HR051_Geographic_Location_Field - Core-CT



Application: HRMS

Module: Human Resources

Business Process: Manage Select and Recruit Workforce

Requirement Number: HR051

Requirement Title: Ability to indicate geographic location field on the applicant data preferences pages

Module Leads: Lina Simonu, Lisa Lagus

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

Currently the legacy system tracks geographic location code preferences of employees and external candidates for employment that have passed a State examination. In addition, the legacy system maintains this preference information for employees who have been laid off as part of the SEBAC/Re-employment process. Each agency seeking to fill a job first asks the legacy system if a SEBAC/Re-employment list exists for the position. If such a list exists for the vacancy’s geographic location, the agency must clear all mandatory candidates before proceeding. PeopleSoft tracks location code for an employee and applicant based on the location of the job, which may be a building address. While a geographic preference field exists on the applicant data pages, this field is freeform text which would be difficult to perform queries against or build logic against as we could not rely on candidates listing standardized information.

2. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

A geographic location preference code is needed to indicate the county or city in which the applicant is interested in applying for a position. In addition, geographic location preference coding is used to compile SEBAC/Reemployment and Examination Certification lists during layoff processing and normal certification list generation. Further, this field is needed in order to comply with statutorily mandated Affirmative Action reporting requirements as all personnel activity is reported upon by Labor Market Area, enabling all agencies to document their yearly efforts to achieve parity therein. We currently receive about 20,000 examination applications yearly for the law enforcement classes (Correction, Public Safety, DEP) each time the exams are announced. We are not aware of future PeopleSoft releases that will handle this. State Statute 5-216

3. Required By: (Y/N)

Federal ____ Agency __ __ Bargaining Unit _Y___

State Statutory _Y___ State Regulatory ____ State Procedural ___

4. Requirement Priority

Medium (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution

Enter an “X” next to the appropriate category

______ Process Solution

__ Option Number

___X ___ Application Modification

_1__ Option Number

6. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

Currently, the State has allocated all 169 towns to 26 Employment Districts, labeled B – Z as part of the examination, employment and SEBAC/Reemployment processes. The State has also indicated one code, A, for all locations. Agencies usually draw the resultant lists by the geographic location of the facility where the vacancy is located, except where recruitment is conducted statewide. It is not a good use of time and resources to contact, for example, Office Assistant candidates residing in Bridgeport for openings at UCONN. It would be too laborious to manually check each eRecruit application on the delivered software, decipher the freeform text and convert that to a corresponding Employment District. All agencies have to file yearly Affirmative Action Plans and these are all based on comparisons of hiring and promotional statistics to unemployment statistics in standardized Labor Market areas which would be easily discerned if we kept our current location coding.

7. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

None.

8. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. PeopleSoft currently has a geographic freeform text field that applicants could indicate their work location preferences. This would not provide a quick source of lookup as there would be no standardization of codes entered by applicants and there is no way to list the 26 Employment District codes we currently use. If this function is also used for the examination process and SEBAC/Reemployment, each application would need to be reviewed manually to discern desired location.

Option 2. We understand that in the latest version of PeopleSoft there will be opportunity to address screening questions to applicants as part of job requisitions/postings. We could ask them to list location preferences in the freeform text field based on our 26 Employment Districts described above. This could still result in manual review as not all applicants follow directions well.

Option 3. Configure the geographic preference values as locations. Setup Job Requisitions based on this geographic preference. (This may differ from the actual location, the position may be located at, ie. the building or agency location address.) When an employee views job postings, they may access them by location and apply for only those.

9. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): On-line

Complexity (Easy, Medium, Difficult): Easy

Description: PeopleSoft has two geographic preference fields. One that is a free form text field and another which has geographic areas associated with it as translate values. In order to meet the State’s requirement, the free form text Geographic Preference field, GEOG_PREFER, would need to be hidden on the Applicant Data page. The two digit Geographic Preference field, GEOG_PREFERENCE, would need to be added to the Applicant Data record and page. Additional translate values need to be defined to indicate the regions in the State of Connecticut. As delivered, the geographic preference values are too vague, ie. Northeast. Applicants would then be able to select their geographic preference based on defined values, they could not indicate additional information about their geographic preferences. Recruiters could filter through applications based on the defined geographic preferences.

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