melded together (2 job titles) - temporary
  • FTE jobs are not affected, it's a 1 to 1 job description
  • MuniProg – mapped to 1 job description
• Applications for each candidate
  • Come from eCareer
  • Print or link?
• Interview Panel Member Confidentiality Agreement
  • Internal requirement
  • E-signature
• Candidate Matrix
  • Exported from eCareer
  • Into a spreadsheet
• Zone Determination Letter
  • Candidate to approve the zone determination
  • Similar -Offer Letter

Phase 2

Vacancy List (Real-Time positions)

• Vacancy list (2 weeks delay) - from Banner system
  • Keep up with what is open
  • What is open?
    • How long has it been open?
    • 100 – 200 days
    • Comment section
    • What is the Status?
    • Title Changes (Reclassification) Green - accepted Blue- pending offer out, haven't accepted Vacancy percentage – Total Vacancies #
• 8% is the target (during this time of the year)
• Funding is tied to PCN
• Sometimes there is a back charge between groups

Phase 3

• Tracking FMLA
• Tracking Works Comp
• Tracking ADA

MUST HAVES

• User roles
  • HR staff
    • have access to all items and edit ability
    • Have access to reports
  • Panel Members
    • Have access to interview materials
    • My panels they've been on hidden
    • Expires after interview date

After posting of job Matrix of candidates

• Tracking reclassifications of position
  • Encumbered position
  • Use PCN
• Tracking vacancies list
  • Notes waiting for manager to
  • Comments history
• Interview Details for panel members
• Tracking of full time
• Tracking of temps
• Tracking of interns
• Tracking of CPO

Wireframe Tabs/Buttons

• Home Page (tab)
  • Re-classifications (big button)
  • Recruitments (Hiring) (big button)
  • Vacancy Report
• ATD Recruitment (tab)
  • Temps (big button)
  • Interns (big button)
• CPO Recruitment (tab)
  • Temps (big button)
  • Interns (big button)

Success and Outcomes

• Make paper packet disappear
  • Next a couple of months
• Staff from printing and time it take to prepare
  • Set Basic Metrics on performance

Priority

1. Interview Packets
2. Vacancy Reporting

Project Deadline

By October 1st

Hardware Lenovos v. laptops

[dianamartin]

@johnclary Do we still need your notes added to this before closing?

[johnclary]

"If we wait for central HR, it will never happen” -Nate

Question: What data can be pulled from eCareers? Who is tech contact?

Nathan: Concerns:

• Records Retention, MCS requirements
• Question: interview notes have to be handwritten?

PACKET

• Interview schedule
  • Pulled from eCareer into Excel Sheet
  • Get people who are selected for interview, PCN REQ Number (Posting # in ECareer)
• Interview Guide
  • Might go over it. Need to update the applications and candidates received
  • Same for every interview process
• Min/Preferred quals
• Question: do we give the candidate a tablet?
• Position Info Page from eCareer; PCN’s are assigned as “T” (temp) numbers or “I” (intern); system generated by eCareer.
• Job Description > Straight from Austin Jobs Website (URL?) >> or maybe attach? There are gray areas. With temp positions, you have to map Temp titles, muniprog gets “mapped” to the job description
• Application (eCareer), Resume, Cover Letter
• Confidentiality Agreement <> eSignature > this is an ATD form

PHASE 2

• Interview questions/notes
• Candidate Eval Matriculates
• Self-Service, Zone Determination, Offer Letter
• Encumbered Reclassification tracking

Vacany Report

Banner is a two-week lag, so we maintain our own

• Age (number of days), when you get over a hundred
• Status
• Hiring Manager
• Notes: reclasss, etc.

Other

• Generally the funding doesn’t change after the funding is created, it’s tied to the PCN
• Want to track a recluse in-situ

Next Steps

What does success look like?

• Make the packet disappear
• ETA Q1 FY2020
• Reduce time spent staff spends printing and putting together packets
• Basic metrics on performance (vacancy filling)
• Create a live vacancy report
  • Bonus: able to track temp hires and interns
  • CPO tracking (separately)

Deliverables — Phase 1

• Digitized Interview Packet
• Vacancy list

[johnclary]

added. closing.