Recruitment and Applicant Tracking Training Workbook Release 7.1
Contents
1. Provides detailed status of requisition descriptions The following is a sample report New Hire and Rehires Report PERHIRE Lists new hires and rehires The following is a sample report Applicant Flow by Position Groups PERPAPP Analysis of applicants by position Report group and gender minority classification The following is a sample report SunGard 2004 2005 Recruitment and Applicant Tracking Page 45 Section D Reference Lesson Overview Introduction The purpose of this section is to provide reference materials related to the workbook Section contents OVETVIEW oeiee eeann ae a e aeea E EA E EEE aa a E EE EAS 46 pet Up F rms and Where Used merisier E E 47 Day to Day Forms and Set Up Needed sccsdsscsscsnassicadsnateasshasandaontgenisdnaasoansdansensdundoedesaasontdeeauas 49 FONTS Job Ald sc aszscssocanctsstesseizaavantorveanacsnrsanccsupevaceduapea E E E R O E E E a E aeh 50 SunGard 2004 2005 Recruitment and Applicant Tracking Page 46 Section D Reference Lesson Set Up Forms and Where Used lt Jump to 00 Purpose Use this table as a guide to the set up forms and the day to day forms that use them Setup Form Day to Day Form s Requisition Position Form Requisition Position Form Requisition Position Form one Requisition Position Form Requisition Position Form Requisition Position Form PTVCMTY Position Requisition Form PAAREQU EEO Ethnic Code PTREEOC _ Applicant Informatio2. Purpose Once yov ve created an applicant you can modify their record by re opening the Person Identification form PPAIDEN In this example we will modify an address on the Address tab Address tab The Address Information tab allows you to update an address You can add details such as delivery points or carrier routes Some persons may have more than one address such as a Mailing address and a Business address These are referred to as Address Types Itis important that each address be entered with the appropriate Address Type You can add multiple addresses or see an address history by clicking the Address Type list and selecting Addresses PPIADDR SCT Banner form 7 71 ID 400034055 Ir Shawn Dinnocentil j Generate ID E Current Identification Alternate Identification Telephone Biographical E mail Emergency Contact From Date 27 May 2005 To Date C B Inactivate Address 2 Address Type ma Mailing Source Co Sequence Number Street Line 1 4 Country View Road Street Line 2 Delivery Point Street Line 3 Correction Digit T City Malvern Carrier Route State or Province pa Pennsylvania ZIP or Postal Code bsa 0 KRR E Last Update User SAISUSR Telephone Type ma mailing Activity Date 27 mav 2005 Telephone Ea CA wy SunGard 2004 2005 Recruitment and Applicant Tracking Page 29 Section C Day to Day Operations Lesson Modifying Applicant Records Cont
3. 5 SunGad20000005 o eend Applicant Tracking 2004 2005 2 __ Enter the number of the requisition you want to display or select the Le function to find it in the Requisition Number field Notes If you have multiple requisitions for the same position number leave the Requisition Number field blank This can occur for example if you re hiring two Recruitment and Applicant Tracking Section C Day to Day Operations Lesson Performing inquiries on Applicants and Requisitions Continued Purpose The Requisition Candidate Form PAIRCAN lists all applicants who have applied for an open position SCT Banner form 98 Requisition Candidate List PAIRCAN 7 0 C700 Position Requisition Number fFacoaoooat Position Current Previous Current Current Application Application ID Name Number Employee Employee Disposition Status Date Status Date Tn a Cf a E E Ss i ee oe m f o a 0 O c a a 0 O C A o 0 O ew CT foroooor ic bararan fos m o 0 Ewe s a 0 O E S o TOR m a ANS Procedure Follow these steps to complete the process Step Access the Requisition Candidate Form PAIRCAN Enter the number of the requisition you want to display or select the Search function to find it in the Position Requisition Number field Perform a Next Block function 4 Click the Exit icon after viewing the data SunGard 2004
4. SUNGARD SCT HIGHER EDUCATION SCT Banner Human Resources Recruitment and Applicant Tracking Training Workbook May 2005 Release 7 7 Confidential Business Information This documentation is proprietary information of SunGard SCT and is not to be copied reproduced lent or disposed of nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT Prepared By SunGard SCT 4 Country View Road Malvern Pennsylvania 19355 United States of America SunGard 2004 2005 All rights reserved The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited In preparing and providing this publication SunGard SCT is not rendering legal accounting or other similar professional services SunGard SCT makes no claims that an institution s use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws rules or regulations Each organization should seek legal accounting and other similar professional services from competent providers of the organization s own choosing SunGard the SunGard logo SCT and Banner Campus Pipeline Luminis PowerCAMPUS SCT fsaATLAS SCT Matrix SCT Plus SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc or its subsidiaries in the U S and other countri
5. Section C Day to Day Operations Lesson Performing inquiries on Applicants and Requisitions Introduction The Applicant Tracking module provides several forms for performing different types of inquiries e The Applicant List Form PAIALST displays all requisitions positions and position classifications associated with a specified applicant e The Applicant by Position Position Class Requisition Form PAIPOSN lists the name and status of each candidate for a specific requisition or position e The Requisition Candidate Form PAIRCAN lists all applicants who have applied for an open position e The Position Requisition List Form PAIREQL lists all position requisitions on the database in order of requisition number Purpose The Applicant List Form PAIALST displays all requisitions positions and position classifications associated with a specified applicant SCT Banner form Applicant List PAIALST 7 0 C700 ID f oootoast fs Kelley Nicole Reed Requisition Position Position EEO Number Number Class Skill foon Fonte Seencemrotessor amon Sons rotessor BO Femty O Procedure Follow these steps to complete the process SunGard 2004 2005 Recruitment and Applicant Tracking Page 38 Section C Day to Day Operations Lesson Performing inquiries on Applicants and Requisitions Continued Purpose The Applicant by Position Position Class Requisition Form PAIPO
6. institution before worked at your institution in the past been a student etc you don t need to create a new person record The steps are included here for you to practice SCT Banner form ID GENERATED 7 Generate ID 8 omena e Eaa Alternate Identification Address Telephone Biographical E mail Emergency Contact ID Name Type ka SSN SIN TIN Person ID and Name Source Last Name First Name Middle Name Prefix Suffix Preferred First Name Last Update User Activity Date Origin Full Legal Name Original Creation User Create Date Non Person Name SunGard 2004 2005 Recruitment and Applicant Tracking Page 19 Section C Day to Day Operations Lesson Creating Applicant Records Continued lt Jump to 100 Procedure Follow these steps to complete the process Step Action Access the Identification Form PPAIDEN 2 Click the Generate icon Note When you click the Generate ID icon the word Generated defaults to the ID field This does not change until the record is saved Click the Next Block icon Enter the employee s social security number in the SSN SIN TIN field Enter the person s last name in the Last Name field Note As per the institution s data standards enter the Last Name exactly as it appears on the Social Security Card for payroll purposes 7 Enter the person s firs
7. 2004 z Comment Application sent to hiring dept for review Procedure Follow these steps to complete the process Access the Applicant Information Form PAAAPPL Enter the ID of your applicant in the ID field Perform a Next Block function Select the Applicant Status Log tab 6 Selecta status in the Status field o O 8 Clickthe Saveicon o o y O SunGard 2004 2005 Recruitment and Applicant Tracking Page 33 Section C Day to Day Operations Lesson Tracking Applicants Continued Purpose The Applicant Interview Log tab allows you to record multiple comments specific to the interview as the applicant goes through the interview process You can also add interview dates and times Applicant Information PAAAPPL 7 0 C700 ID emo 31 I z s Kelley Nicole Reed C Current Employee C Previous Employee Applicant Interview Log Interviewer 710000011 7 Eusene V Adems Date zenov 2004 E Interview Time es00PM Comment Ms Reed has previous experience at Forrest University as a Science professor She gave multiple examples of how she integrated adult learning theory into her lectures to make them dynamic and interactive She demonstrated excellent platform skills when we asked her to give a 5 minute simulation of one of her lectures Procedure Follow these steps to complete the process 6 Enter the interview date in the Date field Enter the interview tim
8. Vacancy Date 23 NOV 2004 jE Posting Date E a i z Salary and Wage Range Open Application Date 23 NOV 2004 Close Application Date 23 DEC 2004 Range Low Expected Hire Date 10 JAN 2005 Range High 45 600 00 Paid Relocation Step Value e Activity Date Approver Approver frrtooo048 JOousias o connor pate anova TE Recruiter Recruiter 10000011 JEugene v Adams u d Procedure Follow these steps to complete the process Access the Position Requisition Form PAAREQU Enter a unique number for the requisition or have SCT Banner generate one for you by clicking on the Generate Requisition Number icon in the Requisition Number field Note You will be working with this requisition number throughout this course so you might want to write the number down for future reference Perform a Next Block function Enter the status of the requisition or use the Search function to find it in the Status field Enter the date this status becomes effective in the Status Date field SunGard 2004 2005 Recruitment and Applicant Tracking Page 17 Section C Day to Day Operations Lesson Creating Requisitions Continued Procedure continued Action Enter the number of the position for which you are creating a requisition in the Position field Note The system populates many of the fields on the form For this exercise accept the populated values 7 Enter the vacancy dates as needed Enter the user ID of the person
9. the process e Rule and validation forms are set up on the SCT Banner system Unless a new code is required this step is only performed once e Applicants are entered into the SCT Banner system e Applicants are tracked e Applicants are matched to positions SunGard 2004 2005 Recruitment and Applicant Tracking Page 5 Section B Set Up Lesson Overview Introduction The purpose of this section is to outline the set up process and detail the procedures to set up your SCT Banner system to create and maintain records on job applicants and positions at your institution Intended audience Human Resources Office Administrators Objectives At the end of this section you will be able to create the rules and set parameters used to process applicant data Prerequisites To complete this section you should have e completed the SCT Education Practices computer based training CBT tutorial SCT Banner 7 Fundamentals or have equivalent experience navigating in the SCT Banner System completed the Human Resources Overview training workbook administrative rights to create the rules and set the validation codes in SCT Banner Section contents OVENVIEW eepose iesea AES EE aap aE PE AEAEE coca EE EAEE PAESE TES SOPE RAEES EESE 6 Rules and Validation Forms that Control Applicant Processing eeecceseseceeeseeeesseeeeneeeenes 7 Entering Data into a Validation Tables ciccssscissconsstsasestanivonrsiandeasiennseieeueseat
10. who approved this requisition or use the Search function to find it in the Approver field Enter the date this requisition was approved in the Date field Enter the user ID of the person responsible for recruiting this requisition or use the Search function to find it in the Recruiter field 11 Click the Save icon 12 Click the Exit icon H Ea zea a 12 SunGard 2004 2005 Recruitment and Applicant Tracking Page 18 Section C Day to Day Operations Lesson Creating Applicant Records Purpose The Identification Form PPAIDEN is used to create records for new applicants and to modify existing applicant records The Identification Form PPAIDEN provides an entry into the SCT Banner system It generates a unique ID number for each individual The ID number and name are the minimum requirements to Save the record on the system The name entered on PPAIDEN will appear on all paychecks and regulatory forms issued if the applicant becomes an employee The Identification Form shares data with all SCT Banner forms and can be updated In PPAIDEN when you add a new person to the system you can also add biographic demographic data The new person does not show up on the employee search form POIIDEN until you have completed the Employee Form PEAEMPL However the name of the person will appear on the Person Search Form SOAIDEN If a person record already exists for an applicant for example has applied for a job at your
11. 2005 Recruitment and Applicant Tracking Page 40 Section C Day to Day Operations Lesson Performing inquiries on Applicants and Requisitions Continued Purpose The Position Requisition List Form PAIREQL lists all position requisitions on the database in order of requisition number SCT Banner form 93 Position Requisition List PAIREQL 7 0 C700 Requisition Number Vacancy Date N A Requisition Status Expected Hire Date TEE Position Number Application Open Date P Application Close Date i Requisition Number fapwooo0002 Vacancy Date pr apr iga esa tices en ee Position Number 400105 Director Physical Plant Application Open Date or maR 1394 M Accepting Applications Application Close Date H5 MAR 1994 Requisition Number Vacancy Date foun 994 Requisition Status ExpectedHireDate p1u994 Position Number F10003 Professor Application Open Date p JUN 1994 Accepting Applications Application Close Date H5 JUN 1994 Requisition Number Vacancy Date fe nov 2008 Requisition Status Open Expected Hire Date 10 JAN 2005 Position Number FOO018 Science Professor Application Open Date 23 NOY 2004 Accepting Applications Application Close Date 123 DEC 2004 Requisition Number StaFFoooot Vacancy Date p OCT 1995 Requisition Status Expected Hire Date fro oct 1995 Position Number c10001 Clerk Application Open Date p SEP 1995 M Accepting Applications Applica
12. Class Fapo4 Soas Professor Applicant ID o0010031 s Kelley Nicole Reed Sequence Num f Status aa bd eppicetion Accepted Status Date 23 Nov 2004 Application sent to hiring dept for review Comment Procedure Follow these steps to complete the process Access the Status Log tab View status information SunGard 2004 2005 Recruitment and Applicant Tracking Page 36 Section C Day to Day Operations Lesson Tracking Applicants by Requisitions or Positions Continued Interview Lob tab You can view interviewers comments on the Interview Log 2 Applicant Entry by Requisition Position PAAAPOS 7 0 C700 Requisition Number Rooooooo01 mmnm po __ ofomerneeer U USNS Position Class Faros Eoas Professor Interview Log Applicant ID 00010031 s Kelley Nicole Reed Interviewer 71000001 I 7E V Adams Date rine Ms Reed has previous experience at Forrest University as a Science professor She gave multiple examples of how she integrated adult learning theory into her lectures to make them dynamic and interactive She demonstrated excellent platform skills when we asked her to give a 5 minute simulation of one of her lectures Comment Procedure Follow these steps to complete the process Access the Interview Log tab Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 37
13. Gard 2004 2005 Recruitment and Applicant Tracking Page 15 Section C Day to Day Operations Lesson Process Introduction Continued What happens The stages of the process are described in this table Description Human Resource Office Hiring department notifies Human Resources of approved position Human Resources creates a requisition for the position Human Resources creates records for new applicants Human Resources tracks applicants based on resumes and applications Human Resources matches applicants to positions 6 Human Resources forwards applicant information to hiring department Applicants are interviewed by Human Resources and hiring department Hiring department selects a candidate 9 Candidate is offered and accepts position SunGard 2004 2005 Recruitment and Applicant Tracking Page 16 Section C Day to Day Operations Lesson Creating Requisitions Purpose The Position Requisition Form PAAREQU is used to create position requisitions and capture requisition approval and recruiting data for vacant positions SCT Banner form 92 Position Requisition PAAREQU 7 0 C700 Requisition Number B Generate Requisition Number 2 Status ate S i Position fFooo1s Beience Protessor Status Date 23 Nov 2004 coa P Z EcT university Organization 41001 bean Sch of Arts and Sciences Position Class apos 5045 Professor Vacancy
14. SN lists the name and status of each candidate for a specific requisition or position aa soon form on Number PAIPOSN Requisition Number Rooo000001_ j Position Number Foo018 Science Protessor Position Class Faros M E04s Protessor Employee 1D Name Status Indicator Status Date Apply Date Desired Salary EEE is Ketey NooleReed RA eena l aeNoWea0ae p 710000068 Nancy Velez aa Application Accepted Oo 23 NOV 2004 23 NOV 2004 710000057 Geora ge Garcia i aa Application Accepted a 23 Nov 2004 23 Nov 2004 E 5 710000069 John Walsh 44 application Accepted m 23 Nov 2004 23 Nov 2004 aj 710000054 Bruce Jones aa Appication acceptea a zs nov 2004 esnov 20e sid a a C e m a J a I Sel an ae sl L JO a L ENE JC gt SS es ae R J o j ah a m 5 eee a E a SS Sess ari A a ee cE J o Procedure Follow these eee ae ooo to complete the process Peto SERS Access the eee tp P A Cae Reg aren by Position Position Class Requisition Form PAIPOSN bookstore clerks there will be two requisitions for the same position You can enter values in either the Requisition Number field or the Position Number field or in both You can not leave both fields blank
15. Status PTRAPPS Certification Code PTRCERT Exam Code PTREXAM Requisition Status PTRREQS Skill Code PTRSKIL Skill Level PTRSKLV Degree Code PTVDEGC Degree Level Code STVDLEV Language Code STVLANG Legacy Code STVLGCY Major Minor Concentration Code STVMAJR Publication Code PTVPUBT Zip Postal Code GTVZIPC EEO Ethnic Code PTREEOC Address Type Code STVATYP Citizen Type Code STVCITZ County Code STVCNTY Medical Equipment Code STVMDEQ General Medical Information GOAMEDI Martial Status Code STVMRTL Nation Code STVNATN Port of Entry Code STVPENT Religion Code STVRELG Relation Code STVRELT Source Background Institution Code STVSBGI State Province Code STVSTAT Telephone Type STVTELE Visa Type Code STVVTYP Requisition Status PTRREQS Applicant Source Code PTVASRC Comment Code PTVCMTY Recruitment and Applicant Tracking Page 49 Section D Reference Lesson Forms Job Aid lt Jump to 00 Purpose Use this table as a guide to the forms used in this workbook The Owner column may be used as a way to designate the individual s responsible for maintaining a form PTRAPPS Applicant Status PTRCERT Certification Code PTRETHN BthnicCode PTREXAM ExamCode PTRREQS Requisition Stas PTRSKIL SkillCode PTRSKLV_ SkillLevel GTVZIPC_ Zip PostalCode PTVASRC Applicant Source Code PTVCMTY Comment Code o O PTREEOC EEO Ethnic C
16. d to enter a current previous or alternate name for a person This is helpful when you need to record name changes associated with marriages or divorces Identification PRPAIDEN 7 oS ID A00034055 7 Shawn Dinnocentit Generate ID E Current Identification EA Address Telephone Biographical E mail Emergency Contact Alternate Names or IDs Name Type Dl his Change Type O Origin z ID Last Name D User Activity Date Create User Create Date Note You can enter multiple alternative identifications for a person but you cannot delete an alternative identification once it is saved in SCT Banner SunGard 2004 2005 Recruitment and Applicant Tracking Page 21 Section C Day to Day Operations Lesson Creating Applicant Records Continued Procedure Follow the steps below to enter alternate identification information Enter the person s first name in the First Name field 6 Optional enter the person s middle name in the Middle Name field Click the Save icon 8 Select another tab to continue adding information or Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 22 Section C Day to Day Operations Lesson Creating Applicant Records Continued Address Tab The Address tab allows you to enter or update an address for applicants and employees You can add details such as delivery points or carrier routes Address
17. de aveniasieveaseobaendsaghaventasieeataiadvents 31 Tracking Applicants by Requisitions or Positions eeseeeesteceeeeceeeeeceeneeceeeeeceneeeeeeeenaes 35 Performing Inquiries on Applicants and Requisitions ceecceceseeeceeeeeeeeeeeceeeeenteeeenaeeees 38 Self Check rrisin rE EA E a ER AE ATEA TERETE TEER 42 ANSWET Ke Vcc saris cpeibed ee E o E A N EE EE RAEE E SES 44 Appendix A RG PONS wciesssssiensaswavesnasinnietassaceeshscwudacesucizaaanacns EEKE EEEE a EEE EERTE EE EE 45 SunGard 2004 2005 Recruitment and Applicant Tracking Page 14 Section C Day to Day Operations Lesson Process Introduction About the process The Human Resource Office can e create a record for each applicant e track applicants based on interviews and hiring status e match applicants to positions Flow diagram This diagram highlights the processes used to process an applicant in the SCT Banner HR system et ot ae R R Hiring dept HR creates HR creates records HR tracks applicants notifies HR of requisition for for new applicants based on resumes HR matches approved position and appliations applicants to ace position a Legend position Coed 9 eo 9 Employee I Pa lt lt Hiring Dept Human Hiring dept selectsa Applicants are HR forwards Resource Candidate is offered candidate i applicant information Office and accepts position a A HR interviewed by to hiring dept and hiring dept Sun
18. e in military time format HH MM Example 15 30 is 3 30 pm while 01 30 is 1 30 am 8 Type your comments in the Comment field 9 Click the Save icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 34 Section C Day to Day Operations Lesson Tracking Applicants by Requisitions or Positions Purpose The Applicant Entry by Requisition Position Form PAAAPOS is used to display and maintain applicant information by requisition or position You can specify a requisition or position number in the key block and the system displays all the applicants for that requisition or position This allows you to view and work on all the applicants for a specific job opening SCT Banner form 7a Applicant Entry by Requisition Position PAAAPOS 7 0 C700 Requisition Number Roooooooo1 F Position Number Fooo18 7 Science Protessor Position Class Faos sas Protessor Applicant Information Applicant ID 00010031 hd IMs Kelley Nicole Reed C current Employee O Previous Employee EEO Skill 20 Fracuty ropeton Date ZAR Full or Part or No Preference Source cH chronicte of Higher Education Desired Salary Desired Hourly Rate Current Status faa eepiication Accepted Date Disposition Under consideration Comment pplication sentto hiring dept forrewew O E Procedure Follow these steps to complete the process Access the Applicant Entry by Requisitio
19. eancoeediaasersteusenes 9 Entering Data into a Rule Form c4 eic scsesnsetesnsteauRantsdaccaveesedscaniveabcinesensbiprsaderaduacodaspesaetanutepenses 10 Review Required Values for Validation Forms sessessssssessssesesssessseessseessessrnsseresseesssees 11 SunGard 2004 2005 Recruitment and Applicant Tracking Page 6 Section B Set Up Lesson Rules and Validation Forms that Control Applicant Processing lt Jump to 00 Introduction Before SCT Banner can process applicants in the system there are several codes and rules that need to be set or created Types of rule and validation forms needed These forms are used to set the rules and parameters in SCT Banner for recording and tracking applicants Since each of the forms below is very similar two examples of steps required to enter data into these forms will be provided in the next lesson Rule Forms Certification Code Ethnic Code Exam Code Requisition Status Skill Code Skill Level Applicant Source Code Comment Code EEO Ethnic Code Publication Code Citizen Type Code County Code Degree Code Language Code Legacy Code Major Minor Concentration Code Medical Equipment Code General Medical Information Martial Status Code Nation Code SunGard 2004 2005 Recruitment and Applicant Tracking Page 7 Section B Set Up Lesson Error No text of specified style in document Continued Types of rule and validations forms needed continued Port of Ent
20. es All other trade names are trademarks or registered trademarks of their respective holders LEL e m Ore al v alc Section At NAPOMUCHIOM s sicasccesinacenasasdeccoansnansenessasndassntencaedsoassansciuncouteodenssscaysensieaneuascsavecoustewai e 4 OVEVIEW ominira ete cece eens ae ce esi tee tens eager age E A 4 Pr cess TOU WOM ssiri riisi oana aE Ra nce AA EROA AEA rE ARRA aR aaia 5 Section B Set U Wicsdicssscccscasccnscavaceddscerceentececcseccasdusssannceasscavonenteseicauscanecassanssusseadacaideanctseuaacsusecenes 6 OVErVIEW misrai naptar irei e iar a aa Ee oraa ea A AE EEEE ia 6 Rules and Validation Forms that Control Applicant Processing sssesssseeeeseeeeseeeesseessreeee T7 Entering Data into a Validation Table iisscccccsantivessiscaszasasndinasassandenesnaed sasnavendeseceastsaduesesaneseuvass 9 E tering D ta mtoa Rule FOr 5 cscccagaeressauthsanenserastaathnarcastenatedasmednsnctevstontgsanentenessdueniuionten 10 Review Required Values for Validation Forms sesssessssseessssesessserssssessseessessresserssseesssees 11 Section C Day to Day Operations e sessoesocssessoescossessossocesoesoesooesoessesoossocssessossosssessossocssesssse 13 OVEIVIEW iaeiae EEA E EE E E E R TEE EE 13 EGGS Introd ction jisses eire eide ar aa iana Eae ERS 15 Creating IR SUES IOUS ays cacusesenacesaaseswsaaeta cuales eco EES upon EEA NEE E EE O RE ROEE 17 Creating Applicant Records s 3 siasascuseacvssnedesvesdveatananacd
21. es are required for employees This window is optional for non employee records such as Trustees or COBRA person beneficiaries Some persons may have more than one address such as a Mailing address and a Business address These are referred to as Address Types Itis important that each address be entered with the appropriate Address Type You can add multiple addresses or see an address history by clicking the Address Type list and selecting Addresses PPIADDR Note When checks are processed the Address Type is a requirement of the payroll system Be sure to use the same Address Type in PPAIDEN as used by HR Payroll For example if the Address Type entered in PPAIDEN is CA Campus Address and the payroll address type is MA Mailing Address when payroll is processed the system will not be able to identify an address for the paycheck ID A00034055 7 Shawn Dinnocentit 1 Generate ID F Current Identification Alternate Identification Telephone Biographical E mail Emergency Contact From Date 27 MAY 2005 B To Date 5 C Inactivate Address gt Address Type ma x Mailing Source kd Sequence Number E Street Line 1 4 Country View Road Street Line 2 Delivery Point ri Street Line 3 Correction Digit B City Malvern Carrier Route i State or Province pa Pennsylvania ZIP or Postal Code ksa County C ka Nation Ce Last Update User SAISUSR Telephone Type ma mailing Activity Date
22. esacieiedssadedacsaadaned E EE EEEa AEE EEEE 19 Modifying Applicant Records sseseseeesseeesseesseseseseseesssetsstessersseesseeesssresseensenssteeseeessseessrent 29 Tracks Applicants Sarees acai pin E E 31 Tracking Applicants by Requisitions or Positions ssesesssesssssessseessressereserrsseerssessresseessee 35 Performing Inquiries on Applicants and Requisitions ceecceceeeeeceeececeeeeeceteeeseeeeenaeeees 38 Sel CDEC Korea a a E E S er ners aenerer 42 Answer Keyser E E E R E eee 44 Appendix As REPOTIS issesreesissenrsseecnsi isesi ennaa a R E a Ea a A EEE a SEERA 45 Section D ROPE a scis scscsvcssdanscaveaccasvscnesstonceancansconsesurvansnnaciansunreenseduseanssdencsnsateqeaensunncaanscasned 46 OVETVIEW asda oner E E E a A E E 46 Set Up Forms and Where Used sisccssssccsssatsiassssvsnaceaanssnuvennosedbvanacceiescseedsiaussccessnnded senate svansoaneia 47 Day to Day Forms and Set Up Needed i sini wnicsssasesvacacansisisacdtilearcaytdentasudesdedmetensdsationsennttdveds 49 Forms JOD Aid srianan E E vs E E ERS 50 Section A Introduction Lesson Overview Workbook goal The goal of this workbook is to provide you with the knowledge and practice to accurately create and maintain records on job applicants and positions at your institution The workbook is divided into four sections Introduction Set Up Day to Day Operations Reference Intended audience Human Resources Office Administrators and Staff Sec
23. ete Click the Save icon Select another tab to continue adding information or Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 24 Section C Day to Day Operations Lesson Creating Applicant Records Continued Telephone tab The Telephone tab allows you to add details regarding a person s phone number and add comments It automatically records the activity date when you save the record SCT Banner form ID A00034055 0 Shawn Dinnocentil J Generate ID c Current Identification Alternate Identification Address Biographical E mail Emergency Contact International Access address Type EJ sequence 2 Activity Date AMATAS user SASU Telephone Type C 0 Telephone J OPrimary Ounlisted C Inactivate International Access a Sa Comment Address Type Ea Sequence 7 Activity Date User j i Telephone Type C M Telephone C Primary Unlisted C Inactivate International Access Comment Address Type LA Sequence Activity Date User J v Procedure Follow the steps below to enter current identification information Access the Telephone tab Double click the Telephone Type field and select a telephone type Enter the employee s phone number in the Telephone field Click the Primary checkbox if this is the person s primary phone number Click the Save icon 6 Select another tab to continue adding information o
24. fe7 may 2005 Telephone BE C SunGard 2004 2005 Recruitment and Applicant Tracking Page 23 Section C Day to Day Operations Lesson Creating Applicant Records Continued jumpto OC Procedure Follow the steps below to update address information Step Access the Address tab Optional enter dates in the From and To fields indicating when the person started living at that address The From field defaults to the current day If the address is no longer active select the Inactive field Double click in the Address Type field and select the code identifying the type of address Note SCT Banner defaults to the home address 5 _ Enter the employee s address in the Address field Note Address Line 1 is required 6 Enter the city associated with the address in the City field Double click the State or Province field and select the state or province code Enter the zip code in the ZIP or Postal Code field Note You may also double click the ZIP or Postal Code field and select the zip postal code associated with the address A search function is available Optional double click the County field and select and return the county associated with the address 10 Optional Enter 157 in the Nation field for the United States of America Note You can also double click the Nation field and select the country code associated with the address This is only required if the State Province field is not compl
25. intained by other areas of SCT Banner Validation forms beginning with STV are shared with the SCT Banner Student System Those beginning with GTV are SCT Banner General System forms Some of these forms can be viewed but not changed without proper security access Example For each validation table listed on the previous pages access the form and review the information that is presented within the table There will be instances that the information will need to be tailored to meet the needs of your institution When this happens the form can be edited to meet those needs The following example uses the Major Minor Concentration Code Validation Form STVMAJR SunGard 2004 2005 Recruitment and Applicant Tracking Page 11 Section B Set Up Lesson Review Required Values for Validation Forms Continued Financial Major Aid System Voice Response Code Description f Major Minor Concentration Occupation Eligibility Required Message Number X he a a q m a a E seasea 3 hyba E Financial Major Aid System Voice Response Code Description CIPC Major Minor Concentration Occupation Eligibility Required Message Number ACCT Accounting fos0201 a o o o o a 5 SEMIS Equivalent Activity Date T Financial Major Aid System Voice Response Code Description CIPC Major Minor Concentration Occupation Eligibility Required Message Number ALIT American Literature o v Oo v o SEMIS Equivalent Activit
26. inued Procedure Follow the steps below to update address information Action Access the Address tab Edit the address or telephone information as needed 3 Optional enter dates in the From and To fields indicating when the person started living at that address The From field defaults to the current day If the address is no longer active select the Inactive field Click the Save icon 6 Select another tab to continue adding information or Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 30 Section C Day to Day Operations Lesson Tracking Applicants Purpose Once an Applicant record is created you can use the Applicant Information Form PAAAPPL to track a number of activities related to the application interviewing and hiring process SCT Banner form ya Applicant Information PAAAPPL 7 0 ID 00010031 m IMs Kelley Nicole Reed CO Current Employee Previous Employee C700 Applicant Information Vacancy and Posting Requisition Number R000000001 7 a poston foe ore Position Class apos Soas Professor EEO Skill o Facuty Applicant Data Application Date Desired Salary a Source LO Desired Hourly Rate e Full or Part Preference Current Applicant Status Status J Disposition Comment SunGard 2004 2005 Recruitment and Applicant Tracking Page 31 Section C Day to Day Operation
27. n Form PAAAPPL Publication Code PTVPUBT Applicant Entry by PAAAPOS Requisition Position Form Address Type Code STVATYP Applicant Information Form PAAAPPL Citizen Type Code STVCITZ Applicant Information Form PAAAPPL County Code STVCNTY Applicant Information Form PAAAPPL Requisition Position Form Requisition Position Form Requisition Position Form Requisition Position Form Code Requisition Position Form SunGard 2004 2005 Recruitment and Applicant Tracking Page 47 Section D Reference Lesson Set Up Forms and Where Used Continued Purpose continued Day to Day Form s Religion Code STVRELG Applicant Information Form PAAAPPL Relation Code STVRELT Applicant Information Form PAAAPPL Source Background Institution STVSBGI Applicant Information Form PAAAPPL Code State Province Code STVSTAT _ Applicant Information Form PAAAPPL Telephone Type STVTELE _ Applicant Information Form PAAAPPL Visa Type Code STVVTYP Applicant Information Form PAAAPPL SunGard 2004 2005 Recruitment and Applicant Tracking Page 48 Section D Reference Lesson Day to Day Forms and Set Up Needed Purpose Use this table as a guide to the day to day forms and the set up forms needed for each Day to Day Form Setup Forms Needed Applicant Entry by Requisition Position Form PAAAPOS Applicant Information Form PAAAPPL Position Requisition Form PAAAPPL SunGard 2004 2005 Applicant
28. n Position Form PAAAPOS If you want to view all of the applicants for a requisition enter the number of the requisition in the Requisition Number field or use the Search button to find it Note If you have multiple requisitions for the same position number leave the Requisition Number field blank This can occur for example if you re hiring two bookstore clerks there will be two requisitions for the same position You can enter values in either the Requisition Number field or the Position Number field or in both You can t leave both fields blank SunGard 2004 2005 Recruitment and Applicant Tracking Page 35 Section C Day to Day Operations Lesson Tracking Applicants by Requisitions or Positions Continued Procedure continued Step 3 Enter the number of the requisition or select the Search function to find it in the Position Number field 5__ Enter the ID of the applicant in the ID field o 7 _ Enter the desired annual salary in the Desired Salary field Enter the desired hourly rate in the Desired Hourly Rate field Note You can enter values in one or both of these fields Click the Save icon 10 Click the Exit icon Status Log tab The Status Log tab displays status and comment information for an applicant 72 Applicant Entry by Requisition Position PAAAPOS 7 0 C700 coe ow Requisition Number Roooooooo1 7 Position Number Fooo18 _ Science Protessor Position
29. ng Applicant Records Continued lt Jump to TOC Procedure continued Step 10 Enter the file number in the Veteran File Number field if the person is a veteran 1 Double click the Veteran Category field and select a valid code if the person is a veteran Check the Special Disabled Veteran field if the person is a veteran and disabled Note A special disabled veteran is either of the following 1 A veteran who is entitled to compensation or who would be but for the receipt of military retired pay under laws administered by the Department of Veteran Affairs for a disability 1 rated at 30 or more or ii rated at 10 or 20 in the case of a veteran who has been determined under Section 1506 of Title 38 who has been determined under Section 1506 of Title 38 U S to have a serious employment handicap 2 A veteran who was discharged or released from active duty because of a service connected disability Enter the date on which the individual separated or was discharged from active military duty in the Active Duty Separation Date field Note This date is used to classify veterans under the newly separated veterans category on the VETs 100 reports whose active duty separation date falls within the VETS reporting period 14 Click the Save icon 15 Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 28 Section C Day to Day Operations Lesson Modifying Applicant Records
30. nger Considered Emaria 5 C 8 m LJ C g Procedure Follow the steps below to complete the process Action Select Hired No Longer Considered or Under Consideration from the drop down list in the Applicant Disposition field Click the Save icon 6 Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 10 Section B Set Up Lesson Review Required Values for Validation Forms Introduction The Human Resources System works in conjunction with other SCT Banner systems Certain processes in SCT Banner Human Resources are associated with specific values in validation forms If the forms do not contain these values processes associated with these forms will not run correctly You can tailor some of the forms by adding or deleting values but certain forms must remain as delivered Validation forms enable you to tailor the Human Resources System to your needs by providing the system with lists of coded values that can be entered at specific prompts Example The Major Minor Concentration Code Validation Form STVMAJR allows you to enter the applicant s major subjects at the institution they attended When a value is entered in any Major Minor Concentration field the system checks the validation form verifies the code and issues an error message if necessary Shared validation forms Some of the validation forms that need to be set up will be tables that are ma
31. ociated with a specified applicant b Tracks information about the group of applicants for a specific requisition or position c Tracks a number of activities related to the application interviewing and hiring process d Lists the name and status of each candidate for a specific requisition or position Question 5 If you want to view all the applicants for a position and you have three open requisitions for that position you should open the Applicant by Position Position Class Requisition Form PAIPOSN and enter the position number but not the requisition number True SunGard 2004 2005 Recruitment and Applicant Tracking Page 44 Section C Day to Day Operations Lesson Appendix A Reports Introduction The following describes the reports that support Recruitment and Applicant Tracking For more specific information about these reports please refer to Chapter 20 Reports and Processes in the Banner Human Resources User manual Reports The following chart lists the report its SCT Banner name and its functionality Report Name SCT Banner Functionality Name Match Applicants to Positions Report PARMAPP _ Matches applicants including employees who have applied for new positions to existing vacancies according to qualifications specified and weighted by the requester Applicant Report by EEO Skill PARAPPL _ List applicants by EEO skill The following is a sample report Requisition Status Report PARREQS _
32. ode PTVPUBT Publication Code ooo STVATYP Address Type Code o o oo STVCITZ Citizen TypeCode STVCNTY County Code PTVDEGC DegreeCode STVDLEV Degree Level Code o gt S STVLANG Language Code STVLGCY Legacy Code STVMAJR Major Minor Concentration Code STVMDEQ Medical Equipment Code o Ooo Ooo Ooo Ooo Ooo Ooo Pp Pp pd Oooo GOAMEDI General Medical Information STVTELE Telephone Type STVVTYP Visa Type Code SunGard 2004 2005 Recruitment and Applicant Tracking Page 50 Section D Reference Lesson Forms Job Aid Continued Purpose continued AAAPPL Position Requisition Form Applicant Information Form po SunGard 2004 2005 Recruitment and Applicant Tracking Page 51 Release Date This workbook was last updated on 11 03 2005
33. or a specific requisition or position SunGard 2004 2005 Recruitment and Applicant Tracking Page 42 Section C Day to Day Operations Lesson Self Check Continued Question 5 If you want to view all the applicants for a position and you have three open requisitions for that position you should open the Applicant by Position Position Class Requisition Form PAIPOSN and enter the position number but not the requisition number True or False SunGard 2004 2005 Recruitment and Applicant Tracking Page 43 Section C Day to Day Operations Lesson Answer Key Question 1 If an applicant has never been associated with your institution before you must generate a Person record using the Position Requisition Form PAAREQU before you can create an Applicant Record True You must generate a Person record using the Person Identification Form PPAIDEN Question 2 You can enter a value in either the Desired Salary field or the Desired Hourly Rate field but not both False You can enter one or both Question 3 Status and Interviews are two kinds of information tracked on the Applicant Information Form PAAAPL True Question 4 __b_ Applicant Entry by Requisition Position Form PAAAPOS __ __ Applicant Information Form PAAAPPL a__ Applicant List Form PAIALST _d__ Applicant by Position Position Class Requisition Form PAIPOSN a Displays all requisitions positions and position classifications ass
34. r Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 25 Section C Day to Day Operations Lesson Creating Applicant Records Continued Biographical Tab The Biographical tab on the Identification Form PPAIDEN is used to enter biographic and demographic information for a person employee Many of the fields such as Date of Birth Gender and Citizenship are required for IPEDS reporting You can select the Confidential option to mark this information as confidential This tab is also to record an employee s death ID a00034055 7 Shawn Dinnocentit Generate ID Current Identification Alternate Identification Address Telephone E mail Emergency Contact Gender Male Birth Date C B C Confidential C Female Age C Deceased SSN SIN TIN Deceased Dat 6E Citizenship DA Ethnicity E3 Marital Status O Religion DE Legacy Ce Last Update Veteran File Number E Uer i N Veteran Category None jai ba Active Duty Separation Date Co l Special Disabled Veteran SunGard 2004 2005 Recruitment and Applicant Tracking Page 26 Section C Day to Day Operations Lesson Creating Applicant Records Continued Procedure Follow these steps to add biographical information Access the Biographical tab Click the Confidential checkbox to mark this information as confidential Note The Confidentiality Indicator field is for reporting purpo
35. r each applicant which contains biographic and demographic information retrieve applicant records by ID number or by current or previous name record sources comments and interviewer names record each position for which an individual applies along with the date and status of the application create detailed requisitions for vacant positions e obtain a report matching applicants including current employees who have applied for new positions to existing vacancies according to specified and weighted qualifications Prerequisites To complete this section you should have e completed the SCT Education Practices computer based training CBT tutorial SCT Banner 7 Fundamentals or have equivalent experience navigating in the SCT Banner System e completed the Human Resources Overview workbook You will also need to ensure that the rules and validation forms in SCT Banner needed for applicant processing have been set up for you SunGard 2004 2005 Recruitment and Applicant Tracking Page 13 Section C Day to Day Operations Lesson Overview Continued Section contents OEN A E A A A AE E E E 13 Process TIMMS CU ps cca ce eee sieisen aaseista 15 Creating Re QUIS MOIS sssini eriein EAEE EEA E EEEE 17 Creating Applicant Records 4 cxccscscicconcennss deteredeasdergtanieatiiansaiac antennae Reese 19 Modifying Applicant REC rdS ierse ee e E 29 Tracking Applicants aici sasceszdsesdgesesasnvecasasiovescensveenvashaveuaseapuaaa
36. ry Code Religion Code Relation Code Source Background Institution Code State Province Code Telephone Type Visa Type Code SunGard 2004 2005 Recruitment and Applicant Tracking Page 8 Section B Set Up Lesson Entering Data into a Validation Table Validation form example For our example we ll use the Applicant Source Code Form PTVASRC that allows you to define codes to identify where applicants found out about the open position at the institution SCT Banner form 78 Applicant Source Code Validation P Source Code Description Activity Date en A a ee a a e Procedure Follow the steps below to complete the process Access the Applicant Source Code Validation Form PTVASRC Enter a two character code for the source in the Code field Enter the description of the source in the Description field Click the Save icon Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 9 Section B Set Up Lesson Rule form example Entering Data into a Rule Form For our example we ll use the Applicant Status Rule Form PTRAPPS that allows you to define status codes for applicants SCT Banner form 7 Applicant Status Rules PTRAPPS 7 0 C700 Status Description Applicant Disposition Activity Date Frstinteriew Competed Unner Consineraton pomas Qn Qualified Not Referred E No Lo
37. s Lesson Tracking Applicants Continued Procedure Follow these steps to complete the process Access the Applicant Information Form PAAAPPL Enter the ID of your applicant in the ID field Perform a Next Block function Select the Search function to obtain the requisition number in the Requisition Number field Note The system populates the rest of the fields in the Vacancy Posting Information section of the form but these fields can be changed as necessary 5 Double click in the Source field and enter the applicant source code to identify how the applicant found out about the open position 6 Enter the desired annual salary in the Desired Salary field Enter the desired hourly rate in the Desired Hourly Rate field Note You can enter values in one or both of these fields 8 Click the Save icon 9 Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 32 Section C Day to Day Operations Lesson Tracking Applicants Continued Applicant Status Log tab The Applicant Status Log tab allows you to record multiple comments in sequential order as the applicant goes through the interview and selection process 8 Applicant Information PAAAPPL 7 0 C700 w f o0010031 IMs Kelley Nicole Reed C current Employee Previous Employee Applicant Status Log Sequence Number 1 Status aa application Accepted Status Date 23 Nov
38. ses only If itis checked it is displayed on the Letter Generation window It has no effect on Web for Employees data Do not check the Deceased field Note If the employee is deceased the Date field should also be entered with the date of death The employee s age at the time of death is calculated by the system This field populates the Deceased box on the W2 report Add or edit the gender birth date and SSN SIN TIN information if needed The person s age will be automatically calculated Note If you have already entered this information when you generated a new person record in PPAIDEN the information will appear on this tab You can edit this information here Note The gender of an employee cannot be Unavailable Double click the Citizenship field and select a Citizen Type code Note We suggest setting up codes in STVCITZ for Citizen Resident Alien and Non Resident Alien Double click the Ethnicity field and select an Ethnic Code Optional double click the Marital Status field and select a Marital Status code Optional double click the Religion field and select a Religion code Optional double click the Legacy field and select a Legacy code Note This code is normally used for Alumni purposes however Human Resources could use it to identify any relatives working at the institution SunGard 2004 2005 Recruitment and Applicant Tracking Page 27 Section C Day to Day Operations Lesson Creati
39. t name in the First Name field 7 Optional enter the person s middle name in the Middle Name field Optional enter a prefix Ms Mrs Miss Mr Dr Rev Admr in the Prefix field Optional enter a suffix M D Jr in the Suffix field Note The Preferred First Name field does not print or display or any other form or Optional enter the person s preferred first name in the Preferred First Name field report but can be built into reports through customizations 10 Optional enter the person s full legal name in the Full Legal Name field Click the Save icon Click the Biographical tab 14 Enter the employee s date of birth in the Birth Date fields Warning The fields appear in Day Month Year order Be careful to enter the day prior to the month Select the employee s gender in the Gender field SunGard 2004 2005 Recruitment and Applicant Tracking Page 20 Section C Day to Day Operations Lesson Creating Applicant Records Continued Procedure continued Step 16 Click the Save icon Action Complete the process IF you want to THEN review the new record and add more select the desired tab information add another new employee click the Generate ID icon assign a job to this new employee exit this form and access the New Hire Form PEAHIRE See section C for details Alternate Identification tab The Alternate Identification tab is use
40. tion Close Date 15 SEP 1995 Procedure Follow these steps to complete the process Access the Position Requisition List Form PAIREQL Click the Exit icon after viewing the data SunGard 2004 2005 Recruitment and Applicant Tracking Page 41 Section C Day to Day Operations Lesson Self Check Directions Use the information you have learned in this workbook to complete this self check activity Question 1 If an applicant has never been associated with your institution before you must generate a Person record using the Position Requisition Form PAAREQU before you can create an Applicant Record True or False Question 2 You can enter a value in either the Desired Salary field or the Desired Hourly Rate field but not both True or False Question 3 Status and Interviews are two kinds of information tracked on the Applicant Information Form PAAAPL True or False Question 4 Applicant Entry by Requisition Position Form PAAAPOS Applicant Information Form PAAAPPL Applicant List Form PAIALST Applicant by Position Position Class Requisition Form PAIPOSN a Displays all requisitions positions and position classifications associated with a specified applicant b Tracks information about the group of applicants for a specific requisition or position c Tracks a number of activities related to the application interviewing and hiring process d Lists the name and status of each candidate f
41. tion contents COW CL VIC W oean e e a A E E E E A E EE 4 Process Introduction ccceccc ccc cccssssesccccccccccssuscecccccscesssuceecccecsseussuusecccessseeususseeccesssseusunseeeseeess 5 SunGard 2004 2005 Recruitment and Applicant Tracking Page 4 Section A Introduction Lesson Process Introduction Introduction The SCT Banner applicant process uses several user defined codes that are necessary when entering an applicant into the system Once these codes are created they are used throughout the SCT Banner HR system as the applicants are processed Flow diagram This diagram highlights the processes used to process applicants within the overall Human Resources process 3 O Q Cee Q Cee i i You are here 5 mane _ Applicant Employee is hired Employment record is Employee benefit p information is created and maintained information is created and reviewed and for employee established budgeted interviews are held Oo Q VO Q Q E lt lt 4 e Employee Employee labor Change to employee Payroll is processed Employee records safety f union information is job records are for the employee hours worked incident is maintained if electronically recorded if required approved necessary O eo Employee gt gt a g Finance Office Human Employee Faculty Tax process is h Resource reviews information is administered Office personal maintained for employees information About
42. y Date 22 Nov 2004 y Financial Major Aid System Voice Response Code Description cIPC Major Minor Concentration Occupation Eligibility Required Message Number ANTH Anthropology 450201 4 o o o SEVIS Equivalent Activity Date 06Jan1995 Financial Major Aid System Voice Response Code Description CIPC Major Minor Concentration Occupation Eligibility Required Message Number ART Art mM v o o z o SEVIS Equivalent 220101 Activity Date p2 nov 2004 Procedure Follow the steps below to complete the process Access the form by entering the form code at the Go To prompt Then press enter Verify that the information on the form is accurate for your institution Edit the table if necessary IF THEN you have access to the table add delete information using the add delete functions you do not have access to the table contact the person who maintains the table to ask them to add the information that you will need Click the Save icon Click the Exit icon SunGard 2004 2005 Recruitment and Applicant Tracking Page 12 Section C Day to Day Operations Lesson Overview Introduction The purpose of this section is to explain the day to day or operational procedures to create and maintain records on job applicants and positions at your institution Intended audience Human Resources Office Staff Objectives At the end of this section you will be able to generate a record fo
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