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FastFacts
Feature Presentation
6/24/2015
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Phone number: 888-651-5908
Participant code: 182500
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© 2015 The Johns Hopkins University. All rights reserved.
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Today’s Topic
We’ll be taking a look at…
JHUjobs
Hiring Manager Training
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Today’s Presenters
Carla Cooper – HR Manager – SOM Neurology
Connie Kinsley – HR Manager – School of Education
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Session Segments
Presentation
Carla and Connie will address changes to the JHUjobs hiring
manager portal.
During the presentation, your phone will be muted.
Q&A
After 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:
[email protected]
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Survey
Survey
At 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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Objectives
Understand the history and rationale for change
Be able to navigate the hiring manager portal
Be able to create a requisition
Be able to process applicants
Understand and be able to utilize the new features
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Agenda
Review the history and rationale for change
Review the Hiring Manager home page and navigation
Review creating a requisition
Review the applicant screening process
Review special functionality
Ratings
Preferred bucket list
Multiple hires for one requisition
Multiple titles posted for one requisition
Auto-take down of requisitions
Review approval process
Review the timeline of changes
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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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Top Concerns With the Current Process
The application process is too cumbersome
The sheer volume of applicants (~250K per year)
Poor quality of the applicant pool
Time to fill is too long
Unacceptable new hire turnover
System performance – too many deadlocks and crashes
Poor data quality
Lack of communication
Lack of access (particularly from school-based HR staff)
Multiple recruiters reviewing the same applicant
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Outcomes
A review of job posting policies and procedures
A requisition management process based on position number
An easier to use requisition form
Creation of an engaging applicant portal
A process that is easy to follow for job seekers, hiring managers,
and human resources
Improved metrics capabilities for human resources
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Home Page and Navigation
Tabs break out reqs by status
Toggle between roles
Create / Search for reqs
Use Previous / Next as needed to
scroll through reqs
Click on a column heading to
sort – checkmark indicates
current sort
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Home Page and Navigation
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Requisition Creation
Direct replacement and restructured positions
require an SAP Position #
Click Generate to
create the requisition
New positions will ask for a similar position in order
to pre-populate the form
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Department Access Tab
The supervisor has been moved to the
Department Access screen
Click to
remove a
hiring
manager
Add as many HMs as needed
Note the “Send ISR Information”
checkbox
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Position Information Screen
Enter the # of openings
Click “Add Proposed Title” on
the position information tab
to post for additional titles
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Multiple Hires for One Requisition
This replaces cloning.
The positions must be the same.
Same title
Same 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.
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Multiple Titles for One Requisition
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.
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Budget Tab
This 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:
SOM
KSAS
WSE
The Press
UA
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 ratings
Additional hiring department Review step
Improved 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 C
Qualified (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 change
Be able to navigate the hiring manager portal
Be able to create a requisition
Be able to process applicants
Understand and be able to utilize the new features
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Q&A
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.
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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: [email protected]
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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!