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									   Introduction to OPM’s
   USA Staffing™ System

        Participant Guide
           January 2008




Section 3:
Administration
Section 3│Section Overview


                  Section Objectives

                  By the end of this section, you will be able to do the following:




                                             Objectives
                                             • Create an advanced assessment template for
                                               multiple grades and occupational specialties
                                               (OSPs)

                                             • Create a new announcement template

                                             • Create user accounts on OPM’s live USA Staffing
                                               System

                                             • Set permission profiles on OPM’s live USA
                                               Staffing System

                                             • Set preferences




                  Topics Covered


                                                     Template Libraries

                                                     Maintenance

                                                     Locations

                                                     Preferences

                                                     Processing




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                                                              Section 3: Administration│continued


                  In the Administration work area of OPM’s USA Staffing™ System,
                  you perform tasks related to the following:

                       Template Libraries. This module contains all the templates that
                        have been filed there by the Office Administrator or others
                        who have been given permission to do so.

                       Maintenance. This module of the Administration work area is
                        where you maintain the records related to customers, users,
                        offices, permissions profiles, and workgroups.

                       Locations. This module of the Admin area is where you
                        develop customized locations and location codes

                       Preferences. This module includes the preferred
                        configurations, default texts, applicant flags, NOR messages,
                        and rating codes designated as such by the Office
                        Administrator or authorized others.

                       Processing. You import and export data in this module.

                  In the Administration work area, the settings are Default(ed) and
                  apply to the whole Organization or Office. These defaults can be
                  overridden at the individual customer, vacancy, or certificate levels.




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Section 3│Template Libraries


                  Topics Covered

                                Announcements                      Default Scales                       Assessm

                                Questionnaires                                                           Supporti

                                                                                                          Categori


                  On OPM’s USA Staffing™ System, the Announcement,
                  Questionnaire, and Default Scale Templates are initially set up and
                  maintained in this area.

                  Templates are reusable sets of content for Announcements,
                  Questionnaires, and Default Scales. By using templates,
                  Organizations and Offices have an easy way to standardize the
                  content of Job Announcements and Questionnaires. Users can also
                  save time by using templates to eliminate repetitious work that is
                  common to all Announcements and Questionnaires.

                  All templates are grouped according to who is responsible for
                  maintaining them and who can access them. These are the types of
                  templates available on USA Staffing™:

                       Global. These templates are maintained by OPM’s USA
                        Staffing™ Program Office and are available to all users.

                       Organization. These templates are created and maintained by
                        the Administrator of the Organization to which you belong.
                        Only members of your organization and the USA Staffing™
                        Program Office can see them or use them.

                       Office. These templates are created and maintained by users of
                        the Office who have either the Standard User Permissions
                        Profile, or a Custom Permissions Profile that grants Office
                        Access or higher. These templates can only be seen and used by
                        members of your Office, your Organization, and OPM’s USA
                        Staffing™ Program Office. Members of other Offices cannot
                        see these templates unless they are authorized in their
                        Permissions Profile and User record to connect to your Office.


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                                                          Section 3: Template Libraries│continued

                          If you have access to more than one Office in USA Staffing™,
                          you may see different templates when you switch your Office
                          Connection from one Office to another.

                  Templates are stored in the Template Libraries by users who have
                  Permissions Profiles that grant them the ability to create new
                  templates. Most users cannot modify the templates in a library.
                  However, when a user accesses a template from the library, it is copied
                  to the user's VIN, and the copy can be modified. When you use a
                  template from the library for your Assessment, you are asked to give it
                  a unique name, and it becomes yours.

                  The pages in the Template Libraries area give you a way to create and
                  maintain these templates even when you do not have a specific VIN in
                  mind.


                  Announcements Page in Template Libraries




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                                                          Section 3: Template Libraries│continued

                  When you are creating a new Announcement Template the
                  Announcement menu lets you indicate the group in which your
                  desired template will be stored in the Library – Global, Organization,
                  or Office. If you are copying an existing Template or creating a new
                  Template, you can pick the Template from a list found in the
                  Template library. The Job Announcement on which you are working
                  will then have the same content as the template you opened unless you
                  modify it. This is an excellent way for Offices and Organizations to
                  standardize the content of Job Announcements.

                  To get to Announcement, do the following:

                      1. Click the Administration button on the Top Navigation Bar.

                      2. Click the white Template Libraries button on the Left Menu
                         Bar.

                      3. Click on Announcements to access the Announcement
                         Template page.


                  Creating an Announcement Template




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                                                            Section 3: Template Libraries│continued

                  To create an announcement template, do the following:

                      1. Click on the New button to refresh the screen to the picture
                         above.


                                         HOT TIP!         If you open a template, make
                                         changes to it, and click on the Save button,
                                         you will be changing the template, not
                                         creating a new one, even if you have changed
                              the name. If you want to create a new template from an
                              existing template, first open a template and make a copy
                              of it, name it, modify it, then save it as a new template.



                      2. Type in the name you wish to give the new template in the
                         space labeled Name. Make sure the name you give is unique.

                      3. In the Image Based Form drop-down menu box, select either
                         Form: 1203-FX or Custom Processing. Note that in almost all
                         cases, the correct choice is Form: 1203-FX. Do not select Custom
                         Processing unless you know that your Organization has
                         entered into a special agreement with OPM that includes
                         Custom Processing for unique forms. The page will refresh to
                         display the tree of items appropriate to the form you chose.

                      4. Click to select the Template Level: Organization, Office, or
                         Global.


                                        STOP TO PONDER THIS! In Section 2, you
                                        learned that Global settings apply to the entire
                                       USA Staffing™ System. Which staff would
                              the system allow to create templates at the System level?
                              What do you think?


                       5. Click to place a check in the Sort Location by State box to force
                          job locations to sort by state when they appear in the Job
                          Announcement Preview, on USAJOBS, and in the Online
                          Application. Without a check, these will appear by location in
                          numeric order. This setting in the template can be overridden
                          by a similar box on the Templates page of the Announcement
                          menu in the Staffing work area.



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                                                          Section 3: Template Libraries│continued

                  In the tree of items that appears on the bottom half of the page, you
                  can control which items appear on the Online Application. Here is
                  what you do:




                      1. Click on the + sign to the left of an item to expand it to show the
                         associated sub-items.

                      2. Click on the  box to the right of the + sign sub-item to remove
                         the check for that sub-item if you wish to suppress it.

                      3. Click on the  box + sign to the right of the + sign of an item to
                         remove the check for that item if you wish to suppress it, along
                         with all its sub-items.

                      4. Click on the Next button when you are finished with this page.
                         This will save your work up to this point and take you to the
                         Overview page. It will also expand the Announcement menu
                         on the Left Menu Bar, so that you can jump to other pages as
                         you desire.




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                                                          Section 3: Template Libraries│continued

                  All remaining pages for the various parts of the Announcement area
                  work the same way as their corresponding pages in the Staffing work
                  area except for Preview, which differs only in that it does not permit
                  transmitting to USAJOBS from the Library.


                  Overview Section of Announcement Template

                  The Overview page is where you manage the information that will
                  appear on the first tabbed page of your Job Announcement when it is
                  published on USAJOBS.




                  The Overview template page contains three sections:

                       Job Summary–Agency Marketing Statement (Not Required).
                        This statement of up to 500 characters briefly describes the
                        agency, its mission, and any points of special interest to job
                        seekers. Although optional, this statement is useful in
                        marketing your agency to potential employees. This statement
                        does not have its own heading on USAJOBS but appears as the
                        first paragraph in the Job Summary Section of the Overview
                        tab. If you leave this item blank, USAJOBS will move up the
                        Job Summary text so that it does not appear that text is missing.


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                                                          Section 3: Template Libraries│continued

                       Job Summary (Required). This statement of up to 5000
                        characters gives a quick general idea of what the job is about so
                        a job seeker can decide whether or not to read the Job
                        Announcement further.

                       Key Requirements (Required). You can modify, add or delete
                        key requirements, and up to six are allowed. They appear in
                        bullet form at the bottom of the first tabbed page of the Job
                        Announcement on USAJOBS.

                  To work on any of these three sections, click its name on the table at
                  the top of the page.

                       Job Summary–Agency Marketing Statement and Job
                        Summary. To add or modify text in either of these two sections,
                        click on its name on the table. The text editor window will
                        appear for your use at the bottom of the screen.

                       Key Requirements. If any Key Requirements already exist, a
                        plus sign will appear on the table to the left of the Key
                        Requirements row.

                  To modify a Key Requirement, do the following:

                      1. Click on the + sign to expand the tree view.

                      2. Click on the row of the Requirement you wish to modify.

                      3. Type your changes, observing the 75-character limit.

                      4. Click on the Save button.

                  To add a Key Requirement, do the following:

                      1. Click on the Insert Key Requirement button. A plus sign will
                         be added to the left of the Key Requirement row on the table to
                         signify that a new Key Requirement row has been added.

                      2. Click on the + sign to expand the tree view.

                      3. In the new empty row that has appeared, click, then type your
                         Key Requirement, observing the 75-characters limit.

                      4. Click on the Save button.




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                                                          Section 3: Template Libraries│continued

                  To delete a Key Requirement, do the following:

                      1. Click on the + sign to expand the tree view.

                      2. Click on the row of the Requirement you wish to delete.

                      3. Click on the Delete button at the top of the page.

                      4. Click on the Save button


                  TAGs

                  The bottom half of the Overview page is a text editing area. In the
                  illustration below, the “To Automatically Get” (TAG) items represent
                  data elements in USA Staffing™ that the system can automatically
                  populate with the appropriate information. For example, where TAG:
                  Announcement Number appears, the system is going to show the
                  Announcement Number you entered on the Announcement
                  Information page, and where TAG: Vacancy ID appears, the system
                  will show the VIN.




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                                                          Section 3: Template Libraries│continued

                  To insert a TAG, do the following:

                      1. Set your insertion point by placing the mouse cursor where you
                         want the TAG to appear and click.

                      2. Use the Insert drop-down selection menu box to select the data
                         element for which you want to insert a TAG.

                  To delete a TAG, do the following:

                      1. Select the TAG with your mouse.

                      2. Press the Delete key on your keyboard.


                  Duties Section of the Announcement Template




                  The Duties page is where you manage the text that will appear in the
                  Duties tabbed page of your Job Announcement when it is published
                  on USAJOBS.




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                                                          Section 3: Template Libraries│continued

                  To add duties text in the Duties page, do the following:

                      1. With your mouse cursor, highlight the words Insert Major
                         Duties here…

                      2. Delete the text.

                      3. Type your own text.

                      4. Click on the Save button.


                  Qualifications Section of the Announcement Template




                  The Qualifications page is where you manage the text that will appear
                  in the Qualifications and Evaluation tabbed page of your Job
                  Announcement when it is published on USAJOBS.




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                                                          Section 3: Template Libraries│continued

                  There are four sections to this template. To add or modify content for
                  these sections, do the following:

                      1. Click on the name of a section in the table at the top of the page
                         to select that section to work on. The one that is selected has a
                         black arrowhead in the column to the left. For example, in the
                         above, the selected row is Qualifications (Max Length: 50000).

                      2. With your mouse cursor, highlight the words Insert
                         qualification requirements here…

                      3. Delete the text.

                      4. Type your text.

                      5. Repeat these steps for the remaining sections listed on the table.

                      6. Click on the Save button.


                  How to Apply Section of the Announcement Template




                  The How to Apply page is where you manage the text that will appear
                  in the How to Apply tabbed page of your Job Announcement when it
                  is published on USAJOBS.


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                                                          Section 3: Template Libraries│continued

                  There are three Sections on this template. To add or modify content
                  for these sections, do the following:

                      1. Click on the name of a section in the table at the top of the page
                         to select that section to work on. The one that is selected has a
                         black arrowhead in the column to the left. For example, in the
                         above, the selected row is How to Apply.

                      2. Type your text in the text box on the bottom half of the page.

                      3. Repeat these steps for the remaining sections listed on the table.

                      4. Click on the Save button.


              Benefits/Other Section of the Announcement Template




                  The Benefits and Other Information page is where you manage the
                  text that will appear in the Benefits and Other Information tabbed
                  page of your Job Announcement when it is published on USAJOBS.

                  There are two sections to this template. To add or modify content for
                  these sections, do the following:




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                                                          Section 3: Template Libraries│continued


                      1. Click on the name of a section in the table at the top of the page
                         to select that section to work on. The one that is selected has a
                         black arrowhead in the column to the left. For example, in the
                         above picture, the selected row is Benefits.

                      2. Enter the text in the text box on the bottom half of the page.

                      3. Repeat these steps for the remaining sections listed on the table.

                      4. Click on the Save button.


              Questionnaire Section of the Announcement Template




                  Some items that go on the Questionnaire are not part of the
                  Assessment. They deal with such matters as certain contact
                  information the Applicant may be asked to provide, citizenship, and
                  veteran’s preference claims. On this page, you control the non-
                  Assessment related Questionnaire items that will appear in the
                  Online Application and determine how you will ask for the
                  information you are collecting. Some items will not be displayed
                  because of the items you previously selected on the Announcement
                  page, such as work information, job preference, etc…


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                                                          Section 3: Template Libraries│continued

                  The Questionnaire template page looks like the picture above when
                  you get there, with all the sections that are part of your chosen
                  Announcement listed, as well as with the tree view collapsed.

                  These are the options for you on this page:

                       Items and Responses. To see the Items and Responses
                        associated with a section, click the + signs to the left of the row
                        for that section. The picture below shows that the Citizenship
                        row has been expanded to reveal the Item. This Item has been
                        further expanded to show the Response choices that are offered
                        to the Applicant.




                       Show Section. A check in the Show Section box means the
                        section will appear in the Online Application Questionnaire.
                        To suppress a section, click on the check to remove it.

                       Show Online. A check in the Show Online box means the
                        Question Item will appear in the Online Application
                        Questionnaire. To suppress the Question Item from the Online
                        Application, click on the check to remove it.

                       Mandatory. A check in the Mandatory box means that the
                        applicant must provide a response in order to move on to the

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                                                          Section 3: Template Libraries│continued

                          next question in the Online Application. This control has no
                          effect when the applicant does not use the Online Application.

                       Insert Item. Click on this Insert Item button if you wish to add
                        an Item – typically a question – to one of the selected sections.
                        To do this, follow these steps:
                          1. Click on the name of the section to which you wish to add an
                             Item. An arrowhead will appear to the left of the name to
                             show that the section has been selected.
                          2. Click on the Insert Item button to show the Item Editor
                             page.
                       Edit Item. Click on the Edit Item button if you wish to modify
                        an Item. To do this, follow these steps:
                          1. Click on the row of the Item you wish to modify. An
                             arrowhead will appear to the left of the name to show that
                             the Item has been selected.
                          2. Click on the Edit Item button. The Item Editor page will
                             appear.

                       Insert Response. For questions you create that are not a
                        standard part of the Form 1203-FX template, you can create
                        multiple response options. To do this, follow these steps:
                          1. Click on the row of the Item to which a response is to be
                             added. An arrowhead will appear to the left of the name to
                             show that the item has been selected.
                          2. Click on the Insert Response button. This will create a new
                             response row below the Item.
                          3. Click (or double-click, as may be necessary) in the Code cell
                             to activate it and type in the code you wish to assign.
                          4. Click (or double-click, as may be necessary) in the Response
                             cell to activate it and type in the Response value you wish to
                             assign. This is the text of the response choice the applicant
                             will see when completing the application.

                       Valid Value. Check this box if you have checked the Screen
                        Out box on the Item Editor page (see below) and the response
                        will be one that allows the applicant to continue. The box
                        should be unchecked if choosing the response is supposed to

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                                                          Section 3: Template Libraries│continued

                          screen the applicant out and terminate the Online Application
                          process. If the applicant does NOT choose a valid response
                          when clicking the Next button to go to the next page of the
                          online questionnaire, the applicant will receive an automatic
                          message of ineligibility. The application will not be submitted to
                          USA Staffing™ for that vacancy.

                       Questions and Responses you can modify. The following
                        Items allow you to add to the Questionnaire responses that
                        permit the user to check one or more response boxes:

                               Languages                         Personal Background
                               Miscellaneous Information          Information (except that for
                                                                   ACWA positions, which is
                               Special Knowledge
                                                                   not user modifiable)
                               Job Preference

                       Items with Yes/No Responses. The following Items have
                        Response types that are Yes/No. The Responses cannot be
                        changed, but the text of the Item itself can be modified for a
                        variety of uses.
                              Other Employment Questions (under Employment
                               Availability)
                              Background Information

                  Item Editor for the Questionnaire Section


                  When you are on the Questionnaire page of the Announcement menu
                  and you click on either Insert Item or Edit Item, the Item Editor opens
                  and looks like the picture above.

                  To create an Item, this is what you do:

                      1. In the text entry box below Description, type in a name for the
                         Item you are creating.

                      2. In the text editing area, type the question or instructions you
                         want the applicant to follow.

                      3. Use the toolbar buttons for word processor features as needed.




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                                                          Section 3: Template Libraries│continued

                      4. Click OK at the bottom of the page to save your Item and close
                         the Item Editor, or click Cancel at the bottom of the page to
                         close the Item Editor without saving your changes.




                  This is how you can use the optional items on this page:

                       Show Online. Click to place a check in the Show Online box to
                        have the Item appear on the Online Application. Click to
                        remove the check and prevent the Item from appearing there.

                       Screen Out. Click to place a check in the Screen Out box if you
                        want USA Staffing™ to end the Online Application process on
                        the basis of the way the applicant answers this question. If you
                        check this box, then this is what happens:

                             If the question is one that permits a choice of responses, you
                              must also designate as Valid Value at least one of the
                              response options on the basic Questionnaire page. For
                              example, Citizenship is a Yes/No question, and you will
                              likely make Yes be the Valid Value.

                         Request Narrative from Applicant. Click to place a check in
                          the Request Narrative from Applicant box if you wish to


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                                                           Section 3: Template Libraries│continued

                          provide a text box on the Online Application for applicants to
                          enter a response in their own words. You must provide in the
                          text editing area described in step 2 above any instructions that
                          the applicant is to follow in writing the narrative response.




                                        HOT TIP! You can only make an Item a
                                        Narrative Text Item if you create the Item
                              yourself. If you open an existing Item from the Form
                              1203-FX in the Item Editor, you cannot make it a
                              Narrative Text Item.



              Preview Section of the Announcement Template




                  The Preview page shows you all the content that will appear on your
                  Job Announcement once it is published on USAJOBS. It gives you an
                  opportunity to review all the text. This preview is a plain text
                  document, but because this is an announcement Template you will not
                  have capability to release it to USAJOBS.




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                                                          Section 3: Template Libraries│continued


              Questionnaires Page in Template Libraries

                  The purpose of the Assessment page in the Questionnaire Template
                  Libraries is to permit you to either create a new Assessment
                  Component or modify or delete an existing one. The ability to
                  perform these functions may be restricted by your Permissions
                  Profile.

                  Assessment Components created in the Library need not be linked to
                  any particular VIN. This gives you a way to build an Assessment even
                  before you have a VIN created.


                  Assessment Section of the Questionnaire Template

                  When you select the Assessment option under Questionnaires on the
                  Template Libraries menu, the system will present the Advanced
                  Search page for Assessments. From this page, you can either search
                  for an existing Assessment, or you can create a new Assessment by
                  clicking on the New button.




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                  To create a new Assessment, use the same process as in the Staffing
                  work area. However, the resulting Assessment Component is saved
                  in the Library and is not linked to a VIN until you open a copy of it
                  from the Staffing work area for a VIN you are working on.

                  Click on the New button, and you will have this screen:




                  This is the form you fill out to add an Assessment to an Assessment
                  Plan for a Vacancy. The assessment that is displayed on this form is
                  "open" for you to edit and to link to Specialties and Grades.

                       Assessment ID. The system automatically assigns an
                        Assessment ID number for handy reference and searching.

                       Assessment Name. Give the assessment a unique name up to
                        30 characters. Name your assessment so you can find it easily
                        from among the many that may have a similar name. Consider
                        including the job title or other unique aspects of the work.

                                                          Examples:
                                                        (See section 2)
                                                Gen Eng’nr/Elec/Mech Lu 6-6-06
                                                IT Spec/Network/App Lu 6-6-06


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                       Type. Select the type of assessment from the drop down list.
                        Your choices include those on the list below.

                       Ability Test: Choose this option for a test that focuses on ability
                        to learn rather than on existing skills or knowledge. Examples:
                        bilingual ability, abstract reasoning, mechanical ability, etc.

                       Assessment Questionnaire. This is a self-report form the
                        applicant completes online or on paper. Typically, applicants
                        respond to questions about their level of experience by choosing
                        from a list of possible experience levels.

                       Awards. Choose this option to set up an Assessment that gives
                        credit for awards the applicant has received. This is normally
                        used in merit promotion cases where the agency merit
                        promotion plan includes awards as part of the assessment
                        process and specifies the point values to be used.

                       Customized Processing. Choose this option if the assessment is
                        one that your agency has arranged for OPM to build as a
                        customized assessment process.

                       Job Knowledge Test. Choose this option to set up an
                        Assessment that is a test of the applicant's knowledge of the
                        subject matter of the job, e.g., Information Technology,
                        Accounting, Welding.

                       Manual. Choose this option if you will rate applications
                        manually and then input only the final results, rather than
                        having USAS perform the rating.

                       Other Questionnaire. Choose this option to set up a self-report
                        form – whether online or hard copy – that contains multiple
                        choice or True/False questions about the applicant's individual
                        achievement.

                       Other Test. Choose this option to set up an Assessment that
                        tests for other traits, such as temperament, character, behavioral
                        reliability, integrity, etc.

                       Performance Appraisal. Choose this option to set up an
                        Assessment that gives credit for an applicant's work
                        performance. Merit promotion plans often require this and
                        specify how performance appraisal ratings are to be credited.


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                       Structured Interview Questions. Choose this option to set up
                        an Assessment that uses Structured Interview Questions
                        where the responses are benchmarked. The Assessment will
                        contain the results of interviews designed to assess candidates
                        by asking specific questions.

                       Supervisory Questionnaire. Choose this option to set up an
                        Assessment that takes into account comments from a
                        supervisor about an applicant's work habits, reliability, and
                        other similar traits. Merit promotion plans often require this
                        and specify how the supervisor’s comments are to be credited.

                       Work Sample. Choose this option to set up an Assessment that
                        uses the Work Sample methodology. Work Samples are
                        designed to have high content validity through a close
                        relationship with the job. Work Sample tests are based on the
                        premise that the best predictor of future behavior is observed
                        behavior under similar situations. These tests require the
                        examinee to perform tasks that are similar to those that are
                        performed on the job.

                       Written Test. Choose this option to set up an Assessment that
                        uses a paper and pencil or individualized assessment measure
                        of an individual's ability to perform satisfactorily in a job.

                       Library. Click this button if you wish to select an Assessment
                        from your Organization Library. Assessments in the Library
                        are read-only, but you can copy an Assessment from the
                        Library and then modify your copy.

                       Rating Method. Select the rating method from the drop down
                        menu. Your choices include the following:

                             KSA-Based

                             A-C-E (Rating Method III)

                             Task-Based

                             Job Element

                             Written Test

                       Interdisciplinary. Check the box if this Assessment is for a
                        position that is classified to more than one series.


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                       ACWA. This box is checked if the position is covered for
                        Administrative Careers With America positions. This pertains
                        only to Federal positions subject to the Luevano Consent
                        Decree.

                       Complete. A check appears in this box automatically after the
                        Assessment has been tested. No changes can be made to the
                        Assessment if there is a check in the box. If you wish to modify
                        an Assessment that is marked Complete, click to remove the
                        check mark first, then modify the Assessment and re-test it. If
                        there is no check in this box and it is grayed out, you cannot
                        place a check in the box directly. Instead, you must first Test
                        the Assessment and then, at the end of the test process, check
                        Next, then confirm that the system should mark the Assessment
                        as Complete.

                       Test. Click on the Test button to test the Assessment to make
                        sure it is rating correctly and ready to go into complete mode.
                        Questionnaire type Assessments cannot be put into production
                        and used to rate until they have been tested. This test performs
                        very basic checks to help you determine whether the rating
                        process will work as you intended.

                       Notes. You can add multiple notes to the Assessment record.


                  Source Info in the Assessment Section of the Questionnaire
                  Template

                  The Source Info page is one of the places where you document the
                  sources you used in developing the Assessment and how you used
                  them. Accurate documentation is important to reconstruct and
                  demonstrate validity of the Assessment if it is later challenged.

                  At least one Principal source must be identified on this page in order
                  for the Assessment Component to be tested or marked Complete so
                  that it can be used to rate.

                  For each source that you use on this page, select in the Source column
                  whether the source was a principal or a supporting contributor of
                  information you used.



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                  To indicate source, this is what you do:

                      1. Click once in the box under Source to make the drop-down
                         control appear.

                      2. Click the down arrow.

                      3. Click on your selection.




                  You can add notes for any source. To view or modify the notes later,
                  you must use the same source selected.


                  Specific Info in the Assessment Section of the Questionnaire
                  Template

                  The Specific Info page is one of the places where you document the
                  sources you used in developing the Assessment. Accurate
                  documentation is important to reconstruct and demonstrate validity of
                  the Assessment if it is later challenged.

                  Click to place a check in the box for each description that reflects a
                  source of information you used in developing the Assessment.



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                  Preparation in the Assessment Section of the Questionnaire
                  Template




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                  The Preparation page is one of the places where you document the
                  sources you used in developing the Assessment. Accurate
                  documentation is important to reconstruct and demonstrate the
                  validity of the Assessment if it is later challenged.

                  Click on the radio button for each description that reflects the source of
                  information you used in developing the Assessment.


                  History Information in the Assessment Section of the
                  Questionnaires Template




                  The History Information page tells you key things about the history of
                  the Assessment – how it has been modified over time and how it has
                  been used. The information is clustered under three headings:

                       Modifications. If changes are made to the Assessment, the log
                        will show who made them and when.

                       Tests. When the Assessment is tested, the log will show this.




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                       Processing. Each time the Assessment is used, the system log
                        will reflect the SSN of the application, the time stamp of the
                        processing, and the User Name of the person who initiated the
                        process – such as a Re-Rate or an Undo of an Override.


                  Specialty/Grade in the Assessment Section of the Questionnaires
                  Template

                  This is the Specialty/Grade page for an Assessment.




                  Add the Specialty/Grade for each series by following these steps:

                      1. Click on the dark gray Series button and select a series. If you
                         need help determining what series is appropriate, you may
                         consult the online Handbook of Occupational Group and
                         Series at http://www.opm.gov/fedclass/text/HdBkToC.htm.




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                      2. Click on the dark gray Specialty button and type in a Specialty
                         Code and a Specialty Name. Click on the button again to add
                         more Specialties to the Series you are working on. To add
                         Specialties for a different Series on your list, click on the name
                         of that Series first to select it. The Specialty will be added to
                         the Series that is selected.




                                         HOT TIP!      Specialty codes are three-digit
                                         numbers. There are no standard codes used
                                         on a global level (applying to the entire USA
                                         Staffing™ System).        Find out if your
                              organization uses certain codes; if not, you can make up
                              your own. It is common practice for the first code to be
                              001. For example: Let’s say that your vacancy is for
                              computer specialists, and you have three positions:
                              database administrator, Web designer, and network
                              administrator.    So you make up and enter these
                              Specialty Codes and Specialty Names:
                                      001: Database Administrator
                                      002: Web Designer
                                      003: Network Administrator




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                      3. Click on the dark gray Grade button and type in a grade. Click
                         on the Grade button again to add more grades for the Specialty.
                         To add grades for a different Specialty on your list, click on the
                         name of that Specialty first to select it. The Grade will be
                         added to the Specialty that is selected.

                      4. Click on the white Save button. You must have entered at least
                         one Grade and have a complete set of Series + Specialty +
                         Grade in order for your record to be saved.

                  This is what a completed Specialty/Grade page looks like:




                  Question Builder in the Assessment Section of the Questionnaires
                  Template

                  Using the Questionnaire Builder and its associated Item Editor page,
                  you determine the questions and acceptable responses, the
                  instructions, and other items that will be part of your questionnaire.
                  The questionnaire appears in the Online Application when applicants
                  apply via USAJOBS and in printed copies of the Job Announcement.
                  The Questionnaire Builder page is pictured below as it would appear



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                  when you first get there. You can use the controls on the bottom of the
                  page to do the following things:

                       Add or modify Factors (competencies or KSAs) and Items
                        (Instructions, Narrative text response boxes, Questions and their
                        associated Response options or Default Scales)

                       Import an existing questionnaire text file

                       Preview the questionnaire

                       Identify appropriate competencies, tasks, benchmarks, and
                        questions through the HR Manager button at the bottom of the
                        Questionnaire Builder page.




                  To build a questionnaire from scratch, take the following steps:

                      1. Add Factors

                                         HOT TIP! A Factor is the name of a
                                         competency, Job Element or a KSA
                                         (knowledge, skill, ability). Most
                                         questionnaires use questions that relate to
                              Factors to show their job relatedness. Factor names do
                              not normally appear in the actual questionnaire, but it is
                              possible to make them appear.


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                          a. Click on the Add Factor button. This will take you to the
                             Competency Factor page, and a new row will be added to
                             the table.
                          b. Click in the new row under the Competency/Factor heading,
                             and type in the name of the Factor.
                          c. To add more factors while you are on the Competency
                             Factor page, click on the New button.
                          d. When you are finished adding factors, click on the Save
                             button. This saves your added Competencies/Factors and
                             returns you to the Questionnaire Builder page.




                      2. Add Item

                                         HOT TIP! An Item is a question (including
                                         self-report response options), a set of
                                         instructions, a default scale, or a narrative text
                                         box that can be placed on a questionnaire. An
                              Item is always associated with a specific Factor.




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                          a. Click on the dark gray column to the left of the Competency/
                             Factor name. The arrow        will come on to show that you
                             have selected that specific Competency/Factor.

                          b. Click on the Add Item button. This will take you to the Item
                             Editor page.




                  On the Item Editor page, you create and modify the items that are
                  part of the Questionnaire. Here are the types of Items you can work
                  with on this page:

                       Questions. You can have multiple choice questions. When you
                        use multiple choice questions, you must provide corresponding
                        response options. To do this, you can do one of the following:
                             Create Responses
                             Create one or more Default Scales or use existing Default
                              Scales from the Template Libraries

                       Narrative. You can insert a Narrative response question and its
                        corresponding answer box. Typically, you would have a
                        multiple choice response question immediately preceding the
                        Narrative one.


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                       Instruction. Use this type of item to provide directions to the
                        applicant about how to complete the questionnaire.

                       Online Screening for Valid Value. If this box is checked, the
                        question is used by the Online Application to immediately
                        determine whether the applicant should be allowed to continue.
                        This means that, to be rated eligible and to be allowed to
                        continue with the Online Application, the applicant must select
                        a response that is set as a Valid Value.

                       Use Scale. Click to place a check in this box if you wish to have
                        the question use the closest Default Scale on the Questionnaire
                        Builder. Click again to remove the check and turn off the
                        Default Scale.

                  The picture below is Questionnaire Builder with some added Factors
                  and Items. On this screen, the plus signs have been clicked to show
                  the items associated with the first factor and the responses associated
                  with the first question.




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                  Import Document Function in Questionnaire Builder

                  You can import into USA Staffing™ the text files of self-report
                  assessment questionnaires. Here are some uses for this feature:

                       You can import Assessment Tools from older versions of USA
                        Staffing™.

                       If you prefer to work in your favorite word processor, you can
                        create the questionnaire there.

                       Members of your team can draft questionnaires even if they do
                        not have access to USA Staffing™.

                  To use the Import Document function, you must follow these
                  guidelines:

                       The questionnaire to be imported must be in a single file.

                       The file must be saved in text file format.

                       Each part of your questionnaire text document must be
                        preceded by an identifier placed at the start of a line with a
                        “hard return”. This must also be on the first line of your text file
                        so that USA Staffing™ knows what it is:

                             Competency/Factor. Precede each one with FACTOR:

                             Instructions. Precede each set of instructions with
                              INSTRUCTIONS:

                             Default Scales. For each item in your default scales (your
                              A - E responses), use a capital letter followed immediately
                              by a dash, then one or more spaces and the text of the item.
                              Example: A- I have never done this.

                             Question Type Items. Precede each question item with a
                              number followed immediately by a period, then one or
                              more spaces and the text.
                              Example: 6. Integrate the fundamental principles of applied
                                           ecological and earth sciences.

                             Responses. Precede each response item with a capital
                              letter followed immediately by a period, then one or more
                              spaces and the response text.

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                              Example: C. I have a combination of appropriate specialized
                                          experience as described in "A" and graduate level
                                          education as described in "B" above to equal 100%
                                          of the requirement. Submit a copy of your college
                                          transcripts.

                  To import a document, follow these steps:

                      1. Click on the Import Document button on the Questionnaire
                         Builder page to display the Process Document page.




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                      2. In the text entry box under Select the File to Process, either
                         type the full path and filename of the file, or navigate to it using
                         the Browse button and its dialog. (See a sample text file in
                         Appendix C.)

                      3. Click on the Process button. The document file will be read into
                         USA Staffing™ and loaded into the Questionnaire Builder.
                         The Questionnaire Builder page will be presented to you for
                         your review.

                      4. Click on the Save button.

                      5. If you need to, continue to work in Questionnaire Builder as
                         described above.

                      6. Click on the Next button to go to the Rating Criteria page.




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                  Rating Criteria in the Assessment Section of the Questionnaires
                  Template

                  The Rating Criteria page is where you set up how each possible
                  applicant response on the Questionnaire will be treated by USA
                  Staffing™ in the rating process. USA Staffing™ is very flexible and
                  allows you to specify for each combination of Factor/Specialty/Grade
                  whether or not points from the Factor will be taken into account in
                  arriving at a score and whether the Factor will be a Screen-Out
                  Factor. The system provides shortcuts to keep your effort to a
                  minimum.

                  Below is a discussion of how you can use the settings on the Rating
                  Criteria page on the Assessment menu to make USA Staffing™ do
                  what you want it to do with Screen-Out and Rating Factors.

                       Screen-Out Factor. A Screen-Out Factor is used to determine
                        basic eligibility. If the applicant does not meet this basic
                        eligibility, the applicant is “screened out” from being further
                        considered for the job.




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                          In most GS occupations, you would use one or more Screen-
                          Out Factors to determine whether the applicants meet the
                          minimum qualification requirements. Selective factors,
                          additional eligibility requirements for the job, are also used as
                          Screen-Out Factors.

                          If you set a Factor to be a Screen-Out, you must also set a
                          Minimum Qualifying Value, which is the lowest number of
                          points for an applicant to receive on the Factor and still be
                          considered eligible. The Minimum Qualifying Value is the
                          average of all the applicant’s response values for the questions
                          under the factor. You also need to specify the Ineligible Code
                          that the system will assign to the applicant record and show on
                          the Notice of Results for an applicant who scores below the
                          Screen-Out Minimum Qualifying Value.

                          In Wage Grade jobs (or where Job Element Examining is the
                          method used to rate), you would set up one or more Screen-Out
                          Factors to determine if applicants pass or fail the Screen-Out
                          element of the Job Element rating plan. Normally the Screen-
                          Out Factor is the Ability to Perform the Duties of the Position
                          Without More than Normal Supervision. In Job Element
                          Examining screened out factors are also used as Rating Factors.

                       Rating Factor. A Rating Factor is one whose points are used to
                        help arrive at the applicant’s score. Each possible Response to
                        the Questions associated with the Factor has a point Value.
                                                     EXAMPLE:
                                       Establish a scale of 5 possible responses
                                       Set the point values in a range from 0 to 4

                       Screen-Out and Rating Factors. If you set a Factor for Screen-
                        Out and for Rating, USA Staffing™ will take both of the
                        following actions:
                             Use the Factor to determine if the applicant is eligible based
                              upon meeting the Minimum Qualifying Value
                             Use the point Value for each Response to Questions
                              associated with the Factor in arriving at the applicant's score
                              if eligible

                       Screen-Out Factors, Not for Rating. When you set a Factor for
                        Screen-Out but not for Rating, USA Staffing™ will use the

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                          results of the Question only to determine if Minimum
                          Qualifications have been met. However, the system will not
                          include the points in arriving at the applicant's score.

                       Multiple Questions in Screen-Out Factors. When you have
                        multiple questions associated with a Screen-Out Factor, the
                        points from the applicant’s Responses are averaged. If this
                        average exceeds the Minimum Qualifying Value, the applicant
                        is not screened out even if one or more Responses may be
                        below the minimum score.

                          It is useful to have multiple Questions that get at different
                          aspects of a Factor.

                          1. 1-Grade example. For a professional position at the GS-9
                          level, an applicant needs to possess certain basic educational
                          background (i.e., a degree in a specified field, or a specified
                          number of semester or quarter hours, etc.) and additional
                          education or experience or a combination of both. You could do
                          the following:
                             Set the Factor to be a Screen-Out Factor
                             Set the Minimum Qualifying Value to 2
                             Ask two Yes/No questions:
                                   Do you have this type of education?
                                   Do you have this type of additional education or experience or
                                    a combination of education/experience?"

                             Set the Value of a Yes response to 2, and the value for a No
                              response to 0.

                              In this case, these are the four possible outcomes based on an
                              applicant’s responses:

                                                          Responses to Questions
                        Possible
                                         Basic              Specialized
                        Outcomes                   Value                Value    Total    Average
                                       Education            Experience

                       Case No. 1         Yes         2         Yes        2       4          2

                       Case No. 2         Yes         2         No         0       2          1

                       Case No. 3         No          0         Yes        2       2          1

                       Case No. 4         No          0         No         0       0          0
                                                          FORMULA:

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                         Minimum Qualifying Value (2) Multiplied by Number for Question for the
                                Factor = The Total Response Value Needed to Qualify.

                      Note: In this example the both questions must be answered Yes to qualify.


                          2. 2-Grade Example. For a professional position at the GS-9/11
                          level, an applicant must possess certain basic educational
                          background (i.e., a degree in a specified field, or a specified
                          number of semester or quarter hours, etc.) and additional
                          specialized education or experience or a combination of both for
                          the grade levels. You could do the following:
                             Set the first Factor to be a Screen-Out Factor
                             Set the Minimum Qualifying Value to 2
                             Create a Basic Qualification-Education Yes/No question:
                               Do you have this type of education?
                             Set the Value of a Yes response to 2, and the value for a No
                              response to 0 for both grades
                             Create a second Factor to be a Screen-Out Factor
                             Create two Additional Qualification – Education/Experience
                              Yes/No questions (one for each grade level)
                                 Do you have this type of additional education or experience or
                                  a combination of education/experience?
                                 Do you have this type of additional education or experience or
                                  a combination of education/experience?

                             Set the Value of a Yes response to 4, and the value for a No
                              response to 0 for GS-9 for questions 2 and 3

                             Set the Value of a Yes response to 4 and the value for a No
                              response to 0 for GS-11 for question 3 only




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                                             FACTOR 2 – SCREENOUT

                                                           GS-9                                   GS-11
            Questions
                                                       Response/Value                        Response/Value

Q. 2. GS-9 Additional Education/         Yes = 4                                   Yes = 0
Experience/ Combo                        No = 0                                    No = 0

Q. 3. GS-11 Additional                   Yes = 4                                   Yes = 4
Education/ Experience/ Combo                                                       No = 0
                                         No = 0



                        In this case, these are the four possible outcomes based on an
                        applicant’s responses:
                                                          Responses to Questions


                          Factor 1                                                    Factor 2.

                                                            Q. 2. GS-9             Q. 3. GS-11
                                                           Additional              Additional
                                                           Education/              Education/
 Possible     Q. 1.                                        Experience/             Experience/
Outcomes    Education   Value   Total       Average          Combo       Value       Combo        Value   Total   Average
Case No.      Yes         2       2            2               Yes         4           No           0       4        2
1
Case No.       Yes        2          2             2          Yes          4          Yes           4      8         4
2
Case No.       No         0          0             0           No          0          Yes           4      4         2
3
Case No.       No         0          0             0           No          0           No           0      0         0
4


                                                       FORMULA:
                           Minimum Qualifying Value (2) Multiplied by Number of Question for the
                                  Factor = The Total Response Value Needed to Qualify.


                     For the above example, the Minimum Qualifying Value for Factor 1
                     has been set to 2 and is applied to both grades. To pass this screen-out,
                     the applicant must answer Yes.

                     The Minimum Qualifying Value for Factor 2 has been set at 2 for both
                     grade levels. In this example, the qualifying response values have
                     been set at 4 at the GS-9 level question 2 and 4 at the GS-11 level


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                  question 3 for grade GS-9. For the grade GS-11 the qualifying response
                  value has been set at 4 only at the GS-11 level question 3.

                  If the applicant answers Yes to question 2 and No to Question 3, the
                  applicant would pass the screen-out at the GS-9 level. If the applicant
                  answers Yes to question 2 and Yes to question 3, the applicant would
                  pass the screen-out at the GS-9 and GS-11 levels. If the applicant
                  answers No to question 2 and Yes to question 3, the applicant would
                  also pass the screen-out at the GS-9 and GS-11 levels. Therefore, to
                  pass the Screen-Outs at the GS-9 and 11 levels, the applicant must
                  answer with a Yes to question 1 and answer Yes to questions 2 or 3 to
                  qualify at the GS-9 level; answer Yes to question 1 and answer Yes to
                  question 3 to qualify at the GS-11 level.

                  In other words, an applicant who is qualified at the GS-11 level based
                  on response to question 3 will also qualify for the GS-9.

                  The Rating Criteria page has two views, depending on whether you
                  prefer to see all the information grouped by Specialty or by
                  Competency/Factor. By default, when you get to the Rating Criteria
                  page, information is grouped by Specialty.

                  The pictures below shows the Rating Criteria page with only one
                  Specialty and two Grades.




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                  Regardless of the view you select, there are three actions you can take
                  on this page:

                       Enter values as appropriate for Used, Rating, Screen-Out,
                        Minimum Qualifying Score, and Ineligible Code.

                       Enter the appropriate point values for each of the Responses to
                        the Questions.

                       Test the Assessment component
                  To view all the Rating Criteria information for a Competency/Factor,
                  click on the + sign.




                  These are the steps to take on the Rating Criteria page:

                      1. Enter appropriate values for the following items on the first
                         row of the table, which is your first Specialty/Grade
                         combination:

                          a. Use. The system puts a check in this box by default to
                             indicate that the Factor is going to be used as part of the
                             assessment process. If you wish to prevent the Factor from
                             being used for a certain Factor/Specialty/Grade


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                              combination to assess applicants, click this box to remove
                              the check and turn off the Factor.

                          b. Rating. The system puts a check in this box by default to
                             indicate that the Factor is going to be used as part of the
                             numeric score.

                          c. Screen-Out. Click to place a check in the box if the Factor
                             will be used as a screen-out in the Assessment. If this box
                             is checked, you must also supply a value in the Min. Qual.
                             (Minimum Qualifying) value box and an Inel. Code
                             (Ineligible Code).

                          d. Minimum Qualifying Value. In the Min. Qual. column,
                             enter the number of points an applicant must attain on this
                             Factor to pass the Screen-Out. Below this number, the
                             applicant will be considered ineligible. To specify a
                             minimum qualifying value, first make sure there is a check
                             mark in the Screen-Out box, then click in the Min. Qual.
                             box and type a number.

                          e. Ineligible Code. In the Inel. Code column, select from the
                             drop-down menu the code you want the system to assign
                             when an applicant is ineligible on account of failing the
                             Screen-Out Factor you are working on. To do this, make
                             sure there is a check mark in the Screen-Out box and a
                             number in the Min. Qual. box. Then click the Inel. Code
                             box. When the drop-down selection arrow appears, use it
                             to find the appropriate code, then click on it. (See
                             Appendix D for the List of NOR Message Codes.)




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                                                          Section 3: Template Libraries│continued




                      2. For every question in the Questionnaire, enter in the Value
                         box the number of points you want the system to assign to
                         each possible applicant response for the grade you are doing.
                         To do this, follow these steps:
                          a. Click on the + sign to fully expand the tree view for the
                             Factor/Specialty/Grade you are working.

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                                                          Section 3: Template Libraries│continued

                          b. Click on the 1st factor for the grade
                          c. Click on the + next to the question for which you wish to
                             assign point values.
                          d. Click on the Value box and type in the number of points.
                          e. Click on the Save button.
                          f. Repeat this step for all responses for all questions for the
                             Factor/Specialty/Grade you are working on. Do one grade
                             at a time.
                      3. Click on the Save button.
                      4. Repeat steps 1-3 for each grade covered by Questionnaire.
                      5. Select the next Factor from the Factor selection box. Repeat
                         steps 1-4 for each Factor.
                      6. When you finish selecting all the Factors, test your Rating
                         Criteria by clicking on the Test button at the top of the page.




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                                                          Section 3: Template Libraries│continued




                  Shortcuts: Apply Values To

                  If your Assessment covers multiple specialties or grades, then you
                  will need to determine whether or not the Values you assign to the
                  responses for a particular question for one Specialty/Grade
                  combination should be used for the same question in other
                  Specialty/Grade combinations. If they should, then you can use
                  shortcuts to apply the Values to the responses for entire groups of
                  questions.

                  To speed up the process of the completing the Rating Criteria page,
                  the following shortcuts are available at the Apply Values drop down
                  menu box:

                       Question – Grade. This is the default setting if no other option
                        is selected. It essentially tells the system not to do anything else
                        with the Values you entered for the Responses to the Question
                        you are working on. This means that the system will apply the
                        Response Values for this Question only at this grade level.
                        You can use this option to reset back to the default if you select
                        one of the other options and then change your mind.

                       Question – All. This will apply the Response Values for this
                        Question to this same Question at all Grades and Specialties
                        to which this question is linked.

                       Scale – Grade. This will apply the Response Values in this
                        Default Scale to every Question using this Scale and linked to
                        this Grade.

                       Scale – All. This will apply the Response Values in this
                        Default Scale to all questions that use this scale for all
                        Specialties and Grades.

                  To use one of the shortcuts follow these steps:

                      1. Make sure the Response Value table is still displayed for a
                         Question for which you have already entered Response
                         Values.




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                                                          Section 3: Template Libraries│continued

                      2. Select the desired shortcut option from the Apply Values
                         drop-down menu box at the bottom right of the page.

                      3. Click the Apply button.




                  Default Scales Section of the Questionnaire Template

                  When you are creating a Questionnaire in the Questionnaire Builder,
                  you can use any existing Default Scales you see in the Template
                  Libraries. Available scales appear in a drop-down menu list of the
                  Item Editor page of the Questionnaire Builder.




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                                                          Section 3: Template Libraries│continued




                  If your Permissions Profile gives you the access rights, you can create,
                  store, edit, and delete any number of default scales for use in your
                  questionnaires. Depending upon your Permissions Profile, you may
                  be able to create or edit scales that can be used by other users in your
                  Office, or even across your Organization. Only OPM users in the
                  USA Staffing™ Program Office can create or edit default scales at the
                  System level.

                  When users are creating Questionnaires, they can use any of the
                  Default Scales. The system copies the scale into the Questionnaire.
                  At that point, the user can modify the scale, but the changes made
                  while working on a Questionnaire in the Staffing work area only
                  pertain to the Questionnaire in which they are made. The original
                  remains unmodified in the Template Libraries. To modify the Default
                  Scale in the Template Libraries, you must have the appropriate
                  Permissions Profile, and you must make the modifications in the
                  Template Libraries in the Administration work area.

                  The Default Scales in the Template Libraries do not have Rating
                  Criteria (points) assigned to them. You must assign the points on the
                  Rating Criteria page after you select the Default Scale while you are
                  working on the Questionnaire Builder.

                  To get to Default Scales page, do the following:
                      1. Click on the Administration button at the Top Navigation Bar.
                      2. Click on the white Template Libraries button on the Left Menu
                         Bar.
                      3. Click on Default Scales under Template Libraries.

                  When you first arrive at the Default Scales page in the Template
                  Libraries, the tree view display of all the existing scales will be
                  collapsed and show only the 3 levels at which Default Scales are
                  managed in three categories:
                       System. Templates stored at this level are available to all users
                        when they are creating Questionnaires. These templates can



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                                                          Section 3: Template Libraries│continued

                          only be created, modified, or deleted by OPM staff in the USA
                          Staffing™ Program Office.
                       Organization. Templates stored at this level are available to all
                        Users in the same Organization and all Offices of the
                        Organization.
                       Office. Templates stored at this level are available to all Users
                        in the same Office only.

                  To create a Default Scale, do the following:
                      1. Click the category where you want to add the scale. (Remember
                         that only OPM staff in the USA Staffing™ Program Office can
                         select the System category.) The cell will have a slightly darker
                         border when it is selected.
                      2. Click on the New button. Two rows will be added – one for the
                         Name and Description and one for the Response.




                      3. Click on each of the Name, Description, and Response cells and
                         type the information needed for that cell.




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                                                          Section 3: Template Libraries│continued

                  To modify a scale, do the following:

                      1. Double-click on the cell you wish to modify.

                      2. Type the new content for that cell.

                      3. Repeat steps 1 and 2 for any other cells you wish to modify.

                      4. Click on the Save button.




                  To delete either an entire scale or a response, do the following:

                      1. Click on the row you wish to delete.

                      3. Click on the Delete button, and click OK to confirm.

                      4. Repeat steps 1 and 2 for any other rows you wish to delete.

                      5. Click on the Save button.




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                        Developed by TATC Consulting | January 2008| Page 3-54
Check Your Skills│Create a New Assessment Template


                  Purpose of the Activity
                       To give you the opportunity to practice creating a new
                        assessment template


                  Task
                       Create a new assessment template for a multiple-grade Vacancy
                        by doing the following:

                          1. Click on Administration at the Top Navigation Bar.

                          2. Click on Template Libraries.

                          3. Click on Questionnaire.

                          4. Click on Assessment.

                          5. Click on the New button.

                          6. Enter the Assessment Name in the text entry box.

                          7. Make a note of your Assessment ID: ___________________

                          8. Click on the Save button.

                          9. Click on Specialty/Grade on the Left Menu Bar.

                          10. Click on the Series button at the top of the page.

                          11. Select the Series from the drop-down menu.

                          12. Click on Specialties and enter the Specialty.

                          13. Click on the Grade button and enter the Grade.

                          14. Click on the Grade button and enter the second Grade.

                          15. Click on the Next button to go to the Questionnaire Builder
                              page.

                          16. Create your Questions by doing one of the following
                              options




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                                       Check Your Skills: Create Assessment Template│continued


                                 Import a document (Ask the Instructor for the file name
                                  and path.)

                                 Add Factors and Items

                          17. Click on the Next button to go to the Rating Criteria page
                              and see the Factors.

                          18. Click on Rating or Screen Out for each Factor, as
                              appropriate.

                          19. Click on the Save button.

                       Share your thoughts with the class on challenges.


                  Time
                       30 minutes to work individually




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                        Developed by TATC Consulting | January 2008| Page 3-56
Check Your Skills│Create an Announcement Template


                  Purpose of the Activity
                       To give you the opportunity to practice creating a new
                        announcement template


                  Task
                       Create an Announcement Template for your office by doing the
                        following:

                          1. Click on Administration.

                          2. Click on Template Libraries.

                          3. Click on Announcement.

                          4. Click on New.

                          5. Give your Announcement Template a name.

                          6. Write down your Announcement Template name:
                             _____________________________________________

                          7. Click on the Template Level drop-down menu and select
                             Office.

                          8. Click on the Image Based Form drop-down menu and select
                             Form: 1203-FX. A list of possible required items from the
                             Applicant will appear at the bottom of your screen. As a default,
                             each item will have a check mark.

                          9. Review this list of possible requirements and delete or keep
                             the check marks as appropriate.

                          10. Click on the Next button to go to the Overview page. Enter
                              the Overview statement.

                          11. Click on Save.

                          12. Click on Duties and enter Duties in the text editor box.

                          13. Click on Save.



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                        Developed by TATC Consulting | January 2008| Page 3-57
Section 3│Maintenance


                  Topics Covered

                                Customer Maintenance               Permission Profiles                  Assessm

                                User Maintenance                   Workgroup Maintenance                Supporti

                                Office Maintenance                                                       Categori




                  Customer Maintenance Page

                  If your Permission Profile on OPM’s USA Staffing™ System gives
                  you access, you can use the Customer Maintenance pages to add new
                  Customer records, edit or delete information about your Customers,
                  and view the Contacts records for your Customers.

                  To get to the Customer Maintenance page, do the following:




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                                                               Section 3: Maintenance│continued


                      1. Click on the Administration button on the Top Navigation Bar.

                      2. Click on the Maintenance button on the Left Menu Bar.

                      3. Click on Customer Maintenance under Maintenance on the
                         Left Menu Bar.

                  This page lists all Customer records for the Office name that appears
                  in the Office Connection drop-down menu.

                  By default, Customer records that are marked Deleted are not
                  included on the list. If you want the system to display all records
                  marked Deleted, click to place a check mark in the Display Deleted
                  box.

                  From this page, you can do the following:

                       Open a customer record by clicking on the customer’s name

                       Create a new customer record by clicking on the New button


                  Customer Edit Page in Customer Maintenance




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                                                               Section 3: Maintenance│continued


                  When you click on the New button or the customer's name while you
                  are on the Customer List page, the Customer Edit page opens.

                  On the Customer Edit page, you can do the following:

                       Create a new Customer record

                       Edit an existing Customer record – including adding or
                        changing Contact information

                       Delete a Customer record

                  To create or modify a Customer record, do the following:

                      1. In the text entry box under Customer Name, enter the name of
                         the customer as you want it to appear in the system.

                      2. Click on the Contacts button to view or modify Contact records
                         associated with the Customer record you have displayed.

                      3. From the selection box under Employer Type, select the type of
                         organization from the following options: Federal or State.

                      4. If the Employer Type is Federal, go to the selection box under
                         CPDF Organization and CPDF Agency and select the
                         appropriate designations that identify the agency in OPM’s
                         CPDF database.

                      5. Fill in all applicable Address fields, which all pertain to the
                         Customer record. Note that there may be different addresses
                         and phone numbers for each Contact you add, so it is possible
                         for you to have Contacts whose addresses differ from the
                         address in the Customer record.

                      6. Click on the Save button to save the changes you make.


                  User Maintenance Page

                  The User Maintenance page stores the User records, which contains
                  all the information about USA Staffing™ Users. This is where you
                  can view and modify information in User records within your
                  organization, as well as manage the permissions of Users. The extent



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                                                               Section 3: Maintenance│continued


                  to which you can view, add, modify, and delete Users and their
                  Permission Profiles depends on your own Permission Profiles.

                  Users can make limited changes to their own records, including
                  changing their passwords.

                  To get to the User Maintenance page, do the following:

                      1. Click on the Administration button on the Top Navigation Bar.

                      2. Click on the white Maintenance button on the side Menu

                      3. Click on User Maintenance on the Left Menu Bar.




                  The User List page shows all Users for your Organization.

                  These are the options on this page:

                       Add a User. Click on the New button to add a User. This will
                        take you to a blank User Edit page, so you can enter the
                        required information.




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                                                               Section 3: Maintenance│continued



                       Modify a User record. User Names are listed on the User List
                        page in alphabetical order according to last name. Click on
                        Open to the right of the user name that you want to modify.
                        This will take you to a User Edit page, where you can modify
                        the User’s information.

                       Display Disabled. By default, the User List only shows Users
                        who are active. To display Users whose accounts have been
                        disabled, click on the Display Disabled check box.

                       Display Deleted. To display Users whose records are marked
                        for deletion, click on the Display Deleted check box.


                  User Edit Page in User Maintenance

                  On the User Edit page, provide all the information needed to establish
                  the User record. Below are the details of what you can do on this page.




                       New User Account. To create a New User account, you must
                        create a User Name according to the rules that govern User
                        Names. Remember the rules?

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                                                                      Section 3: Maintenance│continued



                                  First initial, middle initial, followed by up to first eight characters of
                                   your last name. For a max total of up to 10 characters.
                                                      Example: JTJOHNSON


                       Title. Enter the User's job title.

                       Last Name, First Name, Middle Initial. Enter the User's name.

                       Assign, Office Name, and Permission Profile. The table in the
                        middle of the page is used to do the following:

                                 Enable or disable access to Offices within the Organization.
                                  Click to place a check in the box in the first column to assign
                                  the user to the office. If the user is assigned to another office,
                                  he or she will have access that office’s data.

                                 Select an Office Address to use for contacting the User

                                 Assign a Permission Profile to the User for each Office to
                                  which he or she is assigned. To do this, click the Permissions
                                  Profile cell for the Office for which are assigning a
                                  Permissions Profile, and the cell will become a drop-down
                                  selection box from which you will select the appropriate
                                  Permissions Profile.

                       Use Address. The purpose of this section of the User Edit page
                        is to specify which address to use when contacting the User.
                        You have already assigned the User to at least one Office –
                        perhaps several Offices. Now you may either specify that the
                        address for one of those Offices is the one to use for contacting
                        the User, or you may click on Do Not Use Office Address and,
                        instead, type in a completely different address record.

                                 To use an address for one of the Offices to which you
                                  assigned the User, do the following:

                                  1. Go to the Office table in the middle of the page and
                                     select the Office Name you want to assign.

                                  2. Click on the radio button to the right of that Office Name
                                     in the Use Address column.

                                  3. Click on the Apply Address Changes button below the
                                     Office table. The address information for that Office


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                                                               Section 3: Maintenance│continued


                                  will appear in the form at the bottom of the page. This
                                  part of the page will also be put in read-only mode.

                             To specify an address other than one of the Offices to which
                              you assigned the User, do the following:

                              1. Click on the radio button to the left of Do Not Use Office
                                 Address.

                              2. Click Apply Address Changes. This will put the form in
                                 edit mode. If Address information is already present,
                                 you can modify it. If the form is blank, type in your
                                 entries.

                       Enable Login. If the Disabled from logging in box is checked,
                        the User is prevented from logging in to USA Staffing™. This
                        is how you enable or disable a User.

                             To disable a user, click on the Disabled from logging in box
                              to add a checkmark to it.

                             To enable the user, click on Disabled from logging in box
                              to remove the checkmark.(This will be done when users are
                              disabled due to the use of an incorrect password).

                          The system may automatically check this box and disable a User
                          if someone unsuccessfully attempts to log in with the User's
                          incorrect password multiple times.

                       Change or Reset a User’s Password. When you create a new
                        User record, you do not need to do anything to assign a
                        Password. USA Staffing™ automatically assigns a temporary
                        password- the User's last name, which was entered on the User
                        Edit page, with normal capitalization – such as "Smith" or
                        "Jones". When the User logs in the first time, the User will be
                        forced to change to a regular password that meets the Password
                        rules.




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                                                               Section 3: Maintenance│continued



                              Reset Password. If you are viewing the record of another
                              User, the button will say Reset Password. If you click on
                              this button, the system will change the User's Password to
                              his or her last name, with normal capitalization (e.g., Smith –
                              not SMITH or smith). The User should be instructed to log
                              on immediately to change the password to something more
                              secure.

                             Change Password. If you are viewing your own record, the
                              button will say Change Password. You can click on this
                              button to change your own Password at any time.


                                         HOT TIP! If you’re resetting a Password for
                                         a User, you must also remove the check from
                                         Disabled from logging in, if it is checked.
                                         You can also remove the check from
                              Disabled from logging in without resetting the
                              Password. Remember to click on the Save button to
                              save the changes you make.




                  Office Maintenance Page

                  Each Organization that uses USA Staffing™ may have multiple
                  Offices, and each Office will have its own record that contains the
                  Office's address, phone, fax, and email information. The Office
                  Maintenance pages are where Users whose Permission Profiles give
                  them access can add, modify, or delete Office records.




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                                                               Section 3: Maintenance│continued




                  To get to Office Maintenance page, do the following:

                      1. Click on the Administration button on the Top Navigation Bar.

                      2. Click on Office Maintenance on the Left Menu Bar, under the
                         white Maintenance button.

                  The office address, phone, and email information that is entered on
                  this form will be used on any output that includes or requires a return
                  address, such as:

                       Notices of Results sent to applicants

                       Notification Letters sent to applicants

                       Benchmark reports

                       User initiated Correspondence Letters, Cancellation Letters, or
                        Disposition Letters

                       Automatically generated correspondence

                       Assessments


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                        Developed by TATC Consulting | January 2008| Page 3-66
Check Your Skills│Add New Users


                  Purpose of the Activity
                       To give you practice, as well as help you do real work, in
                        creating new Users and setting standard Permission Profiles in
                        your Office on the live site of USA Staffing™


                  Task
                       Add User accounts for the new Users in your Office by doing
                        the following:

                          1. Log out of the USA Staffing™ training site.

                          2. Log in to the USA Staffing™ live site: https://www.usa
                             staffing.opm.gov

                          3. Click on Administration.

                          4. Click on Maintenance.

                          5. Click on User Maintenance to see the User List screen with
                             the names of the current Users.

                          6. Click on New.

                          7. Enter the first User name following the rules.

                          8. Enter the User’s title following the rules.

                          9. Enter the User’s last name and first name.

                          10. If required, assign the User to the appropriate Office. (Note:
                              If you are not required, this option will not be available.)

                          11. Click on Use Address.

                          12. Click on the Permission Profile drop-down menu and select
                              Standard User. (Note: You can change this permission profile
                              anytime.)

                          13. Click on Apply Address Changes.


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                                                     Check Your Skills: Add New Users│continued


                          14. Enter phone number, extension, fax number, and email
                              address.

                          15. Click on Save.

                       Repeat this process for each of the other individuals for whom
                        you need to create new USA Staffing™ User accounts.


                  Time
                       30 minutes to work individually




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                                                               Section 3: Maintenance│continued



                  Permission Profiles Page

                  When Users are added to USA Staffing™, they must be assigned to a
                  Permission Profile. The Permission Profile selected for the Users
                  controls what areas they can access and modify.

                  Only Users with Permission Profiles that have Organization or
                  Office level permission to the Permission Profiles page are able to
                  perform the task of assigning Permission Profiles. Usually these are
                  Users who have been designated Administrators for their
                  Organization or Office.


                  Standard Permission Profiles

                  To get started quickly, you can simply assign each of your Users to
                  one of the Standard Permissions Profiles. You can always come
                  back later to add new profiles that give you more flexibility.

                  The standard Permission Profiles built into USA Staffing™ and
                  ready for your immediate use are the following:

                                           SYSTEM ADMINISTRATOR:
                                 Restricted to USA Staffing™ program managers in OPM.
                                                May not appear for all Users.
                                                     PARAMETERS
                                 Agency Document Viewer:       No Access
                                                 Applicants:   Organization Access
                                               Assessments:    ACWA Developer
                                                  Customer:    Office Access
                                                     Office:   Organization Access
                                        Permission Profiles:   Organization Access
                                                Preferences:   Organization Access
                                                   Referral:   Certificate Access
                              Templates (Pgm. Office Only):    Make System Templates
                                                       User:   Organization Access
                                                   Vacancy:    Organization Access




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                                                                 Section 3: Maintenance│continued


                                      ORGANIZATION ADMINISTRATOR:
                          Intended for primary person or persons in Agency or Organization who
                        oversee USA Staffing™ use across entire organization. Has unique rights as
                        Administrator at the Organization and Office levels to establish other Users,
                          manage all options affecting entire Organization, and manage templates
                                                 throughout Organization.
                                                       PARAMETERS
                                 Agency Document Viewer:         No Access
                                                  Applicants:    Organization Access
                                                Assessments:     Questionnaire Template Developer
                                                   Customer:     Office Access
                                                      Office:    Organization Access
                                        Permission Profiles:     Organization Access
                                                 Preferences:    Organization Access
                                                     Referral:   Certificate Access
                                                  Templates:     Organization Access
                                                        User:    Organization Access
                                                    Vacancy:     Organization Access



                                            OFFICE ADMINISTRATOR:
                           Intended for primary person or persons in an Office who oversee USA
                        Staffing™ use across entire Office. Has rights as Administrator at the Office
                        level to establish other Users, manage all options affecting entire Office, and
                                             manage templates throughout Office.
                                                       PARAMETERS
                                 Agency Document Viewer:         No Access
                                                  Applicants:    Organization Access
                                                Assessments:     Questionnaire Template Developer
                                                   Customer:     Office Access
                                                      Office:    Office Access
                                        Permission Profiles:     Organization Access
                                                 Preferences:    Office Access
                                                     Referral:   Certificate Access
                                                  Templates:     Office Access
                                                        User:    Office Access
                                                    Vacancy:     Office Access




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                                                                Section 3: Maintenance│continued




                                                 STANDARD USER:
                         For typical Users. Has access a fully-trainer User would typically need and
                                    want in order to perform all normal staffing functions
                                                at the full performance level.
                                                      PARAMETERS
                                 Agency Document Viewer:        No Access
                                                 Applicants:    Organization Access
                                               Assessments:     Questionnaire Template User
                                                  Customer:     Office Access
                                                      Office:   Office Access
                                        Permission Profiles:    View Only Access
                                                Preferences:    Office Access
                                                    Referral:   Certificate Access
                                                 Templates:     Office Access
                                                       User:    View Only Access
                                                    Vacancy:    Office Access



                  Permission Profiles: An Overview for Users

                  Below is some information about Permission Profiles for Users.
                       Definition. A Permission Profile is a set of permissions that
                        define the limits of access USA Staffing™ system areas. It is
                        applied to a class of Users.
                       Standard Permission Profiles. USA Staffing™ comes with
                        some standard permissions profiles, which are the following:
                             The Admin profile conveys very broad access to all parts of
                              USA Staffing™, including global features that affect the
                              entire organization or office and the ability to manage the
                              permissions of other Users.
                             The Basic profile is intended for most users who work in
                              USA Staffing™ to perform routine examining work.
                             The Reports Only profile can be given to staff members who
                              want to check the status of work but are not allowed to make
                              any changes or enter new data.


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                                                               Section 3: Maintenance│continued


                             The ADV profile provides very limited permissions to
                              managers and their assistants who will be accessing the
                              Agency Document Viewer (ADV) as part of the process of
                              considering qualified candidates who are referred to them.
                       Why Permission Profiles are Important. All Users are assigned
                        to a Permission Profile for the Office in which they work. If
                        you have permission to connect to another Office you can work
                        with its data, then you also have a separate Permission Profile
                        there. The Permission Profile limits what you can do on each
                        area in USA Staffing™. For example, you may be able to create
                        an Assessment Plan in your own office but only view
                        Assessment Plans in another office to which you connect.
                         Your Own Permission Profiles. Your USA Staffing™
                          Administrator can tell you which Permission Profile is
                          assigned to you for each Office to which you connect. Users
                          cannot view or edit their own Permission Profiles. Once you
                          are told the profile name, you can see what permissions are a
                          part of your profile by consulting the Permissions Profiles
                          page. To get there, click on the Administration work area
                          button at the Top Navigation Bar. Then click on Maintenance
                          and Permission Profiles on the Left Menu Bar.
                       How Permission Profiles are Managed. Users who have
                        Permission Profiles that include settings for the Permission
                        Profiles page are at either the Organization or Office level can
                        create new profiles. They can also change existing office’s
                        profiles other than the standard profiles built into USA
                        Staffing™. Normally, this ability is restricted to the USA
                        Staffing™ Administrator for an Organization or Office.




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                                                               Section 3: Maintenance│continued




                  Workgroup Maintenance Page
                  Instead of assigning all work in USA Staffing™ to individuals, you
                  can assign work to workgroups made up of as many people as you
                  like. This Workgroup page in USA Staffing™ is where you will
                  assign individual people to one – and only one – workgroup.

                  To add a workgroup, do the following:
                      1. Click the New button to add a new row to the Workgroup List.
                      2. Click on the new row and type the name for your workgroup.
                         The form will expand to show you a list of potential members.
                      3. Click to place a check mark in the Member box to add the
                         named individual to the workgroup.
                      4. Click on the Save button.




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                                                               Section 3: Maintenance│continued



                  The picture below lists all potential workgroup members. The list
                  appears when you add a new row and type a name for your new
                  workgroup (see step 2 above).




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                        Developed by TATC Consulting | January 2008| Page 3-74
Check Your Skills│Set Permission Profiles


                  Purpose of the Activity
                       To give you practice, as well as help you do real work, in setting
                        Permission Profiles for your Office on the live site of USA
                        Staffing™


                  Task
                       Log out of the USA Staffing™ live site.

                       Log in to the USA Staffing™ training site.

                       Review the standard system-wide Permission Profiles.

                       Work with two others to do the following:

                             Discuss possible reasons why you may want to create your
                              own Permission Profile.

                             Come up with a distinct Permission Profile that is different
                              from the standard system Permission Profiles and give it a
                              name.

                             Be ready to share highlights of your discussion with the rest
                              of the class.

                       Create your unique Permission Profile for your
                        Organization/Office by doing the following:

                          1. Click on Administration.

                          2. Click on Maintenance.

                          3. Click on Permission Profiles.

                          4. Click on New to go to the Profile Edit page.

                          5. Enter the Profile name.

                          6. Click on the + sign of the first Permission Profile area set-up
                             to reveal the access levels. Click on the radio button to
                             assign the appropriate access level for this area set-up.

                          7. Repeat step 6 for each area Permission Profile area set-up.

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                                              Check Your Skills: Set Permission Profiles│continued


                          8. Click on Save.

                          9. Create a new User and assign this new Permission Profile to
                             this User.

                          10. Log in as the new User and review your Permission Profile.

                          11. Test your access level to make sure it is consistent with what
                              you intended.

                          12. If not, edit the new Permission Profile you just created.


                  Time
                       15 minutes to work in a group

                       45 minutes to work individually




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                        Developed by TATC Consulting | January 2008| Page 3-76
Section 3│Locations


                  Topics Covered

                                By Office                            By Customer                        Assessm

                                                                                                          Supporti

                                                                                                          Categori

                  On OPM’s USA Staffing™ System, when Users are creating Job
                  Announcements in the Staffing work area, they select appropriate
                  locations to appear in the Job Announcement. The locations they
                  select may come from one of three sources:

                       The Nationwide Geographic Locations List built into USA
                        Staffing™ and used by USAJOBS (Nationwide).
                       The Office's own Location List, which is managed on the pages
                        called Locations By Office (Office).
                       The customers’ own location list which is managed on the pages
                        called Locations By Customer (Customer).


                  By Office Page

                  The ability to add, modify or delete location records is limited to Users
                  who have Permission Profiles with these capabilities enabled.

                  Each location added to your Office's list must be cross-referenced to a
                  code on the USAJOBS’ Nationwide Geographic Locations List so that
                  USAJOBS can perform searches properly when requested to do so by
                  applicants. When you are creating new locations, make sure that the
                  "City" name is a clear description of the location and that you link it to
                  the proper Nationwide location code.

                  To get to the Locations By Office page, do the following:

                      1. Click on the Administration button on the Top Navigation Bar.

                      2. Click on Locations on the Left Menu Bar.

                      3. Click on By Office on the Left Menu Bar.

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                                                                   Section 3: Locations│continued




                  On the Locations By Office page, you can create new Locations,
                  modify Location records, and delete Location records. The following
                  pages describe how you can perform these functions.




                       Create New Locations. To create new locations, do the
                        following:

                          1. Click on the New button.

                          2. Position your mouse cursor arrow on the new blank row
                             that appears on the table and click in the cell under the Code
                             column.

                          3. Type the location code. The code you type must be numeric,
                             with a minimum of 3 digits and a maximum of 9 digits.

                          4. Click in the cell for City and type the city name. The name
                             you type for City is the name that will appear in your Job
                             Announcements when this code is included.

                          5. Use the drop-down selection menu in the lower left corner of
                             the page to select the proper entry for the State cell. This
                             will cause the name of the state to appear in the proper

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                                                                   Section 3: Locations│continued


                              column on the table for the record you are creating. It will
                              also cause the proper locations to appear in the Nationwide
                              Geographic Locations drop-down selection menu.

                          6. Click to select from the Nationwide Geographic Locations
                             drop-down selection menu the location that USAJOBS
                             should use when applicants search for positions.

                          7. Click on the Save button.

                       Modify Location Records. To modify a location record's Code
                        or City, click in its cell on the table and type in you new entry.

                       Click the Save button

                       Change State or Nationwide Geographic Location. To change
                        the State or Nationwide Geographic Location, do the
                        following:
                          1. Select a new state from the State drop-own menu.
                          2. Make an appropriate selection from the Nationwide
                             Geographic Location drop-own menu.
                          3. Click on the Save button.

                       Delete Location Records. To delete Location Records, do the
                        following:
                          1. Click anywhere on the row of the record you wish to delete.
                          2. Click on the Delete button.
                          3. Click on OK when you are asked to confirm the Delete
                             action.

                          4. Click on the Save button.


                  By Customer Page

                  To get to the Locations By Customer page, do the following:
                      1. Click on the Administration button on the Top Navigation Bar.
                      2. Click on Locations on the Left Menu Bar.
                      3. Click on By Customer on the Left Menu Bar.



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                                                                   Section 3: Locations│continued




                  On the Locations By Customer page, you can create new Locations,
                  modify Location records, and delete Location records. The following
                  pages describe how you can perform these functions.




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                                                                   Section 3: Locations│continued


                       Create New Locations. To create new locations, do the
                        following:

                          1. Click on Find Customer. This will take you to the Customer
                             Search form, which acts like the Advanced Search form you
                             may have encountered in other parts of USA Staffing™ (see
                             above).

                          2. Enter any information about the Customer that you know.
                             Any fields you leave blank will not be used in the search.

                          3. Click on the Go button to execute the search.

                          4. To include records that partially match the information you
                             provide, click to put a check in the Partial Search box. For
                             example, to include all records that have "dep" anywhere in
                             the Customer Name, type “dep” in the Customer Name box,
                             click to place a check in Partial Search, and click on the Go
                             button.




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                                                                   Section 3: Locations│continued




                          5. When you see the Customer record you were looking for on
                             the Search results table, click on Open to select it. This will
                             close the Search page, return you to the Location Admin
                             page, and place the name of your Customer at the top of that
                             page (see below).




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                                                                   Section 3: Locations│continued




                          6. Click on the New button.




                          7. Position the mouse cursor arrow on the new blank row that
                             appears on the table and click in the cell under the Code
                             column. Type in the location code. The code you type must
                             be numeric, with a minimum of 3 digits and a maximum of 9
                             digits.

                          8. Click in the cell for City and type the city name. The name
                             you type for City is the name that will appear in your Job
                             Announcements when this code is included.

                          9. Use the drop-down selection menu in the lower left corner of
                             the page to select the proper entry for the State cell. This
                             will cause the name of the state to appear in the proper
                             column on the table for the record you are creating. It will
                             also cause the proper locations to appear in the Nationwide
                             Geographic Locations drop-down selection box.




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                                                                   Section 3: Locations│continued



                          10. Click to select from the Nationwide Geographic Locations
                              drop-down selection menu the location that USAJOBS
                              should use when searching for positions that use your new
                              location code.

                          11. Click on the Save button.



                       Modify Location Records. To modify a location record, do the
                        following:

                             Modifying a Code or City:

                              1. Click in its cell on the table.

                              2. Type in your new entry.

                              3. Click the Save button.

                             Changing the State or Nationwide Geographic Location:

                              1. Select a new State from the State drop-down menu.

                              2. Make an appropriate selection from the Nationwide
                                 Geographic Location drop-down menu.

                              3. Click the Save button.



                       Delete Location records. To delete a location record, do the
                        following:

                          1. Click anywhere on the row of the record you wish to delete.

                          2. Click Delete.

                          3. Click OK when you are asked to confirm the Delete action.

                          4. Click the Save button.




Introduction to OPM’s USA Staffing™ System | Participant Guide | Office of Personnel Management/ASMG
                        Developed by TATC Consulting | January 2008| Page 3-84
Section 3│Preferences


                  Topics Covered

                                Configurations                     Applicant Flags                      Assessm

                                Default Text                       NOR Messages                         Supporti

                                                                                                          Categori


                  Many processes in OPM’s USA Staffing™ System have default
                  configurations or texts. These can be controlled at the Organization,
                  Office, Customer, & Vacancy levels. The global settings in the
                  Administration work area serve as defaults for your Office or
                  Organization. If the Preference is not applied at the Customer &




                  Vacancy levels, either the Organization or the Office settings will be
                  applied by default. This feature makes it possible for USA Staffing™
                  Administrators or other users with the appropriate Permission
                  Profiles – those with Organization or Office permission level access –
                  to control the global default settings.

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                        Developed by TATC Consulting | January 2008| Page 3-85
                                                                 Section 3: Preferences│continued


                  It also gives individual Users the flexibility to override the default
                  settings for specific situations. For the Configurations and Default
                  settings, the system will apply the information hierarchically according
                  to the manner below:

                         Organization
                         Office
                         Customer
                         Vacancy

                  For example, if the setting is at the Office level, you may make specific
                  changes in the Default text for a specific Vacancy. However, these
                  changes will not supplant the Default text at the Office level for other
                  Vacancies.


                  Configurations Page




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                                                                 Section 3: Preferences│continued


                  The picture above shows the Configurations page. These are the
                  actions you can take on this page:

                       Category. Choose from the selection menu under Category the
                        process for which you wish to modify the configuration:
                             Applicants
                             Correspondence
                             Rating
                             Referral
                             Reports

                       Apply to Preference Level. From the selection menu under
                        Apply to Preference Level, choose the level at which you want
                        your modified configurations to have an impact.
                             Organization                Customer
                             Office                      Vacancy

                       Item Description. The Item Description table gives you all of
                        the configurable items for the Category you selected. The black
                        arrow in the first column of the table identifies the row for the
                        item you have currently selected.

                       Value. The Value field always changes when you select a
                        different row on the Item Description table of configurable
                        items so that it reflects the type of response appropriate for the
                        item selected on the table.

                  To set Preferences on the Configurations page, do the following:

                      1. Select a Category by clicking on the Category drop-down
                         selection menu and clicking on a category.

                      2. Select a Preference level by clicking on the Apply to Preference
                         Level drop-down menu and clicking on a level.

                      3. If you select Customer or Vacancy, specify which one you mean
                         by using the Advanced Search page that appears.

                      4. Select the configurable item by clicking on its row on the table
                         under Item Description.

                      5. Enter or select your desired Value. (See Appendix G for the
                         Configuration Choices By Category.)


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                                                                 Section 3: Preferences│continued



                  Default Text Page

                  The USA Staffing™ Program Office has provided default texts for all
                  types of text documents the system generates. The defaults can be
                  modified by Users who have the appropriate Permission Profiles, as
                  required by your Office or Organization. Modifications take effect
                  prospectively, so any default text already created at the time of the
                  modifications will need to be updated to include changes.

                  The impact of these modifications will depend on the level at which
                  they are made:




                       When new organizations start using the system, the
                        Organization level settings are the basic set-up configurations.
                        Once settings are made to the Office level, the Organization
                        settings are no longer applicable.

                       Changes that you make at the Office level are applicable to this
                        level only and will be the initial text for any new lower level
                        component (customer and vacancy).



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                                                                 Section 3: Preferences│continued


                       Changes that you make at the Customer level are applicable to
                        this level only and will be the initial text for any new lower level
                        component (vacancy).

                       Changes that you make at the Vacancy level are applicable to
                        this level only.

                   To change a Default Text, do the following:

                      1. Select the type of text document that you want to affect from the
                         Category drop down list.

                      2. Select the Preference Level from the drop down box to reflect
                         the level to which you want your settings to be applied. The text
                         documents you can choose include the following:




                             Acknowledgement Email
                             Availability Letters
                             Cancellation Letters
                             Certificate of Eligibles
                             Correspondence Text


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                                                                 Section 3: Preferences│continued


                             Disposition Letters
                             Notification Letter – Competitive
                             Notification Letter – Merit Promotion
                             Notice of Results (NOR)
                             Online Application (You can customize the message on the
                              Thank You page at the end of the Online Application.)
                             Overdue Notices
                             Rating

                      3. From the table of configurable items (headed by Item
                         Description), click on the item you wish to change. The current
                         default text for your selection appears in the Configurable Text
                         box below the table, on the bottom half of the page.




                      4. Enter your desired text in the text box.

                      5. Click on the Save button.

                      6. Repeat the steps for each type of default text you wish to
                         modify.


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                                                                 Section 3: Preferences│continued



                  Applicant Flags

                  Applicant Flags are ways of marking individual applicant records to
                  distinguish them from others. Applicant Flags can highlight either a
                  desired or an undesirable attribute. Applicant Flags are commonly
                  used, for example, to indicate that an applicant is an Outstanding
                  Scholar or is in a Pending Completion of Education status.

                  If a Flag has been set for a given applicant, it will appear in the
                  following places:

                       In the applicant record

                       On the referral list or Certificate of Eligibles (the official
                        referral of candidates for competitive positions), together with
                        text that describes and explains the meaning of the Flag




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                                                                 Section 3: Preferences│continued



                  Below is a description of the options on this page.

                       Setting Applicant Flags. Applicant Flags can be set in two
                        ways:

                             A User can manually turn on a flag for an applicant.

                             USA Staffing™ can automatically turn on a flag on the basis
                              of responses the applicant gives to a questionnaire

                       Setting Up Automated Applicant Flags in Preferences. The
                        Applicant Flags are displayed in a tree view format. You can
                        expand the tree by clicking on the + sign. Applicant Flags are
                        available at three different levels (see below).

                             The System level flags are created and managed by the USA
                              Staffing™ Program Office and are available to all users.
                              They cannot be modified by Users.

                             The Organization and Office level flags can be created and
                              modified by Users who have the appropriate Permission
                              Profiles.

                          Below is a picture that illustrates the expanded view of the
                          System level flags. To collapse the view again, click on the
                          - sign to the left of the level name.




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                                                                 Section 3: Preferences│continued




                  The following describes what you need to do to perform actions on
                  this page.

                       Create a Flag. To create a flag, do the following:

                          1. Click the category level to which you want to create a new
                             flag.

                          2. Select the New button at the top the page. A new blank row
                             will appear under the Name and Description column
                             headings.

                          3. Enter the Flag Name and Description in the new blank row.

                          4. Click on the Save button.

                          5. Repeat the above steps to add more Flags.

                       Modify a Flag. To modify a flag, do the following:

                          1. Expand the level that the Flag is on by clicking on its + sign.

                          2. Click on the row that contains the Flag you wish to modify.

                          3. Enter the Flag's new Name or Description.

                          4. Click on the Save button.

                          5. Go back to the top of the page.

                       Delete a Flag. To delete a flag, do the following:

                          1. Expand the level that the Flag is on by clicking on its + sign.

                          2. Click on the row that contains the Flag you wish to modify.

                          3. Click on the Delete button at the top of the page.

                          4. Click on the Save button.




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                                                                 Section 3: Preferences│continued




                  NOR Messages Page

                  NOR Message Codes are codes that control the messages that appear
                  on the Notice of Results (NOR) for a given applicant. These codes
                  advise applicants of their eligibility or ineligibility for each specialty
                  and grade. These NOR messages can be used in the Assessment area
                  under Rating Criteria when selecting an Ineligible Code for the
                  screen-out factor. They may also provide special rating messages to
                  help explain an applicant's status in the hiring process. Users can
                  apply customized message codes to individual applicants and can
                  develop customized codes to supplement the ones built into USA
                  Staffing™.

                  There are four types of NOR Message Codes:

                       Eligible

                       Ineligible

                       Message

                       Not Rated

                  NOR Message Codes appear in two places:

                       In the applicant's record

                       In the NOR for the applicant (This is the only correspondence
                        that uses the NOR Message Code.)

                  NOR Message Codes can be set two ways:

                       A user can manually set a NOR Message Code for an applicant.

                       USA Staffing™ can automatically assign NOR Message Codes
                        to applicants based on their responses to a questionnaire. This
                        would be established in the Assessment area under Rating
                        Criteria.

                  To access the NOR Message Codes page, do the following:

                      1. Click On the Administration button at the Top Navigation Bar.


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                                                                 Section 3: Preferences│continued


                      2. Click on Preferences

                      3. Click on NOR messages

                  NOR Message Codes are displayed in a tree view format. You can
                  expand the tree by clicking on a + sign. NOR Message Codes are
                  available at three different levels (see picture below).

                       System level messages are provided by the USA Staffing™
                        Program Office and are available to all users. They cannot be
                        modified by Users. (See Appendix D for a list of all NOR
                        Message Codes.)

                       The Organization and Office level messages can be created by
                        Users with the appropriate Permission Profiles.




                  The following describes what you need to do to perform actions on
                  this page.

                       Create a NOR Message Code. To create a NOR Message Code,
                        do the following:

                          1. Select a Category by clicking one of the rows –Organization,
                             or Office. (Note that you can only select a category with the

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                                                                 Section 3: Preferences│continued


                              tree view completely collapsed. If you have already
                              expanded one of the categories by clicking a + sign, click on
                              either the Save or the Cancel button to restore the collapsed
                              view before attempting to select a Category.

                          2. Click the New button at the top of the page. A new blank
                             row will appear under the Name and Description column
                             headings.

                          3. In the new blank row, type in the new NOR Message Code
                             in the Name column and the description in the Description
                             column. These are the rules for NOR Message Codes:

                                 Message Codes must start with one of these four letters:
                                   E = Eligible
                                   I = Ineligible
                                   M = Message
                                   N = Not Rated

                                 The code can be a maximum of four characters.

                                 The Description should contain the text that explains the
                                  code in plain language to the applicant. Remember this
                                  text will be displayed to applicants.

                          4. Click on the Save button at the top of the page.

                          5. Repeat the above steps for any additional NOR Message
                             Codes you wish to create.

                       Modify a NOR Message Code. To modify a NOR Message
                        Code, do the following:

                          1. Expand the level that the NOR Message Code is on by
                             clicking its + sign.

                          2. Click on the row that contains the NOR Message Code you
                             wish to modify.

                          3. Enter the NOR Message Code's new Name and
                             Description.

                          4. Click on the Save button.

                          5. Go back to the top of the page.



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                        Developed by TATC Consulting | January 2008| Page 3-96
                                                                 Section 3: Preferences│continued


                       Delete a NOR Message Code. To delete a NOR Message Code,
                        do the following:

                          1. Expand the level that the NOR Message Code is on, by
                             clicking its plus sign.

                          2. Click on the row that contains the NOR Message Code you
                             wish to modify.

                          3. Click the white Delete button at the top of the page.

                          4. Click the white Save button.




Introduction to OPM’s USA Staffing™ System | Participant Guide | Office of Personnel Management/ASMG
                        Developed by TATC Consulting | January 2008| Page 3-97
Check Your Skills│Set Preferences


                  Purpose of the Activity
                       To give you the opportunity to practice setting preferences for
                        Default Text


                  Task
                       Change the preference for the Default Text for a
                        Correspondence Text by doing the following:

                          1. Click on Administration.

                          2. Click on Preferences.

                          3. Click on Default Text.

                          4. From the Category drop-down menu, select
                             Correspondence.

                          5. Select Correspondence Text.

                          6. Select Office at the Apply Preferences drop-down menu.

                          7. Click on Body of Correspondence, Letter 1 to see the
                             configurable text at the bottom of the screen.

                          8. Edit the text.

                          9. Click on Save.

                       Be ready to share your new text if asked.


                  Time
                       15 minutes to work individually




Introduction to OPM’s USA Staffing™ System | Participant Guide | Office of Personnel Management/ASMG
                        Developed by TATC Consulting | January 2008| Page 3-98
Section 3│Processing


                  Topics Covered

                                Exports                            Ad Hoc Reports                       Assessm

                                Written Tests                                                            Supporti

                                                                                                          Categori


                  The Processing pages of the Administration work area give you the
                  ability to manage Exports, Written Tests, and Ad Hoc Reports.


                  Exports Page

                  The Export feature of OPM’s USA Staffing™ System provides raw
                  applicant data from USA Staffing™ to a text file that can be analyzed
                  or manipulated in another application, such as Excel, Access, SPSS, etc.




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                        Developed by TATC Consulting | January 2008| Page 3-99
                  The data sets you can export are the following (all data fields that are
                  pulled are displayed in the Help area under exports):

                       ACWA RNO Data. This export displays the total number of
                        Applicants who responded to the race and national origin
                        questions within an Administrative Careers With America
                        (ACWA) occupational questionnaire. Each of the response
                        totals is broken down by number of responses and gender. This
                        export requires a specific VIN.

                       Applicant Counts by Geo Location. This export displays the
                        location code, the name of city and state, and the total number
                        of Applicants who chose the specific location. This export
                        requires a specific VIN.

                       Applicant Data by Cert. This export requires a VIN to have a
                        Written Test component. If this export is run on a Vacancy that
                        does not have a Written Test component, the export will fail.
                        This export requires a specific VIN and a Certificate Number.

                       Applicant Data File. This export requires the Vacancy to have
                        a Written Test component. If this export is run on a Vacancy
                        that does not have a Written Test component, the export will
                        fail. This export requires a specific VIN.

                       Applicant Lists. This export displays the Last Name, Middle
                        Initial, First Name, Record Status Code and SSN of all
                        Applicants in a VIN by the selected Record Status Code(s).
                        This export requires a specific VIN and Record Status Code.

                       Applicant Narratives Export. This export displays the
                        Applicant ID, Item ID, Narrative Description, and Narrative
                        Text. This export requires a specific VIN and the Eligibility
                        Begin and End Dates.

                       Applicant Responses. This export displays the applicant
                        location selection and how many applicants responded to a
                        specific question. This export requires the VIN, Eligibility
                        Begin and End Dates and Question Number.

                       Complete Applicant Record Export. This export displays the
                        applicants’ information contained in their record for a specific
                        VIN. This export requires a specific VIN, specific or All SSN’s,
                        and the Eligibility Begin and End Dates.

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                       Developed by TATC Consulting | January 2008| Page 3-100
                       Discrete Applicant Geos. This export displays applicant’s
                        SSN, Name, Record Status Code, and the Locations they have
                        selected. This will include the Location code, city and state.
                        This export requires a specific VIN. Users can select Eligibles
                        Only or All Applicants.

                       Generic Applicant Data. This export displays the applicant’s
                        generic information. This export requires the VIN, Eligibility
                        Begin, Eligibility End Date, and Record Status Code. Users
                        can also include a specific location code. If the location code is
                        blank, the export will include all locations the applicants
                        specified.

                       Generic Certificate Data. This export displays applicant’s
                        generic certificate information. This export requires the VIN,
                        Certificate Number, and Eligibility Begin and End Dates.

                       Summary Counts by Specialty/Grade/Location. This export
                        displays the total count of applicants who have responded to a
                        specific miscellaneous item. This export requires the VIN,
                        Eligibility Begin and End Dates, and the specific miscellaneous
                        item.

                  To export data using the Exports page, do the following:
                      1. Click on the Administration button at the Top Navigation Bar.
                      2. Click on Processing on the Left Menu Bar.
                      3. Click on Export under Processing on the Left Menu Bar.
                      4. Select what you want to export from the drop-down menu box
                         under Select Export. In the example below, we have selected
                         Complete Applicant Record Printout.
                      5. Leave the defaults for File Type and Delimiter. (The ~ key is to
                         the left of the 1/! key, and you will enter this in EXCEL later.)
                      6. Enter the VIN.
                      7. Select the Eligibility Begin and End Date range.
                      8. Click on Run Export.




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                       Developed by TATC Consulting | January 2008| Page 3-101
                      9. Go to Stored Exports and locate the report.
                      10. Click on the report to open.
                      11. Be sure to do a “Save As” and save the report as a text file (with
                          a file extension of txt.).




                      12. Open the Excel application and select “Data” from the menu bar
                          at the top.
                      13. Select “Import External Data.”
                      14. Select “Import Data.”




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                       Developed by TATC Consulting | January 2008| Page 3-102
                      15. Find the file, highlight it, and click on the “Open” button to
                          import the file. You will now see the Import Wizard screen.
                          Select “Delimited” and then click “Next.”




                      16. Uncheck the box for “Tab” and Check the box for “Other” and
                          type in ~. Click on “Finish”.




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                       Developed by TATC Consulting | January 2008| Page 3-103
                      17. From the “Import Data” screen, click on “OK.”




                  The data will now be in a spreadsheet format.




                  Written Tests Page
                  This area is used to Move the Written Test Scores over to the
                  applicant’s record if you have set up your assessment components to
                  include Written Tests, and if your agency or the Macon Technology
                  Center has scanned the written test. This process moves the scanned
                  written test scores from the WTOPM software to USA Staffing™.
                  WTOPM is a Written Test scheduling component designed by OPM.


                  Ad Hoc Reports Page

                  On USA Staffing™, Ad Hoc Reports are managed through the use of
                  the Oracle Discoverer® software.



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                       Developed by TATC Consulting | January 2008| Page 3-104
                  About Oracle Discoverer®

                  Oracle Discoverer® is a tool that lets you run queries to access data in
                  USA Staffing™ tables above and beyond what are in the standard
                  USA Staffing™ Reports. With the initial availability of Discoverer in
                  October 2005, authorized Users will have received accounts for
                  accessing data from the old Citrix version of USA Staffing™. If any
                  user wants access to Oracle Discoverer® they must be nominated by
                  their supervisor. The supervisor will have to request access by
                  creating a help desk ticket through the Footprints process.

                  Discoverer presents the results of your ad hoc queries in workbooks
                  and worksheets that are similar to their counterparts in Microsoft
                  Excel.

                  There are two levels of users of Discoverer. Viewer Users can open
                  existing workbooks and worksheets and view the results of the
                  queries they represent. Plus Users can use the Discoverer Wizard to
                  create workbooks and worksheets, save them for reuse, and share
                  them with other users.

                  Below is more information about these two users that will help you
                  determine the type of user you want to be if your Administrator gives
                  you a choice.

                       Viewer. When you connect to Viewer, you have a simple Web
                        page display with a limited number of options. Figure 1 below
                        shows the Viewer with an Applicant workbook open to the
                        default worksheet for Application Information. Note the simple
                        user interface with choices that are clearly labeled and offer
                        most users just the choices they want, without the need for in-
                        depth training.

                          You can switch to other worksheets contained in the open
                          workbook by clicking their names on the Worksheets list in the
                          upper left corner.




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                       Developed by TATC Consulting | January 2008| Page 3-105
                                                 Figure 1: Discoverer Viewer

                          Here is a list of what you can do in Viewer:
                                 Change to a different worksheet or workbook.

                                 Rerun the query with different parameters, such as a
                                  different VIN.

                                 Change the appearance of the spreadsheet in certain
                                  ways, such as turning row numbers on and off or
                                  changing how many rows are displayed at one time, by
                                  clicking Presentation Options.

                                 Export the data to other common file formats, including
                                  Excel spreadsheets and HTML, which you can save on
                                  your local drive and email to others.

                                 Print the report.

                                 Change the table layout, such as rearranging or hiding
                                  columns.

                                 Use Online Help to learn more about the features.

                       Plus. Users who connect to Plus find themselves in an
                        environment that somewhat resembles a blank spreadsheet with
                        a toolbar and menu across the top, as in Figure 2 below. By
                        using the toolbar and menu options, a Plus user can open
                        existing workbooks or create new ones from scratch. To do this



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                       Developed by TATC Consulting | January 2008| Page 3-106
                          effectively, a Plus user will want to learn more about the many
                          functions and options.

                          By using the Worksheet Wizard (Figure 3 below), Plus users can
                          create varied and complex reports in table or crosstab format
                          and can even include charts and graphs. They can save
                          workbooks for reuse, and publish them for other Plus and
                          Viewer users to access.

                          Figure 4 below shows the same Application Information
                          worksheet the Viewer shows, but from the perspective of a Plus
                          user; compare Figure 4 below with Figure 1 above.




                                             Figure 2: Discoverer Plus Blank Page




Introduction to OPM’s USA Staffing™ System | Participant Guide | Office of Personnel Management/ASMG
                       Developed by TATC Consulting | January 2008| Page 3-107
                                                            Figure 3:
                                    The Discoverer Worksheet Wizard walks the Plus user
                              through the steps of creating elaborate queries for new worksheets.




                                                                 Figure 4:
                                        Discoverer Plus showing the Application Information worksheet.




Introduction to OPM’s USA Staffing™ System | Participant Guide | Office of Personnel Management/ASMG
                       Developed by TATC Consulting | January 2008| Page 3-108
Check Your Skills│Section Summary


                  Purpose of the Activity
                       To review what you have learned in Section 3


                  Task
                       On a whole sheet of paper, write down a review question on
                        Section 3 for someone else to answer. Make sure your question
                        is challenging but represent something you learned about the
                        Administration work area of USA Staffing™

                       Be ready to participate in a whole class review activity.


                  Time
                       3 minutes to work individually

                       12 minutes for the group activity




Introduction to OPM’s USA Staffing™ System | Participant Guide | Office of Personnel Management/ASMG
                       Developed by TATC Consulting | January 2008| Page 3-109

								
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