New Hire Training Exercise 2
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 manually creating a new hire record.
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.
If needed, 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. Select the Create Request button on the New Hires tab of your dashboard.
2. Complete the Request Information page.
- Select Generate or enter an agency specific request number.
- Choose a Requesting Customer from your drop-down list.
- Leave the Request Type as Onboard New Hire.
- Choose a Requester from the drop-down list.
- Add a Position Description Number of 1234.
- Enter a Position Title.
- Leave the Pay Plan as GS.
- Type and select the appropriate number in the Series field.
- Select the Grade. (You can either type directly in the box and press Enter or choose them from the drop-down list.
- Do not add any Specialties.
- Enter dates for the Hiring Need Validated Date and Request Personnel Action Date fields.
- Choose a security clearance level.
- Change the Travel Required to Occasional Travel.
- Press the Save button. This will also activate the Location Information and New Hire subpages.
3. Select the Location Information subpage.
- In the Find Location box, type any City or Zip code and select the location.
- Select the Add Location button.
- Select Save.
4. Select the New Hire page and complete the request.
- Enter the new hire’s Email Address.
- Enter the First Name, (Middle Name) and Last Name, (and Suffix if applicable).
- The Position Description Number, Series, Grade, Location, Office, and Workflow will automatically populate if there is only one selection in each of these areas. Otherwise, you will need to choose one the selections for each of these fields.
- Select the Approve Request button. (If the Approve Request button does not display, select Save and contact your Office Administrator on how to proceed. A user with a higher profile permission level will have to approve the request).
5. The Approved Request page will display. Based on the information you previously entered, this page will display the Request Information, Vacancy Created, Position Descriptions, Position Settings, Request Locations, and New Hire. Select the View New Hire button to open the new hire record.
6. After selecting the View New Hire button, you will be directed to the Manage Tasks page of the record. Select the Overview tab to assign staff as the Onboarding Process Owner, HR Contacts, Benefits Contacts, and Payroll Contacts. Select Save. These are the users who will manage the record.
7. Select the Assignments page, this is where you will begin managing the tasks for the record. Select the Add Task button to assign HR task Send Tentative Offer and Send Official Offer to the record.
8. 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 set by your agency for reporting purposes.
9. 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).
10. The tasks from the workflow are now assigned to the record. Enter a Due date for the Complete New Hire Questionnaire Task and Save.
11. Now you are ready to send the job offer to the new hire. 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. Select the Envelope icon to initiate sending the job offer notification.
12. Select the Type of notification that is a Tentative Offer (if you do not have a tentative job offer notification to select from, inform your Office Administrator that the notification template(s) needs to be created).
13. 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.
14. You have a completed request, assigned tasks, and sent the tentative offer to the new hire through the onboarding system.
This concludes the lesson on Creating a New Hire Record Manually.