July 2010 Staffing Release

Friday, March 5, 2010

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Agenda for March 5, 2010

• System Upgrade• Applicant Flow• Hiring Manager Interface• Security Changes• New Reporting Features• Legacy System• System Downtime• Purging Solution for Data Over 48 Months

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System Upgrade

• Staffing upgrade consist of implementing a new staffing solution (Authoria 10.12)

• Upgrade will result in two environments – New environment – will include all

requisitions and supporting data from July implementation forward

– Archived environment – will include all requisition data prior to 5:00 p.m. EST on July 9, 2010

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System Upgrade• Modern look and feel (e.g., dashboards, web

feel, etc.)• Ability to have standard system branding

across all platforms (SAP, Authoria)• Ability to implement changes quicker • Ability for the state (DMS) to perform

configuration changes• Ability to take advantage of new features

upon release by Authoria• Ability to create Ad hoc reports

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Applicant Flow• New applicant log-in page• People First branding will be applied to the applicant

site• Applicant data from Legacy System will be carried

forward into the new system• Simplified process for applying for a Job• Ability to attach forms, documents, etc. (e.g., DD214,

cover letter, resume’s, etc.)• Resume builder – optional feature, does not replace

State of Florida Application• Applicants will be able to view the details of the

requisitions they have previously applied to

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Hiring Manager Interface• Improved Navigation – the redesigned user interface allows

more efficient navigation of requisition and applicant data (easier to find data, move between applicants, etc.)

• Dashboard Feature – designed to give easy access to documents, information, and tasks essential to your requisition

• SmartGrid Functionality – allows user to customize how data is displayed (sorted, column order, etc.)

• Bread Crumbs Functionality• Action Block Functionality – specific buttons for each page that

allow easy access when actions need to be taken; e.g., add notes, mark candidates, etc.

• Proxy Assignment – enables users to setup a delegate for performing actions on their behalf

• Bulk print feature• Built in help feature• Ability to disposition separate groups of applicants, within a

given requisition

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Security• Continued single sign-on with People First• Role codes in People First will be mapped to

Authoria• Human Resource Staff will be able to view all

requisitions within the agency• Org Code Allowances will not be applied in

Authoria• Ability to search for a given applicant to see

what they have applied for at your agency• Key word search capabilities

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New Reporting Features• Ad Hoc Report Feature – SmartGrid functionality

allows users to filter and sort data within reports and to add custom fields to reports.

• Reports can be downloaded in many formats – e.g., Excel, Word, PowerPoint, XML, CSV and PDF

• Ability to create Ad Hoc reports from a specific requisitions data

• Standard Reports– EEO– Applicant Register– Candidate Flow– Etc.

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Legacy System• Access will exist through 12/31/2010• Agencies will have access to the previous

requisition data once the system is back up allowing them to complete the hiring process for all requisitions that were created in the legacy system

• The legacy access will give agencies the ability to:– View requisition information – Notate hired applicant and disposition applicants – Print applicants data– etc.

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System Downtime• System goes down at 5:00 p.m. EST on July 9• Agencies should prepare for two weeks of downtime • All requisitions must be closed no later than

06/30/2010• All requisition data needed for hiring decisions (e.g.,

applications, DD214 forms, etc.) should be printed prior to 5:00 p.m. EST on July 9 – Agencies/DMS will not be able to access any requisition

data during the downtime– Agencies should work to complete the requisition process

for as many requisitions as possible prior to July 9– Applicants will not be able to log in to their account during

the downtime

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Purging Solution• Starting January 2011• All requisition information 49 months or older will be purged• All applications attached to requisitions 49 months or older

will be purged• Any supporting documentation attached to requisitions 49

months or older will be purged• All documentation that is required to be saved (e.g., due to

a lawsuit) will need to be printed and stored until the retention period is met

• Archiving will take place on a quarterly basis • Archiving communications process will be fully documented

and communicated to the agencies as we get closer