USA Staffing Upgrade Hiring Manager Quick Reference Guide

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USA Staffing UpgradeHiring ManagerQuick Reference GuideOFFICIAL USE NOTICE: This material is intended exclusively for use by USA Staffing Customers and is not to bedistributed without approval from the USA Staffing Program Office. This communication may contain information thatis proprietary, privileged or confidential or otherwise legally exempt from disclosure. If you have received thisdocument in error, please notify the USA Staffing Program Office immediately and delete all copies of the presentation.U.S. Office of Personnel Management1900 E Street, NW, Washington, DC 20415

ContentsOverview .2Logging In .2Hiring Actions List .3Receiving and Accessing Reviews .3Reviewing the Announcement and Assessments .4Reviewing Applicant Lists .6Requests for Hiring Action.9Additional Help .11OverviewThis document provides an overview of USA Staffing for Hiring Managers or other SMEs. The USA Staffing system allowsHR to connect and share information with Hiring Manager Users who need to provide feedback on work within USAStaffing. Through this interface, HR and Hiring Manager Users are able to share notes, review assessment andannouncement information, review applicant documents, and collaborate on certificates/new hires all within onesystem. How the system is utilized can vary by Agency and can be adapted to meet the needs of your Agency and HROffice’s business processes.Logging InYour Agency’s HR Office will create an account for you to log into the USA Staffing system. Once an account is created,you will receive an email with instructions on activating your account. Click on the link in the body of the email andfollow the on-screen prompts to create a password. Upon the first time logging in, you will be asked to accept thesystem’s Rules of Behavior.Note: You will only need to activate your account the first time youPassword Requirements Must be at least 12 characters Must not contain spaces Must not contain invalid specialcharacters Must match Confirm Password Must not contain any four consecutivecharacters from your email address oryour full name Must include three of the following fourattributes:o Upper case: A-Zo Lower case: a-zo Numbers: 0-9o Special characters:#@ %&* ?:(){}[]"log in. After the initial setup you will be able to access the system directly using your email address and password. IfUpdated May 2017Version 3 l 2

you have already activated your account and do not remember your password, you may click the “Reset Password” linkon the login page to reset it. If you have not logged into your account in more than 365 days, your account will bedisabled. Use the “Reset Password” link to reset your password and re-activate your account.Hiring Actions ListOnce logged in, you will be brought to the Hiring Actions List, which is your home page in USA Staffing. This page iswhere you can view the status of hiring actions for which you are the hiring manager, and also where you may initiate anew hiring action request if your Agency decides to use this functionality as part of their business process.From this page, you can click the hyperlink for an individual Request Number to see additional details. You can also usethe Filter option to widen or narrow the results displayed in the table. The filter options are: Customer, Requestor,Status, and/or Location.Receiving and Accessing ReviewsOnce HR has populated the information specific to your vacancy into USA Staffing and they have assigned you a task toreview, an email will be sent to you indicating you have a new Review to complete. You may either click the URL in theemail or log directly into the system.Updated May 2017Version 3 l 3

1. Select the Reviews icon from the left hand menu.2. Each Review will have its own details and instructions regarding what actions to take during the review, the datethe Review must be completed by, and position information the Review is tied to. Follow the instructionsentered by your HR Office, if applicable.3. The Review Type column will identify which type of Review you have been assigned. You may see an ApplicantList Review which includes list(s) of eligible applicants that have been referred for selection consideration, or aJob Opportunity Announcement (JOA) Review which can include the assessment, announcement text and/orthe announcement questionnaire. A single Review may also contain multiple assignments (i.e., AssessmentQuestionnaire, Announcement Questionnaire, and/or Announcement Text).Reviewing the Announcement and Assessments1. Click the hyperlink under the Review Name column to open the Job Opportunity Announcement (JOA) review,and follow the instructions entered by your HR Office, if applicable.Updated May 2017Version 3 l 4

2. If you have been given the permissions to make changes, your edits will be tracked by a distinct color. You willbe able to see other Reviewer(s) edits in other colors if they are assigned. After completing your edits, be sureto click Save.3. Change the Approval Status drop-down to reflect the appropriate status, and click Next to proceed to the nextreview assignment. Incomplete: I have not finished the review. Approved: I am comfortable with HR moving forward with the information provided. Approved Pending Changes: I am comfortable with HR moving forward once the changes are made. Rejected: I do not approve of this information.4. As you complete each Review assignment (i.e., Assessment, Announcement Questionnaire, and/orAnnouncement Text) you will see a green check mark which indicates you have completed that assignment. Ared checkbox next to a Review assignment indicates the Approval Status is not yet complete.5. Documents added by the HR office can be viewed, and additional documents can be uploaded to the Review byclicking the Documents button in the right top corner of the page.6. When all the Review assignments have a green check mark next to them, and if your permissions allow, clickReturn to HR to return the Review. If you do not see this option, you are finished when the all Review statusesare complete.Updated May 2017Version 3 l 5

7. If there are multiple Reviewers assigned to this Review, you will receive a warning message indicating that areturn to HR will remove access for all assigned.Reviewing Applicant Lists1. Click the hyperlink under the Review Name column to open the Applicant List review, and follow the instructionsentered by your HR Office, if applicable.2. Select the Certificate Number(s) you’d like to review and click the Review Lists button.Updated May 2017Version 3 l 6

3. On the Applicant List page, you can review applicant records, review documents, document selection decisions,and add notes based on the permissions you have been granted. A basic display of the applicant information isincluded on this page. You may access additional applicant information by expanding the row using the icon.If you prefer to review the certificate information in a hard copy format, click the Print button.4. Click the icon to the left of the applicant's name to view their Eligibility and Assessment responses.5. Click the Documents drop-down within the Applicant’s row to review supporting documents, including theirresume.Updated May 2017Version 3 l 7

6. Click the Notes drop-down if you would like to read or input notes for other Reviewers and/or the HR Office.Click the icon to add a new note, then click Save.7. Click to toggle the icons to the right in each Applicant’s row per your Agency’s policy. YourHR Office will inform you of any business processes they have identified for using theseoptions. If no business processes have been identified, you may use them to denote followup actions with a candidate, indicate whether you have reviewed the candidate, and/ordesignate candidates of interest.8. To document a selection decision for an individual applicant, click the No Decision hyperlink to pull up theSelection Decision box.9. To document selection decisions for multiple applicants with the same selection decision code, check the box tothe left of all appropriate applicant records and select Make Selection Decision from the Apply Action dropdown list.10. When all interviews have been conducted as applicable and selection decisions have been made, enter theoutcome for each certificate using the Approval Status dropdown. If multiple certificates were selected, youcan use the Next button to navigate between certificates.Updated May 2017Version 3 l 8

11. Documents added by the HR office can be viewed, and additional documents can be uploaded to the Review byclicking the Documents button in the right top corner of the page.12. Once selection decisions for all certificates are documented, click the Back to Assignments button. The statusfor each completed certificate assignment will be shown in green. If any certificates show an Incomplete statusin red text, this indicates the Approval Status is not yet complete.13. When all certificate assignments are complete, and if your permissions allow, click Return to HR to return theReview. If you do not see this option, you are finished when the all statuses are complete.14. If there are multiple Reviewers assigned to this Review, you will receive a warning message indicating that areturn to HR will remove access for all assigned.Requests for Hiring ActionRequests mark the initiation of the recruitment process within USA Staffing. A Request is equivalent to a Request forReferral of Eligibles (SF-39) or a Request for Personnel Action (SF-52). Each Agency may use Requests in USA Staffingdifferently; please refer to your HR Office for Agency specific business processes.On the Hiring Actions home page, you will see all requests related to the Customer(s)/Office(s) to which you have beenassigned. Your HR Office may initiate the Requests, or if your Agency policy and permissions allow, you can create newrequests by following the steps below.Updated May 2017Version 3 l 9

1. To initiate a new Request, click the Request Hiring Action button.2. On the Request Hiring Action page, select the appropriate Type of Hiring Request, and enter the RequestNumber or click Generate to designate a USA Staffing-generated number. Please check with your HR Office todetermine your Agency’s policy on Request numbering protocols. Each Request number must be unique andcan only be used once. Valid characters include A-Z, 0-9, and hyphen (-) and can be up to 100 characters.3. Select the Requesting Customer from the drop-down list. If you do not see the appropriate Customer to assignto the request, contact your HR Office.4. If the position is interdisciplinary, choose Yes from the options provided. You may select the PD information byusing the Add From Library option or enter the information by selecting the Add Manually button. To addmultiple positions associated with a single Request, repeat this step. This is typically used for multi-grade/careerladder positions.Updated May 2017Version 3 l 10

5. Indicate if you would like to recruit for a specific number of vacancies per duty location. If leaving this optiondefaulted to No, enter the number of vacancies you wish to fill through this request in the Total Vacancies field.Selecting Yes will allow you to enter specific values per location.6. Add duty location(s) by clicking the Add Location button, identifying the appropriate search field(s), and clickingthe Search button. Mark the checkbox next to a location and click Add to include your selection in the Request.7. Fill in the position settings from the Security Clearance, Supervisory Position, and Travel Required dropdownmenus as appropriate.8. Once the request is saved, Documents can be uploaded using the button at the top right section of the page.Note: Documents cannot be uploaded to a request after it has been submitted to HR.9. Once saved, Notes can also be entered using the button at the top right corner of the page.10. Click Save to leave the Request in an Incomplete status for later review and submission, or click Submit to HR tofinalize the Request and transmit it to the HR Office. Submitting the Request will forward the action to your HROffice for review and action.Additional HelpFor questions or comments around the content of a Review assigned to you or for questions regarding the businessprocesses for your Agency, please contact your HR Office. To further clarify system processes and to troubleshoot issueswith system functionality, click the Help icon to review detailed information about the page currently open.If you need further assistance after reviewing the online help, and if your permissions allow, you may submit a Help DeskTicket to the OPM USA Staffing Program Office by clicking the Request Assistance icon.Updated May 2017Version 3 l 11

HR to connect and share information with Hiring Manager Users who need to provide feedback on work within USA Staffing. Through this interface, HR and Hiring Manager Users are able to share notes, review assessment and announcement information, review applicant documents, and collaborate on certificates/new hires all within one system.