New Hire Training Exercise 1
Now that you have completed the online portion of training for New Hire, it is time to log into the Training environment of USA Staffing to practice what you have learned. Use this step-by-step guide to help you practice this lesson. Retain your notes to assist you with other lessons.
This practice exercise will walk you through auditing a selection from a certificate to create a new hire record (if you do not have access to audit certificates, start with Exercise 2). Creating a new hire record from a certificate requires you to access a certificate that is ready to be audited. If you have a certificate that is ready, complete the steps below. If not, you can access the entire practice training series on the USA Staffing Training Resources page at: USA Staffing Online Training Exercises – Advisory Board Resource Center. You will then need to complete the Request, Vacancy, Assessment, Announcement and Referral exercises before proceeding with this exercise.
My Request Number: ____________________________
My Vacancy Number: ____________________________
My Certificate Number: __________________________
Before you begin this exercise:
• Your Office Administrator will need to create onboarding tasks & workflows that you can assign to the new hire record.
• Your Office Administrator will need to create a Tentative Job Offer notification template that you can send to the new hire.
• Be sure you have access to the e-mail account for the new hire selected from the certificate.
1. Go into your vacancy. There are several ways to access a vacancy:
a. If you know the Vacancy Number, you can type it directly in the Go To box at the top of the page and select Enter.
b. You can locate your request in the Requests tab of your dashboard. Once in your request, there is a direct access link under the Vacancy Created section. (This is the option shown below.)
c. If you have recently gone into this Vacancy Number, it will show up in your dashboard dropdown list.
2. Once in your Vacancy, navigate to the Certificates tab and select the Certificate Number.
3. Once the certificate is open, select the Edit icon next to the selected applicant’s name to audit the applicant record.
4. On the Audit Application page, choose Selected for the Audit Code, select Hired for the Return Status, then select the Customer and Request Number as well as the Location, Workflow, Position Description Number and Series (if these fields are not populated) and select Save and Close.
5. After selecting Save and Close, the Save Audit Create New Hire Process page will display to indicate the new hire record is being created. After this process completes, you will be returned to the certificate.
6. Expand the view for the selected applicant on the certificate and select Onboarding. Select the View New Hire record button to be directed to the new hire record.
7. After selecting the View New Hire button, you will be directed to the Manage Tasks page of the record. However, you will need to navigate to the Overview page first to assign staff as the Onboarding Process Owner, HR Contacts, Benefits Contacts, and Payroll Contacts. Select Save to retain the updates. These are the users who will manage the record. Note: Depending on agency defaults the HR Contacts, Benefits Contacts, and Payroll Contacts may auto populate.
8. After assigning contacts to the record, go to the Assignments page where you can begin managing the HR owned tasks for the record.
9. Filter the Manage Tasks page to display the New Hire tasks. Select the Assign Workflow button to assign tasks for the new hire to complete. Remember, workflows are a group of tasks that can be assigned to the record at one time and these tasks have pre-established due dates for reporting purposes.
10. Select the appropriate workflow and select the Assign Workflows button on the pop-up (if you do not have any workflows to select from, inform your Office Administrator that workflows need to be created).
11. The tasks from the workflow are now assigned to the record. Enter a Due date for the Complete New Hire Questionnaire Task and Save.
12. Now you are ready to send the job offer to the new hire. Select the Envelope icon to initiate sending the job offer notification. In some cases, agencies will require certain data fields in the Questionnaire Tab to be completed prior sending offer letters to populate data inserts, please verify this information with your Office Administrator.
13. Select the Type of notification that is a Tentative Offer (if you do not have a tentative offer notification to select from, inform your Office Administrator that the notification template(s) needs to be created).
14. Select Send Notification from the Preview Notification page. You will need to update and remove any placeholder text before you’re able to send the Notification.
15. Now that you have a created a new hire record, assigned workflows and tasks, and sent the tentative offer to the new hire through the onboarding system, let’s take a look at the online help.
16. Select the Help icon and choose Review Online Help from the drop-down. The online help will open in a separate tab. The help icon provides access to a contextual help page tailored to your current location within the system. To explore other topics, select the USA Staffing Online Help home link, where you can search for a complete list of help topics.
This concludes the lesson on Creating a New Hire Record from a Certificate.