Administration Items - FY23

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Release 15.8 - 8/4/2023

Customers

  • Modified the search functionality in the Customer Administration section to improve performance by removing the progressive search and adding a Search button, which requires users to enter the Customer, City, State, or Agency Reference Code and click Search to perform a search.

See: Manage Existing Customers

Release 15.7 - 7/7/2023

Permissions

  • Added a permission titled Publish Announcement Templates, which enables user to publish and un-publish an announcement template. This permission will be defaulted on for the Office Administrator system-level permission profile only.

See: Modifying a custom permission profile

  • Added a permission titled Copy from Vacancy, which enables user to use the “Copy from Vacancy" function to copy the Assessment Package content from another vacancy into the current vacancy. This permission will be defaulted on for the HR Assistant, Standard HR User, and Office Administrator system-level permission profiles.

See: Modifying a custom permission profile

Vacancy Default Settings

  • Added a default setting titled USAJOBS Apply Online under USAJOBS Announcement Configurations. Users with Edit Default Settings permission can set the following options for all newly created vacancies within the office for which the default setting is selected:
    • Standard Announcement (include 'Apply Online' button)
    • View Only Announcement (remove 'Apply Online' button)

See: Manage Vacancy Default Settings

Announcement Templates

  • Added the ability for users with Publish Announcement Templates permission to Publish and Unpublish announcement templates and sub-templates. Only published announcement templates will be available for selection when creating/editing an Announcement. Note: Existing announcement templates and templates saved from an Announcement will be defaulted to Published status.

See: Create Announcement Template, Edit Announcement Template, Publishing an announcement template and Unpublishing an announcement template

  • Added a filter on the Announcement Templates Administration page, which allows users to filter announcement templates by:
    • All Statuses
    • Draft
    • Published

See: Manage Announcement Templates

Notification Templates

  • Added a Position Sensitivity and Risk data insert to Onboarding notifications under the available data inserts Position section.

See: Data Inserts

Release 15.6 - 6/9/2023

  • Added the ability to establish Applicant List Default Settings for Candidate Inventory inclusion for the following list types: Competitive Merit Promotion, Merit Referral List, and Ranking List. For each type, users may set the default days after a list is included in Inventory for which it will be available. Regardless of default settings, HR users may update and establish unique date ranges for each list within the Certificate Information page for each respective list.

See: Manage Applicant List Default Settings and Setting application sharing default settings

Release 15.5 - 5/12/2023

Announcement Default Settings

  • Added the following options to the default Announcement Number Format section:
    • Agency Reference Code
      • This data is populated from the Requesting Customer indicated on the Request Information page within the Request from which the Vacancy is created.
    • Bargaining/Non-Bargaining
      • This will display as BU or NBU in the Announcement Number field as appropriate based on the Bargaining Unit Position designation in the Position Settings section on the Vacancy Position Information page.
    • Open Entry Text
      • This field has a 6-character limit, including alpha-numeric and the following special characters: # & * ( ) - = : , . / \
    • Pay Plan
      • This data is populated based on the Pay Plan selected on the Vacancy Position Information page.
    • Request Number
      • Note: The USAJOBS Announcement Number field has a 27-character limit, including dashes.

See: Manage Announcement Default Settings

Applicant List Default Settings

  • Added a new section titled Applicant List Defaults. Users with the Edit Default Settings permission will be able to edit the following default setting options:
    • Retain Saved Lists when Stored Lists are generated
    • Retain Saved Lists when Certificates are issued
    • Note: Both settings will be defaulted off and any changes made will be captured in History.

See: Manage Applicant List Default Settings

Release 15.4 - 4/14/2023

Permissions

  • Created the following permissions:
    • View SME Evaluation Items permission – Enables user to view items in the SME Evaluation Item Library.
      • Enabled by default for the Office Administrator, Standard HR User, HR Assistant, and HR View Only system-level permission profiles.
      • Note: Existing Custom-level permission profiles have all three of these permissions disabled by default. However, new Custom-level permission profiles will have all three of these permissions enabled by default.
    • Create/Edit SME Evaluation Items – Enables user to create or edit items in the SME Evaluation Item Library.
      • Enabled by default for the Office Administrator system-level permission profile only.
    • Delete SME Evaluation Items – Enables user to delete items in the SME Evaluation Item Library.
      • Enabled by default for the Office Administrator system-level permission profile only.

See: Manage Permission Profiles

SME Evaluation Items Library

  • Added an SME Evaluation Items Library under the Libraries section in the Admin area. Users with SME Evaluation Item Library permissions enabled will be able to create, edit, and delete SME Evaluation Items. SME Evaluation Items can be imported into an SME Evaluation within an Assessment Package or Assessment Package Template. All changes are captured in History.

See: SME Evaluation Items and Creating a SME Evaluation Item

Emails

  • Some system-generated emails will now be sent from email addresses tailored to the content being generated. Agencies may wish to add these new email addresses to their spam filters to ensure they are delivered. While most emails will continue to be sent from USAStaffingOffice@opm.gov for now,
    • Activity Summary emails will be sent from USASActivitySummary@opm.gov
    • CHCO Survey emails will be sent from USAS.Surveys@opm.gov


Release 15.3 - 3/17/2023

Applicant List Default Settings

  • Added a setting for CTAP/ICTAP Well Qualified Score under a new section titled Applicant List Defaults that allows users with the Edit Default Settings permission to enter a value between 70 and 100. When creating an applicant list with a Certificate Type, the value specified for the office’s CTAP/ICTAP Well Qualified Score default setting will populate.

See: Manage Applicant List Default Settings

Competency Networks

  • Redesigned the Competencies and Items import function, including a new Import from File template with added validations to ensure data accuracy. Competencies and items are imported separately from the same workbook with greatly improved overall efficiency and performance, allowing users to import up to 500 records at a time in just a few seconds.

See: Importing a competency network from a template

Notification Templates

  • Added a Security Clearance data insert to Onboarding notifications under the available data inserts Position section.

See: Data Inserts

Release 15.2 - 2/17/2023

Users

  • Discontinued Activity Summary emails for retired system users. If a user is reactivated, the Activity Summary emails will resume based on the Frequency and Content specified in their User Preferences.

See: User Preferences

Notification Templates

  • Added the ability to assign a Notification Reply To Option for notification templates with an Onboarding Notification Purpose. Office Administrator will have the option to set this field to an active General Contact, Notification Sender, or the new hire Process Owner.
    • When a user elects to send a notification to a new hire and selects a template which includes a Notification Reply To Option value, the Reply To field will populate according to what is defined in the template. If a template including a value for which the conditions do not match what is set in the template is selected, the Reply To field will populate the email of the notification sender.

See: Create a Notification Template and Creating a notification template

Workflows

  • Added the following system tasks: Send Invitation and Receive Invitation Response. These tasks can be assigned individually to a new hire record or added to a workflow.
    • The system will automatically complete the Send Invitation task when a notification with the type of Invitation is sent to the new hire if the task is assigned. The system will automatically assign and complete the Send Invitation task when a notification with the type of Invitation is sent to the new hire if the task has not already been assigned.

See: Workflow Manage Tasks

Release 14.9 - 11/18/2022

Permissions

  • Added Function details to the Changed Field History entry when changes are made to any child function(s) within the Onboarding Forms/Documents section.

See: Viewing history

Release 14.8 - 10/21/2022

Permissions

  • Added a Reset Tasks permission under the View Tasks function in the New Hires section. This permission allows users with the system-level Office Administrator permission profile to reset the Verify the New Hire Arrived for their First Day of Duty task. Note: This new function is only enabled for the system-level Office Administrator permission profile.

See: Reviewing your permissions

Announcement Default Settings

  • Added a default setting titled Send Customer Information to USAJOBS. When this setting is enabled, the Agency Information section on the Announcement Information page will be set to display on the USAJOBS announcement. If this default setting is disabled, the Agency Information section will be suppressed for all announcements created under the specified office. Note: This setting controls whether the customer’s name and address should be displayed in the Agency contact information section on the USAJOBS announcement and will be defaulted on for all existing and newly created offices.

See: Manage Announcement Default Settings

Notification Templates

  • Updated the following data inserts to display in MM/DD/YYYY format consistent with other date data inserts:
    • Date HR Confirmed Entry on Duty
    • Official Offer Response Due Date
    • Tentative Offer Response Due Date

See: Data Inserts

Workflows

  • Added the ability to retain and add all tasks selected at once when using the search field to search for multiple tasks. When users click the Add Task button, all selected tasks will be added.

See: Adding a task to a workflow

  • Added a Tag filter to the Workflow Administration page to enable users to find workflow templates more easily for a specific office.

See: Workflow Manage Tasks and Filtering workflows

  • Onboarding Workflows will be retired (rather than deleted) when they are associated with a Request Staffing Approach record, a Certificate Audit, a Vacancy Default Setting, or a Manual New Hire request to ensure information related to the workflow is viewable in other system areas.

See: Retiring a workflow

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