MyOpportunity Go LiveAdditional Instructions & References For Managers

Compass National Recruitment CenterMarch, 2015

3/06/2015 V02

Content

1. CNRC Contact Info

2. Key Change Impacts

3. MyOpportunity Process Flow

4. Payroll Instructions: 1-hr Pay for Off-site Onboarding

5. First Advantage

1. CNRC Contact Info

Compass National Recruitment Center (CNRC)DEJANA MARICH, Director

HR Generalist-Staffing

LAURA MARTYNA

KATHI

OWENS

LARRY

KEENEY

JESSICA

RAU

MORGAN FRAZIER

RITA

MARTIN

ASHLEY DOBY

OBI MOODY

HR Specialist-Staffing

ALICE

ALDRIDGE

ALLISON

KEEL

Centralized in Compass Headquarters in Charlotte, NC.

MyOpportunity Hourly Recruitment & Onboarding shared-services for Compass Group Sectors.

Central point of contact for managers.

Out of scope: applicant e-mails/calls.

CNRC Team contact info:

E-mail: CNRC@Compass-usa.com

Phone: 1-877-311-HRHR (4747), option 3

2. Key Change Impacts

Key Change Impacts

Recruitment, hiring and onboarding of hourly associates – internal and external: done via manual process by managers.

CPM: new hire entered into CPM by managers.

Job application, hiring and onboarding paperwork: paper, paper and repetition!

No systematic way to communicate.

Job descriptions & Spanish translations: done by managers.

Recruitment, hiring and onboarding of hourly associates – internal and external: done via MyOpportunity by managers and CNRC.

$65 standard charge per position

CPM: New Hire set up in CPM via automated process once Onboarding in MyOpp is completed.

*No Change: Managers continue to use CPM to manage data of hired associates at the cost center level as before, e.g., changes of address, etc.

Job application, hiring and onboarding paperwork: online, electronic record retention and pre-populated forms!

Systematic way for E2E communication with job seekers, applicants, candidates and new hires.

Job descriptions & Spanish translations: positions and descriptions provided.

If any changes, extra $cost and delay.

Key Change Impacts

No EDI/integrated solution: manual entries by managers in various systems and redundancy:

1. Behavioral Assessment via PA (People Answers): n/a

2. Background Check via FADV (First Advantage): manager inputs all info into FADV.

3. WOTC (Work Opportunity Tax Credit) via E&Y (Ernest & Young): phone survey and manual completion of all forms by Candidate and Manager manual entry of WOTC# in CPM by Manager faxing of all forms by Manager.

EDI Capability - MyOpportunity integration with the following partners:

1. Behavioral Assessment via PA: available for each position (presented to Applicant after prescreen.).

1. Background Check via FADV: manager only selects the background package (candidate enters his/her info in FADV). ( See Additional Instructions and References doc).

2. WOTC via E&Y: electronic survey & form 8850 completed by Candidate in MyOpportunity (auto-feed with WOTC# to CPM/SAP). Exception: forms that require wet signature (Manager to view “Forms URL” – message with instructions displayed at the end of Onboarding in My Opportunity).

*No Change: non-FADV background check, other pre-employment activities and I-9 continue to be processed outside of MyOpportunity as before.

Key Change Impacts

Onboarding: no flexibility and manual process to complete.

Onboarding Policies: manual copies provided to New Hire and originals retained on file.

OFCCP: all manually completed and maintained by Manager. (Applicant Flow, Hire Log, Promo/Demo/Transfer, Termination Log, Recruitment Outreach & FMLA ADA Leave).

“Most Effective Source of Hire”/Trends: n/a

Onboarding: off-site vs. on-site decision by manager and electronic form completion.

Onboarding Policies: auto e-mail from MyOpportunity to New Hire with all reviewed policies (as soon as Onboarding completed). o Manager has the ability to download, print and

search for in the Onboarding module. o In addition, auto-email with Shoes For Crews info

(form & instructions).o Exception: below the state and sector-specific forms,

which need to be completed via manual process. 1-hr standard rate of pay owed to New Hire when off-site

option selected – manager’s responsibility to request via Payroll ( See Additional Instructions and References doc)

Manager must complete Post-hire Verification Step within 3 days of Start Date (Hard Stop)

OFCCP: all electronic with the exception of Recruitment Outreach & FMLA ADA Leave that need to be completed and maintained by Manager.

“Most Effective Source of Hire”/Trends: Yes, Phase II

3. Process Flow

MyOpportunity Process Flow with Functional Responsibility

1. Manager

creates Job Req &

submits to CNRC

*II using FADV for Back.

Check, remember to

flag it on J Req

Day X Ex: Mon, 9/1

MANAGER

8. CNRC

monitors results in MyOpp &

notifies Manager if

FADV is used:1.) If “Pass” –Manager to move Candidate to “Onboarding”

as soon as Step#7a is completed 2.) If “Fail” –FHR to review as before FHR & CNRC to advise Manager 3..) If Decisional –FHR to manage as before

9a. Manager

moves Candidate

to “Onboarding”

once Step 7 is done &

#8 if FADV. *Note: Auto-closure of Job Requisition.

9b. Selects “Initiate

Onboarding”

9c. Goes to the

Onboard. Module completes forms w/ New Hire

2a. CNRC reviews, edits and approves Job Req

2b. CNRC posts Job

Req

5a. Man. reviews Top 3 &

moves to “Interviewing”

Bucket

conducts interviews

5b. Selects & moves

Candidate to “Create

Offer”

others to “Alternate”

5c. Creates Offer

moves to “Offer

Extended”

7a. Manager

initiates & completes other pre-employm’t activities

via manual process as

before, e.g., client requests, non-FADV check, etc.

7b. If FADV is

used, Manager

selects the package in

FADV

1

Day X + 1Ex: Tue,9/2

CNRC2

Thru Day X+5Ex: Mon,9/8

APPLICANT3

EXCEPTIONAL SCENARIOS:#1. “Job Description/Position Change/Other Concerns” (Step#2): Will result in delay as CNRC will need to reach out to vendor to obtain translation to Spanish or verify concern w/Manager. #2. “Hard to Fill Positions” (Step#4): CNRC would reach out to hiring manager to discuss.#3. “Duration of Interviews & Pre-employment Activities” (Step#5-9): Timeline will depend upon Sector and Manager (additional days/weeks might be required).

Job is auto-posted to internal &

external sites (within

business day)

3a. Applicant views Job Posting & applies for Job (online application

w/pre-screening)

*Note: if Applicant fails pre-

screening, he/she is

auto-disqualified.

3b. Applicant receives survey &

completes Behavioral Assessm’nt

Applicant Profile in MyOpp

(“Pending Assessment”)

Day X + 5Ex: Mon,9/8

CNRC4

4a. CNRC reviews

Applicant Pool & applies DMT to advance

App Group (“New Appl”)

4b. CNRC reviews

Profiles & selects Top 3 (“CNRC

Reviewed”)

4c. CNRC advances Top 3 & e-mails Man.(“HM Review”)

Thru Day 10 Ex: Fri, 9/12

MANAGER5 APPLICANT6 7 CNRC8 MANAGER9

MyOpp auto-emails Offer w/ I-9 reminder to

Candidate & FADV requests input if FADV

used

FADV sends auto-email to manager with reference ID.

MANAGER

FADV processes Manager’s request &

sends Results to

MyOpportunity

6. If FADV is

used, Applicant

enters his/her info

in FADV(see

Appendix#3 for add. Details)

FADV moves Candidates to:

“Screening Results” if Pass/Fail &

Decision. Stays in “Offer Ex”

Auto-file to CPM/SAP Associate# generated

End

4. Payroll Instructions

1-hr Pay for Off-site Onboarding

Once Manager selects the off-site option for New Hire to complete his/her onboarding paperwork prior to start of work, Manager is responsible to submit/request the one hour of pay via the following Payroll process:

Hourly and Salaried Non-Exempt Associates (MySTAFF):Add one hour of regular pay to the timesheet using the Training time code

Hourly and Salaried Non-Exempt Associates (ePay, Web, Web RA, Remacs):Add one hour of regular pay to the timesheet using Wage Type 1001 (hourly) or 1035 (salaried non-exempt)

Salaried Exempt AssociatesSubmit one hour of pay (hourly rate) via MyRequests – Time Submission - Special Pay – Wage Type 1014-Miscellaneous *Hourly rate = Annual salary/2080

5. FIRST ADVANTAGE

FADV Background Check

Effective Go Live date, FADV (First Advantage) will add the additional Direct Advantage tab for managers to access and the following process steps will follow (affects only Cost Centers that are utilizing FADV for background check processing):1. Applicant will receive email request from FADV to provide their info, once

Manager creates & extends Offer in MyOpportunity Applicant will enter his/her info in FADV.

2. FADV will send email to Manager with Applicant ID#, as soon as above step#1 is done.

3. Manager will log into FADV as usual and:

Select Direct Advantage Tab

Enter ID# referenced in the received email

Proceed to order the package as usual (search could be done by Applicant name).

4. Once results are processed, FADV will communicate them to MyOpportunity and Manager will receive e-mail notification and proceed in MyOpportunity as appropriate.

CHANGE

FADV Background Check

See below e-mail example that managers will receive one Applicant completes his/her online profile in FADV.

CHANGE

FADV Background Check

Note that Applicant results will be communicated to MyOpportunity, so there is no need for managers to monitor results in FADV. See below example.

CHANGE

FADV Background Check

No changes to Order Viewing – for those that have viewing rights to see full background orders, they would select Order Viewing within the background screening tab as usual. All results will continue to be housed here.

No Changes for Decisionals– FHR would continue to monitor and adjudicate in FADV as appropriate (note that the adjudication results would be transmitted to MyOpportunity and that Manager would receive a message from MyOpportunity). In addition, FHR would continue to review and advise on candidates who didn’t clear.

No Changes / standard process as usual:

Existing user ID/passwords (no changes)

New account set up is handled as before

Manager Help is listed on both tabs and Premier Support available as before

NO CHANGES

NO CHANGES

NO CHANGES

FADV Background Check

REMEMBER:

To indicate that Background Check is needed when you are creating Job Requisition if FADV (First Advantage) is used.

To Ensure that the profile that you are selecting in MyOpportunities aligns with the FADV package requirements to ensure the right information is being collected from the candidate the first time. This will prevent a lot of issues if the right selection is made from the start.

Profiles in MyOpportunity Typo of Info Collected from Candidate

Extended Will collect standard profile information plus verifications/credentials/reference information

Extended with MVR Extended data collection

Standard Collects basic information such as name, address, social security number and date of birth. Standard does not collect verifications/credentials/reference information – if any of these will be required for the background check, one of the enhanced profiles should be selected instead

Standard with MVR Standard data collection plus driver’s license information

FADV Background Check

Handling of Exceptional Scenarios

1. If Applicant is not receiving e-mail request, Applicant should ensure that the correct personal e-mail is used that was provided during the registration process and that there is no Junk/Spam issues.

2. If Applicant is not receiving e-mail request, Manager should ensure that Job Req was set up with the FADV Background Check flag if not, Manager needs to e-mail CNRC@compass-usa.com to correct and retrigger FADV communication.

3. If Applicant is encountering any potential technical issues within FADV, Applicant should refer to the available Help (Customer Care).

4. If Manager is not receiving e-mail ID# and Applicant has entered his/her info in FADV, Manager could go to Direct Advantage and order package by Applicant’s name.

FADV Background Check

FADV (First Advantage) has provided the next several slides for you to review the specific details/screens if you ever need to refer to them .

Once you have received email confirmation that the applicant has completed their profile, you will need to log into First Advantage in order to kick off the background check package via the Direct Advantage tab.

You will log in as you normally do to enterprise.fadv.com with your client ID, User ID and Password – there is no change to your log in.

Once you have logged in, you will select the “Direct Advantage” tab and “Search Subject”

You can search by the applicants name, email address or “Profile ID”, which will display in the email confirmation received upon applicant profile completion.

Your account number will populate based on the account number you logged into.

If application is complete and you are ready to select your background package, select the name hyperlink in order to proceed

Select the arrow next to “Actions” and “Place Order”

Packages within the account will populate in the dropdown labeled “Package”; select the appropriate package which coincides with the profile the applicant filled out:

You may select available components in addition to the package if required ***Once completed, select “Submit” at the bottom of the page and the background check will initiate***

To view the status of a background check that has been initiated, select “Search Orders’ within the “Employment Screening” tab on the bar to the left of the page. Final scores will also post back to MyOpportunity.

There are various search options available. Ensure that the date range is correct to when the order was placed then select “search” for results to populate.

Applicant Experience

Once a profile is initiated, applicant will receive an email as seen below; they are given a link which directs them to the welcome screen where they will create a username and password:

The applicant can use their custom log in if they need to exit and return to the profile at a later time, this prevents them from having to restart the process once they have begun:

***Profile ID and hyperlink to direct applicant to customer support appears at the top of each page if the applicant has any questions/needs assistance from FADV***

Collected data required is based on the profile selected when ordered through MyOpportunity. ***The profile selected should be based on the background searches required. ***

If there are sections with errors, there will be a red X and the applicant will need to select the hyperlink for corrections. There are instructions they are able to follow as they proceed as well as instructions for corrections needed.

Once the applicant has completed and submitted their profile, they will see the window below and are done with their segment of the process:

Additional Tips

To check the status of a profile and confirm the applicant has initiated their portion, you will log into FADV as you normally do, select “Direct Advantage” and “Search Subject.” Once the applicants’ information appears, you can see if the applicant has not started, has initiated, or has completed their profile under “Application Status.” You can also see if the background check has been ordered by the status indicated under “Background Verification.”

If there is an error with the applicants name or email, you can edit that information within their name hyperlink and resend the invitation once change is completed and saved

Select View/Edit Details

Page will populate, scroll down, select Edit to make changes to data

Grayed out boxes will open up for changes to be made then you can scroll down to save and resend profile from action drop down if necessary

There are multiple action items that can be selected once the applicant has completed their profile; outside of “Order Background Check” these options will rarely be used but will vary on a case by case basis. You should reach out to customer support for any assistance.

***If you have requested the wrong profile within MyOpportunity, please do not Rescreen Applicant and select a different profile as the results will not post back to Compass Group. Additional information needed will have to be added manually by the requestor once the background order is in process***