OHMS User Group Meeting

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Administered by

• OHMS User Group Meeting
• October 9, 2008

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OHMS

• INTRODUCTIONS

3
OHMS Support and Workforce Analysis Unit

• Laura Sutherland, Analyst
• Darryl McFarlane, Analyst
• Carolyn Groves, Manager
• careers_at_ohio.gov
• [phone]

4
OHMS USER GROUP MEETING

• Purpose
• Agenda

5
OHMS

• UPDATES INFORMATION

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RESOURCES

• INTERNAL Job Aids/Training Material
• Resources available on line beginning
  mid-November
• January 2009 - target date for completing new
  training manual
• NEOGOV GuidesTutorials/Webinars

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RESOURCES

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RESOURCES

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RESOURCES
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RESOURCES
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RESOURCES
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Archived OLEAP Applications

• Availability
• Process for transferring files to agency

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Outstanding Agency Questions

• Q Is it permissible to create supplemental
  questions to request Driver's License Number, or
  last four (4) digits of SSN at submission of
  application?
• A Per, State of Ohio's Chief Security Officer,
  because the system is not encrypted, we can not
  use it to gather a persons drivers license
  number. However, agencies may create a
  supplemental question requesting the last 4
  digits of the SSN.

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Outstanding Agency Questions

• Q In addition to asking for last 4 digits of
  SSN, can agencies ask Does the address on
  your application match the address on your
  driver's license? If no, please give address
  currently listed on your driver's license?"
• A Yes

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Outstanding Agency Questions

• Q If an applicant applies on-line, the
  certification statement does not print with the
  application. Some agencies are concerned with
  not having a hard signature on the application.
• A Applicants are required to confirm the
  statement online. An application cannot be
  submitted without doing so. We encourage
  agencies to have applicant sign a paper copy of
  the electronic application during the interview
  process. Or, staple the on-line application to a
  paper application and have applicant sign the
  certification statement during the interview
  process.

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Outstanding Agency Questions

• Q The "data entry" PDF version of the paper
  application, on the OHMS Web-site, does not print
  all of the information in some of the fields
  (e.g. duties, summary of qualifications, skills,
  etc.)
• A A new PDF, restricting the number of
  characters entered in these fields, was created
  and placed on OHMS Web-site.

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Outstanding Agency Questions

• Q The on-line application contains fields to
  enter the years of high school attendance (start
  and end date). Some agencies are concerned this
  information could impact allegations of age
  discrimination.
• A We submitted a customization request to
  NEOGOV to suppress these fields so they don't
  show on the application request is pending.

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Outstanding Agency Questions

• Q During the lay-off process in one agency,
  employees were told to submit a completed paper
  application to HR. When creating an applicant
  profile in OHMS, the information does not print
  out without applying for a job.
• A That is correct. In OHMS, an application is
  not created until an applicant applies for a job.
  At this point a copy of the application can be
  printed. To address this concern, we suggest
  employees complete and print the "data entry"
  PDF version of the paper application, found on
  the OHMS Web site. http//careers.ohio.gov/HowtoA
  pply/tabid/121/Default.aspx

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Future Phases Status Update

• Certification
• Test Management System (TMS)
• On-Line Hiring Center (OHC)

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Recent NEOGOV Changes and Enhancements

• Complete list available from link on My HR page
• Also NEOGOV webinar on enhancements

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Recent NEOGOV Changes and Enhancements

• Security
• Test Keys
• Test Scheduling
• Security Form
• Password Preferences

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careers.ohio.gov

• Hot Jobs
• Featured on Web-site
• Criteria
• Submit information to
• Joe Ann Lucas, Recruitment Consultant
• JoeAnn.Lucas_at_das.ohio.gov
• [phone]
• Workshop to Success
• Before you Post

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INSIDE OHMS
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Inside OHMS

• Advertise To Date
• Defaults to 1200 a.m.
• We recommend changing the time to 1159 p.m.,
  500 p.m. or another time based on agency or
  contractual requirements
• Verify posting is for correct number of days
  (e.g. 10 days)

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Inside OHMS

• Selecting Categories
• Usually no more than three categories
• Selecting Miscellaneous
• Think like an applicant when selecting categories
• Categories and Job Interest Cards

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Inside OHMS

• Internal Postings
• Select Promotional checkbox
• Indicate position is internal on posting
• Use supplemental questions to screen for internal
  applicants
• Posting internal positions on OHMS makes it
  easier on internal applicants

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Inside OHMS

• GovernmentJobs Location
• Defaults to OH-Columbus
• Choose the city closest to the job location (i.e.
  Akron, Cincinnati, Cleveland, Dayton, Toledo or
  Youngstown)
• Search Locations
• County of physical location of job
• Selecting Various Counties or more than one
  county

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Inside OHMS

• Reapply Period
• Defaults to 1 day
• How to make it so applicants cant reapply
• Continuous postings

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Inside OHMS

• Copying a posting
• Similar to the Edit an existing posting feature
  in OLEAP
• Make sure the Draft checkbox is marked on the
  copied job posting
• Not all fields copy
• See Job Aid for additional information

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Inside OHMS

• Formatting and Editing Guidelines
• Text sizes and fonts
• Using capital letters
• Watch using colors
• Spell check postings and supplemental questions
• Always view the posting on careers.ohio.gov

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Inside OHMS

• Closing vs. Archiving Postings
• Closed positions remain on your My HR page in
  the Inactive Postings section
• Archiving a posting removes it from your My HR
  page
• Done by marking the Archived checkbox on the
  posting
• Can be viewed by going to Post-Archived Postings
  within Insight

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Inside OHMS

• New Addition to the postings

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OHMS

• Additional Tips
• Never select the Transfer checkbox when
  creating a posting
• Salary information
• Auto-Update
• Salary Display

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Inside OHMS

• Display Candidate Status As
• Excellent tool for letting applicants know the
  status of their application
• Displays status to all applicants in that step
• Can be edited at any time during the process to
  let the candidates know their status

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Ohio Hiring Management System Advanced Features
Presented by Nichole Giesken
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Agenda

• Supplemental Questions
• Automated Screening
• Additional Exam Plan Features
• Future Uses

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Supplemental Questions

• Agency Specific Questions
• Internal vs. External
• Bargaining Unit Status
• Minimum Qualification Questions
• Supplemental Question Item Bank
• ODJFS Supplemental Question Tool
• Additional Screening Questions
• Ranking Candidates on Education and Experience

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ODJFS Supplemental Question Tool
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Agency Specific Questions
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Minimum Qualification Questions
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Minimum Qualification Questions
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Additional Screening Questions
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Automated Screening

• Supplemental Question Point Values
• Evaluation Steps
• Scoring Plan

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Evaluation Steps
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Evaluation Steps
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Scoring Plan
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Screening Statistics

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Additional Exam Plan Features

• Attach Files
• Position Descriptions
• Applicant Rosters
• Notes
• Interview Assessment Information
• Liaison and Hiring Managers Requests
• Tasks
• Reminder Notices

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Future Uses

• Candidate Self Scheduling
• Assessment
• Interview
• Current Applicant Status
• Real-Time Non-Select Letters

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Contacts
Nichole Gieskennichole.giesken_at_jfs.ohio.gov(614)
644-1220
Nicholas Linnnicholas.linn_at_jfs.ohio.gov(614)995-
7569
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OHMS

• UPDATES INFORMATION (CONTINUED)

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Observations

• Supplemental Questions
• Preferred Qualifications
• Need for Standardization

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Agency OHMS Coordinators

• Rationale
• Responsibilities

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On-Line Hiring Center OHC

• Overview
• Pilot Approach
• Criteria for Participating in Pilot

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NEOGOV Insight
Insight - Human Resources
Online Hiring Center - Departments
HR USERS Analyst/Recruiter,System Admin.
DEPARTMENTS Liaison, Approver, SME, Hiring Manager
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RECRUITMENT LIFE CYCLE
OHC - Departments
REQ is Created/ Approved
SME Review
Referred Candidates Interviewed/ Offered/ Hired/
Rejected

• Minimum Qualification Screening
• Training Experience Evaluation
• Written, Oral, Performance Exams

Insight HR Users
REQ is Opened/ Assigned
Exam Plan Creation
Evaluation Step Creation
Eligible List Creation
Referral to Hiring Manager
Posting Creation
Applications Processed
REQ Filled
Job Applicants
Applicants Search Jobs
Applicants Apply
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Insight HR USERS
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Insight OHC
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OHC Pilot

• Mid November
• 6-8 Agencies
• Required Resources

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Criteria to Participate in OHC

• Currently using requisitions
• Effective use of supplemental questions
• Use of multiple evaluation steps and movement of
  applicants through the various steps to the
  eligible list
• Documentation of internal hiring process
• Standard processes throughout the agency

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OHMS

• REPORTS

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OHMS REPORTS
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OHMS REPORTS
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OHMS REPORTS
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OHMS REPORTS
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OHMS REPORTS
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OHMS REPORTS
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OHMS REPORTS
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OHMS

• QUESTIONS ANSWERS

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OHMS Support and Workforce Analysis Unit

• Laura Sutherland, Analyst
• Darryl McFarlane, Analyst
• Carolyn Groves, Manager
• careers_at_ohio.gov
• [phone]