Administration Items - FY22

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Release 14.7 - 9/23/2022

Customers

  • Added the following validation message to ensure each Agency Reference Code is unique within a USA Staffing Organization and prevent duplication: "Agency Reference Code must be unique within an Organization. This Agency Reference Code already exists for {Customer Name}. Please enter a unique Agency Reference Code."

See: Create a New Customer and Edit Customer

Competency Networks

  • Added the ability to filter Competency Networks by Owning Office to assist users in finding competency networks they have access and permission to edit. Note: This new filter replaces the Customer filter.

See: Manage Competency Network and Filtering competency networks

Notification Templates

  • Added a data insert for Duty Location - Postal Code to Onboarding notifications under the available data inserts Position section.
  • Added a data insert for Current Date to Onboarding notifications under a new available data inserts section titled System. This data insert will display in MM/DD/YYYY format.
  • Moved the Logged In User Name data insert from the Contacts to the new System data inserts section.

See: Data Inserts

  • Clarified the Tentative Job Offer Declination and Official Job Offer Declination emails to refer to new hires created from either a manual onboarding request or through a certificate.

See: System Generated Emails

Tasks

  • Added the following error message when users with Delete Task Templates permission attempt to delete a task previously (not currently) assigned to a new hire record: "This task template was previously assigned to a new hire and cannot be deleted."

See: Deleting a task template

Workflows

  • Staffing workflows will be retired (rather than deleted) when they are associated with a Request Staffing Approach. Retired workflows can be reactivated if needed. Buttons in this area operate dynamically. If the workflow is not associated with a Request Staffing Approach, a Delete button displays instead of the Retire button.

See: Workflow_Properties and Retiring a workflow

Release 14.6 - 8/26/2022

Users

  • Added History to the User Preferences page within a user record. History entries including changes made, user’s name, and date/time will be recorded for changes made to Frequency and Content on this page.

See: Viewing history

Assessment Package Templates

  • Added a Copy Template button on the Template Information page. Users with Create/Edit Assessment Package Templates permission have the option to copy a published assessment package template, which is not marked as External. Removed the Copy from Template option which previously appeared in the Gear icon for Assessment Package Templates that were in a Draft status.

See: Assessment Package Template - Template Information and Copying an assessment package template

Tasks

  • Modified the columns included in the Task Administration area by removing the following columns Created By, Last Modified By, Last Modified and adding a Task Status and Owned By column to help users easily see if a task is in Draft or Published status and which user type owns the task directly from the Manage Tasks list.

See: Workflow Manage Tasks

Release 14.5 - 8/3/2022

Announcement Default Settings

  • Renamed the Standard Announcement Questions section to Default Announcement Questionnaire Sections on the Announcement Default Settings page.
    • Existing announcement default questions were moved under a new section titled Preferences.
    • Added the ability to create a Custom default section with related questions and screen-outs for Multiple Choice-Single Select questions that will automatically default in the Announcement Questionnaire when the Announcement is created. All updates will be captured in History.

See: Manage Announcement Default Settings and Adding an announcement default question section

Competency Network Library

  • Added a new Competencies page under Manage Competency Networks to allow users to search for competencies without building an assessment first or searching through individual competency networks.
    • The search filters on this page include Status, Series, Grade, Owning Office, Type, Source, Competency ID, Title, and Tags.
    • The search results display the Competency ID, Title, Competency Type, Principal Source, Definition, and Status.
    • Each competency in the search results can be expanded to display the competency networks where this competency is included, with the following information presented for each network: Competency Network Name (hyperlinked to allow the user to navigate to that competency network), Pay Plan, Series, Grade, Owning Office, and Tags.

See: Manage Competency Network - Competencies

Notification Templates

  • Updated the confirmation message displayed when an HR user deletes a Staffing notification template that is not tied to a Vacancy Default Setting to clarify the notification template will be deleted from the system.

See: Retiring a notification template

Workflows

  • Added History entries that capture when changes are made to the task rules within a Workflow, the date/time, and user’s name.

See: Viewing history

Release 14.4 - 7/1/2022

Notification Templates

  • Added data inserts for Additional Contact Name, Additional Contact Email, and Additional Contact Phone to Onboarding notifications under the available data inserts Contacts section.
  • Added contact information for general contacts set as HR, Benefits, Payroll, or Additional Contacts in the new hire record to display as data inserts in onboarding notifications.

See:Data Inserts

Release 14.3 - 6/3/2022

Customers

  • Added an Additional Contacts field to the Onboarding Defaults page within Customer Administration. Users can specify the title of the contact by clicking the edit icon and selecting the appropriate contact to display. This contact field can be edited in the Onboarding Information page of the New Hire record as needed and will display in the New Hire Onboarding record if specified.

See:Edit Customer and Editing an additional contact

Notification Templates

  • Added a Work Schedule data insert to Onboarding notifications under the available data inserts Position section.

See:Data Inserts

  • The Owning Office and Tags fields will pre-populate when copying any notification template.

See: Copying a notification template

Release 14.2 - 5/6/2022

Customers

  • Added an Organization filter to the Manage Customers page, which is defaulted to All Organizations. Users can filter customers from all organizations to which they have access.

See:Manage Existing Customers

  • Updated the confirmation prompt that appears when the Retire Customer option is selected to indicate whether the customer will be retired (if in use) or deleted (if not in use).

See:Deleting a customer

Vacancy Default Settings

  • Added a Mission Critical Occupation field to the Vacancy Tags section, which allows users to select one or more tags designated for Mission Critical Occupations. These tags will be defaulted in the Vacancy MCO tags field within the Vacancy Settings page for newly created vacancies after this vacancy default setting is made for the selected Office. All changes are captured in History.

https://help.usastaffing.gov/USAS/index.php?title=Manage_Vacancy_Default_Settings

See:Manage Vacancy Default Settings

Release 14.1 - 4/8/2022

Announcement Templates

  • Removed existing Conditions Of Employment sub-templates from the database, the Types drop-down list on the manage Announcement Templates page, and the Template Type drop-down list within an Announcement Template. Note: This was the last step in aligning with USAJOBS’ new job announcement format.

See: Manage Announcement Templates and Create Announcement Template

Release 14.0 - 3/11/2022

Permissions

  • Added an Edit Applicant Total permission under the Vacancies section. This permission enables users to display the total number of applications submitted for a closed announcement. This is a paid permission and is enabled by default for the following system-level HR User permission profiles: HR Assistant, Standard HR User, and Office Administrator.

See: Modifying a custom permission profile

Vacancy Default Settings

  • Added an Applicant Total default setting titled Display total number of applications submitted for closed announcement under the USAJOBS Announcement Configurations section. When this default setting is enabled, it will flow to the Vacancy Settings page for newly created vacancies. This setting gives HR users the option to display the total number of applications submitted on the applicant's USAJOBS dashboard once an announcement closes. This setting will be defaulted off and can be enabled by office. Note: Agencies are strongly encouraged to consider enabling this default setting to provide applicants with a better understanding of the applicant pool and time to hire for the position.

See:Manage Vacancy Default Settings

  • Completed the following additional layout changes on the Vacancy Default Settings page:
    • Added an Application Screening section, which includes Citizenship Screening.
    • Grouped items and added Questionnaire Settings and Application Submission headers under the Application Processing section.
    • Moved Period of Eligibility to the Application Processing section.

See:Manage Vacancy Default Settings

Applicant List Default Settings

  • Added a Certificate Display Settings section that allows users to set display preferences by certificate type per office. Any updates made to certificate display settings will apply to stored lists or certificates created after the office settings are updated and will be captured in History. The following settings are enabled by default:
Certificate List Type Final Rating Category Rating Veterans’ Preference Eligibilities Assessment Questionnaire Announcement Questionnaire
Ranking List X X X X X X
Category Rating X X X X X X
Rule of Three X X X X X X
Competitive MP X X X X
Merit Referral List X X X

See: Manage Applicant List Default Settings and Setting certificate display settings

Release 13.9 - 2/11/2022

Announcement Templates

  • Updated the following Announcement sub-templates:
    • Removed the Requirements, Benefits Link and Display Default Benefits Text fields from the Agency Marketing sub-templates since those fields were previously moved to the Requirements sub-template.
    • Removed the ability to create or edit Conditions Of Employment sub-templates since the Conditions Of Employment, Additional Information, Benefits Link, and Display Default Benefits Text fields were previously moved to the Requirements sub-template. Note: Existing Conditions Of Employment sub-templates will be fully removed in a future release.

See: Create Announcement Template and Creating an announcement template

Release 13.8 - 1/14/2022

Announcement Templates

  • Updated the following Announcement sub-templates:
    • Renamed the Duties sub-template to Summary & Duties.
    • Renamed the Position Requirements sub-template to Requirements.
    • Added the Conditions Of Employment, Additional Information, Benefits Link, and Display Default Benefits Text fields to the Requirements sub-template.

See: Manage Announcement Templates and Create Announcement Template

  • Note: Users should consider updating their current Announcement Sub-Templates in the following circumstances:
    • Transfer content from the remaining Conditions Of Employment sub-templates to the Requirements sub-template. Conditions Of Employment sub-templates will be removed from the system in the next development cycle.
    • Transfer Benefits Link and Display Default Benefits Text content from the Agency Marketing sub-template to the Requirements sub-template. The Benefits Link and Display Benefits Text fields will be removed from the Agency Marketing sub-template in the next development cycle.

Release 13.6 - 11/19/2021

Competency Networks

  • Updated the following competencies:
    • Customer Service (Clerical/Technical) – formerly Customer Service
    • Adaptability – formerly Flexibility
    • Reading Comprehension – formerly Reading
    • Reasoning (Clerical/Technical) – formerly Reasoning

See: Edit Competency Network

Instructional Templates

  • Added a Panel review instructional template sub-type, which will allow users to create and apply instruction templates specific to panel reviews.

See: Manage Instructional Templates and Create an Instructional Template

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