GCHC Training Objectives

• Introduction To PeopleSoft 9.1 Talent/Recruitment Feature• Create A Job Opening• Screen Applicants• Disposition Detail • Create Interview Schedule• Create Interview Evaluation• Make Offer Status

PeopleSoft 9.1 vs is the software that GRU has chosen to manage it’s various business functions

• The Talent Acquisition/Recruitment Feature of 9.1 will help to ensure that GCHC is consistent in the documentation of recruitment processes.

• For GCHC ,the Electronic Personnel Action Request (Epar) will be introduced at a later date.

The Browser To Access The PeopleSoft Access Linkhttps://pshr.gru.edu

Mozilla FirefoxGoogle ChromeInternet Explorer

You will access PS vs 9.1 from either the PAWS -Employee Intranet Portal (https://paws.gru.edu),

select the All Apps Icon from the Quick Access Bar. Or log in using the PeopleSoft link

https://pshr.gru.eduYou can save link to your favorites

Log in using your GRU NetID and Password. This would be the same ID and Password that you use to log into Outlook.

What is Manager Self Service and Manager Dashboard?

• Manager Self Service is a application designed to assist with employee related tasks. You may enter, update or approve tasks as required. It is real time meaning the information is available for review as soon as it is entered.

• Manager Dashboard in PeopleSoft 9.1. provide a high level view of the operations. It provides an at a glance view of important information to help you know where you should focus.

You may personalize your Manager Dashboard.

Click on Content and Layout Link to review the appropriate/selected areas needed for your dashboard

Select the box in front of the portlets that you would like to have included on your Manager Dashboard.

Select Save

This is an example of a personalized Manager Dashboard .

You are viewing the content and layout this manager chose.

Similar to past practices, you must have an Approved PCF to begin Recruitment

How To Create a Job Opening for the GRU Job Board?

www.gru.edu/jobs/university

Navigate To- Main Menu - Manager Self Service - Manager Dashboard

To begin You Will Have a Copy of the Job Description or Approved PCF Available To Create the Job Opening

When YOU are at the Manager Dashboard ScreenUnder My Job Openings Category Select Create Job Opening

Note: The Job Opening (vacancy) verbiage replaces the Job Requisition verbiage

YOU MUST MAKE THE FOLLOWING SELECTIONS AT THE CREATE NEW JOB OPENING PAGE

Job Opening Type -Select Standard Requisition Business Unit -Select GRU Business Unit.

All Position numbers will begin with 4- zeros and display with GCHC ( confirm you have correct position #)GCHC Positions Job Codes will have a “G” Character and Job Titles

Once YOU have selected the correct position number and it appears in the Position Number field, select the Continue button to proceed to the next screen.

YOU would Enter both the Desired Start Date and Projected Fill Date fieldsNote: The Desired and Projected dates maybe the same

At the Opening Information page 1017-GCHC Recruitment Template (YOU must use the 1017- GCHC template)

In this area Basic Job Detail Information will default from previous Job Opening entry YOU selected

Status Reason- click on dropdown arrow( For most will use- New Job/Position)

If the Job Opening is being created to replace a current employee, YOU would enter the name of the individual in this section.

Click on the magnifying glass icon to pull up the individual name.

YOU will Bypass the Screening tab(HR will complete the screening tab)Move onto setting up the Team tab

Team Tab YOU will Select ADD RECRUITER TEAM –GCHC Recruitment Team

NOTE: It is required that Recruiter Team be added here so as not to negatively impact the approval process. Select TaVonda Collins as primary.

Select the Hiring Manager. YOU or the Staff creating the Job Opening, will make the Hiring Manager the primary contact. YOU must add your name or anyone who should have access to review the job opening activities

YOU must add those who will be assisting with INTERVIEWSInterested Parties is not required.

YOU will Select Save & Submit or the Submit tab

When the Save and Submit is selected,

A Job Opening ID will be given

YOU will Record this 4 Digit Number. This is the Job Opening Number that will be shown on the GRU Job Board.

YOU would Select Posting to proceed to prepare the Job Opening for the GRU Job Board

This screen example shows

who was selected.

The Recruiter Group, Hiring

Manager, Interviewer(s)

To receive access to same information as the HSA, the

Office Associate would place

their name. The HSA is primary

Click onAdd Job Postings to prepare the posting for the GRU Job Board

YOU will begin to add details from the PCF or Job Description

For the Job Opening- YOU will have a copy of the Job Description or PCF. YOU will use the Job Description or PCF to add info to the Job Opening Posting.

The Info YOU will add to the Job Opening Posting is what is shown in Red below.

This will info will be shown on the GRU Website.GEORGIA CORRECTIONAL HEALTH CARE

JOB DESCRIPTIONGCHC Staff Nurse(RN)

FACILITY: ______________________

POSITION TITLE : GCHC Staff NurseSUPERVISED BY: DONMINIMUM QUALIFICATIONS: Graduate if an accredited college or university with a degree in nursing and a valid Georgia RN license. Functions within the Georgia Board of Nursing Nurse Practice Acts; BCLS Certified; Security clearance by the Georgia Department of Corrections; Good physical and mental health; able to work under pressure; relate well to patients, security staff, visitors and con-workers.DESIRABLE QUALIFICATIONS: Prefer 2 years of clinical experience. Some correctional experience. Have current ACLS certification.

GENERAL DUTIES :

Assess physical, psychological, and social dimensions of patients within the health care unit. Applies knowledge of available resources in obtaining a health history and in the assessment process. Provides a written assessment of patient on admission, during confinement, and or discharge in accordance with GDC SOP/LOP. Summarizes assessment data and makes a triage decision which is documented and communicated to other patient care providers. Helps plan and implements an individual treatment program as ordered by the physician, clinical associate or other licensed provider in accordance with nursing protocol. Applies knowledge and utilizes available resources in planning care and patient teaching. Intervenes with proper technique and nursing procedures and safety precautions to meet the individual needs of patients. Administers medication according to proper techniques and procedures, including IV therapy and all other approved routes of administration. Utilizes pharmacology knowledge and available resources in administering medications. Follows facility procedures for obtaining therapeutic diets and monitors diet compliance. Documents nursing encounters, utilizes the appropriate nurse protocols forms. Legibly completes all mandated logs in accordance with GDC/GCHC Respects the dignity and confidentiality of patients and medical records. Adheres to HIPPA regulations. Transcribes orders in a timely manner and in accordance with GDC/GCHC. Completes required shift report before leaving the unit. Maintains compliance with all mandated logs and checks for medication, syringe, tools and controlled medication. Does not leave unit until counts cleared and logs signed. Makes rounds in infirmary a minimum of once per shift and records nurse’s notes on all inmates. Evaluates symptoms, reactions and progress of patients on a periodic basis; charts and

reports problems to supervisor. Ensures that prescribed medications are administered as ordered using the formulary. Documents administration of medication in accordance with GDC/GCHC. All other duties as assigned.

RESPONSIBILITIES:

Responsible for the delivery of patient care through the nursing process of assessment, planning, implementation and evaluation. Also directs and guides patient teaching, nursing activities and ancillary personnel while maintaining standards of professional nursing.

You will select from the Visible dropdown menu, this determines what view the candidate will be allowed at the GRU Job Board (www.gru.edu/jobs)

External Only: Posting only visible on external job boardInternal Only: Qualified Internal Candidates (QIC)

Select Internal and External: Posting will be visible on both internal and external job board

For The Job Opening Posting

YOU will choose Visible, the posting categories from the Description Type dropdown box the following( You may cut and copy):

**YOU are responsible for adding the followingPosting Categories (Separately)

1. Minimum Requirements

2. Preferred (if applicable)

3. Responsibilities………Duties

For the next Description Type YOUwill select Add Posting Description to add the Posting Category

HR will add other posting categories required for theJob Opening Posting

YOU will leaveJob Posting Destination blank. This portion will be completed by HR.

YOU will Select Preview once you have completed added all of the Posting Descriptions.

Once YOU click preview ,the Posting will show what YOU have created.( It does not matter which view is shown, Internal or External).

To go back and continue, YOU will select Return to Previous PageThen YOU will Click on Save

You will be taken back to this screen

and

YOU will Select Save & Submit once ready to proceed with the

approval process

OR

YOU may Select Save as Draft to save and

return to this posting at another time

If YOU Save & Submit

If you Save as Draft- When you return to complete. Click On Browse Job Opening.

At Display- Click on drop down Job Created By Me and then the Dropdown for Pending and Refresh.

If you select Save & Submit You Are Now Preparing For The Electronic ER Route

The Approval process will begin for your site.

This Approval Route is your Electronic EROnce the Job Opening Has Been Approved, YOU will receive a email notification

The Levels of Approvals remain the same: Regional Manager, Budget and HR

Regional ManagerBudget Approver

Jean Anzalone,

Sandi Smith Recruiter Group

TaVonda Collins

Danny Finn

EXAMPLE The ELECTRONIC EMPLOYMENT REQUEST-(ER)

How Does The Approver Receive Notification about A Job Opening?

The following are Methods An Approver May Receive Notification

Approver will receive a notification email from PSADMIN in their GRU Outlook Account, about an Approval Request

At the Job Opening Details Tab click on Approvals

Regardless of Approval Method the approver will receive a screen similar to what is shownThey will locate those transactions that require their approval by setting the Transactions filter to ‘Pending my review’Click on the Approve/Deny option to review the Job Opening details of the transaction

ORReview Budget information to ensure accuracy

CFC: 10000 04500000 11100 13000$46,900.00Fringes: $11,900.00

OR

There are two final decisions in the approval process that the Approver will consider:

Approve: Continue moving the job opening through the approval process

Deny: The process is placed on hold until approver receives required info to make a decision

Budget has the option to Pushback if they need more information or would like YOU to make an edit before they can approve your opening. When the Pushback is selected, the reviewer will then need to resubmit the request for approval.

You may also view/hide comments at this page.

When The Job Opening Has Been Approved. HR Will Post, and Applicants Can Apply At

The GRU Job Board-www.gru.edu/jobs/university

Applicant Will View Career OpportunitiesThe view will be either External or Internal (determined by the Job Opening)

Applicants will see Your Job Opening

Screening Applicants

YOU will receive Applicants as soon as they apply to your Job Opening. To review your applicants, click on Job Opening # to pull up the position . You can then review applicants OR

YOU will access PeopleSoft Recruitment Feature-Main Menu---Manager Self Service---Manager Dashboard.

OR Navigate To Main Menu_Recruiting-Find Job Opening-Clickon Hour Glass

OR

YOU can place Job Opening In ID Box Click Search

ORBrowse Jobs Openings

When you review, you will receive this screen. Which will display the Applicant’s Disposition, Resume, Application

IF the applicant status is rejected, but you are interested in the candidate, please speak with HR. There is a reason the applicant has been placed in ‘rejected’ status. Speak with HR before you schedule time with a rejected applicant.

What Comes During The Screening..Entering Disposition Codes

Stage 3 Applicant

considered by Talent Acquisition

and deemed qualified--Further

review by the Hiring Manager

Preferred Qualifications (PQs) Met basic qualifications - Applicant (needs to be reported on OEE applicant query or ATF)

Alpha Numeric Code Reviewed by Talent Acquisition and forwarded to management - Recommended Disposition Code(s)

3 3-Staff Positions Met Quals (Staff Positions, GCHC Positions, East Central, etc.)

3A Hiring Department-Not referred - PQ Screen - Experience

3B Hiring Department-Not referred - PQ Screen - Education

3C Hiring Department-Not referred - PQ Screen - Certifications/licenses or registration

3D ROUTED: Not Screened -All Routed Faculty/Executive Search

3E ROUTED: Not Screened - Routed to Management from Search Firm

Stage 4 Applicant

Considered by Hiring

Manager/Interview Panel and qualified

Hiring Manager/Department ReviewTelephone or Onsite Interview - Met basic qualifications - Applicant (needs to be reported on OEE applicant log or ATF)

Alpha Numeric Code Recommended Disposition Code(s)

4A Schedule Interview

4B Interview - Applicant under consideration

4CInterview - Applicant no longer interested, accepted another position; not interested due to salary, schedule, work location or travel requirements (removed self from consideration)

4DInterview - Unable to contact applicant or selected for interview and was a no-show (removed self from consideration)

4EInterviewed - Applicant not selected. Unacceptable interview results; (inappropriate behavior, inappropriate dress, skills/behavior)

4F Interviewed - Applicant not selected. Inadequate communication/presentation skills

4G Interviewed - Applicant not selected. Unable to meet position requirements/ location, schedule, travel

4H Interviewed - Insufficient Experience and/or Certification

4I Interviewed - Insufficient Education

4J Interviewed - Excellent Candidate, another candidate selected

HR Will 1st Disposition Applicant when they apply. This Determines The Routing Status of the Applicant

• HR will be prompted to use a Status Reason for routing the applicant,3, 3D and 3E are the options that HR will utilize

• The fields to the right Response Due and Response will be left blank• HR will submit and the Applicant Status will be shown for your review• YOU will be able to review the applicant status

YOU will be responsible for

entering the disposition codes for the applicants

who were interviewed but

not selected.

YOU will REJECT this applicant, select the appropriate reason from options 4A –4J

YOU will Click on Submit

Select Submit.

Do NOT select Submit & Send Correspondence as this will immediately send an automated response to the rejected candidate.

HR Tips for Screening Applicants:

• Confirm that the applicant’s qualifications meet or exceed the minimum requirements for the position. (An applicant cannot be

considered if they do not meet the minimum qualifications)

– Screening candidates according to the job posting, accountabilities, goals and objectives.

• Note any red flags such as employment gaps, short-term employment, repeated changes in career path or decreasing responsibility.

• Selecting candidates who meet the preferred requirements is also a means of narrowing the qualified applicant pool.

Creating An Interview Schedule

Once you have screened the Applicant, YOU may schedule the Interview

YOU will select Manage Interviews from the drop down, you may add interviews individually

OR

You may add multiple interviews at one time by selecting Manage Interviews

YOU will Click on the arrow by the first candidate’s name to expand the section

Click on the arrow by Interview 1 to expand the section

Select the appropriate Interview Status from the dropdown menu.

Select the appropriate Interview Type from the dropdown menu

Once YOU speak with the applicant.

Check the Notify Applicant box and it will prompt a message to be sent to the applicant portal with the details of the interview

(date, time, location, interview committee members)

Enter Interview DetailsReminder: Change Time Zone

To remove a name, click on the garbage can icon.

The names YOUentered as the Interview Team when the Job Opening was created will display here.

If the YOU need to add an individual, click on Add Interviewer.

YOU may Check the Notify box if you would like to send a notification to the interview members. You will want to make them aware they will receive an automated email from the system

YOU will not use the Venue Information section.

YOU will Type in the Interview Location information. This is the info the candidate will receive.

YOU can add an agenda or important information regarding the interview here. PLEASE NOTE: This information will be sent to BOTH the candidate and the hiring committee members. Should be appropriate for both to view.

DOCUMENTATIONS YOU SHOULD USE AND NOTUSE WITHIN THE ATTACHMENT PANEL

WHEN SCHEDULING A INTERVIEW

The appropriate documentation to attach to the Scheduling Interview Page:

You may attach: 1) an agenda 2) directions/map to the locationRemember, if you click notify candidate and committee, then both can receive the attachments.

You should not attach: 1) an evaluation (completed or not) or 2) documents related to other candidates

We don’t want to take the chance that the candidate could view this information. If you have other documents you need to send to the committee members, please use Outlook to provide this information.

If there is a 2nd interview to be scheduled. Click on the arrow next to the next interviewee’s name to expand this section and enter the interview details

Click Submit

Interviewing GuidelinesThe Interviewer’s Toolkit provides guidance on the following:

• Appropriate interview questions

• Equal Employment policies

• Tips for the interview process

• Discussion points to avoid in the interview

Various interview classes can be scheduled through Human Resources and Workforce Development.

The Interviewer’s Toolkit can be found at http://www.gru.edu/hr/talent-acquistion-management/documents/interviewing_managers_toolkit_03252014.

pdf

Creating An Interview Evaluation-

Each interview that you conduct, a Interview Evaluation Form is required.

If YOU are taking action on only one applicant, click on the ‘Take Action’ dropdown menu in line with their name and select the desired action.

To select more than one applicant, check the Select box next to their names

Select ‘Create Interview Evaluations’ from the Group Action dropdown menu

Interview Categories

Enter the Interview Date Enter the

Interview TypeEnter the Interview Ratings and Comments

Interview Ratings and Comments

Jackie Robinson

Candidate was very articulate and demonstrated excellent communication skills.

YOU and the Interview Team will choose the Overall Rating and Recommendation from the dropdown menuEnter General Comments regarding the recommendation

Only 1 Evaluation is required to be entered for the panel.

Click on Save

When you review the Job Opening now, you will see that the status of the individual you interviewed, that their status has changed to Interview.

If the Team chooses the Recommendation of ‘Reject’, YOU will be prompted to enter a Reason from the dropdown menu:

OR you can choose to: 2) Select the Recommendation of ‘Make Offer’ for your final candidate. HR( Recruiter) will receive a email notification that you have selected your final candidate when you submit this evaluation. You will then be contacted.

Paper Evaluations& Reference Forms

You will attach any interview notes here under ‘Add Attachment’. HR will be looking for your evaluations to be completed and we encourage you to upload your notes here.

Make Offer Status

Final Recommendation

for the Selected Candidate

Steps to ensure your site is ready to “Finalize the Offer”

1. Discuss with the appropriate decision makers the hire.

2. Ensure that your office has entered the interview schedules in the system.

3. Ensure that the Interview evaluations have been completed on all candidates who interviewed in the system

4. Ensure that references have been completed.5. Confirm all Dispositions have been completed for the hire and

those interviewed and not selected.6. References should be completed before changing the status

to “Make Offer”.

HR Notification

• HR will receive a email notification that a candidate is in a “Make Offer” status:

• HR will contact you about the salary calculation

• All GRU New Hire Packet Forms ( ex. I-9, W-4, G-4) with Current Year, will be requested.

• Once all documents are received you will extend the Offer to the Candidate.

Finalize Offer Documentation RequiredBy HR For The New Hire

Electronic ER Electronic Application Resume References Interview Evaluations New Hire Packet-With

Current Year GRU Forms

Overview of PeopleSoft 9.1 Talent Acquisition/Recruitment Feature

• A Interview Evaluation form will be completed for each applicant who is interviewed.

• Able to enter the disposition (reason codes) for the non-selected candidates. Candidates who were interviewed and not selected you will provide a disposition code.

• The GCHC sites will continue to handle References & they will be submitted online via the attach documents feature in the system.

• Once HR is notified of the “Make Offer” recommendation the salary calculation will be handled by the HR Director and there will be communication with the site.

• Offers will continue to be extended by YOU.

Questions

Points of ContactSystem Access Inquiries:

Sharri Peck- SPECK@gru.edu Office- (706) 721-7892

Help Desk-(706) 721-4000

Human Resources:

Danny Finn-DFINN@gru.edu Office-(706) 721-1260

Angela Glover -ANGLOVER@gru.edu Office-(706) 721-1783

TaVonda Collins- TACOLLINS@gru.edu Office- (706)721-1137