Onboarding Items - FY20

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Release 12.1 - 9/18/2020

New Hire

  • HR and Onboarding users will see the name of the user who completed the Verify the New Hire Arrived for their First Day of Duty task and the date and time the task was completed at the bottom of the Overview tab within a record in which the Verify the New Hire Arrived for their First Day of Duty task is in Complete status. This information will display in the following format:
    • Verify the New Hire Arrived for their First Day of Duty task completed by [First Name Last Name on XX-XX-XXXX]

See: New Hire Overview and Completing the verify new hire arrived for first day of duty task

Forms

  • Added the following forms in USA Staffing:
    • CBP-OFO Recruitment Incentive Service Agreement (CBP OFO RI SA)
    • DOI BIE Employee Benefits Statement of Understanding (DOI BIE EB ESOU)
    • DOI BIE Statement of Policy Employee Responsibilities and Conduct (DOI BIE SOP ERAC)
    • Lautenberg Amendment Compliance Form (IGM Form 317-01)
    • NCPC Certification of Official Transcript (NCPC COT)
    • NCPC Emergency Contact Form (NCPC ECF)
    • NCPC e-QIP & PIV Initiation Data (NCPC EQIP PIV)
    • NCPC Rules of Behavior (NCPC ROB)
    • USGS Conditions of Seasonal Employment (DOI USGS CSE)
    • USGS SOU Conditions Temp NAGT Appointment (DOI USGS CTNA)
    • USGS MOU Intermittent Employment (DOI USGS MOU IE)
    • USGS SOL SOU Time-Limited Appointment (DOI USGS SOL SOU TLA)
    • USGS SOU Concerning Conditions of Excepted Limited Appointment (DOI USGS SOU CCELA)
    • USGS SOU Concerning Conditions of Term Appointment (DOI USGS SOU CCTA)
    • USGS SOU Conditions Mendenhall PostDoc Appt (DOI USGS SOU CMPDRA)
    • USGS SOU Conditions PostDoc Research Appt (DOI USGS SOU CPDRA)
    • USGS SOU Conditions Temp Ltd Appt Comp Service (DOI USGS SOU CTLACS)
    • USGS SOU Temporary Cooperative Summer Field Training Program (DOI USGS SOU TCSFTP)
    • USGS SOU Time Limited Cooperative Summer Field Training Program (DOI USGS SOU TLCSFTP)
    • USPS OIG Applicant Medical Questionnaire (PS 2485D)
    • USPS OIG Special Agent Mobility Agreement (USPS OIG MA)
  • Updated the following forms in USA Staffing:
    • TSP 1-C
    • SOU 12

Release 12.0 - 8/21/2020

New Hire

  • Users with permission to view a specific document type when viewing the Documents sub-page on the Assignments tab of a New Hire record will see the Document Name hyperlinked for view. Users without permission to view a specific document type, will now see the Document Name listed; however, it will not be hyperlinked for access. This is now consistent with how permissions are implemented in the Forms sub-page. Like Form permissions, Document type permissions can be managed by enabling View permission for the corresponding form category under Onboarding Forms within the appropriate Permission Profile.

See: Viewing a new hire document

  • Added the ability to view and add Notes in the Task Details sub-page for a specific task assigned within a NH record. Users with permission to Edit Task Details, will have the option to add, view, or delete notes within a new hire record. Users can make the note visible only within a task by selecting the Show as Task Note Only checkbox when creating a note. Otherwise, the note will be visible both for the specific task and in the NH record’s Notes on the Overview sub-pages. Once a note is created, it can be toggled to be visible in the record’s Notes by checking or unchecking the Show on this tab only checkbox. Task Notes made visible in the NH record have a rollover text over the Task Note indicating the specific task to which it is related.

See: Creating a new hire task note

Forms

  • Added the following forms in USA Staffing:
    • DOI BIE ECF – Emergency Contact Form
    • DOI BIE FPAR – Fingerprint Privacy Act
    • DOI BIE PAL – Places Applicant Lived
    • DOI BIE ECP – Ethics Cover Page
    • DOI BIE SPA – Seasonal Position Agreement
    • DOI BIE NPPNS – Notice of Probationary Period – New Supervisor
    • DOI BIE NPPNE – Notice of Probationary Period – New Employee
    • DOI BIE ERSME – Employee’s Responsibilities for Supplies, Material and Equipment
    • DOI BIE CTE TEMP – Conditions of Temporary Employment
    • DOI BIE CTE TERM – Conditions of Term Employment
    • DOI BIE UCLP – Understand for Career Ladder Position
    • DOI BIE NNIP – Notice of Non-Indian Preference
    • DOI USGS SOU TLCSFTP – Time Limited Cooperative Summer Field Training Program
    • DOI UGSC SOU TCSFTP – Temporary Cooperative Summer Field Training Program
    • DOI USGS 9-3113 – Initial Ethics Orientation for New USGS Employees
    • DOI USGS 9-1909 – Employee Financial Interests Certification
    • DOI USGS 9-1644 – Nepotism Certification
    • IRS 12114 – OF 306 Continuation Form
  • Updated the following forms in USA Staffing:
    • CNS Statement of Service
    • CBPHC 3-1 – Provisional Clear Statement of Understanding
    • CBPHC 5-1 – Relocation Form
    • DD 1618
    • SF 2809 – released to Production on 7/24

Release 11.9 - 7/24/2020

New Hire

  • Added the following warning banner in the New Hire Overview > Onboarding Information page to remind users to assign a Process Owner when one has not yet been assigned: "The Onboarding Process Owner has not been assigned for this New Hire record. Be sure to assign a Process Owner to all New Hire records." Additionally, users will be directed to the New Hire Overview page when they access a New Hire record from the Vacancy Case File, Certificate, or Request Information pages.

See: New Hire Overview

  • Added redirects for Onboarding links to address issues encountered by New Hires who attempt to access pre-populated or previously stored links in their browser.

See: Login Email Notifications

  • Added functionality to trim extra characters, such as periods, from authentication links to improve behavior when New Hires copy and paste, or access links directly from offer or invitation notifications.

See: Login Email Notifications

Forms

  • Added the following forms in USA Staffing:
    • CBPHC OFO Managerial Mobility Agreement (CBPHC Form 4-3)
    • DOI BIE Applicant Screening Questionnaire (DOI BIE ASQ)
    • DOI Rules of Behavior for Computer Network Users (DI-4002)
    • DOI OIG Authorization for Release of Information (DOI OIG ARI)
    • DOI OIG Drug Screening Request (DOI OIG DSRF)
    • NCPC Certification of Background Investigation (NCPC BI)
    • NCPC Certification of Drug Screening (NCPC CDS)
    • SBA ODA Employee Notification Form (ODA HR -002)
  • Updated the following forms in USA Staffing:
    • CBPHC Form 6-2
    • CBPHC Form 6-5
    • OCHR EOD 16

Release 11.8 - 6/26/2020

New Hire

  • Added the ability to preview attachments once a template is selected for use in the Preview Notification window from within a New Hire record.

See: Sending a notification to a new hire with an attachment

  • When a new hire record is created from a vacancy, any Appointing Authorities and/or Mission Critical tags selected in the Vacancy Settings page at the time the record is created will be included in the new hire record. Users will have the option to modify Tags as needed on the Onboarding Information sub-page of the Overview tab.

See: New Hire Overview

Forms

  • Added the following forms currently in USA Staffing:
    • DA 7762
    • DOI Request Official Mailing Address (A-23)
    • DOI Declaration of Residence State (DORS)
    • DOI Employee Emergency Information (EEI)
    • BIE Request Official Mailing Address (ROMA)
    • IRS Fair Credit Reporting Act (FCRA)
    • ODA Language Skills Identification Form (LSI)
    • SBA 2311
    • SBA 2161

Release 11.7 - 5/29/2020

New Hire

  • Users attempting to delete a New Hire Interconnection (NHI) trigger task will be presented the following warning message to ensure they do not unintentionally prevent data being properly sent via the NHI: “You have selected one or more tasks used to trigger an interconnection. Deleting these tasks may prevent data from being sent to the interconnected system. Any forms associated with the selected tasks will be unassigned from the New Hire. Would you like to continue?” Users will have the option to cancel or proceed.

See: Deleting a task

  • Added the ability to apply system-level or custom Appointing Authorities and/or Mission Critical tag types to New Hire records to facilitate search and reporting capabilities. The New Hire Tags field is located under the Additional Information section on the Onboarding Information sub-page of the Overview tab.

See: New Hire Overview

Forms

  • Updated the following forms currently in USA Staffing:
    • BIE FCRA – Fair Credit Reporting Act
    • SBA ROB-CU – Rules of Behavior Computer Usage

Release 11.6 - 5/1/2020

New Hire

  • Added the Announcement Number to the Overview tab within the New Hire record for new hires selected/hired from a certificate. Users can click this link to navigate directly to the Announcement tab.

See: New Hire Overview

  • New Hires attempting to upload a document exceeding the file name character limit (100 characters including spaces), will receive an error message preventing them from uploading the document and prompting them to try again. This will prevent errors when Onboarding users attempt to view the document during their review process.

See: Uploading a document

Forms

  • Updated the following forms currently in USA Staffing:
    • Air Force Notice of Drug Testing as a Condition of Employment (C-4)

Release 11.5 - 4/3/2020

Forms

  • Updated the following forms currently in USA Staffing:
    • DD 1614 (Request and Authorization for Department of Defense Civilian Permanent Duty Travel)
    • EOP SOC-1 (Employee Acknowledgement of Standards of Conduct Requirements)
    • I-9
    • Tax AR-E
    • Tax DE
    • Tax GA
    • Tax IA
    • Tax ID
    • Tax IN
    • Tax KY
    • Tax MN
    • Tax NC
    • Tax NE
    • Tax NY
    • Tax NY IT-2104E
    • Tax OR
    • Tax SC

Release 11.4 - 3/6/2020

New Hire

  • Added a Reason field to the Invitation field on the Overview page within a New Hire record. This field displays the reason entered by the new hire when withdrawing from consideration or declining an invitation.

See: New Hire Overview

  • Added the ability for HR users to see task details in the Assignments > Manage Tasks subpage. Users can click each task to see the following detailed information:
    • Task Name
    • Task Instructions
    • Task Due Date
    • Activating Task (when applicable)
    • Active Date
    • Completion Date
    • History

See: Manage Tasks

Forms

  • Updated the following forms currently in USA Staffing:
    • I-9, SECNAV 5512-1

Release 11.3 - 2/7/2020

New Hire

  • Users can now view, edit, and add Notes from the Overview tab and all its subpages within a new hire record in the same way as in the Assignments tab.

See: New Hire Overview

  • When users send a Tentative Offer notification, the system will automatically assign the Send Tentative Offer system level task if it has not been previously assigned. The task will be in Complete status and the Complete

Date will be pre-populated based on the date/time captured in History.

  • When users send an Official Offer notification, the system will automatically assign the Send Official Offer system level task if it has not been previously assigned. The task will be in Complete status and the Complete

Date will be pre-populated based on the date/time captured in History.

See: Manage Tasks

Forms

  • Updated the following forms currently in USA Staffing:
    • CBPHC Form 6-2, Tax AZ, Tax AR, Tax HI, Tax IL, Tax MA, Tax, MI, Tax MS, Tax NC-4EX, Tax WI.

Release 11.2 - 1/11/2020

New Hire

  • When the Invitation, Tentative Offer and Official Offer have been accepted, the Last Login Time and Date will only display on the last Invitation or job offer type that is in Accepted status.
  • When the Invitation, Tentative Offer, or Official Offer have an Accepted date populated, an information icon will display on the Onboarding Information section of the Overview tab within the New Hire record. Users can hover over the Information Icon the following will display the last login info for the new hire. When users click on the information icon the last login date/time is displayed.

See: New Hire Overview

  • Updated the error message presented to new hires when their designation of beneficiaries does not total 100% for all forms using beneficiaries.

See: Adding a beneficiary on the beneficiaries page and Editing a beneficiary on the beneficiaries page

Forms

  • Added the following forms for use in USA Staffing:
    • EOP RSCLES, DISA CES MOU, CBP TSU CLG
  • Updated the following forms currently in USA Staffing:
    • EOP AIC-1, DA 5369, DA 5370, W-4 (2020)

Release 11.1 - 12/7/2019

New Hire

  • For each new hire, a single draft can be saved per notification template name. Users will be prompted if an existing draft exists for that template and given the option to create a new draft or edit an existing draft. Users can share the new hire and template name with any other users they wish to have review or send to the new hire.

See: Creating a draft notification and Opening a draft notification

Forms

  • Added the following forms for use in USA Staffing:
    • DFAS DAWIA-1, DFAS DAWIA-2, DFAS DAWIA-3
  • Updated the following forms currently in USA Staffing:
    • DFAS COEPT-1, DA 5371

Release 11.0 - 10/19/2019

Forms

  • Added the following forms for use in USA Staffing:
    • FCA ECF Form
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