Administration Items - FY21
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Release 13.4 - 9/24/2021
Users
- Added the ability to add Notes to user accounts. This will enable users with Manage Notes permission to document account updates, such as why an account was retired or reactivated.
See: Adding an internal note See: Viewing notes
- Added a History entry when the email address is updated for a user account. If the user has multiple user accounts in different tenants, the History entry is added to each tenant.
See: Viewing history
- Created a system notification to be sent when an account is reactivated. This email lets the user know their account has been reactivated and directs them to the login page where they can reset their password to login.
See: Reactivating a retired user record
Permissions
- Updated the View Position Descriptions permission definition to “Enables user to view position descriptions and associated position description reviews within the library.”, which better describes this permission.
See: Create Permission Profile
Customers
- Made the following usability improvements to the Customer Information page:
- Reordered fields to provide a more logical flow when creating/editing a customer.
- Updated section label from Account Settings to Organization Details.
See: Edit Customer
Competency Network
- Added the following HR Manager competency networks to the Competency Network Library for wage grade positions:
- Ammunition, Explosive, And Toxic Materials Work (6500)
- Armament Work (6600)
- Warehousing And Stock Handling (6900)
- Plant And Animal Work (5000)
- Miscellaneous Occupations (5200)
- Industrial Equipment Maintenance (5300)
- Industrial Equipment Operation (5400)
- Transportation/Mobile Equipment Operation (5700)
- Transportation/Mobile Equipment Maintenance (5800)
- Packing And Processing (7000)
- Laundry, Dry Cleaning And Pressing (7300)
- Food Preparation And Serving (7400)
- Personal Services (7600)
- Fluid Systems Maintenance (8200)
- Engine Overhaul (8600)
- Aircraft Overhaul (8800)
- Miscellaneous Film Processing (9001)
- Film Assembling And Repairing (9003)
- Motion Picture Developing/Printing Machine Operating (9004)
See: Manage Competency Network
Tasks
- Created a system-level task titled Complete Human Resources Questionnaire for onboarding purposes. Note: This task will be automatically assigned by the system to all new hire records upon record creation in a future release.
See: Manages Task Template Tasks
- Updated the error message presented when users with the appropriate permission attempt to delete a task template if it has been assigned to a new hire record. The following message will display: "This task template is currently assigned to a new hire and cannot be deleted." to better clarify why the task cannot be deleted.
- The Issue Certificate task will remain in Complete status when a review is recalled.
Release 13.3 - 8/27/2021
Vacancy Default Settings
- Reworded settings found under the Application Processing section for clarity and consistency:
- Do not collect Lowest Acceptable Grade - formerly “Do not collect Lowest Acceptable Grade for this application”
- Do not collect Veterans' Preference - formerly “Do not collect Veterans' Preference for this application”
- Prevent update of assessment responses after application submission - formerly “Applicants may not update assessment responses after submitting an application”
- Require completion of all announcement and assessment items - formerly “Override individual announcement and assessment question requirement indicators to set all questionnaire items as Required”
- Require eligibility supporting documents for application submission - formerly “Require Eligibility supporting documents for application submission”
See: Manage Vacancy Default Settings
Competency Networks
- Added the following HR Manager competency networks to the Competency Network Library:
- Law Enforcement and Compliance
- General Inspection, Investigation, Enforcement, and Compliance (1801)
- Mine Safety and Health (1822)
- Import Specialist (1889)
- Customs and Border Protection (1895)
- Border Patrol Agent (1896)
- Wage Grade - Electrical Work
- Wire Communications Equipment Installation and Maintenance Family Network (2500)
- Electronic Equipment Installation and Maintenance Family Network (2600)
- Electrical Installation and Maintenance Family Network (2800)
- Wage Grade - Fabric and Leather Work
- Fabric and Leather Work Family Network (3100)
- Instrument Work Family Network (3300)
- Machine Tool Work Family Network (3400)
- General Service and Support Work Family Network (3500)
- Structural and Finishing Work Family Network (3600)
- Metal Processing Family Network (3700)
- Metal Work Family Network (3800)
- Motion Picture, Radio, Television, and Sound Equipment Operation Family Network (3900)
- Wage Grade - Lens and Crystal Work
- Lens and Crystal Work Family Network (4000)
- Painting and Paperhanging Family Network (4100)
- Plumbing and Pipefitting Family Network (4200)
- Pliable Materials Work Family Network (4300)
- Printing Family Network (4400)
- Wood Working Family Network (4600)
- General Maintenance and Operations Work Family Network (4700)
- General Equipment Maintenance Family Network (4800)
- Law Enforcement and Compliance
See: Manage Competency Network
Notification Templates
- Added the Agency CPDF logo in the notification’s header for USA Hire notifications and Application Confirmation Messages set in Vacancy Settings or Vacancy Default Settings.
See: Creating a notification template
Release 13.2 - 7/30/2021
Review Default Settings
- A History entry will be captured when changes are made to which documents can be viewed within a review from the Applicant List Review Documents and Panel Review Documents lists.
See: Browsing History
Competency Networks
- Added the following HR Manager competency networks to the Competency Network Library:
- IT Management
- IT Program Management (0340, 0343, 2210)
- IT Project Management (0343, 2210)
- Law Enforcement and Compliance
- Safety and Occupational Management (0018)
- Security Administration (0080)
- US Marshall (0082)
- Police (0083)
- Intel (0132)
- General Investigation (1810)
- Criminal Investigation (1811)
- Hour and Wage (0249)
- EEO Compliance (0360)
- IT Management
See: Manage Competency Network
Release 13.1 - 7/2/2021
Permissions
- Modified the following permissions in the Position Description Library and updated their definition:
- View Position Descriptions - Enables user to view a list of position descriptions and associated position description reviews within the library.
- Create/Edit Position Descriptions - Enables user to create and edit position descriptions and to create, edit, send, and recall position description reviews.
See: Modifying a custom permission profile
Vacancy Default Settings
- Added the Do not collect Lowest Acceptable Grade for this application as an Application Processing default setting. This new setting will be defaulted off for new and existing offices. This setting will only apply to newly created vacancies after the default setting is enabled. Changes made are captured in History.
See: Manage Vacancy Default Settings
- Added Position Description Review Default Settings to Review Default Settings. This includes the ability to set a default due date, auto-recall date, return to HR permission setting, and instructional text.
See: Manage Review Default Settings
- Added the following HR Manager competency networks to the Competency Network Library:
- Cybersecurity
- Cybersecurity IT Program Management (2210)
- Cybersecurity Electronics Engineering (0855)
- Cybersecurity Computer Engineering (0854)
- Cybersecurity Telecommunications (0391)
- HR Management
- Human Resources Management (0201)
- Financial Management
- Budget Analysis (0560)
- Financial Administration and Management (0501, 0505)
- Accounting (0510)
- Auditing (0511)
- Cybersecurity
See: Manage Competency Network
Release 13.0 - 6/4/2021
Permissions
- Added a Profile Description field on the Permission Profile Information page. This field is not required and has a 450-character limit. Changes will be captured in History. The Profile Description will also be displayed on the Manage Permission Profiles page.
See: Manage Permission Profiles
Competency Networks
- Added the Competency Model for Executive Core Qualifications to the Competency Network Library.
See: Manage Competency Network
Notification Templates
- Added the ability to include the Agency CPDF logo in the notification’s header. Users can toggle the Display Agency CPDF Logo option under the Header Image section of a template to display the agency logo when notifications are sent using that template. When toggled on and the notification template is sent, the logo will also appear in the PDF view within an applicant's and/or new hire's Notification History. Note: Users can preview the image by clicking the Agency Logo hyperlink next to the CPDF Agency field in the Customer Administration area. Please contact your USA Staffing Account Manager if you need to update the logo image on file for your CPDF Agency Code.
See: Create a Notification Template
Release 12.9 - 5/7/2021
Permissions
- Added the following paid permissions under the Assessment Packages Section, View Assessment Packages Function. These permissions will be enabled for the system-level Office Administrator profile and disabled for all other system-level and custom permission profiles.
- USA Hire - Edit Assessment Window – Enables user to edit the assessment window for a USA Hire vacancy.
- USA Hire - Apply/Release Hold – Enables user to apply or release an applicant hold on USA Hire assessments.
- USA Hire - Set Custom Notifications – Enables user to elect to automatically send custom USA Hire notifications.
- Apply Passing Score to Assessments – Allows user to enable the "Passing Score" setting and set a minimum passing score for an assessment within an assessment package.
See: Manage Permission Profiles
- Added the following unpaid permission under the Assessment Package Templates Section, View Assessment Package Templates Function.
- Apply Passing Score to Assessments – Allows user to enable the "Passing Score" setting and set a minimum passing score for an assessment within an assessment package template.
Note: The ability to add a passing score requirement to an Assessment Questionnaire is in development and will be available in an upcoming deployment.
See: Manage Permission Profiles
Release 12.8 - 4/9/2021
Customers
- Added an Agency Logo hyperlink next to the CPDF Agency field when creating and editing customers. This link allows users to preview the CPDF agency branding logo associated with a particular customer (which currently displays in the Online Application and Onboard Interface). If the selected CPDF Agency does not have a branding logo on file, the text No Agency Logo will display instead of the Agency Logo hyperlink. Please contact your USA Staffing Account Manager if you need to update the logo image on file for your CPDF Agency Code. Note: Functionality to include this logo in notification templates will be included in a future release.
Announcement Default Settings
- Added a section titled Internal Contact. The Internal Contact will default to the user who approved the request. Users have the option to toggle off the Default to request approver setting to leave the Internal Contact blank for users to select at the announcement level. This field will continue to be required for the announcement to be released to USAJOBS. All changes made are captured in History.
- Updated the Questions About This Job (external contact) section to include the following changes:
- Added a Default to request approver toggle. This setting will be enabled by default for new offices created. The Questions about This Job contact will default to the user who approved the request. Users have the option to toggle off the Default to request approver setting to leave the Questions About This Job contact blank for users to select at the announcement level. This field will continue to be required for the announcement to be released to USAJOBS. All changes made are captured in History.
- If a contact is already selected from the library in this section, the Default to request approver toggle will be disabled.
- Users will have the option to edit a previously selected contact via the edit icon or clear the selected contact via the trash icon.
See: Manage Announcement Default Settings
Release 12.7 - 3/12/2021
Permissions
- Added a new permission titled Update USAJOBS Job Status under the Applicants Section. This permission enables users to update the USAJOBS Job Status to indicate Hiring Complete. This new permission will be enabled for the System-Level Office Administrator and Standard HR User permission profiles. Users with access to Create/Edit Permission Profiles can enable this new permission for Custom permission profiles as needed.
See: Modifying a permission profile for an existing user
Customers
- Added History entries for changes made to the following fields:
- Internal Customer Name
- External Customer Name
- eOPF Instance
See: Viewing history
Review Default Settings
- Added Position Description Review Default Settings to Review Default Settings. This includes the ability to set a default due date, auto-recall date, return to HR permission setting, and instructional text.
See: Manage Review Default Settings
Assessment Package Templates
- Re-ordered the pages within an Assessment Package Template to display in the following order for improved usability:
- Template Information
- Assessment Plan
- Job Analysis
- Settings (formerly titled Categories)
- Checklist (formerly titled Overview)
See: Assessment Package Settings and Assessment Package Checklist
Notification Templates
- Added Tentative Offer Response Due Date and Official Offer Response Due Date data inserts to Onboarding notifications under the Position available data inserts section. When the selected notification template includes either of these data inserts and the notification is generated, the due date from the Receive Tentative Offer Response or Receive Official Offer Response system tasks assigned to the new hire will populate. Note: The data insert will be blank if these system tasks are not assigned or do not have a due date input.
See: Data Inserts
Tasks
- Added a new system Task Type titled Verify Selective Service System Registration for Eligible New Hires. This task can be manually assigned to new hires.
- Added Task Results Set options to General type tasks with an Onboarding Purpose. Users can now elect to add a single task results set to a task template. Task results sets will feature common outcomes to broad categories of tasks, such as pass, fail, retest, and others. They will be centrally maintained by USA Staffing and are available to all customers.
See: Adding a task results set to a task template
Release 12.6 - 2/12/2021
Review Default Settings
- Added a Print Assessment Questionnaire default setting option for Applicant List and Panel Review Default Settings. If this default setting is checked, the Print Assessment Questionnaire option will pre-populate as enabled on the Review Assignments page when new reviews are created.
See: Manage Review Default Settings
Competency Network Library
- The following usability improvements have been incorporated in the Competency Networks Items page:
- Updated the Show Only Screen-Out Items filter to a toggle. When disabled all items will be displayed and when enabled, only screen-out items will be displayed.
- Updated Item Stem to Item Text for clarity.
- Updated column header from Is Screenout to Screen-Out.
- Updated the Item Text from a hyperlink to an edit icon, which opens an Edit Item pop-up box.
- Added an Item ID in a new column to the left of the Item Text.
See: Creating a competency network
Assessment Package Templates
- Added the ability to test assessments individually when more than one Assessment Questionnaire is used within an Assessment Package Template.
- Each Assessment Questionnaire will include its own Test Plan page following the Rating Criteria. The Assessment Package Template checklist validations have been updated to apply to each Assessment Test Plan respectively.
- The following updates were made to the Assessment Package Templates Overview page:
- Removed the Assessment Package Complete indicator.
- Added the Publish Template, Delete Template, and Unretire Template (previously labeled Unpublish Template) buttons.
- Note: Assessment Package Templates with Test Plan content, will have existing Test Scenarios copied to each Assessment Questionnaire Test Plan page.
See: Test Plan and Assessment Overview
Tasks
- Added a new Task Type titled Document Review when creating or editing an existing Task Template with the Purpose set to Onboarding and Owned By set to New Hire. Users can create a Document Review task and attach documents for the new hire to acknowledge receipt by adding a Completion Date during their onboarding process. Each individual attached document must be 5MB or less and when adding multiple documents, they may not exceed 12MB combined. File names must be 100 characters or less. Note: Users will not be prevented from publishing the task without attached documents; however, a warning message will be presented reminding users a document needs to be attached in the Task Details view within the New Hire record. If no document is attached to the review task, the task will not be displayed to the New Hire.
See: Manage Tasks
Release 12.5 - 1/15/2021
Vacancy Default Settings
- Added a Period of Eligibility section to the Vacancy Default Settings. Users can check the Expire applications following the period of eligibility box and select the number of months after which applications will expire in the Applicants will be eligible for number months field. This setting will apply to vacancies created after the default setting is established for a specific office. All changes will be captured in History.
See: Manage Vacancy Default Settings
Announcement Item Library
- Added the ability to add a screen-out option for announcement items with a Multiple Choice - Single Select Response Type. Users can select the Add Screen Out toggle to assign an Ineligibility Code and select disqualifying Response Options. The question and responses must be saved before responses can be designated for screen out. When a screen-out announcement item is added to the Announcement Questionnaire, the item will include the default screen-out setting and be added to the Screen-Outs section.
See: Creating an announcement screen-out item
Release 12.4 - 12/11/2020
Users
- Added a Service Account (Bot) toggle option, which allows agencies using software applications to run automated tasks within USA Staffing to identify these robot (bot) accounts. Bots use standard system accounts; however, since they are not system users, USA Staffing has implemented a registration service for approving the use of Bots. Agencies must contact their Account Manager to register and implement the use of Bots by completing the Robotic Process Automation Request Form.
- If the Service Account (Bot) option is toggled on, a Service Account Details section will display the following fields for completion:
- Unattended Bot toggle (optional)
- Agency Bot ID (optional)
- Responsible Organization (required)
- Sponsor Name (required)
- Custodian Name (required)
- Description (required)
- If the Service Account (Bot) option is toggled on, a Service Account Details section will display the following fields for completion:
See: Creating a Service Account (Bot)
Competency Networks
- Added the ability to retire competency networks. The Retire button will only be displayed for users with the Retire Competency Networks permission. This new, unpaid permission function enables users to remove competency network content from active use by retiring or deleting a network. This permission will be defaulted as enabled for the system-level Office Administrator profile and for any newly created custom permission profile. Existing custom permission profiles will remain unchanged.
- If a competency network is retired and has never been used in another network or assessment, it will be deleted from the system.
- If a competency network is retired and has been used in another network or assessment, it will be flagged as retired and can be reactivated at any time if needed.
- The competency network status will determine if the competencies and items within it are accessible from other networks, assessment package templates, or assessment packages through the Add From Library option. When the competency networks status is:
- Draft or Retired – Content (competencies and items) will not be available, unless they are included in another network in Published status.
- Published - Content (competencies and items) will be available.
See: Deleting a competency network and Retiring a competency network
Release 12.3 - 11/13/2020
Competency Networks
- Created an HR Manager Competency Network titled Grants Management, that includes seven new HR manager system competencies, which are visible to all organizations and customers.
See: Manage Competency Network
Notification Templates
- Added Appointment Type and Not To Exceed data inserts to Onboarding notifications under the Position available data inserts section. If the New Hire record was created as a result of a certificate audit, the New Hire questionnaire items will pre-populate with the same value from the New Hire's corresponding Announcement Information values for the Appointment Type and/or Not To Exceed fields. Note: If these fields have multiple values in the Announcement Information sub-page or if the New Hire record was manually created through an Onboard New Hire request, the new hire questionnaire item for Appointment Type and/or Not To Exceed will remain blank until manually set by HR.
See: Data Inserts
Workflows
- Updated the Release Announcement task completion timeframe within the OPM 80-day system-level workflow from two to seven days. A. Given that I am viewing the workflow activities screen for the OPM 80-day system level workflow. When the OPM 80-day system level workflow is assigned to a request, the Release Announcement task due date is set to 7 days from request approval date.
Release 12.2 - 10/16/2020
User Profile
- Added the Tenant to the Activity Summary email to provide context for users with access to multiple tenants.
See: User Preferences
Permissions
- Updated the Create/Edit Assessments that do not standardize scores permission name under both the Assessment Packages and Assessment Package Templates to:
- Create/Edit Manual Assessments - Enables users to create or edit manual assessments.
- Updated the Onboarding Forms permission name to Onboarding Forms/Documents as well as all other permissions under this function:
- View Administrative Forms/Documents
- View Benefit Forms/Documents
- View Employment Condition Forms/Documents
- View Entrance-On-Duty Forms/Documents
- View Investigation Forms/Documents
- View Payroll Forms/Documents
- View Pre-Employment Forms/Documents
- View Security Forms/Documents
- View Training Forms/Documents
- Updated the Transmit to eOPF sub-permission under each forms/documents permission to Transmit Forms to eOPF.
See: Creating a permission profile and Modifying a custom permission profile
Default Settings
- Added the option to clear a previously selected contact for the Questions About This Job setting. When no contact is set for an office, the request approver (user who reviews and approves the request from which the vacancy is created) is added by default to this field for each Announcement. Note: The option to default to the request approver or leave this field blank for a contact to be selected per announcement will be included in a future enhancement.
See: Manage Announcement Default Settings
Workflows
- Added the ability to filter workflows by:
- Purpose
- All Purposes – default
- Staffing
- Onboarding
- Status
- All Statuses – default
- Draft
- Published
- Purpose