Administration Items - FY20

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Release 12.1 - 9/18/2020

Customers

  • Added History entries for changes made to any of the fields in the Onboarding Defaults subpage within a Customer record, including:
    • Default Agency Information
      • Agency/Department
      • Bureau/Division (Use External Name)
      • Branch/Organization Name (Use External Name)
      • Activity/Unit Name (Use External Name)
    • Default Contact Information
      • HR Contacts
      • Benefits Contacts
      • Payroll Contacts

See: Viewing history

Default Settings

  • Added History entries for changes made to the Announcement Number Format and Announcement Text Section Visibility in the Announcement Default Settings tab.

See: Viewing history

Announcement Templates

  • Added the ability to create an Agency Marketing template type. This allows users to use an existing template to populate the Agency Marketing section of an announcement as described in the Staffing Functionality section above. When creating an announcement template, users will see Agency Marketing listed as an option in the Template Type field.

See: Create Announcement Template and Creating an announcement template

Workflows

  • When creating/editing a workflow with the Purpose of Staffing and electing to add a task rule, users will see a new system event titled Announcement Closed in the Activate task when [Select a system event] field. This rule will set the specified task to active status when the announcement closes.
  • When creating a workflow with the Purpose of Onboarding users will no longer see the Request Approved option listed in the Calculate Due Dates Starting From When field. Workflow Assigned will be the default option.

See: Workflow Activities

Release 12.0 - 8/21/2020

Tasks

  • Added a new system-level task titled Set Onboarding Document Type for Application Documents. This task is for Onboarding purposes and owned by HR Users. It can be assigned by HR Users to serve as a reminder to assign the appropriate Onboarding document type for any documents submitted as part of the application. In a future release, the assignment of this task will be automated based on the presence of documents submitted as part of the application that have not been assigned an onboarding document type.

See: Manage Workflow Templates

Competency Network Library

  • Modified how series are displayed in the Competency Network Library page. If less than three series are included in the network, they will be displayed in the Series column separated by a slash (e.g., 0801/0802/0803). If more than three series are included in a network, Multiple Series: Show All will display in the Series column. Users can click the Show All hyperlink to open a list of all series included in the selected network.

See: Manage Competency Network

  • Added the ability to create a draft Competency Network and Publish Network Content once a network is finalized. Competency Networks in Draft status will not be automatically displayed when searching for competencies while creating an assessment package or assessment package template. In the Competency Network Library, users will have the option to filter by Competency Network Status. This filter will default to display only networks in Published status. Users have the option to apply filters that will include networks in Draft status if appropriate.

See: Publishing a competency network and Unpublishing a competency network

Release 11.9 - 7/24/2020

  • Added a new sub-page titled User Preferences within a user’s Profile. HR and Onboarding users can access this page by clicking the caret at the top right corner next to their name. Within the Activity Summary section, users can set the following preferences:
    • Frequency – Users can select how often they want to receive the Activity Summary email.
      • Every Day
      • Every Business Day
      • Monday/ Wednesday/ Friday (default)
      • Monday
      • Never
    • Content – Users can select the subscription(s) they want to receive in their Activity Summary email. (Note: As content is added, all available options will be defaulted as enabled for users who have opted into receiving the Activity Summary.)
      • Task - Upcoming and overdue active tasks
  • Note: By default, all HR and Onboarding users will be automatically opted in to receive the Activity Summary on Mondays, Wednesdays, and Fridays beginning Monday, July 27th. Users can opt out and/or change the frequency in which they receive the email at any time by navigating to their User Profile > User Preferences tab and updating their preferences.

See: User Preferences

Workflows

  • Removed the Onboard New Hire Request Type when creating a workflow since that option was no longer available given the implementation of parallel onboarding. Workflows are now created and assigned based on the purpose of Staffing or Onboarding.

See: Manage Workflow Templates

Competency Library

  • Improved usability, performance, and filtering options within the competency library pop-up window to better assist users in effectively creating assessment content, including:
    • Option to filter out HR Manager competencies.
    • Ability to search by PD Number.
    • Prepopulating the series and grade applicable to the Assessment Package or Competency Network in which the user is adding a competency.
    • To improve performance, triggering the search after the user has entered search criteria and clicked the search button rather than automatically.

See: Adding an item from the library to a competency network and Adding a competency from the library to a competency network

Release 11.8 - 6/26/2020

Permissions

  • Included the Definition for each Function listed on the Permission Profile Information tab. This will assist users in better understanding what a specific function entails and facilitate the process of creating a custom permission profile.
  • Added a new permission titled Edit Request Dates After Approval under the Requests Section. This permission enables users to edit the Hiring Need Validated Date and the Request Personnel Action Date on the Request Information page after the request is approved. This new permission will be enabled for the System-Level Office Administrator permission profile. Users with access to Create/Edit Permission Profiles can enable this permission for Custom permission profiles as needed.

See: Create Permission Profile

Release 11.7 - 5/29/2020

Notification Templates

  • Added an Announcement Number data insert to Onboarding notifications under the Position available data inserts section.

See: Data Inserts

  • Added the ability for users with the Retire Notification Templates permission to retire Onboarding Notification Templates.
    • When users click the Retire button, the system will flag the notification as retired.
    • Retired notification templates cannot be selected within New Hire records.
    • Retired notification templates can be viewed in the Notification Templates library by selecting the Show Retired Templates checkbox. Clicking this checkbox will show the Notification Templates in the list with the Is Retired column populated.
    • Notification Templates become read only once they are retired. Users with Retire Notification Templates permission can reactivate a retired notification at any time by clicking the Reactivate button within a template. These changes are captured in the History section for each template.

See: Retiring a notification template

Workflows

  • Added the Task Name in the Define and Add Task Rules window title for context when setting activation and/or completion rules for a specific task within a workflow.

See: Workflow Activities

Release 11.5 - 4/3/2020

Notification Templates

  • Added functionality that allows users to add attachments to notification templates with the Notification Purpose designated as Onboarding.
    • Attachments added to a notification template will be automatically included when the template is used.
    • Users can add or remove attachments as needed in the Preview Notification window from within a New Hire record.

Note: Users can only preview attachments in the notification template in Admin > Manage Notification Templates. The ability to preview attachments once a template is selected for use in the Preview Notification window from within a New Hire record will be added in a future release.

See: Adding attachments to an onboarding notification template

Tasks

  • When creating a Document Upload or Form Review onboarding task, users will have the ability to search for a specific a document or form in the Add Documents or Add Forms windows.

See: Adding a document to a task template

Release 11.4 - 3/6/2020

Permission Profiles

  • Added the ability to retire permission profiles.
    • If a permission profile is retired and has never been assigned to a user, it will be deleted from the system.
    • If a permission profile is retired and has been assigned to a user, it will be flagged as retired and can be reactivated at any time if needed.
    • If a permission profile is retired and is currently assigned to a user, a warning message will display indicating the permission profile cannot be retired.

Note: Retired permission profiles cannot be assigned within a user.

See: Manage Permission Profiles, Retiring a permission profile and Reactivating a permission profile

Default Settings

  • Added an Applicant List subpage to the Default Settings section in Administration where HR users have the option to set Certificate Expiration values.
    • Users can set the number of days after issuance when each of the following certificate types should expire:
      • Ranking Lists
      • Category Rating Certificates
      • Rule of Three Certificates
      • Competitive Merit Promotion Lists
      • Merit Referral Lists
    • If no value is entered, certificates will not expire.
    • All changes made to these default settings are captured in History.

See: Manage Applicant List Default Settings and Setting applicant list default settings

Release 11.3 - 2/7/2020

Vacancy Default Settings

  • Users with Edit Default Settings permission can set the following Application Processing options as enabled or disabled within the Vacancy Default Settings page for vacancies created within the selected Office:
    • Require Veterans' Preference supporting documents for application submission
    • Require Eligibility supporting documents for application submission

See: Manage Vacancy Default Settings

Position Description

  • To better align with classification work processes and to improve performance and usability, the following fields from the Position Information page are now located in a new subpage titled Settings:
    • Position Status
    • Service
    • Fair Labor Standards Act
    • Position Sensitivity and Risk
    • Competitive Level Code
    • Bargaining Unit Status
    • Bargaining Unit Code
    • Functional Classification Code
    • Cyber Security Code
    • Acquisition Position
    • Acquisition Level
    • Testing Designated Position
    • Financial Statement Required
    • Firearm Required
    • Physical / Medical Requirements
  • Added a Remarks textbox to the Settings page, which also displays on the PD Cover Sheet. The character limit for this field is 1500.

See: Position Description-Settings

Notification Templates

  • Added the following data inserts to New Hire notifications under the Position available data inserts section, which are populated from the Position Information Questionnaire:
    • Duty Location Address Line 1
    • Duty Location Address Line 2
    • Promotion Potential
  • Modified the Salary Type data insert to display the full salary type instead of its abbreviation; for example, per year instead of PA (per annum).

See: Data Inserts

Workflows

  • Workflows now display in Draft Status upon copy. Users can assign a name and make any necessary edits before publishing a new workflow.

See: Copying a workflow

Release 11.2 - 1/11/2020

Position Description

  • Now that users have had the opportunity to link multiple Position Descriptions for a while, the grade selection within a Position Description has been limited to a single grade.

See: Linking position descriptions

  • Added validations to ensure the Series and Grade selected in the Position Information sub-page match the final determination made in the Evaluation sub-page at the time a PD is published.

See: Edit Position Description and Position Description-Evaluation

Notification Templates

  • Added a data insert titled Login.gov/USAJOBS Username under the Authentication category for Onboarding notifications.
    • When used, this data insert will populate the Tentative Offer email displayed in the Summary section of the Onboarding Information sub-page.

See: Data Inserts

Workflows

  • Improved usability when adding tasks to a Workflow. When users click the Add Task button on the Workflow Activities sub-page, they will see the following features:
    • A Search Tasks box which allows users to search tasks by typing any alphanumeric values to filter tasks by name.
    • List of New Hire or Human Resources tasks, sorted alphabetically with ability to sort tasks in ascending or descending order.
    • Check boxes to select more than one task, or all tasks at a time.

See: Adding a task to a workflow

Release 11.1 - 12/7/2019

View Agency Forms

  • Users with View Tasks permission (under Workflows) will now see a Manage Agency Forms link under the Libraries section in the Administration area. In the new View Agency Forms page users can see a list of all published New Hire forms for each Owning Office to which they have permission. Users can see the Form Number and Form Name, which is a hyperlink to open a PDF version of the form in a separate window.

See: Manage Agency Forms and Viewing an agency form

Release 11.0 - 10/19/2019

Position Descriptions

  • Renamed the Delete Position Descriptions permission as Delete/Archive Position Descriptions. Users with this permission enabled will see a new Archive button beside the Delete button within a position description (PD) in Draft status. If a user clicks Archive, they will be presented with a confirmation message. Upon confirmation, the PD is archived (not deleted). Archived PDs can be viewed in the PD library by selecting the Show Archived Position Descriptions option in the Position Descriptions Administration page. PDs can be reactivated at any time if needed. Note: PDs in Published status cannot be archived or deleted.

See: Manage Position Descriptions and Archiving a position description

Eligibilities

  • Added a new Eligibility Type titled Military Spouse Preference. This new eligibility type will allow HR users to adjudicate an eligibility for Military Spouse Preference and conditionally designate PCS Orders and Proof of Marriage supporting documents as accepted in USA Staffing and required during the online application process based on an applicant’s claim to this eligibility. Note: This new Eligibility Type will be available in Stage and Production as scheduled; however, the ability to conditionally accept/require documents will not be available in Production until the Require Eligibility supporting documents for application submission setting is deployed. The specific date is yet to be determined pending users’ feedback. Once we have buy in, we will be alerting customers when this feature will be available in Production.

See: Creating an eligibility item

Notification Templates

  • When users with Create/Edit Notification Templates change the Notification Type for Onboarding notifications to any other type (Invitation, Tentative Offer, Official Offer), the system will check for Authentication data inserts within the template and remove any URL data inserts which do not match the new notification type. Users will see a warning message letting them know when a data insert is automatically removed. Furthermore, the Available Data Inserts displayed will align with the selected notification type.

See: Creating a notification template and Editing a notification template

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