Commonwealth Hiring Manager User Manual PA Information ......candidate sourcing until the PO number...

Commonwealth Hiring Manager User Manual

PA Information Technology Staff Augmentation

Commonwealth Hiring Manager’s PeopleFluent Manual i

Change History

VERSION REVISION DATE

A

M

D*

TITLE OR BRIEF DESCRIPTION

1 1 9/29/15 A Document created

1 2 1/11/16 A,M Minor modifications, added FAQs

1 3 6/30/16 A Added timesheet instructions

* Legend: A – Added, M – Modified, D – Deleted

Commonwealth Hiring Manager’s PeopleFluent Manual ii

Table of Contents

1 PA ITSA Process Overview ......................................................................................................................... 1

2 Time Entry and Approval ............................................................................................................................. 1

3 Evaluations ................................................................................................................................................... 2

4 PeopleFluent Tool ........................................................................................................................................ 2

4.1 Logging In ............................................................................................................................................. 2

4.2 How Do I Configure My Dashboard? ................................................................................................... 3

4.3 How Do I Request a Resource? ............................................................................................................ 5

4.4 How Do I Review Submitted Candidates?.......................................................................................... 12

4.5 How Do I Schedule an Interview? ...................................................................................................... 16

4.6 How Do I Select the Candidate that I Would Like to Hire? ............................................................... 19

4.7 How Do I Manage My Resources’ Engagements? ............................................................................. 20

4.8 How Do I Copy a Requisition? ........................................................................................................... 21

5 What if I Need More Help? ........................................................................................................................ 23

6 Appendix A – Technology Type Definitions and Examples ..................................................................... 24

7 Appendix B – Frequently Asked Questions (FAQs) for Hiring Managers ................................................ 25

8 Appendix C – FY17 Transition Timesheet Instructions for Contractors ................................................... 26

Commonwealth Hiring Manager’s PeopleFluent Manual 1

1 PA ITSA Process Overview

Contact OST to initiate new Requisition OR Enter new Requisition into PeopleFluent

o Purchase Order is Required prior to distributing for vendor candidate submissions

o OST reviews and provides feedback to manager on job description, ensures proper

categorization

o OST will release Requisitions to vendor network within 4 hours of receipt in PeopleFluent,

and final approval by hiring manager (following OST team feedback)

o Exception job categories/rates require approval of CIO and Office of Administration

Vendors submit candidates

o Required to obtain Candidate Right to Represent (RTR)

o Deadline for submissions will be by 6pm on the third day following Requisition release

OST screens candidates

o 3-5 Candidates will be available for hiring manager review on Day 4

o Manager receives package summarizing candidates with links into PeopleFluent for profile

details, resume download, and next steps

Manager reviews candidates and initiates Interview process in PeopleFluent

Manager provides Candidate feedback in PeopleFluent

o Reject Candidates with appropriate comments

o “Complete” interview records with feedback comments

Manager Requests Engagement in PeopleFluent

OST begins onboarding process

o Vendor accepts offer

o Coordinate starting details

o Complete any agency-required onboarding forms

o Ensure current PATCH Background Check is completed and uploaded to VMS

2 Time Entry and Approval

Resources submit weekly timesheet in PeopleFluent

o Deadline is COB Monday for the prior week

o Email reminders from OST

Managers approve timesheet in PeopleFluent

o Deadline is COB Tuesday

o Critical deadlines around invoicing

o Designate alternate approver for absences


3 Evaluations

PeopleFluent will prompt managers to complete Resource Evaluations

Best way to indicate satisfaction with Resource

If there are performance issues, way to address those through counseling from vendor

Routine feedback for vendors leads to program engagement

Evaluations requested at Day 30, quarterly thereafter, end of assignment

4 PeopleFluent Tool

4.1 Logging In

To enter the Candidate Request Application, go to https://vms.peopleclick.com to log in. Please contact the

PA ITSA Support team at [email protected] to retrieve your user account and permissions.

https://vms.peopleclick.com/

mailto:[email protected]


With your first login you will be required to reset your password and define your password hint question and

answer. Once you have done this you will see the PeopleFluent Dashboard page as illustrated below:

The Dashboard has default menus that bring your most important items to the forefront:

“My Tasks” lists all items that are pending further action. A red number will appear next to

an item if action is required.

“Current Activity” lists the number of items within PeopleFluent that you are associated with.

“Alerts” is a calendar that lists system events such as interviews. It can also include custom

user events.

These links are very helpful in getting you to the items that you will utilize most frequently in the

application. While the system will send you notifications with a direct link should your action be required

on any item, these quick menus can also take you to those items.

4.2 How Do I Configure My Dashboard?

While your dashboard has a set default view, you can also customize your dashboard to include

additional items, or widgets. Simply click on the Configure Dashboard link in the upper right corner

to see the available widgets. Use the left and right scroll arrows to see all of the options.


To add a widget to your dashboard, simply click on the one that you would like and drag it down into

the main layout. You can click and drag all of your widgets to arrange them to your liking.

Here is a list of all available widgets that are available to you:

Also available in the Configure Dashboard setting is the ability to change the layout of your widgets.

Simply click on Change Layout and you will be given various choices.


When you are done customizing your dashboard, click Save and Close in the upper right hand corner.

4.3 How Do I Request a Resource?

In the PeopleFluent application, a request for a new contractor is called a Requisition (or Req).

Individuals submitted by your suppliers are called Candidates, and once a Candidate has been hired, their

assignment is considered an Engagement, and thus the Candidate is considered an Engaged Candidate.

PA ITSA also refers to Engaged Candidates as Resources.

To request a new contractor, click on the Create icon at the top of the dashboard, and then click on the

dropdown “Contingent Requisition.”

This will take you to a directory of the Req Classes:

To determine the technology type and job category that addresses your needs, please refer to Appendix A

in this document.


Once you have made your decision, click on the sign to the left of the technology type that meets your

needs. Upon doing so you will see the job categories that are available for selection:

Simply click the green plus ( ) button for the position that you need and you will be presented with a

pre-populated template that you can customize for your needs. Several of the items on the template are

required to be filled out, and those are notated with a red ( ) circle.

In the initial section, Requisition Detail, the system required information is already filled out for you, but

may be edited if necessary:

The No New Submittals After communicates to the vendors how quickly they are required to respond.

To provide more information to assist your vendors in sourcing candidates, it is required that you provide a

start and end date for the requisition.


Please note PA ITSA policy requires that you create a unique opening for each resource you are

requesting. Should you need more than one of the same resource role, see section 2.7 on how to copy a

requisition.

Requisition Rate Information: Nothing is required, as this data has been supplied for you:

Requisition Description: Here again, the required information has been provided (Engagement Type

and Short Description); you are required to provide addition information in the Complete Description

field (limit 10,000 characters). The additional information should include details about the duties and

responsibilities of the role. Please note, pasting text from other applications can result in stray characters;

if you do this, be sure to review your requisition and edit the text as necessary.

Contact Information: This section defaults to your user information; however, if you would like other

colleagues to have access to your requisition, candidates, etc, you will have to update the client contacts.

To select your contacts, click on the individual search icon for the role you’d like to change and a window

will appear, allowing you to search for the desired users. Once you run your search, click on the name that

you would like to add (even if there is only one result), then click Make Selection:


Client Information: In this section you are required to specify a Work Location and for this requisition.

The Work Location is the location where the contractor will do their work. You can either type the first 3

characters of the county (e.g., DAU) to do a quick search, or you can use the search icon to search the full

database:


Simply click on the desired location and then click on Select Location. If the needed agency/location is

not available, reach out to the PA ITSA Project Team to have it added.

Once you have completed the Details tab, click Next to go to the Skills tab.

Required/Desired Skills: This is where you list the specific applications and years of experience that you

require or desire. The more detail you provide, the easier it is for vendors to provide qualified candidates,

and the easier it is for you to evaluate them. Should you need additional skill items, simply click the Add

button and a new line will appear. Please note, you cannot edit the Global Candidate Requirements, as

those are program required items. Vendors are required to reply as to their candidate’s response to each

line item.


Questions: This section allows you to add specific questions that you wish for the vendor to respond to

regarding the candidate upon submission. Please note: there is a 255 character limit on each question.

To add a question, simply click on the Add button; you may add more than one:

Once you have completed the Skills tab, click Next to go to the Compliance Tab.

Compliance Items: This is where you can list additional required items, such as degrees or certifications.

You will also see all global requirements that are needed for every ITSA requisition. To add a degree or

certification, click on the Show All icon in the upper right corner:

When the list appears, click on the plus (+) sign to expand the appropriate category. Check the box for the

item that you wish to add. Once you have done this for all of your desired compliance items, click Next.

Once you click Next, you will automatically be taken to the Approval tab. This is where you can add a

comment for your opening and specify your PO number. No requisition will be distributed to the vendors for

candidate sourcing until the PO number is provided.


Once you have entered all final information, click the Submit button. Should you not be ready for this step,

simply click Save as Draft and you will be able to return to the requisition at a later time.

Once your requisition is Submitted, your screen will refresh, and your requisition will be given a System ID

(also known as a Requisition/Req ID). This number is the quickest, easiest way to communicate with any

party about your opening.

Notice that your Requisition is in a Req Status of Pending Approval. Your Requisition has gone to the PA

ITSA Team, and a member of the team will review your requisition and contact you with any questions. Once

the Commonwealth and PA ITSA teams are in agreement on the requisition, the PA ITSA team will approve

the requisition and PeopleFluent will send the vendors a notification alerting them to the opening.

You also have the option of attaching the SOW to the requisition for the vendors to review. To do so, click

the Reference tab, then edit:

Click on Add New Attachment and a window will appear to upload a file.


You may add as many files as you need, however each file is limited to 700K in size. Once you have attached

all desired files, click Done at the bottom of the Reference tab.

4.4 How Do I Review Submitted Candidates?

As vendors submit their best candidate for the opening, the PA ITSA team will screen the candidates to

ensure the best 3-5 are forwarded to the Commonwealth. After the Response Deadline, you will receive an

email notification letting you know there are candidates for your review. Once you log into PeopleFluent, you

can find the requisition from the Active Requisitions link under Current Activity on the dashboard and the

submitted candidates will be found on the Candidates tab. You can also search for the requisition using the

quick search bar.

To review a candidate, click on the candidate’s name.

On the Candidate Details page, you can review all the submitted information – the candidate’s availability,

summary of qualifications, responses to the skills that were listed in the requisition, and the rate – by clicking

through the candidate’s tabs. The resume can be found on the Reference tab.


If you prefer to review several candidates at one time, you have the option to compare candidates side by side.

Select the candidates you wish to compare, then click Compare Candidates.

PeopleFluent will rank the candidates based on several criteria, including a composite score. The composite

score is calculated based on the supplier’s response to the skills in the requisition. For example, a candidate

that meets all requisitions would score a 100, if the candidate exceeded requisitions they would score > 100.


This is a quick way to review candidates. If a candidate does not meet your needs, you have the option to

reject the candidate from both the candidate detail and from summary. However, you may wish to delay your

rejection of a candidate until you have reviewed all available candidates.

When you choose to make the rejection, you can do so from the drop-down menu on the candidate detail

page:

When you select Reject, a window will appear. Several rejection choices are available:


Make the appropriate selection and make any appropriate comments (not required but highly desired) and

click the Reject button. This feedback is provided to the vendors and enables them to forward better

candidates for future requisitions. Receiving timely feedback, either good or bad, is the most requested item

from the vendor community.

Reject Reason Meaning

REJECT: DUPLICATE Reserved for use by PA ITSA Project Team

REJECT: NOT QUALIFIED Candidate did not meet required skills

REJECT: STRONGER CANDIDATE Other candidate(s) had skills and experience that more closely matched the

requisition

REJECT: RATE ISSUE Other candidate(s) met the requisition skills at a better bill rate

REJECT: INADEQUATE INFO Not enough information was provided to evaluate the candidate

REJECT: NOT AVAILABLE Candidate was not available for the opportunity

REJECT: REQ CLOSED/FILLED By default, all candidates that have not been previously rejected will have this status

assigned to them upon the filling of the requisition


4.5 How Do I Schedule an Interview?

From either version of the candidate summary or from the candidate detail, you can request an interview by

clicking on the Action button, then select Interview which allows you to outline the interview information

(i.e. date, time, location/phone) for the supplier.

Once on the Interview Page click the Add Interview Option on the bottom of the page:

Once you’ve selected Add Interview Option, you can put forth options for the supplier to choose from.

Please note, the supplier can only choose one option, but you should provide 2-3 options, spread out (morning

selection, afternoon selection, etc.) so that the supplier is more likely to find a time that works with the

candidate. Do not provide dates that you have offered to other interviewees, otherwise you could end up

double booked.

You have 2 interview types to choose from, Phone and In-person. If you are conducting a phone interview,

ask the vendor to provide a phone number where you can reach the candidate. If you are conducting an In-

person interview, provide a location where the candidate should report for the interview. Use the detail field

to provide any additional information to the supplier/candidate.


Upon submission of the interview options, the vendor will receive a notification alerting them to the interview

request. They will work directly with the candidate to determine which option works best for the candidate,

and will select that option. Should none of the options work for the candidate, the supplier will reject the

request, and provide in the rejection comments when the candidate is available should you decide to

reschedule. Either of these actions will trigger a system notification that will be sent to you for your

information.

Once the interview is conducted, you are required to mark it as Complete, and provide specific feedback on

the interviewed candidate.


Should you need to cancel the interview, click the Cancel Interview button at the bottom right corner of the

page; this will notify the vendor of the cancellation.

If your initial interview was a phone interview and you wish to conduct an in-person interview, simply follow

the same instructions to schedule the in-person interview.


4.6 How Do I Select the Candidate that I Would Like to Hire?

Once you have made your hiring decision, you will then Request Engagement. In the list of screened

candidates, click the dropdown under Action column. Select the Request Engagement option.

In the comments field, provide pertinent hiring information to the PA ITSA Project Team.


Once you’ve submitted the engagement request, the ITSA Project Team will begin the hiring/on boarding

process for your candidate. Should any questions arise feel free to reach out to the PA ITSA Project Team.

Once they have confirmed a start date, the PA ITSA Project Team will relay that information back to you and

engage the candidate in PeopleFluent.

4.7 How Do I Manage My Resources’ Engagements?

All time for your engaged contractor will be submitted and approved in PASS.

At scheduled intervals, you will receive system notifications asking that you evaluate your contractor. These

evaluations are scheduled for 30 days from start and quarterly for the duration of the engagement. Evaluations

take less than 5 minutes to do, and provide valuable feedback that is used to evaluate the supplier base to the

Office of Administration.

To fill out an evaluation, search for your resource and select their engagement.


Once in the evaluation, please fill out all areas with red dot. Once completed, click Save at bottom of page.

When the engagement end date approaches for your contractor, the PA ITSA Project Team will reach out to

you to determine next steps.

4.8 How Do I Copy a Requisition?

If you have filled a requisition in PeopleFluent, you can copy the filled requisition to minimize the editing

needed to request another resource. To do so, use the Quick Search on the top of the page. Use the

dropdown bar to select Requisition, and enter the requisition number. When the results appear, click on the

Req Detail link.


To copy the requisition, use the drop down box next to the requisition name. Select Copy Requisition, make

your updates (i.e. dates, description, skills, etc.) and Submit the Requisition to Open Status.


5 What if I Need More Help? At any time should you have any question or concerns regarding the VMS, PeopleFluent, vendors, candidates

or contractors, please reach out to the PA ITSA Project Team at [email protected].



6 Appendix A – Technology Type Definitions and Examples

Technology Type Definition

Legacy

Technologies or skills that are mature and long-lasting in the

marketplace. There is generally a higher supply and lower demand for

people with these technologies or skills.

Core

Technologies or skills that are currently commonly found in the

marketplace. There is generally an average supply and demand for

people with these technologies of skills.

Emerging

Technologies or skills that are new or specialized in the marketplace.

These may involve a unique or high level of technical complexity. There

is generally a higher demand and a lower supply for people with these

technologies or skills.

Technology Type Technology Examples

Legacy

4GL programming with PL/SQL, AS/400, CICS, COBOL, Database -

mainframe, DB2, DC/DB2, GIS-Digitizing/Scanning/Data Collection,

IMS DB/DC, ListServ, Performance Monitoring-mainframe, SAS, SMS

& AIX Platform, TSO, Unisys, Visual FoxPro, Visual Source Safe,

Powerbuilder, NATURAL & ADABAS, MS Visio, Process Modeling,

MS PowerPoint, MS Excel

Core

.Net, Visual Studio .Net, ASP .Net, ASP, CADD, Checkpoint Firewall,

Cisco, Client Server OS, Cold Fusion, Database - Client Server, DSF,

Encryption, Flash, FormWare, GIS - Programming/Analytical (C/S,

Web-Development), ESRI, ARINFO, Host Publishing, Imaging Systems

(Onbase, Key File, Info Image), Intelligent Transportation Systems (ITS)

(Traffic congestion, weather monitoring, programmable signing,

pavement sensing, etc.), IQU+1, ISA, Java, JavaScript, JSP, LAN/WAN

Support, Lotus Domino, MS ActiveX, MS Access, MS Front Page, MS

Project, SQL Server, Netegrety Siteminder, Oracle, Performance

Monitoring - C/S, PL/SQL, Visual Basic, Remedy, Security (encryption),

Web (Visual Source Safe, Accessibility Standards (ACC Verify,

MacroMedia, 506), DreamWeaver, & Homesite, Photoshop, Fireworks,

Paint Shop Pro), SOAP, Windows XP, XML (XML, Spy, Data Base

Schemas & support & XSLP), Database - Mixed Platform, Servlets,

Reporting Tools (e.g., Crystal), OmniPage ProTesting Tools

(LoadRunner/WinRunner), Accessibility Standards (ACC Verify,

MacroMedia, ITB 508), Adobe Acrobat, C/C#, Com/Com+/DCOM, Data

Modeling, SQL, Capacity Planning, Business Process Reengineering,


Joint Application Development/Rapid Application Development

Emerging

Sightline, Cognos, Data Center (Unisys OEM), Data Warehouse,

EC/EDI, FileNet, GIS - Infastructure, SAP/PeopleSoft any ERP, SMS

2003, Websphere/MQ Series, Analytical & Technical Architecture

(Business Process Mapping w/UML, Enterprise Architect .Net Microsoft,

& Enterprise Architect Sparxsystems), Middleware (Open Distributed

Transaction Integrator (ODTI, Unisys), WebMethods 6.1, Publish

Subscribe, Data Transformation, Asynchronous Messaging & Trading

Network suite, Tivoli, Veritas, Business Process Management (complete

suites of tools for managing business processes & automated systems

supporting those processes.)

7 Appendix B – Frequently Asked Questions (FAQs) for Hiring Managers

Q: I am a manager, and I can’t see my contractor’s timesheet/I’m not the approver listed. What should I do?

A: Please reach out to your OST Account Manager and we’ll configure the settings on the timesheet

approvers. Please let us know if there are any other alternate approvers we should add.

Q: I approved time that was incorrect. What should I do?

A: Notify OST, we can make manual changes to the timesheet to correctly reflect time. Never be afraid to

reject time if you do notice something is incorrect.

Q: When I click on the link to the timesheet, I’m unable to login. What’s happening?

A: Login errors are typically because your browser might be configured to default to your old, CAI login

credentials. It’s a little confusing, but the CAI system and the OST system are two, separate systems and

there are different logins for their system and ours. You should have received new login credentials. If you

don’t know your new login, please reach out to [email protected] . We find some users have

the old CAI organization ID saved instead of the new, OST organization ID. Please make sure you’re using

these pieces of information:

- Link: https://vms.peopleclick.com

- Username: unique to you

- Password: unique to you

- Organization ID: i4525

(The following questions are frequently asked by contractors; while it is the contractors’ vendors’

responsibility to educate their staff, Commonwealth supervisors will occasionally get these questions.)

Q: If I am a Contractor, and I am having problems with my timesheet, who should I reach out to?


https://vms.peopleclick.com/


A: The first place a contractor should look for help is their vendor. We have provided clear and specific

directions to all vendors letting them know exactly how to set up timesheets for their contractors. Because

vendors “own” the contractor profiles in PeopleFluent and are the ones who have control in PeopleFluent to

modify their contractor’s profiles, they are the ones able to/responsible for ensuring their contractors are able

to login to PeopleFluent and then correctly set up the timesheet.

If a contractor cannot reach their vendor or their vendor is not clear on the process, you can always direct

contractors to OST and we can provide directions and help. We don’t want anyone to be unable to enter time

and we are here to help!

Q: When I go to enter my time, it calculates in the Non-Billable line. How can I change this?

A: If you’re only adding time to the Non-Billable line that means you haven’t added your Purchase Order yet

to your timesheet. This is a manual step that ALL contractors have to do, but you’ll only have to do it once.

Click on the green circle plus sign that says “add a line” to search for your Purchase Order. You should only

have one PO available to you UNLESS you have expenses available to you.

Previously, there were multiple lines visible to you if you had a Purchase Order that was cut over a couple of

years (if your assignment was budgeted until 2017, for example). We made the change so that future PO

lines are no longer visible to the contractors to avoid confusion and so the wrong PO isn’t selected.

Contractors should no longer see multiple lines unless there are associated expense funds available.

Q: When I enter my time, I see a start and end time for the day. This is different from my old timesheets.

What do I have to enter?

A: You do not have to enter your start and end time UNLESS your manager requires you to do so. You can

just enter your total time in the format of hours and minutes. For example, if you worked a total of seven

hours and thirty minutes, you would enter 7:30 in the hour’s area under your billable time.

8 Appendix C – FY17 Transition Timesheet Instructions for Contractors

Below are screenshots and instructions for contractors to follow for weeks ending 7/2 and 7/9/16 to cover

the FY17 transition period. There will be 2 or more project codes available during this period, and the

instructions are to aid contractors in selecting the correct project codes. After 7/9, OST will deactivate the

old project codes, and they will be no longer visible to contractors. The instructions cover two possible

scenarios: 1) Contractors remaining on the same PO, but a different line number to charge to in FY17, and

2) Contractors on a different PO/Line # for FY17.

FY17 Transition Timesheet Instructions for Contractors: Same PO#

(primarily PennDOT and DOH staff) 1. In the timesheet below, the contractor has entered time for June 27-29 (Mon-Wed), charging time to

his current PO/Line # (4300485506, Line 4). To enter time for Friday, the contractor must press the

“Add New Line” button shown below.


2. The available project code box appears, showing two available line numbers under the same PO#. For

time worked beginning Friday, July 1st, the contractor will select the higher line number of the two

(Line 5 in this instance). Select Straight Time Regular for the billing rule, and press the green “Add”

button.


3. A new line is now added, with the new Line # selected for the same PO 4300485506.

4. The contractor enters his time on the new line, with the new project code, for Friday, July 1st, as

shown below.


FY17 Transition Timesheet Instructions for Contractors: New PO# (this

scenario applies to most contractors)

1. In the timesheet below, the contractor has entered time for June 27-29 (Mon-Wed), charging time to

his current PO/Line # (4300485506, Line 4). To enter time for Friday, the contractor must press the

“Add New Line” button shown below.

2. The available project code box appears, showing two different, available PO’s and line numbers. For

time worked beginning Friday, July 1st, the contractor will select the new PO/Line # not used

previously (don’t worry if he selects the same one, the system will state that project code has already

been used). Select Straight Time Regular for the billing rule, and press the green “Add” button.


3. A new line is now added, with the new PO/Line # selected.

4. The contractor enters his time on the new line, with the new project code, for Friday, July 1st, as

shown below.

Commonwealth Hiring Manager User Manual PA Information ......candidate sourcing until the PO number...

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