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					USA Staffing Online Help
                 System
                                             Table Of Contents
Welcome!...................................................................................................................................... 1
Guided Tour .................................................................................................................................. 3
  Welcome to the Guided Tour! ...................................................................................................... 3
1 Getting Started ........................................................................................................................... 5
  Using Help.................................................................................................................................. 5
     Finding What You Need ............................................................................................................. 5
     Exploring topic links .................................................................................................................. 5
     Symbols and Fonts Used in Help ................................................................................................. 5
     Printing a Copy of Help.............................................................................................................. 6
  What's New in USA Staffing? ........................................................................................................ 8
     Features of USA Staffing/Web version ......................................................................................... 8
     History of changes .................................................................................................................... 8
  Instructions for Administrators .................................................................................................... 32
  New Terms and Concepts ........................................................................................................... 33
     Terms that are changing ......................................................................................................... 33
     Terms for new features and capabilities..................................................................................... 34
     Social Security Number changes............................................................................................... 35
     One Vacancy (Staffing Action) with multiple Job Announcements, Assessments, Referrals ............... 35
  Training Materials and Documents ............................................................................................... 37
     About Training Materials and Documents ................................................................................... 37
     Training Materials ................................................................................................................... 37
     Copy of Online Help System..................................................................................................... 37
  Getting More Help ..................................................................................................................... 38
     How can I learn more about features in USA Staffing? ................................................................ 38
     How can I report problems or ask questions of OPM experts? ....................................................... 38
  Logging In to USA Staffing ......................................................................................................... 45
     Rules of Use .......................................................................................................................... 45
     User Name ............................................................................................................................ 46
     Password............................................................................................................................... 47
     Change Your Password ............................................................................................................ 49
     Time-Out............................................................................................................................... 50
  Going Places in USA Staffing....................................................................................................... 51
     Going Places in USA Staffing .................................................................................................... 51
     Work Areas, Smart Menus and Pages in USA Staffing .................................................................. 52
     Searches ............................................................................................................................... 57
     Office Connection ................................................................................................................... 66
     Session History ...................................................................................................................... 67
     Online Help ............................................................................................................................ 69
     Making Choices and Entering Information .................................................................................. 70
     Mouse-overs .......................................................................................................................... 73
     Logout .................................................................................................................................. 74
     Colors of Links ....................................................................................................................... 75
     Opening multiple windows ....................................................................................................... 78
     Working With Browse Tables .................................................................................................... 79




                                                                                                                                            iii
 USA Staffing Online Help System


  Frequently Asked Questions (FAQ) .............................................................................................. 85
      Frequently Asked Questions (FAQ)............................................................................................ 85
2 Staffing Work Area .................................................................................................................... 87
  Staffing Menus and Pages .......................................................................................................... 87
      Staffing Menus and Pages ........................................................................................................ 87
      Going Places in the Staffing Work Area...................................................................................... 88
3 Vacancy (Staffing Action) ........................................................................................................... 91
  Vacancy (Staffing Action) Menu .................................................................................................. 91
  Use or Create a Vacancy (VIN).................................................................................................... 92
      About this topic ...................................................................................................................... 92
      Use an existing Vacancy (Staffing Action record) ........................................................................ 92
      Create a new Vacancy (Staffing Action record) ........................................................................... 92
  Position Information page .......................................................................................................... 94
      About the Position Information page ......................................................................................... 94
      Working with the Position Information page ............................................................................... 94
      Deleting a Vacancy (Staffing Action, VIN) record ........................................................................ 96
  Assessment Information in the Vacancy (Staffing Action) record ..................................................... 98
      About Assessment Information in the Vacancy (Staffing Action) record ......................................... 98
      Using the Assessment Information page .................................................................................... 98
  Supporting Documents ............................................................................................................ 100
      About the Supporting Documents page ................................................................................... 100
      Working with the Supporting Documents page ......................................................................... 100
  Category Rating Setup ............................................................................................................. 102
      About Category Rating .......................................................................................................... 102
      Working with the Category Rating setup page .......................................................................... 102
4 Assessments........................................................................................................................... 105
  Assessments Menu and Pages ................................................................................................... 105
      Purpose............................................................................................................................... 105
      The Assessments Menu ......................................................................................................... 105
      The Assessments Pages ........................................................................................................ 105
  Assessment Plan ..................................................................................................................... 107
      Assessment Plan .................................................................................................................. 107
      Assessment Types ................................................................................................................ 113
      Assessment Notes ................................................................................................................ 118
      Source Information ............................................................................................................... 121
      Specific Information.............................................................................................................. 122
      Preparation .......................................................................................................................... 123
      Assessment History .............................................................................................................. 124
      Assessment Library .............................................................................................................. 125
  Specialty and Grade (in Assessment) ......................................................................................... 126
      About the Specialty and Grade page (in Assessment) ................................................................ 126
      Completing the Specialty and Grade (in Assessment) page ........................................................ 126
  Questionnaire Builder .............................................................................................................. 128
      About Questionnaire Builder .................................................................................................. 128
      Working with the Questionnaire Builder ................................................................................... 129
      The Item Editor page ............................................................................................................ 132
      Importing a document .......................................................................................................... 138




 iv
                                                                                                                    Table Of Contents


  Rating Criteria ........................................................................................................................ 144
     About the Rating Criteria page ............................................................................................... 144
     Working with the Rating Criteria page ..................................................................................... 145
     Completing the Rating Criteria page........................................................................................ 148
5 Announcement........................................................................................................................ 151
  Announcement Menu and Pages ................................................................................................ 151
     About the Announcement Menu and Pages .............................................................................. 151
     The Announcement Menu ...................................................................................................... 151
     Announcement Pages ............................................................................................................ 152
  Announcement Home Page ....................................................................................................... 153
  Announcement Information ...................................................................................................... 154
     About the Announcement Information page ............................................................................. 154
     Completing the Announcement Information page ..................................................................... 154
     Deleting an Announcement record .......................................................................................... 156
  Assignments ........................................................................................................................... 157
  Specialty and Grade (in Announcement) .................................................................................... 158
     About the Specialty and Grade (in Announcement) page ........................................................... 158
     Completing the Announcement Information page ..................................................................... 158
  Job Announcements on USAJOBS .............................................................................................. 160
     About Job Announcements on USAJOBS .................................................................................. 160
     Tab 1: Overview ................................................................................................................... 160
     Tab 2: Duties ....................................................................................................................... 161
     Tab 3: Qualifications and Evaluation ....................................................................................... 162
     Tab 4: How to Apply ............................................................................................................. 164
     Tab 5: Benefits and Other Information .................................................................................... 166
  Format Tips ............................................................................................................................ 169
     Styles -- The Building Blocks of Proper Formatting .................................................................... 169
     Copying From Microsoft Word Documents ................................................................................ 170
     How did they do that? ........................................................................................................... 170
     The HTML Editor Mode .......................................................................................................... 172
  Locations (in Announcement) ................................................................................................... 174
     About Locations (in Announcement)........................................................................................ 174
     Working with Locations (in Announcement) ............................................................................. 174
  The Format Toolbar ................................................................................................................. 177
  Insert Image -- detailed instructions.......................................................................................... 179
     Disclaimers .......................................................................................................................... 179
     Instructions ......................................................................................................................... 179
  Insert Link (detailed instructions) .............................................................................................. 181
     Getting Ready ...................................................................................................................... 181
     Creating Links to URLs -- HTTP and HTTPS .............................................................................. 181
     Creating Links to create email messages ................................................................................. 183
     Check your link to make sure it works as intended. .................................................................. 184
     Modifying a link .................................................................................................................... 184
     Deleting a link ...................................................................................................................... 184
  Templates .............................................................................................................................. 186
     Templates (in Announcement) ............................................................................................... 186
     Overview Template (in Announcement) ................................................................................... 189




                                                                                                                                           v
 USA Staffing Online Help System


      Duties Template ................................................................................................................... 192
      Qualifications and Evaluation Template ................................................................................... 194
      How to Apply Template ......................................................................................................... 196
      Benefits and Other Information Template ................................................................................ 198
  Preview of the Announcement................................................................................................... 200
      About the Job Announcement Preview page ............................................................................. 200
      Publishing your Job Announcement to USAJOBS ....................................................................... 201
  Questionnaire Template ........................................................................................................... 205
      About the Questionnaire template .......................................................................................... 205
      Working with the Questionnaire template ................................................................................ 205
  Troubleshooting Job Announcements ......................................................................................... 210
      About Troubleshooting Job Announcements ............................................................................. 210
      Too many characters ............................................................................................................ 210
      Error: Vacancy Identification Number is blank but is required by USAJOBS .................................. 210
6 Applicants .............................................................................................................................. 213
  Applications List ...................................................................................................................... 213
      About the Applications List page ............................................................................................. 213
      Working with the Applications List page................................................................................... 215
  Key Entry of a New Applicant .................................................................................................... 216
      About Key Entry of a New Applicant ........................................................................................ 216
      Key Entering an Applicant record ............................................................................................ 216
  Application Information ............................................................................................................ 218
      Application Information ......................................................................................................... 218
      Questionnaire Responses in Applicant Records ......................................................................... 220
      Referral Information in the Applicant Record ............................................................................ 223
      Applicant Flags (in Application Information) ............................................................................. 225
      Notice of Results (NOR) Messages in the Applicant Record ......................................................... 227
      Report Information (in Applicant Record)................................................................................. 229
  Assessment Information........................................................................................................... 230
      Assessment Information (in the Applicant Record) .................................................................... 230
      Assessments of the Applicant ................................................................................................. 234
      Scheduling of the Applicant.................................................................................................... 237
  Vet Preference (in the Applicant record) ..................................................................................... 239
      About the Veteran Preference page ......................................................................................... 239
      Working with the Veteran Preference page .............................................................................. 239
  Documents Submitted by the Applicant ...................................................................................... 241
      About Documents Submitted by the Applicant .......................................................................... 241
      Working with Documents Submitted by the Applicant ................................................................ 242
      Notes .................................................................................................................................. 242
  Biographical Information About the Applicant.............................................................................. 243
      About Biographical Information About the Applicant .................................................................. 243
      Working with Biographical Information About the Applicant ....................................................... 243
      Notes .................................................................................................................................. 244
  Mismatched Assessments ......................................................................................................... 245
      About Mismatched Assessments ............................................................................................. 245
      Working with Mismatched Assessments ................................................................................... 245
  Mismatched Documents ........................................................................................................... 246




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                                                                                                                     Table Of Contents


     About Mismatched Documents ............................................................................................... 246
     Working with Mismatched Documents ..................................................................................... 246
     Expired and Purged Mismatched Documents ............................................................................ 247
7 Referral.................................................................................................................................. 249
  Referral of Candidates / Certification (Overview) ......................................................................... 249
     About Referral of Candidates ................................................................................................. 249
     Working with the Referral Home page ..................................................................................... 250
  Request Information ................................................................................................................ 254
     About the Request Information page ....................................................................................... 254
     Completing the Request Information page ............................................................................... 255
  Ordering Criteria ..................................................................................................................... 257
     About the Ordering Criteria page ............................................................................................ 257
     Working with Ordering Criteria ............................................................................................... 258
     Advanced Criteria ................................................................................................................. 262
  Certificate .............................................................................................................................. 266
     About the Certificate page ..................................................................................................... 266
     Previewing a list ................................................................................................................... 268
     Issuing a Referral List/Certificate ............................................................................................ 269
     Amending a Referral List/Certificate ........................................................................................ 270
     Printing a List....................................................................................................................... 272
     Issuing a Supplement ........................................................................................................... 273
     Reissuing a Referral List/Certificate......................................................................................... 273
  Audit Actions .......................................................................................................................... 274
     About the Audit Actions page ................................................................................................. 274
     Entering Audit Action information ........................................................................................... 276
8 Reports Work Area .................................................................................................................. 281
  Reports Menu ......................................................................................................................... 281
     About the Reports Menu ........................................................................................................ 281
     Using the Reports Menu ........................................................................................................ 282
  Reports Pages......................................................................................................................... 284
     About Reports pages ............................................................................................................. 284
     Creating a report .................................................................................................................. 286
     Retrieving your report ........................................................................................................... 289
     Printing a Report .................................................................................................................. 290
     Saving a Report ................................................................................................................... 290
     Troubleshooting Reports........................................................................................................ 292
9 Administration Work Area......................................................................................................... 293
  Administration Menus and Pages ............................................................................................... 293
  Template Libraries................................................................................................................... 294
     Template Libraries ................................................................................................................ 294
     Announcements (in Templates Libraries) ................................................................................. 296
     Questionnaires (in Templates Libraries)................................................................................... 308
     Default Scales (in Templates Libraries) ................................................................................... 313
  Maintenance ........................................................................................................................... 316
     Customer Records ................................................................................................................ 317
     Office Records ...................................................................................................................... 325
     User Records ....................................................................................................................... 328




                                                                                                                                          vii
 USA Staffing Online Help System


    Permissions Profiles .............................................................................................................. 336
    Workgroup Maintenance ........................................................................................................ 349
    Assessment Inventory........................................................................................................... 352
  Locations ............................................................................................................................... 353
    Locations By Office (in Administration) .................................................................................... 353
    Locations By Customer (in Administration) .............................................................................. 356
    Location Codes ..................................................................................................................... 359
  Preferences ............................................................................................................................ 363
    Preferences Overview ........................................................................................................... 363
    Configurations...................................................................................................................... 367
    Default Text......................................................................................................................... 372
    Applicant Flags (in Administration -- Preferences)..................................................................... 375
    Notice Of Results (NOR) Messages (in Administration -- Preferences) .......................................... 378
  Financial ................................................................................................................................ 381
    Financial Information ............................................................................................................ 381
  Processing .............................................................................................................................. 382
    Imports ............................................................................................................................... 382
    Exports ............................................................................................................................... 383
    Assessment Migration ........................................................................................................... 392
10 Overview of the Staffing Process ............................................................................................. 399
  Overview of the Staffing Process ............................................................................................... 399
  USAJOBS: Apply Online and Résumé Builder............................................................................... 400
    About Apply Online and Résumé Builder in USAJOBS ................................................................ 400
    The Apply Online button in USAJOBS ...................................................................................... 400
    Overview of the Apply Online Process ..................................................................................... 402
  Overview of the Staffing Process -- part 2 .................................................................................. 405
    Terms Used ......................................................................................................................... 405
    Steps of the Staffing Process ................................................................................................. 405
  URLs for the Online Application ................................................................................................. 410
    About URLs for the Online Application ..................................................................................... 410
  Collecting Resumes and Applications ......................................................................................... 411
    About this topic .................................................................................................................... 411
    Options for collecting résumés and applications ........................................................................ 411
    Questions and Answers ......................................................................................................... 412
  Uploading is Better than Faxing! ............................................................................................... 416
  Uploading Documents for Applicants .......................................................................................... 418
    About Uploading Documents for Applicants .............................................................................. 418
    Uploading the documents ...................................................................................................... 418
  Cancel a VIN .......................................................................................................................... 420
    Cancel a VIN (Vacancy, Staffing Action) Record ........................................................................ 420
  Diploma Mills .......................................................................................................................... 421
    About Diploma Mills .............................................................................................................. 421
  Questionnaires ........................................................................................................................ 422
    About Questionnaires ............................................................................................................ 422
  Screen Out Questions .............................................................................................................. 423
    About Screen Out Questions .................................................................................................. 423
  Responses and Codes for the Questionnaire ............................................................................... 424




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                                                                                                                 Table Of Contents


  About Responses .................................................................................................................. 424
Form 1203 FX ......................................................................................................................... 426
  About the OPM Form 1203-FX ................................................................................................ 426
  Working with the Form 1203-FX ............................................................................................. 426
Understanding Default Scales ................................................................................................... 428
  About Default Scales ............................................................................................................. 428
  Using Default Scales ............................................................................................................. 429
Understanding Rating Criteria ................................................................................................... 431
  About Screen Out and Rating Factors ...................................................................................... 431
  What is a Screen Out Factor? ................................................................................................. 431
  What is a Rating Factor?........................................................................................................ 431
  What happens if I set a Factor to be both Screen Out and for Rating? ......................................... 431
  What happens if I set a Factor to be a Screen Out Factor but not for Rating? ............................... 432
  What happens if I have multiple questions in my Screen Out Factor? .......................................... 432
Testing an Assessment Component ........................................................................................... 433
  About Testing an Assessment Component................................................................................ 433
  Testing your Questionnaire type Assessment ........................................................................... 433
  Tips for assuring accuracy of the Assessment ........................................................................... 435
Assessment Matching .............................................................................................................. 436
  About Assessment Matching .................................................................................................. 436
  PL Status............................................................................................................................. 436
  Combining Assessment Types ................................................................................................ 436
  The Automated Assessment Matching Process .......................................................................... 437
  Manual Assessment Matching ................................................................................................. 437
  Future Enhancement ............................................................................................................. 437
ACWA Assessments ................................................................................................................. 438
  About ACWA Assessments ..................................................................................................... 438
  Finding an ACWA Assessment in the Library............................................................................. 438
  Creating your own Template .................................................................................................. 438
  Attaching an ACWA Assessment to your VIN ............................................................................ 439
Category Rating ...................................................................................................................... 441
  About Category Rating .......................................................................................................... 441
Deferred Rating ...................................................................................................................... 442
  About Deferred Rating .......................................................................................................... 442
  Using Deferred Rating ........................................................................................................... 442
Rate and Re-Rate Applicant ...................................................................................................... 448
  About rating and re-rating ..................................................................................................... 448
Correspondence Types ............................................................................................................. 449
  About Correspondence Types ................................................................................................. 449
  Acknowledgement Email ........................................................................................................ 449
  Availability Letter ................................................................................................................. 450
  Cancellation Letter................................................................................................................ 450
  Correspondence Letters......................................................................................................... 450
  Disposition Letters ................................................................................................................ 450
  Notification Letters ............................................................................................................... 451
Tutorial: Building Certificate Conditions in Advanced Criteria ........................................................ 453
  About Building Certificate Conditions in Advanced Criteria ......................................................... 453




                                                                                                                                       ix
 USA Staffing Online Help System


     Using AND ........................................................................................................................... 454
     Using OR ............................................................................................................................. 454
     Using Parentheses to clarify a complex combination of conditions ............................................... 455
  Pathways Through Major Process Types ..................................................................................... 457
     A-C-E Rating Method ............................................................................................................ 457
  Key Entry of a New Applicant .................................................................................................... 460
     About Key Entry of a New Applicant ........................................................................................ 460
     Key Entering an Applicant record ............................................................................................ 460
  Applicant Documents ............................................................................................................... 462
     Document Upload Service (DUS) ............................................................................................ 462
     Faxing Applicant Documents .................................................................................................. 467
     Faxing Tips For Best Results .................................................................................................. 469
     Faxes and the Document Matching Process .............................................................................. 472
     Understanding Document Matching ......................................................................................... 476
     Batch Print Documents .......................................................................................................... 481
  Applicant Flags and NOR Message Codes in the Applicant Record .................................................. 485
     About Applicant Flags............................................................................................................ 485
     About Notice of Result (NOR) Messages................................................................................... 486
  NOR Message Code List............................................................................................................ 487
     About NOR Message Codes .................................................................................................... 487
     NOR Message Codes table ..................................................................................................... 487
  Record Status Codes ............................................................................................................... 491
     About Record Status Codes.................................................................................................... 491
     List of Record Status Codes ................................................................................................... 491
  Pay Plans of the U.S. Federal Government .................................................................................. 494
     About Pay Plans ................................................................................................................... 494
     Alphabetical Index of Pay Plan Codes ...................................................................................... 494
  Narrative Text Questions .......................................................................................................... 505
     About Narrative Text Questions .............................................................................................. 505
     Uses for Narrative Text Questions........................................................................................... 506
     Viewing and printing Narrative responses ................................................................................ 506
  Agency Document Viewer (ADV) ............................................................................................... 508
     Agency Document Viewer (ADV)............................................................................................. 508
     Using Agency Document Viewer (ADV) .................................................................................... 510
  The Hot Tip Page..................................................................................................................... 520
     Click Save! .......................................................................................................................... 520
     Select Supporting Documents before posting the Job Announcement. ......................................... 520
11 Technical Matters .................................................................................................................. 521
  Connecting to USA Staffing ...................................................................................................... 521
     Internet Explorer configuration for USA Staffing ....................................................................... 521
     Connections for telecommuters and travelers ........................................................................... 523
  Document Repository System (DRS).......................................................................................... 524
     About the Document Repository System (DRS) ........................................................................ 524
     Understanding DRS and application processing ........................................................................ 524
     Getting documents into DRS .................................................................................................. 526
     Checklist for using DRS ......................................................................................................... 527
  Envelopes .............................................................................................................................. 529




 x
                                                                                                                       Table Of Contents


     About Envelopes .................................................................................................................. 529
  Fiscal Year.............................................................................................................................. 531
     About Fiscal Year .................................................................................................................. 531
  Font Sizes on USA Staffing Menus and Pages .............................................................................. 532
     About Font Sizes .................................................................................................................. 532
     Controlling Fonts in Microsoft® Internet Explorer ..................................................................... 532
     Controlling Fonts in Netscape ................................................................................................. 532
  Rating Import ......................................................................................................................... 534
     About Rating Import ............................................................................................................. 534
     Import File Format ............................................................................................................... 534
     Importing the Ratings ........................................................................................................... 535
     After the Import ................................................................................................................... 536
  Scanning Applicant Forms 1203-FX ........................................................................................... 538
     About Scanning Forms .......................................................................................................... 538
     Instructions for processing Forms 1203 FX using TELEform® ..................................................... 538
12 HR Manager .......................................................................................................................... 543
  HR Manager ........................................................................................................................... 543
     About HR Manager................................................................................................................ 543
     Using HR Manager ................................................................................................................ 544
  Tips for Using HR Manager ....................................................................................................... 546
     About Tips for Using HR Manager ........................................................................................... 546
     Going places in HR Manager .................................................................................................. 546
     Editing HR Manager data ....................................................................................................... 547
     Saving HR Manager data ....................................................................................................... 547
     Alternative Save methods ...................................................................................................... 549
  Recruitment and Selection in HR Manager .................................................................................. 552
     About Recruitment and Selection in HR Manager ...................................................................... 552
     Working with Recruitment and Selection in HR Manager ............................................................ 552
  Benchmarks in HR Manager ...................................................................................................... 555
     About Benchmarks ............................................................................................................... 555
     Viewing Benchmarks for Critical Competencies ......................................................................... 555
  Questions Based on Competencies in HR Manager ....................................................................... 557
     About Questions based upon Competencies ............................................................................. 557
     Viewing Questions based upon Competencies........................................................................... 557
     Creating a Competency Question Form.................................................................................... 557
  User Manual for HR Manager .................................................................................................... 559
     About the User Manual .......................................................................................................... 559
13 Ad Hoc Reports with Oracle Discoverer ..................................................................................... 561
  Introducing Discoverer............................................................................................................. 561
     About Oracle Discoverer® ..................................................................................................... 561
     Viewer ................................................................................................................................ 561
     Plus .................................................................................................................................... 562
  Viewer ................................................................................................................................... 565
     Learning Discoverer Viewer ................................................................................................... 565
     Getting Started with Discoverer Viewer® ................................................................................ 567
  Plus ....................................................................................................................................... 571
     Learning Discoverer Learning Discoverer Plus .......................................................................... 571




                                                                                                                                             xi
 USA Staffing Online Help System


       Getting Started with Discoverer Plus ....................................................................................... 573
What's New in Online Help? ......................................................................................................... 589
       Build 93 11/07/2006 ............................................................................................................ 589
       Build 92 9/22/2006 ............................................................................................................. 589
       Build 91 09/21/2006 ............................................................................................................ 589
       Build 90 08/08/2006 ............................................................................................................ 589
       Build 89 08/07/2006 ............................................................................................................ 589
       Build 88 08/07/2006 ............................................................................................................ 589
       Build 87 08/04/2006 ............................................................................................................ 590
       Build 86b 12/20/2005 .......................................................................................................... 590
       Build 86     12/19/2005 ........................................................................................................... 590
       Build 85 12/08/2005 ............................................................................................................ 590
       Build 84     11/01/2005 ........................................................................................................... 590
       Build 83     10/24/2005 ........................................................................................................... 591
       Build 82 10/21/2005 ............................................................................................................ 591
       Build 81     9/26/2005 ............................................................................................................ 591
       Build 80     09/21/2005 ........................................................................................................... 591
       Build 79     09/07/2005 ........................................................................................................... 592
       Build 78 9/01/2005 ............................................................................................................. 592
       Build 77     8/31/2005 ............................................................................................................ 592
       Build 76     07/14/2005 ........................................................................................................... 593
       Build 75     07/12/2005 ........................................................................................................... 593
       Build 74     06/16/2005 ........................................................................................................... 594
       Build 73     05/19/2005 ........................................................................................................... 594
       Build 72     04/13/2005 ........................................................................................................... 594
       Build 71     03/08/2005 ........................................................................................................... 595
  Build 70        11/05/2004 ............................................................................................................. 595
       Build 69 10/12/2004 ............................................................................................................ 595
       Build 68 9/14/2004 ............................................................................................................. 596
       Build 67 9/13/2004 ............................................................................................................. 597
       Build 66 9/02/2004 ............................................................................................................. 597
       Build 65 8/26/2004 ............................................................................................................. 597
       Build 64 08/25/2004 ............................................................................................................ 598
       Build 63 06/18/2004 ............................................................................................................ 598
       Build 62a 06/17/2004 .......................................................................................................... 599
       Build 61 06/16/2004 ............................................................................................................ 599
       Build 60 06/09/2004 ............................................................................................................ 599
       Build 59a 06/08/2004 .......................................................................................................... 599
       Build 58     05/21/2004 ........................................................................................................... 599
       Build 57a      05/14/2004 ......................................................................................................... 600
       Build 56a      05/13/2004 ......................................................................................................... 600
       Build 55     05/07/2004 ........................................................................................................... 600
       Build 54     04/28/2004 ........................................................................................................... 600
       Build 53     04/27/2004 ........................................................................................................... 600
       Build 52a      04/26/2004 ......................................................................................................... 601
       Build 51b 04/23/2004 .......................................................................................................... 601
       Build 51a      04/23/2004 ......................................................................................................... 601




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     Build 50a 04/22/2004 .......................................................................................................... 601
     Build 49      4/20/2004 ............................................................................................................ 601
     Build 48      4/19/2004 ............................................................................................................ 601
     Build 47      04/05/2004 ........................................................................................................... 602
     Build 46      03/31/2004 ........................................................................................................... 602
     Build 45a 03/29/2004 .......................................................................................................... 603
     Build 44a      03/17/2004 ......................................................................................................... 603
     Build 43b 03/05/2004 .......................................................................................................... 603
     Build 42 03/04/2004 ............................................................................................................. 604
     Build 41b -- 03/02/2004 ....................................................................................................... 604
     Build 40b............................................................................................................................. 604
     Build 40 -- 02/ 27/2004 ........................................................................................................ 605
     Build 39 -- Feb 25, 2004 ....................................................................................................... 605
     Build 38 .............................................................................................................................. 605
     Build 37 .............................................................................................................................. 605
     Build 36a............................................................................................................................. 605
     Build 35 .............................................................................................................................. 605
     Build 34 .............................................................................................................................. 606
     Build 33 .............................................................................................................................. 606
     Build 32 .............................................................................................................................. 606
     Build 31 .............................................................................................................................. 606
     Build 30b 12/17/2003 ........................................................................................................... 606
     Build 29a 12/12/2003 ........................................................................................................... 606
     Build 28a 12/11/2003 ........................................................................................................... 607
     Build 27a 12/10/2003 .......................................................................................................... 607
     Build 26      12/09/2003 ........................................................................................................... 607
     Build 25      12/08/2003 ........................................................................................................... 607
     Build 24       12/05/2003 .......................................................................................................... 607
     Build 23 .............................................................................................................................. 607
     Build 22a      12/03/2003 ......................................................................................................... 607
     Build 19 .............................................................................................................................. 607
Movie List ................................................................................................................................. 609
Glossary ................................................................................................................................... 611
Index ....................................................................................................................................... 613




                                                                                                                                           xiii
Welcome!
The Online Help System contains information about how best to use USA Staffing™.
What's new in this version of Online Help?
What's New in USA Staffing™?



Take a Guided Tour.
Visit the Hot Tip page.


Training Materials and Copy of Help



This is: USAS001 Build 93 11/07/2006




We welcome your feedback about this Online Help System. Direct all comments and corrections to
David Nason -- david.nason@opm.gov. Begin your subject line with HELP:, followed by the name of the
topic that appears in large teal font at the top.




                                                                                                  1
 Guided Tour
 Welcome to the Guided Tour!
 You can learn at your own pace by taking the guided tour through the Online Help System topics. The
 tour is divided into segments, so that you can come begin at any point along the tour. This makes it
 easy to resume a tour you started previously, or to jump to the part of the tour that mosts interests
 you.
 To get started, simply click a topic area from the list below. Then, when you are ready to move on,
 click the arrow to continue to the next topic.

Arrows


 The arrows are either small arrowheads at the top of the Table of Contents pane on the left --




 -- or are directly above at the topic name and look like >> to move to the next topic or << to go back
 to the previous topic --




 -- depending upon how you are viewing this file.

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 Where would you like to begin now?
        Getting Started with USA Staffing
        Overview of the Staffing Process
        Five Easy Steps to Filling Jobs




                                                                                                          3
1 Getting Started
Using Help
Topic Map
               Finding What You Need
               Exploring topic links
               Symbols and Fonts Used in Help
               Printing a Copy of Help
                        Should I print a copy of the Help file?



Finding What You Need
The Online Help System is context-sensitive. It will open to the topic that matches the page you are on
in USA Staffing. If you want to look up other topics, you have many options:
        You can use the Table of Contents in the navigation pane on the left to open a book and
         read the topics in it.
        Use the Index and Search functions to find a topic quickly.
        Consult the Glossary to learn about terms used in USA Staffing.
        You can browse the topics of a book in order by using the navigation controls -- << and >> --
          to go back and forth.

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Exploring topic links
Feel free to explore and go off in different directions by clicking the links in the topic you are reading.
When you mouse-over a link -- that is, point to it with the tip of the mouse cursor arrow -- a pop-up
box will tell you more about where the link will take you. Here are examples of the clues you will get
from mousing over a link before clicking it:
        Jump to topic: The topic is elsewhere on the same page. The information will appear in the
         same Help window. You can return to your original location by scrolling or by clicking another
         link.
        Open topic in a new window: The information will appear in a new browser window
         because it is not on the same page. You can return to your original location by simply
         returning to the original window.
        Top: Clicking the link will return you to the Topic Map at the top of the page.

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Symbols and Fonts Used in Help
Here are some icon and font conventions you may see:




                                                                                                              5
USA Staffing Online Help System




           Useful information may be designated as a tip with this symbol --
           Directions on how to go to a certain page in USA Staffing are designated with this pointing
            finger --
           Menu items and controls that you click on are designated in this font --   Next
           Words that you are supposed to type appear in this font -- Auditor
           Help topics covering menus and pages in the Administration Work Area that have names
            similar to topics in the Staffing Work Area have red borders. Help topics with red borders
            describe functions that can only be performed by Administrators. To see an example of the red
            border on an Administration topic in a new browser window, click here.

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Printing a Copy of Help
Should I print a copy of the Help file?
No. For most people, it is not a good idea to print the Help file. Here are some reasons why:
            We will use the Online Help System to call to your attention the latest changes and examples
             that make your job easier. If you rely upon a printed copy instead of the Online Help
             System, you may miss important news.
            There are numerous links to cross-referenced topics. Your printed copy will not have these.
            There are Flash movie clips and tutorials and other guides that we will link to from within the
              Help System. Your printed copy will not have these.
            The Online Help System employs state-of-the-art technology to make searches fast and
              simple. Your printed copy will not have this.
            We will strive to keep the Online Help System current with every change to USA Staffing
             itself. This is likely to mean frequent updates. Your printed copy may soon be out of date.
            The Online Help System collects usage statistics that provide us with important information
              about the topics that give people the most trouble, so that we can improve them quickly.
              Your printed copy will not give us this useful feedback.

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You can print individual Help topics or the entire Help file.
           To print a single topic: Use your browser's Print function.
                       If you use Internet Explorer, you can point with your mouse to the page you want to
                        print. Then right-click to get the menu. Click Print. -- or --

                       You will usually find the Print option on the File menu of your browser, and there may
                        also be a browser toolbar icon for printing. Before printing the topic, click Hide
                        Navigation Pane at the top of the content pane. This will prevent the Table of
                        Contents from printing. Later, you can click Show Navigation Pane to make the
                        Table of Contents visible again.
           To print the entire Help file: You can download a copy of the complete Help file as a manual
            in Microsoft Word 2002 Document format. Some elements will not appear correctly formatted
            in earlier versions of MS Word. This file is approximately 10 MB in size and is approximately
            600 pages. Click here to download the file.

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6
1 Getting Started




               7
 USA Staffing Online Help System




 What's New in USA Staffing?
 Topic Map
                 Features of USA Staffing/Web version
                 History of changes




 Features of USA Staffing/Web version
 This version of USA Staffing retains all the capabilities you have grown accustomed to. We have built
 on top of that, packed in plenty of nice new features, and given it a facelift to make it easier than ever
 to use.
 Here are some new features:
          You can now access OPM's HR Manager system from within USA Staffing. No separate login
           is required. More details.
          USA Staffing is completely Web based, and operates in Microsoft Internet Explorer 6.0.
          USA Staffing is fully 508 compliant and secure.
          The look and feel are greatly simplified.
          You can use your USA Staffing seat license to perform work from any PC anywhere in the
           world if it has an Internet connection through your agency network and a supported browser
           installed. Great for travel, for telecommuting, and for collaborating with remote sites. More
           details.
          Online Help is provided with images and movies to help you quickly find out what you need to
           know. Help has an index, full search capability, and a glossary of terms.
          You can now use a fully electronic application process, including accepting documents from
           your applicants via the Document Upload Service.
          You can ask your applicants questions that require narrative answers, and they can provide
           their answers in narrative text boxes in the online application.
          You can use Category Rating instead of traditional Rule of Three certificates and referral lists.
          You can choose from a variety of assessment types and go beyond the classic questionnaire to
           include competency based assessments like structured interviews, assessment centers, and
           online tests.
          You can view referral lists and images of applicant documents in the online Agency Document
           Viewer (ADV). And you can give access to ADV to managers so that they can see applicant
           information right at their own desks.
          If you are a USA Staffing Administrator, you will benefit from Permissions Profiles that give
           you great flexibility in controlling the access of many different kinds of users of USA Staffing.
 To continue on your tour of the new USA Staffing, click the forward arrows at the top of each page.

     Back to top of page.




 History of changes
 We are listening to our users! We have already added these new features and improvements.

July 30, 2006




 8
                                                                                            1 Getting Started


Assessor Module
We have begun deployment of a major new feature currently referred to as the Assessor Module, which
will give USA Staffing users more flexibility in delivering and scoring Assessments. Users will notice a
checkbox called Use Assessor Module in the Assessment area on the Assessment Information screen
and a new system-level Permission Profile called “Assessor Only.” These and a few other behind-the-
scenes changes mentioned in these Release Notes are the foundation for the Assessor Module feature,
which will be fully functional after a later release. In the meantime, the USA Staffing Program Office is
performing testing and developing user training for this new module. If you have any questions about
the upcoming Assessor Module, please submit a ticket to the Help Desk with your question.
Ad Hoc Reporting
        A new worksheet was added to the Applicant Workbook containing Personal Background data
         that can be used for RNO reporting.
        A new worksheet was added to the Vacancy Workbook that contains basic applicant
         information in each row and a certificate location in each column. A „Y‟ in the worksheet cell
         indicates that the applicant in the row was referred to the location in the column.
        A new worksheet was created in the Applicant Workbook which contains basic applicant
         information, the applicant‟s email address, and all applicant responses from the
         Announcement and Occupational Questionnaires, including narrative responses. This
         worksheet also includes eligibility and certification information.
Administration
The User Maintenance page has been updated in the following ways:
        The User List will be filtered so that users are not shown in the list multiple times when
         assigned to more than one office/customer in the organization.
        Paging has been added to the User List.
        The User Edit form has been updated so that an Assessor-Only user can be created and
         assigned to an office without taking up a license for that office.(This profile should not be used
         until a later time).
        A "Show Support Users" checkbox has been added to the User List that will be unchecked by
         default. Support Users are USA Staffing users with limited access that do not require a license.
         (This checkbox should not be used until a later time.)
Agency Document Viewer (ADV)
A new report provides printing of narrative responses for one or more applicants by selected SSNs or
batch printing for all applicants, in order, for a certificate. This report is located in Reports/Applicants.
The report is called: Narrative Responses. This report is available to users and on the Agency
Document Viewer and will be available for hiring officials to use.
Announcement
A change was made to the Announcement Preview page to prevent users from sending multiple
announcement updates to USAJOBS simultaneously. With this change, buttons on the Preview page
will be disabled while an announcement update is in process with USAJOBS. The following message will
also display on the bottom of the page: “Previous USAJOBS action is still processing”.
Applicant
A purge process for mismatched documents has been added to prevent matching old documents to
new applications and improve performance of the match process. A document that has been expired
from matching will not match up to an application. During the time period after a document is set as
expired from matching, but before it has been purged from the system, if a user wants that document
to match to an application, the user can uncheck the "expired from matching" checkbox on the
mismatch documents page. This will allow the document to be matched that day only. If the
document is not matched that day, then the nightly process that marks documents as expired from
matching will expire it again.
Mismatched documents in the system will now be marked as expired from matching and eventually
purged from the system according to the following schedule:
        Vacancies that have supporting documentation marked as required: Documents for VINS that
         have a document receipt date older than 56 days will be marked as expired from matching.
        Vacancies that have supporting documentation marked as accepted but not required:




                                                                                                                9
USA Staffing Online Help System



                  Case Exams: Cases with announcement close dates older than 180 days will have all
                   documents for that VIN marked as expired from matching regardless of the
                   document's receipt date.
                  Standing Registers: Documents with a receipt date older than 180 days will be
                   marked as expired from matching.
          Documents that have been expired from matching will be purged from the system 270 days
           after the document was marked as expired from matching.
An automatic re-rate will occur when veteran‟s preference is adjudicated in the Applicant‟s record when
the user clicks “Save” if the claimed preference does not equal the adjudicated preference.
Assessment
A change was made to the Assessment copy feature which will ensure that copied Assessments are not
saved without an Assessment type, which can cause errors within the assessment.
Batch Printing
The Batch Print page was updated to allow users to select which document types to be printed. By
default, all document types will be included in the print file but the user will be able to uncheck
document types that should not be included in the batch file.
Exports
A new export has been added called “Document Type Export” that works in conjunction with the CARP
export to identify applicant records. This new export displays applicants‟ supporting documents
identification information listing the document types and receipt dates. Users can select the type of
documents to include.
A new export called “Assessment Data Export” has been added that displays applicant assessment
component scores. The data is a summary of the results of the assessments delivered by the system
and/or scored by the Assessor Module.”
The USA Staffing Online Help System has been updated to include a document describing the record
layouts, including field names and field sizes, for each export in USA Staffing. More details.
Preferences
A new preference has added to allow users to use either the OPM envelope or commercially available
two-window envelopes for mailing applicant correspondence. The new preference is the last item in the
list under Configurations/Reports. The layout of the correspondence reports (i.e., letters, notifications)
is set to match the type of window envelope you will use to mail them. The current default format is
OPM CON 158-89-6. For a commercial envelope purchased on the open market, select WE 14075.
 Details about vendors offering the alternative envelope are located in the USA Staffing Online Help
System.
Rating
A change was made to the Deferred Rating process to add the request number in the status emails
sent to users to help them identify the request when a problem occurs.
Referral
Paging has been added to the Referral Home page to display twenty requests per page in the order of
Request Received. This new paging will significantly improve performance for vacancies with many
requests.
Reports
A new report called “Referral Letter” that is located in Reports/Referral will combine various notification
letter results into one referral status letter for applicants. This letter can take place of the Notification
Letter. This letter will notify applicants one time for all certification statuses. Choices are: for a specific
certificate, issue date range of certificates, SSNs, specialty and grade, location(s), eligible referred or
not, and ineligibles. If no selection is make for a choice then all corresponding items will be included on
the letter.
A new report called “Non ACWA Race/National Origin” that is located Reports/Vacancy will display the
total number of applicants that responded to the race and national origins questions within a non-
ACWA occupational questionnaire. At this time, the collections of the gender responses are not included
in this report. This will be corrected on the next release.
System-Wide Features
USA Staffing has upgraded the HTML editor tools used for writing and editing text, items, responses,
instructions, etc. The new editor tools are 508 compliant and support more Web browser versions.




10
                                                                                          1 Getting Started


Users will see a change in the text box section of the Assessment/Questionnaire Builder and the
Announcement Template areas.
Vacancy
A new item was added to the Vacancy page called “Status.” This new item has been added for the
ALJ/PMF project. This item is not fully developed for all users. This item will not be available for full use
until a later time.
The Supporting Documents Page has been changed to accept “Resume” by default. This change will
prevent users from forgetting to accept any document types which make applicants unable to fax or
upload any supporting documents.
USAJOBS Integration
The Employment History and Education sections of applicants USAJOBS Résumés will now be listed by
date in descending order.
New Idle Timeout Period
To conform to new IT security requirements, the idle time before a session is inactivated has changed
from 40 minutes to 20 minutes. As before, you will get a warning message that your session is going
to expire and do you need more time.
USA Staffing System Fixes
Agency Document Viewer (ADV)
A defect that caused problems for ADV users who logged in from an old saved certificate link has been
corrected.
Announcement
A change was made to the process that removes announcements from USAJOBS. With this change,
key fields are kept that are needed to complete the retrieval of failed resumes from USAJOBS. (If
USAJOBS fails at any time, USA Staffing will be able to retrieve resumes during this time)
Applicant
A defect that prevented “Place of Employment” from displaying with Work Address has been corrected
in the applicants‟ record.
A defect that prevented users or applicants not receiving emails due an email address longer than 30
characters has been corrected.
In order to keep up with the increasing volume of supporting documentation being processed by the
match process for documents, we have changed the match process to an event driven process. This
means that all mismatched or records that have received documents will match up almost immediately
instead of a lengthy time period.
Assessment
A problem which caused responses to be out of order while testing an Assessment has been corrected.
Exports
Modified the "Applicant Data File" and "Applicant Data by Cert" exports to be Office specific exports for
the DHS offices. These exports were developed specifically for this agency and do not work correctly
unless the vacancy has a written test assessment. Other agencies can use the Generic Applicant and
Generic Certificate exports to get the same type of data.
Preferences
The following configurable items under Default text for “Notification Letter – Competitive” are not used
and have been removed: “Show Rating,” “Not Rated – Cancellation,” “Eligible - Referred – Not
Selected.”
The following configurable item under Configurations/Applicants: “At which level should the dual
certification report be produced?” is not used, and has been removed.
Rating
A problem with rating multiple assessments that caused applications to receive scores outside the 70-
100 range has been corrected.
Referral
The audit update paged has been corrected to look at the referral request‟s appointment type instead
of the announcement‟s appointment type when setting an applicant to “Hired”. Previous to this
change, applicants audited as “Selected/Hired” were not getting the appropriate record status code if
the announcement was setup for "multiple appointment types".
Searchable dates have been corrected in Advanced Criteria and can now also be used as tie breakers.



                                                                                                           11
 USA Staffing Online Help System


 A problem that caused CTAP and ICTAP applicants to float incorrectly on Category Rating certificates
 has been corrected.
 A problem with Ordering certificates by “Name” has been corrected so that the system looks at
 Applicant Referral Status, Rank By, Priority Order, Tie Breakers, Refer Method, and Number/Score
 before it orders the applicants in Name, SSN, or Rating order.
 Performance with the query used to determine if the applicants have been rated at the request level
 has been improved. This change will let users to view large Deferred certificates.
 Reports
 The Report “Dual Certification Report” has been removed. Its requirements are met by using the
 “Vacancy Dual Certification” report.
 The page numbering in the “Test Data Entry” Report has been corrected.
 A problem with the “Correspondence Tracking Matched Applicants” Report which prevented the grade
 levels the applicant was eligible and ineligible for from displaying. In addition, “Office Name” and
 “Report Date” were added to the header and “Page X of Y” was added to the footer.
 The “Applicants by RSC” report was changed to ensure that applicants without eligibility dates (for
 example, applicants in PF and PQ status), are included. Users will now be prompted to indicate the
 eligibility date when creating the report.
 E-mailing has been enabled for Availability Letters and SSN has been added as a parameter to correct
 the problem where one applicant receives an email for each certified applicant.
 Vacancy
 A problem that prevented users from deleting workgroups has been corrected.
 USAJOBS Integration
 A problem with the long character length of the 0768 Hawaii nationwide location code that caused
 announcements to not release to USAJOBS has been corrected.



      Back to top of page.




April 8, 2006


 Agency Document Viewer
 Users may choose not to have Hiring managers see applicant ratings or vet preference on the ADV
 audit page. This is controlled by the Print Preferences selected on the Criteria page of Referral. If
 Rating or Vet Preference is not selected it will not appear in ADV
 Announcement
      1.   Grayed out the Delete button under the Announcement locations page, so users with view
           only access cannot make changes or delete locations.
      2.   Corrected a defect in announcement area related to switching from one vacancy with an
           announcement to another vacancy (using the vacancy ID dropdown), that does not contain an
           announcement yet. The defect would cause the specialty and grades to be transferred to the
           new announcement. This would cause the (second) announcement to end up with
           specialty/grade records that belong to a different VIN. This, in turn, caused rating to fail on
           the applications and the applicants would end up in PI status. The correction now takes you
           from the first announcement area to the Position Information page of the selected Vacancy.
            Since no announcement is developed for the new (second) VIN then the system does not
           allow the transfer to the announcement area, instead it will default to the Position Information
           page.
      3.   Announcement Delete button will not be active unless the announcement has been properly
           removed from USAJobs.
      4.   Adding instruction text to the online questionnaire will not allow the use of the Screen Out
           check box.
      5.   All Online Application data fields default to Show Online. Previously, these fields were not
           defaulted to "on."
 Announcement Templates



 12
                                                                                         1 Getting Started


Corrected a display problem on the Announcement Preview page. The problem was a line that outlined
the text area was not complete and made the page appear as if it was not fully loaded.
Applicant
    1.   When applicants use the 1203-FX form and faxed in their responses some would mark more
         than one response per question or double grid the responses. The applicant‟s questionnaire
         information was not displaying the double grid responses. Made a system correction that will
         display in bold text at the end of each double grid question the statement; “This application
         contains more than one response for this single choice item. Those responses are: A, B."
          Note: Applicants receive no point value for double grid responses; the system treats the
         responses as a non response.
    2.   When the applicant‟s record has a mismatched assessment, the "Apply To Batch" checkbox
         was not working correctly. Now, when the appropriate VIN is entered to apply the mismatched
         assessment, all records will be applied to the specified VIN without a system error.
    3.   Users are now able to correct invalid phone numbers and get the application out of "PE" status
         without any problems.
    4.   A fix now enables the eligibility end date field for applicants whose eligibility has expired (EX).
          Users can manually change the eligibility end date and the applicant‟s record status will
         change from EX to AA. Additionally, if a Vacancy‟s Period of Eligibility is changed, the system
         will ask if you want to update eligibility for all existing expired applicants. Clicking OK updates
         eligibility for ALL expired applicants. Clicking Cancel updates eligibility of applicants not in EX
         status.
    5.   When a vacancy is set up as Manual Assessment, the score must be entered manually under
         the Rating Information/Assessment page. The user selects the Assessment displayed in a
         table at the top of the page and selects new. The specialties and grades display at the bottom
         of the page in a new table. The scores are entered into this table. Previously this table had a
         date field that was free form and users were entering the wrong month/day/year format. This
         field now has a drop down calendar that will correct this problem.
    6.   If a VINs assessment was set up as something other than Questionnaire, Manual, or
         Customized Processing, there was a problem saving the manually key entered rating in the
         grid of the assessment area of the applicants‟ record. This problem has been corrected and
         will no longer occur.
    7.   When a user clicks Save or Delete a message will display on the screen when users attempt to
         click multiple times during the process of data posting to the database. "You have already
         saved or submitted information. Please wait while the screen refreshes to proceed." This
         message alerts the user that the system is working and will prevent multiple postings of the
         same information.
Assessments
    1.   The Assessment Test screen now has a “Clear All” button that when selected clears all the
         previous test applicants and starts with a fresh applicant 01.
    2.   Change was made to remove the generic system error message that displayed on the rating
         criteria page when the "Apply Values To" button was selected when no question/response
         values are active or selected.
    3.   Changed the way Manual and Customized processing assessment types are displayed to
         remove the scheduling options page/display. The scheduling page on these types of
         assessments was creating confusion and these two types of assessments would not be using
         the scheduling option.
    4.   Made performance improvements to the Deferred Rating process.
    5.   Made change to Rating Criteria area of Assessment. Changes ensure multiple ineligible codes
         are applied to applicant ratings in the correct order.
    6.   Assessment Rating Import: Assessment Rating Import provides a user interface to upload test
         scores into the VIN. More details.
    7.   Users will be able to delete all mismatched assessments for a specific Batch Number.
Customer Maintenance
    1.   Change allows email address entries to include special characters, for applicant, contacts and
         users. These characters are now permitted: “!", "#", "$", "%", "&", "'", "*", "+", "- ", "/", "=",
         "?", "^", "_", "`", "{", "|", "}", "~".
    2.   This correction has to do with invalid CPDF Agency information associated with a Customer
         listing. Prior to this correction, if USAJOBS had deleted a CPDF Customer/Agency, the CPDF




                                                                                                         13
USA Staffing Online Help System


           Organization and CPDF Agency would display in the CPDF listing when creating new customers
           in Customer Maintenance. Now, if USAJOBS has deleted a CPDF Customer/Agency, the CPDF
           Organization will not longer show up in the CPDF Organization list in Customer Maintenance.
                 Note: If a user has created a customer PRIOR to the deletion of the CPDF code and links
                 the customer to a vacancy and releases the announcement to USAJOBS, the user will
                 receive an error message at the bottom of the Preview screen that states:
                 "Release Failed: Unable to authenticate via CAT (userName= userId= channel=2192),
                 error=The ticket presented for authentication has expired."
                 If the user receives this message it indicates the Organization or Agency codes
                 previously selected for this Customer are no longer valid or recognized by USAJobs, the
                 user will have to go back to Administration/Customer Maintenance/Select Customer and
                 correct the CPDF Customer Organization or CPDF Agency Codes.
                 (This error message text will be changed to a simplified explanation of the error in a
                 future release.)
Login
Users are no longer permitted to have more than one concurrent login session. If a user is logged onto
USA Staffing one computer and then tries to log into the system again on another computer, the 1st
login session (1st computer) will be automatically disabled and logged off. This will result in the lost of
any unsaved data from the first session.
Preferences
The category lists under Administration/Preferences/Configurations and Default Text are now displayed
in alphabetical order.
User Maintenance
Modified User Maintenance / User Edit page so when entering a new user a Permission Profile must be
assigned or the new record will not save. If multiple offices are assigned to the user, each must have a
permission profile or the new or changed record will not save. The user is prompted by a pop up
window that reminds them a permission profile must be selected.
Referral
     1.    The enhancement will identify eligible applicants who have been overridden without a
           numerical rating assigned for certificates that use ratings. A message displays that identifies
           each applicant affected.
     2.    Modified Request Info page so "Date Request Received" and "Personnel Action Date" are not
           required fields when saving a request.
     3.    When an applicant is audited with a Return Status of Inactive that applicant's record will
           automatically be overridden by the system to the ineligible code IBCA. The override will only
           affect the occupational specialty and grade level for that cert which applicant was made
           Inactive. For instance, if a VIN was set up as a GS-5 and 7 levels and the applicant Declined
           Grade because they were unwilling to accept the GS-5 grade level then the override would
           only assign the IBCA code to the GS-5 level so they will not be certified again at that grade
           level.
     4.    In the Referral area, users are now able to:
                    a.     Change the 3 initials in the certificate number.
                    b.     Rename the title "Stored List".
     5.    Certificate return Date can be changed after Audit is performed.
     6.    When users created customized “Eligible” codes in administration/Preferences/NOR Messages
           and applied the codes in the Applicants record and then tried to issue a Non-Traditional
           certificate, the applicants with the customized codes were not coming up on the certificate.
            This problem has been corrected.
     7.    A customer assigned at the Announcement level can be assigned at the Referral level -
           business as usual. This change allows any other customer set up under the same Organization
           to be assigned to the certificate request. For example, if HR Office AF is set up with United
           States Air Force as the Organization and assigned at the announcement level then any other
           Customer that has the Organization, United States Air Force can be assigned at the referral
           level.
     8.    When a Customer assigned at the Certificate Request level is different than the Customer
           assigned at the Announcement level the “Send To” Contacts can be assigned from both
           customers.




14
                                                                                          1 Getting Started


    9.    The “Send To” field is no longer limited to four Contacts. Multiple Contacts can be entered
          and receive certificates.
    10. The Audit button is disabled for Ranking Lists/Stored Lists.
    11. When applicants are ranked by “Eligibles Only”, e.g. non- traditional certificates, the system
        will not allow the use of “Rating” as an order for listing of eligibles on the certificate. Listing
        options will be Name or SSN order. The certificate will show the ratings for all applicants as
        "EL."
    12. Applicant Flags will display on all types of Ranking List and Certificates.
    13. The bottom portion of the certificate page has changed.
    14. The amend certificate options have been replace by an Amend button. Clicking this button will
        open to a new page with the amend certificate options.
    15. The Audit Actions has been removed from the left hand menu under Referral. Audit Action
        has been replaced by an Audit button on the certificate page. Clicking this button will take
        you to a separate screen.
Reports
    1.    Accession Transaction List report has a Sort By option with Date Added.
    2.    Ad Hoc Reporting has been added to the system. The Ad Hoc reporting can be accessed from
          Administration /Processing. The Ad Hoc Reporting system or Oracle Discoverer will be
          deployed, but will not be available to users until later in the week. Once the system is
          deployed user accounts will be set up and the user notified after this has taken place.
    3.    Rating Summary Report will now display HH record status codes.
    4.    Applicant Address Label Report has had VacancyId added as a parameter.
    5.    Applicant Flags will display on all types of Ranking List and Certificates.
    6.    E-Mailed NOR when Maintenance Sheet is included: There was a defect in the NOR e-mail
          template when the user includes the maintenance sheet. If the preference text, other items in
          the announcement, and or special messages increased the length of the letter so that a blank
          page is inserted between the special messages and maintenance sheet, the presence of the
          blank page caused the e-mail process to fail for that applicant's NOR. This has been corrected.

    7.    The following text changes were made to the DRS reports affecting navigation and report
          titles:
                  Change Applicant Mismatch to Mismatched Applications
                  Change Mismatch Documents to Mismatched Documents
                  Change Mismatch Review to Mismatched Review
                  Change Matched Applicants to Matched Applications
    8.    Corrected email report counts
    9.    Enabled email for Disposition Letters
    10. Corrected an Interdisciplinary Certificate Report problem: An error occurred on the creation of
        a certificate report when there is an applicant with more than one distinct Final Rating for all
        the series- specialty-grade combinations for an interdisciplinary certificate. The systems will
        now assign the maximum (highest) rating.
    11. The Summer Job field has been removed from the Announcement section of the Vacancy
        Tracking port. It will now display in the Appointment Type field on this report.
    12. Non - Traditional certificates now have a default language field under Preferences/Default
        Text. This text field allows users to modify certificate language for the Non Traditional
        certificates. Changes can be made at the Office, Customer, and Vacancy levels.
    13. The Employment Availability questions on the NOR will not display if the announcement does
        not include these questions.
    14. For the address on reports, wrapping was causing the city, state and zip code to be left off of
        address. Wrapping has been turned off, but note the address may now be truncated at the
        end of a line.
    15. The "Certificate Rank" was added as a sort option to the CARP report.
Vacancy




                                                                                                              15
 USA Staffing Online Help System


 The Age Formula under the Vacancy/Assessment Information screen can be changed to remove or add
 this field to an open announcement. The Online Application will also update adding the Date of Birth
 field when the age formula is used or removing it when it is unchecked. The applicants will re rate
 automatically and their RSCs will change accordingly.
 Note: When you remove or add the age formula, the questionnaire item in the vacancy announcement
 will not update automatically. You must refresh the whole announcement by clicking the “Update to
 USAJOBS” button at the bottom of the Announcement Preview page for this change to display on
 USAJOBS.

       Back to top of page.



December 17, 2005


  1.    Auto Save Feature: The Auto Save Feature was taken off the system. Previously, any time you
        left one page in USA Staffing to go to another one, the system automatically would re-save what
        was on the page as you left. We made the following changes:
           Where there are Next and Previous buttons, they will continue to save your changes as you
            move to the next or previous step.
           When you leave a page in any way other than the Next or Previous buttons, data will not be
            automatically saved. To save changes before leaving a page other than by clicking the
            Next or Previous button, you will need to click Save.
  2.    ADV
           Corrected the certificate form in the ADV so vet preference and rating items will be hidden,
            based on the Print Preference settings selected when issuing the certificate. This correction
            responds to the needs users with Merit Promotion certificates where hiring officials are not
            supposed to have the ability to view the vet preference and rating items.
           When auditing a certificate, if the user checked the Complete box and then clicked the
            Certificate button, the system was taking the ADV users to the Request form. This was
            incorrect navigation. The system now takes the users back to the Certificate home page.
  3.    Announcement
           The text rendered from the Online Questionnaire TAG will now display correctly on Preview
            form and the USAJOBS announcement as "Online Questionnaire". Previously, the Online
            Questionnaire TAG appeared as "Online Application" on the Preview and Announcement.
           Corrected the problem when users are creating duplicate responses under the questionnaire
            items and then deciding to delete the responses. When deleting the responses and clicking the
            delete button, the responses were disappearing from the form but when returning to the form
            the response would reappear.
           The Citizenship field is now optional. By default, the citizenship item will be collected
            (checked).
           When announcements are released to USAJOBS and users have selected the incorrect format
            for the number of vacancies in the Locations item, the system was giving users a cryptic error
            message that caused confusion as to what the problem was. The message will now say:
                  # of vacancies field must contain either a number or the word "Many" or "Few".
           Modified the Preview screen to always show the date and time when an announcement is
            released. (Previously users had to scroll to the bottom of the announcement to view the date
            and time of the release.)
           On the Preview screen the Save button is now disabled.
           There is a new message that will be displayed when users click the Release or Update to
            USAJOBS button. The new message is:
                  This announcement is being updated on USAJOBS. Once the update is complete the
                  results will appear on this form, but you will need to refresh the page. This process
                  could take some time, so you may wish to continue working in other areas of the system
                  before checking back for the results.




 16
                                                                                      1 Getting Started



        The USAJOBS reference code box was enlarged because the system needed to show all the
         reference codes for interdisciplinary jobs. When announcing interdisciplinary jobs each series
         has a unique announcement and USAJOBS reference code. Users will now see the series
         beside the USAJOBS reference codes.
        When a user un-releases an announcement the Update to USAJOBS button will
         immediately be disabled. This will prevent job announcements from appearing twice on
         USAJOBS.
4.   Applicant
        Test Scheduling: The problem has been corrected when an applicant applies via Form 1203-
         FX for a VIN with an assessment with test scheduling, and the applicant does not enter a
         scheduling location code on the Form 1203-FX, the application was staying in error status
         when the user entered a scheduling location. The PE status is now being cleared out.
        Rating: Corrected a problem with ratings being assigned for a specialty/grade when the
         specialty/grade was not announced. If you have grades in a vacancy, but you do not announce
         those grades, your applications will have ratings of "IZ" for the specialty/grade combinations
         that are not announced. There is also an edit on the Applicants - Assessment Information form
         that hides the rating override button for IZ ratings. This edit was being applied incorrectly at
         the specialty level. For example: If you had one specialty with 2 grades, one of which is not
         announced, the override button was hidden for both grades. This has been corrected and now
         is applied at the grade level. This was a significant correction for users who announce ACWA at
         only one of the grades levels.
        When the vacancy is setup to Not Accept Multiple Applications, the supporting documentation
         was not moving into the active record. The documentation was staying with the duplicate
         application. This has been corrected; the supporting documentation will be moved to the 1st
         application (Active record).
        In the applicant list, the column for Application source has been changed. If an applicant has
         faxed in a questionnaire, the Source column will now read 1203-FX instead of Form C.
        Corrected the problem where users were not able to extend the eligibility end date past the
         Period of Eligibility.
5.   Ad Hoc Reporting
        Configured Oracle Software and deployed Discoverer Software for Ad Hoc Reporting with data
         from the old Citrix version of USA Staffing. Authorized Discoverer users are being advised of
         their account information. Completed these preparatory tasks:
                  Created End User Layers
                  Created user accounts
                  Created workbooks
6.   Assessment
        Modified the Rating Criteria page to allow users to change the Assessment Weight after
         applicants have applied. Previously, the column for weight on the assessment home page was
         disabled once applicants had applied. This column is now enabled allowing users to make
         changes and re-rate the applicants.
        Modified the A-C-E Rating Method. If there are no rating factors, but there are screen out
         factors, applicants will be rated for Minimum Quals only. (Also added guidance for setting up
         A-C-E assessments to the Online Help System topic A-C-E Rating Method.)
        Corrected the rating criteria response value edits for the A-C-E rating method. A message will
         now appear when the rating criteria is incorrectly set for Extra Points and Recency questions.
        Import Document: Users will now be provided with a message when importing an
         assessment document that is formatted incorrectly. The message is:
                 Processing found errors in the document you are trying to import. The following
                 questions may have problems in the formatting. Please review the questionnaire
                 formatting for accuracy, make corrections as needed, and re-process the document OR
                 if you would like to proceed to Questionnaire Builder, Click the Continue button.
                 Note: To re-process the document select the browse button and attach the revised
                 document then click the Process button.
7.   Optimization



                                                                                                       17
USA Staffing Online Help System



        Announcement Preview: When leaving the preview page for large announcements,some
         users reported slow response time. This has been optimized to provide a better response time.
        Announcement -- Double Posting: Previously, if users release announcements and then
         clicking on the Update button (within seconds of each other) the job announcement might be
         double posted. This problem has been corrected. If the system now sees the 2nd attempt to
         release the announcement and if the 1st release is still running, the system will automatically
         fail the 2nd posting of the announcement.
        Match Process: The matching of supporting documents and online questionnaire have been
         optimized. Users should see the supporting documents and online questionnaires matched up
         faster.
        Office Name field: Modified the Office drop down box to list offices ordered by organization
         (which would group all of one organization together), then by office Name. The list will show
         the offices grouped by organization and will be in alphabetical order by the office. The Office
         name field is longer. **(Users that are only assigned to ONE office will not see this change)
8.   Reports
        Audited Certificate: Modified the report with the following changes:
                 If no VIN or Customer is selected, only certificates audited within the date range for
                  the user's office are displayed.
                 Customer Name grouping has been added along with customer totals.
                 Report totals header has been added.
                 Header for detail data displays on every page.
                 Sort order: Customer Name, Issue Date, Certificate Name
                 Other Action Code totals now displays values.
                 No Ranking Lists are displayed.
        Notification Letters: Corrected so letters display the preference option selected in the
         Administration area under Preferences/Configuration/Reports. The options include No Rating,
         Eligibility, Raw Score, Augmented Rating.
        Individual Certificate Audit: Previously this report was pulling the wrong series and grade
         information for interdisciplinary positions.
        NOR:
        Certificate: Changed the location of the signature block when the Certificate Order equals
         SSN. The location of the signature block was not consistent when issuing certificates by
         different order types.
        Narrative Report: Corrected the factor sort order for the narrative instructions and
         responses. Previously, the instructions and responses did not print out according to the
         assessment.
        NOR:
                 Removed duplicate text. The NOR previously displayed the heading "Rating Code
                  Rating Message" twice.
                 Modified the "Create Report" form for NORS.
                 Moved the radio button choices "Generated" and "Processed" down to the line below
                  the 3 choices "All", "Not Generate" and "By Date" so they aren't all together on the
                  same line.
                 When the radio button choice "By Date" is not selected, the radio button will hide the
                  buttons for "Generated" and "Processed" and the 2 date choosers.
                 When the radio button choice "By Date" is selected, the Generated and Processed
                  buttons will be visible again.
        Vacancy Tracking: This report is now added into the system. It can be found under
         Reports/Vacancy.
        Test Rating Summary: Corrected the report for A-C-E Rating Method. The report no longer
         displays Transmuted Rating. It displays Quality Level rating and Final Rating.



18
                                                                                         1 Getting Started



         Certification Activity Report: This report is now added into the system. This report is a
          merger of the Citrix Certificate Activity and Certification Status Reports.
         Batch Printing Process Improvements: The following changes were added to Batch
          Printing process.
                  Added Certificate Name to the notification email
                  Added VacancyID as a parameter to the task
                  Displays the VacancyID in the grid on the stored reports page
         Generic Applicant Data Export: Added the record status code pick list to the parameters for
          this export so that users can choose which record status to include in the export.
         Export Improvements: Modified all Exports under Administration to improve performance.
          Previously, an export report processed at the time it was requested and the user had to wait
          until the export was complete before doing any further work in the system. If the export
          contained lots of data, the request would time out before the file could be returned to the
          user.
         The exports now have the same process as reports. The export request will process
         asynchronously on a separate server, and the user can continue working in USA Staffing until
         the export is ready. The export files will be stored, and a purge process will be created to purge
         outdated exports based on a time limit setting in Preferences.
         Generic Certificate Data Export: Corrected this export. Previously, no data was in the
          report. When setting up the criteria for this export, the Vacancy ID is required; Certificate and
          the dates are not required.
9.   Online Qualifications Questionnaire (formerly Online Application)
         Made performance enhancements.
         Fixed a problem where applicants would link their USAJOBS resume to the Online
          Questionnaire and click the Finish button on the Online Questionnaire multiple times, which
          would send the USAJOBS resume multiple times. Now, if an applicant clicks the Finish button
          multiple times, a message will be displayed to them that the Online Questionnaire already has
          been submitted.
10. Fax Cover Page
The Fax Cover Page provided on the Document Upload Service page (at the end of the Online
Qualifications Questionnaire) will now be pre-populated with the applicant's Name, SSN, and VIN,
which will be more convenient for the applicant and should result in more accurate reading of the cover
sheet during processing.
11. Preferences
Modified the Preferences instructions for Configurations/Referral/Certificates Issued. It formerly read
"Enter the number of months for the default time standard for returning Certificates". This was
changed to "Enter the number of days for the default time standard for returning Certificates".
12. Referral
         Modified the Certificate Audit process to handle the following scenario: A certificate had been
          audited and an applicant had been set to "Hired", so the record status was changed to HH.
          Then the certificate was Cancelled, but the audit was changed to "Returned Unused" and did
          not update the record status back to AA. This problem also existed when changing a return
          status of Suspend to Active. The record was remaining in SS when it should have changed to
          AA.
         When reissuing or amending a certificate, the same random number as the original certificate
          will be maintained.
13. DRS Upload
         DRS Upload and Matching - Performance Enhancements
14. Vacancy
         Supporting Documents page: Added instructional text. The instructions say:
         Place a check in the Accept column to accept one or more of these document types.




                                                                                                          19
USA Staffing Online Help System



                Warning: If you have no types checked as Accept before applicant documents arrive,
                 they will all go to the Inactive Holding Area. You would need to provide VIN, SSN,
                 Name, date, and approximate time of submission for Tech Support to locate them.
                If you turn on Resume and nothing else, everything received is treated as Resume, no
                 matter what it is.?
         User will no longer have the option to change the "Accept Multiple Applications" setting after
          applicants have applied.

     Back to top of page.




October 14, 2005
System Login
Changed the USA Staffing Login Screen from User ID to User Name
Administration
Assessment Migration Utility has been added to the Administration Area. This utility allows users to
migrate assessment tools from the Citrix version to the Web version of USA Staffing. Note: See
attached document for instructions.
The Applicant Data by Cert export, used for Written Test vacancies, has been fixed. (499)
The Office and Customer Location tables will now allow apostrophes to be included in city names. (682)
Corrected an error that occurred when users switched between preference levels that required a Search
(Customer, Vacancy, or Certificate).
Agency Document Viewer (ADV)
Batch Printing is available to ADV users. Batch Printing will print all applicant documentation for a
particular certificate. Selecting the Batch Printing button will initiate a print request. Once the request
is complete it will be sent to Stored Reports area where the documents can be viewed and or printed
under the Batch Print Documents report located in the DRS area of Reports. Users will be notified, via
email, that their print request has been received and again when complete.
Announcement
The process that makes specialties and grades available for rating has been changed so that if a grade
is in the Vacancy, but not in the Announcement, that grade is marked as closed unless the applicant is
a delayed filer or a re-opener. Previous to this change, all grades in the vacancy were set as "Open"
even if they were not included in the announcement which made applicants eligible for grades that
were not announced.
Applicant
Corrected an error users received when they navigated away from the Mismatched Documents page in
a VIN that has no mismatched documents.
Changes have been made to the assignment of record status codes to applicants in vacancies with
required documents:
         An applicant with all ineligible ratings will be assigned a record status of "IN" if "Qualifications
          Review Required" is set to "None" or "Eligibles Only", thereby bypassing the "PF" status.
         An applicant with all ineligible ratings will be assigned a record status of "PQ" if "Qualifications
          Review Required" is set to "All Applicants".
         If a "PQ" applicant has any eligible ratings and all documents have not been received, their
          record status will be set back to "PF". (829)
Assessment
Corrected a display problem causing a new row to be inserted when users clicked Save on the
Preparation page of Assessments.
Specific Information, Source Information, and Preparation Documentation for the Questionnaire
component has been pre-populated for Written Test.
The Assessment home page has been changed so that the Delete button is always disabled when an
applicant record exists. This will prevent problems caused when an assessment is deleted while linked
to an announcement in complete status.




20
                                                                                         1 Getting Started


For applicants in assessment test situations, the system will now add a leading 0 (ex: 01, 02, 03, etc.)
so that the alphabetic sort order is correct.
The sort order for rating criteria factors has been fixed to display correctly when there are 10 or more
factors.
A new task based assessment rating method called Custom Task Based has been added to Assessment.
Currently, this rating method is used by Food Safety and Inspection Service (FSIS) only. This rating
method is not available to our regular users without coordinating through the Program Office. If this
assessment type is inadvertently selected the regular task based method will be applied to the
assessment.
Applicant Test Scheduling has been added to the system.
Online Application
The document upload page has been changed to be more user-friendly for applicants and to place fax
instructions further down on the page in order to encourage use of the upload feature.
The Lowest Acceptable Grade (LAG) item on the Online Questionnaire has been changed to a radio
button. This means that applicants will not be able to select a LAG outside the vacancys grade range.
Applicants can now initiate an Online Application using the USAJOBS Control Number.
Referral
Batch Printing is available in the Referral area. Batch Printing will print all applicant documentation for
a particular certificate. Selecting the Batch Printing button will initiate a print request. Once the
request is complete it will be sent to Stored Reports area where the documents can be viewed and or
printed under the Batch Print Documents report located in the DRS area of Reports. Users will be
notified, via email, that their print request has been received and again when complete.
Referral will now verify that each applicant on a stored list should remain on the list before issuing the
certificate. Applicants whose ratings for the criteria were overridden to be ineligible will be removed
from the list.
Referral will now ensure all eligible applicants have a rating record as required by the Ordering Criteria.
If any applicants do not, the user will be alerted that applicants are missing a final rating. Referral will
also perform added checks to help assure that criteria for a stored list or certificate are consistent with
the type of list selected.
Reports
There is a new report type under the DRS button called Batch Print Documents. USA Staffing and ADV
users can now click Batch Print Documents to access their batch files of applicant records for a
particular certificate or stored list. The batch document file is created by clicking the Batch Print
Documents button in Referral under the Certificate item.
The Accession Transaction List report has been corrected.
All email letters to applicants now contain the following automatically generated text: "PLEASE DO NOT
RESPOND TO THIS EMAIL MESSAGE. IT IS AUTOMATICALLY GENERATED. For additional information,
please refer to the vacancy announcement for this position."
The manual correspondence and notification letters have been corrected to remove extra line breaks.
A problem has been corrected that caused the Cancellation Letters report to return blank pages.
The Disposition Letter has been changed to pull all default text items from the Certificate level rather
than the Office level.
The Audited Certs Report works correctly and only requires a date range. Previously users had to run
the report either by VIN or Customer.
The Certificate report works correctly in Stored Reports area.
A change was made to make Acknowledgment Letters process run more smoothly and prevent
timeouts.
Vacancy
Deferred has been added as a new vacancy type. Users will notice that a checkbox for Deferred
appears on the Position Information page under Vacancy. This checkbox can only be selected for
standing register vacancies and is intended to designate that a Deferred Rating process is being used.
Note: If you have questions about the Deferred Rating process contact the Program Office for further
information.
USA Staffing will now treat the appointment type Excepted Service Permanent the same as
Career/Career Conditional with respect to the applicants record status codes.




                                                                                                           21
 USA Staffing Online Help System


 Corrected a problem preventing users from selecting documents on the Supporting Documents page of
 Vacancy.
 USAJOBS Integration
 A change has been made to truncate applicant last names over 20 characters that are passed from
 USAJOBS. Previously, a last name longer than 20 characters caused delays in retrieving the applicants
 résumé.




July 10, 2005


 Agency Document Viewer (ADV)
 Additional security has been added to the ADV. When an ADV user accesses ADV via a certificate-
 specific URL, the system will verify that the logged in user is valid for the specific certificate or request,
 that the user is a Send To Contact for the Request, and that the status of the Certificate is Sent to
 Customer. If these conditions are not met, the user will be taken to the ADV home page.


 Announcement
          The Announcement Information screen has changed. If this feature is de-selected or
           unchecked your vacancy will not accept online applications. (This change was made to
           accommodate one of our customers who have Merit Promotion requirements that do not allow
           for the acceptance of online applications.)
                   A new checkbox called Accept Online Applications is defaulted on (checked).
                   If this checkbox is off (unchecked), the Send applicants to USAJOBS Resume Builder
                    is disabled.
                   If the checkbox is off (unchecked), applicants who try to apply online will see this
                    message in the USA Staffing Online Application: This announcement does not accept
                    online applications.
          A change was made to allow announcements not released to USAJOBS to have extended open
           periods.


 Applicant
          A problem was fixed that incorrectly assigned PJ ratings to some applicant records.
          A problem was fixed that prevented Applicant Flags from being assigned to questions where 0
           was the response value for all responses.
          A change has been made to the main Applicant page. This only affects vacancies with 500 or
           more applicants. When the vacancy has 500 or more applicants the screen shifts into
           alphabetical or SSN order. Applicants are displayed by the first letter of their last name or by
           the first number of their SSN (this change was made on the last update.) The New button is
           enabled to allow users to input a New applicant record from any of the screens. Previously
           users had to return to the first page or A for alphabetical display or 0 for SSN ordered display.
          A change was made that saves changed VINs, when users make corrections to mismatched
           documents.
          The Applicant Documentation form has been changed to display the received date.
          A problem with notes saving has been corrected. Previously, the initial note entry would save,
           but any subsequent entries would not save. The system now saves all note entries.


 Assessment
          After a user copies an assessment, the system will now open the copied assessment instead of
           taking the user back to the original.
          When a user deletes an assessment, if there are no more assessments associated with the
           vacancy, the system will take the user to an empty Assessment Home Page instead of opening
           a new assessment.




 22
                                                                                             1 Getting Started



          A correction was made to ensure that the Up/Down arrows display properly on the
           Questionnaire Builder.
          A second assessment other than Manual type can be paired with a Questionnaire.


Online Application
          A change was made so uploaded document will now process into USA Staffing already
           matched to an applicant record. Previously documentation was going to Mismatched
           Documents file prior to linking with the applicant record.
          The document upload page on the Online Application was also enhanced. Applicants will now
           get real-time confirmation that documents have been uploaded to their records. USAJOBS
           resumes, uploaded documents, and faxed documents will all display on the upload page of the
           Online Application. Faxed documents will show up here once they have been matched.


Preferences
          A new category has been added to Preferences> Default Text> Online Application: Thank you
           message. This change allows users to customize the language displayed to applicants after
           they have successfully completed the online questionnaire and before they proceed to the
           document upload screen. The language can be changed to reflect the agency or organizations
           language or to provide vacancy specific language. The Default text can be customized at the
           organization, Office, or Vacancy levels.


Referral
          Changes have been made to the Certificate Display. The certificate/ranking list template will
           now pull print preferences from the criteria page instead of the template.
                   Two new columns were added to the Certificate display: Veterans Preference and
                    Rating.
                   The competitive certificate type display is now the standard display for all original and
                    supplemental certificates.
                   If items in the print preferences are unchecked, the column header for those items
                    will not display. The other columns retain their positions on the page.
                    Non-traditional certificates will now be titled: Non-traditional Certificate of Eligibles.
          A problem with recompetition was fixed so that when the vacancy is set up to not accept
           multiple applications, the first record is retained and all subsequent records are set to DU
           (duplicate unprocessed) automatically.
          A correction was made to prevent an error when users chose Cut off score as the refer method
           when using Category Rating. This change was made because users set the Categories, in the
           Vacancy area, up with the lowest category above the score of 70. For instance, when the
           lowest category was set to 75, and the cut off score for the certificate criteria was set at 70
           the system would error. Now the system does not error and any veterans with CP or CPS
           preference will float automatically regardless or the lowest Category score entered in the
           vacancy area.


Reports
          Emailed reports, i.e. Notification and NOR letters, will now arrive in user email inboxes in text
           format instead of html format.


Exports
          Modifications were made to the export Complete Applicant Record. The export now contains
           background information, languages, miscellaneous information, special knowledge, availability
           date, other dates, scheduling locations, and job related experience.


USAJOBS Integration




                                                                                                              23
 USA Staffing Online Help System



          A change was made so that the Delete button will be disabled on the Announcement Template
           form if an announcement has been released to USAJOBS or has been marked Complete. This
           change will prevent users from deleting the template without removing announcements from
           USAJOBS.
          A new process will go back to USAJOBS to retrieve Applicant resumes if the first attempt to
           load the resume to USA Staffing fails.
          USA Staffing has made some integration process changes to better identify the source of
           problems when the connection to USAJOBS fails. For users, if adding or updating an
           announcement to USAJOBS fails, an error message will display. An error message also
           displays when a delete fails.
          A change has been made to the process that posts announcements to USAJOBS. Now, when
           only one grade is available in the announcement, USAJOBS will only display one grade. For
           example: instead of 05/05 the announcement will read 05.
          Change made so locations with country designations, such as Overseas Pacific and Overseas
           Atlantic can be exported to USAJOBS.

      Back to top of page.



May 21, 2005


 Administration
            In User Maintenance, a users record now requires a phone number and email address.
 Announcement
          In accordance with USAJOBS requirements, the Open Indefinitely checkbox has been removed
           and the closing date of all announcements must be within one year of the open date.
           Two changes were made to the Complete and Release to USAJOBS checkbox functions: (1)
           the Release to USAJOBS checkbox remains disabled until the Complete edits have run
           successfully (2) when the Release to USAJOBS checkbox is selected the Complete checkbox is
           disabled. This change will ensure users follow the proper sequence when releasing or
           removing a job announcement. Previously this problem caused duplicate job announcement
           exports to USAJOBS and prevented applicants from applying online.
          The Online Questionnaire Tag was corrected so that it will take applicants directly to the
           Online Questionnaire for that VIN.
          Corrected a problem when users tried to delete an Announcement template and re-link a new
           one. This solution will resolve the problems users were experiencing when a template was
           selected and would not link to the announcement.
          An enhancement was made that provides users the option to accept or not accept resumes
           from the USAJOBS Resume Builder.
                1.   The option is located on the Announcement page directly below the Open and Close
                     dates.
                2.   The checkbox is defaulted on and is called: Send applicants to USAJOBS Resume
                     Builder.
                3.   The Resume Email field has been removed.
          If the checkbox is checked, applicants that select the Apply Online button at the bottom of ALL
          announcements will be directed to the USAJOBS login page to select an existing resume or
          create a new one. From there, applicants will be directed to the Online Questionnaire for that
          VIN.
          If you uncheck the box, applicants that select the Apply Online button at the bottom of ALL
          announcements will go directly to the Online Questionnaire for that VIN. Applicants will not
          have the option to submit a resume via USAJOBS Resume Builder.
          Note: If no Supporting Documents are accepted or required, this checkbox will be disabled.
 Applicant




 24
                                                                                                1 Getting Started



          A correction was made to the applicant Record Status Code, when in Duplicate SSN error
           status or PE status. If any additional errors remain in the applicants record it will remain in PE
           status. If the record is correct the RSC will move to AA or IN as appropriate. (398)
          A correction was made to display the Vacancy ID on the Mismatch Assessments and Mismatch
           Documents pages.
          Users can move directly to the Mismatch Documents page from the Applicant Record without
           having to first navigate to the main Applicant page.
          The VA Certification Date field will allow any date. Previously this field only accepted dates
           within the past year.
          Created the Applicant Expire process. This process will move AA status records to EX status
           when the eligibility end date has passed. This process only occurs on vacancies that are setup
           as Standing Registers.
Assessment
          Modifications were made to the Assessment area that allow users to combine Questionnaires
           and Manual assessments and permits them to assign different weights to each component.
          Users can change the rating criteria for Specialized Experience (Question 3-5) in copied ACWA
           Assessments. These questions can also now also be set up as Screen Outs.
Referral
          Non-Traditional certificates display applicants according to the Rank By and Priority Order
           selected.
          A change ensures that the due date is only filled in when the certificate is issued, versus when
           the certificate was first previewed/stored.
          Added a signature line for the Appointing Official below the Selecting Official signature line on
           Certificates.
          Corrected a system error that occurred if Priority order was set to None and/or a cut off score
           was not specified.
          A change ensures that name requests do not float above preference eligibles when both have
           the same final/augmented rating.
          A change was made to the Competitive and Non-Traditional certificates. If a CTAP or ICTAP
           eligible is on the certificate that meets the cut off score, the priority referral candidate default
           text will print on the certificate. Similarly, if no priority eligible candidate exists on the list, this
           default text will not show on the certificate.
          Corrected a problem that would not allow applicants to be certified for more than one series
           under an Interdisciplinary announcement.
          Corrected a problem when using Advance Criteria and selecting Application Receipt Dates.
           Applicants will display on the list according to the receipt date and basic criteria.
Preferences
          Corrected a system error that occurred when selecting a Preference category such as
           Correspondence and trying to assign an invalid Apply Preference Level.
Reports
          When creating a report by SSN, if more than 75 SSNs (Show List button) are selected the user
           will receive a warning message. The system limits the SSN selection to 75 individuals.
          A change was made to improve the performance of Reports and Email. Reports/Email is now
           processed on separate server. All reports Except for Test Rating Summary and Certificate of
           Eligibles will be viewable/printed in the Stored Reports area. When users create a report, they
           will get an email notice that the request has been created and another email that the request
           is complete and ready to preview/print.
        The system is defaulted to purge Stored Reports 3 days after the stored report is created. This
        purge process will run every night at 11:59 p.m. Users have the option to change the number
        of days to purge the Stored Reports in Administration under Configurations, Category=Reports.
        Select the third item in the table, Enter the number of days past to purge stored reports.
        Change the number of days as needed. This Preference configuration only applies at the Office
        level.




                                                                                                                 25
 USA Staffing Online Help System



          The DEU Quarterly Report is now working correctly.
          Some formatting changes were made to the Applicants by RSC Report: margins were
           corrected; LAG, eligibility dates and RSC were moved to the right of the page; the Name field
           was expanded; and the page numbers were fixed.
          The Overdue Cert Report is now working correctly.
          Corrected the Assessment Tool and Benchmark Report eliminating HTML characters.
          Non-Competitive Referral and Merit Promotion Notification letters can be modified and will now
           display the correct text.
          The Merit Promotion Certificate text was modified to remove the SF-39 statement. If users
           would like this text to appear, they can add it to the Default Text in Preferences.
          Cancellation letters will only be printed for AA & IN applicant records.
          Phone numbers will display properly on NORs.
          Availability letters have the same SSN and last name sort features as NORs and Notification
           Letters.
          Eligible rating codes and their descriptions will now display in NORs.
          The Narrative Text report is now working correctly.
 System Performance
          USA Staffing upgraded to a new version of the software used to display tables and grids which
           will improve the time it takes to load pages, sort tables and other common tasks.
 USAJOBS Integration
          The following fields will now display on an applicants resume submitted through the USAJOBS
           Resume Builder: Announcement number, Country of citizenship, Hours per week for work
           experience entries, and Date the application was submitted electronically to the
           announcement.
          Corrected a problem that was causing resumes submitted through USAJOBS to display as
           HTML characters when the file attached to the applicants record in USA Staffing.
          Added Excepted Service Permanent and Excepted Service Term to type of appointment in
           Vacancy and changed the mapping to USAJOBS so that Excepted will display in the search
           results Overview page for job seekers.
          Applicants are now returned to USAJOBS at the completion of the Online Application if they
           click "Return to USAJOBS".

      Back to top of page.



February 2005


 Vacancy:
          Corrected a problem with categories, which prevented users from deleting vacancies.
           Categories will now automatically be deleted when the vacancy is deleted.
 Announcement:
          Performance improvements were made to the Announcement Information form.
          More user-friendly error messages will appear when a release to USAJOBS fails.
          USAJOBS will automatically pull the Promotion Potential. Users will not have to include the
           Promotion Potential/Full Performance Level in the announcement text under the
           Announcement area.
          A correction was made to ensure that announcement text (e.g. Specialty code and default text
           Leave this section blank) displays properly.
          Corrected a problem that caused C-form (i.e., Form 1203 FX) items which showed as
           numbered in the preview to lose their numbering when uploaded to USAJOBS.




 26
                                                                                         1 Getting Started



           Corrected a problem loading contact information into the announcement. (Contacts that did
            not have middle initials were not being TAGGED correctly)
Assessment:
           A problem was corrected when trying to delete a new assessment. Users would receive an
            error message when hitting the delete button. The delete button will be disabled until the user
            clicks Save.
           A correction was made to the specialty code for interdisciplinary assessments. The system will
            automatically assign the correct sequential code for each series.
           A document import processing problem was corrected. When importing a document the
            default scale responses were automatically being selected as valid value. This was not causing
            a problem with the applicants responses or rating, because the Question was not being
            selected as Valid Value.
           The delete button was disabled in ACWA assessments. Users will not have the ability to delete
            questions.
           A correction was made to the applicants ineligible codes. The codes will be assigned in the
            order determined by the user in the rating criteria of the assessment.
           The Assessment Type combo box is now disabled when the Complete checkbox is checked.
Applicant:
           Document Match Process (non-PF records): The performance of the document match process
            for non-PF records was slow. When there were many applicants, the system could not process
            them all quickly enough before a time out would occur. Any documents that were still in the
            queue when the process timed out would not be matched to the applicants record in that
            cycle. A record could potentially be trapped in the queue for multiple cycles.
                   Changes were made to the system to improve the performance of the match process
                    for all mismatched documents.
                   Faxed documents will not remain in Mismatch Documents unless they are truly
                    mismatched due to incorrect SSN or name.
                   Mismatched documents that occur because of differences in the faxed cover sheet
                    information and the Biographic Information contained in their applicant record will not
                    remain in mismatch status once a correction is made.
           Corrected a problem that prevented applicant flags from being saved in an applicants record.
           Corrected a problem with the applicants rating when the IK ineligible code was selected in the
            rating criteria of the assessment.
           An error in the ACWA assessment was corrected. Previously, the assessment would assign an
            EL or ID if the applicant did not respond to Questions 1-17. Also, if an applicant did not
            respond to Questions 17 156, the system was not assigning a score.
           Corrected a problem that occurred when a user or assessment assigned a higher rating at the
            higher grade level than the lower grade. The system defaults to the higher rating for the
            lower grade levels.
           A change was made to show the date an applicant was first determined ineligible and retain
            this date in the applicants record.
           Corrected a problem that caused applicants to show as IN rather than PL in vacancies with
            manual assessments.
           The applicant list has been modified to default to sort by last name instead of SSN.
           The Report Information item has been corrected to insert the type, date, and time a letter was
            either printed or email.
Referral:
           A problem with viewing multistage certificates has been corrected.
           If a user does not insert parentheses around OR statements on the Advanced Criteria page,
            the system will automatically place parentheses around the OR statements in the background
            of the system. This will ensure accurate results pulled from the Advanced Criteria.




                                                                                                          27
USA Staffing Online Help System



          Corrected a problem that was allowing CP/CPS vets who claimed CTAP/ICTAP but did not meet
           the well-qualified score (Final score) to display as a priority referral on certificate. Applicants
           with a final score that it is less than the well qualified score should not be on the Priority
           Referral Candidate List.
          A blank option and additional options were added to the Referral List drop-down so that merit
           promotion referral lists can include all possible noncompetitive referral options.
          A correction was made to remove duplicate names from interdisciplinary certificates.
          A problem was corrected that allowed applicants to appear on certificates even if they were
           ineligible at the specified grade level.
          A correction was made to the process of amending a certificate to ensure the proper record
           status code is applied to an added or deleted applicant when a certificate has been issued.
          A correction to the criteria data controls (e.g. Applicant Referral Status, Certificate Type) now
           disables when the certificate is issued.
          The save button was modified and the AutoSave feature was enabled so when the certificate
           criteria was saved it does not issue a certificate.
Reports:
          The following reports can now be emailed.
                   Notice of Results (NORs)
                   Notification Letter
                   Availability Letter
                   Cancellation Letter
                   Manual Correspondence
          Manual Correspondence letters were corrected and the performance was optimized.
          The System Correspondence Report was disabled. The report was removed from the treeview.
           It was removed from the report manager because it is not a report that the users can run
           themselves. It will be produced via the Auto-Generated correspondence process for applicants
           who are missing documents. We are going to put the report back in Report Manager when
           Auto-Generated correspondence is implemented but when the users click on the report they
           will be automatically taken to the Stored Reports page where their letters will be stored).
           The performance of Notice of Results (NOR), Applicant Narrative, Rating Sheet and Complete
           Applicant Record Printout (CARP) reports was optimized.
          Improvements have been made to the Assessment report parameters. The user will now have
           to insert an assessment number instead of selecting from a drop down.
          Performance improvements have been made to the Acknowledgement Letters.
          The DRS Mismatch Review Report was modified to match the ordering used in the Citrix
           system.
          Notification letters:
                   Notification letters were modified to show only ratings for the grade selected on the
                    certificate, not every grade in the application record.
                   Notification letter templates were updated to show the rating code and rating
                    message on letters to ineligible applicants.
          Errors in the Cancellation Letter Report were corrected.
          A change was made to allow minimum qualifications to display on the Rating Summary
           Report.
          A correction was made to the Assessment Report to accurately display response values.
          The CARP report was corrected to display only active applicants.
          Corrected the Accession Transaction Report which was showing duplicate names.
          Corrected a problem with the display of the Message Code Report. The NOR message codes
           will now display on the report.



28
                                                                                       1 Getting Started



         Vet Preference by Score Report:
                 Corrected an error that prevented use of the report.
                 Corrected an error that displayed duplicates.
                 Corrected report to sort applicants by rating in descending order.
         A new error message was added: Invalid Vacancy for this office. This message will appear if a
          user enters an invalid vacancy when building a report.
         Correction made when Preference level is changed from Organization to Office, the user will be
          able to change the default text for all letters.
Agency Document Viewer (ADV):
         The ADV was modified to provide a Change Password button on the toolbar. This button will
          let the ADV user to change their password at any time.
         Modifications were made to the email that is sent from USA Staffing to the ADV user. This
          email is now consistent with other USA Staffing literature and training materials.
Online Help System:
         When users click Help from the Reports area, they are now taken to the Reports topic of the
          Online Help System.
         When users click Help from the password creation page they are now taken to the Password
          topic of the Online Help System.
Export:
         New exports:
                 Complete Applicant Record
                 Summary Counts by Spec/Grade/Location. This export will count the number of
                  active applicants for each item (either Vacancy or Announcement) by Specialty,
                  Grade and Location.
Search:
         The Customer search was corrected when users search by Organization and/or Agency.

   Back to top of page.



December 2004 and January 2005


 Vacancy:
         Corrected problem related to saving categories in a vacancy.
         Modified the vacancy to allow users to remove a customer assigned to a vacancy at the
          Vacancy level so the user may assign different customers at the Announcement level.
         Modified the message box text that appears when attempting to delete a vacancy that still has
          other items tied to it. The text should be: "Unable to delete this Vacancy. If assessments and
          announcements have been defined, these must be deleted first. Delete in the following order:
           Announcement, Assessment, and then Vacancy."
 Announcement:
         Portions of job announcements were not displaying properly in the USAJOBS preview.
          Sometimes the TAG itself would display (e.g. TAG: Questionnaire) or not appear at all.
         When creating announcement templates, the sequence of steps led users to think their
          modifications to standard templates had been saved when they had not. A change to the order
          of steps made this process more intuitive.
         Corrected the problem that was causing error messages from USAJOBS longer than 350
          characters from being saved properly.
         Corrected problem with USAJOBS exports where user does not understand why the export
          failed because no error message appears.



                                                                                                        29
USA Staffing Online Help System



        For users with View Only access to the Announcement module, on the Preview form, disable
         the "Complete" and "Release to USAJOBS" check boxes.
        Modified the process to populate Image Based Form with the correct Form 1203-FX template
         information.
        System was presenting an error message that states there is a problem in creating the job
         view when an announcement is released and then un-released from USAJOBS. The complete
         box was later checked again to release again to USAJOBS. TSG corrected USAS ROS
         Integration to update the job id on updates to prevent this.
        Modified the announcement template form to disable the level radio buttons as well as the
         combo box to prevent problems with saving.
        Modified the process of passing announcement information for interdisciplinary jobs to USA
         Jobs. Before this change, say there was an interdisciplinary vacancy which covered series
         2210 and 2211; a job search on USA Jobs would only find the first series. Now the search
         would show both series because there would now be an announcement listed for each series.
 Resumes:
        Duplicate USAJOBS resumes are loaded via DRS if the applicant begins multiple online
         application sessions. New ticket was opened to investigate problems with changing resumes
         prior to the final submit.
        Because the resumes will now be stored as HTML, USAJOBS resumes will never appear as a
         mismatch and there will be only one per submitted application.
 Assessments:
        Modified the text on the message that appears when opening HR Manager to: "HR Manager
         will open in a new window. To end your HR Manager session, close its window by clicking the
         X in its upper right corner. USA Staffing will continue to run underneath HR Manager until you
         click Logout."
        Corrected a problem where users were able to add responses for Questions 6 - 156 in the
         ACWA Assessment. Now, if the assessment is marked ACWA, in the questionnaire builder the
         NEW and DELETE buttons to add responses are grayed out.
 Applicants:
        Corrected the Applicant Assessment Information form so that users can add a specialty to a
         record that has the "At least one specialty is required" error.
        On the applicant assessment information form, if a user attempted to override the rating for
         multiple specialty/grades, only the last override was being saved. The form was modified to
         save all override actions.
        Corrected a problem with the applicant records were not matching with their supporting
         documents.
        Modified the assessment information form to allow users to set the filer status for applicant
         records.
 Applicant Load:
        Changes were made in the C Form load process to correct an issue that put applicants with
         invalid military dates in PE status. Now, the C-Form load process will load a record with no
         military date errors if the dates are valid and will load it with errors if the dates are invalid.
 Applicant Match Process:
        The match process was corrected because applicants that submitted documents for more than
         one Vacancy ID sometimes had documents from multiple vacancies attached to one
         application, leaving the application for the other vacancies incomplete.
 Document Repository System (DRS):
        Modified the DRS Load process to update the status from PENDING to PROCESSED after each
         document is loaded to the appropriate table.
        Upgraded the software used for the verification process to allow more TSG staff to verify
         documents as they are faxed in.
 Online Application:
        Modified the Privacy Statement text that is displayed at the end of the online application.



30
                                                                                             1 Getting Started


 Rating:
           Improved the performance of rating applicant records.
           Corrected a rating problem for applicants who skip questions in the questionnaire.
           Modified rating process to assign IH ratings for non-citizen applicants based on their response
            to the citizenship question established in the announcement.
Referral:
           Improved performance for pulling lists of applicants when issuing certificates.
           Modified the Issue Certificate function to pull all veterans above the cut score for proper
            ordering if applicants are tied.
           The return date (due back date) for certificates was not displaying on the Adobe preview and
            printed copy of the certificate.
           Corrected a problem that occurred when entering the number of names requested for a
            certificate
Agency Document Viewer (ADV):
           Modified the ADV so that all customer contacts with ADV access for the customer tied to the
            specific certificate request can view the certificates through the ADV. The system will no
            longer limit this to the four names that can be entered in the "Send To" contacts field on the
            Request page.
Reports:
           Rating Summary Report: Applicants with XP vet preference were not displaying as Vets on the
            Rating Summary Report.
           Applicant Report: Modified the Applications Pending Review Report to correct an error when
            the users tried to display it.
Advanced Search:
           Modified the applicant search to restrict the results to applications in the current office.
           Corrected an error on the customer search: if a search was done where both the Organization
            and Agency combo boxes have values in them and then user tried to remove the selection
            from the organization combo box, they received an error message.
Customer:
           Improved system performance on the Customer List screen.
Telecommunication:
           Enhanced bandwidth by moving from a T1 line to a fractional T3 (16 times the capacity of the
            T1).



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                                                                                                             31
USA Staffing Online Help System




Instructions for Administrators
This topic pertains only to persons designated as Administrators for USA Staffing.
As an Administrator, you have certain responsibilities to perform before your users can work in USA
Staffing. You manage each user's access to USA Staffing by assigning Permissions Profiles. You also
manage default settings for preferences and default texts.


Follow the steps on this page to set up USA Staffing for your users:
        Assign Permissions Profiles to your users.
        Set Preferences.
        Set Default Texts.




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                                                                                        1 Getting Started




New Terms and Concepts
Topic Map
               Terms that are changing
               Terms for new features and capabilities
               Social Security Number changes
               One Vacancy (Staffing Action) with multiple Announcements and Assessments



This Help topic is for the benefit of people who are used to using the old USA Staffing. The features you
have been using in the old USA Staffing are still here in the new system. In some cases, however, we
have changed the way we talk about them to reflect the current reality and to make the system easier
for everyone to understand and talk about clearly. Also, there are new terms used with new features
we have added.




Terms that are changing
Here are some terms that are being used to make USA Staffing simpler to understand.


Old Term           New Term                          Explanation
  Vacancy             Staffing Action record         The word "vacancy" had several meanings
                                                     depending upon context, and this caused
                                                     confusion. We are transitioning to the new
                                                     term. For the time being, we use both terms
                                                     together to make clear what we mean.


Assessment                 Assessment               "Assessment Tool" became synonymous with
   Tool                                              "questionnaire". The new terms reflect the
                           Assessment Plan          many new assessment types that USA Staffing
                                                     supports, as well as the process for managing
                           Assessment
                                                     them. This is important because now you can
                            Template
                                                     combine multiple Assessments and weight
                                                     them. More details.
   FTVA                Job Announcement              The new term, Job Announcement, is simpler,
                                                     better reflects current reality, and is consistent
                                                     with USAJOBS usage. "FTVA" stood for Full
                                                     Text Vacancy Announcement and used to
                                                     distinguish it from a much shorter version, but
                                                     this is a meaningless distinction today.


  Module                   Work Area                "Module" once reflected the distinct parts of
                                                     the program as they were previously
                           Page                     constructed. Now, the menus and pages in
                                                     USA Staffing clearly identify their purpose, and
                                                     make it simpler to locate what you need. It is
                                                     no longer necessary to know what "module"
                                                     you need to be in to do your work. More
                                                     details.


  Office to             Office Connection            You no longer log in to a particular office, and
 which you                                           you can now switch back and forth between
 are logged                                          offices at the click of a mouse by changing
      in                                             your Office Connection. When you log in to
                                                     USA Staffing, you will automatically have the




                                                                                                          33
USA Staffing Online Help System



                                                      same Office Connection you had when you
                                                      ended your last session. More details.


Certification                   Referral              USA Staffing handles a wide range of referral
                                                      list types, including non-competitive, and merit
                                                      promotion. Some lists are issued ahead of the
                                                      final referral and are used in the rating
                                                      process. The new term better represents the
                                                      current reality.


     Global            Organizational Library         As in the past, the ability to use assessments
     Library                                          stored in the library is restricted to members
                                                      of the organization in which the assessments
                                                      were created. The new term makes more clear
                                                      that the assessments created in an
                                                      organization remain private.


 Applicant                  Applicants pages          Functions previously performed in Applicant
Data Utility                                          Data Utility are now performed on Applicants
                                                      pages in the Staffing work area.


Generic TAP                                           Generic Telephone Application Processing has
                                                      been discontinued in favor of newer
                                                      technology.


Production                     Complete               In earlier versions, an Assessment Tool was
  Mode                                                put into Production Mode in order for it to be
                                                      used. Now, the Assessment Component is
                                                      marked Complete, meaning that all required
                                                      parts have been completed, it has been tested,
                                                      and is ready for use to rate applicants.



     Back to top of page.




Terms for new features and capabilities
 There are some new terms you will want to know as you become acquainted with new features we
have added.


          Session History: USA Staffing keeps track of the VINs (Staffing Action records, Vacancies)
           you have worked on in the current session and keeps a list of them in a handy place at the top
           of the menu. More details.
          Permissions Profiles: Your Permissions Profile defines what you have permission to do in
           USA Staffing. More details.
          Basic and Advanced Searches: You can specify your search terms in Advanced Search, or
           try a quick Basic Search. More details.
          Document Upload Service (DUS): Applicants who use the Online Application to apply are
           invited to upload electronic copies of any of the documents you permit or require. More
           details.
          Agency Document Viewer (ADV): This feature gives you and other duly authorized people
           in your organization the ability to view referral lists and applicant documents online. More
           details.



34
                                                                                       1 Getting Started



        Document Repository System (DRS): This is the warehouse where electronic copies of
         documents applicants submit are stored for viewing in Agency Document Viewer.
        Narrative Text Questions:You can add text boxes to your Online Application Questionnaire
         to give applicants space to write from a few sentences to a few pages. More details.
        Workgroups: You can designate in USA Staffing that individual staff members belong to a
         workgroup, and track workload by workgroups instead of by individuals. More details.
        Preferences: Your USA Staffing Administrator can manage default texts and many other
         configurable items for you Organization or Office. More details.
        Pre-cert: USA Staffing can produce a referral list that shows the names of eligible applicants
         pending further assessment. Because this list is issued ahead of the final competitive
         certificate, it has the nickname "pre-cert".
        Category Rating: Category rating may be used in lieu of a numerically ordered certificate of
         eligibles. USA Staffing supports a variety of category rating methods that are authorized under
         Section 1312 of the Homeland Security Act of 2002 (P.L. 107-296), codified at 5 U.S.C. 3319.
         More details.
        Work Areas and Pages: All work in USA Staffing is done on pages that you go to by
         selecting them from a menu. Pages are grouped into one of three work areas -- Staffing,
         Reports, and Administration. More details.


USA Staffing now fully supports the new format for job announcements in USAJOBS. The various new
templates and tools you will use to get the most out of this powerful new capability are described in the
Announcement topics. More details.

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Social Security Number changes
It is now possible for you to modify an applicants Social Security Number to correct errors. More
details.

   Back to top of page.




One Vacancy (Staffing Action) with multiple Job
Announcements, Assessments, Referrals
The Staffing Action record (or Vacancy) is the key record of the staffing process.
        Job Announcements: You can have multiple Job Announcements tied to the same Staffing
         Action (Vacancy) record, although only one of them may have an open period at a time.
        Assessments: You can also have multiple Assessments linked to the Vacancy (Staffing
         Action) record, each of them being for different series, specialties, or grades.
        Referral Lists (Certificates): You can issue multiple referral lists against multiple requests,
         all belonging to the same Staffing Action record (Vacancy).

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                                                                                                      35
USA Staffing Online Help System




36
                                                                                             1 Getting Started




Training Materials and Documents
Topic Map
               About Training Materials and Documents
               Training Materials
               Copy of the Online Help System



About Training Materials and Documents
Using the links in this topic, you can obtain a copy of the documents used in the current training for
new users in the format of a Word document. You can also obtain a document that is a copy of this
Online Help System.

   Back to top of page.




Training Materials
The Participant Guide is available for download. Simply click on the link to begin the download of the
file(s) you desire. All files are in Word document format.
        All files for all sections of the Participant Guide in a single ZIP file. (39 MB)
        Section 0 - Introduction (Training Agenda, Ground Rules) (159 KB)
        Section 1 – Overview of System (Login/Logout, Navigation, Customer Maintenance, Online
         Help, Reports) (3.5 MB)
        Section 2 – Staffing Area (Vacancy, Assessment, Announcement, Referral) (13 MB)
        Section 3 – Administration (Template Library, Maintenance, Preferences) (8 MB)
        Section 4 – Appendices (20 MB)

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Copy of Online Help System
Download the Word document for this build of Help.
(Note: This file is approximately 10 MB. You can view it in MS Word, or print all or part of it. It is
approximately 500 pages. More details.)

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                                                                                                           37
USA Staffing Online Help System




Getting More Help
Topic Map
              How can I learn more about features in USA Staffing?
              How can I report problems or ask questions of OPM experts?
                What is FootPrints?
                What can FootPrints do for me?
                When should I use FootPrints?
                How do I get started?
                How do I create a ticket in FootPrints?
                Can I just send an email message instead?
                        Why should I log in to FootPrints if I can just send an email message?
                I forgot my password for FootPrints. What do I do now?
                Why do I get "append error" when I reply to a ticket via email?
                I have a new FootPrints account, but I keep getting logged in to my old one before I
                   can even enter my new User ID and password. Why?
                What if I encounter other problems using FootPrints?



How can I learn more about features in USA Staffing?
This Online Help System is an excellent resource for you to stay informed of all the features in USA
Staffing and how to use them.
         Using Help
         Take a Guided Tour
In addition, watch for announcements about User Group meetings, briefings, Web seminars, and online
tutorials.

     Back to top of page.




How can I report problems or ask questions of OPM experts?
The USA Staffing Help Desk, powered by FootPrints, is available 24 hours a day, 7 days a week, to help
you get answers to questions and to resolve technical issues that surface.
You can use FootPrints two ways -- by logging in using your Web browser, and by sending an email. To
start a FootPrints session, simply click this link or copy the URL to your browser location bar:
http://eshelp.opm.gov. If you are unfamiliar with FootPrints, please continue reading below.

     Back to top of page.




What is FootPrints?

FootPrints is the fully Web-based award-winning Help Desk management system for users of the USA
Staffing Help Desk. The OPM USA Staffing team has selected FootPrints to provide you with the best
possible service.



38
                                                                                         1 Getting Started



What can FootPrints do for me?

         FootPrints is open for business 24 hours a day, 7 days a week.
         It features a Knowledge Base of Solutions that you can search or browse to find the
          answers to your questions.
         If you don't see the answer to your question in the Knowledge Base of Solutions, you can
          open a Help Desk ticket.
         Creating a new ticket is as easy as filling out a simple online form. FootPrints fills out much of
          the ticket for you. Or you can send an email message to the special Help Desk address.
         Once you click the GO button to submit your ticket -- or when FootPrints receives your email
          message -- FootPrints logs it in and sends you an email to confirm. This email tells you your
          ticket number and the status of the ticket.
         FootPrints automatically assigns the ticket to an OPM Help Desk Agent, and notifies the Agent
          so the Agent can promptly begin work on your issue.
         FootPrints emails you an update every time the status of your ticket changes, so you always
          know the progress being made.
         If you want to add more information, simply reply to any of the email messages FootPrints
          sends. Or, you can return to the FootPrints Web page.
         You can view tickets you and your colleagues have submitted in the past to see how they were
          resolved.


When should I use FootPrints?

 Any time you have a USA Staffing question, problem, or enhancement suggestion, FootPrints is the
 ideal way to register it for timely action.

    Back to top of page.




How do I get started?

 It's easy! Using your Web browser, go to http://eshelp.opm.gov. On your first visit, you will need to
 register as a new user by clicking the link that says, "Sign Up Here." You'll be asked to provide some
 information about yourself for contact purposes so that we can correspond with you.
         Please use all lowercase letters in your email address.
         Your email address will become your USER ID for future visits.
         You will make up your own password.
 Once you've completed the quick registration process above, you'll be on the FootPrints Home Page.
  From the Home Page, you can see the Solutions in the Knowledge Base and look for an immediate
 answer to your needs.

    Back to top of page.




How do I create a ticket in FootPrints?

 To submit a request for help, click on   Submit Request to create a ticket for the Help Desk staff to
 follow up. The ticket form is simple:
     1.   Type in a Title. This will appear as the subject of email you receive from FootPrints.
     2.   Select a Priority level.
     3.   Review your contact information to make sure it is still correct.



                                                                                                         39
USA Staffing Online Help System


     4.      Under Ticket Information, select the Type of Ticket and enter the Office to which you belong or
             are connecting. If your ticket pertains to the records of particular applicants, enter the SSNs
             and/or names of the applicants in the boxes provided.
     5.      In the Description box, type as detailed a description of the problem as possible, including as
             best as you recall, the steps you took that led up to the problem. Do not type the names or
             SSNs of applicants in the Description box, because its contents appear on email
             messages that will be sent to you, and email is not secure. Always use the boxes
             provided for SSN and applicant names to provide applicant information.
     6.      Optionally attach any files you may wish the Help Desk team to review.
     7.      Click the GO button to submit the ticket as a new request.

     Back to top of page.




Can I just send an email message instead?

Why should I log in to FootPrints if I can just send an email message?
             When you log in to FootPrints, you may be able to find an immediate answer in the
              Knowledge Base of Solutions without even having to create a new ticket.
             When you log in to FootPrints, you can see your current and old tickets and any tickets
              submitted by other users in your Organization, if they have enabled this feature. You may
              discover that someone has already asked the same question or reported the same difficulty.
              If a Global ticket has been opened because the same issue affects many users, you can
              easily subscribe to the Global Ticket and be notified when the problem has been solved.
             The Message of the Day may alert you to any known issues.
             You should always log in to FootPrints instead of sending an email when you are providing
               applicant SSNs or Names.
             When you create a ticket by logging in to FootPrints, you can set the Priority and the Type of
              Ticket. FootPrints will immediately route the ticket to the proper team based upon your
              selections. This feature is not available if you create the ticket by sending an email message.

     Back to top of page.


After you have logged in to FootPrints at least one time to create your user account and provide your
contact information, you can create new tickets by sending an email message to usas-help@opm.gov.
In the body of your message, you should provide all the same details normally provided on the online
form, including:
            Whether you are submitting a question, suggestion, or a report of a problem.
            Which version you are writing about -- the new Web version or the old Citrix version.
            If you are reporting a problem:
                     Provide as much detail about the steps you took prior to the problem occurring.
                    If there was an error message, quote it or paste it into your email, or attach it to the
                     email.
                    Provide the VIN, Assessment ID, or Job Announcement number as may be
                     appropriate for the Help Desk team to locate the record you are talking about.
                     State the Office to which you belong or are connecting.
                    Never send applicant names or SSN's via email. Email is not secure and can
                     be intercepted by unauthorized persons, with a potential for privacy
                     violations and identity theft. When you need to discuss particular applicant
                     records, always log in to FootPrints via your browser and create the ticket
                     online, so that privacy is protected.
                     Indicate the level of urgency you feel is involved:




40
                                                                                       1 Getting Started



                            nice to have, but not needed
                            needed
                            urgent
                            critical
        Be sure to provide current contact information unless you are sure that your current contact
         information is already in your Contact record in FootPrints.
        Note: When you create a ticket via email message, it is initially assigned a priority level of
         "Needed". If the body of your message indicates you feel the is Urgent or Critical, a member
         of the USA Staffing Help Desk team may change the priority level.
        Note: For faster attention, it is advisable to log in to FootPrints to open a new ticket. When
         you select the Type of Ticket, FootPrints routes the ticket immediately to the correct team for
         response. On the other hand, when you create a new ticket via email message, it is not
         assigned until a team member reads it and assigns it.

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I forgot my password for Footprints. What do I do now?

You can reset your FootPrints password by yourself instantly. You can also opt to send an email instead
of logging in.
To reset your password, follow these steps:
    1.   Go to the regular FootPrints login page at http://eshelp.opm.gov.
    2.   In the box for User ID, type your full email address.
    3.   In the box for Password, type an x.
    4.   Click the   Login button. FootPrints will display an error message page like the one in Figure 1
         below.




             Figure 1: The FootPrints login error page.


    5.   Click the link that says Forgot Password?; there is no need to fill out anything else on
         this page. FootPrints will display a page on which you must answer the question you chose for
         this purpose when you first created your account. An example is in Figure 2 below.




                                                                                                        41
USA Staffing Online Help System




               Figure 2: The FootPrints password retrieval page.


     6.   Type in the correct answer to the question. It must match the answer you gave when you
          created your account. It is case sensitive. When you provide the correct answer, FootPrints
          will email you a new password within a few minutes.
     7.   When you receive the email, use the new password to log in.


You can change your password yourself from the one you get in the FootPrints email. To do this, follow
these steps:
     1.   From the left menu in FootPrints, click on My Preferences. FootPrints will display the
          preferences page, which looks like Figure 3 below.




               Figure 3: The My Preferences page is where you change your password.


     2.   In the New Password box in the first section of this page, type the password you would like
          to have from this point forward. Type it a second time in the New Password Again box.
          Note: "New Password" in this context means the password you are now choosing, not the one
          FootPrints may have just sent you in an email.
     3.   In the Apply Changes section at the bottom of the page, you must type your current
          password in the Password box before clicking GO. Your current password is the one you used




42
                                                                                          1 Getting Started



         to log in to this session of FootPrints. Then click the   GO button, and follow any directions that
         appear on screen.

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Why do I get "append error" when I reply to a ticket via email?

 "Append error" is FootPrints' way of saying the email address on the "From" part of your message does
 not match the email address of the owner of the ticket. Since the email addresses don't match,
 FootPrints considers you an intruder, and will not accept the incoming email message to update the
 ticket.
 This can occur if you have had more than one email address. (This is common for OPM users, for
 instance, who used to have email addresses in the form of bsmith@opm.gov but now have them in the
 form of bob.smith@opm.gov. While it may be possible for you to receive messages that are sent to you
 using the old form of your address, when Outlook sends messages from you, it always identifies you
 using the new form of your address.)
        To reply to a FootPrints message you receive for a ticket created on an account with
         an email address different from your current one:
              1.   Log in to FootPrints using as your User ID the email address you used when you first
                   created the ticket.




              2.   Click   View My Requests --                           .
              3.   On the list of your tickets that FootPrints displays, locate the one to which you wish
                   to reply.
              4.   If the ticket is still open, you can edit it and add your comments or reply to
                   questions. Click for the Edit button at the top of the page --



                                                      . You can also close the ticket by clicking the
                   Close button. (If the ticket is closed, you will not be able to reply; create a new
                   ticket instead.)
        To prevent append errors on future tickets: If you log in to create your new tickets,
         always be sure to use an account for which the FootPrints User ID is the same as your actual
         email address. If your email address gets changed, then you need to create a new FootPrints
         account. To do this, follow these steps:
              1.   Go to the FootPrints login page at http://eshelp.opm.gov.
              2.   Click   New Users Sign Up Here at the very bottom of the page.
              3.   Complete the registration form and click   GO.




                                                                                                            43
 USA Staffing Online Help System


               4.    Always log in to your new account with your current email address when creating
                     new tickets. You can still view old tickets created on your old account by logging in to
                     your old account, but do not create new tickets from your old account.

   Back to top of page.




I have a new FootPrints account, but I keep getting logged in to my old one
before I can even enter my new User ID and password. Why?

 This happens because you once upon a time clicked the check box on the FootPrints login page that
 says Remember my ID and password. FootPrints created a cookie, and your browser is reading that
 cookie to automatically log you in.
 To prevent this, delete the cookie. In Internet Explorer 6, you cannot delete a single cookie; you can
 only delete all cookies, and this may affect other Web sites you visit. To do this, follow these steps:
      1.   In Internet Explorer 6, click   Tools on the top menu bar.
      2.   Click   Internet Options.
      3.                                             General tab to bring it to the top.
           If the General tab is not on top, click the

      4.   In the middle of the dialog box, in the Temporary Files section, click Delete Cookies, and
           click OK when asked to confirm.
 You should now be able to log in the normal way by going to http://eshelp.opm.gov.

      Back to top of page.




What if I encounter other problems using FootPrints?

 FootPrints has a very good track record. However, if you experience difficulty using FootPrints, send an
 email to David Nason at dpnason@opm.gov .

      Back to top of page.




 44
                                                                                    1 Getting Started




Logging In to USA Staffing
Rules of Use
This U.S. Government system -- USA Staffing -- is to be used by authorized users only. Information
from this system resides on computer systems funded by the Government. The data and documents on
this system include Federal records that contain sensitive information protected by various Federal
statues, including the Privacy Act (5 U.S.C. 552a). All access or use of this system constitutes user
understanding and acceptance of these terms and constitutes unconditional consent to review and
action by all authorized government and law enforcement personnel.
Unauthorized user attempts or acts to (1) access, upload, change, or delete information on this
system, (2) modify this system, (3) deny access to this system, (4) accrue resources for unauthorized
use or (5) otherwise misuse this system are strictly prohibited. Such attempts or acts are subject to
action that may result in criminal, civil, or administrative penalties.




                                                                                                    45
USA Staffing Online Help System




User Name

OPM's USA Staffing Program Office assigns all User Names. Your User Name has been assigned to you
to identify you as a unique individual authorized to log on to USA Staffing.


The format of your User Name is as follows:
        All users except OPM employees: Three letters that designate your agency, plus the initials
         of your name. If you do not provide a middle initial when we obtain information to set up your
         account, the letter "X" will be used as your middle initial. (Example: DHSJXD).
        OPM employees: First Initial, Middle Initial, First 6 characters of Last Name. (Example:
         SLMEADOW)




          User Names are not case sensitive, but passwords are. User Names must not contain
           punctuation, but Passwords can.




46
                                                                                       1 Getting Started




 Password
 Topic Map
               Security Precautions
               Forget Your Password?
               Initial Password and Reset Password
               Password Rules




Security Precautions

 Your password is for your use alone. Keep your password secret. This will help assure that no one gains
 unauthorized access to the system or the information in it, which is protected by the Privacy Act.
 If you think that someone else may have found out what your password is, change it immediately.
 If you enter your password incorrectly 3 times in a row, your account will be locked out for 30 minutes
 as an added security measure.

    Back to top of page.




Forget Your Password?

 If you have forgotten your password, you can ask your USA Staffing Administrator to reset it for you.
 Your Administrator can also unlock your account so you can log in immediately.

    Back to top of page.




Initial Password and Reset Password

 Your initial password is your last name, with normal capitalization. You must change this password the
 first time you log in.
 If your USA Staffing Administrator resets your password, it is set back to your last name, with normal
 capitalization (e.g., Smith -- not SMITH or smith). You should log in immediately and change it to
 something difficult to guess, so that the account is kept secure.

    Back to top of page.




Password Rules

 USA Staffing passwords must be complex so that they are not easily guessed.
         Your password must contain a minimum of 8 characters.
         Your password must include at least 3 of the following 4 attributes:
                  Upper Case (A-Z)




                                                                                                         47
USA Staffing Online Help System



                  Lower Case (a-z)
                  Numbers (0-9)
                  Special Characters (#@$%&*+=*?{}[]<>:")
         Your password may not contain your User Name or any part of your full name.
         You must change your system password every 60 days. The system will notify you when it is
          time to change your password.
         The system will remember your password for 6 uses. You may not re-use your password until
          you have used 6 other passwords.

     Back to top of page.




48
                                                                                    1 Getting Started




Change Your Password

To change your password at any time, follow these steps:


       Click   Administration on the top navigation bar.
       Click the white   Maintenance button on the left navigation panel.
       Click   User Maintenance on the left navigation panel.
       Locate your name on the User List. (You can use the scroll bars to scroll up and down.)
       Click the word    Edit on the row where you see your name. This will display the User Edit
        page. The Change       Password button is on the bottom of this page, and you may need to
        scroll down to see it.
       Click the   Change Password button.
       Enter your current password, and then your new password twice, in the boxes provided. Your
        new password must conform to the Password Rules.




          You can only directly change your own password. If you open another user's record for
           editing, you can only reset the password, which gives that person an opportunity to
           create a new password the next time he or she logs in.




                                                                                                  49
USA Staffing Online Help System




Time-Out

As a security measure, USA Staffing monitors to see if your session is active. If your session is inactive
for a set period of time, the system will "time-out". Once the system has timed-out, no further work
can be done until you enter your password again.
To keep your session active, you must be doing more than just typing. You need to click at least once
every 60 minutes on a menu item or on one of the following types of buttons: Save, Cancel, Next,
or Previous. If you are typing a large section of your announcement,       Save would probably be the
most convenient to click, since it will keep you on the same page.




50
                                                                                      1 Getting Started




Going Places in USA Staffing
Going Places in USA Staffing


          To return to a previous page, you can use your keyboard's Backspace key. If you have
           entered data on a page, Save or Cancel your work before using the Backspace key.
           Your work is automatically saved when you click a   Next or Previous button on the
           page.




With the navigation bar across the top of the page, you can:


                Perform searches -- basic and advanced
                Change your Office Connection.
                Select one of the 3 Work Areas:
                         Staffing. When you first log on to USA Staffing, this is the Work Area that is
                          already selected for you. It is where you perform most of your day to day
                          work with your Staffing Actions (Vacancies), Assessments, Job
                          Announcements, Applicants, and Referrals.
                         Reports. Select this Work Area from the top navigation bar when you wish to
                          generate and view reports.
                         Administration. Select this Work Area when you need to perform
                          administrative tasks such as adding or modifying Users, Customers, or
                          Customer Contacts; working with your Organization's or Office's Preferences
                          or Permissions Profiles; importing or exporting data; or managing template
                          libraries or financial records.
                Access online Help, including tutorials and the USA Staffing Help Desk powered by
                 FootPrints.
                Logout of USA Staffing.




                                                                                                      51
USA Staffing Online Help System




Work Areas, Smart Menus and Pages in USA Staffing
Topic Map
               About Work Areas
               Going to a Work Area
               Menus on the Left Panel
               Smart Menus and Pages: a pathway through a staffing action
                        The Staffing Work Area menu
                        The Reports Work Area menu
                        The Administration Work Area menu




About Work Areas and Pages

All work in USA Staffing is done on pages of the system, each page corresponding with an item on the
menu on the left side of the window. All of the pages are in one of three work areas:
         The Staffing work area is where you will perform most day to day work, including:
                  Setting up a Staffing Action (or "vacancy ")
                  Creating the assessment plan
                  Building and publishing the job announcement
                  Managing applicant records
                  Referring candidates
         The Reports area is where you will generate reports.
         The Administration work area is where some users will go to perform work that affects a the
          default settings for a whole organization or office, including:
                  Managing default templates.
                 Maintenance of records of customer , offices, locations, and users, as well as
                  management of permissions profiles and workgroups
                 Configurations and defaults for text, applicant flags, notices of results, and screening
                  elements
                  Financial data
                  Importing data from other systems, and exporting data to other formats


Access to the Administration work area is controlled by Permissions Profiles, which your Administrator
for USA Staffing manages. The Administration work area may not be available to all users.
Many of the settings in the Administration area serve as defaults, but you can override them in the
Staffing work area for particular customers, certificates, or Staffing Actions (vacancies).

     Back to top of page.




Going to a Work Area




52
                                                                                      1 Getting Started




Above is a picture that shows the top navigation bar, with an enlargement of the three buttons you use
to change work areas. When you change work areas, the menus on the left side of the screen change
to reflect the actions you can perform in that work area. The work area button you clicked changes
color to show where you are, as in the picture below. By default, the Staffing work area is selected
when you log in to USA Staffing.




   Back to top of page.




Menus on the Left Panel

Below are the pictures showing the white menu buttons the belong to each work area. When you click
on a white button, the menu expands to show you the pages you can go to, to manage that part of the
process. The menu option you most recently selected will be highlighted to show you where you are.




View Flash movie.

   Back to top of page.




Smart Menus and Pages: a pathway through a staffing action

The Smart Menus of the Staffing work area are arranged in the order of the steps you would normally
take to complete a staffing action from start to finish. The Smart Menus are aware of the work you
have already completed, and guide you from one step to the next. This makes it easier for a person
who is unsure what to do next, and is especially helpful in a team environment, where different people
may be responsible for completing certain steps. However, you need to be aware of the fact that the
system is doing some thinking for you, so that you are not surprised when the system takes you to a
page other than the one you selected from the menu.
Note these features of the Smart Menus in the Staffing work area:
       Many pages contain a Next button to take you to the next step typically taken. In a few
        instances, the only way to get to a page is to click Next from the page before it. For example,
        you can only get to the Ordering Criteria page on the Referral menu by clicking Next on the
        Request Information page.
       If you click on a menu to take you to a particular page, the Smart Menu checks to see if you
        have completed pre-requisite pages. If not, the Smart Menu will take you to the place you
        need to be to resume your work in order to get to the page you selected on the menu. For
        example, if you click on Questionnaire Builder, the system checks to see if you have set up an
        Applicant Questionnaire type of Assessment. If not, it takes you to the Assessment
        Information page where you can do that first. Then you would click Next to provide the
        Specialty and Grade. Then you would click next to get to Questionnaire Builder, as you initially
        intended.




                                                                                                      53
 USA Staffing Online Help System



          The system will automatically save your changes on a page when you select a new page or
           click Next or Previous. If required fields have not been completed, however, you will be
           prompted to finish them before you leave the page. (Click Cancel if you wish to leave the page
           immediately and lose unsaved changes.)
          The system is aware of whether there is only one possible record you have in mind or many
           from which you must choose. If there is only one possible record, it takes you to that record
           directly. But if you might be working with one of many possible records, the system will take
           you to a list of the records first. For example, you can have multiple Job Announcements for a
           given VIN. The system will respond differently when you click the white Announcement button,
           depending upon the situation. In this example, the following may happen:
                  If for the VIN, you have previously created no Job Announcements or only one, the
                   system presents the Announcement page, where you can create one or modify the
                   existing one.
                  If for the VIN, you have created multiple Job Announcements, the system will present
                   you with a list of all of them from which you must pick the one you intend to work on.
                   (There is also a New button so you can create a new one at that point.)

      Back to top of page.




The Staffing Work                                   Area menu

 When you click on a                                white button on the menu, the links to related pages
 appear below it. For                               example, in this picture, you see that you can click
 on Position Information                            to get to the Position Information page.

      Back to top of page.




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                                                              1 Getting Started



The Reports Work Area menu


In the Reports Work Area, each white button on the menu bar links you to
reports pertaining to the topic on the button.

   Back to top of page.




The Administration Work Area menu

When you click on a white button on the menu, the links to related pages
appear below it. For example, in this picture, you see that you can click on the
Maintenance white button, and then you can select Customer Maintenance to
get to the Customer Maintenance page.

   Back to top of page.




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                                                                                      1 Getting Started




Searches
Topic Map
              About Searches
              Advanced Search forms
                                What is a Partial Search?
                       User
                       Customer
                       Vacancy
                       Applicants
                       Assessments
                       Job Announcement
                       Announcement
                       Referral Request
                       Referral Certificate




About Searches

There are two levels of search -- basic and advanced.
       Basic Search: Type a number or name in the text box on the top navigation bar and click the
        Go button. The system will look for matches based upon where you are in the system at
        them moment. For example, if you know the Vacancy ID number for the Staffing Action record
        you want to use, simply type it in the basic Search box and click Go. Basic Search is smart
        enough to know the difference between a VIN number and a Social Security Number.
                If you type in a 9 digit number, the system will show you applicant records with that
                 SSN.




                  Searches are limited to the data that belong to the Office to which you are
                  connected. If you want to look for data that belongs to another Office, change
                  your Office Connection first. You can only change your Office Connection to
                  Offices in which you have permissions.


                If you type in a 6 digit number, the system will know that you are looking for a VIN.
                If you type in a string of letters, the system will know that you are looking for the
                 name of a person, Assessment, or Job Announcement. You will have to select the
                 appropriate place to search from the "Look In:" drop down box on the Search page.
       Advanced Search: Click the Advanced button on the top navigation bar to get to the
        Advanced Search page. On the Advanced Search page you will be able to specify in detail what
        you are looking for. On the Advanced Search page, select from the "Look in:" drop down box
        your choice for where you want the system to look. The page will refresh with a form
        containing the proper fields for the selection you make. The picture below depicts the choices
        available when you click on the Look In drop down box.




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     Back to top of page.




Advanced Search Forms

The following bullets pertain to all the Advanced Search pages:
         On the search form, enter in any of the fields the search criteria you want to use.
         If you leave a field blank, it will not be used in the search.
         You must make an entry in at least one field on the Search form.
          What is a Partial Search?
          When the Partial check box is checked, your search results will include records that partially,
          but do not exactly, match your search criteria. This is useful, for example, when you know a
          word or a few letters of the Job Title, but not the exact title.
          For example, if Partial is checked, and we type man in the Position Title as our "search string",
          our search results will include both Human Resource Specialist and Office Manager.
          Note that it does not matter where in the Job Title our search string -- "man" occurs.

             Back to top of page.


         By default, the system will look for exact matches to what you type in the boxes. Every letter
          and space must exactly match. If you wish to find records that only partially match, click to
          select Partial search matches (next to the Go button).
         Click   Go when you are ready for the system to perform the search.
         When matches are found, the system will display them in a table below the form. To open a
          given record, click Open on its row in the table. Below is a picture showing a search results
          table.




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                                                                                  1 Getting Started




Below are more detailed descriptions of each of the Advanced Search forms.

   Back to top of page.




User




When User is selected from the Look In drop down box, you can search for User records based upon
these fields:
       Last Name
       First Name
       Middle Initial
       User Name
       Position

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Customer




When Customer is selected from the Look In drop down box, you can search for Customer records
based upon these fields:
         Customer Name
         Category: Federal, State, USPS (Postal Service)

     Back to top of page.




Vacancy




When Vacancy is selected from the Look In drop down box, you can search for Vacancy (Staffing
Action) records based upon these fields:
         Pay Plan
         Series
         Beginning Grade
         Ending Grade
         Position Title: Enter all or part of the title to have the search results take your the title into
          account. If you are only entering part of the title, be sure to check the Partial Search check
          box.
         Job Type: Federal, State, or USPS (Postal Service)




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                                                                                       1 Getting Started



        Vacancy Type: Case Exam, Standing Register, or Deferred Rating
        Vacancy ID: Enter all or part of the VIN to have search results take the VIN into account.
        ACWA Position: If this box is checked, the search results will include records only if ACWA
         Position was checked on the Position Information page.
        Allow IT Search: If this box is checked, the search results will include records only if IT Job
         was checked on the Position Information page.


 Creating a New Vacancy (Staffing Action) record
 You can create a new Staffing Action record (Vacancy) from the Advanced Search page when Vacancy
 is selected in the "Look in" drop down box. Click the New button at the top of the page.

    Back to top of page.




Applicants




 When Applicants is selected from the Look In drop down box, you can search for Applicant records
 based upon these fields:
        Vacancy ID: Enter all or part of the VIN to have search results take the VIN into account.
        Announcement Number: Enter all or part of the Announcement Number to have search
         results take the the Announcement Number into account.
        Application Source: Click to select one or more of the ways the application may have been
         entered into USA Staffing. (See the Tip below.)
                 Form 1203 FX: Select this to include applicants whose application forms were
                  scanned into USA Staffing. (The Form 1203 FX is alternatively known as the
                  Qualifications and Availability Form, and used to be called the Form C.
                 IVR: Select this to include applications received via Interactive Voice Recognition.
                 Key Entry: Select this to include applications that were manually key entered into
                  USA Staffing.
                 Web: Select this to include applications received via the Online Application on the
                  Internet.



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USA Staffing Online Help System



                     Agency Scanned Form 1203-FX: Select this to include applications received via
                      the paper forms 1203-FX that were scanned into USA Staffing.
                     Customized Processing Web: Select this to include applications received via the
                      Online Application on the Internet under a customized processing arrangement with
                      OPM.
                     Customized Processing IVR: Select this to include applications received via
                      Interactive Voice Recognition under a customized processing arrangement with OPM.
                     Customized Processing Form: Select this to include applicants whose application
                      forms were scanned into USA Staffing under a customized processing arrangement
                      with OPM.
         Record Status: Click to select one or more Record Status Codes to include them in your
          search criteria. (See the Tip below.)
         Receipt Date: If the receipt date matters in your search, you will use the two drop down
          boxes together to build the search expression.
                     The first box lets you choose your logic symbol.




                     The second box opens a calendar when you click on it. Select a date
                      from the calendar to build an expression. For example, if in the first
                      box you selected "Before, and including..." and in the second box you
                      selected February 15, 2004, you would have built an expression the
                      system will interpret as "Include only those applicants whose
                      applications were received on or before February 15, 2004."
         SSN: Enter all or part of the SSN to have search results take the SSN into account.
         Last Name: Enter all or part of the Last Name to have search results take the Last Name into
          account.
         First Name: Enter all or part of the First Name to have search results take the First Name
          into account.
         MI: Enter the Middle Initial to have search results take the Middle Initial into account.




                    To select more than one item on the list, hold down the Control key <CTRL> while
                     clicking with your mouse.
                    To select all items on the list, click on the top one. Then scroll to the bottom of the list,
                     press and hold down the <Shift> key, and click on the last item on the list. All items
                     on the list should appear as selected.
                    To clear all choices on a list, click the blank space at the top of the list.
                    If no choice is made in a list with multiple options, the list is not used in the search.
                     This has the same effect as including all items on the list. For example, if you don't
                     make any selections in the Application Source box, applications from all sources will be
                     included in your search results.




     Back to top of page.




Assessments


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                                                                                    1 Getting Started




You can search for Assessments by author, name of assessment, rating method, Vacancy ID (VIN),
position title, series, specialty, or grade.
       New: You can create a new Assessment from the Advanced Search page when Assessments is
        selected in the "Look in" drop down box. Click the New button at the top of the page.

       Template: Click to add a check to this box if you want your search results to include
        Assessment Plans as well as individual Assessments.
       Show Copies: When this box is checked, copies of the Assessment that are linked to other
        announcements with different numbers are unhidden from view. This permits the tracking of
        the history of an Assessment.
       Organization Library: If you also check this box, your search results will include your own
        Assessments plus any matching Assessments developed by your organization. (In the past,
        this was known as the "global library.")

   Back to top of page.




Job Announcement




   Back to top of page.




Announcement




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 USA Staffing Online Help System




      Back to top of page.




Referral Request




      Back to top of page.




Referral Certificate




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                                                                                 1 Getting Started




    Certificate Number: This field is not case sensitive. Include the dashes.

Back to top of page.




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USA Staffing Online Help System




Office Connection
When you log in to USA Staffing, all your work, by default, is in your own office's database. If you have
permissions in offices, you can connect to one of them so you can access its data. After you connect to
an office, you can copy information from Staffing Action records stored there, or perform work for that
office, depending upon your permissions.


To change your office connection, select a new office from the Office Connection drop-down list in the
center of the top navigation bar.


View Flash movie.


In the picture below, the user is connected to the "Testing Office".




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                                                                                     1 Getting Started




Session History
Topic Map
              About Session History
              No Staffing Action record in use
              A Staffing Action record in use
              Switching to a different Staffing Action record




About Session History

USA Staffing remembers which VINs (Vacancies, Staffing Action records) you have worked on in your
current session, and allows you to go back and forth among all of them at a simple click of the mouse.

   Back to top of page.




                          No VIN in use

                          When you start a session in USA Staffing, the left menu bar looks like this.
                          Note that above the white Vacancy button is a drop down box, and that it is
                          empty. This is the Session History box. The Session History box is blank now,
                          because no VINs (Vacancies, Staffing Action records) have been used yet in
                          this session.
                          Because the Session History box shows that no VIN is in use at this time, if
                          we were to click on any menu item, the system would prompt us to first open
                          or create a Vacancy (Staffing Action).
                          If you leave the Staffing work area and go to either the Reports or
                          Administration work areas, and then return to Staffing, the Session History
                          box will show that no Staffing Action record is in use. You must make a
                          selection from Session History or open a Vacancy (Staffing Action) record
                          using the normal procedure before you can resume most types of work in the
                          Staffing work area.

                             Back to top of page.




                      A VIN in use

                      Vacancy 100607 now appears in the Session History box because this is the VIN
                      for the record we are currently working on, and it has the system's focus. Any
                      Assessments, Job Announcements, or Referrals that we work on will pertain to
                      the Vacancy ID that appears in the Session History box.




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 USA Staffing Online Help System




      Back to top of page.




Switching to a different VIN

                        You can use several VINs (Vacancies, Staffing Action records) in your USA
                        Staffing session. Each time you open a new one, its number will be added to the
                        Session History box. You can switch back and forth among all the Vacancies that
                        appear in the Session History box. To switch to another Vacancy number that
                        you already worked on in your current session, click the dropdown arrow. From
                        the list that drops down, click on the Vacancy number that you wish to switch to.
                        This picture shows three Vacancy records were used in the current session, and
                        the user is about to switch from 100607 to 100611.


 Whatever work you do on any of the Announcement pages will affect the Vacancy (Staffing Action)
 whose number shows at the top of the menu. If you want to work on the Job Announcement for a
 different VIN that you opened in the current session, select it from the drop-down box before you click
 the Announcement button.
 When you log off USA Staffing, or when your session times out and you log back in, the history of VINs
 in the drop down box is cleared.

      Back to top of page.




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                                                                                       1 Getting Started




Online Help

USA Staffing has online Help. To use it, click the Help button on the top navigation bar.




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USA Staffing Online Help System




Making Choices and Entering Information
Topic Map
               About Making Choices and Entering Information
               Tables and Grids
               Drop Down Selection Boxes
               Calendars
               Moving and selecting without a mouse




About Making Choices and Entering Information

This topic is to introduce common page controls and objects and how to use them to make selections
and enter information.

     Back to top of page.




Tables and Grids




Often information will be displayed and modified on a table or "grid" somewhat like the one pictured
here. The left side of the above table is enlarged below for better viewing so that we can discuss the
controls on the table.




         Note that the second row -- for the request number "test-slm" has a       to the far left side.
          This means there is more information hidden from view that can be revealed if you click the       +.
          Clicking the plus sign is sometimes referred to as "expanding the tree view".
         The row below that has the opposite sign -- the     -- which means that it is fully expanded.
          The rows below it that are indented belong to it. To hide them, click the minus sign. Hiding
          rows by clicking on the minus sign is sometimes referred to as "collapsing the tree view".




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                                                                                         1 Getting Started




        The second row also has this arrow symbol --         -- which means that this row is selected
         and has the system's focus. If you were to click   Delete, this is the row that would be
         deleted. If you were to clickNew, this is the row to which information would be appended. If
         you were to click   Copy, this is the record that would be copied.
        Each row has a cell on it with an underlined word, indicating that it is a hyperlink. In this case,
         the underlined word is "Open", but sometimes you will see "Edit" or a VIN number or other
         word as the hyperlink. Clicking the hyperlink on the table puts that record in use so that you
         can modify it
More information about Working With Tables.

   Back to top of page.




Drop Down Selection Boxes


A drop down box is identified by the down arrow at the right end. To make a selection from this type of
box, click the down arrow and point with the mouse to your choice. Then release the mouse. Look to
confirm that your choice appears in the box after you release the mouse button, because it is easy to
slip with your pointer to an adjacent option. If necessary make your selection again.
Sometimes you will click on a cell in a table, and the cell will become a drop down box.

   Back to top of page.




Calendars



A box like the one pictured here gives you access to a calendar to easily insert a date. You can either:
        Type a date in the box.
        Click the down arrow to make the calendar appear. Then click on a date to select it, and the
         date will be copied into the box for you.

   Back to top of page.




Moving and selecting without a mouse

If a mouse is not available or is not your preferred navigation method, it is possible to use keyboard
actions instead.
        To move to the next element on the page, use the Tab key on your keyboard.
        To move to the previous element on the page, press and hold the Shift key on your keyboard,
         and then press the Tab key.



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USA Staffing Online Help System



         To "click" on a selected button, press the Enter key on your keyboard. A selected button will
          have a dotted line around it to indicate it is selected, as is the Cancel button shown here.




     Back to top of page.




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                                                                                        1 Getting Started




Mouse-overs
Topic Map
               About Mouse-overs
               Working with mouse-overs




About Mouse-overs

In some instances, the amount of text information exceeds the amount of room available to display it
on the form on the page. USA Staffing makes extensive use of "mouse-overs" -- otherwise known as
"tool tips" or "hot spots" -- to make the full content of such form fields easy to read.

   Back to top of page.




Working with mouse-overs

To activate a mouse-over, place the tip of the cursor arrow over white space in the cell -- as illustrated
below -- and pause for a few seconds. The text will appear nearby in a pop-up box, and it will contain
the full contents of that cell.
Note: If you place the mouse cursor directly over the text in the cell, the pointer may become a
straight line and the pop-up box may not appear, or may blink rapidly. Point to white space on either
side of the text in the cell to keep the mouse cursor as an arrow and to activate the mouse-over for
several second. If the pop-up box disappears before you finish reading, you can reactivate it by moving
the mouse and doing the mouse-over again.




   Back to top of page.




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Logout

Use the Logout button on the top navigation bar to end your USA Staffing session. This will close any
files you had open and make it possible for you to log in again at another work station if you like.


You can only be logged in at one work station at a time.




          Always log out when you are finished or when you are leaving your desk for a period of
           time. This will help prevent unauthorized access to your work or disclosure of
           information protected by the Privacy Act.




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Colors of Links
USA Staffing uses your own browser's color scheme to show you which links you have recently visited.
 For example, in the picture below, maroon numbers indicate Staffing Action records (Vacancies) that
the user recently had open, and blue numbers are the Staffing Action records that have not been used
recently.




In your browser, you can modify the settings for the colors used for recently visited and unvisited links,
as well as how long links appear as "recently" visited. Here's how:


In Internet Explorer:
        Click the   Tools menu on the top menu bar.
        Click   Internet Options on the Tools Menu. The dialog appears and looks like this:




        Click the   General tab to bring it forward if it is not already on top.
        In the third box -- History -- change the number to indicate how many days a link will
         continue to appear as "recently visited".



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USA Staffing Online Help System



        To change the colors used, click the   Colors button and make your selections.
        Click   OK to save your changes.

In Netscape:
        Click the   Edit menu on the top menu bar.
        Click   Preferences. The Preferences dialog window opens and looks like this:




        To change the colors used, double-click   Appearance. Then click Colors and make your
         changes. The dialog looks like this:




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                                                                                  1 Getting Started




   To change the number of days that links appear in the color used for "recently visited", click
    History under Navigator. Make your desired change to the settings on this page.
   Click   OK to save your changes.




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USA Staffing Online Help System




Opening multiple windows
Topic Map
               About opening multiple windows
               Working with multiple windows




About opening multiple windows

This topic provides information you can use to have USA Staffing display information in more than one
window. Sometimes this can reduce the amount of going back and forth you would have to do, such as
when going from a list of applicants to the records of individual applicants.

     Back to top of page.




Working with multiple windows

It is often possible instead of clicking with the usual left mouse button to click with the right mouse
button, which may display a right-click menu. When the right-click menu contains the option to Open
in New Window, you can use this option to open the link in a new window instead of the original
window.

     Back to top of page.




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 Working With Browse Tables

Working With Browse Tables

 Topic Map
               About browse tables
               Group by a column
               Rearrange columns in a browse table
               Resizing columns in a browse table
               Related topic: Making choices and entering information in Tables and Grids




About browse tables

 USA Staffing often presents information on tables like the one pictured below. You can change the
 appearance and the presentation of the information in several ways. Here are some terms that will be
 used in this discussion:
        Row: A row runs across the table from left to right. For example, in the picture below,
         Request1 and the date 3/1/2004 are on the same row.
        Column: A column runs from top to bottom. For example, in the picture below, Request1,
         test-slm, and test-slm2 are all in the same column.
        Heading: A heading is a label that appears at the top of a column. For example, in the picture
         below, Date Request Received is the heading that appears at the top of the column of dates.




    Back to top of page.




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                                                                                       1 Getting Started




Sorting by a column



You can rearrange all the data in a table so that it is ordered by almost any column in the table. To do
this, simply click the column header. The table will refresh and be in the order of the column you
clicked on. Click the same column again to toggle between ascending and descending order.




       Figure 1: The table is sorted by Series. The up arrow means the table is in ascending series
       order.




       Figure 2: The table is sorted by Series. The up down means the table is in descending series
       order.



   Back to top of page.




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Group by a column

You can view some browse tables grouped by the contents of one of the columns.


     1.   Click and hold the mouse button while pointing to a column header.
     2.   Roll the mouse to the bar at the top of the table to drag the column header there.
     3.   Release the mouse button.
     4.   Click the plus sign in front of a group to expand the group and see its contents.




View Flash movie.




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                                                                                   1 Getting Started




Rearrange columns in a browse table

You can rearrange the columns on some browse tables so that they appear in any order you like.


    1.   Click and hold mouse button on the column heading.
    2.   Drag it to where you want it.
    3.   Release the mouse button.




View Flash movie.




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Resizing columns in a browse table

You can adjust the width of the columns on some browse tables.


     1.   Roll your mouse over the line that separates two column headers.
     2.   When the white sizing arrow appears, click and hold the mouse button and slide the mouse to
          move the border line.
     3.   Release the mouse button when you have the size you want.




View Flash movie.




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                                                                                          1 Getting Started




 Frequently Asked Questions (FAQ)
 Frequently Asked Questions (FAQ)

The system says: "The user is already logged into the system. Only one
concurrent login is allowed." Why?

 This condition occurs if your session ended without your clicking the Logout button. The system does
 not know you have ended your earlier session, and thinks you are trying to gain unauthorized person
 trying to gain entry. A session abnormally ended may appear to USA Staffing to still be running for up
 to two hours after a disconnect, and then it will reset itself. If you wish to log in sooner than that, the
 solution is to have another user who has a Permissions Profile that includes User Maintenance to log in
 and log you off. More details.



How do I change my password?

 If you are able to log in to USA Staffing, you can change your own password at any time from the
 Administration > User Maintenance page. More details.


 If you are not able to log in to USA Staffing because you have forgotten your password, ask your USA
 Staffing Administrator to reset your password for you. After your password has been reset, your last
 name -- with proper capitalization -- will be your temporary password. You will create a new password
 as soon as you log in. More details.



How do I reset someone else's password?

 If you have Administrator permissions, you can reset another user's password on the Administration >
 User Maintenance page. More details.



How do I navigate in USA Staffing?

 The work you do in USA Staffing is organized into three Work Areas, which you can quickly get to by
 clicking options on the top and left navigation panels. More details.



I am a USA Staffing Administrator. How do I perform this role?

 Administrators set up and manage Users and Customers in the Administration Work Area. More details.



I want to create my Assessment Questionnaire, but I do not have a VIN yet. Can I
do this?

 Yes! The typical process is to create the VIN record first, using the pages on the Vacancy menu. When
 you prefer to create the Assessment Questionnaire without regard to a VIN, you can do this in the
 Administration work area on the pages of Template Libraries menu.




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 USA Staffing Online Help System



How do I create and publish a job announcement?

 Before you can create a Job Announcement, you must already have created and have in use a Vacancy
 (Staffing Action) record. Then follow the steps on the Announcement menu. More details.



I can not see certain menus, pages, or records. Why not?

 Permissions Profiles are used to manage user access to activity areas in USA Staffing, and to the
 records they contain. Your Permissions Profile may be preventing the access you desire. If you had
 access and no longer have it, it may be that an administrator has either changed the Permissions
 Profile assigned to your User record, or has altered the Permissions Profile itself. Contact your USA
 Staffing Administrator to assure that the proper Permissions Profile is being used to give you all the
 access you need.



How do I adjust the size of fonts used in USA Staffing menus and pages?

 Because USA Staffing is Web-based, all fonts settings are controlled by your browser settings. More
 details.



How can I see the results for all the positions for which an applicant has applied?

 Use the Applications dropdown selection box on the Assessment Information page on the Applicants
 menu. More details.



How does document matching work? Why do I have Mismatched Documents?

 Detailed information is provided in the Help topic Understanding Document Matching and related topics
 you will see on that page.




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2 Staffing Work Area
Staffing Menus and Pages
Staffing Menus and Pages

The Staffing work area is where you will perform actions and manage information and processes
related to:


       Vacancy (Staffing Action)
       Assessments
       Announcement
       Applicants
       Referral




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Going Places in the Staffing Work Area
Topic Map
               The Staffing menu
               Session History
                        Switching to a different VIN, Assessment, Announcement
               Searching




The Staffing menu




Switching to a different VIN, Assessment, Announcement
When you want to switch to a different VIN:
          If you already opened it in the current session, you can select it from the Session History
            dropdown box.
          If you have not opened it already in the current session, type the VIN number in the Search
            box and click Go -- or -- if you do not know the VIN, click Advanced and use the Search
            page to find it.
          If you want to create a new Vacancy (Staffing Action), click   Advanced to open the
            Advanced Search page, then click   New.
When you want to switch to a different Assessment or Announcement record:
          Click the corresponding white menu button -- i.e., Assessment or Announcement,
            respectively. If more than one already exist, you may select your choice from the list
            presented. Or you can create a new one by clicking New.

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In the Staffing Work Area, when you click a white button on the navigation panel shown above, the
menu options associated with that button appear. For example, in this picture, the white Vacancy
button has the menu items Position Information, Documentation, and Screening Elements.
Clicking a white button takes you to a list of records in any case where you have more than one tied to
the VIN whose number appears in the Session History dropdown box. For example, if you click on
Announcement, and you have more than one Announcement record tied to the VIN, a list of all



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                                                                                    2 Staffing Work Area


existing Job Announcement records will appear on a list for you to indicate which one you want to work
on. The same is true with Assessments, Applicants, and Referral.
USA Staffing anticipates what you need to do next, and will often open the next likely page you need to
work on. For example, when you click the Vacancy button, if you do not already have a VIN in use,
the system will ask you to pick one or create a new one. Similarly, when you click the
Assessments button while you already have a VIN open, USA Staffing will automatically take you
to the first page of the Assessment Plan process. On many pages, you can use the Next or Previous
buttons to move from one page to the next. Or, you can go directly to the page you want by clicking it
on the menu. Your work is saved when you click Next or Previous; if you are leaving a page some
other way, be sure to save your changes first by clicking the   Save button.

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Session History

Note that the number in the drop-down box at the top shows you the VIN that is open and has the
system's focus. As you open other VINs in your USA Staffing session, they are added to a history list in
the dropdown box. You can use the drop down box to quickly switch from one VIN to another -- that is,
from one Staffing Action record to another.
Whatever work you do on any of the Announcement or Assessments pages will affect the VIN whose
number shows at the top of the menu. If you want to work on the Job Announcement for a different
VIN that you opened during the current session, select it from the drop-down box before you click the
Announcement button.
If you leave the Staffing work area and go to either the Reports or Administration work areas, and then
return to Staffing, the Session History box will not show any VIN number until you click it to select one,
or use the normal procedure to put one in use. You must make a selection from Session History or
open a VIN using the normal procedure before you can resume most types of work in the Staffing work
area.
When you log off USA Staffing, the history of VINs in the drop down box is cleared.
More details about Session History.

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Searching

The picture shown above depicts the basic Search box. If you enter a Staffing Action record number
(VIN) in the box, and click on Go, the system will use that VIN if it can locate the number you entered.
You can also perform Advanced Searches. More details.

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3 Vacancy (Staffing Action)
Vacancy (Staffing Action) Menu
         To get to this page, click on   Staffing on the top navigation bar. Then and click the white Vacancy
          button on the left panel.
In USA Staffing, all the work you do is organized and managed by Staffing Action records that many
users refer to as "vacancies". Each Vacancy has a unique identification number called a Vacancy ID, or
VIN . All applicant records and assessments are linked to the VIN.
Your first step is always to either put in use an existing VIN (also known as a "vacancy" or "Staffing
Action record") or create a new one. Once you have the VIN in use, you provide information about the
position that will be used to automatically prepare the online Job Announcement, including the
documents that applicants are asked to submit.
For more details on the tasks associated with the Vacancy button, click its link:
        Use or Create a Vacancy (Staffing Action) record
        Position Information
        Documents to Submit
In subsequent steps, you will manage the assessment process and publish the job announcement,
manage applicant records, and refer qualified candidates.




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Use or Create a Vacancy (VIN)
Topic Map
                About this topic
                Use an existing Vacancy (Staffing Action record)
                Create a new Vacancy (Staffing Action record)
                Related topic: Cancel a VIN



About this topic
This topic describes how to open or create the record that lies at the heart of your work in USA
Staffing. For our purposes here, the following terms have the same meaning:
         Vacancy
         Vacancy Identification Number -- or VIN
         Staffing Action Record
To avoid confusion, many people find it easiest to stick with the word VIN.




Use an existing Vacancy (Staffing Action record)
To use a Vacancy (Staffing Action record) that already exists, follow these steps.
         If you know the Vacancy ID Number (that is, the VIN), type it in the Search box and click
          Go. When the number appears on the right side of the page, click the link on its row to put it
          in use.
         If you do not know the Vacancy ID Number (the VIN), click the Advanced search
          button. Enter the search criteria you wish to use. More details. If the system finds records that
          match your search criteria, they will be listed in a table at the bottom. When you see the one
          you want to use, click its link.

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Create a new Vacancy (Staffing Action record)
To create a new Staffing Action record (i.e., Vacancy), do either of the following:
         Click on the white Vacancy button on the left menu, and click   New.
         Click the   Advanced search button. Confirm that "Look In" is set to "Vacancy"; if not change
                                       New.
          it to say "Vacancy". Then click




            The method used to assign the Vacancy ID number has changed in this version of USA
             Staffing. It is possible that you will see numbers that are not sequential. This is normal
             behavior and is not a defect.

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Position Information page
Topic Map
                 About the Position Information page
                 Working with the Position Information page
                 Deleting a Vacancy (Staffing Action, VIN) record



About the Position Information page
The Position Information page is where you create new Staffing Action (Vacancy) records and have a
VIN (or Vacancy ID Number) assigned. You supply basic information, including:
         the title of the position
         pay plan
         salary
         period of eligibility
         the customer the staffing action is for
         whether or not the position should be included in USAJOBS search results for IT jobs or ACWA
          positions


          To get to this page, click the   Staffing button on the top bar, then the Vacancy button on the left
                                                                                              New to create
            menu. Then click a Vacancy ID to open an existing Vacancy (Staffing Action) record, or
            a new one.




     Back to top of page.




Working with the Position Information page




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                                                                            3 Vacancy (Staffing Action)




       New: Click this button to create a new Vacancy (Staffing Action, VIN) record.
       Save: Click this button to save your work in progress.
       Delete: Click this button to delete the displayed VIN record. More details.
Here are the meanings of certain fields on the Position Information page:
       Position Title: This is the title that will appear in the online Job Announcement if the TAG for
        Position Title is used. It should be in plain language and avoid abbreviations or acronyms. It
        will also appear in the Notice of Results, the rating sheet, and several types of reports.
       Competitive: Check this box when the position is open to outside applicants under
        competitive exam procedures.
       Merit Promotion: Check this box when the position is open to candidates who are current or
        former Federal employees, or other people who are entitled to apply under an agency Merit
        Promotion Plan.
       Internal Merit Promotion: Check this box when the position is open to candidates who are
        current Federal employees, or other people who are entitled to apply under an agency Merit
        Promotion Plan.
       Pay Plan: Select the appropriate pay plan. Click here to see the list of pay plan codes.
       Period of Eligibility: The system will use this value when calculating the Eligibility End date
        in the Applicant record, as reflected on the Application Information page of the Applicants
        menu. If you make a change to this field after applications have been received for the VIN, the
        system will automatically re-rate them all.
       Select Customer: Click this button to initiate the process of searching for and selecting a
        Customer record to link to the Staffing Action (Vacancy) record. After performing the search
        (more details), you select the appropriate Customer by clicking Open on the row on which
        the Customer appears.
       Deferred: Click to place a check in this box if you are going to use Deferred Rating
        procedures.
       ACWA Position: This check box is read-only. After you have entered information in later
        steps of the Staffing process, the system will make a determination as to whether or not the
        position is an ACWA position covered by the special exam process for Administrative Careers
        With America, as subject to the Luevano Consent Decree. It makes this determination on the
        basis of the series and grade and the full performance level of the position. If the system
        determines the position is ACWA, it will place a check in the box for you. When this box is




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           checked, the system will automatically collect Race and National Origin (RNO) information. It
           also sets the system up to use an approved ACWA Questionnaire as the Assessment. When
           this box has a check, the system will also load special procedures it follows for the handing of
           ACWA positions.
          Applicant Counts: This area shows the statistics for applications received for the Vacancy
           (Staffing Action) record displayed on the page. These numbers are all system generated for
           informational purposes only, and can not be modified.
          Re-Rate: Click this button to initiate a re-rate of all applicant records received for the VIN so
           far. Additionally, two (To re-rate a single application, use the Re-Rate button on the
           Assessment Information page of the Applicants menu instead.)



            Remember to click   Save to save the changes you make. Changes are automatically
             saved when you click Next.

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 Deleting a Vacancy (Staffing Action, VIN) record
 In some very rare instances, you may wish to remove all information about the record of the Vacancy
 (Staffing Action, VIN). This may be the case, for example, when a VIN was created in error or for
 training purposes, and you need to remove it to prevent it from inappropriately appearing on reports.
 You would not normally use this procedure to cancel a VIN, because these steps outline below do not
 notify applicants.


 Under these conditions...                               ...can the VIN be deleted?
 If any Applicants have applied and/or if any            The VIN cannot be deleted.
 Referral Lists/Certificates have been issued...
 If any Assessments and/or Job                           The VIN can only be deleted after you delete
 Announcements have been created for the                 any Job Announcement and/or Assessment
 VIN...                                                  associated with it. Follow the steps shown
                                                         below.




Steps for deleting a VIN

 In order to delete a VIN from the USA Staffing database entirely, you must work backward from the
 last stage completed, in this order:
      1.   If there are any Job Announcements associated with the VIN, you must delete them. To do
           this, follow these steps:
               a.   Retrieve the Job Announcement record in and view it in the Announcement Preview
                    page.
               b.   If Release to USAJOBS is checked, uncheck it.
               c.   If Complete is checked, uncheck it.

               d.   On the Announcement Information page, click     Delete.
               e.   Repeat steps a through d for any remaining Job Announcements associated with the
                    VIN.
      2.   If there are any Assessments associated with the VIN, you must delete them. To do this,
           follow these steps:
               a.   Retrieve the Assessment and view it on the Assessment Information (Assessment
                    Builder) page.




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                                                                           3 Vacancy (Staffing Action)



         b.   Click the Delete button. Once you click on the Delete button, the system will display
              a REQUIRED red text on the Assessment Name field. Ignore this message and click
              the Cancel button. You will no longer see the assessment linked to this vacancy.
         c.   Repeat steps a and b for and remaining Assessments associated with the VIN.
3.   Finally, delete the VIN record itself. To do this, return to the Position Information page (this
     topic you are reading), and click the Delete button.

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Assessment Information in the Vacancy (Staffing
Action) record
Topic Map
               About Assessment Information in the Vacancy (Staffing Action) record
               Using the Assessment Information page



About Assessment Information in the Vacancy (Staffing
Action) record
This page of the system is for managing certain information that pertains to the way all applicants for
the VIN will be screened. This comprises only these items:
         Qualifications Review Required
         Allow Multiple Applications Per Applicant
         Geographic Locations
         Minimum Age Screened
         Maximum Age Screened
Please note that there are two other pages called Assessment Information on other parts of the system
menu, and they have their own topics in this Online Help System.
         For information about an Assessment Component, go to the Assessment Information page of
          the Assessments menu. (This is also referred to as the Assessment Plan page.)
         For information about the results of Assessments for a particular applicant, open that
          applicant's record from the Applicants menu, and then go to Assessment Information on the
          Applicants menu.

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Using the Assessment Information page




Here is the meaning of items on the Assessment Plan page:
         Qualifications Review Required: The choices are:




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                                                                          3 Vacancy (Staffing Action)



              All Applicants: Select this option if you want all applicants, including both eligibles
               and ineligibles, to be placed in "PQ" status (pending quality review) when they arrive.
               You would then need to manually check each application for quality review purposes,
               and then you need to click the "re-rate" button.
              Eligibles Only: Select this option if you want only all applicants meeting minimum
               qualifications to be placed in "PQ" status (pending quality review) when they arrive.
               You would then need to manually check each application for quality review purposes,
               and then you need to click the "re-rate" button.
              None: Select this option when you want all applicants to be processed and rated
               immediately.
    Allow Multiple Applications Per Applicant: Click the checkbox to add or remove a check.
              When this box has a check, an applicant can submit more than Online Application or
               Form 1203 FX for the VIN. The last one submitted will override all previous
               submissions, but previous ones will be stored. In short, the last application received
               is the one that will count.
              When this box has no check, an applicant might submit multiple Online Application
               or Form 1203 FX for the VIN, but only the rating obtained on the first one will be
               used. Subsequent applications will be stored but not used. The record status code for
               unused duplicate applications will be DU -- unprocessed duplicate. In short, the first
               application received is the one that will count.
    Geographic Locations:
              Bring forward open locations from existing records: If this option is selected,
               then an applicant who re-applies will have newly chosen locations added to previously
               chosen locations.
              Only keep locations from new record: If this option is selected, then an applicant
               who re-applies will have only those locations in the new application be kept active.
    Minimum Age Screened: Check this box and enter a minimum age if you want USA Staffing
     to enforce a minimum age restriction. Applicants who do not indicate they meet the minimum
     age will be prevented from completing the Online Application.
    Maximum Age Screened: Check this box and enter a maximum age if you want USA
     Staffing to enforce a maximum age restriction. Applicants who indicate they are past the age
     limit will be prevented from completing the Online Application.
              Use Age Formula:
             Note: When you remove or add the age formula to a Job Announcement that has
             already been released to USAJOBS, the questionnaire item in the vacancy
             announcement will not update automatically. You must refresh the whole announcement
             by clicking the Update to USAJOBS button at the bottom of the Announcement
             Preview page for this change to display on USAJOBS.

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USA Staffing Online Help System




Supporting Documents
Topic Map
                 About the Supporting Documents page
                 Working with the Supporting Documents page
                         Required? Accepted? What difference does it make?
            




About the Supporting Documents page
Supporting Documents are documents applicants submit as part of the application process. USA
Staffing can store documents in electronic form in its Document Repository System (DRS). On the
Supporting Documents page, you designate which documents applicants are to submit, which ones are
required to submit, and also whatever page limits may be imposed.
Documents the applicant submits can be loaded to DRS in various ways. Missing or mismatched
documents can affect an applicant's eligibility. More details.
Agency managers can view applicant documents that are stored in DRS by using the Agency Document
Viewer, after they receive a User Name and Password. ADV access can also be given to HR specialists
or other staff who are not regular USA Staffing users. More details.

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Working with the Supporting Documents page

        To get to this page, complete the steps of the Position Information Page first, then click   Next .




On the Supporting Documents page, you specify what documents you will allow the applicant to submit
and which ones you will require. USA Staffing's Document Repository System will then accept the
document types you specify, and will place applicant records in PF status (Pending Forms) until all
required forms are received.
Required? Accepted? What difference does it make?
You must "turn on" a document type in order to have USA Staffing create a folder for the documents to
go in to.




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            If you do not turn on any document types and applicants submit documents, they will not be
              matched with your VIN but will be put in the Holding Area, not in USA Staffing. You would
              need to submit a Help Desk ticket and furnish the VIN, the applicants' names, SSNs, and the
              dates they each submitted documents, in order for us to locate them for you in the Holding
              Area and move them to USA Staffing.
            If you turn on only Résumé, then all applicant documents will go into the Résumé folder, no
              matter what they are.
We recommend you get acquainted with all the nuances of Accepted and Required documents, and
advice you should give applicants, by reading these additional Help topics:
            Faxes and the Document Matching Process
            Faxing Tips for Best Results
            Faxing Applicant Documents

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           To accept a document type: Place a check in the first column. (Click to add or remove a
            check.) This check "turns on" a document type and causes USA Staffing to create a folder for
            the type of document. Turn on all appropriate document types before you publish the
            Job Announcement, so that applicant documents end up in the right place.
           To require a document type: Place a check in the "Req"column. (Click to add or remove a
            check.) The system will put the applicant record in PF (Pending Forms) status until all required
            documents are received.
           Page Limit: If you wish to limit the number of pages allowed for a document type, enter the
            maximum number of pages. The system will truncate longer applicant documents before
            storing them, and the excess pages will not be stored. A blank or a zero in this field will allow
            an unlimited number of pages to be submitted, and is not generally recommended. This limit
            applies to documents that are faxed in. Documents that are uploaded are not affected by the
            limit.
           The Miscellaneous type of Supporting Document may be used for any type of document that
            does not already have its own type on the table.
           The Qualifications type of document is typically used for licenses or other documents that
            attest to the qualifications of the applicant.
Click   Save or Next or Previous to save your work on this page.
Remember: You need to inform applicants in the Job Announcement what documents are accepted,
which ones are required, and any page limits that are in effect. Explain that documents that exceed the
page limits will be truncated and that information on the excess pages will be deleted.

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Category Rating Setup
Topic Map
                About Category Rating
                Working with the Category Rating setup page
                Related topic: Category Rating in Overview of the Staffing Process



About Category Rating
The Category Rating feature permits you to refer candidates in quality categories rather than traditional
"Rule of Three" numeric score order. Federal agency users should refer to the OPM resources on
Category Rating for policy guidance.
The purpose of this page is to set up the names and cutoff scores for each of the categories you intend
to use if you are going to use Category Rating when issuing the referral list/certificate.

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Working with the Category Rating setup page
When you arrive at the Category Rating setup page, it looks like the picture below.




To add a category:
      1.   Click the   New button.
      2.   Click in the Title column on the new row that appears, and type the name of the category. For
           example, Best Qualified, or Qualified.
      3.   Click in the Cutoff column and type the cutoff score above which applicants should be placed
           in that category. This is a numerical rating, not the raw score.




To remove a category:
      1.   Click to select the row of the category you want to remove.




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                                  3 Vacancy (Staffing Action)



2.   Click the   Delete button.

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                                                         103
4 Assessments
Assessments Menu and Pages

Purpose
The purpose of the Assessment pages is to give you a flexible way to manage the assessment process.
Assessments are ways of measuring how qualified an applicant is to perform the job. In USA Staffing,
you will set up an Assessment Plan that lists all of the individual Assessments to be administered for
the job applicants. Here are examples of types of assessments you can include in your Assessment
Plan:
                 Test -- written or online -- of Abilities or Job Knowledge
                 Structured Interview
                 Assessment Center or Work Sample Performance Test
                Applicant Self-Report Questionnaire -- online or paper -- with multiple choice or
                 Narrative Text Questions.
                 Awards
                 Supervisory Questionnaire
                 Performance Appraisal



          For assistance in developing effective assessments using Accomplishment Records or
           Open-Ended Writing Assessments, contact Ernie Paskey in OPM's Assessment and
           Training Assistance Services Group (empaskey@opm.gov or 202.606.1160).



The Assessments Menu
         Before you can get to Assessments, you must already have opened at least one Staffing Action
         (Vacancy ) in the current session.




When you are working on Assessments, the left menu looks like this. Note that the number in the drop-
down box at the top shows you the Vacancy (Staffing Action) record that is open and has the system's
focus. Whatever actions you take in Assessments will affect this Vacancy (Staffing Action) record. If
you want to work on Assessments for a different Vacancy (Staffing Action) that you opened in the
current session, select it from the drop-down box before you click the Assessments button.



The Assessments Pages


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There is one Assessment Plan page for your Vacancy (Staffing Action). It may contain as many
individual Assessments as you like. Each Individual Assessment is set up on its own Assessment Select
and Define page, linked to the Assessment Plan page.




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                                                                                                  4 Assessments




Assessment Plan
Assessment Plan
Topic Map
                 About Assessments
                           New Terms and Concepts
                 Adding Assessment Components to Your Assessment Plan
                           Step 1: The blank Assessment Plan page
                           Step 2: The Assessment Builder page
                           Step 3: The partially built Assessment Plan page
                                      Terms
                 Deleting an Assessment Component
Related topics: Assessment Types; Assessment Matching


          Before you can get to Assessments, you must already have opened at least one VIN (Vacancy / Staffing
            Action) in the current session. Then click the   Assessments button on the left navigation panel,
            then   Assessment Information.


About Assessments

New Terms and Concepts
         An Assessment is any individual method you use to determine the applicant's qualifications
           or competencies. This may also be referred to as an Assessment Component, because it is
           a component of the Assessment Plan.
         An Assessment Plan shows the complete list of all individual Assessments that will be used
           for your VIN, their relative weights, and how they will be used.
         An Assessment Template is an individual Assessment Component that has been stored so
           that it can be used as the starting point for new Assessments, to save time and effort and to
           establish uniformity. When you use a template, you are working from a personal copy of the
           original; the template itself is not modified.

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If you have used USA Staffing in the past, you may be accustomed to the term assessment tool, which
generally referred to the self-report applicant questionnaire that you built, and the scoring plan linked
to it.
Now, however, the self-report questionnaire is only one of the many types of assessments you can use,
and in many cases, you may find other assessment types more effective than a self-report
questionnaire alone. You will see a wide range of assessment types to choose from on the Assessment
Select and Define page.
To make this concept more clear, we have adopted the terms Assessment and Assessment Plan. The
idea is that now you are building an Assessment Plan, and your Assessment Plan will show all the
individual Assessments that you make part of the plan, as well as how much weight each one will have
and how it will be used in the process.
It is possible to save an individual Assessment as an Assessment Template so that it can be used in the
future to more rapidly develop other Assessments. The term "assessment tool" does not appear in USA
Staffing any more, but the Questionnaire Template can be used to build self-report questionnaires the
same way "assessment tools" were used in previous versions of USA Staffing.
The basic steps of the process you follow will be:




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       1.    The blank Assessment Plan page: Click on the white      Assessments button. This will
             open the Assessment Plan page for the VIN you have in use. Click New to add an Assessment
             to the Assessment Plan. This will take you to the Assessment Select and Define page, where
             you will specify what the Assessment is.
       2.    The Assessment Select and Define page: On this page you specify the nature of one of a
             single Assessment. If you will be using more than one Assessment in your Assessment Plan,
             you will complete this page one time for each Assessment in the Plan.
       3.    The partially built Assessment Plan page: You return to the Assessment Plan page to --
                    Add more Assessments, if desired, and then repeat step 2.
                    Enter the appropriate information on the table of at the bottom of the page, for these
                     fields: Minimum Quals only, Required for Certification, and Weight.
 The information below provides more details on these steps of the process.

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Adding Assessment Components to Your Assessment Plan

Step 1: The blank Assessment Plan page




            Figure 1: The Assessment Plan page
 This is the Assessment Plan page, where you manage the details of the assessments you want USA
 Staffing to keep track of and use to rate and rank candidates for a given VIN. The table lists
 assessments that have been set up so far. If you have not yet added any Assessments to the
 Assessment Plan, then the system is smart enough to know that and it instead takes you directly to the
 Assessment Builder page (below) so you can create your first one.
            To add an assessment, click the   New button.
            To open an existing assessment that is already a part of your Assessment Plan, click on it's
             name in the Assessment column of the table at the bottom of the page.



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Step 2: The Assessment Builder page




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                                                                                             4 Assessments


            Figure 2: The Assessment Builder -- or Assessment Information -- page
This is the form you fill out to add an Assessment to an Assessment Plan for a VIN. The assessment
that is displayed on this form is the one that is "open" for you to edit, and also to link to Specialties and
Grades.
Here is a list of the information you must provide in the fields of this form:
What's in a name?
Careful naming of your Assessments can make it easier to find them from among many that may be
similar. Consider including the job title or other unique aspects of the work. For example:
             General Engineer/Electronic/Mechanical
             IT Specialist/Network/Applications

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            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 in length.
            Type: Select the type of assessment from the drop down list. Your choices include those on
             the list below. When you choose one of these types, the form on the page may change to
             include the kinds of information appropriate to the type you chose. For more details on how to
             complete the screen forms, see Assessment Types.
                    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.
                    Applicant 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 received. This is normally used in merit promotion cases where agency
                     merit promotion plan includes awards as part of the assessment process, and specify
                     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 USA Staffing perform the rating.
                    Other Questionnaire: Choose this option to set up a self-report form -- whether
                     online or hard copy -- which 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 it is to be credited.
                    Structured Interview Questions: Choose this option to set up an Assessment that
                     uses Structured Interview Questions. The Assessment will contain the results of
                     interviews designed to assess candidates by asking specific questions, and where
                     responses are benchmarked.
                    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 it is
                     to be credited.




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                    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. For assistance developing and using a Work
                     Sample test, contact your servicing OPM office, or contact Patrick Sharpe in OPM's
                     Assessment and Training Assistance Services Group (patrick.sharpe@opm.gov or
                     202.606.2448).
                    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 list. Your choices include:
                    KSA-Based
                    A-C-E (Rating Method III). More details.
                    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.
           ACWA: Check this box if the position is covered by the Administrative Careers With America
            exam. 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 as 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
            can not place a check in the box directly. Rather, you must first Test the Assessment, and
            then at the end of the test process, confirm that the system should mark the Assessment as
            "Complete". (See the bullet below for more information about the Test function.)
           Test: Click this button to test the Assessment to make sure it is complete and ready to go into
            production mode. Questionnaire type Assessments can not 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. More details.
           Notes: You can add multiple notes to the Assessment record. More details.

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Step 3: The partially built Assessment Plan page




           Figure 3: The Assessment Plan page


 Terms:




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            Min Quals Only: If this box is checked, it means that the Assessment will be used only for
             determining minimum qualifications. The system will not assign a numeric rating for this
             assessment. It will only apply the screen outs specified in the Assessment, and if the
             applicants pass all screen outs for the grade, then they are rated eligible (EL). Also, if this
             box is checked, you cannot assign a weight, because there is no numeric score for the
             Assessment. Note: If you make a change in this column after applications have been
             received for the VIN, the system will automatically re-rate them all.
            Req for Cert: This designation means that an applicant must complete the Assessment in
              order to be in AA status (eligible to go on a certificate). Until the Assessment is completed,
              the applicant can go no farther than PL status (pending completion of assessment). When a
              certificate (or final referral list) is generated, the system looks for records that are in AA
              status and includes only them on the list. However, this designation has no effect when the
              user requests a "pre-cert", "pull list", "ranking list", or other informal referral list because
              applicants do not need to be in AA status to go on these types of referrals. Note: If you
              make a change in this column after applications have been received for the VIN, the system
              will automatically re-rate them all.
            Weight:If multiple Assessments are listed on the Plan, you must specify their weight relative
             to one another. Weights for Assessments that are not marked as Min Quals Only must total
             100%. If there is only one Assessment, enter 100% for its weight.

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Upon our return to the Assessment Plan page (by clicking the white Assessment button on the left
menu), we see that the table has been updated to reflect all the individual Assessments we have added
to the Plan so far. We would come back to this page to:
           Add another Assessment to the Plan: Click    New.
           Provide the necessary information on the table in the columns for Min Qual Only, Req for
            Cert, and Weight. See the box on this page for an explanation of these terms.

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Deleting an Assessment Component

To delete an Assessment Component from your Assessment Plan, follow the steps for one of these two
methods.
Method A
From the Assessment Plan page (Figure 3 above):

    1.      Click on the row of the Assessment Component that you wish to delete. The cursor arrow
            will appear in the first column to show you have selected the row.
    2.      Click the Delete button. You may receive a warning that states that you will have to re-
            choose the Specialty and Grade on the Announcement menu; make a note of this to remind
            yourself to follow up on this later, because if you click OK to confirm this step, the
            Announcement Specialty and Grade choices may be cleared and would have to be re-entered.


Method B
From the Assessment Builder (Assessment Information) page (see Figure 2 above):
    1.      Click the   Delete button.

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 Assessment Types
 Topic Map
               About Assessment Types
               Ability Test
               Awards
               Customized Processing
               Job Knowledge Test
                        Recompetition
                        Schedule Applicants
                        Test Locations
               Manual
               Other Test
               Performance Appraisal
               Work Sample
               Written Test




About Assessment Types

 This Help topic provides detailed information about the pages used to set up various types of
 assessments.

    Back to top of page.




Ability Test


    Back to top of page.




Awards

    Back to top of page.




Customized Processing




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Job Knowledge Test




Recompetition

 This whole section allows you to determine whether applicants can take the test repeatedly, under
 what conditions, and what happens to the results.
          Recompetition drop down box:
                 Highest Score: If the applicant takes the test more than once, the highest score is
                  used. Others are stored for historical purposes.
                 Most Recent Score: If the applicant takes the test more than once, the most recent
                  score is used. Others are stored for historical purposes.
                 None: Applicants are not allowed to take the test more than once. If this is selected,
                  the remaining fields for Number of Times and Period of Time are cleared and
                  disabled.
                 Number of Times and Period of Time: Unless None is selected in the
                  Recompetition drop down box, you must provide the number of times Eligibles and
                  Ineligibles may recompete (take the test again) over what Periods of Time.

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Schedule Applicants

 USA Staffing can optionally interface with test scheduling systems such as ARTS, or some other system
 as arranged by your organization.




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        For OPM users, ARTS is always used.
        Users in other organizations should check with their USA Staffing coordinator to determine if
         an automated test scheduling system is being used.
 Click to put a check in the Schedule Applicants box if you want the automated test scheduling
 system (ARTS or otherwise) to schedule applicants for you. If no automated test scheduling
 system is being used by your Organization, your checking this box and your selections in the
 rest of this section will have no effect.
        Who should be scheduled? Indicate whom you want to schedule from among these options:
                  All
                  Eligibles Only
                  None
        Select Test Type: Your response here governs the Test Type in ARTS. (For Postal Service,
         this response also governs what appears in the Applicant record for Inventory.)

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Test Locations

 On the Test Locations table, you determine where applicants may be scheduled for testing. This section
 may only appear on the page after you put a check in the box for Schedule Applicants.
        To add a location:
              1.   Click the New button to the right of the Test Locations table.
              2.   Click to place your mouse cursor in the cell for the Location Code and type in a code.
                   Your Office may have a list of codes you should pick from; otherwise you are free to
                   make up an appropriate code.
              3.   Click to place your mouse cursor in the cell for Location Description, and type the city
                   or other location name as it will appear in the scheduling notice.
              4.   Click the cell for Destination Office, and select the Office to which the test results are
                   to be sent.
              5.   Click   Save.
        To delete a location:
              1.   Click the row you wish to delete.
              2.   Click the   Delete button to the right of the Test Locations table.

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Manual

    Back to top of page.




Other Test



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    Back to top of page.




Performance Appraisal

    Back to top of page.




Work Sample

    Back to top of page.




Written Test




           Figure WT-1: The Assessment page when Written Test is the Type selected.


 You can create an Assessment Component that is a Written Test. Figure WT-1 depicts the page as it
 appears immediately after you select Written Test as the Type. To set up this type of component,
 follow these steps:
      1.    In the Type dropdown selection box, select   Written Test if it does not already appear in
            the box.
      2.    Assessment Name: Give the Assessment Component a name that will help you identify it
            later.
      3.    Click   Save.
      4.    Recompetition: The settings in this section determine what will happen when applicants
            attempt to take the assessment repeatedly. For eligible and ineligible applicants, enter the
            number of months in the Period of Time boxes and the Number of Times they can take the
            test within those periods of time. See Recompetition above.
      5.    Schedule Applicants: See Schedule Applicants above.
      6.    Test Locations: See Test Locations above. (This part of the form does not appear on the
            page until after you put a check in the box for Schedule Applicants. When Schedule Applicants
            is checked, the page form changes to look like Figure WT-2.)




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     Figure WT-2: Schedule Applicants is checked, and the page is refreshed to accept locations. We
     have already added one location.


7.    Rating Import: You can use this feature to import scores from tests, such as those from a
      test vendor or tests you administer and score. For more details, see Rating Import in Chapter
      11 -- Technical Matters.



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Assessment Notes
Topic Map
                About Assessment Notes
                Creating a Note
                Editing a Note
                Closing the Notes Window




About Assessment Notes

You can add annotations to an Assessment record in your Assessment Plan, using the Assessment
Notes feature. Your notes can be of unlimited length. Notes are useful for documenting the steps you
took in determining what competencies to assess and how to assess them.




While you are on the individual Assessment record page, click the Notes button. This will open a new
window for you to create and edit notes, as shown in the picture below.




View Flash movie.


         Getting there: Follow the steps for Assessment Plan. Then either open an existing Assessment record or
            create a new one. While that Assessment record is open in your work area, click on the Notes button
            on the Assessment Select and Define form. (If the Assessment record is itself new, you must first
            Save it in order for the Notes button to be enabled.)

   Back to top of page.




Creating a Note

To add a note, click on the    New button. A new row will appear on the Note List, as shown below.




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Click in any cell on the new row. This will cause the Note edit form to appear below the Note List, as in
the picture below.




Type the Subject of the Note and the Note itself in the spaces provided.
Select the Note Type from the drop down list. (Click on the down arrow to see all the choices of Note
Types. Then click on your choice.)
Click   OK to end the Note creation process. The Note Edit form will close and your Note will appear on
                                            Save to save all your changes.
the Note List, as in the picture below. Click




   Back to top of page.




Editing a Note

On the Note List, click on the Subject of the Note you wish to edit. The Note Edit form will open. Make
your changes, and then click OK and Save.




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   Back to top of page.




Closing the Notes Window

The Note List and Note Edit forms appear in a new window, not the one you were working in when you
selected the individual Assessment record. To close the window when you are finished adding or
modifying Notes, click the X in the upper right corner of the browser window. Then locate the main
USA Staffing work window on your desktop and continue your work.

   Back to top of page.




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Source Information
Topic Map
               About Source Information
               Completing the Source Information page




About Source Information

The Source Information 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 for later
reconstruction and demonstration of the validity of the Assessment if it is challenged.
At least one Principal source is 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.




   Back to top of page.




Completing the Source Information page

For each of the sources on this page that you used, select in the Source column whether the source
was a principal contributor or a supporting contributor of information you used. To do this, click once in
the box to make the dropdown control appear, then click the down arrow and click on your selection.
You can add notes for any source. To view or modify the notes later, you must the same source
selected.

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Specific Information
Topic Map
               About Specific Information
               Completing the Specific Information page




About Specific Information

The Specific Information page is one of the places where you document the sources you used in
developing the Assessment. Accurate documentation is important for later reconstruction and
demonstration of the validity of the Assessment if it is challenged.




   Back to top of page.




Completing the Specific Information page

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
Topic Map
               About the Preparation page
               Completing the Preparation page




About the Preparation page

The Preparation Information page is one of the places where you document the sources you used in
developing the Assessment. Accurate documentation is important for later reconstruction and
demonstration of the validity of the Assessment if it is challenged.




   Back to top of page.




Completing the Preparation page

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

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Assessment History
Topic Map
               About Assessment History




About Assessment History

The Assessment History 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 in 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.
         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.




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Assessment Library
Topic Map
              About the Assessment Library
              Searching the Assessment Library
              Copying Assessments




About the Assessment Library

Each Organization has its own library of Assessments. The Assessments in the library are available only
to members of the same Organization, and only for viewing and copying. You can save time by copying
an Assessment from the Library, but of course, you must assure that it is appropriate, and modify your
copy of it as needed.
When setting up new Organizations, OPM places copies of the Assessments for ACWA positions in the
Organization's library. Other Assessments created by users in your own Organization are automatically
added to the library once they are put into production mode -- that is, once you finish them and use
them. Administrators can manage the Assessment Library.
Users with the appropriate permissions profiles can manage the contents of the Assessment Library in
the Administration work area, using the pages of the Template Libraries menu. More details.

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Searching the Assessment Library

By default, a search for Assessments will include only those from your own Office. To include
Assessments that are in your Organization's library, check the Organization Library box on the search
form.

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Copying Assessments

There is a Copy option on the Assessment page to copy an Assessment from the library, or to send a
copy of an Assessment to another Office.

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Specialty and Grade (in Assessment)
Topic Map
               About the Specialty and Grade page (in Assessment)
               Completing the Specialty and Grade (in Assessment) page
                         What is a Specialty Code?



About the Specialty and Grade page (in Assessment)
The purpose of the Specialty and Grade page is to permit you to specify all the series, grades, and
specialties that are to be covered by the Assessment that you are building.


          Getting there: Follow the steps for Assessment Plan. Then either open an existing Assessment or create
          a new one. While that assessment is in use in your work area, click Specialty/Grade on the menu on
          the left. The Assessment you put in use by following these directions is the Assessment that will be
          affected by your choices on the Specialty and Grade page.


   Back to top of page.




Completing the Specialty and Grade (in Assessment) page




This is the Specialty and Grade page for an Assessment. Add the specialty and grade for each series by
following these steps:
What is a Specialty Code?
Specialty codes are 3-digit numbers. There are no standard codes that are used on a global level. Your
organization may have you use certain codes; if not, you can make up your own. It is common practice
for the first code to be 001.
Case example:
Your Staffing Action is for computer specialists. You have 3 positions. One is a database administrator,
one is Web designer, and one is a network administrator. So you make up and enter these Specialty
Codes and Specialty Names:
         001 -- Database Administrator




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        002 -- Web Designer
        003 -- Network Administrator

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    1.   Series. Click the dark gray Series button and select a series. (It may take a few seconds for
         the Series selection box to get ready.) If you need help determining what series is
         appropriate, you may consult the online Handbook of Occupational Groups and Series.
    2.   Specialty. Click the dark gray Specialty button and type in a Specialty Code and a
         Specialty Name. Click 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 the name of that Series first to
         select it. The Specialty will be added to the Series that is selected.
    3.   Grade. Click the dark gray Grade button and type in a grade. Click the Grade button again
         to add more grades for the Specialty. To add grades for a different Specialty on your list, click
         the name of that Specialty first to select it. The Grade will be added to the Specialty that is
         selected.
        Save. Click the white Save button. Note: 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.




View the Flash movie.




          You need to specify the Specialty and Grade for each Assessment in your Assessment
           Plan.


Here is a picture of a completed Specialty and Grade page:




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Questionnaire Builder
Topic Map
               About Questionnaire Builder
               Working with the Questionnaire Builder
                        Related topic: HR Manager
               The Item Editor page
                                 Using Online Screening and Valid Value
                        Assigning Responses to Questions
                                 Adding, Modifying, or Deleting a Response to a Question
                                 Using a Default Scale
                        Adding a Narrative Text Response Item
               Importing a document
                        About Importing a document
                        Procedure for importing a document
                        Sample file for import



About Questionnaire Builder
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
when you first arrive. 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. Note that many users find it much quicker to Import
          a Word document than to use the Questionnaire Builder to create the questionnaire from
          scratch in USA Staffing.
         Preview the questionnaire.




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Figure 1 -- the blank Questionnaire Builder


         Getting there: Before you can get to Assessments, you must already have opened at least one Staffing
          Action (Vacancy) in the current session. Then click the Assessments button on the left navigation
          panel, then Assessment Information. (You must have previously created a Questionnaire type of
          Assessment.) Click the name of your Questionnaire type assessment. Click the white Questionnaire
          Builder button on the left menu.



   Back to top of page.




Working with the Questionnaire Builder
Here are instructions for using the Questionnaire Builder page:
       To use the HR Manager system to help identify appropriate competencies, tasks, benchmarks,
        and questions, click the HR Manager button at the bottom of the Questionnaire Builder
        page.
       To import a text file that contains an existing questionnaire, skip the rest of this section and
        jump to the section on Importing a document below.
        To build a questionnaire from scratch, follow these steps:
        Terms
                  Factor: the name of competency or KSA (knowledge, skill, ability). In most
                   questionnaires, the questions relate to a Factor so that you can keep them
                   organized and 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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                 Item: a question (including self-report response options), set of instructions, default
                  scale, or narrative text box that can be placed on a questionnaire. An Item is always
                  associated with a specific Factor.

            Back to top of page.


             1.   Add the Factors: To do this, follow these steps:
                      a.   Click on the Add Factor button. This takes you to the Competency Factor
                           page and a new row will be added to the table. Click in the new row under
                           the Competency/Factor heading, and type in the name of the Factor.
                      b.   To add additional factors while you are on the Competency Factor page, click
                           New.
                      c.   When you are finished adding factors, click Save. This saves your added
                           Competencies/Factors, and returns you to the Questionnaire Builder page.
              Figure 2 below shows what the Questionnaire Builder looks like after some factors have
              been added.


              View the Flash movie.




Figure 2 -- The Questionnaire Builder after three factors have been added.


             2.   Add the questions and responses, instructions, narrative, and scales. To do this,
                           a.      Click the dark gray column to the left of the Factor name. The arrow

                                will come on to show that you have selected the Factor.
                           b.      Click the   Add Item button. This will take you to the Item Editor

                           page. More details. View the Flash movie.
              The picture below shows what the Questionnaire Builder would look like after you have
              added some Factors and Items. We have already clicked on the plus signs to show the




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                 items associated with the first factor, and the responses associated with the first
                 question.




Figure 3 -- The first factor and question have been expanded to show their contents.


             3.    Preview the Questionnaire: To do this, click on the Preview button. (Note: The
                   preview does not show a space for the applicant's response to Narrative Text
                   Questions, but a box for the response will appear in the actual Online Application
                   Questionnaire.)




Here is information about other things you can do on the Questionnaire Builder page:
       To modify a Factor -- to change its name or its position on the table, click the name of the
        Factor. This takes you to the Competency Factor editor page. Then:
                   To change the Factor name, click on the factor name and type your change. Click


                   Save when you are finished making changes. View the Flash movie.
                  To move the Factor up or down, click the up or down arrow at the right of the
                   Factor. Click Save when you are finished making changes. View the Flash


                   movie.
       To view all Items associated with a Factor: Click the plus sign to the left of the Factor
        name.
       To Edit an Item: To modify a question or its responses, narrative text box, instruction, or
        default scale, follow these steps:
             1.    Click the Item name. For example, if our screen looked like Figure 3 above, we could
                   click Instruction or Question1 to open either of those in the Item Editor.
             2.    Follow the instructions for the Item Editor Page (below) for making and saving your
                   changes.




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    Back to top of page.




 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. You can also use existing Default Scales from
                    the Template Library.
           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. (More details below.)
           Instruction: Use this type of item to provide directions to the applicant about how to
            complete the questionnaire.




 Figure 4 -- the Item Editor page


Note: You must click Save or Cancel before trying to leave this page. Other menu options will
not work if you do not.


 To add or modify an Item, follow these steps:
       1.   If you are creating a new Item, use the Description drop down box to select the type of item
            you are creating -- Question, Instruction, Narrative text question, or Default Scale (see also
            Understanding Default Scales). If you are modifying an existing Item, the Description box is
            disabled and you skip this step.




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Figure 5: the Item Editor page showing the Description options (the kinds of Items you can create and
edit)


    2.   Enter the text for the item in the text box. You can format the text using the format toolbar
         above the text box. More details. You can also paste text in from some other source --
         including questions, benchmarks, and examples from HR Manager -- and then edit them to fit
         the context.




Figure 6 -- the Item Editor page with text typed in the text box


    3.   If the Item you are working on is a Question, you can add response options or a Default Scale.
    4.   Click   Save to save your work and return to the Questionnaire Builder page.

Also on this page:
Using Screenout and Valid Value
Use the combination of Online Screening for Valid Value and the Valid Value setting for individual
response options to have USA Staffing determine immediately -- at any point during the Online
Application -- if the applicant is disqualified or should continue with the Online Application.
When you put a check in the Online Screening for Valid Value box on the Item Editor page, this makes
the Online Application system evaluate responses almost as soon as they are entered by an applicant.
(Technically, it is when the applicant clicks a button at the bottom of the page to move forward or




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 backward.) Only applicants who select a response that is a Valid Value are permitted to continue to the
 next page or section. Applicants who do not select a Valid Value response to a question for which you
 have checked Online Screening for Valid Value will see a message telling them that they are not
 eligible, and that the Online Application session has ended. USA Staffing will have no record for
 people whose application terminates this way.
 A person whose Online Application was terminated in this manner may return to start a new application
 without regard to the whether or not Allow Multiple Applications Per Applicant is checked on the
 Assessment Information page of the Vacancy menu.

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           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 the applicant must select a response that is set as a Valid Value in order to be
            rated eligible and in order to continue with the Online Application. (You set up the Valid
            Value on the Item Editor page when you create the Question Item and its associated Response
            options -- see Adding or Modifying a Response below.)
           Question Type: Use this selection box to indicate whether a question is to be used for
            Recency or Extra Points. (This box only appears when the Rating Method on the Assessment
            page is set to A-C-E Rating Method III.)

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Assigning Responses to Questions

 Each multiple choice question you create must have a set of Responses associated with it. You can
 create a set of responses unique to the question, or you can create a Default Scale and assign it to a
 range of questions. You can also retrieve a Default Scale from the Templates Library and assign it to a
 range of questions. The following sections provide instructions for each of these options.
       A.   Adding or Modifying a Response to a Question
       B.   Using a Default Scale

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A. Adding, Modifying, or Deleting a Response to a Question


 When the Item displayed in the Item Editor is a (multiple choice) Question, a table of the response
 options currently assigned -- if there are any -- will appear at the bottom of the Item Editor page. (See
 Figure 4 above or Figure 8 below for an illustration of the Response table.)
 To delete a response, follow these steps:
       1.   Click the row of the Response that you wish to Delete. This will make the Response Editor box
            appear.
       2.   Click OK in the Response Editor box. This will close the Response Editor box without any
            changes, but it will also leave your cursor on the row where you clicked in step 1, so that the
            row remains selected.




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    3.   Click the Delete button that appears on the bottom half of the page, immediately above the
         Response table.
    4.   Click   OK when asked to confirm that you wish to delete the row.
    5.   Click   Save if you have no more changes to make to the Item.
To add or modify response choices, follow these steps:


    1.   Creating a new Response: Click                     1.   Modifying an existing Response:
         the New button at the top of the                        Click the text of the Response itself
         Item Editor page. A new row will                        on the Response table. The Response
         appear on the table, and the                            editor dialog box will appear.
         Response editor dialog box will
         appear.




Figure 7 -- the Response editor box appears on top of the Response table.


    2.   Use the Response editor box to create or modify the response text and options. The Response
         editor box contains these items that you use to determine how the response will appear on the
         Questionnaire and how it will affect the assessment of the applicant:
         Tip
         You can paste text into the Response box by using the keyboard combination CONTROL + V.
         Use CONTROL + C to copy selected text.

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                   Letter: Enter the letter you wish to assign to the response as it will appear on the
                    Questionnaire. Typically, this would be A, B, C, etc.
                   Response: Enter the text of the response as you want it to appear on the
                    Questionnaire. You may enter an unlimited amount of text.




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                     Valid Value: If you wish to designate the response as one that passes the Online
                      Screening for Valid Value, click to put a check in the Valid Value box. (More details in
                      the above green box Using Screenout and Valid Value.)
                     Applicant Flag: If you wish for an Applicant Flag to be set when the applicant
                      selects this response, select the appropriate flag from the dropdown selection box.
                      (The flags that are available to you at this point are the ones established on the
                      Applicant Flags page on the Preferences menu of the Administration work area. If a
                      flag you want to use is not available, it can be added there by a person with an
                      appropriate Permissions Profile.)
                     OK: Click this to accept the information in the Response editor box and put it away.
                      This does not save your work. Your new or modified response will appear on the
                      Response table at the bottom of the page, as shown below.




 Figure 8: The Response editor box closes and existing responses are listed on the response table at the
 bottom of the page.


       3.   Click   Save.


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B. Using a Default Scale


 If you wish to assign a Default Scale to a question, the Default Scale must already exist, either
 elsewhere in the Questionnaire you are building, or in the Templates Library. See also Understanding
 Default Scales.
 You can assign a Default Scale in two different ways:
           With a question displayed in the Item Editor, use the Use Scale function:
                     Use Scale: Click to place a check in this box if you wish to have the question use the
                      Default Scale that appears closest above it on the Questionnaire Builder. Click to
                      remove the check to turn off the Default Scale. Note: Turning a Default Scale on
                      or off with this checkbox may result in having a blend of two scales -- if you
                      already created a scale for the question and then check the box to apply a



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                   default scale -- or no scales -- if you uncheck the box to remove the link to a
                   default scale and then do not create a scale for the question. Check your
                   work to make sure you attain the desired result.
        With a Default Scale displayed in the Item Editor, use the Apply Scale To... dropdown
         selection box to assign the scale to a range of questions.

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Adding a Narrative Text Response Item

A Narrative Text Response item provides a box on the Online Application where applicants can type
sentences or paragraphs. This is an excellent way to collect more details about an applicant's claimed
level of experience on self-report questions, or to collect writing samples. More details. Note that a
Narrative Text Response question does not have a response scale or default scale assigned to it.
However, you may place a Narrative question directly below a question that has a response scale. For
example, after a group of multiple choice questions, you might insert a Narrative question in which you
ask the applicant to provide details that support their responses on the multiple choice questions. (See
Figure 10 below.) Figure 11 below shows how the Narrative question will look to the applicant.
To insert a narrative response box, follow these steps:
    1.   On the Questionnaire Builder page, click Add Item.
    2.   On the Item Editor page, select   Narrative from the Description dropdown selection box.
    3.   In the text editor space on the Item Editor page, enter the question that will prompt the
         applicants to type a response in the text box.
    4.   If you wish to require that the applicant type a response before being able to continue the
         Online Application Questionnaire, click to place a check in the Is Mandatory check box.

    5.   Click   Save.




Figure 9: On the Item Editor page, we have selected Narrative as the Description of the Item. The
question we will use to prompt the applicant begins with "Please provide..." in the text edit box.




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Figure 10: We have arrange in the Questionnaire Builder for the order of items to be Instruction,
Question 1, and then the Narrative, which the applicant will answer in support of Question 1.




Figure 11: The Narrative question as it appears to the applicant in the Online Application.

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Importing a document

About Importing a document

Text files of self-report applicant questionnaires can be imported into USA Staffing. Here are some uses
for this function:
         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 certain guidelines.
Saving as a Text file in MS Word®
To save your MS Word document as a text file, follow these steps:




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        1. Type your document.
        2. Click the File menu button.
        3. Click Save As. The Save As dialog box will appear.
        4. In the drop down selection box labeled "Save as type:" -- located at the bottom of the Save
            As dialog box -- click to select the appropriate choice:
                      in MS Word 2002: Plain Text (*.txt)
                      in MS Word 97: Text Only (*.txt)
        5. Enter a file name in the space provided.
        6. Click Save.

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         The questionnaire to be imported must be in a single file.
         The file must be saved in text file format. (See box at right.)
         Each part of your questionnaire text document must be preceded by an identifier so that USA
          Staffing knows what it is. You can specify on the Process Document page what the identifiers
          will be, but if you do not specify, the system defaults are used. Assuming you leave the
          identifiers at their default settings, your text file must adhere to these default format
          requirements to be imported correctly:
                     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. E.g.:
                          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. E.g.,
                          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. E.g.:
                          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.
                  View sample.

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Procedure for importing a document

To import your document, follow these steps:
    1.    Click the   Import Document button. The Process Document page is displayed.




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Selecting a file using the Browse button
After you click the Browse button on the Process Document page, the Choose file dialog box appears.




       1. Use the Look in: drop down of this dialog to select the folder where your text file is stored --
           or, if it is located in a folder that appears in the list of folders (the big white area in the
           above picture), double click the folder to select it.
       2. Note what is displayed on the bottom line of the dialog box for the Files of type:. This filters
           the types of files that will appear in the list (the large white area in the above picture). It
           should say either "All Files (*.*)" or Text Files (*.txt)". If not, click the down arrow to select
           one of these two types.
       3. Once you are in the correct folder, use the scroll bar along the bottom of the file list (the big
           white area in the picture above) to bring the file name into view.
       4. Double click the file name -- or click it once and click on   Open.


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      2.   Select the File to Process: You can either type the full path and filename of the file in the
           space provided, or you can navigate to it, using the Browse button and its dialog. See box at
           right for details.
      3.   Click 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 the   Save button.
You can continue to work in Questionnaire Builder as described above.

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Sample file for import

 In the box below is an example of a questionnaire file properly formatted for use with the Import
 Document function. You can review this sample to see how the identifiers have been placed in the body
 of the document.
 You can also use this sample to try out the Import Document feature, by following these steps:
     1.   Use your mouse to select the text in the box below.
     2.   On your keyboard, hold down the Control key and press C.
     3.   Open MS Word or a similar program. Open a new document in it.
     4.   Click in the new document to designate an insertion point.
     5.   On your keyboard, hold down the Control key and press V. The text should appear pasted into
          your new document.
     6.   Click the   File menu in MS Word, and click to select Save As.
     7.   In the Save As dialog box, at the bottom, in the Save as type box, select Plain   Text (*.txt)
          or any other that mentions "*.txt". Save the file to your My Documents folder.
     8.   Follow the above procedures for importing a document.


 FACTOR: BASIC QUALIFICATION REQUIREMENTS FOR GEOGRAPHER, GS-150
 INSTRUCTIONS:




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1. Select the one statement below that best describes your education or combination of
experience and education to meet the basic requirements for this position.
A. Successful completion of a full 4-year course of study in an accredited college or
university leading to a bachelor's degree in geography or related physical or social
science such as geology, meteorology, economics, statistics, sociology, anthropology,
political science, history, cartography, computer science, urban studies, or planning
that included at least 24 semester hours in geography or related fields. Submit a copy
of your transcripts or a list of college courses.
B. A combination of education and experience - courses equivalent to a major in
geography, or a related field that included at least 24 semester hours in geography or
related fields, PLUS appropriate experience or additional education. Submit a copy of
your transcripts or a list of college courses.
C.    None of the above applies to me.
FACTOR: BASIC QUALIFICATION REQUIREMENTS FOR FISH AND WILDLIFE BIOLOGIST, GS-401
INSTRUCTIONS: Basic Qualification Requirements for Fish and Wildlife Biologist
2. Select the one statement below that best describes your education or combination of
experience and education to meet the basic requirements for this position.
A. Successful completion of a full 4-year course of study in an accredited college or
university leading to a bachelor's or higher degree in biological sciences,
agriculture, natural resource management, chemistry, or related discipline appropriate
to this position. Submit a copy of your transcripts or a list of college courses.
B. Combination of undergraduate education and experience--Courses equivalent to a
major (24 semester hours) as shown in A above, plus appropriate experience and/or
additional education. Submit a copy of your transcripts or a list of college courses.
C.    None of the above applies to me.
FACTOR: BASIC QUALIFICATION REQUIREMENTS FOR PHYSICAL SCIENTIST, GS-1301
INSTRUCTIONS: Basic Qualification Requirements for Physical Scientist
3. Select the one statement below that best describes your education or combination of
experience and education to meet the basic requirements for this position.
A. Successful completion of a full 4-year course of study in an accredited college or
university leading to a bachelor's or higher degree in physical science, engineering,
or mathematics that included 24 semester hours in physical science and/or related
engineering science such as mechanics, dynamics, properties of materials and
electronics. Submit a copy of your transcripts or a list of college courses.
B. Combination of undergraduate education and experience--Courses equivalent to a
major (24 semester hours) as shown in A above, plus appropriate experience and/or
additional education. Submit a copy of your transcripts or a list of college courses.
C.    None of the above applies to me.
FACTOR: ADDITIONAL QUALIFICATION REQUIREMENTS
INSTRUCTIONS: Additional Qualification Requirements
4.    Select the ONE statement below that best describes your education or experience.
A. I have one year of specialized experience in habitat conservation, species listing
and recovery plans included proficiency in performing all of the following: 1)
planning, creating and maintaining GIS databases utilizing ArcInfo software including
Arc, ArcView and AML while developing and maintaining natural resource data bases; 2)
analyzing requirements and data needs necessary to create GIS products; 3) writing non-
complex special data processing software applications; 4) evaluating, importing and
maintaining data processing software applications; 5) scanning, and importing data from
various data bases using existing guidelines; 6) creating standard and repeatable GIS
map products depicting resource data.
B. I have 2 years of progressively higher education leading to a master degree or
equivalent in a field as described in the Basic Requirement for Geographer, Fish and
Wildlife Biologist, or Physical Scientist listed above. Please submit a copy of your
college transcripts.
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.
D. Have one year of specialized experience in habitat conservation, species listing
and recovery plans and cartographic production including proficiency in performing all
of the following: 1) planning, creating and maintaining GIS databases utilizing ArcInfo
software including Arc, ArcView and AML while developing and maintaining natural




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resource data bases; 2) analyzing requirements and data needs necessary to create GIS
products; 3) writing non-complex special data processing software applications; 4)
evaluating, importing and maintaining data processing software applications; 5)
scanning, and importing data from various data bases using existing guidelines; 6)
creating standard and repeatable GIS map products depicting resource data;
E. I have 3 years of progressively higher level graduate education leading to a Ph.D.
or equivalent doctoral degree in a field as described in the Basic Requirements for
Geographer, Fish & Wildlife Biologist, or Physical Scientist. Submit a copy of your
college transcripts.
F. I have a combination of appropriate specialized experience as described in "D" and
graduate level education as described in "E" above to equal 100% of the requirement.
 Submit a copy of your college transcripts.
G.     None of the above applies to me.
FACTOR: KNOWLEDGE OF BIOLOGY, ENVIRONMENTAL SCIENCE, ECOLOGY, GEOGRAPHY, OR A RELATED
SCIENCE
INSTRUCTIONS: For the following item, choose the ONE statement from the list below that
best describes your experience and/or training. Please select only one letter for each
item.
A-     I have not had education, training or experience in performing this task.
B-     I have education or training in this task, but have not performed it on the job.
C- I have performed this task on the job. My work on this task was monitored closely
by a supervisor or senior employee to ensure compliance with proper procedures.
D- I have performed this task as a regular part of a job. I have performed it
independently and normally without review by a supervisor or senior employee.
E- I am considered an expert in performing this task. I have supervised this task or
am normally the person consulted by others to assist them in doing this task.
INSTRUCTIONS: Knowledge of biology, environmental science, ecology, geography, or a
related science
5. Integrate biology, geography, physical science, remote sensing and cartography in
the development, analysis, and use of natural resource data.
6.     Integrate the fundamental principles of applied ecological and earth sciences.
7. Conduct field studies, literature reviews, and interagency coordination to obtain
data on life history, habitat requirements, and management practices for fish,
wildlife, and plant species of concern.
8. Use scientific methodology and data evaluation to independently study fish,
wildlife, and plant species and write technical reports.
9.     Apply census and survey methods and techniques to determine species populations.
10.     Conduct analysis of natural resource data to determine resource conditions

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Rating Criteria
Topic Map
                 About Rating Criteria
                 Working with the Rating Criteria page
                           Group by Specialty
                           Group by Factor
                 Completing the Rating Criteria page

                           View the Flash movie.
                           Shortcuts -- Apply Values To



About the Rating Criteria page
The Rating Criteria page is where you set up how each possible response an applicant gives 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.
Depending upon choices you make for how you prefer to view the information on the Rating Criteria
page, the location of fields may vary. However, you have three ultimate objectives on the Rating
Criteria page:
      1.   Enter values as appropriate for Used, Rating, Screen Out, Minimum Qualifying Score, and
           Ineligible Code. The place where you do this will look like the picture below.




      2.   Enter the appropriate point values for each of the Responses to the Questions. The place
           where you do this will look like the picture below.




      3.   Test the Assessment Component.
More information about how to complete these three steps is provided below in the section titled
Completing the Rating Criteria page, and in the separate topic Testing an Assessment Component.
Before that, however, our next section -- Working with the Rating Criteria page -- discusses various
ways you may opt to view the information on the Rating Criteria page.


           Getting to the Rating Criteria page in USA Staffing: Before you can get to Assessments, you must
            already have opened at least one Staffing Action (Vacancy) in the current session. Then click the
            Assessments button on the left navigation panel, then Assessment Information. Click the
            name of your Questionnaire type assessment. Click the white Rating Criteria button on the left menu.
            (You must have previously created a Questionnaire type of Assessment, and must have already added
            Factors on the Questionnaire Builder page in order to do any work here.)




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Working with the Rating Criteria page
The Rating Criteria page has two views, depending upon whether you prefer to see all the information
grouped by Specialty or by Competency/Factor. By default, when you arrive at the page, information is
grouped by Specialty, as shown in Figure 1 below, where our Assessment covers only one Specialty.
Below, we will look at Group By: Specialty and Group By: Factor.




Group By: Specialty




Figure 1 -- Default view of Rating Criteria page


To view all the Rating Criteria information for the Specialty, we would click the plus signs --   -- to
expand parts of the tree. Figure 2 shows an example of what we might see.




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Figure 2 -- The tree is partially expanded.


In Figure 2 above, note these details:
         We have expanded the tree for the Specialty by clicking the plus sign to the left of the
          Specialty name. This gives us a view of all the Factors for all the Grades in this Specialty.
         We have also expanded the trees for Factor 3 and Factor 6 by clicking the plus signs in front
          of them. This gives us a view of all the Questions for Factor 3 -- Questions 9-11, and all the
          Questions for Factor 6 -- Questions 26-29.
         Note the position of the cursor arrow at the beginning of Question 26. Placing the mouse there
          and holding it still for a few seconds caused the gray text box to pop up under the mouse
          arrow. It shows us all the text for Question 26. This is handy because on the table, Question
          26 is lengthy and scrolls off the screen.

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Group By: Factor

If we click on the Group By... Competency/Factor radio button, the Rating Criteria information is
displayed in collapsed view as a list of all the Factors. Naturally, as you can see in Figure 3 below,
these are the same Factors that appeared in the above example when we looked at them grouped by
Specialty.




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Figure 3 -- Grouped by Competency/Factor


To view all the Rating Criteria information for a Factor, we would click the plus signs to expand parts of
the tree. Figure 4 shows an example of what we might see.




Figure 4 -- The tree is partially expanded.


In Figure 4 above, note these details:
        We have expanded the tree for Factor 3 by clicking the plus sign to the left of the its name.
         This gives us a view of all the Specialty and Grade combinations for this Factor (only one, in
         this example).
        We have also expanded the tree for the only Specialty/Grade combination we have -- 001 --
         by clicking the plus signs in front of it. This gives us a view of all the Questions 9-11, which
         are the ones that belong to this combination of Factor/Specialty/Grade.

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Completing the Rating Criteria page
Follow these steps to set up the Rating Criteria, beginning with the first Factor:
How to use Used
            Used controls whether or not the Factor is being used at all by the system -- either for
             Screening Out ineligible applicants or for part of the numerical score.
            If Rating is checked, the Factor will be taken into account when the numeric score is
              calculated.
            If Screen Out is checked, the Factor will be used to disqualify applicants who do not select a
              response the value of which is at or above the Valid Value. If Screen Out is checked but
              Rating is not, then the Factor will be used only for determining whether minimum
              qualifications are met.
            A Valid Value and an Ineligible Code must be specified if Screen Out is checked.
            By default, Used is turned on and so is Rating.
            Both Rating and Screen Out may be checked if you want the Factor to be used for both
              scoring (Rating) and screening.
            If you remove the check from Used, then Rating and Screen Out are also turned off.

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      1.    Enter appropriate values for the following items on the first row of the table, which is your first
            Specialty/Grade combination:
                a.   Used: 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 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
                     Minimum Qualifying Value box and an Ineligible Code.
                d.   Minimum Qualifying Value: Enter the number of points an applicant must attain on
                     this Factor to pass the Screen Out, and below which the applicant is considered
                     ineligible. To do this, make sure there is a check in the Screen Out box, then click in
                     the Minimum Qualifying Value box and type a number.
                e.   Ineligible Code: Select from the drop down box 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 in the Screen Out box, and a
                     number in the Minimum Qualifying Value box. Then click the Ineligible Code box.
                     When the drop-down selection arrow appears, use it to find the appropriate code.
                     Then click on it. (View the code list.)


           In the illustration below, we have made the first Factor a screen out, and set the Minimum
           Qualifying Value to 2 and the Ineligible Code for the Notice of Results to IQ.




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    2.   Enter in the Value box the number of points you want the system to assign to each possible
         response the applicant may give to a question. To do this:
             a.      Fully expand the tree view for the Factor/Specialty/Grade you are working on, by
                     clicking the plus signs in front of them.
             b.      Click on the text of the question for which you wish to assign point values.
             c.      Click the Value box and type in the number of points.
             d.      Click   Save.
             e.      Repeat this step for all responses for all questions for the Factor.
    3.   Click   Save.
    4.   Repeat steps 1 - 3 for each grade in the covered by Questionnaire.
    5.   Select the next Factor from the Factor selection box. Repeat steps 1 - 4 for each Factor. View


         the Flash movie.
    6.   You can test the Assessment by clicking the Test button. (See also Testing an Assessment
         Component.)



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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 are,
then there are shortcuts you can use 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 bottom of the page. To use one of the shortcuts follow these steps:
    1.   With the Response Value table still displayed for a Question for which you have already
         entered Response Values, select the desired shortcut option from the drop down box at the
         bottom right of the page.
    2.   Click the   Apply button.




There are four options in the Apply Values To: box, and they have these meanings:
        Question -- All: Apply the Values from the Responses to this Question to this same Question
         at All grades and specialties that this question is linked to.
        Question -- Grade: Apply the Values of the Responses to this Question only at this grade
         level. This is the default if no other option is selected, and 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. You can use it to reset back to the default if you select one of the other options
         and then change your mind.
        Scale -- Grade: Apply the values in this default scale to every question using this scale and
         linked to this grade.




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         Scale -- All: Apply these response values in this default scale to all questions that use this
          scale for all specialties and grades.

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5 Announcement
Announcement Menu and Pages
Topic Map
              About the Announcement Menu and Pages
              The Announcement Menu
              Announcement Pages



About the Announcement Menu and Pages
The purpose of the Announcement pages is to give you a way to manage the content and the
appearance of your Job Announcements. The information you provide and formatting you select are
forwarded to USAJOBS for the online job announcement. You may include links and pictures, and you
have complete control over the appearance of the announcement. You can save templates for your
announcements so that you can reuse them in the future.
Use these features to create a great first impression of your agency in the mind of the applicant.

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The Announcement Menu

         Before you can use the Announcement menu, you must already have opened at least one Staffing
         Action record (Vacancy) in the current session.




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When you are working on Announcement pages, the left navigation bar looks like this. Note that the
number in the drop-down box at the top shows you the Vacancy (Staffing Action) record that is open
and has the system's focus. As you open other Staffing Action records (VINs) in your USA Staffing
session, they are added to a history list in the dropdown box. You can use the drop down box to quickly
switch from one VIN to another -- that is, from one Staffing Action record to another.
Whatever work you do on any of the Announcement pages will affect the Vacancy (Staffing Action)
whose number shows at the top of the menu. If you want to work on the Job Announcement for a
different Staffing Action (Vacancy) that you opened in the current session, select it from the drop-down
box before you click the Announcement button.
When you log off USA Staffing, the history of VINs in the drop down box is cleared.

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Announcement Pages
The following page are where you will do all work relating to preparing the job announcement:
         Announcement Information
         Announcement Home Page
         Assignments
         Specialty and Grade (in Announcement)
         Locations
         Templates
                 Overview Template
                 Duties Template
                 Qualifications and Evaluation Template
                 How to Apply Template
                 Benefits and Other Information Template
                 Questionnaire Template
         Preview of Announcement

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Announcement Home Page




This is the Announcement Home page. If you already have more than one announcement for the
Staffing Action you have open, they will be listed here, and you must select one of them in order to
perform any tasks on the Announcement menu.


        Click the word Open to open the Announcement Information record described.
        Click   New to add an Announcement to the Staffing Action record (Vacancy) you have open.

If you have only one Announcement Record for your Staffing Action, or none at all, you will not see this
page, but will be taken directly to the Announcement Information page.




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Announcement Information
Topic Map
              About the Announcement Information page
              Completing the Announcement Information page
              Deleting an Announcement record
Related topics:
              Troubleshooting Job Announcements
              Collecting Résumés and Applications



About the Announcement Information page
The Announcement Information page is where you begin the process of composing your Job
Announcement by giving it an Announcement Number (or name) and enter certain other information
that is used for administrative purposes.


         To get to this page in USA Staffing, you must already have opened at least one Vacancy (Staffing
         Action record). Then click on the white Announcement button on the left menu. If you do not
         already have a Vacancy (Staffing Action) record open, you will be taken to the Vacancy (Staffing
         Action) Home page so you can indicate the VIN you wish to work on. Next, click the white
         Announcement button.

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Completing the Announcement Information page




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This is the Announcement Information page. If you do not already have at least two announcement
records for the Vacancy (Staffing Action) you have open, you will be taken directly to this page when
you click the Announcement button. The fields on the page will blank, ready for your entries.
If you have two or more announcement records for the Vacancy (Staffing Action), you will be taken to
the Announcement Home page so you can select the Announcement you wish to work on.


        New: Click this button to add a second or subsequent announcement. (You do not need to
         click New for your first Announcement for the VIN.
        Announcement Number: Type in a number or name for your announcement. This number
         will appear on USAJOBS and will be used to locate this Job Announcement record by applicants
         and USA Staffing users. We suggest using a combination of the Office code, VIN and your
         initials -- because this makes it easier for you to remember and for Help Desk staff to locate
         when you have questions -- although any other number you wish to use is allowed.
        Work Schedule: Select the proper work schedule for the Job Announcement.
        Part Time Hours: If you select Part Time as the Work Schedule, enter the number of hours
         in the part time schedule.
        Send applicants to USAJOBS Résumé Builder checkbox:

                 Checked: Applicants who click the Apply Online button                    at the
                  bottom of the announcement will be directed to the USAJOBS login page to select an
                  existing résumé or create a new one. From there, applicants will be directed to the
                  Online Questionnaire for that VIN. This forces applicants to use the USAJOBS Résumé
                  Builder, even though they may have a prepared résumé they might want to upload
                  instead.

                 Unchecked: Applicants who click the Apply Online button                     will be
                  taken directly to the USA Staffing Online Questionnaire for that VIN and will not have
                  the option to submit a résumé via USAJOBS Résumé Builder.
        Note: If you indicate that you will not accept résumés from applicants on the Supporting
        Documents page, this checkbox will be disabled by default.
        Accept Online Applications checkbox:

                 Checked: The Apply Online button                       appears in USAJOBS and
                  applicants can click it to begin the Online Application process. This is the default.
                 Unchecked: No Apply Online button appears. Applicants who get to the Online
                  Application page in USA Staffing via the Start URL will see a message that says "This
                  announcement does not accept online applications." Unchecking this box also
                  removes the check from Send applicants to USAJOBS Résumé Builder.
        Agency URL: Enter the full URL of your Agency's Web site that you want published when the
         Job Announcement appears on USAJOBS.
        URL Description: Enter the description of the Agency URL that you want to appear next to its
         link on USAJOBS. The description you provide will help applicants decide whether to click the
         link to visit your Web site or not.
        TDD Phone: Enter the phone number to be used by hearing impaired applicants who use TDD
         devices when they seek more information.
        Customer: Click this button to select the Customer record that will indicate the organization
         for which the job is being announced.
        Internal Contact: Click this button to select the name of the person who should be contacted
         for more information about this Job Announcement. This contact information is not published.
        External Contact: Click this button to select the name of the person who should be contacted
         for more information about this Job Announcement. This contact information is published.

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Deleting an Announcement record
A Job Announcement can only be deleted after Release to USAJOBS and Complete have been
unchecked on the Announcement Preview page. Then, from the Announcement Information page (this
topic) click the Delete button.

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Assignments
                                                                                               Next
        To get to this page in USA Staffing, follow the steps for Announcement Information. Then click
         on the bottom of the Announcement Information page or    Assignments on the left navigation
         menu.




You can assign some of the tasks related to the announcement to other staff members or workgroups.
To make an assignment, follow these steps:
       Click one of the two radio buttons to indicate whether you will assign to a named individual or
        to a workgroup. Whichever you select will be used for all assignments. (Note: If you change
        from one to the other, all existing assignments will be cleared and you will have to re-assign
        them.)
       Click New to create an Assignment record. A new row will appear at the bottom of the form
        on the screen.
       Under the Task heading, type in the name of the task you are assigning.
       Under the Employee or Workgroup, click in the box. A drop down choice list will appear. Click
        on the Employee or Workgroup to select it.
To delete an assignment, click on the Task name, and then click        Delete.




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Specialty and Grade (in Announcement)
Topic Map
                About the Specialty and Grade (in Announcement) page
                Completing the Announcement Information page
                         View the Flash movie.



About the Specialty and Grade (in Announcement) page
Use this Specialties and Grades (in Announcement) page to specify which combinations of specialties
and grades will be covered by the Job Announcement you are working on.


          To get to this page in USA Staffing, follow the steps for Announcement Information. Then click
            Specialty /Grade on the left navigation menu.

Note: If an message appears on the Specialty and Grades page that says "Assessment
Specialties/Grades must be established first", this means that these settings were cleared because a
change was made to the Assessment Plan after the Job Announcement was marked Complete. You
must return to Specialty/Grade on the Assessments menu -- and make sure there are valid entries
there -- before you can set Specialty/Grade in your Job Announcement.

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Completing the Announcement Information page




The above picture shows the default collapsed view.
         To expand the list to see all the specialties and grades, click the small plus sign to the left of
          the series check box. When the specialties are visible, you can further expand the display to
          show the grades for each specialty by clicking on the plus signs for each. The picture below
          depicts a fully expanded hierarchical tree.



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       To include a grade or specialty, click in its check box to add a check mark. Options lower in
        the hierarchy -- that is, options that are indented -- are automatically checked for you when
        you add a check mark at a higher level. For example, in the above picture, if you were to put
        a check in the box for "1710" all options below that level will be checked for you.
       You can remove any individual check mark by clicking in the check box again.


Promotion Potential Grade: Enter the highest grade to which incumbents would normally progress
without further competition.




View the Flash movie.

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Job Announcements on USAJOBS
Topic Map
               About Job Announcements on USAJOBS
               Tab 1: Overview
               Tab 2: Duties
               Tab 3: Qualifications and Evaluation
               Tab 4: How to Apply
               Tab 5: Benefits and other Information




About Job Announcements on USAJOBS
USA Staffing makes it easy to prepare your job announcement for publication on the Internet at
USAJOBS. Information you already entered in USA Staffing is automatically incorporated in appropriate
places in the job announcement. Use the Announcement Templates pages in USA Staffing to enter
additional information or instructions for applicants, and to format it into an attractive and professional
quality job announcement that will make a great first impression on job applicants.
A sample of a job announcement on USAJOBS is provided below for your reference. The Announcement
Templates in USA Staffing correlate with these tabbed pages in the job announcement.

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Tab 1: Overview




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View the Overview Template topic in a new Help window.

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Tab 2: Duties




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View the Duties Template topic in a new Help window.

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Tab 3: Qualifications and Evaluation




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View the Qualifications and Evaluation Template topic in a new Help window.

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Tab 4: How to Apply




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View the How to Apply Template topic in a new Help window.

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Tab 5: Benefits and Other Information




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View the Benefits and Other Information Template topic in a new Help window.

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Format Tips
Topic Map
             Styles -- The Building Blocks of Proper Formatting
             Copying from Microsoft Word Documents
             How did they do that?
               Heading Styles
               Font Sizes and Colors
               Underlining
               Shading and Background
               Numbered and Bulleted Lists
               Address Style
               Normal Style
             HTML Editor Mode




You can make your job announcements easier to read and more attractive through the judicious use of
fonts, colors, and styles. Each of the Announcement Templates gives you a toolbar to control font
colors and sizes, as well as styles. Of special significance is the use of styles to aid all persons --
including those with disabilities -- to easily navigate and use the information you provide.
Note that USA Staffing may permit you to add formatting that may be ignored by USAJOBS. If this
occurs, it would be due to a limitation of USAJOBS. USA Staffing contains added flexibility for the
benefit of users who publish their Job Announcements to systems other than USAJOBS.




Styles -- The Building Blocks of Proper Formatting
A style is a named category for text. Examples of common style names are Paragraph, Heading1,
Heading2, Normal, Bulleted List, Address, and Body Text. The names of these styles matter very much
to people with disabilities who rely upon adaptive technology to browse the Internet. They also matter
to people who access the internet using handheld devices that may be unable to display all the colors
and sizes you may intend. When you use styles correctly in your job announcement, readers can
quickly identify the structure of the document and find their way through it. Proper use of styles also is
important to make sure that documents viewed in a browser or printed as a PDF file will format
correctly. The correct use of styles assures your job announcement meets the requirements for
accessibility under Section 508, as required of all Federal Government agencies.
Note that the appearance of a given style is secondary and is something each individual reader can
adjust. It is the responsibility of the author to assure the correct style is assigned to the sentence or
paragraph; it is the job of the browser to display the document using styles as defined by the person
reading the document. For example, the default font size of 10 for text entered in the Normal style
may be what you see on the screen, but a job applicant who has difficulty reading that size font can set
her browser to display all Normal style text in 14 point, and the job announcement automatically
converts to their preferred way of viewing it.
For this reason, avoid merely bolding or italicizing words or phrases that you intend as section
headings. Instead, be sure to apply a Heading style, or other appropriate styles. If you also wish to
change the color or the size, you may do so, but know that, at the option of the job applicant, the style
is what is controlling, and the job applicant's style definitions may override settings you apply to
individual letters and words. Do not rely upon the bolding, italicizing, sizing or coloring of individual
letters or words; always attach a style to assure full accessibility and portability.
You have the ability to use colors in your job announcements in USA Staffing and USAJOBS, and we
recommend that you take advantage of these capabilities. However, keep these rules in mind:
        Avoid color combinations that provide little contrast between text and background.
        Do not rely upon color or size or other visual cues alone. Always assign a style.




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         If you are using an HTML editor that gives you the ability to override the user preferences of
          the reader, avoid doing so. To assure usability, let the reader's preferences take precedence.

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Copying From Microsoft Word Documents
If you have Microsoft Word XP or 2002, you can create your document in Word, format it there,
including applying styles to the text, and then copy and paste it from Word into the USA Staffing
template. In most cases your format will be retained in USA Staffing. Always check to make sure,
however. Our tests with Microsoft Word versions prior to 2002/XP show that much formatting is lost
when you copy from older versions of Word.
For more details on using styles in Word, consult Word's online Help. To do this, while Word is open,
click on the Help icon on the toolbar --     -- and search on the term "styles", then read the topics
that are displayed as search results.
You will have much more control over the styles in documents created in Word than what is possible in
the template editor in USA Staffing.

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How did they do that?
In the topic Job Announcements on USAJOBS, you will see a sample of how the text can be formatted
to make it attractive and to assist the reader. Notice these characteristics of the format:
         All section headings in the announcement text have a Heading style applied. In this example,
          the headings are also set in bold red font and underlined.
         On pages where there are multiple subtopics, a shading color behind the text alternates
          between white and light gray to help the reader quickly identify where one section ends and a
          new one begins.
         Numbered and bulleted lists are used to make lists more readable and easier to find.
         The address given at the bottom of the How to Apply page has the Address style applied so
          that it lines up correctly.
In addition, it is possible in USA Staffing to include pictures, links to other Web pages, and horizontal
lines (or "rules"). The sections below will tell you how to include these features in your own job
announcements.

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Heading Styles

To apply a Heading style, type your text first. Then place the cursor anywhere on the line. From the
Style Selection dropdown box on the template toolbar, select a heading style of your choice -- from
Heading 1 (the largest) to Heading 6 (the smallest). Note that Heading6 may be very small, but it still
applies a Heading style to the line of text, and the Heading style is used by adaptive software to
navigate the document.
Do not use a Heading style merely to add emphasis to text that is not really a section heading.
This will confuse people who rely upon adaptive devices, and it may cause your job announcement to
format incorrectly when viewed on handheld devices or converted to a PDF file.
Applying a Heading style tends to undo other attributes, such as size, color, underline, bold, and italic.
If you intend to use any of these other attributes, apply them after you apply the Heading style.

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Font Sizes and Colors

To change the size or color of certain text, you will apply size and color attributes.
To apply a size attribute to your text, select the text (How?). Then from the Font Size Selection
dropdown box (What?), select a new size.
To apply a color attribute to change the color of certain text, first select the text (How?). Then from the
Font Color Selection dropdown box (What?), select the new color.

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Underlining

To apply the Underline attribute, first select the text (How?). Then click the        on the toolbar.

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Shading and Background

"Shading" refers to a color used behind a particular paragraph. "Background" refers to a color or a
picture used behind an entire Web page. It is not currently possible to add shading or a background
color or graphics in the word processing mode in USA Staffing. However, you can do these things two
other ways:
        If you know HTML or can get assistance from someone who does, you can use the HTML Editor
         Mode in the job announcement templates in USA Staffing to directly enter the appropriate
         codes to create shading or a background.
        You can create a document in Microsoft Word XP (or 2002) and format it to include Shading
         behind select paragraphs. Follow these steps:
              1.   Type the text.
              2.   Select the section for which you wish to have shading. (That is, click with the left
                   mouse button and hold it down while you drag to select the section. Then release the
                   mouse.)
              3.   Click Format on the MS Word menu bar. From the Format menu in MS Word, select
                   Borders and Shading (not Background).
              4.   Click on the Shading tab.
              5.   Click on the "Fill" color of your choice -- or -- to turn off shading that has already
                   been applied, click the bar at the top that says "No Fill". Remember to choose a color
                   that will provide high contrast to any text in the affected section. (Note: You can
                   change the color of the font in Word: Format > Font > Font Color.)
              6.   Click OK. The dialog window closes and your color is applied to the section you had
                   selected.
              7.   Copy and paste the result into the appropriate job announcement template in USA
                   Staffing. (Hold the left mouse button down while you drag across the section you

                   want to copy. On the MS Word toolbar, click the copy button --      . Click in the
                   template in USA Staffing at the position to which you want to paste your selection.

                   On the USA Staffing toolbar, click the paste button --        .)
              8.   Be sure to check your results in two ways:




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                        1.    Look at the text you have pasted in, to make sure that the colors for both
                              the shading and the font are the ones you intended and that they provide
                              sufficient contrast.
                        2.    Preview the result on PCs set to low screen resolution, monochrome, and
                              16-color. This is important because certain colors will shift to other colors
                              when viewed on such devices. You must check confirm that your text
                              remains readable by job seekers no matter what devices they use to
                              access USAJOBS. You must also confirm that a copy printed on black
                              and white printer is readable.

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Numbered and Bulleted Lists

To create a list, type the first item of the list on a line by itself. If the cursor is not still on this first item
you just typed, click anywhere on the line of text. Click the Numbered List button on the tool bar to
turn on the Numbered List attribute or click on the Bulleted List button on the tool bar to turn on the
Bulleted List attribute.



Then position the cursor at the end of the line. When you press the Enter key, the next number or bullet
will appear for you to type the next item of the list.

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Address Style

When you type an address, you want the address to appear together as a block of text. The Address
style is for this purpose. To use it, type the first line of the address. Then, with the cursor still on the
first line of the address, select the Address style from the Style Selection dropdown box.

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Normal Style

The Normal style is the basic font of the document. When you apply the Normal style to text, it turns
off any previously applied styles, and may turn off bold, italic, underline, and colors. You can apply the
Normal style to end a Numbered or Bulleted List, as well as to undo any styles and attributes you have
previously applied.

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The HTML Editor Mode
USA Staffing templates have an HTML Editor mode that lets you directly modify the underlying HTML
code that controls the look and placement of every item on the page. To turn on the HTML Editor
mode, simply click the HTML checkbox at the bottom of a template page to put a check in

it.




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 The page will refresh to show you all the HTML code. This is a good way for you to start to learn what
HTML codes look like and how they work. For instance, you will notice that many "tags" are embedded
into the text you typed.
Tags are codes that begin with < and end with >. For example, if you applied the Heading2 style to a
line of text, you will see <h2> where the style is turned on and </h2> where it is turned off. In this
example, the "/" in front of the second "h2" means it is being turned off. Note that all tags come in
pairs, like quotation marks; one turns on the style or attribute, and another turns it off. However, there
are some "wild cards". For example, </font> can turn off a wide variety of styles and attributes.
In the HTML mode, you can troubleshoot the appearance of your text. If the italic you inserted is
turned off too early, you can see in the HTML code that the </i> or </font> is in the wrong place, and
you can move it (delete it from one place and retype it somewhere else) to fix the problem. But you
must be sure that you correctly type or paste in the same tag in its proper location. If you do not do
this correctly, you may end up with an unpaired tag. This can cause a style or attribute to get turned
on and never be turned off. In some browsers the page may display the text incorrectly, and in other
browsers, the page will not display at all. Note also, that the effect of tags is not limited to a particular
template. If you break a tag pair by removing one of the pair and not correctly replacing it, this may
affect text anywhere else in the entire job announcement.
Unless you already know HTML, our advice is to "Look, but don't touch." An experienced HTML
developer can do some very fancy things in the HTML mode by directly entering tags that are not part
of the toolbars in USA Staffing templates pages. But if you are not careful, you can also create a big
mess.
To learn more about HTML, you can study any of the many tutorials freely available on the Internet. An
extensive list will appear if you search using the phrase "learn html".

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  Locations (in Announcement)
Topic Map
This topic covers the following subtopics:
                About Locations (in Announcement)
                Working with Locations (in Announcement)
                         Viewing Locations Already Added to the Announcement
                         Finding Locations to Add
                                  How are location codes used?
                         Adding a Location to the Job Announcement
                                  Managing many locations
                         Deleting a Location from the Job Announcement



About Locations (in Announcement)
Use the table on the bottom of the Locations page to indicate the locations that should appear in the
Job Announcement, and how many Openings there are for each location. Above the table are tools you
can use to quickly find locations on the table.
         To get to this page in USA Staffing, follow the steps for Announcement Information. Then click
            Locations on the left navigation menu.

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Working with Locations (in Announcement)




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Viewing Locations Already Added to the Announcement

Click the checkbox to place a checkmark for "Selected Locations Only" to make the table show only
those locations you have already included in the job announcement.

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Finding Locations to Add

How are location codes used?
Geographic codes are used for two purposes:
           USAJOBS uses the geographic codes to select the Job Announcements that match job
            seekers' search criteria.
           USA Staffing uses geographic codes to show in the Job Announcement where the positions
            are located.
These two uses explain the choices available to you in the Apply Location to drop down selection box.
If you select Both -- USAJOBS and Job Announcement, you only need to specify your locations one
time for both purposes. However, if you have many locations, this will also cause the job to appear
multiple times when a job seeker does a search in USAJOBS -- one time for each location. This can be
confusing to job seekers.
To prevent this from happening, do not use the option for Both, but select the codes for each purpose
separately, following these steps:
        1. In Apply Location to, select Location Search Code. Then in the table where you specify
            locations, select either a nationwide or regional code as appropriate. Save your work.
        2. In Apply Location to, select Applicant Geographic Availability. Enter all of your multiple
            locations. Save your work.

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If Selected Locations Only has a checkmark, click on it to remove it. The table will refresh to show you
all locations. Then use the tools described below to find the locations you want.
Apply Location to: The purpose of this selection box is to let you control which locations on this page
will be used for what purposes. Choices are:
           Location Search Code (USAJOBS): Select this option to begin the process of selecting the
            location codes that USAJOBS will use when performing searches.
           Applicant Geographic Availability (Job Announcement): Select this option to being the
            process of selecting the locations that will appear in the Job Announcement itself.
           Both -- USAJOBS and Job Announcement: Select this option to begin the process of
            selecting the same locations to be used for both a) searches performed by USAJOBS and b)
            the Job Announcement.
Location Code: If you know the four digit location code, you can type it into this box and click Find.
The table will refresh to show the row with the code for which you searched. It will also update the
Filter by State selector to show the state that corresponds to the code.


Filter by State: You can look for the location in the table yourself. If Selected Records Only is not
checked, then Records appearing in the table are limited to those that are in the state that shows in
the Filter by State box. To make the table show locations from a different state, click the Filter by State
box and pick the state you want.

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Adding a Location to the Job Announcement

 To include a location, follow these steps:
       1.   Click the check box to place a check mark to select it.
       2.   # of Vacancies: Enter a number or descriptive text to indicate to the job applicant how
            many opportunities there are for that location. For example, acceptable entries include "Few"
            and "Many", as well as any actual number.




            Managing many locations
 USAJOBS uses the duty location codes in job searches. When applicants perform searches in USAJOBS,
 they will see the announcement one time for each location that matches their search criteria. In other
 words, if the Job Announcement contains ten locations, and the job seeker searches on 5 of those
 locations, USAJOBS will list the Job Announcement 5 times in the search results it displays to the job
 seeker.
 This can be confusing for job seekers. Therefore, if you have a large number of locations to publicize
 (over 20), consider these alternatives:
                  Use the Nationwide code -- i.e., 1000, Continental United States, Throughout.
                  Use a Region wide code -- such as 0801, Southeastern States.
                  Use a Statewide code -- such as 0015, Throughout Florida.
Careful selection of codes can make job searches easier for applicants, while reducing your workload
from duplicate applications against multiple control numbers.

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Deleting a Location from the Job Announcement

 To remove a location that has previously been selected, click the check box to remove the check.

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The Format Toolbar
Several of the Announcement Templates pages give you a word processor type of workspace to enter
text and graphics. Items you may see on the toolbar for such pages are explained below.
Note that USA Staffing may permit you to add formatting that may be ignored by USAJOBS. If this
occurs, it would be due to a limitation of USAJOBS. USA Staffing contains added flexibility for the
benefit of users who publish their Job Announcements to systems other than USAJOBS.




                           Style Selection:


                            Use this drop down style selector to apply a pre-set style to the
                            paragraph where your cursor is.
                            Normal removes all styles.
                            Headings 1-6 convert the entire paragraph to a pre-set font
                            type and size.
                            Directory List gives begins a bulleted list. Press Enter to get a
                            new bullet.
                            (You do not need to select all text to apply the style to a
                            paragraph.)



                           Font Selection:


                            Use this drop down selector to apply a font type to whatever
                            text you have selected. Unlike the paragraph styles above, you
                            must use your mouse to select all the text you want changed
                            before you apply a new font from this list.




                           Font Size Selection:

                            Use this drop down selector to choose the font size for the text
                            you have selected.




                           Font Color Selection:


                            Use this drop down selector to change the color of the font for
                            the text that is selected.




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                           Makes the selected text bold.

                           Makes the selected text italic.

                           Underlines the selected text

                           Justifies the paragraph to the left, center or right.

                           Begins either a numbered or bulleted list.

                           Indent or "outdent" paragraph one tab stop in the direction
                           indicated by the arrows.

                           Cut (remove) the selected text. The text that has been
                           removed is stored by the system in a place called the
                           "clipboard", and can be pasted somewhere else using the Paste
                           tool.

                           Copy the selected text to the "clipboard" without deleting it.

                           Paste text from the clipboard to the place where the cursor is.
                           (Hint: Use Cut or Copy first.)

                           Undo the last change. Each time you click this button, your text
                           reverts to an earlier stage, until you exhaust the "undo buffer."

                           Redo a previously Undone change. Each time you click this
                           button, you restore one more change that was removed by an
                           Undo action.

                           Insert an Image File: You can use this feature to insert
                           images, like your corporate logo. To use this feature, you must
                           already have the image saved as one of these file types: GIF,
                           JPG, BMP, WMF, XPM, or ART.


                           You must also know where the file is located on your system, in
                           order to navigate to it in the Insert Image dialog box.


                           More details.       View the Flash movie.


                           Insert Link: You can use this feature to insert links to Web
                           pages or email addresses. You must already know the URL or
                           email address you want the link to point to. More details.

                           Insert Rule (Horizontal Line): Use this feature to insert a
                           horizontal line across the page. This can make the job
                           announcement easier to read by breaking it up into sections.

                           HTML: Place a check in this box if you wish to directly edit the
                           HTML code for the template. This option is provided for people
                           with HTML expertise. You need to already be familiar with HTML
                           code; no help or tools are provided.




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Insert Image -- detailed instructions
Disclaimers
This topic will help you learn how to insert an image into your job announcement. It assumes,
however, that you already have an image file that you want to use, and that you know its filename and
its location on your computer or network.
This topic does not discuss how to create an image file. Your agency's office of communications or
public relations may have a collection of agency logos and other images prepared for your use, or your
information technology department may be able to assist you.
This topic also assumes that you already have a basic knowledge of where files are stored on your
computer or network and how to find them. For assistance with this, contact your information
technology specialists, your office's own Help Desk, or your training department.
Note that USA Staffing may permit you to add formatting that may be ignored by USAJOBS. If this
occurs, it would be due to a limitation of USAJOBS. USA Staffing contains added flexibility for the
benefit of users who publish their Job Announcements to systems other than USAJOBS.



Instructions
To insert an image follow these steps:
    1.   Click the Insert Image button on the toolbar. The Picture dialog box will appear.




    2.   You will use the Browse button in the Picture dialog box to navigate your own computer and
         point to where the image file is located. Click the Browse button. Another Picture dialog box
         will appear that looks more or less like this:




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      3.   Use the Look in: drop down of this dialog to select the folder where your image file is stored --
           or, if it is located in a folder that appears in the list of folders (the big white area in the above
           picture), double click the folder to select it.
      4.   Note what is displayed on the bottom line of the dialog box for the Files of type:. This filters
           the types of files that will appear in the list (the large white area in the above picture). If the 3
           letter file extension of your image file is not appearing in the Files of type: box, click the down
           arrow to select the file type that matches.
      5.   Once you are in the correct folder, use the scroll bar to bring the file name into view.
      6.   Double click the file name -- or click it once and click on   Open.
      7.   The file name will appear in the File name: box, and the second dialog window will close,
           taking you back to the first dialog window, shown again below. The file name you selected will
           appear in the Picture Source: box.




      8.   In the Alternate Text: box, click and type a brief description of the image file. Blind people will
           rely upon the descriptive text you type in order to know what the image conveys. Alternate
           text is required by 508 regulations, and must convey to persons without the ability to see the
           image the same information as would be obtained by those who see it.
      9.   You can control layout and spacing. In the above picture, Border Thickness has been set to 3
           pixels to create a black border around the image. Horizontal spacing has been set to 200
           pixels to place the image near the center of the page.
      10. Click OK to close the dialog. The image will be placed in your template.




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Insert Link (detailed instructions)
Topic Map
              Getting Ready
              Creating Links to URLS -- HTTP and HTTPS
              Creating Links to create email messages
              Check your link to make sure it works as intended
              Modifying a link
              Deleting a link




Getting Ready
You can insert a hyperlink that will take the reader to a Web page, or create an email. This can be
helpful when you want to provide optional additional information or means of contact, but you should
never make a link be the only means of obtaining or providing essential information. Many job seekers
do not have Internet access and will be reading a paper copy of your job announcement.
You must know the URL or email address before you insert the link.
First type the text into the template.

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Creating Links to URLs -- HTTP and HTTPS


URL Option 1: Transforming existing text into a link to an HTTP or HTTPS
address:

    1.    Highlight the words that will become the link. (In other words, click with the mouse at the
          beginning of the word or phrase, and -- while holding down the mouse button -- drag the
          mouse over the remainder of the word or phrase. Release the mouse button, and the word or
          phrase will remain highlighted.)
         Example: Click here to visit OPM's home page.
         The word "here" in the above sentence would be highlighted, and will be made into a link.


    2.    Click on the Insert Link button      on the toolbar. The Hyperlink dialog window will open like
          the picture below, except that the spaces where we show OPM specific information will be
          blank.




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            3.      Type the full URL in the Address space. A full URL must include http:// -- just as in the
            picture above.
            4.      Click to place a check in the box and type the name that you want to appear on the
            border of the new browser window that opens to show the page you are linking to. In our
            example, we are linking to OPM's home page so that the applicant can learn more about OPM
            as an employer. Therefore, we help the applicant keep navigate the browser windows on her
            desktop by giving the window the name OPM. The name of the place to which you are linking
            is appropriate to go in this space.
            5.      Click OK. The dialog window will close. The text you had highlighted will change color
            -- typically blue -- and be underlined.
            6.     Click   Save.
           Example: Click here to visit OPM's home page.
           Note that the URL is not displayed when you use this method. It is hidden in the underlined
           word "here".
      7.    Check your link to make sure it works as intended.
 Remember: When you use this method, your URL does not appear at all on printed copies.
 Readers of printed copies may not know how to obtain the information you link to unless
 you tell them in some other way.




URL Option 2: Placing the URL in the text.

Instead of hiding the URL, you may want it to display in the text.
Example: Click this link to go to OPM's home page: http://www.opm.gov
Note: This method is not recommended for lengthy URLs. In no case should you use this
method if the URL is long enough that it will wrap to the next line on the page. A link that
wraps on the page may not work correctly for the applicant who must use it. If the URL is
long, follow the steps for URL Option 1 instead.


To use this option, follow these steps:
      1.    Place the cursor at the end of a line of text, typically following something like: To visit our
            Web site, click here:


      2.    Click on the Insert Link button       on the toolbar. The Hyperlink dialog window will open like
            the picture below.




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         3.      Type the full URL in the Address space. A full URL must include http:// -- just as in the
         picture above.
         4.      Click to place a check in the box and type the name that you want to appear on the
         border of the new browser window that opens to show the page you are linking to. In our
         example, we are linking to OPM's home page so that the applicant can learn more about OPM
         as an employer. Therefore, we help the applicant keep navigate the browser windows on her
         desktop by giving the window the name OPM. The name of the place to which you are linking
         is appropriate to go in this space.
         5.      Click OK. The dialog window will close. The URL you typed will be placed where you
         had left the cursor, and it will be a link to the URL -- typically blue -- and be underlined.
         6.      Click   Save.
         7.      Check your link to make sure it works as intended.

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Creating Links to create email messages
Mailto is an HTML command that can be embedded in a link. When the reader clicks the link, an email
message composing window opens and the address to which the email is to be sent automatically
appears on the To: line.
Note: This feature may not work correctly for applicants if the default email program on the computer
they are using is not properly configured -- such as if they use computers in public libraries, or if they
rely upon browser based email such as Yahoo or Hotmail. For this reason, do not rely Mailto alone;
always type the email address into your text so the applicant can copy it to the email client if
necessary. This will also make it possible for persons who read printed copies of the announcement to
see the full email address.
Examples:
        Do this: Send your completed applications to this email address: jobs@agency.gov
        Notice that the email address is visible to the reader.
        Do not do this: Send your completed applications here.
        Notice that the address is not visible to the reader.


To create an email address link in your text, simply type the email address. By the time you finish a
properly formatted email address, it will turn to blue font and be underlined, showing that it has
become an active link.

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Check your link to make sure it works as intended.
Follow these steps to test the links you created:
      1.   Click   Preview under Announcement -- Templates on the left navigation panel.
      2.   Locate your each link you created and click on it. HTTP: and HTTPS: links should take you to
           the correct Web page. Mailto: links should open an email composing window if your computer
           is properly configured; otherwise you should be able to copy and paste the email address and
           send an email and have it delivered.
      3.   If your test succeeded in taking you to a Web site, return to where you left off in the USA
           Staffing Announcement Preview page by pressing the backspace key on your keyboard.




Troubleshooting:

Problem: My link does not appear.
Cause: You may have forgotten to save the change before leaving the template page you were on. Go
back to that page and make sure the link is still there, or add it again if necessary.


Problem: My link takes me to a "page not found" error, or "page cannot be displayed".
Cause: The URL you typed is not correct. Check to make sure it is the correct URL, and that you can
reach the page when you type or paste the URL directly into your browser location bar. If this works,
then make sure the link you created is validly formatted. It must begin with http:// or https://,
followed by the rest of the address without spaces. Note: The slash -- / -- is not the same as the
backslash -- \. The backslash is never valid in a URL. URLs can not contain blank spaces.

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Modifying a link
You can modify a link you have already created.
      1.   Select the text of the link.


      2.   Click the create link toolbar button --     .
      3.   Make your changes in the Insert Hyperlink dialog box.
      4.   Click   OK in the dialog box.

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Deleting a link
You can delete a link without deleting the text it is tied to.
      1.   Select the text of the link.

      2.   Click the delete link toolbar button --    .

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Templates
Templates (in Announcement)
Topic Map
This topic covers the Templates pages in the Staffing Work Area for a specific job announcement --
including using copies of templates in the Global, Office, or Organization libraries. If you are looking
for information about managing the template libraries used by a whole office or organization, see
Template Libraries in the Administration Work Area.
              About Templates
              What are the differences between templates in the Administration Work Area and the
               ones in the Staffing Work Area?
              The Blank Templates Page
              Related topic: Troubleshooting Job Announcements




About Templates

The job announcement templates allow you to specify what will appear in the job announcement that
the applicant sees on USAJOBS. There is one template for each of the sections of a job announcement,
and each has its own topic in this Help file. They are:
         Overview Template
         Duties Template
         Qualifications and Evaluation Template
         How to Apply Template
         Benefits and Other Information Template
         Questionnaire Template


Each of these templates corresponds to one of the tabbed pages of the job announcement as it will
appear on USAJOBS. (Jump to Job Announcements on USAJOBS to see a sample of what the job
announcement will look like.)

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What are the differences between the templates in the Administration Work
Area and the ones in the Staffing Work Area?

Individual users of USA Staffing can create from scratch their own templates to control the text of a job
announcement. Or, they can copy templates that have been placed in the Global, Office, or
Organization template libraries. These libraries are managed by persons with Administrative level
permissions in their Permissions Profiles. To find and copy an existing template from the template
libraries, follow the instructions below for the Blank Templates page.
The templates that you work with while you are in the Staffing Work Area affect specific job
announcements and can only be accessed and modified by the users who create and own them. On the
other hand, if you wish to make the template available to other users, ask your USA Staffing




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Administrator to place it in the Administration Work Area. Templates in the Administration Work Area
can be available to everyone across your office or organization. More details.

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The Blank Templates Page




Figure 1: The Templates page when you first arrive.


         To get to this page in USA Staffing, follow the instructions for Announcement Information. Then click
          the white   Templates button on the left menu.

When you first arrive on the Templates page, it looks like the Figure 1 above.
Note: Some functions on this page are disabled if the announcement has already been published.
    1.   Select the library from which you wish to select your source template -- Global,
         Organization, or Office. The page will refresh so that the Templates dropdown selection box
         is populated with the names of the templates for the library you just selected.
    2.   Find the name of the template you plan to use in the Templates drop down list. To do this,
         click the down arrow to display all the choices, then move the mouse to your choice and click
         on it. When you release the mouse button, your choice will appear in the box. USA Staffing
         will respond by copying the contents of the template you selected into the bottom portion of
         the page. The picture below shows an example of this.
    3.   In the space provided, give your template a unique Name that will help you find it later.
    4.   Click the    Save button to save your template.
    5.   The tree that appears on the bottom half of the page lists the headings of all main sections
         and subsections that could appear in your Job Announcement. Items that are checked are
         section or subsection headings will appear in your Job Announcement. To prevent a heading
         from appearing, click the check to remove it. Note: This page deals only with the section
         headings, not the text that belongs under the headings. The text is managed on subsequent
         template pages, such as the Duties or How to Apply templates.



          Click on a plus sign (+) to expand that part of the tree and see the choices.




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Figure 2: The Templates page after we have selected a template and named it. The tree appears on the
bottom half to show all the sections of the Announcement Questionnaire.


         Name: Type in a name for the template you are creating, even if the template is copy of a
          template that already exists. Give your template a name that will distinguish it from others
          and to help you find it again later.
         Image Based Form: By default, this box is set to FORM 1203-FX. This means that your
          Online Application Questionnaire will be built to accommodate the same types of data that
          would be collected on the OPM Form 1203-FX if that were going to be used. (If your agency
          enters into an agreement with OPM to provide for a custom form that is different from the
          Form 1203-FX, you may be able to select a different option here.)
         Sort Location By State: A check in this box means that the locations that appear on your job
          announcement will be sorted by state. Without a check, the locations will be in location code
          order. Click on the box to add or remove check.

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Overview Template (in Announcement)
Topic Map
             About the Overview template
             About TAGs
             Working with the Overview Template
              Job Summary -- Agency Marketing Statement and Job Summary
              Key Requirements
              Related topic: Troubleshooting Job Announcements




About the Overview template




The Overview template is where you manage the information that will appear on the first tabbed page
of your Job Announcement when it is published on USAJOBS. See what this page looks like on
USAJOBS. This template contains three sections:
       Job Summary -- Agency Marketing Statement. This optional section is intended to be a
        statement of up to 500 characters, briefly describing the agency, its mission, and any points of
        special interest to applicants. This statement will appear on USAJOBS as the first paragraph in
        the Job Summary Section of the Overview tab. It does not have its own section heading on
        USAJOBS, but appears as the first paragraph of the Job Summary section. If you leave this
        item blank, USAJOBS will move up the Job Summary text so that it does not appear that
        something is missing. Although this section is optional, from a systems point of view, it is
        generally a good idea to use this feature to introduce job seekers to your agency.
       Job Summary -- This can be up to 5000 characters in length, and is intended to give a quick
        general idea of what the job is about so an applicant can decide whether or not to read the
        Job Announcement further.
       Key Requirements -- There may be up to six of these. They will appear in bullet form at the
        bottom of the first tabbed page of the Job Announcement on USAJOBS.



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

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About TAGs

The bottom half of the page is a text editing area. In the illustration below, the TAG items represent
data elements in USA Staffing that the system can automatically populate with the appropriate term.
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:VacancyID appears, the system will show the VIN.
         To delete a TAG: Select it with your mouse and press the Delete key on your keyboard.
         To Insert a TAG: Place the mouse cursor where you want the TAG to appear, and click. This
          sets your insertion point. Then use the Insert drop down selection box to select the data
          element for which you want to insert a TAG.

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Working with the Overview Template

Job Summary -- Agency Marketing Statement and Job Summary

To add or modify text in either of these two sections, click its name on the table. The text editor
window will appear for your use. Help with the Toolbars on this page

   Back to Top of Page.




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, follow these steps:
              1.   Click the plus sign to expand the tree view.
              2.   Click the row of the Requirement you wish to modify.
              3.   Type your changes, observing the 75 character limit.
              4.   Click the   Save button.
         To add a Key Requirement, follow these steps:
              1.   Click 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 the plus sign to expand the tree view.




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         3.   In the new empty row that has been provided, click, then type your Key
              Requirement, not to exceed 75 characters.
         4.   Click the   Save button.
    To delete a Key Requirement, follow these steps:
         1.   Click the plus sign to expand the tree view.
         2.   Click the row of the Requirement you wish to delete.
         3.   Click the   Delete button at the top of the page.
         4.   Click the   Save button.

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Duties Template
Topic Map
               About the Duties template
               Working with the Duties template
               Related topic: Troubleshooting Job Announcements




About the Duties template




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

   Back to Top of Page.




Working with the Duties template

Delete the text that says Enter your duties here... and type your text there. Help with the Toolbars on
this page
Click   Save.

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Qualifications and Evaluation Template
Topic Map
               About the Qualifications and Evaluation template
               Working with the Qualifications and Evaluation template
               Related topic: Troubleshooting Job Announcements




About the Qualifications and Evaluation template

The Qualifications and Evaluation template 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.
See what this page looks like on USAJOBS.




   Back to Top of Page.




Working with the Qualifications and Evaluations template

There are four sections to this template.
To add or modify content for these sections, follow these steps:
      1.   Click 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 first column. For example, in the
           above, the selected row is Education.




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    2.   Enter the text in the text box on the bottom half of the page. For example, in the picture
         above, you would delete the text that says Enter required qualifications here... and type your
         text there.
    3.   Repeat these steps for all the remaining sections listed on the table.
Help with the Toolbars on this page

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How to Apply Template
Topic Map
            About the How to Apply template
            Working with the How to Apply template
              Faxes and Forms 1203-FX
            Related topics:
              Troubleshooting Job Announcements
              Help with the Toolbars on this page
              URLs for the Online Application




About the How to Apply template

The How to Apply template 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. See what this page looks like on
USAJOBS.




   Back to Top of Page.




Working with the How to Apply template



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Faxes and Forms 1203-FX
        Faxes: If you are inviting applicants to fax documents to OPM's fax server, tell them the phone number to
         use is 478-757-3144. The fax cover sheet that they need is at the end of the Online Application. Explain
         in your Job Announcement that their documents may appear upside down in our viewing system
         unless they are careful to feed in them into the fax machine so that the top of each page goes in
         first.
        Form 1203-FX: For purposes of accommodation, the Form 1203-FX should be mentioned as an
         alternative to the Online Application. Here are the URL's that you should use:
                Information that states that Acrobat version 5.0 or higher is required to open the file, and how to
                  obtain this version: http://www.opm.gov/forms/html/opm.asp.
                The actual Form 1203-FX itself: http://www.opm.gov/forms/pdf_fill/OPM1203fx.pdf.

   Back to top of page.


There are three sections to this template.
To add or modify content for these sections, follow these steps:
    1.   Click 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 first column. For example, in the
         above, the selected row is How to Apply.
    2.   Enter the text in the text box on the bottom half of the page.
    3.   Repeat these steps for all the remaining sections listed on the table.
Help with the Toolbars on this page

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Benefits and Other Information Template
Topic Map
               About the Benefits and Other Information template
               Working with the Benefits and Other Information template
               Related topic: Troubleshooting Job Announcements




About the Benefits and Other Information template

The Benefits and Other Information template 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. See what this page looks like on USAJOBS.




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Working with the Benefits and Other Information template

There are two sections to this template.
To add or modify content for these sections, follow these steps:
      1.   Click 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 first column. For example, in the
           above picture, the selected row is Benefits.




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    2.   Enter the text in the text box on the bottom half of the page. For example, with reference to
         the above picture, you would remove the text that says "Enter benefits here..." and type in
         the real benefits information.
    3.   Repeat these steps for all the remaining sections listed on the table.
Help with the Toolbars on this page

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Preview of the Announcement
Topic Map
             About the Job Announcement Preview page
             Publishing your Job Announcement to USAJOBS
              Viewing your published Job Announcement
              Making changes to your published announcement
              Deleting a published Job Announcement from USAJOBS



About the Job Announcement Preview page
The Job Announcement Preview page shows you all the content that will appear on your Job
Announcement once it is published to USAJOBS. It gives you an opportunity to review all the text.
Then, when you are satisfied with the content, you can mark the Job Announcement as Complete, and
Release it to USAJOBS.
Below is a sample of the Preview page. Our example shows that some sections are not complete. Job
Summary, Duties, Qualifications, and other information that we still need to provide show only the
default placeholders in the Preview.
Note that items that appeared as TAG items on various template pages have been populated with real
data. For instance the Vacancy ID shows the actual VIN.




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Figure 1: The Job Announcement Preview page when you first arrive.

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Publishing your Job Announcement to USAJOBS


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To publish your Job Announcement to USAJOBS you must perform these steps:
      1.   Click the Complete check box to mark the Job Announcement complete. The system will
           check for errors that may prevent your announcement from actually being marked complete.
           If errors are found the Complete check box will revert to being unchecked, and the errors will
           be listed in the preview area. The picture below shows a list of errors in red font in the Preview
           window. These errors were generated because, as we stated above, we neglected to provide
           many of the required texts.




Figure 2: The Preview page after we click Complete. Errors preventing the Job Announcement from
going into Complete status are displayed and must be fixed.
Warning messages about ACWA
At this point in the process, after you click the Complete button, the system may issue various
warnings and reminders pertaining to ACWA positions.
           A warning that the full performance grade is not high enough or is missing means that you
             have selected an ACWA assessment component, for a position that appears not to be ACWA.
             Make sure the grade of the position and its full performance grade are correct. If they are,
             then make sure it is proper for you to use an ACWA assessment.
           A warning that the position is ACWA is simply to notify you that the system has noticed an
             ACWA assessment is being used and the grades and series are appropriate. Because of this,
             the system has loaded special procedures it follows for ACWA positions, and it has placed a
             check in the ACWA Position checkbox on the Position Information page. No corrective action
             is required.

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      2.   If errors were found, correct them all, and repeat step 1.
      3.   Click to place a check in the Release to USAJOBS check box. The system will refresh
           the Last Released information. It will also cause the USAJOBS Reference Code to appear in
           the upper right corner of the page.

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Viewing your published Job Announcement

Once you have released your Job Announcement to USAJOBS, you can view it through USAJOBS so
that you can see it the same way applicants see it -- even before the opening date. To do this, follow
these steps:
    1.   Leave the Preview page and then come back to it a few seconds later.
    2.   Click on the number that appears under USAJOBS Reference Code in the upper right corner
         of the page. (See Figure 3 below.)




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Making changes to your published Job Announcement

Question:
Do I need to remove a Job Announcement from USAJOBS to edit it?
Answer:
No. Simply make whatever changes you want on the Job Announcement pages in USA Staffing. Then
go to the Announcement Preview page. At the bottom of that page, right under the "Release"
checkbox, click the Update USAJOBS button.

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You can modify a Job Announcement after you have released it to USAJOBS. To do this, follow these
steps:
      1.   In USA Staffing, select from the list of pages under the   Announcement menu button the
                                                                                       Save your
           page that holds the information you need to edit. Make your changes. Be sure to
           changes.
      2.   Return to the Preview page and click Update USAJOBS. This will cause the version
           appearing on USAJOBS to reflect your changes instantly.
Note: If you save your changes but neglect to click Update USAJOBS, your changes will automatically
be published during the next automatic update cycle, typically every two hours.

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Deleting a published Job Announcement from USAJOBS

To remove a Job Announcement that has already been released to USAJOBS without waiting for its
closing date -- regardless of whether before or after the Opening date, follow these steps:
      1.   Click to remove the check from the   Release to USAJOBS box.
      2.   Click   Save.
Note: If you uncheck the Release to USAJOBS box and then check it again, it will release the
Job Announcement and issue to you a new USAJOBS Reference Code. Keep in mind,
therefore, that the code that appears at the top of the page will be different, although you
will not see the new code until you go away and come back to the Preview page.

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Questionnaire Template
Topic Map
             About the Questionnaire template
             Working with the Questionnaire template
                        Questions and Responses you can modify
               Working with the Item Editor for the Questionnaire template
                        Case Example: Combine Narrative and multiple choice response



About the Questionnaire 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
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 on this page may be disabled because of the Job Announcement template it is based upon.
The Questionnaire template page looks like the picture below when you arrive, with all sections that
were part of your chosen Announcement listed, and with the tree view collapsed.




Figure 1: The Questionnaire template page.

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Working with the Questionnaire template
To see the Items and Responses associated with a Section, click the plus 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.




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Figure 2: The Questionnaire template page with a section fully expanded to show its items and
responses.


Here are explanations of some elements on this page:
         Show Section: A check in this box means the Section will appear in the Online Application
          Questionnaire. To suppress a Section, click the check to remove it.
         Show Online: A check in this box means the Question Item will appear in the Online
          Application Questionnaire. To suppress the Question Item from the Online Application, click
          the check to remove it.
         Mandatory: A check in this box means that the applicant must provide a response in order to
          continue on to the next question in the Online Application. This control has no effect when the
          applicant does not use the Online Application.
         Assessment Questionnaires: These are links to other questionnaires you have associated
          with the Job Announcement. You can click a link to switch to one of your other questionnaires
          if you wish to view or modify them.
         Insert Item: Click this button if you wish to add an Item -- typically a question -- to one of
          the selected section. To do this, follow these steps:
          Questions and Responses you can modify
          The following Items allow you to add responses to the Questionnaire that permit the user to
          check one or more response boxes:
                  Languages
                  Miscellaneous Information
                  Special Knowledge
                  Job Preference
                  Personal Background Information (except that for ACWA positions, this type is not
                   user modifiable)
          The following Items have Response types that are Yes/No. The Responses can not 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

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             1.   Click 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 the Insert    Item button. The Item Editor page will appear. (See next section
                  for details.)
       Edit Item: Click this button if you wish to modify an Item. To do this, follow these steps:
             1.   Click 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 the   Edit Item button. The Item Editor page will appear. (See next section for
                  details.)
       Insert Response: For questions that 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 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 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. More details.
             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
                             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 screen the applicant out and terminate the Online Application
                              process. (More information on using Valid Value and Screen Out.)

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Working with the Item Editor for the Questionnaire template

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




Figure 3: The Item Editor of the Questionnaire template.


Here are the steps to creating your Item:




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      1.    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.
            Normal word processor features are available to you via the toolbar buttons.
           Here is an explanation of optional items on this page and how to use them.
                    Show Online: Click to place a check in this box to have the item appear on the
                     Online Application, or remove the check to prevent the item from appearing there.
                    Screen Out: Click to place a check in this box if you want USA Staffing to end the
                     Online Application process on the basis of the way the applicant answers this Item. If
                     you check this box, then --
                             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 (see Figure 2 above to for examples showing
                              where the Valid Value box is located.) For example, Citizenship is a Yes/No
                              question, and you might make Yes be the Valid Value.
                             If the question does not involve a choice, then an answer is
                              automatically interpreted as a Valid Value, and applicants are screened out if
                              they do not provide a response. For example, if Email was set to be a screen
                              out, only applicants who provide email addresses are screened in.
Case Example: Combine Narrative and multiple choice response
This example illustrates how you might use a combination of multiple choice responses and a narrative
response.
Our situation is that we are looking for someone with a special knowledge of the computer language
Java. So, in the Announcement Questionnaire, we added an Item in Special Knowledge section, called
Web Platform Certifications.
On the Item Editor page, we typed the question: "Please give us the details of your training and
certification in Java, Oracle, and/or .NET, and other Web design languages or platforms."
We placed a check in the box for "Request Narrative from Applicant".
Then when we returned to the Questionnaire page, we created these responses using the Insert
Response button: "Java certified", "Oracle certified", and ".NET" certified.
Now the applicant will see the question and the multiple choice options, followed by the text box for the
narrative answer.

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                    Request Narrative from Applicant: Click to place a check in this box if you wish to
                     provide a text box on the Online Application in which applicants will be asked 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 when providing the
                     narrative response. You can also provide multiple choice response options. Note: 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 can not make it
                     a Narrative Text Item.
      3.    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.

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Troubleshooting Job Announcements
Topic Map
               About Troubleshooting Job Announcements
               Too many characters
               error message: Vacancy Identification Number is blank but is required by USAJobs



About Troubleshooting Job Announcements
This topic covers issues that may come up that need to be resolved in order for your Job
Announcement to get published properly.

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Too many characters
Q: Why do I get an error message that says I have too many characters in a Job Announcement text
box? It does not look like too many to me.


A: The number of characters is not always obvious at first glance --especially if you cut and paste text
from Word. To see the actual count, click on the HTML checkbox in the rich text editor on the overview
page. You will see a lot of "hidden" html tags in there -- enclosed in brackets -- < and >. For example:

       <SPAN style="FONT-SIZE: 12pt; FONT-FAMILY: 'Times New Roman';
       mso-fareast-font-family: 'Times New Roman'; mso-ansi-language: EN-US;
       mso-fareast-language: EN-US; mso-bidi-language: AR-SA">


All of that text counts against the total you are allowed. You'll need to delete all those extraneous tags
-- everything in between a < and a > unless you know you want it for accepted format control -- in
order for it to get the count under 500. Also, please be sure to use the Paste from Microsoft
Word icon on the rich text box when you are pasting text in from Word. It doesn't always strip
everything that it would be best to remove, but it does yield an improvement.
Another “quick and dirty” way is to copy the text to Windows Notepad and then copy it back. However,
be aware that this method strips all formatting, so you‟ll need to go back in and add bolds and
such, as appropriate.

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Error: Vacancy Identification Number is blank but is required
by USAJOBS

Q: Why am I seeing this error message when I check Release to USAJOBS for my Job Announcement:
"Vacancy Identification Number is blank but is required by USAJOBS"?
A: The template you are using is missing TAG Vacancy ID, and so no Vacancy Identification Number
is present. This might occur if you are using a template that is not based upon the Global Template or
you have deleted the TAG.
To solve this problem, you should insert TAG Vacancy ID, following these steps:



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    1.   With the VIN showing in the Session History box, so that the VIN is currently in use and
         selected, click the Announcement menu button.

    2.   From the Announcement menu, click      Questionnaire to get to the Questionnaire page.
    3.   Click the "+" to the left of Vacancy Identification Number. This will expand the tree to show
         you the Vacancy Identification Number item.
    4.   Click the row for the   Vacancy Identification Number item to select it.
    5.   Click the white Edit    Item button to get to the item editor page where you can enter the VIN
         in the text box.
    6.   The text in the box normally already says "The Vacancy Identification Number is ". If this text
         is missing, type it in. This text is used to explain to applicants how to fill out the Form 1203-
         FX, so if you prefer to word the text differently, you may.
    7.   Click the   Insert drop-down item on the tool bar above the text box, and select VacancyID.
    8.   Click   OK to save your changes and close the Item Editor.
This should clear the error and when you return to the Preview page, you should be able to release the
Job Announcement to USAJOBS.
If your Job Announcement is based on an Office Template, you might want to make this correction in
the Office Template also, to prevent the problem in the future.

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Applications List
Topic Map
                  About the Applications List page
                  Working with the Applications List page
                  Related Topic: Key Entry of a New Applicant



            To get to this page, you must already have a opened a Vacancy (Staffing Action) record. Then click on
             the white   Applicants button on the left menu.




About the Applications List page
Facts about Applicant records in USA Staffing
           When people submit job applications by completing the Online Application, or by submitting a
            Form 1203 FX by mail or fax, USA Staffing receives the applications and automatically
            creates an Applicant record for each person. You can also manually create an Applicant
            record by key entering an application.
           Applicant records are always tied to the Staffing Action (Vacancy) record number -- the VIN -
             - under which they were created.
           When people apply for multiple positions, they have multiple Applicant records, one for each
            VIN.
           Each time a person submits a new or revised application, a new Applicant record is created.
           If an applicant submits multiple applications for the same VIN, only one of them can be
             active at a time. Whether it is the most recently received or the first received application
             that is the active one depends upon whether or not the "Allow Multiple Applications Per
             Applicant" check box on the Assessment Plan page is checked. All other Applicant records for
             the same VIN and applicant are automatically marked as duplicates. They can be viewed but
             are not used in the rating and referral processes.

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The Applications List shows all the Applicant records received for the VIN you are currently working on.
On the Applications List page, you can view and edit information in Applicant records. You can also
begin the process of manually key entering information into a new Applicant record on this page.
The pictures below depict the ways the Applications List page may appear:
           no Applicant records yet received
           several received
           Incomplete Applications listed on a second table at the bottom of the page
If Incomplete Applications are listed, they are there because either the applicant or the person who
was doing manual key entry did not complete the application. To modify it and complete it, click Open
on its row.




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Figure 1: The Applications List page when there are no Applicant records for the VIN.




Figure 2: The Applications List page when there are records for the VIN.




Figure 3: The Applications List page showing some records that are incomplete and need to be edited.




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Working with the Applications List page
You can initiate these activities:
        Open an existing Applicant record for viewing or modifying. Click   Open on the row
         containing the applicant's name. More details.
        Create a new Applicant record via manual key entry: Click the       New button. More details.



           To return to the Applications List at any time to select another name to work on, you
            can click the white Applicants button. (USA Staffing assumes you are still working with
            the same VIN. If no VIN is selected, you will have to select one first. More details.)



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Key Entry of a New Applicant
Topic Map
               About Key Entry of a New Applicant
               Key Entering an Applicant Record



About Key Entry of a New Applicant
Key entry of a new applicant is used to manually enter applicant information, such as when you receive
forms that have been damaged and can not be scanned properly. The form you use to enter the
applicant information manually is the same as the Online Application form. Note: You can perform
actions here that were formerly performed in the Applicant Data Utility.
If you have hard copies of supporting documents from the applicant, such as a résumé, transcript, or
veteran forms, fax them into USA Staffing after you have key entered the applicant record.


          To get to this page in USA Staffing, click the   New button on the Applicant List page.

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Key Entering an Applicant record
Enter the appropriate information in the fields. Click        Next to move through the form and Finish to
complete the form. When the form is complete, click            Submit to send the information to USA Staffing
for processing. (See picture below.)




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Application Information
Application Information
Topic Map
               About the Application Information page
               Working with the Application Information page
                        Notes




About the Application Information page

The Application Information page gives you a way to view and modify certain information about the
applications an applicant has submitted, including record status, eligibility, locations, and processing
dates.




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Working with Applicant Information

Here is an explanation of the elements on this page.
       Record Status: This box shows the current record status. The code in this box determines
        whether the applicant will appear on a Referral List/certificate. To change the record status,
        click the down arrow and click on one of the options in the drop down selection list. View the
        code list.
       Other Applications: This drop down selection list displays all VINs owned by the Office to
        which you are connected for which the applicant has ever applied, and the record status code
        for each of the Applicant records associated with those VINs. To switch to another Applicant
        record you see on the list, click it. This makes it easy to view and modify an applicant's
        records across all VINs that your Office controls.
       Eligibility Dates -- Begin/End: The system automatically fills in the Begin date when the
        application is rated. It calculates the End date based upon the value appearing in Period of
        Eligibility on the Position Information page. You can manually enter a date if the application
        has been rated. To do this, type in a date or click the down arrow on the date box to use the
        calendar.
       CTAP/ICTAP Claimed: The system will automatically check the appropriate box if the
        applicant claimed CTAP/ICTAP eligibility on the Questionnaire. You can manually set the check
        box on or off by clicking on it, as might be appropriate when the applicant failed to check the
        box on the Questionnaire, but you know he clearly intended to because he also submitted
        proof of eligibility for CTAP or ICTAP.
       CTAP/ICTAP Qualified: Click the down arrow on the box and select the correct statement to
        reflect your finding that the applicant is or is not qualified for CTAP or ICTAP consideration. If
        the selection is set to "Not Reviewed", the Referral process will treat the applicant
        as qualified for CTAP or ICTAP if he meets the Well Qualified Score set on the
        Ordering Criteria page.
       Locations: This table lists all duty locations from Announcements associated with the VIN.
        Locations for which the applicant requested consideration will automatically have a check in
        the first column. Click a location's check box to manually turn it on or off for the applicant. If
        Open appears under Status, it means....?
       Status/Value/Date: This table at the bottom of the page is a log of all activity affecting the
        Applicant record. The information is "read only".

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Notes

Notes: Click the white   Notes button to enter notes for the applicant record. More details.

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Questionnaire Responses in Applicant Records
Topic Map
               About the Questionnaire responses in Applicant Records page
               Working with Questionnaire responses in the Applicant Record




About the Questionnaire responses in Applicant Records page

On this page, you can inspect and, if appropriate, modify the values of the responses that the applicant
provided on the questionnaire. The page initially looks like this:




         Record Status: This tells you the current record status for the applicant record. You can
          modify the Record Status Code on the Application Information page. Record Status Code List
         Section: Select from this drop down box to see the applicant's responses to each section of
          the Questionnaire.
         Notes: Click this button to enter notes for the applicant record. More details.
         Print Narratives: If the Questionnaire included Narrative Text Questions, you can view or
          print a PDF file showing what the applicant wrote.

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Working with Questionnaire responses in the Applicant Record

         To display a section of the Questionnaire with the applicant's responses, click the down arrow
          on the Section box and click on the name of the section you wish to display.
         To modify the applicant's responses, simply click and enter the appropriate new responses.
          Click the Notes button to enter a note explaining your rationale for the changes you are
          making. Then Save the record.
Below are pictures that show how some of the sections would be displayed. Yours may look different,
depending upon the way you designed your questionnaire.




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Referral Information in the Applicant Record
Topic Map
               About the Referral Information page
               Working with Referral Information




About the Referral Information page

This page will show a list of all Referral Lists/Certificates upon which the applicant appeared for the VIN
and Announcement numbers shown at the top of the page.

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Working with Referral Information

Below is a picture that shows how the Referral Information page might look for an applicant who has
been on two Stored Lists.




        Certificate Number or "Stored List": Click this link if you wish to view the Referral
         List/Certificate or the Stored List that was created.
        Rating: This shows the rating the applicant had on the Referral List/Certificate or the Stored
         List.
        Rank Order: This shows the position the applicant had on the Referral List/Certificate or
         Stored List.
        Certified:
        Audit Code: If the Referral List/Certificate has been audited, the audit results are displayed.
        Return Status: If there are audit results, the Return Status shows the status of the Applicant
         record after the audit. Record Status Code List




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         Name Request: If the applicant was entered as a Name Request on the Referral
          List/Certificate when the Ordering Criteria page was completed prior to generation of the
          Referral List/Certificate, there will be a check in this box.

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Applicant Flags (in Application Information)
Topic Map
                 About the Applicant Flags page
                 Working with Applicant Flags
            




About the Applicant Flags page




This page lists all available Applicant Flags (definition) and their corresponding descriptions. Flags that
are turned on have a check in the first column. If you tied any Questionnaire responses to applicant
flags on the Questionnaire Builder page, the system will automatically set flags based upon the
applicant's responses.

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Working with Applicant Flags

        To turn a flag on, click a check box to add a check.
        To turn a flag off, click a check box to remove the check.

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Notice of Results (NOR) Messages in the Applicant Record
Topic Map
              About NOR Messages
              Working with NOR Messages




About NOR Messages

You can notify applicants about special circumstances concerning their applications by inserting a
message into the Notice of Results (NOR) that the individual applicant receives. To insert a NOR
message, you would turn on its code. The message will be inserted at the bottom of the NOR under the
heading Special Messages.
You can use NOR Messages to do these kinds of things:
       Provide specific information to the applicant about the vacancy.
       Request additional documents or information.
       Inform an applicant that you have completed changes he requested.
       Explain additional steps the applicant must take to complete direct hire applications.
Several codes are built into USA Staffing as system level codes. (View the NOR Message Codes List.)
Your Organization or Office may add other codes. (More details).




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Working with NOR Messages


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         To turn on a message to appear on an applicant's Notice of Results (NOR), click the box for
          the appropriate Message Code to place a check there.
         To turn off a message, click its checkbox to remove the check.

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Report Information (in Applicant Record)
Topic Map
              About the Report Information page
              Working with Report Information




About the Report Information page

The Report Information page shows all the reports that have been generated for the applicant,
including both print and email format, such as Notices of Results.

   Back to top of page.




Working with Report Information




Record Status Code List



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Assessment Information
Assessment Information (in the Applicant Record)
Topic Map
                About the Assessment Information page
                Working with the Assessment Information page
                          Override a rating
                          Undo an Override action
                          Re-Rate




About the Assessment Information page

The Assessment Information page shows information about the assessments the applicant completed
and the ratings assigned. You can use the controls on this page to override ratings and to make the
system re-rate an applicant.


          To get to this page, you must already have a opened a Vacancy (Staffing Action) record. Then click on
            the white Applicants button on the left menu. From the Applications List, open an Applicant
            record by clicking Open on its row.




      Back to top of page.




Working with the Assessment Information page

When you arrive at the Assessment Information page, it will look like the picture below. Note that the
bottom half of the screen is devoted to a table containing the Specialty (or Specialties) for which the
applicant has been rated. (The table may be collapsed by clicking the minus signs in the leftmost
columns.)




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The following information is displayed on the top part of the page, and can not be modified from here:
       Announcement Number
       Applicant Social Security Number and Name
       Claimed and Adjudicated Veteran Preference
Here is the meaning of other items on the page:
       Applications: This dropdown box contains a combination of all VIN (Vacancy) numbers for
        which the applicant has applied, plus the record status code for each one, respectively. You
        can view the same applicant's Assessment Information pertaining to a different VIN by
        selecting it from the dropdown. All of a person's applications will be on this list, provided the
        SSN is the same.
       Lowest Acceptable Grade: The applicant will not be referred for any grades below the one
        shown. You can modify this by selecting a different grade from the drop down selection box.
       Filer Status: This box displays the nature of the receipt of the application relative to the open
        period. The status that shows is the one that was assigned when the application was created.
        This field can not be changed from here. The four possible status indicators that may appear
        are:
                Regular: This application came in during a normal open period.
                Delayed Filer: This application came in after the open period, but the person is
                 entitled to be rated. Uses:The application may have been delayed in the mail or is
                 from a recently discharged Veteran.
                Late: This application came in after the closing date and the applicant is not entitled
                 to be rated. (Late applications are automatically given a Notice of Results code of IZ,
                 with the message: "We can not establish your eligibility for this specialty and grade
                 because we are closed to receipt of new applications at this time.")
                Re-Opener: The applicant is entitled to re-open announcements that are closed. For
                 example, disabled veterans.
       Series: This box displays the series of the rating information on the lower half of the page. If
        more than one series was used in the Vacancy (Staffing Action) record -- because it was
        interdisciplinary -- you can switch to view assessment information for a different series. To do
        this, click the down arrow on the Series drop down box, and click on the series you wish to
        switch to. The table will refresh. If the position is not interdisciplinary, this box simply shows
        the series.
       Request: If the Vacancy (Staffing Action) record is interdisciplinary or uses Deferred Rating,
        multiple Referral Requests are associated with it, and an applicant may have different ratings
        for each of the Requests. The Request box shows the Request number for the rating
        information on the table at the bottom of the page. To see the rating information for a
        different Request, select the Request number from the Request drop down box.




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           Status: This field tells you whether the OSP/Grade combination is currently open or closed.
            This is determined by whether or not there is a Job Announcement currently open.
           Override button: Use this feature when your quality review of an application necessitates a
            different rating than the one originally assigned, such as when you are using Deferred Rating
            or when your quality review of the application surfaces a discrepancy. More details are below.
            These items are connected to the Override button and will change based upon Override
            actions:
                       Override checkbox: The system places a check in this box to tell you that Override
                        has been turned on. You can turn it off to return to the original rating. More details
                        are below.
                       Rating Source: The system will show one of two possible values here.
                                Rating: This means that the source of the Rating that appears is from the
                                 automatic rating performed by the system.
                                Override: This means that the source of the Rating that appears is from an
                                 Override action taken by a USA Staffing user.

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Override a rating

 Follow these steps to override a rating:
       1.   Click the Override button for the Specialty and Grade you want to override. The page will
            refresh and the system will place a check in the Override check box to show later on that the
            rating that appears is the result of an Override action.
       2.   Double-click the cell in the Override Rating column that is on the row for either Minimum
            Qualifications or Final Rating -- whichever you wish to override, and select the new rating
            you wish to assign. (Override Rating is not intended for use on the Augmented Rating and can
            not be selected on that row.)
       3.   Click either the Re-Rate or the     Save button. The page will refresh and the Rating Source
            will be updated to say Override.
       4.   If you wish to document your reason for the override, you can click the    Notes button and
            add any notations you desire.

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Undo an Override action

 Follow these steps to undo Override of a rating:
       1.   Click the   Override checkbox to remove the check.
       2.   Click the Re-Rate button. The page will refresh: the Rating Source will say Rating and the
            Rating for Minimum Qualifications will show the original value from the automatic rating
            performed by the system.

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Re-Rate

Click this button when changes have been made to the Applicant record that will impact on the rating,
such as when you make changes to applicant responses on a Questionnaire to reflect new or corrected
information you receive. The system will rate the application again and will change the Record Status
Code and Rating to reflect the latest results. There is a Re-Rate button on this page (Assessment
Information in the Applicant Record -- see above) to re-rate individual applicants -- and another one on
the Position Information page of the Vacancy menu, which can be used to re-rate all applicants for the
VIN.

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Assessments of the Applicant
Topic Map
                About Assessments of the Applicant
                Working with Assessments of the Applicant




About Assessments of the Applicant

The purpose of this list is to show you all the Assessments for an Applicant for a specific VIN and
Announcement. To view the detailed results from any of the Assessments on the list, click the
Assessment Name.
This page is where you would enter the results for any Assessment Component that does not get
automatically matched by the Assessment Matching Process, including scores from Manual Rating.
Information on this page will be read-only in the following situations:
         Scores are for a Questionnaire.
         Your Permissions Profile may not allow you to write data on this page.
         The Record Status Code is EX, DP, or DU.


          To get to this page, you must start from the Assessment Information page. If on the left menu the
           Assessment Information option has a plus sign in front of it, click the plus sign to expand the tree,
            which will expose the Assessments menu option. Click   Assessments on this menu.




         Rate for Quals Only and Required for Certification display the values that are in the
          record, based upon the values that were specified in the Assessment Plan.
         Inventory displays the Applicant Inventory to which the Assessment is linked, if any. (This
          feature is used by the Postal Service now, and is reserved for other users in the future.)
Record Status Code List

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Working with Assessments of the Applicant


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To view the detailed results from any of the Assessments on the list, click the Assessment Name.
Example 1 -- Questionnaire
In the example below, we selected a Questionnaire Type of assessment -- which, in this case was the
only Assessment on the list. The bottom half of the page refreshed with a table, and we clicked on the
plus sign in front of the Specialty Code to expand the tree. If this were a Manual Rating, instead of a
Questionnaire, we would be able to type in the score on the lower half of the page (see Example 3
below).




Example 2 -- Job Knowledge Test
In the example below, we selected a Job Knowledge test by clicking on its row on the top table. The
page refreshed to show the applicant's rating for this Assessment.




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Example 3 -- Manual Rating
Manual ratings are entered in the cells on the lower part of the page after you click the name of the
Assessment on the top.




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Scheduling of the Applicant
Topic Map
              About Scheduling of the Applicant
              Working with Scheduling of the Applicant




About Scheduling of the Applicant

   Back to top of page.




Working with Scheduling of the Applicant

When you use Assessments that require that the applicant be scheduled, they will be listed on this
page. In the example pictured below, the Assessment called Kim's Test is the only entry on the list for
this applicant for this Job Announcement.




Record Status Code List


       The value that appears in Scheduling Type reflects the determination made in the
        Assessment setup, in answer to the question "Who should be scheduled?" The possible values
        are:
                 All
                 Eligibles Only
                 None
       Click the + to expand the view so that you can see the locations and the scheduling office for
        the assessment. Below is a picture that depicts an expanded view.




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   Back to top of page.




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Vet Preference (in the Applicant record)
Topic Map
              About the Veteran Preference page
              Working with the Veteran Preference page
                       Automatic Re-Rates



About the Veteran Preference page
When applicants claim Veteran Preference, you need to adjudicate the claim. The Veteran Preference
page is where you do that.

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Working with the Veteran Preference page




Automatic Re-Rates
Whenever a claimed veteran preference is adjudicated to a different preference that can impact the
applicant‟s rating or certification, the system will automatically re-rate when you click Save. More
details.
Here is a list of adjudications that will cause the automatic re-rate when you click Save.

       From XP to TP or NV

       From XPP to TP or NV

       From CP to TP or NV

       From CPS to TP or NV

       From NV to XP, XPP, CP, CPS, or TP

       From TP to XP, XPP, CP, or CPS or NV.




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To adjudicate veteran's preference, follow this step:
      1.   Click on the Adjudicated Preference field drop down arrow and select the appropriate veteran's
           preference category. The system will document the date and time the veteran's preference
           was adjudicated.
You can also document the dates of Active Duty Military Service that you used to adjudicate the
preference and the date of the VA Certification Letter by clicking the Date fields drop down arrow and
selecting the dates from a pop-up window calendar.



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Documents Submitted by the Applicant
Topic Map
              About Documents Submitted by the Applicant
              Working with Documents Submitted by the Applicant
                      Notes
                      Tips: Upside down documents
              Related topics:
                      Document Upload Service (DUS)
                      Documents Submitted by the Applicant
                      Faxing Applicant Documents
                      Faxing Tips for Best Results
                      Faxes and the Document Matching Process
                      Mismatched Documents
                      Understanding Document Matching



About Documents Submitted by the Applicant
Below the display of the applicant name and the Vacancy and Announcement numbers are two tables.
       Document Information: This table lists the document types you indicated on the Supporting
        Documents page in Vacancy were to be accepted or required, and when each document was
        received. You can edit the date a document was submitted.
       DRS Information: This table shows the date each was received and matched.




   Back to top of page.
Tips: Upside down documents
Documents may appear upside down or sideways if that is the way they were faxed in.




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          You can rotate them for viewing by using the Rotate feature in Adobe Acrobat Viewer when.


            Look for this icon on your toolbar in Acrobat version 6 and later:           . Use this icon to
            rotate the document clockwise or counter clockwise. In most cases the document can be
            corrected with two mouse clicks. If this icon does not appear on the toolbar, right-click on
            the toolbar and click to place a check in front of the menu option for Rotate View.

          You can also help to reduce the number of documents that are faxed in upside down.
           Encourage applicants and members of your staff to feed documents into the fax machine with
           the top of the page going in first.

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Working with Documents Submitted by the Applicant
To change a Date Submitted by Applicant, follow these steps:
      1.   Click the appropriate cell in the Date Submitted by Applicant column.
      2.   Type in a date -- or -- click the down arrow to use the calendar to select a date.
To view a document, click on the document type on the list on the lower half of the page. It will open
in an Acrobat window.



Notes
Notes: Click this button to enter notes for the applicant record. More details.

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Biographical Information About the Applicant
Topic Map
              About Biographical Information About the Applicant
              Working with Biographical Information About the Applicant




About Biographical Information About the Applicant
The applicant biographical information on this page comes from the applicant responses in the Online
Application or the Form 1203-FX. It lists the applicant's name, address and contact information, Social
security Number and citizenship status.
There are actually three addresses that can be stored in the Applicant record. You can view or modify
each of them from this page by selecting the appropriate Address Type.

   Back to top of page.




Working with Biographical Information About the Applicant
To modify the information on this page, simply enter the new information and click   Save.
       SSN: Type in the correct SSN. Note that if there are documents in DRS that are matched to
        the former SSN, their links to the Applicant record will be broken when you change the SSN on
        the Biographical Information page. You will need to re-link them on the Mismatched
        Documents page.
       Address Type: This box tells you which address is displayed on the lower part of the page.
        The possible choices are Home, Work and Other. Click to select which one of the three you
        wish to view or modify.




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Notes
Notes: Click this button to enter notes for the applicant record. More details.

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Mismatched Assessments
Topic Map
              About Mismatched Assessments
              Working with Mismatched Assessments




About Mismatched Assessments
When your Assessment Plan calls for multiple Assessments, a mismatch occurs when an applicant does
not complete them all. The Mismatched Assessments page shows you Applicant records that are in this
condition. for more details, see Assessment Matching.

   Back to top of page.




Working with Mismatched Assessments




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Mismatched Documents
Topic Map
                    About Mismatched Documents
                    Working with Mismatched Documents
                    Expired and Purged Mismatched Documents
                            How do I match an expired document?
                            When will mismatched documents be purged?
                    Related topics:
                            Document Upload Service (DUS)
                            Documents Submitted by the Applicant
                            Faxing Applicant Documents
                            Faxing Tips for Best Results
                            Faxes and the Document Matching Process
                            Mismatched Documents
                            Understanding Document Matching




About Mismatched Documents
USA Staffing attempts to automatically match incoming documents from applicants with the proper
applicant record, on the basis of these criteria:
          name
          VIN
          SSN
If applicants submit documents that do not fully match all three criteria, a mismatch occurs. Typically,
this happens because the applicant makes a typographical error in one of these items. Because the
system can not tell which is the correct response, you must determine which is correct and modify
those that are wrong. The Mismatched Documents page lists the documents that are waiting for your
corrective action.
Documents that remain in Mismatched status for prolonged periods are eventually expired and purged
from the system. Details.

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Working with Mismatched Documents
To change the SSN or Name on the document, follow these steps:
      1.   Double-click the cell with the incorrect information.
      2.   Type the correct information.
      3.   Click   Save.




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        Figure 1: the Mismatched Documents page, showing two applicants whose documents need to
        be corrected in order for the Match Process to match them.
Other elements on this page:
        Vacancy ID: This box shows the VIN for which the Mismatched Documents are currently
         listed. You can switch to the mismatched documents of a different VIN by selecting a VIN from
         the dropdown box selection box.
        SSN: When you have a long list of mismatched documents, you can quickly locate a particular
         applicant by typing in the SSN and clicking Find.
Detailed information about correcting mismatches can be found in the topic Understanding Document
Matching. The section that deals specifically with correcting names and SSNs is 9 -- Making
Corrections.

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Expired and Purged Mismatched Documents
USA Staffing has added expiration and purge processes for mismatched documents to prevent
matching old documents to new applications and improve performance of the match process.

   Back to top of page.




How do I match an expired document?

A document that has been expired from matching will not match up to an application on its own. If you
would like to match an expired document with an application, simply uncheck the "expired from
matching" checkbox on the mismatch documents page. This will allow the document to be matched
that day only. If the document is not matched that day, then the nightly process that marks
documents as expired from matching will expire it again.

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When will mismatched documents be purged?

Mismatched documents in the system will now be marked as expired from matching and eventually
purged from the system according to the following schedule:




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         Documents that have been expired from matching will be purged from the system 270 days
          after the document was marked as expired from matching.
         VINs that have supporting documentation marked as required: Documents for VINS that have
          a document receipt date older than 56 days will be marked as expired from matching.
         VINs that have supporting documentation marked as accepted but not required:
                 Case Exams: VINs with announcement close dates older than 180 days will have all
                  documents for that VIN marked as expired from matching regardless of the
                  document's receipt date.
                 Standing Registers: Documents with a receipt date older than 180 days will be
                  marked as expired from matching.

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Referral of Candidates / Certification (Overview)
Topic Map
               About Referral of Candidates
               Working with the Referral Home Page
                          What is a Referral List?
                          Viewing or modifying an existing Request
                          Creating a new Request



About Referral of Candidates
You will use the pages on the Referral menu to produce and issue lists of qualified candidates for a
given Vacancy (Staffing Action) record The type of certificate or referral list that you will be able to
produce will be based on information in the Staffing Action record about the nature of the job and the
referral request, such as:
        whether it is for a competitive or merit promotion list
        the grades, locations, work schedule, and other criteria
In Referral, you will also be able to perform these activities with certificates and referral lists:
        view and edit
        issue supplements
        audit
Map of the Referral Process


                                     Complete Request Information
                                     Create Ordering Criteria record
                                          Generate Stored List
                                           Preview Stored List
                                    Issue Certificate or Supplement


The Referral process occurs in these stages:
    1.   Request Information must be completed. In some offices, this is done as soon as the
         request is received. Whether or not this is the case in your office, the required information on
         the Request Information page must be present before you can move on to the following
         stages.
    2.   An Ordering Criteria record is created on the Ordering Criteria page. You may optionally
         include Advanced Criteria as part of the Ordering Criteria record.
    3.   After your Ordering Criteria record is created, completed, and saved, you will Generate a
         Stored List on the Ordering Criteria page. The system will prepare a Stored List that contains
         all the names that are to appear on your Referral List/Certificate (or supplement), in proposed
         order according to the Ordering Criteria record used.
    4.   On the Certificate page, you may preview the names on the Stored List, or add or delete
         names.
    5.   When you are satisfied with names to be referred, you click the Issue Certificate or Issue
         Supplemental button. The system will generate a Certificate Number, which will appear in
         place of Stored List




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The Map of the Referral Process on the right appears with all related Help topics to help you see where
you are in the description of the process. You can open other topics on the map by clicking them.




          To get to this page in USA Staffing, follow the instructions for Use or Create a Vacancy (Staffing Action)
           Record. Then click the   Referral button on the left menu.




   Back to top of page.




Working with the Referral Home page
FAQ about viewing records
Why can't I see the record I'm looking for?
The record you seek may be marked as Deleted. Click to place a check in Show Deleted Request to
have these records added to your view of the list.
Why am I able to view deleted records?
If a record marked for deletion is still needed by the system because it is linked to other records, the
system retains the record but hides it from normal view. Only records that have not been linked to
other records are actually purged from the file.

   Back to top of page.


All actions you take and all information you see on the Referral Home page are related to the Vacancy
number that appears in the Session History box.
         If there are any Requests for Referral already associated with the Vacancy (Staffing Action)
          record, they will appear on the table on the Referral Home page -- both issued and pending.
          (See Figure 1, below.)
         Requests are displayed in chronological order by Request Date with the most recent request at
          the top of the list. Because Request Date is an optional field, Requests without a Request Date
          are sorted to the top.
         If there were any requests marked for deletion, they will be hidden from view unless you click
          to put a check in the box for Show Deleted Requests.

         If there are many Requests associated with the Vacancy, they will be displayed 20 per page.
          You can page through each group of 20 requests. Displaying the list of Requests 20 at a time
          ensures the Referral Home page will load quickly.
The table contains these two check boxes:
         Complete: If this box is checked, it is because a user has entered a check here or on the
          Request Information page. It is an optional field that can be updated when all Referral lists
          called for by the Request have been issued. Then, when you are running searches or reports,
          you can filter the records that appear based upon whether or not they are designated as
          Complete.




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            Deleted: Click to add a check in order to delete an active request and hide it from normal
             view, or to remove a check from a deleted request to make it active again.




            Figure 1: Referral Home page


What is a Referral List?
Referral lists that would appear on the Referral Home page include the following:
             Certificate for a competitive position
             Non-competitive referral list
             Merit Promotion list
             Non traditional referral list
             Outstanding scholar referral list
A pre-cert is not considered a referral list for this purpose, and will not appear on the Referral Home
page.

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To view summary information about a Request listed on table, click its plus sign --         -- to expand the
table to show the Criteria for the Request. The list will show requests pending issuance of a referral list
and those for which referral lists have already been issued. If a certificate or referral list has been
issued, clicking the plus sign at the left of the Criteria row will expand the view further, so that you can
see the Referral Number. Click Open in the first column of any row on the table to open the record
and go to a page where you can view the information in greater detail or modify it.
The picture below shows one request for which we have already clicked the plus signs so its "tree" is
fully expanded. For the first request -- 123-456 --
            If we were to click on the Open on the first row, we would be taken to the Request
             Information page.
            Clicking Open on the second row would take us to the Ordering Criteria page.
            Clicking Open on the third row would take us to the Certificate page.
In the picture below, we can tell that the second and third requests -- dn03 and dn04 -- have no
Ordering Criteria or Certificate information, because they do not have plus signs.



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          Figure 2: Referral Home page showing a row fully expanded

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Viewing or modifying an existing Request

          Request Information page: To go to the Request Information page, where you can view or
           modify an existing Request, click on the Open link to the left of the Request Number

          Ordering Criteria or Certificate pages: If there are plus signs on the table on the Referral
           Home page, you can expand the tree and go directly to the Ordering Criteria or Certificate
           pages by clicking their respective Open links.

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Creating a new Request

To create a new Request, click the   New Request button at the bottom of the page. This will take
you to the Request Information page. From there, you will get to successive steps by clicking the
                                                                                               Next
button.

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Request Information
Topic Map
                About the Request Information page
                Completing the Request Information page
                            Notes



About the Request Information page
Map of the Referral Process


                                     Complete Request Information
                                       Create Ordering Criteria record
                                             Generate Stored List
                                              Preview Stored List
                                       Issue Certificate or Supplement


The Request Information page is where you provide information about a particular request for a referral
list, including:
         request number
         date of request
         personnel action date
         number of vacancies
         position title
         series code
         grade(s)
         duty location(s)
         type of appointment
         work schedule
         contact persons
         name requests, if any
All actions you take and all information you see on the Request Information page are related to the
Vacancy number that appears in the Session History box.


          To get to this page in USA Staffing, you need to follow the in instructions for the Referral Home page.
           You may need to have made a choice from the Referral Home page in order to get to the Request
           Information page.




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Completing the Request Information page




What is the Complete check box for?
Although the Complete check box appears on the Request Information page, it is not normally
checked when you are first entering information for a new Request. It is an optional field that can later
be updated when all Referral lists called for by the Request have been issued. Then, when you are
running searches or reports, you can filter the records that appear based upon whether or not they are
designated as Complete.

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    1.   Enter the Request Number. This field is intended to collect the number your customer
         assigned to the SF-39 or other requesting document. There are no format rules. In order to
         make this field useful in searches, you should take care to make sure you enter the
         information accurately.
    2.   Enter the Date Request Received and Personnel Action Date. You can type the date in
         directly, or you may click on the down arrow for each date and a calendar will appear for you
         to click the appropriate dates.
    3.   Click on   Save.
    4.   The Send To and Submitted By buttons will be enabled after you have saved the record.
         Click on each one to search for the appropriate contacts so they can be copied into the
         Request record. The Send To box may contain multiple names. Each name must have an
         email address in the Contact record (more details). If they have ADV access turned on, they
         will be notified by email when you change the ADV Certificate Status to "Sent to Contact".
         More details.




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      5.   If there are any Name Requests for the Referral Request, click on       Add and a new row will
           be added to the Name Request table, with a pointer --        -- to indicate the row you are on.
           Click the SSN cell and enter the SSN of the individual; the system will look up the name for
           you after you type in the SSN and click Save. For any additional name requests, repeat this

           step. To delete a name request, click on its row to make sure the pointer --          -- is on that
           row, then click the Delete button.
      6.   If this will be a Multistage Certificate, e.g., questionnaire and interview, click in the box.
      7.   Click   Save
      8.   Click on the   Next button at the bottom, which will then take you to the Ordering Criteria
           page.

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Notes

Notes: Click this button to enter notes for the record. More details.

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Ordering Criteria
Topic Map
                 About the Ordering Criteria page
                 Working with Ordering Criteria
                           Notes
                 Advanced Criteria
                           Highly Recommended related topic: Tutorial: Building Certificate Conditions
                               in Advanced Criteria
                           About Advanced Criteria
                           Working With Advanced Criteria
                                      Creating a new Certificate Condition
                                      Viewing and Modifying a Certificate Condition



About the Ordering Criteria page
On the Ordering Criteria page, you specify how names are to be selected for inclusion on the Referral
or Certificate, and in what order they are to appear. You make these decisions on the basis of the
intended use of the Referral List and the rules that govern it. You can issue your Referral
List/Certificate immediately, or save the Ordering Criteria record and use it later, or both. You are
saving the Ordering Criteria record, and you must give it a name.


         To get to this page in USA Staffing, you need to already be on the Request Information page. Click the
            Next button at the bottom of that page. (Note: You can not get to the Ordering Criteria by clicking
            the menu on the left.)


Map of the Referral Process


                                        Complete Request Information
                                      Create Ordering Criteria record
                                             Generate Stored List
                                              Preview Stored List
                                       Issue Certificate or Supplement




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Working with Ordering Criteria




Figure 1: Ordering Criteria page


         Defined Criteria: If you are creating a new Ordering Criteria record, the box is where you
          enter the name you are giving it. If you are retrieving an existing Ordering Criteria record, this
          will be a drop down box from which you can select the Ordering Criteria record you want to
          use from among all that may be saved in connection with Request record you have in use.
         Applicant Referral Status: Select the applicants you want to refer, choosing from among
          these options:
          Record Status Codes
                   AA: Eligible for Certificate, and not currently out on any certificate/referral list
                   AC: Currently on a Career or Career Conditional certificate
                   HA: Hired from a Temporary/Term Certificate, but still active.
                   HC: Hired from a Temporary/Term Certificate, and currently on a Career/Career
                    Conditional certificate
                   TA: Currently on a certificate for a temporary or term position




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                TC: Currently on both a Temporary or Term certificate and also on a Career/Career
                  Conditional certificate.
    More details.

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               Active Applicants Only: This option is usually selected when the Referral List or
                Certificate is for filling a Temporary or Term position. The system will only include
                applicants whose Record Status Code is AA -- not currently on any Referral.
               Active on Temp/Term Certificates: This option is usually selected when the
                Referral List or Certificate is for filling a permanent position. The system will include
                only applicants whose Record Status Code is one of the following:
                        AA
                        HA
                        TA
               Open Dual Certify - All Qualified applicants: This option is selected when it is
                desirable to include names without regard to their already being on one or more
                Certificates or Referral Lists, and without regard to whether they have already been
                hired for a Temporary or Term position. Usually, the position to be filled is a
                permanent job. The system will include only applicants whose Record Status code is
                one of the following:
                        AA
                        AC
                        HA
                        HC
                        TA
                        TC
   Certificate Type: Select the appropriate response to determine the type of certificate you
    want prepared, based upon how it will be used. Not all options listed below may be presented
    to you; they vary according to the choice previously made on the Position Information page
    concerning whether the position is Competitive, Merit Promotion, or Internal Merit Promotion.
    The selection made in this box determines the choices that will appear in the subsequent Rank
    By and Priority Order boxes.
    Map of the Referral Process


                                      Complete Request Information
                                    Create Ordering Criteria record
                                            Generate Stored List
                                            Preview Stored List
                                      Issue Certificate or Supplement


               Competitive for outside hires: (This appears in the Certificate Type box as simply
                "Competitive".) Choose this option to get a competitive Certificate for a Delegated
                Examining Unit (DEU). This type of certificate is sometimes referred to as "outside
                hiring" or "all sources".
               Merit Promotion: Choose this option for a Merit Promotion Certificate that contains
                names of current employees, who are referred on the basis of a qualifications review
                that results in candidates being placed in groups, such as "Best Qualified", "Highly
                Qualified", or similar ranking designations under the terms of an agency Merit
                Promotion Plan.




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                 Non-Competitive Referral under a Merit Promotion Plan: (This option appears
                  in the system as "Merit Referral List".) This option provides a referral list of people
                  eligible for appointment under authorities for reassignment, transfer, reinstatement,
                  or other non-competitive actions covered by the Merit Promotion Plan.
                 Non-Traditional: This option is will provide a list that is determined entirely by
                  other Ordering Criteria choices you make, such as the number of names to refer, the
                  score range to refer, whether they are in score order, etc. This option is suitable for
                  use in Demonstration Projects and similar situations where greater flexibility in
                  preparing the list is allowed. Note: With greater freedom comes greater risk and
                   responsibility. Because this option essentially turns off all rules and
                  restrictions that are normally applied when preparing a referral list, the user
                  must take care to assure that Ordering Criteria are valid and appropriate
                  under the circumstances.
         Rank By: This drop down control determines how the applicants will be ranked on the Referral
          List/Certificate. If the Certificate is other than "Competitive", you can choose the Rank By
          options from the dropdown list. The choices available depend upon the rules that govern the
          Certificate Type you selected. The most flexible Certificate Type is Non-Traditional, which
          gives you all these Rank By options:
                 Rating (include Veteran Preference): This option is the default when you select
                  Competitive for outside hires as your Certificate Type. (This appears in the Certificate
                  Type box as simply "Competitive".) Applicants appear in score order with scores
                  showing. Veteran preference may be included or excluded.
                 Rating (exclude Veteran Preference)
                 Raw Score
                 Eligibles Only: Numeric Ratings will not appear. The list will show applicants as
                  "Eligible" and will show any veteran preference to which they may be entitled.
         Priority Order: Choose the Priority Order from the dropdown lists.
                 Priority Referrals, Compensable Veterans
                 Compensable Veterans Only
                 Priority Referrals Only
                 Absolute Veteran Preference
                 None
         Tie Breaker: Select the tie breaker to be associated with this referral from the drop-down
          list.
                 Random Number applied to the last digit of the SSN
                 Service Computation Date
                 Searchable Date Fields
         Refer Method: If you make a selection here, it works with the adjacent Number/Score box to
          control how the system will limit the number of applicants on the Referral List/Certificate.
                 Number of names: When you choose this option, enter the number of names in the
                  Number/Score box.
                 Cut Off Score: When you choose this option, enter the cut off score in the
                  Number/Score box.
         Number/Score: Enter the Number of Names or the Cut Score, depending upon your choice
          of Referral Method (above).
         Order: This controls the order in which the names appear. The choices are:
                 Rating: This choice puts the names in order by their ratings. This choice is
                  mandatory if the Certificate Type is Competitive for outside hires
                 Name: Names are listed alphabetically by last name, secondarily by first name and
                  middle initial.
                 SSN: Names are listed in SSN order.




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        Categorize Applicants: Select this box if you are using category rating procedures. (You
         must have already set up Categories on the Categories page of the Vacancy menu. Overview
         of the Staffing Process has more details.)
        Well Qualified Score: Enter the score that CTAP and ICTAP applicants must attain in order to
         be considered well-qualified. This score does not include veteran preference points. Note:
         Applicants who claimed CTAP or ICTAP eligibility will be referred as CTAP or ICTAP
         eligibles if they meet the Well Qualified score, unless you specifically indicate on the
         Application Information page that you find them to be "Not Qualified".
        Print Preferences: Check the appropriate boxes to include each of the optional types of
         information on the Referral List/Certificate -- both in printed form and in the ADV. The
         preferences include:
                 Home Address
                 Work Address
                 Other Address
                 Rating
                 Veteran Preference
        Specialty/Grade: From the drop down list select the grade for the referral you are preparing.
         Then click the check box to add a checkmark for each specialty you wish to include on the
         Referral List/Certificate. The specialty and grades available at this point are the ones
         previously entered on the Specialty and Grade page on the Assessment menu limited to the
         ones specified on the Specialty and Grade page of the Announcement menu.
        Locations: Click to place a check in the box for each location covered by the Referral
         List/Certificate you are preparing. You can select all locations at one time by pressing the
         Select All button.
        Advanced Criteria: Click this button to go to the Advanced Criteria page, where you can
         specify more detailed criteria for preparing the Referral List.
Map of the Referral Process


                                    Complete Request Information
                                   Create Ordering Criteria record
                                        Generate Stored List
                                          Preview Stored List
                                   Issue Certificate or Supplement


        Issue Certificate / Generate Stored List: This button appears near the bottom of the page
         if no Referral List/Certificate has been issued against the Request. It is disabled until you click
         Save. Click the Issue Certificate button when you are finished entering your Ordering
         Criteria and are ready to move to the next step. If your Ordering Criteria are complete and
         there are names that meet the criteria, the system will generate a "stored list" containing the
         names in the order in which they will appear on the Referral List/Certificate if you continue.
         You can preview the Stored List on the Certificate page; it will take you there automatically.
        Issue Supplemental: This button appears near the bottom of the page if a Referral
         List/Certificate has been issued against the Request. It is disabled until you click Save. If
         your Ordering Criteria are complete and there are names that meet the criteria, the system
         will present them for you to preview on the Certificate page; it will take you there
         automatically.
A list of Referral Lists/Certificates and Supplements that have been issued will appear on a table at the
bottom of this page if there are any. By clicking on the Certificate number, you can jump to the
Certificate page to view the names referred and certain information from the Ordering Criteria. (See
the picture below.)




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Figure 2: The list of Referral Lists/Certificates that have been issued, at the bottom of the Ordering
Criteria page.




Notes

Notes: Click this button to enter notes for the applicant record. More details.

   Back to top of page.




Advanced Criteria

About Advanced Criteria

The purpose of the Advanced Criteria page is to give you the flexibility to filter eligible applicants in or
out of the referral process on the basis of virtually unlimited individual or combined Certificate
Conditions. For example, you may filter applicants on the basis of such criteria as the following, either
alone or in any combination:
         availability for seasonal work
         willingness to accept a temporary appointment
         willingness to travel
         ability in a specific foreign language
Certificate conditions you build on the Advanced Criteria page are expressions of Boolean logic, which
means you can combine them with operators like AND and OR. More details about the steps of creating
Certificate Conditions is below. More details about how to use AND and OR to properly combine
conditions is found in the topic Tutorial: Building Certificate Conditions in Advanced Criteria.
If you have no special conditions, you do not need to do anything on this page.


          To get to this page in USA Staffing, you need to already be on the Ordering Criteria page. Click the
           Advanced Criteria button at the bottom of that page. (Note: You can not get to the Advanced
           Criteria by clicking the menu on the left.)




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        To return to the Basic Criteria page: Click the   Basic Criteria button, or press the
         Backspace key on your keyboard.




Figure 3: The blank Advanced Criteria page.


On your first visit to the Advanced Criteria page for a Request, it will appear as above. The table of
Certification Conditions will be empty until you actually create one or more conditions. The picture
below shows the same table after some conditions have been created. Note that you must scroll to the
right to see the columns that are not initially visible.




Figure 4: The Advanced Criteria page with some Boolean expressions created.


If we wanted to view or modify the details of the condition, we would click on its row and it would be
displayed for us in the lower part of the page.




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 Figure 5: The Advanced Criteria page. The bottom half of the page shows the details of the first
 expression, which is on the first row of the table at the top.

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Working with Advanced Criteria

 This section explains how to use the Certificate Condition builder on the Advanced Criteria page. Before
 reading this section, you are encouraged to read the Help topic Tutorial: Building Certificate Conditions
 in Advanced Criteria to get an understanding of how the Certificate Conditions work.

Creating a new Certificate Condition


 Example:
 Suppose you want to certify only applicants who have an availability date on or before April, 30, 2004.
        1. In the Source drop down box, select Job Announcement.
        2. On the Item table, select Availability Date.
        3. In the Operator drop down box, select the "less than or equal to sign" (<=).
        4. From the Calendar drop down box, click the down arrow and select 4-30-2004.
        5. Click OK.
 More details: Tutorial: Building Certificate Conditions in Advanced Criteria

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 To create a new Certificate Condition, follow these steps:
      1.   Click the New button. The page will refresh, presenting the Certificate Condition Builder form
           on the lower half of the page.
      2.   If this is your first Condition, skip to step 3 and leave the Logical field blank. If this is your
           second or higher Condition, you must begin it with a Logical AND or OR. To do this, click to
           select either AND or OR from the Logical drop down box See Tutorial: Building Certificate
           Conditions in Advanced Criteria for guidance on which is the appropriate choice. Notes:
                   Never have a Logical AND or OR in your first Condition.
                   Be sure to use the optional parentheses at the start and end of each condition when
                    the Logical OR is used. For guidance, see Using Parentheses to clarify a complex
                    combination of conditions.
      3.   Source: Click to select from the drop down box the name of the source that contains the data
           element upon which your condition is based. After you make this selection, the form will
           refresh to show you the Items that were part of that source -- including the factors and
           questions you used in the Online Application.
      4.   Click to select the Item upon which your Condition is based. The form will refresh to display
           the appropriate Operator and Response set for the Item you chose.
      5.   Click to select the appropriate Operator for your Item.
      6.   Click to select the appropriate Response value or values. If more than one value is permitted
           and you wish to select multiple responses, hold down the Control key on your keyboard while
           you click each of the responses you wish to select for inclusion in the response set.
      7.   Look to make sure you have both an Open Parenthesis and a Close Parenthesis if you have a
           Logical OR.
      8.   Click the OK button. This will save your Certificate Condition and add it to the table at the top
           of the page.
      9.   If you have more Conditions to add, repeat steps 1-8.
 When you are finished adding Conditions, click the Basic Criteria button to return to the Basic
 Criteria page, where you can Save your Ordering Criteria or Issue your Referral List/Certificate or
 Supplement.

     Back to top of page.




Viewing and Modifying a Certificate Condition


      1.   Click to select the record you wish to view or modify from the Certificate Conditions table at
           the top of the page. The Certificate Condition Builder form on the page will be refreshed to
           show you all the elements of the Condition.
      2.   Follow steps 2 through 8 of the above steps for Creating a new certificate condition, as
           needed, to accomplish the modification you desire.

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Certificate
Topic Map
                About the Certificate page
                Previewing a List
                Issuing a Referral List/Certificate
                Amending a Referral List/Certificate
                         Adding a name
                         Removing a name
                Printing a List
                Issuing a Supplement
                Reissuing a Referral List/Certificate



About the Certificate page
Use the Certificate page to:
         preview a Referral List/Certificate or pre-cert before it is issued
         jump to the Applicant records of persons on the list
         generate a Referral List/Certificate or Supplement based upon the Ordering Criteria you
          established
         generate a "pull list" or a "ranking list"
         make changes to a Referral List/Certificate, even after it is issued
         reissue a list (start over)
Below is a picture of the Certificate page, which we got to automatically by clicking on the Issue
Certificate button when we were on the Ordering Criteria page. Note that the Certificate Name that
appears at this point is "Stored List". This will be replaced by the Certificate Number generated by the
system once we have clicked the Issue Certificate button on this page.
The remainder of the top two boxes on this page, as illustrated below, display information carried over
from your Ordering Criteria page. These items cannot be modified here.
The third box contains no information relevant at this point. After the Referral List/Certificate is actually
issued, it will be populated with useful information.




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Here is an overview of the remaining elements on this page. In the sections below, you will find
instructions for how to use them to accomplish your work.
       The fourth box on the page contains the preview of your list. In the illustration above, there is
        one applicant. More details.
       Print Ranking List / Print Certificate: The label on the Print button will change to reflect
        the context you are in at any given time. Click the Print button to generate a copy of the list to
        send to the Customer.
       Amend Certificate
                Add Name: Use this with the Placement After and Before buttons to amend a list
                 that is in
                 Amend vs. Reissue
                 Q. What is the difference between Amend and Reissue?
                 A. Amend a Referral List/Certificate when you only wish to make a correction --
                 such as adding or removing a name -- but you want the rest of the list to be the
                 same. The original Issued date is used, and the random number and the general
                 order of the list remain the same.
                 Reissue a list when you want to start over as if the first list had never been issued.
                 The names and random number that the system uses will be those that are currently
                 appropriate, without regard to what was on any previous version of the list.

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                 preview or that has been issued.




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                  Delete Name: Use this with the Placement After and Before buttons to amend a list
                   that is in preview or that has been issued.
         Reissue: Click this button when you want to "do it over" for a Referral List/Certificate. This
          function automatically cancels the first version of the Referral List/Certificate that was
          previously generated, and replaces it with a new one. The new Referral List/Certificate will
          have a new Issued date, and will include any new people who have been added to the
          inventory. A new random number will be used. The names on the reissued list may be
          different and/or they may be in a different order from the previous version of the list. Note:
          Be sure that all obsolete versions of the list are identified as such and not used for
          making selections, or invalid selections may result. Only the names and the rank
          order of the reissued list are valid for selection purposes.
         Issue a Certificate: Click this button to issue the certificate. The system will create a
          Certificate Number and a Date Issued and will display them on the page. The updated page is
          illustrated below.



   Back to top of page.




Previewing a list
Map of the Referral Process


                                    Complete Request Information
                                    Create Ordering Criteria record
                                         Generate Stored List
                                        Preview Stored List
                                   Issue Certificate or Supplement


In the fourth box (see above illustration) appears a table showing the names, in order, as they will
appear on the Referral List/Certificate if you proceed to issue it.
         You can view an Applicant record by clicking Open on the row on which the applicant's name
          appears. Note: Clicking Open to view an Applicant record will take you to the Applicant
          Information page. To return to the Certificate page, you will need to press the Backspace key
          on your keyboard one or more times. Or, see Opening multiple windows.
         If an eligible is highlighted in red, i.e., ICTAP, CTAP or 10 Point Veteran, you will need to go
          back to the Applicant's record to verify that the applicant meets the criteria for ICTAP or CTAP
          preference or to adjudicate veteran's preference.
         If you wish to add or remove names before the Referral List/Certificate is issued, the steps are
          the same as for Amending a Referral List/Certificate.

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Issuing a Referral List/Certificate

Map of the Referral Process


                                    Complete Request Information
                                    Create Ordering Criteria record
                                          Generate Stored List
                                          Preview Stored List
                                  Issue Certificate or Supplement


        Issuing the Certificate/Referral List: Click the Issue Certificate button when you are
         satisfied that the names appearing in the preview box are correct and are in the order you
         expected. This will cause the Certificate State and Due Date fields to be updated by the
         system.
                  Note: The system may alert you with this message: There is one applicant still in
                   Pending status. If you issue this certificate now, you may cause this applicant to lose
                   consideration to which they may be entitled. Do you still want to issue this
                   certificate? (Y/N) This message means that you have one or more applicants with a
                   status code of one of the following:
                           PF: A required form has not been received.
                           PL: A required assessment has either not been completed or is not linked.
                            There may be a mismatch for you to resolve.
                           PQ: The record is still waiting for Quality Review.
                           PJ: An error in the Assessment may be causing an incorrect or suspect
                            rating.
                           PM: A manual rating process has been specified, but the applicant's rating
                            has not been entered.
                           PE: There is an error in the applicant's record.
                 For guidance on the actions you should take with each of these codes, see Record Status
                 Codes.
        ADV Certificate Status: The three possible statuses are:
                  Not Sent to Customer
                  Sent to Customer
                  Customer Audit Received
        When enabled, this drop down selection box is where you make a change in the status -- from
        Not Sent to Customer to Sent to Customer so that the system sends the Referral List/Certificate
        to ADV, and sends email notification to the names you put in Send To.
        Due Date: The system automatically fills in this field, based upon options set in Preferences -
         - Configurations in the Administration work area. You can override the date by typing a
         different date, or by clicking the down-arrow on the date box and selecting a date from the
         calendar.




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     Back to top of page.




 Amending a Referral List/Certificate
          Getting There
To get to the Certificate page in USA Staffing, you have some options.
 When you know the Certificate Number or the Request Number:
     1.     Click on Advanced on the top navigation bar.
     2.     From Look In, select Referral Certificate.
     3.     Type in the Certificate Number or the Request Number in the space provided for it.
     4.     Click Go.
 When you know the VIN:
       1.    Type the VIN in the Basic Search box and click Go.
       2.    Click the white Referral button on the left menu. This will get you to the Referral Home, as illustrated
             below.




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    3.   Locate on the list the Request Number, and click the plus sign on its row to reveal the criteria, and then on
         the plus sign for the appropriate criteria, to reveal the Certificate Number.




    4.   Click Open on the row of the Certificate Number for which you wish to issue the Supplement.


   Back to top of page.


To amend a Referral List/Certificate after it has been issued:
    1.   Get to the Certificate page by one of the means described in the Getting There box at right.
    2.   Follow the instructions below for Adding a name or Removing a name, as appropriate.
    3.   Click   Save.
    4.   Click   Print.

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Adding a name

To add a name to the list:
    1.   Click somewhere (other than the word Open) on the row of the name on the list that you want
         to insert a name before or after. The black cursor arrow will appear in the leftmost column to
         show that row is selected, as in the illustration above.
    2.   Click to select the appropriate radio button for either After -- if you intend to insert a name
         after the one you pointed to in step 1, or Before, if you intend to insert the name before the
         one you pointed to in step 1.
    3.   Click the Add Name button. The page will refresh to include the Add Name section
         illustrated below.




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                   If there are any names available for you to add, they will appear on the Add Applicants
                   table.
      4.   If you wish to review the Applicant record for any person on the Add Applicants list, click
           Open on that applicant's row. Otherwise, skip to the next step.
      5.   Click somewhere (other than the word Open) on the row of the name of the applicant on the
           list that you want to insert into your Referral List/Certificate. The black cursor arrow will
           appear in the leftmost column to show that row is selected.
      6.   Click the Add button at the bottom of the page to move the name onto the list of candidates
           to be referred.
      7.   Click   Save.
      8.   Click   Print.

   Back to top of page.




Removing a name

To remove a name to the list:
      1.   Click somewhere (other than the word Open) on the row of the name on the list that you want
           to remove. The black cursor arrow will appear in the leftmost column to show that row is
           selected.
      2.   Click Delete Name. The name will be removed from the Referral List/Certificate preview
           list, and be added to the Add Applicants table at the bottom of the page.
      3.   Click   Save.
      4.   Click   Print.

   Back to top of page.




Printing a List
Depending upon the type of list the Request is for, one of the following options may be present.
          Print Certificate: Click this button to generate a printed or electronic file copy of the list.
          Print Ranking List Click the Print button to generate a copy of the list to send to the
           Customer. The system will generate a cover sheet indicating vacancy information, i.e.,
           ordering criteria, selection criteria, position, etc., and a list of the eligible candidates for the
           position. The system does not consider this to be issuing a certificate and no Issued Date is
           recorded for this.
In either case, the system will generate the report as a PDF file and display it in a new browser
window. From there, you can use the Acrobat toolbar controls to save the file to your computer or to
send the report to a connected printer of your choice. They are pictured here:




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   Back to top of page.




Issuing a Supplement
When more names are needed for a Referral List/Certificate that has already been issued, and there
are names available to refer, you can usually issue a Supplement. (Note: Supplements can not be
issued when Category Rating is used. Instead, the first certificate must be audited, and a new one
issued.)
To issue a Supplement:
    1.   Get to the Certificate page by one of the means described in the Getting There box at right.
    2.   Click the Issue Supplement button. (It may be necessary to scroll the page down in order
         to see this button.
    3.   Click Preview.
    4.   Click Issue Certificate.

   Back to top of page.




Reissuing a Referral List/Certificate
To reissue a Referral List/Certificate, click the Reissue button. Caution: Please see the above
discussion of the Reissue function before clicking this button.

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 Audit Actions
 Topic Map
                    About the Audit Actions page
                                What is auditing?
                                Why enter Audit Actions?
                                Which Audit Type do I choose?
                    Entering Audit Action information
                                Audit Type = Each Applicant
                                         Audit Code Definitions
                                         Shortcut: Set Remaining Applicants
                                Audit Type = Cancelled
                                Audit Type = Unused



 About the Audit Actions page
          Getting There
To get to the Audit Actions page in USA Staffing, you have some options.
 When you know the Certificate Number or the Request Number:
     1.     Click on Advanced on the top navigation bar.
     2.     From Look In, select Referral Certificate.
     3.     Type in the Certificate Number or the Request Number in the space provided for it.
     4.     Click Go.
     5.     Click the   Audit Actions menu item under the white Referral button on the left menu
 When you know the VIN:
       1.    Type the VIN in the Basic Search box and click Go.
       2.    Click the white Referral button on the left menu. This will get you to the Referral Home, as illustrated
             below.




       3.    Locate on the list the Request Number, and click the plus sign on its row to reveal the criteria, and then on
             the plus sign for the appropriate criteria, to reveal the Certificate Number.




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                                                                                                       7 Referral




    4.   Click Open on the row of the Certificate Number for which you wish to issue the Supplement.
    5.   Click the   Audit Actions menu item under the white Referral button on the left menu

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What is auditing?

Auditing is the process of reviewing a returned Referral List/Certificate to assuring that the action taken
by the selecting official complies with legal and regulatory requirements. For more details on the legal
requirements and the procedures to follow for performing the audit for Certificates for competitive
outside hires in the Federal Government, refer to the Delegated Examining Operations Handbook
(DEOH).
The Audit Actions page is where you will enter the results of the audit process after you have
completed it.

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Why enter Audit Actions?

Even in situations that do not involve outside hiring in the Federal Government -- which, therefore, are
not bound to follow the DEOH -- it is important to complete the Audit Actions page promptly when the
selecting official is finished with the list. Completing the audit has the following results:
        The records of selected applicants are coded so that they no longer are referred for other
         requests on the same VIN that are of equal or less value.
        The records of non-selected applicants are coded to make them available for future referrals.
        The records of applicants that should not be referred due to declining location or salary may
         be coded to prevent referral to similar offers.
Failure to enter audit actions will cause your records for the selection and disposition of all affected
applicants to be inaccurate. It may lead to applicants losing consideration for other positions to which
they may be entitled. For best results, enter Audit Actions promptly, and strive to enter Audit Actions
before issuing subsequent Referral Lists/Certificates or Supplements.

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Which Audit Type do I choose?




There are three Audit Types:
          Each Applicant: Select this Audit Type when a selection has been made. You may also use
           this Audit type when the Referral List has been canceled or returned unused, but there are
           results to be entered for individual applicants who were contacted
          Canceled: Select this type when the Referral List/Certificate was canceled after being issued,
           and there are no results to entered for any applicants.
          Unused: Select this type when the Referral List/Certificate have been returned unused, and
           there are no results to entered for any applicants.

   Back to top of page.




Entering Audit Action information
Below you will find instructions for completing each Audit Type.




Audit Type = Each Applicant

      1.   Click to select Each Applicant from the Audit Type drop down box if it is not already selected.
           (Each Applicant is the default.)
           Audit Code Definitions
           A   – Selected
           CA – Certificate Cancelled



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      CE – Career or Career Conditional Employee
      CR – Communication Returned Unclaimed
      DA – Declined Employment With Agency
      DD – Declined Until A Future Date
      DE – Declined Examination Program
      DG – Declined Grade or Salary Considerations
      DL – Declined Location
      DP – Declined Position
      DX – Declined Federal Employment
      DZ – Declined Other Reason
      FR – Fail To Reply To Their Inquiry
      NC – Appointed By Non-Competitive Action
      NN – Not Selected – Not Contacted
      NS – Not Selected
      RM – Removed From Certificate Medical
      RQ – Removed From Certificate Not Qualified
      RS – Removed From Certificate Suitability
      TE –Temporary Employee
      UN –Certificate Unused
      RD – Removed From Certificate Driving
      RX –Removed From Certificate Drug Screen
      NP – Not Available Pending
      RE – Removed From Certificate Eligibility

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2.    For a name on the list, click on the cell under the heading Audit Code. This will cause the cell
      to turn into a drop down selection box. Select the appropriate code. (To do this, click the down
      arrow to display all options. Use the scroll bar to move through the options. Click on the
      appropriate code to select it.)
     Hint: If the column is too narrow to read the entire text of the code, you can widen the column
     by clicking and dragging the border line between the headings. To do this, mouse over the
     border line between the headings until the double headed arrow appears, then click and drag
     the line. Or simply refer to the code list in the green box here.




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      3.   Click on the cell under Return Status, and select the appropriate status -- Active, Hired,
           Inactive or Suspended.




      4.   Repeat steps 2 and 3 for each remaining applicant -- or -- if you reach a point where all
           subsequent applicants will have the exact same Audit Code and Return Status, you can use
           the shortcut -- Set Remaining Applicants -- described in the box at right.
           Shortcut: Set Remaining Applicants
           You can quickly apply one person's audit results to all subsequent names on a list.
                   1. Click on the name of the applicant whose results are to be copied to applicants lower

                       on the list. This will make the black cursor arrow    appear in the leftmost column
                       to show you the row has been selected.
                   2. Click the Set Remaining Applicants button.
                   3. Click OK when asked to confirm this action.

              Back to top of page.


      5.   Click   Save at any time to save your work. It is a good idea to save often.




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   Back to top of page.




Audit Type = Cancelled

   1.   Click to select Cancelled from the Audit Type drop down box if it is not already selected. The
        page will refresh with the proper form for this Audit Type.




   2.   Click to select the appropriate Other Action to document why the Referral List/Certificate was
        cancelled.
   3.   Click to select a Date of Action.
   4.   Click   Save.

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Audit Type = Unused


   1.   Click to select Unused from the Audit Type drop down box if it is not already selected. The
        page will refresh with the proper form for this Audit Type.




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      2.   Click to select the appropriate Other Action to document why the Referral List/Certificate was
           returned unused.
      3.   Click to select a Date of Action.
      4.   Click   Save.

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280
8 Reports Work Area
Reports Menu
Topic Map
               About the Reports Menu
               Using the Reports Menu
                         Related topic: Reports Pages



About the Reports Menu
         To get to the Reports menu, click the   Reports work area button on the top navigation bar.




Below is a picture of the way the Reports menu looks when you first arrive in the Reports work area.
Note that the menu contains a white button corresponding with each major work process -- just like
the menu for the Staffing work area -- plus a few from the Administration work area, with one
additional button for DRS (Document Repository System).
Under the Vacancy white button, you can see the list of all the types of standard reports that are
available for Vacancy.




   Back to top of page.




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Using the Reports Menu
To see the types of reports available for major report category, click the white button. To see a
description of the report itself, click on the menu options under the white buttons.
The report types include:
         Vacancy
                    Applicant labels by date
                    Applicant labels by VIN
                    Applicant status
                    CARP (Complete Applicant Record Printout)
                    Cancellation Letter
                    Inventory Status
                    Matching Cert Requests
                    Notices of Results (NORs)
                    Rating Sheets
                    Rating Summary
                    Veterans Preference by Score
                    Written Test Mismatch
         Assessments
                    Assessment Report
                    Benchmarks
                    Notes
                    Test Data Entry
                    Test Rating Summary
         Applicants
                    ACWA Race/National Origin
                    Accession Transaction List
                    Applicant Address Labels
                    Applicant Status
                    Applicants by RSC (record status code)
                    Applicants Pending Review
                    CARP (Complete Applicant Record Printout)
                    Manual Correspondence
                    Narrative Response
                    Notice of Results (NORs)
                    Rating Sheets
         Referral
                    Audited Certificates
                    Availability Letter
                    Certificate




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                  Certificate Timeliness
                  DEU Workload (Delegated Examining Unit)
                  Disposition Letter
                  Dual Certification Report
                  Individual Certificate Audit
                  Notification Letter
                  Ranking List
                  Vacancy Dual Cert
        Office
                  List of Reports
                  NOR Message Codes
                  Office Staff
        Customer
                  Customer Labels
                  Overdue Certificate
                  Vacancy Information
        DRS (Document Repository System)
                  Applicant Expiration
                  Applicant Mismatch
                  Matched Applicants
                  Mismatched Documents
                  Mismatch Review


Next suggested topic: Reports Pages

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Was this helpful to you?
Send your comments to the address on the bottom of the Welcome page. If you need an immediate reply, use the
Help Desk powered by FootPrints instead.




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Reports Pages
Topic Map
               About Reports pages
                        Results -- now or later?
               Creating a report
                        The Create Report page
                                 Navigation controls
                                 Report Criteria
                                          Tips for emailing reports
                                 Letter Filter
                                 Report destination and action
                                          PDF or HTML -- which should I choose?
                                 What happens next?
               Retrieving your report
               Printing a report
               Saving a report file
               Troubleshooting Reports



About Reports pages
Results -- now or later?
When you use one of the Create Report pages to generate a report, your report criteria are turned into
a request that is offloaded to a separate server. This keeps resource-intensive reports from slowing
down system response time for other users. By default, therefore, all reports from Create Report pages
are sent to Stored Reports, rather than printing immediately.
On the other hand, you can immediately view and print these types of reports:


         Certificates of Eligibles and Referral Lists when you request the report from Certificate page
          of the Referral menu rather than from the Create Report page.
         the Assessment Test Rating Summary Report that is produced from the Test Component
          page rather than from the Create Report page.

   Back to top of page.


USA Staffing provides a wide variety of standard reports. Using the Reports pages, you can generate
("Create") reports, store them, email them, and schedule them to be generated later one or more set
times. This topic deals only with standard reports; information on ad hoc reporting is found in Chapter
13 -- Ad Hoc Reports with Oracle Discoverer.
There are three modes for the Reports pages. The grey tab tells you which mode you are in.
         Create Report: This is the default mode when you arrive at the Reports work area. The grey

          tab says Create Report                     , and all the menu options on the left determine the
          type of report you will be able to generate. To return to this mode from one of the other
          modes, click the Create Reports or Create white button at the top of the page. A typical
          Create Report page is shown below in Figure 1.




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                                                                               8 Reports Work Area



    Stored Reports: This mode displays for you a list of the reports that have been created and
     stored by any member of your Office, which you can preview or print. The grey tab will say

     Stored Reports                           , and all the menu options on the left determine the
     type of Stored Reports you will see listed, if there are any for the type. To get to this mode,
     click the Stored Reports or Stored white button at the top of the page. A typical Stored
     Reports page is shown below in Figure 2.
    Scheduled Reports: This mode displays for you a list of the reports that have been created
     and scheduled by any member of your Office, which you can preview or print. The grey tab

     will say Scheduled Reports                        , and all the menu options on the left
     determine the type of Scheduled Reports you will see listed, if there are any for the type. To
     get to this mode, click the Scheduled Reports or Scheduled white button at the top
     of the page. The Scheduled Reports page looks and operates similar to the Stored Reports
     page shown in Figure 2.




    Figure 1: a typical Create Report page.




    Figure 2: a typical Stored Reports page.

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 Creating a report

The Create Report Page

 Here is an explanation of elements you see on the Create Report page. (See Figure 1 above.)

Navigation controls


          Stored Reports button: Click this button to change to the Stored Reports mode and see a list
           of reports that are waiting in the Stored Reports area.
          Scheduled Reports button: Click this button to change to the Scheduled Reports mode and
           see a list of reports that are waiting in the Scheduled Reports area.

     Back to top of page.



Report Criteria


 In this section, you specify the kinds of records to include in the report. The types of choices you can
 specify depend upon the type of report you are generating. Below are explanations for several criteria.
 Not all of these will necessarily appear on the Create Report page for the report type you are creating.
          Vacancy ID: Type in the VIN for which you wish to generate the report.
          Certificate: Type in the Referral List/Certificate number for which you wish to generate the
           report.
          SSN: You may specify the SSNs for the applicants you want included in the report.
          Get List or Show List: Click this button to display a list of available choices for the box next
           to the button. This may be certificate numbers, SSNs, names, or the like.
          Sort By: You may select one or more ordering criteria. To select more than one, hold the
           Control key down while you click each choice.
          De-select All: This button will clear all choices in the selection box with which it is
           associated.
          Include Eligibles: A check in this box will add eligible applicants to the report, unless they
           are filtered out by Letter Filter criteria you may specify at the bottom of the page, if Letter
           Filter options appear on the page.
          Include Ineligibles: A check in this box will add ineligible applicants to the report, unless
           they are filtered out by Letter Filter criteria you may specify at the bottom of the page, if
           Letter Filter options appear on the page.
          Duplex NORs: A check in this box means that the system will instruct the printer to print
           Notices of Results on both sides of a sheet of paper, with the back side containing a form
           applicants can use to request changes to their records. For this to work as intended, the
           printer you use must be capable of "duplex printing", or else the back side is likely to print on
           a second sheet of paper.
          Include geographic availability: A check in this box means that the NOR will show the
           locations that were advertised on the Job Announcement and for which the applicant
           expressed interest.
          Show Quals rating: A check in this box means that the NOR will print, instead of the numeric
           score, either EL for "eligible" or the assigned ineligible code. This is based upon the standard
           NOR Message Codes, plus any that your Office may have added in Preferences. You can print
           out a report of your Office's codes as a reference; this report called NOR Message Codes, and
           it is under the Office white button on the left menu.




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                                                                                      8 Reports Work Area



    Include applicants specifying email address: This item appears on the Create Report
     pages for reports that are intended to be sent to applicants, including Notices of Results,
     Notification Letters, Cancellation Letters, and Availability Letters.
     Tips for Emailing reports
     You may want to send NORs or other applicant mail by email whenever possible. Here are
     some tips to make the most of the flexible options. For our examples, we'll use NORs.
       1.       If you want USA Staffing to email the report to the applicant whenever possible, be sure
                 that there is a check in the box for Include applicants specifying email address -- and
                 -- in the Report destination box, click to select the Email radio button. USA Staffing will
                 send a NOR by email to each applicant with an email address. Applicants without email
                 addresses will be skipped.
       2.       After completing the above step, you will want to create printed copies for mailing to at
                least those applicants who did not receive an email. You may also want to send hard
                copy to the ones that did get the email.
            
                   To create hard copy NORs for only those applicants who were not sent
                    emails, run the NOR report again with no check for Include applicants specifying
                    email address, and in the Letter Filter box, select Not Generated.
                   To create hard copy NORs for all applicants, even if they got an email, run the
                    NOR report again with no check for Include applicants specifying email address ,
                    and in the Letter Filter box, select All.

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                            A check in this box means that the report should be prepared for applicants
                             who provided an email address as well as for those who did not.
                            No check in this box means the system should prepare a copy of the report
                             only for applicants with no email address.

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    Letter Filter


     This section only appears for those reports that are intended to be mailed or emailed to
     applicants. The filter you set further may narrow down the scope of which letters or NORs are
     created, and may override certain aspects of the selections you entered in the Report
     Criteria section. For example, if you may have checked Include Eligibles in the Report
     Criteria section, and also select Not Generated in the Letter Filter box, some eligibles may not
     get a new letter if one was created for them previously.
     Here is an explanation of your choices in the Letter Filter:
                   All: Generate a copy for all applicants who otherwise meet the Report Criteria.
                   Not Generated: When this option is selected, the system will skip over applicants for
                    whom the report was generated previously, regardless of the Report Criteria you
                    specify.
                   By Date: When this option is selected, you will specify a date range -- either for the
                    date any previous copy of the report was generated, or for the date the application
                    was processed.
                            Generated: A copy of the report is prepared only for applicants who already
                             had a copy generated between (and including) the dates you specify.
                            Processed: A copy of the report is prepared only for applicants who were
                             processed in USA Staffing between (and including) the dates you specify.

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       Report destination and action


                     Store -- Email -- Schedule: Click in one of the radio buttons to select a report
                      destination.
                             Store: This option sends your reports to the Stored Reports area. The
                              Stored Reports area is where you will later preview and/or print the
                              requested reports. (This is the default destination.)
                             Email: Choose this option to have the system send the report to the
                              applicants' email addresses. (This is not appropriate for all report types.)
                             Schedule: The report may be scheduled to run at a later day and time.
        PDF or HTML -- which should I choose?
                 Choose PDF (the default)...
                     if you want the report content to be non-modifiable. The full version Adobe Acrobat
                       is required to modify a PDF file, and even then, only very limited editing can occur.
                       However, users with the full Adobe Acrobat can add annotations, bookmarks, and
                       highlights.
                     if you want to assure the exact layout and fonts of the report.
                 Choose HTML...
                     when you wish to be able to edit the content of the report in MS Word or some other
                      editor.
                     if your report is intended for a person who needs a 508 compliant report and they
                       tell you they prefer HTML over PDF.
                     when you wish to allow the persons reading the report to adjust font selection, font
                      sizes and font and background colors to suit their own preferences, as they can do
                      in their browser.

              Back to top of page.


                     Store in PDF format: A check in this box will cause the report to be prepared as a
                      PDF file for viewing or printing using Adobe Acrobat. Without a check, the report is
                      prepared in HTML format. You must have Adobe Acrobat Reader installed for in order
                      to read the reports stored in PDF format. Adobe Acrobat Reader is free from Adobe.
                      Click here to obtain a free copy of the latest Acrobat Reader from Adobe


                                      .
                     Print to Macon: If your organization has arranged for printing and mailing to be
                      performed by the OPM Technical Services Group in Macon, Georgia, this option will be
                      enabled.
                     Email user when request is created and completed: A check in this box will
                      cause the system to notify you by email when your report is ready.
                     Run Report button: Click this button after you have made all selections and are
                      ready to generate the report.

              Back to top of page.




       What happens next?


       After you click Run Report, the following take place:




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   1.    A pop-up window will give you information about the report you have run. Make note
         of the Stored Report ID so that you can easily identify it on the Stored Report list later.
         Then click OK. Your report request is forwarded automatically to the report server.
          See Figure 3 below.




               Figure 3: This message tells you the Stored Report ID for your report.


   2.    The report server will send you an email to let you know it has received the request
         and is working on it, unless you have unchecked the box for Email user when
         request is created and completed.
   3.    The report server will send you a second email to let you know the report is ready and
         waiting for you in Stored Reports, unless you have unchecked the box for Email user
         when request is created and completed.
   4.    Follow the steps below for Retrieving your report.

   Back to top of page.




Retrieving your report
To retrieve your report, follow these steps.
    1.    Click the   Reports work area button on the top menu bar.
    2.    Click the white   Stored Reports button at the top of the page.
    3.    Select from the left menu the type of report you wish to view. The subject line of the
          email you received will tell you what the type of report is, as a reminder. (See the
          Subject line in Figure 4 below, as an example.)




                Figure 4: A sample of the second email, which tells you your report is ready.
                The subject line reminds you of the type of report it is.



   4.    The Stored Reports list will contain all stored reports of your chosen type for your Office.
         See Figure 5 below.




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                         Figure 5: The Stored Reports page


            5.   Find the report you are looking for on the list. The easiest way to do this may be to
                 match the Stored Report ID from the email with the ID number in the Stored Report
                 column.
            6.   Click the report name on the row for your Stored Report. The report will open in a
                 new window in Adobe Acrobat viewer for you to preview or print.

           Back to top of page.




        Printing a Report

        To print a report, follow these steps:
            1.   Complete the steps outlined above for Retrieving your report.
            2.   You will use the Print feature of either your browser or Adobe Acrobat, depending
                 upon whether you kept the default Store in PDF format when you created the
                 report not. You can opt to print select pages, rather than the full report, on the
                 printer dialog that appears in either method below.
                          PDF: You will use the print function built into Adobe Acrobat reader.



                          HTML: You will use the print function of your browser. Click the printer icon



                                      on your browser toolbar, or click File, then click Print. If your
                           browser File menu gives you an option for Print Preview, you can use it to
                           view how the page breaks will occur, and also to select individual pages to
                           print.

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        Saving a Report
        To save a report as a file, follow these steps:
            1.   Complete the steps outlined above for Retrieving your report.




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                                                                        8 Reports Work Area


2.   The next step depends upon whether you had the file created in the default PDF
     format or the optional HTML format.


              PDF: Click   Save a Copy                       on the Acrobat toolbar.

              HTML: Click the browser's file menu and select   Save As...

             The Save Web
             Page dialog
             opens.
                      The
                       defa
                       ult
                       file
                       nam
                       e is
                       "Pre
                       view
                       ".
                       Type
                       in a
                       diffe
                       rent
                       File name if you wish.
                      Notice the default folder that appears at the top after the words
                       "Save in:". This is where the file will be stored unless you change
                       the destination.




                      You
                       may
                       wish
                       to
                       save
                       your
                       file
                       to
                       your
                       "Des
                       ktop
                       ",
                       whe
                       re
                       you
                       can easily find it. If so, click the folders drop down box arrow, as
                       shown in this picture. Then click on Desktop.




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           Back to top of page.




        Troubleshooting Reports
        Question: When I try to print a report, I get this error from Adobe Acrobat: 'Could Not Start
        Print Job'. What's wrong?
        Answer: This error occurs with Acrobat versions below version 6.0.1.
        Check to see what version you are running. The version number displays on the splash screen
        on its startup or, once Acrobat Reader is open, you can find it on the Help menu (About
        Acrobat Reader ...). If you have an earlier version, you will need to install at least version
        6.0.1. Get free downloads of the latest Acrobat reader from http://adobe.com .

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9 Administration Work Area
Administration Menus and Pages
The Administration Work Area is where you will perform tasks related to:
       Templates
       Maintenance of records related to customers, users, offices, permissions profiles, and
        workgroups
       Locations
       Preferences -- including configurations, default texts, applicant flags, NOR messages, and
        screening elements
       Financial information
       Processing -- importing and exporting data




          Some topics in Chapter 4 -- Administration Work Area have names that are very similar
           to some that are in Chapter 2 -- Staffing Work Area. The difference is that in the
           Administration Work Area, the settings are the defaults for whole Organizations or
           Offices. These defaults can be overridden for individual customers, vacancies, or
           certificates by selections made in the Staffing Work Area.



          When you are in the Administration Work Area, USA Staffing does not anticipate what
          page you want to work on. So, when you click a white button on the left navigation bar,
          you must also click a menu option under it in order to go to the page you want to work
          on. This differs from the Staffing Work Area, where USA Staffing takes you
          automatically to the first page of the process you are starting.




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Template Libraries
Template Libraries
Topic Map
This topic covers the Template Libraries pages in the Administration Work Area, where Announcement,
Questionnaire, and Default Scale Templates are initially set up and maintained -- but not where most
users will do their day-to-day work. If you are looking for information about the templates used in a
specific job announcement, see Templates in the Staffing Work Area.
              About the Template Libraries
              Using the Template Libraries
              Managing the Template Libraries




About the Template Libraries

Templates are reusable sets of content for Questionnaire Assessment Components, Job
Announcements, 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:
         System: These templates are maintained by the USA Staffing Program Office in OPM, and are
          available to all users.
         Organization: These templates are created and maintained by the Organization
          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 the USA Staffing Program Office in OPM. They can not be seen by members
          of other Offices unless they have the ability in their Permissions Profile and User record to
          connect to your Office. 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.
Templates in the Library can not be modified by most users of the 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 Job Announcement or Assessment, you are asked to
give it a unique name. Use the name and notations you add to the template to indicate any
modifications you make from the original, and what your rationale is.
The Template Libraries give you a way to create and maintain these templates even when you do not
have a specific VIN in mind, such as when you start advance work on a questionnaire before actually
receiving a formal request or recruit action.

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Using the Template Libraries




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When you are working with actual Assessments, Announcements, and Questionnaires in the Staffing
work area, you can access the templates in the Libraries to include copies of them in your own work.
        Assessment Template: When you are creating a Assessment Questionnaire on the
         Assessment Builder page, click the Library button. Then use the resulting Advanced Search
         form to locate the appropriate template and make a copy of it and use it for your Assessment
         Plan. More details.
        Announcement Template: When you are creating a Job Announcement, the Templates page
         on the Announcement menu lets you indicate the group in which your desired template is
         stored in the Library -- Global, Organization, or Office. Then it lets you pick the template from
         a list the templates in that 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.
        Default Scale Template: When you are creating a Questionnaire in the Questionnaire
         Builder, you can use any existing Default Scales you see in the Library. Available scales
         appear in a dropdown list the Item Editor page of the Questionnaire Builder. More details.

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Managing the Template Libraries

Information on how to create, modify, and delete templates is found in the topics for the individual
libraries:
        Announcement Template Library
        Questionnaire Template Library
        Default Scale Template Library

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Announcements (in Templates Libraries)

Announcements (in Templates Library)


Topic Map
This topic deals with the Announcements Template in the Templates Library in the Administration Work
Area. If you are looking for information about Announcement Templates for a particular Vacancy
(Staffing Action) that you are working on, click here to change to the Announcements topic in the
Staffing Work Area.


               About the Announcement Templates Library
               Working with Announcement Templates in the Library
                         Creating an Announcement Template
                         Modifying an Announcement Template
                         Deleting an Announcement Template




About the Announcement Templates Library



    To get to this page, click the Administration work area button on the top menu bar. Then click the white
Template Libraries button on the left menu. The click Announcements (not the plus sign).




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 Figure 1: The Announcement Template page in the Template Library. The tree of items shown here
 does not actually appear until after you have made a selection in the Image Based Form box.

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Working with Announcement Templates in the Library



Creating an Announcement Template


 To create an Announcement template, follow these steps:
 Caution!
 You can not create a template from an existing template. This is not a "Save As..." function. If you
 open a template, make changes to it, and click Save, you will be changing the template, not creating a
 new one, even if you have changed the name.

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     1.   Click   New.
     2.   Type in the name you wish to give the new template in the space labelled Name. The name
          must be unique.
     3.   In the Image Based Form dropdown box, select either Form: 1203-FX or Custom
          Processing. Note: 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.   Template Level: Click to indicate the level (or category) of the template you are creating --
          Organization, Office, or Global. (Only OPM staff in the USA Staffing Program Office can select
          Global.)
     5.   Sort Location by State: Click to place a check in this box to force job locations to sort by
          state when they appear in the Job Announcement Preview, on USAJOBS, and in the Online




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            Application. Without a check, they will appear in order according to location code. 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.
       6.   In the tree of items that appears on the bottom half of the page (see Figure 1 above), you can
            control which items appear on the Online Application.
                     Click a plus sign to expand an item to see which sub-items are associated with it.
                      Figure 1 above shows that we have done this with the Work Information item to
                      reveal the two items under it -- Place of Employment and Work Address.
                     Click to remove a check for any sub-item you wish to suppress. In Figure 1, if we
                      click to remove the check from Work Address, the Work Address sub-item will not
                      appear on the Questionnaire.
                     Click to remove a check for any item you wish to suppress, along with all its sub-
                      items. For example, in Figure 1 above, if we remove the check from Work
                      Information, both Place of Employment and Work Address will be suppressed as well.
       7.   Click Next when you are finished with this page. This will save your work up to this point,
            and take you to the Overview template page. It will also expand the Announcement menu on
            the left so that you can jump to other pages as you may desire.
 All remaining pages for the various parts of the Announcement Template 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. For more details, click the link on the list below:
           Overview
           Duties
           Qualifications
           How to Apply
           Benefits/Other
           Questionnaire
           Preview

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Modifying an Announcement Template


 To modify an existing Announcement Template, follow these steps:
       1.   Click the category of the template you wish to modify -- Global, Organization, or Office. The
            page will refresh and the Templates dropdown selection box will be populated with the names
            of the existing templates for that category.
       2.   Click the Templates dropdown box to select the template upon which you wish to base your
            new one. The name of the template you selected will appear in the Name box.
       3.   Make the changes you desire. For an explanation of the items on this page, see the above
            topic on Creating an Announcement Template.
       4.   Click Save if you are finished, or click the Next button to continue on to the next page of
            the Job Announcement Menu, which is the Overview page.

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Deleting an Announcement Template


 To delete an existing Announcement Template, follow these steps:




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1.   Click the category of the template you wish to delete -- Global, Organization, or Office. The
     page will refresh and the Templates dropdown selection box will be populated with the names
     of the existing templates for that category.
2.   Click the Templates dropdown box to select the template upon which you wish to base your
     new one. The name of the template you selected will appear in the Name box.
3.   Click the   Delete button and confirm with OK.




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Templates (in Announcements Library)


See Announcement Templates in the Staffing work area.




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Overview (in Announcements Library)


See Announcement Overview in the Staffing work area.




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Duties (in Announcements Library)


See Announcement Duties in the Staffing work area.




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Qualifications Evaluation (in Announcements Library)


See Announcement Qualifications in the Staffing work area.




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How to Apply (in Announcements Library)


See Announcement How to Apply in the Staffing work area.




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Benefits and Other (in Announcements Library)


See Announcement Benefits/Other in the Staffing work area.




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Questionnaire (in Announcement Templates Library)


See Announcement Questionnaire in the Staffing work area.




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Preview (in Announcements Library)


See Announcement Preview in the Staffing work area. The only difference between Preview in the
Template Libraries and in the Staffing work area is that the Preview page does not permit transmitting
to USAJOBS from the Library.




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Questionnaires (in Templates Libraries)




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Assessment (in Questionnaires Library)

Assessment in Questionnaire Templates Library

 Topic Map
                About the Assessment Information page in the Questionnaire Template Library
                Working with the Assessment Information Page in the Questionnaire Template Library




About the Assessment Information page in the Questionnaire Template Library


 The purpose of the Assessment page in the Questionnaire Template Library 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.

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Working with the Assessment Information Page in the Questionnaire Template Library


 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 the New button.
 If you are creating a new Assessment, the process is the same as if you were doing it in the Staffing
 work area except that the resulting Assessment Component is saved in the Library and it is not linked
 to a VIN until you open a copy of it from within the Staffing work area for a VIN you are working on.
 For more details for the page you are on, select the corresponding page name:
         Assessment Information
         Source Information
         Specific Information
         Preparation
         History

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Specialty and Grade (in Questionnaires Library)


See Specialty and Grade in the Staffing work area.




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Questionnaire Builder (Library)


 See Questionnaire Builder in the Staffing work area.




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Rating Criteria (in Questionnaires Library)


 See Rating Criteria in the Staffing work area.




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 Default Scales (in Templates Libraries)

Default Scales (in Template Libraries)

 Topic Map
                About Default Scales in the Template Libraries
                Working with Default Scales in the Template Libraries
                          Creating a Default Scale
                          Modifying a Default Scale
                          Deleting a Scale or Response




About Default Scales in the Template Libraries

 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 if desired, 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 in the Templates Library unmodified. To
 modify the Default Scale in the Templates Library, you must have the appropriate Permissions Profile,
 and you must make the modifications in the Templates Library of the Administration work area.
 The Default Scales in the Templates Library 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 this page, click the Administration work area button on the top menu bar. Then click the white
 Template Libraries button on the left menu. The click Default Scales.




    Back to top of page.




Working with Default Scales in the Template Libraries

 When you first arrive at the Default Scales page in the Templates Library, 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 creating
          Questionnaires. They can 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.




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           Office: Templates stored at this level are available to all users in the same Office only.



Creating a Default Scale


       1.   Click the category where you want to add the scale. (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 New . Two rows will be added -- one for the Name and Description, and one for the
            Response. (See Figure 3 below.)
       3.   Click and type in in each cell for Name, Description and Response, the information that
            belongs there. (See Figure 4.) A cell will have a slightly darker border when it is selected.




 Figure 1: The Default Scales page when you first arrive.




 Figure 2: The Office level is expanded to show all the Default Scales that already exist at that level.




 Figure 3: We clicked on Office and New and added two rows -- one for the Scale Name and Description,
 and one for the first Response of the new Scale.




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 Figure 4: We have entered a Name and Description and the first 3 Responses.

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Modifying a Scale


 To modify a scale, follow these steps:
     1.   Double-click the cell you wish to modify.
     2.   Type the new content for the cell.
     3.   Repeat steps 1 and 2 for any other cells you wish to modify.
     4.   Click   Save.

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Deleting a Scale or Response


 To delete either an entire scale or a response, follow these steps:
     1.   Click on the row you wish to delete.
     2.   Click the Delete button, and click OK to confirm.
     3.   Repeat steps 1 and 2 for any other rows you wish to delete.
     4.   Click   Save.

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Maintenance




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 Customer Records

Customer Maintenance

 Topic Map
                 About Customer Maintenance
                 Customer List
                             FAQ about viewing records
                 Customer Edit




About Customer Maintenance

 If your Permissions Profile 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. This topic covers Customer List and Customer Edit.

    Back to top of page.




Customer List


                                    Administration button on the top bar, then the Maintenance
          To get to this page, click the
             button and   Customer Maintenance on the navigation bar on the left.




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This page lists all Customer records for the Office name that appears in the Office Connection drop
down box. By default, Customer records that are marked as "deleted" are not included on the list.
FAQ about viewing records
Why can't I see the record I'm looking for?
The record you seek may be marked as Disabled or Deleted. Click to place a check in either Display
Disabled or Display Deleted to have these records added to your view of the list.
Why am I able to view deleted records?
If a record marked for deletion is still needed by the system because it is linked to other records, the
system retains the record but hides it from normal view. Only records that have not been linked to
other records are actually purged from the file.

   Back to top of page.


         Display Deleted: Click to place a check in this box if you wish to have records marked as
          "deleted" included on the list that is displayed.


From this page you can:
         Open a customer record by clicking on the Customer Name.
         Create a new customer record by clicking the   New button.


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Customer Edit




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 The Customer Edit page opens when you click New or the Customer's name while you are on the
 Customer List page. On the Customer Edit page you can:
         Create a new Customer record
         Edit an existing Customer record -- including adding or changing Contact information
         Delete a Customer record




Creating or modifying a Customer record


         Customer Name: Enter the name of the customer as you want them to appear in the
          system. There is a limit of 50 characters.
         Contacts: Click this button to view or modify Contact records associated with the Customer
          record you have displayed.
         Category: Select the type of organization from the options: Federal, State, or USPS (Postal
          Service).
         CPDF Organization and CPDF Agency: These boxes are present only when the Category
          selected is Federal. For Federal agencies, select the appropriate designations that identify the
          agency in OPM's CPDF database.
                Note: If a user has created a customer prior to the deletion of the CPDF code, and links
                the Customer to a VIN, and releases the Job Announcement to USAJOBS, you will
                receive an error message at the bottom of the Preview screen that states:
                       Release Failed: Unable to authenticate via CAT (userName= userId=
                       channel=2192), error=The ticket presented for authentication has expired.
                If the you receive this message, it indicates the Organization and/or Agency codes
                previously selected for this Customer are no longer valid or recognized by USAJOBS, and
                you will have to go back to Administration/Customer Maintenance/Select Customer and
                correct the CPDF Customer Organization or CPDF Agency Codes.
         Address fields: All the address fields pertain to the Customer record, although there may be
          different addresses and phone numbers for each Contact you add. This makes it possible for
          you to have contacts whose addresses differ from the address in the Customer record. More
          details on format requirements.




           Remember to click   Save to save the changes you make.

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Customer Contact

 Topic Map
                 About Customer Contact
                 Create or Edit a Contact
                           FAQ about viewing records
                 Delete a Contact




About Customer Contact

 Customer Contact is the second step of creating a Customer record in USA Staffing. The Contact is the
 person within the Customer organization or agency who is responsible for providing information about a
 staffing request. Typically, the contact is name on the Standard Form 39 in block 23 or 24. You can
 create as many Contacts as you need for each Customer your Office serves.
           To get to this page, follow the steps to get to Customer Maintenance. Then click the   Contact   button
            in the upper right corner of the Customer Edit page.


 On the Customer Contact pages you can:
          Create a new Contact record for a Customer or Edit an existing record.
          Edit or delete an existing Contact.
 Use the   Back button to return to the Customer page when you are finished working with the Contact
 record.




            The Customer record must already exist in order for you to create a Contact for it.

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Create or Edit a Contact




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The Contact List page lists all Contacts for the Customer record you have in use at the moment.
FAQ about viewing records
Why can't I see the record I'm looking for?
The record you seek may be marked as Disabled or Deleted. Click to place a check in either Display
Disabled or Display Deleted to have these records added to your view of the list.
Why am I able to view deleted records?
If a record marked for deletion is still needed by the system because it is linked to other records, the
system retains the record but hides it from normal view. Only records that have not been linked to
other records are actually purged from the file.

   Back to top of page.


By default, the Contact List displays only Contact records that are not marked as Deleted or Disabled
records. To include Contact records that have been marked as Deleted or Disabled, click the
appropriate checkbox -- Display Deleted or Display Disabled -- at the bottom of the screen. A check
in the box means that those records have been included in the Contact List that is displayed.
         To create a new Contact, click   New.
         To edit an existing Contact, click   Edit on its row.




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 The Contact Edit form is pictured above. Complete the Contact Edit form, and click   Save.
 Here are the meanings of certain fields on the form:
        User Name: This is a free form field that will accept from 6 to 10 characters. Type in the User
         Name you wish to assign to the contact if the contact will have access to the system. This field
         may be blank if the contact will not have access to the system.
        Use Customer Address: If you check this box, the address information below will be copied
         from the Customer record, replacing any address information that may already be there. While
         this box is checked, the address fields below are disabled and can not be modified. If you
         remove the check from this box, you can modify the address to make it different from the
         address in the Customer record.
        Allow ADV Access: A check in this box enables the contact to use the OPM Agency
         Document Viewer. (Note: Customer Contacts are not assigned to a Permissions Profile the way
         Users are. This check box itself has the effect of granting ADV permission.)
        Address fields: All the address fields pertain to the contact personally, and are a part of the
         contact record. This makes it possible for you to have contacts whose addresses differ from
         the address in the Customer record. More details on format requirements.
        Disabled from logging in: If this box is checked, the user is prevented from logging in to
         USA Staffing. To disable a user, click the box to add a checkmark to it. To enable the user,
         click the box to remove the checkmark.
        Reset Password: The reset password button resets the Contact's password to the default
         password. After you reset a Contact password, you should advise the person to log in
         immediately, at which point USA Staffing will require the person to create a unique new
         password. The default password might easily be guessed, so it is important that the user log
         in promptly after the password is reset.

    Back to top of page.




Delete a Contact

 This function marks a record as deleted. It may or may not actually remove the Contact record from
 the database permanently, depending upon whether any other records in USA Staffing have been
 linked to the Contact record. Only Contact records that have not been linked to other USA Staffing
 records are actually removed entirely from USA Staffing. Contact records that are linked to other USA




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Staffing records will disappear from normal view, but you can still see them by clicking Display Deleted
on the Contact List page (see the figure at the top of this topic).
To mark a Contact record as deleted, open the record for editing, as described above. Then click the
white Delete button.

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 Office Records

Office Maintenance

 Topic Map
                  About Office Maintenance
                  Office List
                  Office Edit and Delete
                                How is the Office Address used by USA Staffing?




About Office Maintenance

 Each Organization that uses USA Staffing may have multiple Offices, and each Office will have its own
 record that contains the Office's address, phones, fax, and email information. The Office Maintenance
 pages are where users whose Permissions Profiles give them access can add, modify, or delete Office
 records.
                                       Administration work area button on the top navigation bar. Then
          To get to this page, click the
             click the white   Maintenance button on the left menu. Then click Office Maintenance on
             the left menu.


    Back to top of page.




Office List

 If you have appropriate permissions in more than one office, you will be presented with a list of offices
 like the one below. Click on the name of the office whose record you wish to modify.
        What are the appropriate permissions?




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    Back to top of page.




Office Edit and Delete

 Below is a picture of the Office Edit form. Use this form to create new office records and to modify or
 delete existing office records.




 How is the Office Address used by USA Staffing?
 The office address, phone, and email information you enter 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




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         assessments

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Address fields: All the address fields pertain to the Office record. More details on format
requirements.

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 User Records

User Maintenance

 Topic Map
                 About User Maintenance
                 User List
                           FAQ about viewing records
                 User Edit
                           Creating a User account
                           Assigning Offices and Permissions on the Permissions table
                           Specifying an Address
                                      How is the Office Address used by USA Staffing?
                                      Tips for working with Addresses
                           Enabling Login
                           Changing or Resetting a Password
                                      Tips for Resetting Password




About User Maintenance

 Information about all users of USA Staffing is contained in User records. You can view and modify
 information in User records to the extent allowed by your own Permissions Profile, including adding,
 modifying, and deleting Users. This is also where the permissions of the User are managed.
 Users can make limited changes to their own records, including changing their passwords.


                                                     Administration work area button on the top bar,
          To get to the User Maintenance page, click the
             then the white   Maintenance button and User Maintenance on the navigation bar on the
             left.


    Back to top of page.




User List

 Figure 1: The User List page.


 The User List shows all users for your Organization.
 FAQ about viewing a list of records
 What order are the records in?
 By default, the User List is alphabetical by last name. To sort by some other column, click its heading.
 More details.
 Why can't I see the record I'm looking for?



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 The record you seek may be marked as Disabled or Deleted. Click to place a check in either Display
 Disabled or Display Deleted to have these records added to your view of the list.
 Why am I able to view deleted records?
 If a record marked for deletion is still needed by the system because it is linked to other records, the
 system retains the record but hides it from normal view. Only records that have not been linked to
 other records are actually purged from the file.

    Back to top of page.


         To add a User: Click the   New button. This will take you to a blank User Edit page, so you can
          enter the information.
         To modify a User record: Click Edit. This will take you to a User Edit page with the
          information ready for you to modify.


 By default, the User List only shows Users who are active.
         To include in the display Users whose accounts have been disabled, click   Display
          Disabled.
         To include in the display Users whose records are marked for deletion, click   Display
          Deleted.



           You can control the layout of the User List table. See Working With Browse Tables for
            details.




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User Edit

 On the User Edit page, provide all the information needed to establish the User record. Details for each
 part of the form on this page are below.




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 How is the Office Address used by USA Staffing?
 The office address, phone, and email information you enter 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

      Back to top of page.


 Figure 2: The User Edit page.



Creating a User Account


      User Name: You must create a User Name according to the rules that govern user names.
      Title: Enter the User's job title.
      Last Name, First Name, Middle Initial: Enter the User's name.

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Assigning Offices and Permissions on the Permissions table


 This table in the middle of the page is used to:
           Enable or disable access for the user to records owned by Offices within the Organization.
            Click to place a check in the box in the first column to assign the user to the office.
           Select an Office Address to use for contacting the User, if one of them is the correct address.
            More details on how to do this are below.
           Assign a Permissions 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.
           More details about the Permissions table.

     Back to top of page.




Specifying a User 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 Do Not Use Office Address, and instead, type in a completely different address record.
 More details on format requirements.


 Tips for working with addresses
   All the radio buttons for Use Address in the table and the one for Do Not Use Office Address form a
         single set of choices. That is, from among all these radio buttons, one and only one must be
         selected.
   You can only choose one Office Address -- or -- you can choose Do Not Use Office Address.
   The selection you make by clicking one of the radio buttons in the set will not take effect until you
         click the   Apply Address Changes button.
   If you select one of the Office addresses and click Apply Address Changes, the address will be
         copied into the address information portion of the page, and it will become read-only.
   If you wish to modify an address that is "read only" on the page, you must select Do Not Use
         Office Address, then click Apply Address Changes to enable editing of the address.
   Click Save to save your address changes.

   Back to top of page.


           To use an address for one of the Offices to whom you assigned the User, click Use
            Address on the row for the appropriate Office on the Permissions table. Then click Apply
            Address Changes, and the address information for that Office 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 whom you assigned the User, click
            Do Not Use Office Address. Then 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, you must provide all entries from scratch.




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      Back to top of page.




Enabling Login


       Disabled from logging in. If this box is checked, the user is prevented from logging in to USA
        Staffing. To disable a user, click the box to add a checkmark to it. To enable the user, click the
        box to remove the checkmark. The system may automatically check this box and disable a user if
        someone unsuccessfully attempts to log in with the User's name multiple times.

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Changing or Resetting a Password


 Tips for Resetting Password
             If you are resetting a password for a user and Disabled from logging in is checked, you
            must also remove the check from Disabled from logging in, or the user will have to wait 30
            minutes before logging in.
             You can also remove the check from Disabled from logging in without resetting the
            password.
             Remember to click Save to save the changes you make.

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 By default, the User is assigned a temporary password that is the User's last name, as you specified on
 this page, with normal capitalization -- such as "Smith" or "Jones". When you create a new User
 record, you do not need to do anything to make this happen. When the user logs in the first time, the
 user will be forced to change to a regular password that meets the Password Rules.
 Change Password or Reset Password. If you are viewing your own record, the button will say
 Change Password. If you are viewing the record of another user, the button will say Reset Password.
              Reset Password will change the User's password to their last name, with normal
               capitalization (e.g., Smith -- not SMITH or smith). The user should be instructed to log on
               immediately so that they can change the password to something more secure.
              Change Password permits users to change their own passwords at any time. More details:
               Change Password.



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Log User Off


 Tips for Log User Off




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  Back to top of page.


At the bottom of the User Edit page is a pair of radio buttons that tell you whether the User is currently
logged in, and a button to Log User Off. (See Figure 2 above.)
        Is the User Currently Logged In? These radio buttons are read only. They tell you whether
         the system believes there is an active session for the user. If the radio button says Yes, the
         white button Log User Off is enabled.
        Log User Off: If you click this button, you will immediately terminate any session the user
         has running.




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Permissions Table


          To get to this page, follow the instructions on the User Maintenance Help topic and open a User record.
           Your own permissions profile may limit or prevent your access to this section.


The Permissions Table is where you manage a user's permission to access data in one or more offices.
To give a user access to an office's data, click the Assign box for the office, and assign a Permissions
Profile that grants the user appropriate permissions.
Below is a picture of the Permissions Table located in the middle of the User Edit page. All Offices that
belong to your Organization will appear on the Permissions Table. (Offices are added to the list or
removed from it by taking action on the Office Maintenance page.)




         Assign: Click to add or remove a check. A check indicates you are giving the user permission
          to connect to that Office to view or edit information in the Office's data set. Exactly what the
          user can do when connected to the Office depends upon the Permissions Profile you assign to
          the user for that office.
          How is the Office Address used by USA Staffing?
          The office address, phone, and email information you enter 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

             Back to top of page.


         Use Address: The radio buttons in this column form a set of choices that includes the option -
          - located below the Permissions Table -- "Do Not Use Office Address". Only one of the radio
          buttons may be selected. The radio buttons, together with the Apply Address Changes button
          and the address fields at the bottom of the page, are how you specify the address USA
          Staffing uses for correspondence related to the user.
                     To make USA Staffing use a given Office's Address -- exactly as it appears in the
                      Office Record -- for correspondence involving the User, click the radio button for
                      that Office. Then click the white Apply Address Changes button. The page will
                      refresh and the Office Address for the Office you indicated will appear in the bottom
                      of the form for your verification, replacing the information that may have appeared
                      there previously. The address information fields are disabled and cannot be edited as
                      long as the Office's radio button is selected. Click Save to make this change
                      permanent.
                     To make USA Staffing use a given Office's Address -- as it appears in the Office
                      Record, but with some differences -- for correspondence involving the User, click
                      the radio button for that Office. Then click the white Apply Address Changes
                      button. The page will refresh and the Office Address for the Office you indicated will




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             appear in the bottom of the form -- but at this point all address fields are read-only.
             Then click to select the Do Not Use Office Address radio button, and again
             click the white Apply Address Changes button. This will put the address fields
             in the edit mode so you can modify them. After typing in your changes in the
             appropriate fields, click the Save button.

            To make USA Staffing use an address that is not similar to one of the Offices
             on the Permissions Table, click to select Do Not Use Office Address. Then
             click the white Apply Address Changes button. Then type the correct address
             in the in the Address form at the bottom of the page, if necessary, removing any
             inappropriate information from a previous address. After typing in your changes in
             the appropriate fields, click the Save button.



     You must always be sure to click the Apply Address Changes button and the Save
      button, or the Office Address you selected via the radio button may not be the one
      stored.


   Profile: This column shows the Permissions Profile assigned to this user for each office to
    which you have granted access. To change a profile assigned, click in the cell. This turns the
    cell into a drop-down selection box. Click a second time to display all the Permissions Profiles
    from which you may select.



     Users can not change their own profiles. The Permissions Profiles column does not
      appear for users who do not have permission to view it.




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 Permissions Profiles

An Administrator's Quick Start Guide to Permissions Profiles

 Topic Map
                About this Quick Start Guide
                Who can perform this action?
                What are Permissions Profiles?
                What are the Standard Permissions Profiles?
                What should an Administrator do to get started?




About this Quick Start Guide

 This topic is to provide Administrators with some very basic information about Permissions Profiles so
 they can quickly get users enrolled in USA Staffing. It is not meant to be a complete and thorough
 discussion of the topic. For more in depth coverage of this subject matter, see the topic Permissions
 Profiles -- An Overview for Administrators.

    Back to top of page.




Who can perform this action?

 These instructions are intended for USA Staffing Administrators. Only users with Permissions Profiles
 that grant Organization or Office level permission to the Permissions Profiles page are able to perform
 this task.

    Back to top of page.




What are Permissions Profiles?

 Permissions Profiles are a powerful feature of USA Staffing, and the more you know about them, the
 more you can use the flexibility they offer. Detailed information about Permissions Profiles is provided
 in this Help file, but to get you up and running quickly, we've boiled it down to some bare essentials for
 this Quick Start Guide.
 When you add users to USA Staffing, you must assign them to a Permissions Profile. The Permissions
 Profile you select for the users controls what pages and records they can see and modify.
 Some Standard Permissions Profiles are built into USA Staffing. 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.

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What are the Standard Permissions Profiles?

 The standard permissions profiles built into USA Staffing and ready for your immediate use are:
 Remember: In addition to the Standard Permissions Profiles shown at here, you can create any number
 of your own profiles. More details.

    Back to top of page.


        System Administrator: This profile is restricted to USA Staffing program managers in OPM,
         and it may not appear for all users. The parameters are:
               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 - Program Office Only -- Make system Templates
               User -- Organization Access
               Vacancy -- Organization Access
        Organization Administrator: This profile is intended for the primary person or persons
         within an agency or organization who oversee the use of USA Staffing across their entire
         organization. The permissions turned on in this profile give them unique rights to establish
         other users as Administrators at the Organization and Office level, to manage all options that
         affect the entire organization, and to manage templates that are available throughout the
         organization. The parameters are:
               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: This profile is intended for the primary person or persons within an
         office who oversee the use of USA Staffing across their entire office. The permissions turned
         on in this profile give them rights to establish other users as Administrators at the Office level,
         to manage all options that affect their entire office, and to manage templates that are
         available throughout your office. The parameters are:
               Agency Document Viewer -- No Access
               Applicants -- Organization Access
               Assessments -- Questionnaire Template Developer
               Customer -- Office Access
               Office -- Office Access




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                 Permission Profiles -- Organization Access
                 Preferences -- Office Access
                 Referral -- Certificate Access
                 Templates -- Office Access
                 User -- Office Access
                 Vacancy -- Office Access
          Standard User: This profile is for typical users. It gives them the access a fully trained user
           would typically need and want in order to perform all normal staffing functions at the full
           performance level.
                 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

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What should an Administrator do to get started?

          In a hurry? Assign each of your users to one of the Standard Permissions Profiles for each
           Office to which you give them access. More details.


          Want more flexibility? Learn more about managing user access with a variety of
           Permissions Profiles. More details.

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Permissions Profiles -- An Overview for Users

 Topic Map
                 Introduction
                 What is a Permissions Profile?
                 How do Permissions Profiles matter to me?
                 How do I know what Permissions I have?
                 How are Permissions Profiles managed?




Introduction

 This Help topic describes the management of the permissions profiles themselves. If you are seeking
 information on assigning a permissions profile to a user, see the User Maintenance topic Permissions
 Table.
                                                  Administration button on the top bar, then the
          To get to the Permissions Profiles page, click the
             Maintenance button and Profiles on the navigation bar on the left.

    Back to top of page.




What is a Permissions Profile?

 A Permissions Profile is a list of permissions that defines the limits of access to USA Staffing's many
 features and functions. It is applied to a class of users. USA Staffing comes with some standard
 permissions profiles:
         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
          announcement and applicant referral work. Users assigned to this profile can
         The Read 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.
         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.

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How do Permissions Profiles matter to me?

 All users are assigned to a Permissions Profile for the office in which they work. If you have permission
 to connect to another office so you can work with its data, then you have a separate Permissions Profile
 there. The Permissions Profile limits what you can do on each page in USA Staffing. For example, you



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 may be able to create an Assessment Plan in your own office, but only view Assessment Plans in
 another office to which you connect.

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How do I know what permissions I have?

 Your USA Staffing administrator can tell you which Permissions Profile is assigned to you for each office
 to which you connect. Users can not view or edit their own Permissions Profiles.
 You can see what permissions are a part of your profile, once you have been told the profile name, by
 consulting the Permissions Profiles page. To get there, click the Administration Work Area button on the
 top navigation bar. Then click Maintenance and Profiles on the left navigation bar.

    Back to top of page.




How are the Permissions Profiles managed?

 Users who have Permissions Profiles that include settings for the Permissions Profiles page that are at
 either the Organization or Office level can create new profiles. They can also change existing 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.
 If you are a USA Staffing Administrator, consult the related Help topics in this section.

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Permissions Profiles -- An Overview for Administrators

         There are still questions below that need answers to complete this topic...


 Topic Map
                About Permissions Profiles
                What can an Administrator control in a Permissions Profile?
                          Permission Levels include the levels below them.
                What do Administrators do with Permissions Profiles?




About Permissions Profiles

 Permissions Profiles give you the flexibility you need to be able to give your users varying degrees of
 access to the features and data of USA Staffing. There are some Standard Permissions Profiles built
 into USA Staffing anticipate that in a typical situation:
         One or a few users may be designated as Organization Administrators, who manage the
          use of USA Staffing and have full access for all functions that affect the entire organization.
         One or a few users may be designated as Office Administrators, who manage the use of
          USA Staffing for an office within an organization. They have full access to the functions that
          affect the entire office.
         Most users will be assigned to the Standard User profile, which gives users access to their
          own work and all normal user functions so that they can use USA Staffing to perform day to
          day staffing operations.
         Others may be people who should have restricted access to view a very limited set of pages or
          reports.
 You can create additional profiles that give your users the exact combinations of permissions you need.
 Keep in mind that Permissions Profiles are designed to manage the access rights of whole groups of
 users. Here is what you will do as Administrator:
         First, you will determine which profile fits your needs best for the users you have in mind. If
          the profile you want does not exist, you can create it.
         Then you will assign users to the appropriate Permissions Profiles.

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What can an Administrator control in a Permissions Profile?

 Each Permissions Profile allows you to set the permissions that control access to these functions (the
 pages, the information they contain, and the processes involved):
         Agency Document Viewer (ADV)
         Applicants -- in the Staffing work area
         Assessments -- in the Staffing work area
         Customer -- in the Administration work area
         Office -- in the Administration work area




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          Permission Profiles -- in the Administration work area
          Preferences -- in the Administration work area
          Referral -- in the Staffing work area
          Templates -- in the Administration work area
          User -- in the Administration work area
          Vacancy -- in the Staffing work area


For most pages on the above list, you can choose from among these common permission levels:
Permission Levels include the levels below them.
When you set permission levels in a profile, turning on a higher level automatically turns on the
features of those lower on the list. Lower options do not need to be individually turned on if a higher
one is turned on. For example, if Office Access is turned on, users assigned to that Permissions Profile
will automatically also have View Access for those pages.

   Back to top of page.


          Organizational Access: Users will be able to create or modify information on the pages of
           the function for which you are setting the permissions. If the page is in the Administration
           work area, the user may set defaults that affect the entire organization. If the page is in the
           Staffing work area, the user may use the specified page to perform work on any record in the
           entire organization -- for example, any Staffing Action (Vacancy), Assessment Plan, Applicant
           Record, or Referral -- depending on the page for which the Organizational Access is turned on.
          Office Access: Users will be able to create or modify information on the pages of the function
           for which you are setting the permissions. If the page is in the Administration work area, the
           user may set defaults that affect the entire office. If the page is in the Staffing work area, the
           user may use the specified page to perform work on any record in the entire office -- for
           example, any Staffing Action (Vacancy), Assessment Plan, Applicant Record, or Referral --
           depending on the page for which the Office Access is turned on.
          View Access: Users will be able to view the pages of the function for which you are setting
           the permissions. If this is the only level turned on in the profile for the page for which you are
           setting the permissions, then users will not be able to create or modify records on the
           specified page. View Access is not available for the Vacancy (Staffing Action) and Assessment
           pages, but a similar purpose is served by the Visitor Organization and Visitor Office levels.
          No Access.
          Program Office Access?
          What about Program Office Access?
          ()
          David: Make this note a box on the right.


In addition to the above common permission levels, two pages have additional access level choices:
          Vacancy (Staffing Action):
                    Visitor Organization Access: The user can view Vacancy (Staffing Action)
                     information from anywhere in the organization. If this is the only access level turned
                     on for Vacancy (Staffing Action), the user can not create or modify Vacancy (Staffing
                     Action) records.
                    Visitor Office Access: The user can view Vacancy (Staffing Action) information from
                     anywhere in the office. If this is the only access level turned on for Vacancy (Staffing
                     Action), the user can not create or modify Vacancy (Staffing Action) records.
          Assessment:
                    Assessment Developer Access: The user can develop and modify Assessments.




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                    Assessment User Access: The user can use Assessments created by others but can
                     not make changes or create new Assessments.
          Are the two above items talking about Assessment Plans, or individual Assessments?

                    Questionnaire Developer Access: The user can develop and modify questionnaires.
                    Questionnaire User Access: The user can use questionnaires created by others but
                     can not make changes or create new ones.
                    ACWA Developer Access: This level is for select OPM users in the program office
                     only. Users can create and modify Assessments that are designated as ACWA
                     assessments.


          The above do not quite match what currently appears on the screen. Are they correct
          as worded above?
           Not addressed, for instance, is "Template User" -- maybe we plan to drop that
          term??? The ones I see on the screen now are ACWA, Template Developer,
          Developer, Template User, User, Modify, View -- so what are we really going to do
          here? I also see in the Admin profile, for FTVA, a level called "Global" that is not
          mentioned.

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What do Administrators do with Permissions Profiles?

 If you are an Administrator, in addition to the Standard Permissions Profiles that come with USA
 Staffing, you can create an unlimited number of other profiles to meet the needs of your organization.
 You can not change the Standard Permissions Profiles, but you can copy them to new profiles and then
 modify the copies you create. Or you can create new profiles from scratch.
 For instance, you could create an Expert Users profile and a Novice Users profile so that some users
 have more access than others who are still learning their way around.
 As Administrator, you will have these responsibilities:
     1.    Determine which Permissions Profile is appropriate for each of your users -- whether it is one
           of the Standard Permissions Profiles or one you create.
     2.    If the profiles do not already exist -- either the standard ones provided with USA Staffing or
           ones your organization created -- create them.
     3.    Assign each of your users to one of the profiles for each office to which you wish to allow them
           to access. This task is performed on the Permissions Table in User Maintenance.
     4.    Notify your users what Permissions Profile(s) you have assigned to them. They need to know
           the Permissions Profile for each office to which they can connect.




             Keep in mind that the profiles are for whole classes of users. Resist the temptation to
              create a separate profile for each user, because that will create a lot more work in the
              long run, and may be time consuming to manage.

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Creating, Editing, and Assigning Permissions Profiles

 Topic Map
                  About Creating, Editing, and Assigning Permissions Profiles
                  Who can work with Permissions Profiles?
                  Profile List
                  Permissions Profile facts
                  View a Permissions Profile
                  Creating or Editing a Permissions Profile
                  Assigning Users to Permissions Profiles




About Creating, Editing, and Assigning Permissions Profiles

 This topic provides instructions for managing Permissions Profiles. For a fuller understanding of the
 purpose and use of Permissions Profiles, you will want to read all of the related topics.

    Back to top of page.




Who can work with Permissions Profiles ?

 These instructions are intended for USA Staffing Administrators. Only users with Permissions Profiles
 that grant Organization or Office level permission to the Permissions Profiles page are able to perform
 the actions described in this topic.

    Back to top of page.




Profile List

                                       Administration work area button on the top bar of USA Staffing.
          To get to this page: Click the
             Click the white   Maintenance button, and then Permissions Profiles on the left menu.

 The Profile List will display all existing Permissions Profiles by name and type. The Profile Type tells you
 whether it is a profile that was created by your own Organization or is a standard USA Staffing profile.
 Standard profiles can not be modified, but those owned by you or your organization can.




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 From the Profile List you can:
          View a Permissions Profile. To view a Permissions Profile, click the   + in the first column of the
           table.
          Edit a Permissions Profile. Click   Edit to begin.
          Create a Permissions Profile. Click the   New button to begin.

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View a Permissions Profile




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 In the above picture, the Assessments row of the table has been expanded to show all the choices of
 Access Levels that can be assigned, along with a description of each. These Access Levels are in a
 hierarchical order, with the broadest access being at the top of the group, and the most restrictive
 choice at the bottom of the group.
 You may select only one Access Level for each functional area like Assessments.

    Back to top of page.


 Permissions Profile facts
          Whichever Access Level you select, all Access Levels below that one in the same activity area
           are automatically included. In the example pictured, "Program Office Access Only" is
           selected, and therefore, all levels below it -- such as Questionnaire Templates -- Developer
           and Assessment Components -- User are included.
          One exception to this rule is in the Agency Document Viewer activity area, where your only
            choices are to turn Agency Document Viewer access on or off.
          Agency Document Viewer access is intended to be turned on only for Customer Contacts who
            will view referral list information online. If it is turned on, all other permissions are turned
            off, no matter what Access Level settings appear in the remainder of the Profile. Therefore,
            regular Users of USA Staffing who must create and work with VINs (staffing
            actions), job announcements and applicant records, should not be assigned to any
            Permissions Profile that has Agency Document Viewer turned on or they may be
            unable to use the system properly. Set the ADV permission level to No Access.
          You can not edit the Standard Permissions Profiles built into USA Staffing -- i.e., those that
            are System type profiles -- but you can Copy them to new profiles using the Copy button,
            and then modify the copies.




Creating or Editing a Permissions Profile


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 A Profile Edit page like the one shown above for "Viewing" appears. Follow these steps to complete the
 creation of your new profile or editing of an existing one.
       1.   Profile: Name the profile with a unique profile name.
       2.   Profile Type: Select Organization unless you have System level access as a program office
            administrator in OPM.
                      Organization Profile types are available to be assigned to any User or Customer
                       Contact in your Organization.
                      System Profiles are public, and are available for use by all users of USA Staffing
                       without limits.
       3.   One at a time, click on the + for a row on the table for each activity area. Click the radio
            button that pertains the highest Access Level you wish to grant to every user who will
            eventually be assigned to the profile. (See the Permissions Profile facts box on this page for
            other considerations when making your selections.
       4.   Click   Save. Your new profile is ready to be assigned to Users.

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Assigning Users to Permissions Profiles


 All standard users and administrators in the system must have a permission profile assigned to their
 records under User Maintenance in the Administration work area. More details. Permissions Profiles are
 not assigned to Customer Contacts who are granted ADV Access; that is handled entirely on the
 Customer Contact page by checking the box for Allow ADV Access.



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Workgroup Maintenance

Workgroups

Topic Map
                About Workgroups
                Workgroup List
                Adding a Workgroup
                Modifying a Workgroup
                Deleting a Workgroup




About Workgroups

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 Workgroups page in USA Staffing is where you will assign
individual people to one -- and only one -- workgroups.
                                Administration button on the top bar, then the Maintenance
         To get to this page, click the
            button and Workgroups on the navigation bar on the left.


   Back to top of page.




Workgroup List




The Workgroup List shows your existing workgroups. Note: A person can only belong to one
workgroup. If a person is already assigned to a workgroup and you make them part of a another
workgroup, the first workgroup assignment is terminated.

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Adding a Workgroup



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 Follow these steps:
       1.   Click   New.    A new row is added to the Workgroup List, with the text .
       2.   Click on the new row where it says Must Enter Workgroup Name, replace those words with the
            name you are calling the workgroup. The form will expand to show you a list of all potential
            workgroup members, as shown in the picture below.
       3.   Click to place a check mark in the Member box to add the named individual to the workgroup.
       4.   Click   Save.




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Modifying a Workgroup

 Follow these steps:
       1.   Click the name of the workgroup you wish to modify.
       2.   Click to place a check mark in the Member box to add the named individual to the workgroup,
            or click a check mark to remove it and remove the person from the workgroup.
       3.   Click   Save.

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Deleting a Workgroup

 Follow these steps:
       1.   Click the name of the workgroup you wish to delete.



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2.   Click the   Delete button. Answer "yes" to confirm the delete action.
3.   Click   Save.

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Assessment Inventory

Assessment Inventory

Topic Map
                




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            D



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Locations
Locations By Office (in Administration)
Topic Map
                About Locations By Office
                Who can perform these actions?
                Creating New Locations
                Modifying Location records
                Deleting Location records




About Locations By Office

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 two
sources:
        the Nationwide Geographic Locations List built into USA Staffing and used by USAJOBS
        the Office's own Location List, which is managed on the pages called Locations By Office and
         Locations By Customer.
Each location added to your Office's list must be "mapped" to a code on the USAJOBS Nationwide
Geographic Locations List so that USAJOBS can perform searches properly when requested to do so by
job applicants. Take care when creating new locations that the "City" name is a clear description of the
location and that you link it to the proper Nationwide location code.
                                 Administration work area button on the top bar, then the
         To get to this page, click the
            Locations button and By Office on the menu on the left.

   Back to top of page.




Who can perform these actions?

The ability to add, modify or delete location records is limited to users who have Permissions Profiles
with these capabilities enabled. Typically, this work is done by administrators.

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Creating New Locations




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To create a new location, follow these steps:
      1.   Click the   New button.
      2.   Position the mouse cursor arrow on the new blank row that appears on the table and click in
           the cell under the Code heading. Type in the location code. The code you type must be
           numeric, with a minimum of 3 digits and a maximum of 9 digits.
      3.   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.
      4.   Use the dropdown selection box 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 dropdown selection box.
      5.   Click to select from the Nationwide Geographic Locations dropdown selection box the location
           that USAJOBS should use when searching for positions that use your new location code. The
           numeric code for your selection will appear in the Nationwide column on the table.
      6.   Click   Save.

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Modifying Location records

          To modify a location record's Code or City, click in its cell on the table and type in you new
           entry.
          To change the State or Nationwide Geographic Location:
               1.      Select a new State from the State dropdown box.
               2.      Make an appropriate selection from the Nationwide Geographic Location dropdown
                       box.
          Click   Save.


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   Back to top of page.




Deleting Location records

To delete a location from your table,
    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   Save.

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Locations By Customer (in Administration)
Topic Map
                About Locations By Customer
                Who can perform these actions?
                Creating New Locations
                Modifying Location records
                Deleting Location records




About Locations By Customer

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 two
sources:
         the Nationwide Geographic Locations List built into USA Staffing and used by USAJOBS
         the Office's own Location List, which is managed on the pages called Locations By Office and
          Locations By Customer.
Each location added to your Office's list must be "mapped" to a code on the USAJOBS Nationwide
Geographic Locations List so that USAJOBS can perform searches properly when requested to do so by
job applicants. Take care when creating new locations that the "City" name is a clear description of the
location and that you link it to the proper Nationwide location code.
                                 Administration work area button on the top bar, then the
          To get to this page, click the
            Locations button and By Customer on the menu on the left.

   Back to top of page.




Who can perform these actions?

The ability to add, modify or delete location records is limited to users who have Permissions Profiles
with these capabilities enabled. Typically, this work is done by administrators.

   Back to top of page.




Creating New Locations




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To create a new location, follow these steps:
    1.   Click 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.




                    Enter any information about the Customer that you may know.
                    Any fields you leave blank are not used in the search.
                    Click   Go to execute the search.
                    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 in 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 Go.

                    When you see the Customer record you were looking on the search results table, click
                     Open to select it. This will close the Search page and return you to the Location
                     Admin page, and it will place the name of your Customer at the top of that page.
    2.   Click the   New button.
    3.   Position the mouse cursor arrow on the new blank row that appears on the table and click in
         the cell under the Code heading. Type in 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.




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      5.   Use the dropdown selection box 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 dropdown selection box.
      6.   Click to select from the Nationwide Geographic Locations dropdown selection box the location
           that USAJOBS should use when searching for positions that use your new location code. The
           numeric code for your selection will appear in the Nationwide column on the table.
      7.   Click   Save.

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Modifying Location records

          To modify a location record's Code or City, click in its cell on the table and type in you new
           entry.
          To change the State or Nationwide Geographic Location:
               1.    Select a new State from the State dropdown box.
               2.    Make an appropriate selection from the Nationwide Geographic Location dropdown
                     box.
          Click   Save.

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Deleting Location records

To delete a location from your table,
      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   Save.

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Location Codes
Topic Map
              State codes
              Overseas location codes



These are the location codes used for Customer and User records.




State codes



                                           State              Code


                                Alabama                       AL


                                Alaska                        AK


                                Arizona                       AZ


                                Arkansas                      AR


                                California                    CA


                                Colorado                      CO


                                Connecticut                   CT


                                Delaware                      DE


                                District Of Columbia          DC


                                Florida                       FL


                                Georgia                       GA


                                Guam                          GU


                                Hawaii                        HI


                                Idaho                         ID


                                Illinois                      IL


                                Indiana                       IN




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USA Staffing Online Help System




                                  Iowa             IA


                                  Kansas           KS


                                  Kentucky         KY


                                  Louisiana        LA


                                  Maine            ME


                                  Maryland         MD


                                  Massachusetts    MA


                                  Michigan         MI


                                  Minnesota        MN


                                  Mississippi      MS


                                  Missouri         MO


                                  Montana          MT


                                  Nebraska         NE


                                  Nevada           NV


                                  New Hampshire    NH


                                  New Jersey       NJ


                                  New Mexico       NM


                                  New York         NY


                                  North Carolina   NC


                                  North Dakota     ND


                                  Ohio             OH


                                  Oklahoma         OK


                                  Oregon           OR


                                  Pennsylvania     PA




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                                                         9 Administration Work Area




                            Puerto Rico          PR


                            Rhode Island         RI


                            South Carolina       SC


                            South Dakota         SD


                            Tennessee            TN


                            Texas                TX


                            Utah                 UT


                            Vermont              VT


                            Virgin Islands       VI


                            Virginia             VA


                            Washington           WA


                            West Virginia        WV


                            Wisconsin            WI


                            Wyoming              WY




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Overseas location codes



                                    Location      Code


                          American Samoa         AS


                          Armed Forces America   AA


                          Armed Forces Europe    AE


                          Armed Forces Pacific   AP


                          Fed State Micronesia   FM




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                             Marshall Island        MH


                             North Mariana Island   MP


                             Palau Island           PW




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Preferences
Preferences Overview
Topic Map
              What do Preferences do?
              Who can change Preferences?
              Working with Preferences
               Category
               Preference Level
               Descriptions of Configurable Items




What do Preferences do?

Many processes in USA Staffing have default behaviors or texts. These can be controlled for individual
Staffing Actions (Vacancies), Certificates, or Applicants in pages located in the Staffing Work Area. If no
selections are made in the Staffing Work Area for the affected system behaviors or texts for individual
situations, the global settings in the Administration Work Area serve as defaults for your Office or
Organization. This feature makes it possible for USA Staffing Administrators or other users with the
appropriate Permissions Profiles -- those with Organization or Office permission level access -- to
control the global default settings, and gives individual users the flexibility to override them for specific
situations.
You can use the links on the table below to immediately jump to a particular topic in Chapter 4 --
Administration Work Area, or its related topic in Chapter 2 -- Staffing Work Area.


Global Default settings in the Administration           Related pages for individual situations in the
Work Area                                               Staffing Work Area
                Configurations
                  Default Text
                Applicant Flags                                         Applicant Flags
    Notice of Results (NOR) Messages (in                Notice of Results (NOR) Messages (in Staffing
               Administration)                                          -- Applicants)
   Screening Elements (in Administration)                      Screening Elements (in Vacancy)
                                                                              and
                                                         Screening Element Results for the Applicant


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Who can change the Preferences?

Only users with Organization or Office permission level in their Permissions Profiles can make changes
on the Preferences pages.

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Working with Preferences


                                                                         Administration Work Area
          To get to the Preference pages to control global defaults, click the
           button on the top navigation bar. Then click the white Preferences button on the left menu to
           reveal the pages you can go to.


Below is a picture of the Preferences menu showing the choice of pages:




On each Preference page, you can alter the settings by manipulating a combination of drop-down boxes
and fields, such as:
         Category
         Preference Level
         Description of Configurable Items


Here is a picture of the Configurations Preferences page where you can see examples of the fields
mentioned above:




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 When you click to select a Preference option, such as Category or Preference Level, the other fields,
 such as Description of Configurable Items and Value, will change to show the options available for the
 configurable items you have selected.
 Below is a discussion of some fields that appear on more than one page, but may not appear on all
 pages.

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Category

 When there is a Category drop-down box, use it
 to indicate the pages or process types to which
 you want your settings changes to apply.
 Available categories are:
        Applicants
        Correspondence
        Rating
        Referral
        Reports


 When you select a Category, a description of each of the configurable preference items for that
 category will appear on other parts of the page.

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Preference Level

 The Preference Level you select will control how
 the Preference changes you make are applied by
 USA Staffing. There are five Preference Level
 choices. Below are their descriptions and
 information about how to use them.
        Organization. When this Preference
         Level is selected, the name of the
         Organization will appear to the right --
         Office of Personnel Management in the
         above picture -- but your organization
         name will appear in its place. The Preferences you change will apply to the organization
         shown.
        Office. When Office is the Preference Level you select, the name of the Office for which you
         will be making the modifications is shown to the right, in the spot where Office of Personnel
         Management appears in the above picture. The Preferences you change will apply to the office
         shown.
        Customer. The Preferences you change will apply to the Customer you selected, as shown to
         the right of the Preference Level selection box.
        Vacancy. The Preferences you change will apply to the Vacancy (Staffing Action) you
         selected, as shown to the right of the Preference Level selection box.
        Certificate. The Preferences you change will apply to the Vacancy (Staffing Action) you
         selected, as shown to the right of the Preference Level selection box.



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 When your Preference Level choice is Customer,
 Vacancy, or Certificate, you will be prompted to
 search for and select the appropriate Customer,
 Vacancy (Staffing Action), or Certificate, using
 the Advanced Search page. Once you select the
 Customer, Vacancy (Staffing Action), or
 Certificate, the search page will close and your
 selection will appear to the right of the
 Preference Level field, together with a white
 Select button. If you wish to change your
 selection for the Preference Level for which you
 are setting preferences, click the white Select button (not shown), and repeat the selection process
 on the Advanced Search page that appears.

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Descriptions of Configurable Items

 Each Preference page has a table showing the
 Description of Configurable Items you can
 manage from there.
 The number of configurable items you see on
 the table will vary according to the choices you
 made when you selected Category and
 Preference Level.
 So, if you were to have selected the Preference
 Level of Organization or Office, the table would
 show the full list of all the configurable items.
 On the other hand, if the Preference level you
 chose was Customer, Vacancy or Certificate,
 the table would show you only the configurable items that you could set for these levels.
 For example, Veterans Preference adjudication can only be configured at the Organization or Office
 level, not at the Customer, Vacancy or Certificate levels.

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Configurations
Topic Map
               The Configurations Page
               Configurations by Category
                 Applicants
                 Correspondence
                 Rating
                 Referral
                 Reports
               How to set Configurations




The Configurations Page


        To get to this page in USA Staffing, click the  Administration work area button on the top
            navigation bar. Then click the white   Preferences button on the left menu bar. Click
            Configurations on the left menu.           Note: If you will be setting preferences for a certain Office,
            make sure that Office name appears in the Office Connection dropdown box on the top navigation bar
            before you click Configurations on the left menu. If you change your Office Connection while you are on
            a Preferences page, the screen will refresh, and you will have to start the process over.




The above picture shows the Configurations page. The fields shown in the picture have these
meanings:
       Category: Choose the category of the process for which you wish to modify the configuration.
        The choices are:
                   Applicants
                   Correspondence
                   Rating
                   Referral
                   Reports



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          Preference Level: Choose the level at which you want your modified configurations to have
           an impact. More details.
          Description: This 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 table of
           configurable items (Description) so that it reflects the type of response appropriate for item
           selected on the table.



            Note: Click the Save button immediately after changing a Value. If you change
             Category, Preference Level, Customer , Office Connection, or move to a different row
             on the table of configurable items (Description), the page will be refreshed, and any
             changes to Value that have not been saved will be lost.

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Configurations by Category

 The sections below provide details on the configuration choices you can make in each Category and
 how they affect system processes.



Applicants

 In the Applicants category, the configurations apply to all Vacancies (Staffing Actions) for the
 Organization, Office or Customer indicated by the Preference Level.
 Description of Configurable          Values Accepted                      Results
 Item
 At which level do you wish            1.    Applicant Organization        1.   Applies initial veterans'
 to apply Veterans                                                              adjudication to all
 Preference adjudication?                                                       subsequent vacancies
                                                                                across the
                                       2.    Applicant Vacancy                  Organization.
                                                                           2.   Requires veterans'
                                                                                preference adjudication
                                                                                for each vacancy.
 Enter the maximum                    Unlimited                            This Value sets the limit on
 number of geographic                  -- OR --                            the number of locations for
 locations allowed per                                                     which an applicant may
 application.                         1-20                                 apply on a given application.




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Correspondence

 In the Correspondence category, the configurations apply to all correspondence letters generated by
 USA Staffing for the Organization, Office or Customer indicated by the Preference Level.



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 Description of Configurable         Values Accepted                     Results
 Item
 Enter the number of days            The number of days elapsed          Produces a first applicant
 after receipt of application to     before letter is produced.          notice requesting applicants
 generate the first notice to                                            to complete the application
 submit missing application                                              process by submitting the
 materials.                                                              required documents, e.g.
                                                                         résumé, transcripts, vet
                                                                         preference (DD-214), etc.
 Enter the number of days            The number of total days            Produces a second applicant
 after receipt of application to     elapsed since receipt of            notice requesting applicants
 generate the second notice          application before the              to complete the application
 to submit missing                   second letter is produced.          process by submitting the
 application materials.                                                  required documents, e.g.
                                                                         résumé, transcripts, vet
                                                                         preference (DD-214), etc.
 Enter the number of days            The number of total days            Produces a third and final
 after receipt of application to     elapsed since receipt of            applicant notice requesting
 generate the final notice to        application before the last         applicants to complete the
 submit missing application          letter is produced.                 application process by
 materials.                                                              submitting the required
                                                                         documents, e.g. résumé,
                                                                         transcripts, vet preference
                                                                         (DD-214), etc.


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Rating

 In the Rating category, the configurations apply to all Vacancies (Staffing Actions) for the Organization,
 Office or Customer indicated by the Preference Level.
 Description of Configurable         Values Accepted                     Results
 Item
 In what order should USA                IK, IJ, IA                     When the screening process
 Staffing apply screenouts                                               includes a minimum age, a
 when a test is involved? (IJ            IK, IA, IJ                     maximum age, and a test,
 = Failed Minimum Age, IK =                                              this configuration
                                         IJ, IA, IK
 Failed Maximum Age, IA                                                  determines which one code
 =Failed Written Test)                   IA, IK, IJ                     will show up on a Notice of
                                                                         Results (NOR) for an
                                         IA, IJ, IK                     ineligible applicant.
                                         IJ, IK, IA                     Practical applications for this
                                                                         feature include scenarios
                                                                         like these:
                                                                          1.   If an applicant is found
                                                                               to be under the
                                                                               minimum age and also
                                                                               fails the test, IA would
                                                                               be the preferred NOR
                                                                               code because although
                                                                               the applicant may
                                                                               eventually reach the
                                                                               qualifying minimum
                                                                               age, he can not qualify
                                                                               until he passes the
                                                                               test.




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                                                                           2.   If an applicant is over
                                                                                the maximum age, and
                                                                                fails the test, IK is the
                                                                                preferred NOR code
                                                                                because, although she
                                                                                may wish to re-take
                                                                                the test, she will never
                                                                                be eligible because she
                                                                                is already over the age
                                                                                limit.



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Referral

 In the Referral category, the configurations apply to all Vacancies (Staffing Actions) for the
 Organization, Office or Customer indicated by the Preference Level.
 Description of Configurable         Values Accepted                      Results
 Item
 Enter the standard default          1 - 30 Days                          Controls the number of days
 time for auditing certificates.                                          before a certificate is due for
                                                                          audit.
 Enter the default time              1-12 Months                          Controls the number of
 standard for returning                                                   months that a certificate
 certificates.                                                            must be returned from the
                                                                          hiring official.
 Enter the number of days            Numeric Value representing           Controls the number of days
 after a Request is received         the # of days                        before a certificate is
 that Certificates should be                                              considered delinquent for
 issued.                                                                  reporting purposes.


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Reports

 In the Reports category, the configurations apply to all Vacancies (Staffing Actions) for the
 Organization, Office or Customer indicated by the Preference Level.
 Description of Configurable         Values Accepted                      Results
 Item


 At which level should the                Organization                   Controls the Dual
 Dual Certification Report be                                             Certification Report content
 produced?                                Vacancy                        by displaying the applicant
                                                                          certification activity at either
                                                                          the organizational level or at
                                                                          the vacancy level.
 Indicate which rating or                 None                           Controls the display of
 score to display on applicant                                            applicant rating(s) on
 Notification Letters.                    Raw Score                      Notification Letters.




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                                          Minimum Qualifications
                                           Rating
                                          Augmented Rating
Display applicant address                 Yes                           Controls the display of
and phone number on                                                      applicant address and phone
Ranking List?                             No                            number on Ranking Lists.
                                                                         The certificate selection
                                                                         criterion determines the
                                                                         address displayed.
Tag name request on                       Yes                           Controls the display of
Certificates?                                                            "Name Request" title on the
                                          No                            certificate under the name
                                                                         of the requested applicant.

Display name of selected                  Yes                           Permits the name of a
candidate(s) on disposition                                              selected applicant(s) to
Letters?                                  No                            display on Disposition
                                                                         Letters sent to non-selected
                                                                         applicants.
Which envelope to be used                OPM CON 158-89-6               Controls the layout of your
for applicant                                                            mailed letters. See
correspondence? (This                    WE 14075                       Envelopes for a description
affects page layout. See                                                 of the two envelope choices
Help.)                                                                   and how to obtain the
                                                                         envelopes.



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How to set Configurations

To set the Preferences on the Configurations page, follow these steps:
    1.   Select a Category. To do this, click the Category dropdown box and click on a category.
         More details.
    2.   Select a Preference Level. To do this, click on the Preference Level dropdown box and click
         on a level. If you select Customer, Vacancy , or Certificate, specify which on you mean by
         using the Advanced Search page that appears.
    3.   Select the Configurable Item Descriptions by clicking on its row on the table.
    4.   Enter or select your desired Value.
Remember, only certain users are allowed to make changes to information on any of the Preference
pages in the Administration work area.

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 Default Text
 Topic Map
                  About Default Texts
                  Modifying Default Texts
                            What will be affected by changes you make




About Default Texts

 The USA Staffing Program Office has provided default texts for all types of text documents the system
 generate. The defaults can be modified by users with the appropriate Permissions Profiles, as required
 by your office or organization. Many of the texts covered are described in detail in the topic
 Correspondence Types.


           To get to the Default Texts page, click the  Administration Work Area button on the top
             navigation bar. Then click the white   Preferences button on the left menu. Then click the
             Default Text menu item on the left, below the white Preferences button.

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Modifying Default Texts

 What will be affected by changes you make
For any component that existed at the time of the changes, the preference text has to be changed for
that component at its appropriate level.
        Changes that you make at Organization level are applicable to this level only and will be the
           initial text for any new lower level component (office, customer, vacancy, and certificate) for
           the organization created after the changes have been made.
        Changes that you make at Office level are applicable to this level only and will be the initial
           text for any new lower level component (customer, vacancy, and certificate) for the office
           created after the changes have been made.
        Changes that you make at Customer level are applicable to this level only and will be the
           initial text for any new lower level component (vacancy and certificate) for the customer
            created after the changes have been made.
        Changes that you make at Vacancy level are applicable to this level only and will be the initial
           text for any new lower level component (certificate) for the vacancy created after the changes
           have been made.
        Changes that you make at Certificate level are applicable to this level only for the
           Certificates/Referral Lists created after the changes have been made.


Example:
If you make a change at the Organization level, you need to ask yourself: Do you want this updated text
to appear for all offices, customers, and vacancies? If so, the new text at Organization level needs to be
changed at Office level for all your existing offices, at Customer level for all existing customers, at
Vacancy level for all existing vacancies.




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To change a Default Text, follow these steps:
    1.   Select the Preference Level from the drop down box to reflect the level to which you want your
         settings to be applied.
    2.   Select the type of text document that you want to affect from the Category drop down list.
         The choices of text documents include:
                 Acknowledgement Email
                 Availability Letters
                 Cancellation Letters
                 Certificate of Eligibles
                 Correspondence Text
                 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 that shows the Description of Configurable Items, select the item you wish to
         change. The current default text for your selection appears in the text box below the table, on
         the bottom half of the page.




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      4.   Enter your desired text in the text box at the bottom of the page.
      5.   Click   Save.

Repeat the above steps for each type of Default Text you wish to modify.

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Applicant Flags (in Administration -- Preferences)
Topic Map
                What are Applicant Flags?
                How are Applicant Flags set?
                Setting Up Automated Applicant Flags in Preferences
                          Create
                          Modify
                          Delete




What are Applicant Flags?

Applicant Flags are ways of marking individual applicant records to distinguish them from others.
Applicant Flags can highlight either a desired or undesirable attribute. Applicant Flags are commonly
used, for example, to indicate 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, together with text that describes and explains the meaning of
         the Flag
        On the Rating Summary Report

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How are Applicant Flags set?

Applicant Flags can be set in two ways:
        A user can manually turn on a flag for an applicant. More details.
        USA Staffing can automatically turn on a flag on the basis of responses the applicant gives
         to a questionnaire. More details.

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Setting Up Automated Applicant Flags in Preferences


         To get to this page, follow the instructions in Preferences Overview. Then click the   Applicant
            Flags menu item on the left, below the white Preferences button.

The Applicant Flags are displayed in a tree view format. You can expand the tree by clicking on a plus
sign. Applicant Flags are available at three different levels (see picture below).




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           The System level flags are created and managed by the USA Staffing Program Office and are
            available to all users. They can not be modified by users.
           The Organization and Office level flags can be created and modified by users with the
            appropriate Permissions Profiles.




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




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To create a flag, follow these steps:

       1.   Select the New button at the top the page. A new blank row will appear under the Name and
            Description column headings.
       2.   Enter the Flag Name and Description in the new blank row.
       3.   Click the white   Save button.
 Repeat the above steps to add more flags.




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To modify a flag, follow these steps:

    1.   Expand the level that the flag is on, by clicking its plus sign.
    2.   Click on the row that contains the flag you wish to modify.
    3.   Enter the Flag's new Name and Description.
    4.   Click the white   Save button.

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To delete a flag, follow these steps:

    1.   Expand the level that the flag is on, by clicking its plus sign.
    2.   Click on the row that contains the flag you wish to modify.
    3.   Click the white   Delete button at the top of the page.
    4.   Click the white   Save button.

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Notice Of Results (NOR) Messages (in Administration --
Preferences)
Topic Map
                What are NOR Message Codes?
                How are NOR Message Codes applied to applicant records?
                Setting Up NOR Message Codes in Preferences
                         Create
                         Modify
                         Delete




What are NOR Message Codes?

NOR Message Codes are codes that control the messages that appear on the Notice of Results for a
given applicant. These codes advise applicants of their eligibility or ineligibility for each specialty and
grade. They may also provide special rating messages to help explain an applicant's status in the hiring
process. Users 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 Notice of Results (NOR) for the applicant. This is the only correspondence that uses the
          NOR Message Code.

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How are NOR Message Codes applied to applicant records?

NOR Message Codes can be set two ways:
         A user can manually set a NOR Message Code for an applicant. More details.
         USA Staffing can automatically assign NOR Message Codes to applicants based upon their
          responses to a questionnaire.
 and apply them to a applicant records.

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Setting Up NOR Message Codes in Preferences



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           To get to this page, follow the instructions in Preferences Overview. Then click the   NOR
            Messages menu item on the left, below the white Preferences button.

 The NOR Messages Code are displayed in a tree view format. You can expand the tree by clicking on a
 plus sign. NOR Message Codes are available at three different levels (see picture below).
          The System level messages are provided by the Program Office and are available to all users.
           They can not be modified by users. A list of all the System level message codes is here.
          The Organization and Office level messages can be created by users with the appropriate
           Permission Profiles.




          Figure 1: NOR Messages, with all rows collapsed, the default view when you arrive. The
          "Categories" on this page are the rows labeled "System", "Organization", and "Office".

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To create a NOR Message Code, follow these steps:

     1.    Select a Category by clicking one of the rows -- System, Organization, or Office. (See Figure
           1 above.) Note: You can only select a category with the tree view completely collapsed. If you
           have already expanded one of the categories by clicking a plus sign, either Save or Cancel 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 its column. These are the rules for NOR Message Codes:
                      Message Codes it 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.
     4.    Click the   Save button at the top of the page.



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




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To modify a NOR Message Code, follow these steps:

       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.   Enter the NOR Message Code's new Name and Description.
       4.   Click the white   Save button.

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To delete a NOR Message Code, follow these steps:

       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.

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Financial
Financial Information
Type topic text here.




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Processing
Imports
Type topic text here.




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Exports
Topic Map
              About Exports
              Export Data Layouts
                       ACWA RNO Data
                       Applicant Counts by GEO Location
                       Applicant Data by VIN
                       Applicant Lists
                       Applicant Narratives
                       Applicant Responses
                       Assessment Data Export
                       Complete Applicant Record
                       Discrete Applicant GEOs
                       Generic Applicant Export
                       Generic Certificate
                       Summary Counts by Specialty, Grade, Location
                       Supporting Documents Export




About Exports

The Exports function lets you save USA Staffing data in a file format that can be opened and read by
other software applications. Below are the types of exports available. Click on an export type to see the
field layout in detail.

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Export Data Layouts

 ACWA RNO DATA

FIELDLIST                      FIELDSIZE
ORDER                          VARCHAR2(50)
ORIGIN                         VARCHAR2(300)
RNO_TYPE                       VARCHAR2(250)
RESPONSE COUNT                 NUMBER
MALE COUNT                     NUMBER
FEMALE COUNT                   NUMBER

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APPLICANT COUNTS BY GEO LOCATION

FIELDLIST                         FIELDSIZE
LOCATIONCODE                      NUMBER
CITY                              VARCHAR2(60)
STATE                             VARCHAR2(10)
APPLICANTCOUNT                    NUMBER


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APPLICANT DATA BY VIN


FIELDLIST                                     FIELDSIZE
APPLICANTID                                   NUMBER
SSN                                           CHAR(9)
FIRSTNAME                                     VARCHAR2(15)
MIDDLEINITIAL                                 CHAR(1)
LASTNAME                                      VARCHAR2(20)
ADDRESS1                                      VARCHAR2(40)
ADDRESS2                                      VARCHAR2(40)
APT                                           VARCHAR2(40)
CITY                                          VARCHAR2(30)
STATE                                         VARCHAR2(10)
ZIP                                           VARCHAR2(10)
COUNTRY                                       VARCHAR2(40)
PERMANENT PHONE                               VARCHAR2(30)
FAX                                           VARCHAR2(30)
EMAIL                                         VARCHAR2(120)
PRESENT PHONE                                 VARCHAR2(30)
VETPREFERENCE                                 VARCHAR2(3)
ACTIVE SERVICE DATEFROM                       DATE
ACTIVE SERVICE DATETO                         DATE
LANGUAGES                                     VARCHAR2(2000)
FINAL RATING FOR ASSESSMENT                   VARCHAR2(10)
GRADUATE DEGREE DATE                          DATE
SPECIAL_KNOWLEDGE                             VARCHAR2(2000)
OTHER EMPLOYMENT QUESTION                     VARCHAR2(2000)
JOB PREFERENCE                                VARCHAR2(2000)
MISCELLANEOUS_FIELDS                          VARCHAR2(2000)
OCCUPATIONAL_QUESTIONS                        VARCHAR2(2000)

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APPLICANT LISTS


FIELDLIST                 FIELDSIZE

LASTNAME                  VARCHAR2(20)
MIDDLEINITIAL             CHAR(1)
FIRSTNAME                 VARCHAR2(15)
RECORD STATUS CODE        VARCHAR2(50)
SSN                       CHAR(9)

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APPLICANT NARRATIVES


FIELDLIST                 FIELDSIZE
APPLICANT ID              NUMBER
ITEM ID                   NUMBER
NARRATIVE DESC            CLOB
NARRATIVE TEXT            CLOB

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APPLICANT RESPONSES

FIELDLIST                  FIELDSIZE
CITY                      VARCHAR2(60)
STATE                      VARCHAR2(10)
SPECIALTY CODE            VARCHAR2(3)
GRADE                      CHAR(2)
RESPONSE CODE             VARCHAR2(10)
RESPONSE COUNT             NUMBER

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ASSESSMENT DATA EXPORT


FIELDLIST                             FIELDSIZE
VACANCYID                             NUMBER
COMPONENTNAME                         VARCHAR2(40)
APPLICATIONID                         NUMBER
SSN                                   CHAR(9)
FIRSTNAME                             VARCHAR2(15)




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LASTNAME                                    VARCHAR2(20)
MIDDLEINITIAL                               CHAR(1)
COMPETENCY                                  VARCHAR2(100)
TEAMNAME                                    VARCHAR2(80)
USER                                        VARCHAR2(10)
SCORE                                       NUMBER(7,4)
OLDSCORE                                    NUMBER(7,4)
RATING                                      VARCHAR2(10)

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COMPLETE APPLICANT RECORD


FIELDLIST                         FIELDSIZE
APPLICANTID                       NUMBER
SSN                               CHAR(9)
FIRSTNAME                         VARCHAR2(15)
MIDDLEINITIAL                     CHAR(1)
LASTNAME                          VARCHAR2(20)
ISCITIZEN                         CHAR(1)
ADDRESS1                          VARCHAR2(40)
ADDRESS2                          VARCHAR2(40)
ADDRESS3                          VARCHAR2(40)
CITY                              VARCHAR2(30)
STATE                             VARCHAR2(10)
ZIP                               VARCHAR2(10)
COUNTRY                           VARCHAR2(40)
PHONE                             VARCHAR2(30)
FAX                               VARCHAR2(30)
EMAIL                             VARCHAR2(120)
WORKADDRESS1                      VARCHAR2(40)
WORKADDRESS2                      VARCHAR2(40)
WORKADDRESS3                      VARCHAR2(40)
WORKCITY                          VARCHAR2(30)
WORKSTATE                         CHAR(2)
WORKZIP                           VARCHAR2(10)
WORKCOUNTRY                       VARCHAR2(40)
WORKPHONE                         VARCHAR2(30)
WORKFAX                           VARCHAR2(30)
WORKEMAIL                         VARCHAR2(120)
LOWESTACCEPTABLEGRADE             CHAR(2)
ELIGIBLITYBEGINDATE               DATE
ELIGIBLITYENDDATE                 DATE




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VETPREFERENCE               VARCHAR2(3)
ADJVETPREFERENCE            VARCHAR2(3)
CTAP_CLAIMED                CHAR(1)
CTAP_ADJUDICATED            VARCHAR2(50)
ICTAP_CLAIMED               CHAR(1)
ICTAP_ADJUDICATED           VARCHAR2(50)
RECORD STATUS CODE          VARCHAR2(50)
APPLICATION SOURCE          VARCHAR2(50)
FILERSTATUS                 VARCHAR2(50)
APPLICATION_RECEIVED_DATE   DATE
BIRTHDATE                   VARCHAR2(10)
GENDER                      CHAR(1)
FULLTIME                    NUMBER
PARTTIME                    NUMBER
TEMPORARY                   NUMBER
TRAVEL                      NUMBER
OTHER_EMPLOYMENT_QUES       CHAR(1)
ACTIVE SERVICE DATEFROM     DATE
ACTIVE SERVICE DATETO       DATE
SERVICE COMPUTATION DATE    DATE
JOB_PREFERENCE              VARCHAR2(70)
BACKGROUND                  CHAR(1)
LANGUAGES                   VARCHAR2(2)
MISCELLANEOUS_INFORMATION   VARCHAR2(3)
SPECIAL_KNOWLEDGE           VARCHAR2(2)
AVAILABILTY_DATE            DATE
SEARCHABLE_DATE1            DATE
SEARCHABLE_DATE2            DATE
SEARCHABLE_DATE3            DATE
SCHEDULINGLOCATIONS         VARCHAR2(70)
JOBEXPMONTHS                NUMBER
JOBEXPYEARS                 NUMBER
RATINGS                     NUMBER
APPLICANT_LOCATIONS         VARCHAR2(80)
OCCUPATIONAL_QUESTIONS      CHAR(1)

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DISCRETE APPLICANT GEOS


FIELDLIST                   FIELDSIZE
SSN                         CHAR(9)
LASTNAME                    VARCHAR2(20)




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MIDDLEINITIAL                     CHAR(1)
FIRSTNAME                         VARCHAR2(15)
RECORD STATUS CODE                VARCHAR2(50)
EMAIL                             VARCHAR2(120)
LOCATION CODE                     NUMBER
CITY                              VARCHAR2(30)
STATE                             CHAR(2)

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GENERIC APPLICANT EXPORT


FIELDLIST                                   FIELDSIZE
VACANCYID                                  NUMBER
SSN                                         CHAR(9)
FIRSTNAME                                  VARCHAR2(15)
MIDDLE_INITIAL                              CHAR(1)
LASTNAME                                   VARCHAR2(20)
BIRTHDATE                                   VARCHAR2(10)
ADDRESS1                                   VARCHAR2(40)
ADDRESS2                                    VARCHAR2(40)
ADDRESS3                                   VARCHAR2(40)
CITY                                        VARCHAR2(30)
STATE                                      CHAR(2)
ZIP                                         VARCHAR2(10)
COUNTRY                                    VARCHAR2(40)
PHONE                                       VARCHAR2(30)
FAX                                        VARCHAR2(30)
EMAIL                                       VARCHAR2(120)
WORKADDRESS1                               VARCHAR2(40)
WORKADDRESS2                                VARCHAR2(40)
WORKADDRESS3                               VARCHAR2(40)
WORKCITY                                    VARCHAR2(30)
WORKSTATE                                  CHAR(2)
WORKZIP                                     VARCHAR2(10)
WORKCOUNTRY                                VARCHAR2(40)
WORKPHONE                                   VARCHAR2(30)
WORKFAX                                    VARCHAR2(30)
WORKEMAIL                                   VARCHAR2(120)
RECORD STATUS CODE                         VARCHAR2(50)
APPLICATION SOURCE                          VARCHAR2(50)
VETERANS_PREFERENCE_CLAIMED                VARCHAR2(3)
VETERANS_PREFERENCE_ADJUDICATED             VARCHAR2(3)




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CTAP_CLAIMED                 CHAR(1)
CTAP_ADJUDICATED             VARCHAR2(50)
ICTAP_CLAIMED                CHAR(1)
ICTAP_ADJUDICATED            VARCHAR2(50)
VET_DOCUMENTATION_DATE       DATE
FULLTIME_EMPLOYMENT          NUMBER
PARTTIME_EMPLOYMENT          NUMBER
TEMPORARY_EMPLOYMENT         NUMBER
SPECIALTY_GRADE_RATINGS      VARCHAR2(23)
COMPONENT_DATE               DATE
COMPONENT_PROCESSING_DATES   DATE
APPLICATION_LOCATIONS        VARCHAR2(80)
JOB_PREFERENCE               VARCHAR2(10)
MISCELLANEOUS_FIELDS         VARCHAR2(10)

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GENERIC CERTIFICATE


FIELDLIST                     FIELDSIZE
VACANCYID                     NUMBER
SSN                           CHAR(9)
FIRSTNAME                     VARCHAR2(15)
MIDDLEINITIAL                 CHAR(1)
LASTNAME                      VARCHAR2(20)
DATE OF BIRTH                 VARCHAR2(10)
ADDRESS1                      VARCHAR2(40)
ADDRESS2                      VARCHAR2(40)
ADDRESS3                      VARCHAR2(40)
CITY                          VARCHAR2(30)
STATE                         CHAR(2)
ZIP                           VARCHAR2(10)
COUNTRY                       VARCHAR2(40)
PHONE                         VARCHAR2(30)
FAX                           VARCHAR2(30)
EMAIL                         VARCHAR2(120)
WORKADDRESS1                  VARCHAR2(40)
WORKADDRESS2                  VARCHAR2(40)
WORKADDRESS3                  VARCHAR2(40)
WORKCITY                      VARCHAR2(30)
WORKSTATE                     CHAR(2)
WORKZIP                       VARCHAR2(10)
WORKCOUNTRY                   VARCHAR2(40)




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WORKPHONE                           VARCHAR2(30)
WORKFAX                             VARCHAR2(30)
WORKEMAIL                           VARCHAR2(120)
RECORD STATUS CODE                  VARCHAR2(50)
VETPREFERENCE                       VARCHAR2(3)
ADJVETPREFERENCE                    VARCHAR2(3)
CTAP_CLAIMED                        CHAR(1)
CTAP_ADJUDICATED                    VARCHAR2(50)
ICTAP_CLAIMED                       CHAR(1)
ICTAP_ADJUDICATED                   VARCHAR2(50)
VET_DOCUMENTATION_DATE              DATE
RATING                              VARCHAR2(5)
CERTFICATENAME                      VARCHAR2(17)
SUPPLEMENTNO                        NUMBER
CERTIFICATIONDATE                   DATE
ISSUEDATE                           DATE
SERIES                              NUMBER
RANKORDER                           NUMBER

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SUMMARY COUNTS BY SPECIALTY, GRADE, LOCATION


FIELDLIST                            FIELDSIZE
VACANCY ID                           NUMBER
ITEM NAME                            VARCHAR2(50)
CITY                                 VARCHAR2(60)
STATE                                VARCHAR2(10)
SPECIALTY CODE                       VARCHAR2(3)
GRADE                                CHAR(2)
RESPONSE                             CLOB
APPLICANT COUNT                      NUMBER

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SUPPORTING DOCUMENTS EXPORT


FIELDLIST                             FIELDSIZE
APPLICANTID                           NUMBER
DOCUMENTATIONID                       NUMBER
DATE TIME RECEIVED                    DATE
PROCESS DATE                          DATE




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MATCH DATE                DATE
PAGE COUNT                NUMBER
FILE NAME                 VARCHAR2(128)
FILE FORMAT               VARCHAR2(4)
IS ARCHIVED               CHAR(1)
ARCHIVE DATE              DATE
VACANCYID                 NUMBER
DOCUMENTATION TYPE        VARCHAR2(50)
APPLICATIONID             NUMBER
SOURCE                    VARCHAR2(50)
DRSFILEID                 NUMBER
ORIGINAL FILE NAME        VARCHAR2(128)

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Assessment Migration

Topic Map
               About Assessment Migration
               Getting Ready
               How to Migrate Assessments
               Finding and Using Assessment Tools you have migrated
               Error Message -- Questions are out of order.




About Assessment Migration

These instructions are for migrating assessment tools from the Citrix version of USA Staffing system to
USA Staffing Web version.

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Getting Ready

         Only Citrix Assessment Tools in Production status can be migrated to the Web version of
          USA Staffing.
         The Assessment Tool Migration Utility will be available until further notice, but users may want
          to identify the tools they want to migrate in Citrix before the Citrix shutdown date:
          September 30, 2005. After the Citrix version is shut down, users will not be able to use the
          Citrix version to locate or identify assessment tools.
         You may want to write out a list of Citrix Tool IDs before you begin migration. Doing so will
          help you make sure you have migrated all assessment tools you want and avoid migrating
          tools you will not need in USA Staffing Web.

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How to Migrate Assessments




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1.    Click the   Administration Work Area button on the top menu. Click the Processing
      button and clickAssessment Migration.




2.    Select how you want to Search for Citrix Assessment Tools in the dropdown menu. Choose
      one of the following:
                 Tool ID
                 User Name (the Citrix UserID of the tool‟s author)
                 Assessment Name




3.    Enter your Search criteria.
                 To search for a specific Assessment Tool, select “Tool ID” or “Assessment Name” in
                  the drop-down. Then type in the exact Tool ID or Assessment Name into the search
                  field.
                 To search for a list of all the Citrix Assessment Tools created by a Citrix user, select
                  “User Name” and enter the exact Citrix UserID in the search field.
     Note: Partial search is not available.


4.    Click   Search.       A list of Citrix Assessment Tools will load in a grid.




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      5.   Find the tool you want to migrate and click Migrate. A pop-up message will appear to
           confirm the tool was migrated successfully. You can only migrate one tool at a time.




      6.   Click   OK and the pop-up message will close.

If your search results grid has multiple tools that you want to migrate, repeat steps 5 and 6 for each
tool. If you searched by Assessment Name or Tool ID, repeat steps 3-6 for each tool you wish to
migrate.

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Finding and Using Assessment Tools you have migrated

Note: All Citrix Assessment Tools migrated to the Web version of USA Staffing will arrive as
Questionnaire Templates.




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1.   Click the Administration Work Area button on the top menu. Click the Template
     Libraries button.




2.   Click   Questionnaires on the left menu.




3.   You will be presented with the Assessment Tool Search screen.
4.   Since all migrated assessment tools are given new Assessment IDs in USAS Web, search by
     any combination of the following:
              Author‟s User Name
              Assessment Name
              Series
              Grade
5.   If you search by “Author,” type the user name of the person who migrated the tool, not
     necessarily the person who created the tool in Citrix USA Staffing.
6.   You must click both the Template and     Show Copies check boxes to return migrated
     Assessment Tools in your search.
7.   Click “Go.”




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      8.   One or more Assessment Tools will load in a grid below the search screen. You will be able to
           identify the tool by its Author and Name.
      9.   Click “Open.”




      10. Test the Assessment and put it in Complete status. Notice this migrated assessment tool is not
          in Complete status when you migrate it, even if it was Complete in the Citrix version. You
          must test the tool before attaching it to a USA Staffing Web vacancy. You can either test all
          your migrated assessment tools right away or wait until you decide to use one for a particular
          vacancy and test it then. See below for information on a possible error message you may see
          when you test the assessment.

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Error Message -- Questions are out of order




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                                                                           9 Administration Work Area




If you click the Test button and receive a pop-up error message saying “The questions are out of
order”, please contact the USA Staffing Help Desk. A Help Desk representative will walk you through
the steps necessary to correct the order of the questions and get your Assessment Tool into Complete
status.
Note: This error is infrequent and is caused by the Questions in the assessment tool from the Citrix
system being out of order when the assessment tool was created.

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 10 Overview of the Staffing Process
 Overview of the Staffing Process
 The staffing process comprises these steps:




Before you start your Vacancy (Staffing Action) in USA Staffing:

   Define the job, and document its requirements.


   Determine how you will assess applicants to see the extent to which they meet the requirements.




           Federal agencies must adhere to the OPM Delegated Examining Operations Handbook,
            which provides detailed guidance on these steps. In addition, assessments must meet
            the standards of validity of the Uniform Guidelines on Employee Selection Procedures. If
            you plan to use Category Rating procedures, consult OPM resources on Category Rating
            for policy guidance.




In USA Staffing:

Set up the Vacancy (Staffing Action), Assessment, and Announcement.
 Announce the position and accept applications.
 Assess applicants.*
 Issue lists of qualified candidates.*
 Record the results of the selection process.*
 Perform appropriate applicant record maintenance.
 * USA Staffing can notify applicants of their status at each of these stages.




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USA Staffing Online Help System




USAJOBS: Apply Online and Résumé Builder
Topic Map
               About Apply Online and Résumé Builder in USAJOBS
               The Apply Online button in USAJOBS
                        Q and A
               Overview of the Apply Online Process
               Related topic: URLs for the Online Application



About Apply Online and Résumé Builder in USAJOBS
When your Job Announcement appears on USAJOBS, options you control within USA Staffing affect the
way applicants are routed through the application process and the choices your applicants will have
along the way. This topic explains the way applicants experience the application process and how you
can influence that experience.

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The Apply Online button in USAJOBS
The purpose of the Apply Online button in USAJOBS is to provide an attractive, simple, convenient, and
uniform way for applicants who are looking at your Job Announcement to take the next steps necessary
to apply. When applicants click Apply Online, here's what will happen:
         If there is a check in the Send applicants to USAJOBS Résumé Builder checkbox on the
          Announcement Information page, applicants will be taken to the USAJOBS Résumé Builder,
          where they must select an existing résumé to attach to their application. If they do not have a
          résumé in the USAJOBS Résumé Builder, they must create one. They are not permitted to
          start the Online Application Questionnaire until they attach a résumé. This may be a handy
          tool for some applicants, but may cause frustration for applicants who have already prepared -
          - outside of USAJOBS Résumé Builder -- résumés they intend to upload or fax.
         If there is no check in the Send applicants to USAJOBS Résumé Builder checkbox on the
          Announcement Information page, applicants will not be taken to the USAJOBS Résumé
          Builder. They will have no opportunity to use the USAJOBS Résumé Builder to either create a
          new résumé or attach an existing one. They will go directly to the USA Staffing Online
          Application Questionnaire, where they will either begin a new questionnaire or finish one they
          already started.

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Q and A

Question: Can I turn off the Apply Online button so that it is not there at all?
Answer: Yes, if you do not want to accept applications electronically. See Announcement Information.

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Question: How do applicants attach USAJOBS résumés to their applications?




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                                                                   10 Overview of the Staffing Process


Answer: When applicants click the Apply Online button, if you have opted to send applicants to the
USAJOBS Résumé Builder, USAJOBS asks them to select a résumé to forward to USA Staffing as part of
their application. Applicants who have no résumé in USAJOBS are required to create one in the Résumé
Builder. Once they have a résumé to attach to their application, the system takes the applicant to the
USA Staffing Online Application Questionnaire to either start a new one or continue one that has
already been started but not finished. When the applicant finishes the Questionnaire and submits it, the
résumé is then attached.

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Question: Why am I getting applications without résumés? Is the system broken?
Answer: If applicants start the Online Application Questionnaire without clicking the Apply Online
button in USAJOBS, they bypass the USAJOBS Résumé Builder. This may occur when you mention a
URL for the Online Application Questionnaire in your Job Announcement or the applicant uses a URL
they retained from some other Job Announcement. USAJOBS résumés are sent only when the applicant
clicks the Apply Online button and also completes the Online Application by clicking Finish and Submit.
Here are some scenarios that can prevent you from receiving an applicant‟s USAJOBS résumé:
       If you include URLs in your Job Announcement – either by using the Online Questionnaire TAG
        or by typing in the USA Staffing Online Application URL directly – you enable applicants to
        bypass the Apply Online button that allows them to select a USAJOBS résumé. If an applicant
        is routed to the Online Questionnaire via the TAG or URL, they do not have the chance to
        select a USAJOBS résumé unless they return to the announcement and reapply using the
        Apply Online button. But in this case, the applicant is starting from scratch.
       Many applicants have saved a URL for the USA Staffing Online Questionnaire as a Favorite or
        Bookmark in their browsers. If an applicant uses this Favorite or Bookmark to apply to your
        vacancy, they bypass the Apply Online button even though you may not have provided URLs
        in your Job Announcement.
       If an applicant does not click both Finish and then Submit at the end of the Online
        Application Questionnaire, the USAJOBS résumé will not attach to the applicant‟s record in
        USA Staffing.

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Question: Is there a way to prevent applicants from submitting a USAJOBS résumé, even if they click
the Apply Online button?
Answer: You can prevent applicants from submitting USAJOBS résumés by unchecking the checkbox
labeled Send applicants to USAJOBS Résumé Builder on the Announcement Information page in USA
Staffing. If you uncheck this checkbox, applicants who click Apply Online on the Job Announcement will
be taken directly to the first page of the USA Staffing Online Questionnaire without being asked to
select a USAJOBS résumé.

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Question: Is there anything I can do to encourage applicants to submit USAJOBS résumés?
Answer: Yes, you may want to do the following:
       Refrain from putting USA Staffing Online Application URLs in your Job Announcement.
       Encourage applicants to click Apply Online instead of going directly to the USA Staffing
        Online Application via a URL. Remind them that the only way to send their USAJOBS résumé is
        to click Apply Online.
       Remind applicants to click both Finish and then Submit when they are finished working on
        their Questionnaire.

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USA Staffing Online Help System




Question: If I choose not to put USA Staffing Online Application URLs in my announcement, how will
my applicants know how to get back to a saved application?
Answer: This is only an issue if you accept supporting documents because applicants can get back to a
saved application by clicking Apply Online in the announcement. If the applicant has finished and
submitted their Questionnaire but still needs to upload supporting documents, they will not be able to
access the Document Upload Page by clicking the Apply Online button in the announcement. So, if your
vacancy is set up to accept supporting documents and you wish to encourage applicants to submit a
USAJOBS résumé, you can do the following:
           Encourage applicants to click Apply Online instead of going directly to the USA Staffing Online
            Application. Remind them the only way to send their USAJOBS résumé is to click Apply Online.
           Remind applicants to click Finish and Submit when they are finished working on the Online
            Application Questionnaire.
           Include a URL for applicants to return to the Document Upload Service page and explain when
            to use it with this suggested language or similar:
                    After you have completed the Online Application Questionnaire and have clicked Finish
                    and the Submit button, you will be taken to the Document Upload Service page, where
                    you can upload documents to complete your application package. To return to the
                    Document Upload Service page at a later time after you have Finished and Submitted
                    your Online Application Questionnaire, click this URL or copy it into your browser
                    location bar— https://www.hr-services.org/USASOnlineApp/USASOnlineApp.aspx . When
                    you get there, follow the instructions on the right hand side of the page.
           Note: This is not the URL from the Online Questionnaire TAG. If you use the Online
           Questionnaire TAG or its URL, the applicant will be forced to start a separate new Online
           Application. Applicants will only be allowed to upload documents if you have indicated that you
           are accepting documents on the Supporting Documents page.

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Question: When is it advisable to use the Online Questionnaire TAG or Online Application URLs?
Answer: In two cases:
      1.    When you announce internal merit promotion jobs that are not displayed in USAJOBS search
            results.
      2.    If you want to give applicants the option to either submit a USAJOBS résumé or upload a
            résumé from a saved file such as a Word document. Giving the applicant this choice means
            you do not force them to use the USAJOBS Résumé Builder. If you want to give your
            applicants this choice, explain the two résumé submission methods to them in the
            announcement using language similar to the following:
                     To create a résumé in the USAJOBS Résumé Builder, or to select one you already
                      created there and attach it to your application, click the Apply Online button to start
                      your application.
                     If you want to use a résumé you have in a computer file instead of a USAJOBS
                      Résumé, click this link <insert here the Online Questionnaire TAG> to start you
                      application. When you have completed the Questionnaire, you will have the
                      opportunity to upload your résumé.
           In both cases you can also include the separate URL applicants need to come back to a saved or
           completed application and upload supporting documents. (https://www.hr-
           services.org/USASOnlineApp/USASOnlineApp.aspx)

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Overview of the Apply Online Process


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                                                                     10 Overview of the Staffing Process


To see how the process flows, refer to the following chart. The numbers in parentheses in the
discussion below refer to the boxes in that chart.
Applicants can get to the USA Staffing Online Application and Questionnaire three ways:
        By clicking the Apply Online button (1a)
        By clicking a URL in the Job Announcement (the Online Questionnaire TAG) (1b)
        By going directly to https://www.hr-services.org/USASOnlineApp/USASOnlineApp.aspx. Note
         that many applicants have saved this URL as a Favorite on their browser, and can use it even
         if you do not mention it in your Job Announcement. (1c)
Only the Apply Online button gives the applicant an opportunity to create or select a USAJOBS résumé
to attach to their application (3). At this point, the applicant is forced to either create a résumé using
the Résumé Builder, or select an existing USAJOBS résumé. If you uncheck the Send applicants to
USAJOBS Résumé Builder checkbox on the Announcement Information page of your VIN, applicants
will be taken directly your Questionnaire when they click the Apply Online button. (4)
USAJOBS routes the applicant to the USA Staffing Online Application Questionnaire (4, 5 and 6). When
applicants click Apply Online, the system will check to see if they have a Saved but not yet Finished
and Submitted application. If they do, it puts them back in that one to continue it; otherwise the
applicant can begin a new one.
If the applicant has previously started a Questionnaire via the Apply Online button, and has Saved it
but not Submitted it as final, the system automatically takes the applicant into the saved session to
resume it (6); otherwise, it begins a new application for the applicant for that VIN.
When the applicant clicks Finish and then clicks Submit, the system checks to see if the applicant
selected a USAJOBS résumé to attach to the application (8). But if the applicant begins the USA
Staffing Online Application Questionnaire via a URL (1b or 1c), they may have never gone through the
USAJOBS Résumé Builder (3) and, therefore, no USAJOBS résumé is available to be attached to their
application by the time they click Finish and Submit (7 and 8).




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USA Staffing Online Help System




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                                                                      10 Overview of the Staffing Process




Overview of the Staffing Process -- part 2
Topic Map
               Terms Used
               Steps of the Staffing Process
                        The Customer sends a Referral Request.
                        The Examining Office prepares to receive applications.
                                 Key Concept: One VIN with multiple Announcements, Assessments,
                                     Referrals
                        Applicants Apply.
                                 Online Application and Document Upload Service
                        The Examining Office receives and processes applications.
                                 Correspondence With Applicants
                        The Examining Office refers candidates.
                        The selecting officials make and report selections.
                        The Examining Office audits the referral list.
                        Reports



Terms Used
This section describes the entire process of staffing, from receiving a customer vacancy request to
issuing the certificate and filling the vacancy.
For the purpose of this discussion, the following terms have the meanings shown:
        User: any person using the USA Staffing system.
        Customer: the person or organization for whom the staffing work is being performed.
        Examiner: a staffing expert with overall responsibility for the correctness of the examining
         process.
        Examining Office: The office that has responsibility for posting the job announcement,
         managing the applicant inventory, and issuing the referral list to the selecting official.
In some situations, the same person may be in multiple roles.

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Steps of the Staffing Process

The Customer sends a Referral Request.

The customer submits a request for referral of candidates. In Federal agencies, this is typically in the
form of the SF39.

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 USA Staffing Online Help System




The Examining Office prepares to receive applications.

 Once the request is received in the examining office, here are the steps of the staffing process.

Key Concept:


 One VIN (Vacancy or Staffing Action) record with multiple Announcements, Assessments, Referrals
 The VIN (Vacancy or Staffing Action) record is the key record of the staffing process.
               Announcements: You can have multiple announcements tied to the same VIN, although
                 only one of them may have an open period at a time.
               Assessments: You can also have multiple Assessments linked to the VIN, each of them
                 being for different series, specialties, or grades.
               Referral Lists (Certificates): You can issue multiple referral lists against multiple requests,
                 all belonging to the same VIN.

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           1.    Check to see if the customer information is already in the Customer database. If not, create
                 a new customer record. More details.
           2.    Create a VIN (Vacancy or Staffing Action) record in USA Staffing. Use the pages grouped
                 under the white Vacancy button to enter the information from the referral request. More
                 details.
           3.    Set up an Assessment Plan. Use the pages grouped under the white Assessments button to
                 build an assessment plan containing one or more assessments. If you will use a self-report
                 questionnaire, create it and test it from the pages of the Assessment menu. More details.
           4.    Build a Job Announcement. Use the pages grouped under the white Announcement button to
                 control content and formatting. Then send the job announcement to USAJOBS. More details.

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Applicants apply.

 Applicants see the job announcement on USAJOBS and respond, using any one or more of the following
 means:
               Online Application linked to the Job Announcement on USAJOBS.
                       Applicants can go directly to the Online Application if they already know the VIN; this
                        URL gets them there -- https://www.hr-
                        services.org/usasonlineapp/usasonlineapp.aspx.




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                                                                        10 Overview of the Staffing Process



                     Applicants can click the Apply Online button in USAJOBS.
                     Applicants can click a URL that you have included in the text of the Job
                      Announcement.
            OPM Form 1203-FX. Applicants can obtain this form from USAJOBS, from the OPM main Web
             site, or by calling a phone number provided for this purpose. The applicant mails the resulting
             paper copy. Note: It is technically possible for the applicant to fax a Form 1203-FX.
             However, this is discouraged because faxing quite often produces unclear or
             distorted results that require significant manual effort to correct before the data can
             be moved into USA Staffing.
            Telephone Application Processing System (TAPS) is still used only in very limited situations by
             special arrangement. It no longer pertains to most USA Staffing users or most applicants.



Online Application and Document Upload Service


 When applicants use the Online Application, they will have these features available:
             They can save a partially completed application and come back later to finish it any time
               during the open period of the Job Announcement.
             When an applicant returns to the Online Application system, he will be asked for his name
              and SSN, and the system will present a list of the applicant's complete and incomplete
              applications from which he will choose the one he wants to work on. He can only work on
              applications for which the Job Announcement is still open.
             When an applicant completes the Online Application, she will be invited to use the Document
              Upload Service to upload document files that may contain any of the types of documents
              you specify are allowed for the Vacancy (Staffing Action) record on the Supporting
              Documents page. More details. Alternatively, the applicant may fax documents using the Fax
              Cover Sheet that is available on the Document Upload page.

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The Examining Office receives and processes applications.
Correspondence with Applicants


 USA Staffing can send email and prepare numerous letters to communicate with applicant throughout
 the life cycle of the VIN ( Vacancy or Staffing Action). The contents of the letters can be customized at
 the level of Organization, Office, Customer, or VIN. More details.

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 Applicant information is loaded into USA Staffing in one or more of the following ways.
            Information from Online Applications is loaded automatically into USA Staffing. If your
             organization has arranged for OPM to deploy a custom Interactive Voice Recognition (IVR)
             application process, these are also automatically loaded.
            Examining offices may scan paper copies of the Form 1203-FX, and the data is loaded
             automatically into USA Staffing.




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 USA Staffing Online Help System



          Examining offices may opt to manually key enter information from Forms 1203-FX. The page
           for doing this is in the group under the white Applicants button. More details.


 USA Staffing creates an applicant record once it has the basic information from the Online Application,
 TAPS, or Form 1203-FX. If other documents are required, the system places the applicant record in PF
 (Pending Forms) status until they arrive. If additional information is needed, the examining office may
 opt to send one or more letters to applicants reminding them to submit what is missing. When
 additional information arrives, a user may enter it in the appropriate pages grouped under the white
 Applicants button.
 When all information is in, USA Staffing rates the application and removes the PF from the status
 indicator if one was present. The system will issue one of the following types of ratings and change the
 record status indicator to one of the following, based upon choices the user made when setting up the
 Vacancy (Staffing Action).
          Numerical score, such as 70 or 95.2
          Minimum qualifications ratings, such as EL for eligible or IN for ineligible.
          Pending Qualifications Review (PQ), if the Staffing Action record (Vacancy) was set up to
           require a minimum qualifications review. Once the review is completed, the record status
           changes to AA for eligible and active applicant records, and IN for ineligible applicants.
          The system generates Notices of Results (NORs), which are emailed or printed and mailed to
           applicants.

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The Examining Office refers candidates.

 When the closing date has been reached, or when the examining office determines there is a sufficient
 number of qualified applicants, they refer candidates.
          A certificate of eligibles is the official list of qualified candidates in Federal competitive hiring
           situations.
          A pre-cert is a list of candidates pending further assessment in a deferred rating situation.
          A merit promotion list or other non-competitive hiring list may also be issued.
 These lists may be issued on paper or by email, or may be sent to the Agency Document Viewer (ADV
 ).

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The selecting officials make and report selections.

 The selecting officials review applicant information and conduct interviews

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The Examining Office audits the referral list.

 The Examining Office verifies that the selections that have been made are technically correct, and then
 enters the results into USA Staffing. This "audit" process closes out the referral list, and updates the
 status of all applicants on the list.

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                                                                    10 Overview of the Staffing Process



Reports

Various reports are available in the Reports Work Area, including reports about applicants.

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USA Staffing Online Help System




URLs for the Online Application
Topic Map
               About URLs for the Online Application
               Related topic: USAJOBS: Apply Online and Résumé Builder



About URLs for the Online Application
If you want applicants to be able to get to the Online Application other than by clicking the Apply
Online button in USAJOBS, you need to give them at least one URL to start a new Online Application,
and a second one to return to a Saved application so they can resume work on it to upload documents.
         Start URL: The TAG that you can insert into the Job Announcement is for the URL to start a
          new Online Application. It includes the VIN, so it is unique to each Job Announcement, and it
          will take that applicant directly to the start of a new application.
         Return URL: To provide a way for the applicant to return to a Saved Online Application, you
          should also provide this URL, which you have to copy into your Job Announcement:
           https://www.hr-services.org/USASOnlineApp/USASOnlineApp.aspx . (Click the link to see
          what the applicant will see.) There is no TAG for this.
         Note: The following URL takes applicants to the Online Application for the old Citrix
          version of USA Staffing. You cannot use it with Job Announcements issued from the
          Web version -- https://www.hr-services.org/USAWeb/USAWeb.aspx .



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                                                                    10 Overview of the Staffing Process




Collecting Resumes and Applications
Topic Map
              About this topic
              Options for collecting résumés and applications
                       The Apply Online button
                       The Start and Return URLs
                                Start URL
                                Return URL
              Questions and Answers
                       get more information
                       suppress the Apply Online button
                       why use the Start URL
                       USAJOBS résumés and uploaded résumés -- both?
                       rely solely upon the Apply Online button
                       how long for résumé to show up
                       why not copy and paste
                       promoting use of Start URL
                       Return URL
                       instructing applicants about returning to Online Application




About this topic
There are two ways that applicants may begin the application process – either the Apply Online button
in USAJOBS, or the Start URL that is placed in your Job Announcement when you insert the Online
Questionnaire TAG. This article discusses:
        the Apply Online button
        the Start URL and the Return URL

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Options for collecting résumés and applications
USA Staffing gives you several options that control the way applicants experience the application
process. Use these options to tailor the process to meet your needs. (For the purposes of this
discussion, we will use the term Online Application Questionnaire to refer to what has at various times
in the past been referred to as the USA Staffing Online App, the Online Questionnaire, or the SQS.)

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The Apply Online button



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 USA Staffing Online Help System


 The Apply Online button appears in USAJOBS with every Job Announcement. Applicants who click this
 button are taken to the USA Staffing Online Application Questionnaire.
           Before applicants get to the USA Staffing Online Application Questionnaire, they will first go to
            the USAJOBS Résumé Builder unless you have turned this feature off. (More details: Send
            applicant to USAJOBS Résumé Builder.)
           Applicants can click Apply Online again to return to work on an unfinished Online Application
            Questionnaire.

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The Start URL and the Return URLs

 As their names imply, the Start URL is the URL applicants can use to start a new Online Application
 Questionnaire in USA Staffing, and the Return URL is the URL they use to get back to an already
 started application afterwards.

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Start URL


 The Online Application Questionnaire Start URL will appear in your Job Announcement if you insert the
 Online Questionnaire TAG when you create the Job Announcement in USA Staffing. Applicants who click
 the Start URL will be taken directly to the USA Staffing Online Application Questionnaire. They will
 never see the USAJOBS Résumé Builder if they click the Start URL instead of the Apply Online button.
 Also, as its name implies, the Start URL always starts a new Online Application Questionnaire; in order
 to resume work on an unfinished application, the applicant would use the Return URL instead.

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Return URL


 The Return URL takes the applicants to unfinished Online Application Questionnaires so that they can
           Finish the questionnaire
           Upload documents
           Obtain a fax cover sheet

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 Questions and Answers
 1. Where can I get more information on this subject? See USAJOBS: Apply Online and Résumé
 Builder.

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 2. If I do not want the Apply Online button to appear, can I remove it? Yes. You can remove the check
 from the Accept Online Applications checkbox.

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                                                                    10 Overview of the Staffing Process


3. If the Apply Online button appears by default and applicants can use it to start a new USA Staffing
Online Application Questionnaire, why would I ever want to include the Start URL in my Job
Announcement? If your Job Announcement is for a merit promotion job that does not show up in
USAJOBS search results, applicants will need the Start URL because there will be no Apply Online
button for them. Also, if you wish to offer applicants the option of either uploading a résumé file or
creating a new résumé in the USAJOBS Résumé Builder, you can provide the Start and Return URLs.
Then explain in your Job Announcement that the Apply Online will allow them to create a résumé online
– and, by the way, it won‟t let them move on to the USA Staffing Online Application Questionnaire until
they have done so – and if they want to skip the USAJOBS Résumé Builder, they should click the Start
URL instead.

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4. Can an applicant do both – attach a USAJOBS Résumé Builder résumé and also upload a résumé
file? Yes, and if they do, both will be stored in USA Staffing as résumés.

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5. Can I leave out the Start and Return URLs and just rely upon the USAJOBS Apply Online button, so
that applicants do not have to make this decision? Yes, but there is one situation where the applicant
will still need the Return URL, even if they do not use the Start URL: applicants who use the USAJOBS
Apply Online button and then finish and submit a USA Staffing Online Application Questionnaire can
upload any additional files and obtain fax cover sheets only in that same session. After the USA Staffing
Online Application Questionnaire is submitted, the applicant will not be able to return to it by clicking
the USAJOBS Apply Online button; at that point, clicking the button will start a blank new application.
So, applicants who have finished and submitted their USA Staffing Online Application Questionnaire,
leave, and then want to come back to upload files or to obtain the fax cover sheet, will need to use the
Return URL.

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6. When an applicant uses the USAJOBS Résumé Builder to attach a résumé, when will that résumé
show up in USA Staffing? Although applicants create and select résumés before filling out the USA
Staffing Online Application Questionnaire, the résumés are not actually sent to USA Staffing until the
applicant finishes and submits the USA Staffing Online Application Questionnaire. Every time applicants
click the USAJOBS Apply Online button, they have a new opportunity to select a different résumé, and
only the last one chosen is forwarded to USA Staffing when the USA Staffing Online Application
Questionnaire is submitted as final.

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7. I want to include the Start URL in my Job Announcement. Is it OK to just copy and paste it in from
another Job Announcement? No, don’t ever do this! The Start URL that is inserted when you use the
Online Questionnaire TAG in USA Staffing‟s Job Announcement builder includes the VIN number. The
URL, therefore, takes the applicant to the Questionnaire for that VIN. If you paste in a URL from a
different Job Announcement, it will try to take the applicant to the wrong questionnaire, and if that
questionnaire is no longer available because its Job Announcement closed, the applicant will be told the
job is closed. Always use the Online Questionnaire TAG to insert the appropriate Start URL into your
Job Announcement. One more thing to keep in mind: the URL that is inserted by the Questionnaire TAG
is controlled by the template you use, so if you are making your own templates, you need to verify that
you have the correct URL for the Web version of USA Staffing. The URL that gets inserted by the TAG
should not contain the word “USAWeb”; this word in the URL will take the applicants to the old Citrix
version instead of the new Web version.

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8. If I include the Start URL in my Job Announcement, how can I assure that applicants use it instead
of the USAJOBS Apply Online button? You can suppress the Apply Online button so that it does not
appear. If you leave the Apply Online button on, we suggest that your Job Announcement explain the
options to the applicants.

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9. Why would I need to include the Return URL? The Start URL will always take applicants to a blank
new Online Application Questionnaire form, even if they have one or more already started and saved.
To provide a way to get back to an already started Online Application Questionnaire to complete it, or
to an already completed Questionnaire to upload files for it, or to obtain a fax cover sheet in order to
fax documents to be matched to it, give the applicant the Return URL.

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10. What is the Return URL that I should publish? What other instructions should I provide for
applicants who are returning? The correct Return URL for the Web version of USA Staffing is
https://www.hr-services.org/USASOnlineApp/USASOnlineApp.aspx. You can click this link now to see
what the applicant will see -- see Figure 1 below. An applicant who is returning to work on a
Questionnaire that was already started, or to upload files or to obtain a fax cover page, should be
instructed to use the Login box on the right side of the screen, by providing their Social Security
Number and Last Name, as requested there. (Note: People who use the box on the left instead will
start a blank new Questionnaire.)




               Figure 1: The welcome and login page that applicants use when starting an Online
               Application

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Uploading is Better than Faxing!
Encourage applicants to upload their documents using the Document Upload Service at the end of the
Online Application Questionnaire. The table below shows you the many benefits of uploaded
documents.


            Uploaded documents                                   Faxed documents
Automatically matched and linked to applicant       Need to be manually reviewed and placed in
record by VIN and SSN. Little possibility of       the correct folder by VIN and SSN. If there is
error or delay.                                    no cover sheet or Form 1203 FX, or if the
                                                   name, SSN and VIN are not clear and
                                                   accurate, delays will occur and documents will
                                                   not match.
Usually very good copies.                          Image may be degraded by the fax process.
                                                   Documents may be upside down if they were
                                                   faxed that way.
More convenient for applicants. They can           Applicants need to remember to go from their
upload documents at the end of the Online          computer to their fax machine. They must
Application Questionnaire – either                 remember to use the correct cover sheet and
immediately, or at a later time.                   fill it out fully and accurately.
Available for viewing immediately – not            Available for viewing typically within 24 hours.
affected by volume because there is no             Wait times may be extended due to extremely
human intervention required.                       high volume.
Applicants are reminded of the types of             Applicants might fax undesired or
documents that are allowed, and indicate           unrecognized document. Review staff
which type is being uploaded, so it goes to the    determine what folder to put it in.
appropriate folder.
The enhanced Document Upload Service page           The applicant has the fax transmission
now shows a detailed list of documents             confirmation, but no indication that
received for the applicant, and the status.        documents were actually received and
(See Figure 1 below.) The list includes:           processed OK.
         Uploaded files
         Faxed documents that have been
          Matched
         USAJOBS Résumé Builder résumés
          that have been attached




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      Figure 1: The enhanced Document Upload Service page has a table that shows applicants the
      status of every document they have submitted.


For more information about uploading applicant documents, see Document Upload Service (DUS).

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Uploading Documents for Applicants
Topic Map
                About Uploading Documents for Applicants
                Uploading the documents



About Uploading Documents for Applicants
The Document Upload Service makes it easy for applicants to submit documents themselves.
Nevertheless, there may be occasions where you want to upload documents for an applicant, such as if
they are emailed to you.

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Uploading the documents
Bear in mind that an applicant must already have an Applicant Record for the VIN before anyone can
upload documents for it, because the system needs to be able to attach the uploaded documents to the
Applicant Record. If the applicant has already completed the Online Application Questionnaire, you will
not need to do that part for him or her. However, the Online Application Questionnaire must have been
completed – including clicking Finish and Submit – by either the applicant, or by you on the
applicant‟s behalf – before you can upload documents.
Once the Online Application Questionnaire has been completed, as long as the Job Announcement is
still open, you can log in as if you were the applicant who is returning after having already done an
Online Application Questionnaire. To do this, follow these steps:
      1.   Browse to https://www.hr-services.org/USASOnlineApp/USASOnlineApp.aspx.
      2.   On the right side of the page – in the box labeled Work on an application I have already
           started – provide the SSN and Last Name of the applicant. Click the Login button. See Figure
           1.




                Figure 1: The Online Application login page



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    3.   Select the appropriate application from the list that may be presented.
    4.   Proceed to the Document Upload Service page, rather than to the questionnaire. From here,
         you simply upload the documents using the control on the page.
    5.   View the results of the upload process on the table of Documentation on File (see Figure 1
         above).


Note: When you upload documents for an applicant, if there is problem with the file that is uploaded,
the email message about the problem is going to go to the applicant, who may not even be aware
anything was uploaded unless you tell him or her.

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Cancel a VIN
Topic Map
              Question: How do I cancel a VIN?



Cancel a VIN (Vacancy, Staffing Action) Record
Q: I need to cancel a VIN (a Vacancy/Staffing Action record). How do I do this in the Web version of
USA Staffing?
A: If the vacancy is already released to USAJOBS, you need to go into the Announcement area, Click
on Preview. Uncheck the Release to USAJOBS checkbox and uncheck the Complete box.
This is all that needs to be done. You do not have to click on the Update to USAJOBS button. When
you uncheck the checkbox, it will send a flag to the USAJOBS system and take the Vacancy off of the
Web site the next time the pickup process runs. You can annotate Notes for this cancellation.
Note: The Web version of USA Staffing does not have a Status field to change from Active, Pending,
Cancel status.

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Diploma Mills

About Diploma Mills
The Director of OPM has issued guidance to detect and deal with degrees issued by "diploma mills".
Federal Government users should consult the resources found on the OPM Web site for guidance on this
subject as it becomes available.

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Questionnaires
Topic Map
              About Questionnaires



About Questionnaires
A Questionnaire in USA Staffing is an Assessment Component in which the applicant is asked to
respond to either multiple choice or narrative text questions. (Users of older versions may be using the
term "assessment tool", but because of all the new capabilities of the system, "assessment tool" is not
really a precise description and may lead to confusion.)
As a user of USA Staffing, you can use the Questionnaire Builder page on the Assessment menu to
create the instructions, questions, and scales. Then, on the Rating Criteria page, you determine how
many points each possible response is worth in the rating process.
Applicants will typically respond to the Questionnaire online as part of the Online Application. When
applicants can not access the Online Application for some reason, they may answer the multiple choice
questions using the Form 1203-FX. They mail these forms to you, and you can scan them yourself (if
you have the proper hardware and software to do this) or you can batch them and send them to the
OPM Technical Service Group in Macon, Georgia for processing.
USA Staffing rates the Questionnaire responses using the Rating Criteria you set up, and it stores the
applicant rating in the Applicant Record on the Assessment Information page of the Applicants menu.
This rating takes place as soon as the applicant clicks the Submit button on the Online Application
Questionnaire, or if the Form 1203-FX is used instead of the Online Application, as soon as the
scanning process is complete. You can designate certain questions to be Screen Out questions.
Narrative Text Questions are not part of the automated rating process but you can rate them manually
and use them to affect the final rating. Responses to Narrative Text Questions are stored with the
Applicant Record, and can be viewed from the Questionnaire page of the Applicants menu. You can
view them when you access the record, and you can give ADV access to hiring officials so that they can
view them too. You can use Narrative responses to corroborate multiple choice responses during the
quality review process. You can also have people rate the narrative responses and use their ratings to
augment the score itself, typically with Deferred Rating. More details.

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Screen Out Questions
Topic Map
              About Screen Out Questions



About Screen Out Questions
USA Staffing lets you specify certain questions that can end the Online Application based on the
responses applicants give. When you mark a question as a Screen Out, only applicants who respond
with the Valid Value are "screened in" and continue with the application process. The system evaluates
applicant responses every time they click a button at the bottom of the page to move to the next page
or step in the process or to a previous one.
       Multiple Choice questions: You must mark at least one of the responses as Valid Value --
        the response applicants must select to continue with the Online Application.
       Text box questions: The system interprets a response as a valid value and the lack of a
        response -- leaving the field blank -- as failing the valid value. For this type of question, you
        do not need to indicate a specific Valid Value.
Screen Out questions are set up one way for the questions in a Questionnaire type of Assessment, and
another way for the personal information questions of the Job Announcement. For more details on each
situation, click the link below:
       Questionnaire Assessments -- see Questionnaire Builder in Assessment.
       Job Announcement personal information questions -- see Questionnaire Template in
        Announcement.

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Responses and Codes for the Questionnaire
Topic Map
               About Responses
                          Tip: Standardize Code Lists




About Responses
Tip: Standardize Code Lists
For each Response type for which USA Staffing does not have pre-defined codes, you have complete
flexibility to establish code lists of any type that you want, and they may vary from one VIN to another.
Bear in mind, however, that the value of your data will increase substantially if you establish and
adhere to standard code lists throughout your Organization. For instance, if a future enhancement to
USA Staffing permits you to search across VINs for a person with a specific skill or job preference, the
search would use the codes, and it would only return meaningful results if your codes were consistently
used.
To illustrate this point, let's assume that at some point in the future you wanted to identify all
applicants who ever indicated Spanish speaking ability. If your organization had a standardized code
list such that for all your VINs, Spanish is always code 04, then a search across VINs would be
constructed something like this: Find all applicants who indicated Language ability of "04".
As you can see, if you have not been careful to assure that code 04 is always the one used for Spanish
speaking ability, and that 04 is never used to mean anything else, then a search for code 04 would not
return any meaningful results.

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Assessment Questionnaire or the Announcement Questionnaire permit many types of response.
However, many responses that you can offer an applicant have a numeric code equivalent. When
applicants fill out a Form 1203-FX instead of the Online Application, you must tell them what numeric
codes to use for the responses to certain questions.
It is the numeric code of the response that is actually stored in USA Staffing, and it is the numeric code
that you might use in certain Advanced Criteria boolean expressions or in other ad hoc searches and
reports. You must decide up front what the meaning of each code will be, and as explained in the tip on
this page, it is often a good idea to establish standard sets of codes for your organization.
         In an Assessment Questionnaire, the range of multiple choice responses is letters A through I.
         In an Announcement Questionnaire, there are many different types of questions, and they
          have varying response types.
                 Languages and Lowest Grade Accepted -- The system expects a 2-digit number
                  as a response code. In the case of Languages, you would establish the codes you
                  need.
                 Miscellaneous Information -- The system expects a 3-digit number as a response
                  code.
                 Special Knowledge -- The system expects a 2-digit number as a response code.
                 Test Location -- The system expects a 3-digit number as a response code.

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Form 1203 FX
Topic Map
                About the OPM Form 1203-FX
                Working with the Form 1203-FX
                         The Form 1203-FX is sacred!



About the OPM Form 1203-FX
The OPM Form 1203-FX is a machine scannable response form. It was originally developed to collect
applicant responses and feed them into USA Staffing before the Online Application existed, and it can
still be used for those special situations where applicants do not have access to the Online Application.
Note that the Form 1203 FX does not have a way to collect Narrative Text Responses, but you could
have applicants who are mailing Forms 1203 FX to you include paper copies of their responses to
Narrative Text questions, and you can fax in the responses to USA Staffing.
You can see what the Form 1203-FX looks like, but this copy is not a fillable PDF and is therefore not
508 compliant. To obtain a 508 compliant version of the form to distribute to applicants, refer to the
OPM Forms Web page.

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Working with the Form 1203-FX
The Form 1203-FX is sacred!
Only OPM and OMB approved Forms 1203-FX are acceptable. Do not modify the form. The processing
software needs the precisely aligned combinations of symbols, boxes and blank space in order to read
the form. If you modify the form, such as by adding agency logos or other text, you may render the
form void, and that will result in delays or the inability to process batches that come in with the invalid
form.

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By looking at the form, you can see the number and types of responses are allowed for each type of
question. For example, you may notice this variety in the types of questions and their responses:
         Citizenship is yes/no (Item 6).
         Background Information (Item 7) has room for up to 6 Yes/No responses. The text of the
          actual question is left up to your discretion.
         Items 9 and 10 -- Languages and Lowest Grade Accepted -- The system expects a 2-digit
          number as a response code. In the case of Languages, you would establish the codes you
          need.*
         Item 11 -- Miscellaneous Information -- The system expects a 3-digit number as a response
          code.*
         Item 12 -- Special Knowledge -- The system expects a 2-digit number as a response code.*
         Item 13 -- Test Location -- The system expects a 3-digit number as a response code.*


*There is great flexibility here, and the codes do not necessarily have to be kept the same from one
VIN to the next. But it would be a very good idea to consider establishing codes lists that are used
organization-wide. More details.
Some of the limits on the number of responses allowed may not pertain if you know that all applicants
will be using the Online Application, and that you will not be using the Form 1203-FX.




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Understanding Default Scales
Topic Map
                About Default Scales
                          Sample Default Scale
                Using Default Scales
                          Default Scale Tips



About Default Scales
Sample Default Scale
Here is an example of a default scale of responses:
      A.   I have neither experience nor demonstrated capability in the performance of this task. I am unfamiliar with
            its performance.
      B.   I have limited experience and am generally familiar with the performance of this task. I would require
            additional guidance, instruction, or experience to perform it well without supervision.
      C.   I have some degree of experience in the performance of this task. I can perform this task satisfactorily but
            could benefit from additional instruction, guidance, or experience to perform the task more effectively.
      D. I have considerable experience and perform this task regularly. I can perform this task independently and
          effectively.
      E.   I have substantial experience and have clearly demonstrated my capability in the performance of this task.
            I have received official recognition for and/or I am considered an expert in performing this task.


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A default scale is a set of responses that is stored and can be reused and applied to questions
throughout the Online Application, even if the questions are in non-contiguous groups.
As an individual user, you may create new default scales for the Questionnaire you are building, or you
can draw upon Default Scales that are saved in the Templates Library. Only users who have a
Permissions Profile that allows them to write to the Template Libraries can save new Default Scales for
others to see in the Library.

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       Figure 1 -- The arrow indicates we have selected the row above our first question.




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Using Default Scales
Here are the steps for using a Default Scale:
Default Scale Tips
When using a Default Scale, keep these points in mind:
          A Default Scale must be inserted in the Questionnaire Builder so that it appears before the
            questions that use it. Normally, you would have the scale apply to all the questions of a
            Competency/Factor, and in order to do this, you should click to select the
            Competency/Factor before you click Add Item. This will insert the item above all the
            questions for the Competency/Factor.
          If you accidentally put it in the wrong place, you can move it up or down by clicking the up or
            down arrows at the far right of the row. (See Figure 1 above.)
          When Apply Scale To... appears on the page, you can use it to apply the scale to a range of
           subsequent questions. (This box is not on the page when the scale is below the last question
           of a Competency/Factor. Move it higher if you want to use Apply Scale To...)
          A Question or Instruction can not be changed to a Default Scale item. If you create the wrong
            type of item, the way to fix it is to delete it and create it again as the correct type of item.
          If you already have a scale for a question, and then click Use Scale, it will add the item of the
            Default Scale above that question with the ones that are already attached to the question.
            This may cause a duplication of responses. Check your work to make sure you have not
            inadvertently combined scales.

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    1.    On the Questionnaire Builder page, expand the table (by clicking the plus sign) so that you
          can see the first question of the group before which you wish to insert the Default Scale.
    2.    The item will be inserted on the row below the one you select. Therefore:
                     If the Default Scale is to be used with the first question of the
                      Competency/Factor, click the row of the Competency/Factor itself (but not the
                      name of the Competency/Factor itself, as this will open the Competency/Factor for
                      editing). Or, if you have an Instructions item that you want to be above the Default
                      Scale and first question -- as in the Figure 1, above -- click the Instructions row.
                     If the Default Scale is to be used starting with a particular question (other
                      than the first question), click the row above that question. (Do not click in the Item
                      column, as this will open the item for editing.)
    3.            Add Item button. The Item Editor page will appear. (See Figure 2 below.)
          Click the

    4.    From the Description dropdown selection box, click to select Default Scale. This causes
          two new items to display on the page -- Default Scale Template and Apply Scale To...
    5.    Use a Default Scale Template or create a new scale.
                     To use a Default Scale Template from the Templates Library: Click to select it
                      from the Defaults Scale Template dropdown selection box.

                     To create a new Default Scale:
                          a.   Type in the text editing box any instructions you want to appear above the
                               responses.
                          b.   Click the New button below the text editing box to create a response
                               choice. This will open the Response Editor box, where you type in the text of
                               the response. (The system will automatically suggest the next appropriate
                               response letter for you.)
                          c.   If you wish to associate the response with an Applicant Flag, click to select
                               the appropriate one from the Applicant Flag dropdown box.

                          d.   Click OK when you are finished creating the response choice. The Response
                               Editor box will close.




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                          e.   Repeat steps b through d for each additional response choice you wish to
                               create.
      6.    Click the Apply Scale To dropdown selection box to specify the numbers of the questions
            that are going to use the Default Scale.
      7.    Click Save. When you return to the Questionnaire Builder page, the scale will be applied to
            all the questions you specified.




           Figure 2 -- The Item Editor page. Our choice of Default Scale for Description is highlighted.

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Understanding Rating Criteria
Topic Map
               About Screen Out and Rating Factors
               What is a Screen Out Factor?
               What is a Rating Factor?
               What happens if I select a Factor to be both Screen Out and Rating?
               What happens if I select a Factor to be Screen Out but not for Rating?
               What happens if I have multiple questions in my Screen Out Factor?



About Screen Out and Rating Factors
This topic is to give some examples of the ways 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.

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What is a Screen Out Factor?
A Screen Out Factor is one used to determine basic eligibility. If Rating is not also checked, then this is
all the Screen Out Factor does.
In most GS occupations, you would use one or more Screen Out Factors to determine whether the
applicants meet the minimum qualifications requirements. 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. If you are setting a
Factor to be a Screen Out, you must also set a value for the Minimum Qualifying Value, which is the
lowest number of points that applicant may receive on the Factor and still be considered eligible. You
also 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.

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What is a Rating Factor?
A Rating Factor is one the points of which are used to help arrive at the score the applicant receives.
Each possible response to the questions associated with the Factor has a point value. For example, you
may establish a scale of 5 possible responses, and set the point values in a range from 0 to 4.

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What happens if I set a Factor to be both Screen Out and for
Rating?
The system will use the Factor to determine if the applicant is ineligible based upon his meeting the
Minimum Qualifying Value, and will also use the point value for each response to questions associated
with the Factor in arriving at the applicant's score.

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What happens if I set a Factor to be a Screen Out Factor but
not for Rating?
The system will use the results of the question only to determine if minimum qualifications have been
met, but will not include the points in arriving at the applicant's score.

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What happens if I have multiple questions in my Screen Out
Factor?
When you have multiple questions associated with a Screen Out Factor, the points from the responses
the applicant gives are averaged, and it is that average that must exceed the Minimum Qualifying
Value, although any given response may be below the minimum.
It is useful to have multiple questions that get at different aspects of a Factor. For example, a
professional position may require both a certain educational background and certain specialized
experience. You could set the Factor to be a Screen Out Factor. You could set the Minimum Qualifying
Value to 2. You could ask both questions as Yes/No questions along the lines of "Do you have this type
of education?" and "Do you have this type of experience?" You could set the value of a Yes response to
2, and the value for a No response to 0. The possible outcomes for an applicant would be as follows:
         Both responses are Yes: 2 points + 2 points = 4, divided by 2 questions = 2 -- so the
          applicant passes the Screen Out.
         One response is No: 2 points + 0 points = 2, divided by 2 questions = 1 -- so the applicant
          fails the Screen Out.
         Both responses are No: 0 + 0 = 0, divided by 2questions = 0 -- so the applicant fails the
          Screen Out.
Thus, the applicant must answer both questions Yes in order to pass this Screen Out.

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Testing an Assessment Component
Topic Map
               About Testing an Assessment Component
               Testing your Questionnaire type Assessment
               Tips for assuring accuracy of the Assessment



About Testing an Assessment Component
When you build a Questionnaire type of Assessment Component, it is necessary for you to test it before
you can put it into "production mode" -- that is, before the system will see it as ready for use in rating
applicants. This topic explains the test process you will use.
Briefly stated, your objective here is to create any number of imaginary applicants, enter their
responses, and let the system rate them. Then you compare the results you actually obtained with the
results you expected. This process is streamlined by allowing you to enter the "applicant" responses on
a simplified test form, rather than having to complete an Online Application. You must already know
what the questions are, because as you will see below, they are not shown on the test page.

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Testing your Questionnaire type Assessment
When you first click the Test button, the system checks for the presence of response values for all
responses. If these are missing or contradictory, an error message will appear on the screen,
prompting you to fix them on the Rating Criteria page.
Below is a picture of the assessment component test page that you will see if there are no pre-test
errors caused by missing or contradictory values. If there are pre-test errors, you must fix them before
the test will run. This may entail returning to other pages earlier in the assessment development
process so that you can supply information that is missing.




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           Figure 1: The Test Component page
Each question number and will appear in the Question column for your first default applicant, Applicant
0. The response column will be blank, but you must supply Response values before you start the test.
Follow these steps to complete the test process:
      1.    Enter response values in the Response column for Applicant 0. You can type in the values you
            want, one at a time, or you can click Randomize to have the system randomly enter some
            Response values for you.
      2.    If you wish to have more than the one default test applicant, Applicant 0, then one at a time,
            add any number of new applicants by clicking New. Enter Response values for all of them.
            You can switch from one applicant to another by using the Applicant dropdown selection box.
      3.    Click Rate All to make the system rate the applicant responses and generate a report of
            their ratings. It will open in Preview mode in a separate window. (If you do not see it, look for
            this window hidden behind other ones. Subsequent reports may appear in the same window,
            which may become buried by that time by other windows.)




           Figure 2: A sample report when the test is completed and the applicant is eligible.




           Figure 3: A sample report when the test is completed and the applicant is ineligible.


      4.    When the test completes successfully and you are satisfied that the ratings that appear in the
            report are correct, you must have the system mark the Assessment Component as "Complete"
            (formerly referred to as putting the Questionnaire into "production mode") in order for the
            Assessment Component to be used for rating applicants. To do this, click Next, and respond
            with OK as you see in the dialog box pictured below. Note that this test process does not by
            itself assure that the rating criteria are set up properly; you need to confirm accuracy. Some
            tips for doing this are below.



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Tips for assuring accuracy of the Assessment




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Assessment Matching
Topic Map
               About Assessment Matching
               PL Status
               Combining Assessment Types
               The Automated Assessment Matching Process
               Manual Assessment Matching
               Future Enhancement



About Assessment Matching
This topic provides background information you need to know when your Assessment Plan has multiple
Assessment Components.

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PL Status
When you set up your Assessment Plan, you can designate one or more of your Assessment
Components to be "required for certification". If you do, then applicants are not referred if their records
do not have all the required assessment results.
The way the system manages this process is that as soon as an Applicant Record is created, the
system puts it in PL status. Every time the Assessment Matching Process runs, it attempts to match
results with records that are still in PL status. When all required results are in place, the system
changes the status from PL to the next appropriate status.

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Combining Assessment Types
For this discussion, we think of Assessment Components as being in either Group 1 or Group 2, defined
as follows:
         Group 1 Assessment Types:
                 Questionnaire: There can only be one Questionnaire in your Assessment Plan. You
                  are not required to have a Questionnaire. The results are automatically captured from
                  the Online Application Questionnaire or from the Form 1203 FX.
                 Manual Rating: You can have multiple Manual Rating Assessments. In order for the
                  Automated Match Process to find the results, you must manually enter them on the
                  Assessment Information page.
                 Customized Processing
         Group 2 Assessment Types: Any of the other types of Assessment Components, such as:
                 a test
                 a structured interview
                 a written demonstration
                 an assessment center




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        The results of Assessments from Group 2 must all be manually entered except for written tests
        that are processed by OPM's Nationwide Testing Group.
        Do not manually enter the results of written tests that are processed by OPM's Nationwide
        Testing Group, because this will take the applicant record out of PL status, and that will cause
        the Automated Assessment Matching Process to skip over the record. It will also place a value
        in the field for the written test that the system will not overwrite, and may cause recompetition
        problems.

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The Automated Assessment Matching Process
The system runs its Automated Assessment Matching Process hourly.
If your Assessment Plan includes a written test processed by OPM's Nationwide Testing Group -- which
is an Assessment Component from Group 2 -- the Automated Assessment Matching Process runs
against all applicant records in PL status and matches those test results to the applicant records.

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Manual Assessment Matching
You must manually match the assessment results in these three situations:
        If you have more than one of the Group 2 Assessment Types, you must match them manually.
        If you have any of the Group 2 Assessment Types other than a Written Test processed by
         OPM’s Nationwide Testing Group, you must match them manually.
        If you do not designate your Group 2 Assessment Type as Required for Certification, you have
         to match it manually.

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Future Enhancement
The Automated Assessment Matching Process will be enhanced to work with multiple Group 2
Assessment Types that are designated as Required for Certification in your Assessment Plan.
We will notify you when this enhancement is ready for your use.

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ACWA Assessments
Topic Map
                  About ACWA Assessments
                  Finding an ACWA Assessment in the Library
                  Creating your own template
                            Finding a template you created
                  Attaching an ACWA Assessment to your VIN



About ACWA Assessments
This topic provides information on how you locate and use ACWA Assessments. All ACWA Assessments
are created initially by OPM and placed in the Organizational Library. When you need to use one, you
locate it and make a copy as instructed below.

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Finding an ACWA Assessment in the Library
To find an ACWA Assessment, follow these steps:
      1.    Click the   Advanced button at the top to open the Advanced Search page.
      2.    Select Assessment from the drop down selection box.
      3.    Type the    Series.
      4.    Click to place a check in the   Organization Library check-box.
      5.    Open the ACWA Assessment that appears in the table. (The ACWA Assessment may be the
            only assessment there is for that series, and in that case, the assessment itself will appear
            instead of the table of assessments from which to choose).

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Creating your own Template
If you wish to create your own template, after completing the steps above for Finding an ACWA
Assessment, follow these steps:

  1.       Once the appropriate Assessment is displayed (with the Assessment ID number displayed in the
           upper left corner of the page) click the Copy button located at the top of the page. The Copy
           Assessment page will be displayed (see Figure 1 below).




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         Figure 1: the Copy Assessment page




  2.     On the Copy Assessment page, click to select the appropriate Office from the Office dropdown
         box.
  3.     In the Assessment Name box, type a name for this copy of the assessment.



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Finding a Template you created


To locate the copy of the Assessment that you created above, follow these steps:
    1.    Use Advanced Search (click the Advanced button at the top of the page) and select
          Assessments from the Look In dropdown selection box.
    2.    Click to put checks in both the Template and Show Copies check boxes. The copied
          assessment will appear or it will display in the table.
    3.    Modify this Assessment as needed and click   Save.

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Attaching an ACWA Assessment to your VIN
If you are ready to attach an ACWA Assessment to a Vacancy (Staffing Action Record or VIN), you
must already have the VIN in use and its number must already appear in the Session History box. Then
follow these steps:
    1.    Get to the Assessment Builder page.
    2.    Click the Library button on the Assessment Builder page. From here you will be able to
          search for the assessment. When you select the one you want, the system will make a copy
          and attach it to your VIN, giving it a new ID number.
    3.    Develop the experience responses to questions 1 and 2 to complete the building of the
          Assessment.

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Category Rating

About Category Rating
Category Rating is a procedure for rating and referring candidates for competitive positions in quality
groups or categories, rather than the numerical score order traditionally required for Federal
competitive referrals as part of the "Rule of 3".
Click a link below to get more information on related topics.
        Policies and procedures for Category Rating in general: Visit OPM's Web site for Category
         Rating Resources.
        Using Category Rating procedures in USA Staffing: Consult the Help topic on Category
         Rating Setup.
Note that it is not advisable to issue supplements to Category Rating certificates. Instead, issue a
single certificate that meets the customer's need. If more names are needed, audit out the first
certificate, then issue a new certificate that combines the previous category with the next lower
category. The certificate will not show applicant scores.
The system will automatically float CP and CPS vets as appropriate.




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Deferred Rating
Topic Map
               About Deferred Rating
               Using Deferred Rating
                         Position Information
                         Assessment Plan
                         Referral
                                  Deferred Assessments
                                  Select Questions
                                  Deferred Criteria



About Deferred Rating
When multiple positions may be filled from a single VIN (Vacancy / Staffing Action), it is possible that
there are significant differences among them, even though they have the same basic qualification
requirements. These differences may mean that individual applicants may be more qualified for certain
positions than others. It may be impractical or uneconomical to take all potential positions into account
when performing the initial rating, so instead, a part of the rating process is deferred.
Deferred Rating means that when applications are initially received, they are subjected only to a part of
the rating process, usually a determination of minimum qualifications. A determination of the final
rating, however, is deferred for a time, usually shortly prior to the issuance of a referral list. In the
meantime, applicants may be reviewed against selective or quality ranking factors, possibly including
additional assessments, such as structured interviews, in the process. The results of the additional
assessments are entered into USA Staffing, and used to determine the final rating.
For guidance in Federal policy concerning the use of deferred rating, please consult the Delegated
Examining Operations Handbook.
When Deferred Rating procedures are used, USA Staffing™ does not perform the normal full rating
process all at one time. Instead:
         USA Staffing rates incoming applications immediately only for minimum qualifications, and
          places applicants who meet the minimum qualifications on the register (inventory).
         USA Staffing assigns final ratings to applicants relative to each position being filled from the
          register (inventory).
This makes it possible for users to use a single Job Announcement to recruit for a wide variety of
related positions, and assure that the best qualified applicants for a given Referral List / Certificate are
always at the top of the list. When Deferred Rating procedures are used, applicants' scores will vary
from one Referral List / Certificate to another, and their Applicant Records show their ratings for each
Referral List / Certificate, rather than a single rating.
USA Staffing accomplishes Deferred Rating by using a Parent Assessment Component to determine
minimum qualifications, and one Child Assessment Component for each Referral List / Certificate. The
Child Assessment Component comprises a subset of the questions that are in the Parent Assessment
Component -- those particular questions that matter most for the specific position being filled.
The information below describes the steps that must be followed when using Deferred Rating
procedures.

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Using Deferred Rating


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When you use Deferred Rating procedures, you follow the same basic procedures you would for other
VINs, as augmented by the instructions below.

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Position Information

You must set the Vacancy Type to Deferred on the Position Information page (see Figure 1).




       Figure 1: The Position Information page with a check in the box for Deferred.
       Once you click Save, the menu on the left will have an additional white button for Deferred
       Assessments (Figure 2). You will use this later when it is time to create a Child Assessment
       Component.




       Figure 2: The left menu with the additional white button for Deferred Assessments.

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Assessment Plan

 When you set up the Assessment Plan, include a Questionnaire type Assessment Component, which will
 be referred to as the Parent Assessment Component.
           Name the Assessment Questionnaire in a way that makes it clear it is being used for Deferred
            Rating, so that later on, users will not try to link it to non-deferred VINs.
           Minimum Quals Only is checked.
           Required for Cert is checked.
           Weight is set to 0. (You will weight the Child Assessment later, but not the Parent that you are
            creating at this point.)




           Figure 3: The Assessment Plan

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Referral




           Figure 4: Request Information page.


 The Referral process differs from what you normally do, in that part of the process includes defining the
 Child Assessment. When you receive a request to refer names for an actual vacancy, you should obtain
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to rate applicants for the request, and also whether any questions should receive double or triple
weight because of their importance.
With this information in hand, you will follow the normal process (see Referral of Candidates
(Certification)) with these differences:
    1.    On the Request Information page, you must provide a Request Number, Date Request
          Received, and Personnel Action Date. You may optionally supply Send To, Submitted By,
          Customer, and Appointment Type.
    2.    Click   Save.
    3.    Click   Next. This automatically takes you to the Deferred Assessments page (Figure 5).




         Figure 5: Deferred Assessments page.


    4.    On the Deferred Assessments page:
                    Minimum Quals Only is unchecked.
                    Required for Cert is checked.
                    Weight is set to 100.
                    Place a check in the box for the appropriate Grades for each Specialty covered by the
                     Request.
    5.    Click Next. This automatically takes you to the Select Questions page (Figure 6). This is
          where you will actually create the Child Assessment.




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           Figure 6: The Select Questions page, showing all Factors from the Parent Assessment, and with
           a Factor expanded and a question checked.


      6.    Click to place a check to select all questions for a Factor on the list, or click the plus sign to
            expand the Factor, and then click to place a check for each individual question you wish to
            include in the Child Assessment. You can uncheck Display All Questions if you wish to
            view only those you have checked for inclusion in the Child Assessment.
      7.    Click Next. This will automatically take you to the Deferred Criteria page, where you can
            modify the weights of questions for scoring and/or set a question to Screen Out or have a
            Minimum Qualifying value (Figure 7). If you do not intend to do any of these things, skip to
            step 9 below to Test the Assessment.




           Figure 7: The Deferred Criteria page when you first arrive.


      8.    Deferred Criteria page. Here you can optionally perform the following tasks. Click the plus
            sign to expand the Specialty row and reveal the Factor(s) of the questions you included in the
            Child Assessment in the previous steps. Click a Factor to display its Questions in the lower part
            of the page. Click a Question to show the Response Values. Then the page will look like Figure
            8.




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     Figure 8: Deferred Criteria page fully expanded, showing Factors, Questions, and Response
     Values.


              Used, Rating, Screen Out, Minimum Qual., and Inel Code: These work the same
               as they do on the Rating Criteria page.
              Response Values: By default, the response values in the Child are the same as
               those for the Parent, as shown in the first few rows in Figure 8's Response Values
               table. You can modify the weights for the Child by replacing the numbers in the first
               column. In Figure 8, the user has begun doubling the weights, as shown for
               responses D and E.
9.    Test the Child Assessment. To do this, click the Test button at the top of the page.
      (Details about the test process) When the test is completed, the system will automatically
      take you back to the Request Information page.
10. Click   Next to move on to the Ordering Criteria page.
11. Ordering Criteria: On the Ordering Criteria page, provide all the information you normally
    would. Then click Re-rate Applicants to have the system apply the Child Assessment
    Component and determine the appropriate ratings. The system will send you an email when
    the re-rate process has completed, and then you can issue the Referral List / Cert as you
    would any other (see Certificate.)

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Rate and Re-Rate Applicant
Topic Map
               About rating and re-rating



About rating and re-rating
USA Staffing rates applications as soon as they arrive, and it assigns each one a record status code. In
addition, if all required forms have been received and properly matched, and if all assessment
components have been completed and properly matched, the system will assign the application a
rating. If the system can not assign a rating, they are said to be "pending" and will have Record Status
Codes that start with a P.
Related topics:
         Re-Rating one application
         Re-Rating all applications for the VIN




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Correspondence Types
Topic Map
              About Correspondence Types
                        Preference Levels
              Acknowledgement Email
              Availability Letter
              Cancellation Letter
              Correspondence Letters
              Disposition Letters
              Notification Letters
                        Competitive
                        Merit Promotion




About Correspondence Types
This topic discusses all the types of correspondence that USA Staffing can send to applicants for you. It
tells you the name and purpose of each.
The Body Text and the various Message Texts have defaults that can be modified in the Administration
Work Area. There can be Organization or Office defaults, for instance, and these can optionally be
overridden for individual Customers, Vacancies (Staffing Actions), or Certificates. All correspondence
types can optionally be sent as email.

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Acknowledgement Email
Preference Levels
The Preference Level that you select controls how broadly your Default Texts will be applied.
         Organization: All Staffing Actions (Vacancies) across the Organization will have the default
          texts you specify, unless overridden by texts specified at the Office, Customer, or Vacancy
          level.
         Office: All Staffing Actions (Vacancies) for the specified Office will have the default texts you
          specify, unless overridden by texts specified at the Customer or Vacancy level.
         Customer: All Staffing Actions (Vacancies) for the specified Customer will have the default
           texts you specify, unless overridden by texts specified at the Vacancy level.
         Vacancy: Only correspondence relating to the specified Vacancy (Staffing Action) will be
           affected.

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When this feature is used, the system generates and sends an email acknowledgment to applicants
who provided email addresses in the Online Application questionnaire. There is no confirmation that the
email transmitted successfully. Body Text and Closing Text may be modified as a Preference in the
Administration Work Area. More details.

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Availability Letter
This letter asks applicants if they are available for a particular position. Body Text may be modified as a
Preference in the Administration Work Area. More details.

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Cancellation Letter
This letter informs applicants that the position for which they applied has been cancelled or postponed.
Body Text may be modified as a Preference in the Administration Work Area. More details.

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Correspondence Letters
This type of letter is typically used with standing registers (standing inventories). There are three
letters, intended to be sent in the order, and containing Body Text listed below, which you can modify:
         Letter 1 informs applicants that required application materials have not been received from
          them.
         Letter 2 reminds applicants that required application materials are still absent.
         Letter 3 summarizes the previous two letters and informs applicants that if the required
          materials are not submitted in X number of days, they will not be considered for the position.
In addition to the Body Text, each letter can have Message Text at the bottom, which you can also
modify. Message Texts are of the following categories:
         Request Graduate Transcripts messages request that applicants submit graduate
          transcripts.
         Illegible Transcript messages request that applicants re-submit their transcripts because
          the transcripts submitted previously are unreadable.
         Request Résumé messages request that the applicants submit a résumé.
         Request Transcript messages request that the applicants submit transcripts.
         Request Undergraduate Transcript messages request that the applicants submit
          undergraduate transcripts.
         Other message types can be used to convey any other information to the applicants.
The Body Text and Message Texts can be modified as a Preference in the Administration Work Area.
More details.

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Disposition Letters
These are letters intended to go out to applicants after a certificate has been returned and audited.
There are four types:
         Selection Made (Competitive). This letter informs applicants on a Competitive certificate
          that another candidate was selected for the position.
         Selection Made (Merit Promotion). This letter informs applicants on a Merit Promotion
          certificate that another candidate was selected for the position.




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        Unused Certificate (Competitive). This letter informs applicants on a Competitive
         certificate that the hiring official opted not to use the certificate at this time.
        Unused Certificate (Merit Promotion). This letter informs applicants on a Merit Promotion
         certificate that the hiring official opted not to use the certificate at this time.
Body Text may be modified as a Preference in the Administration Work Area. More details.

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Notification Letters
There are two types of Notifications Letters that are intended to go to applicants when the referral list
is closed out -- one for competitive referrals and one for Merit Promotion referrals. The texts listed for
each type are typically combined to form the entire letter. Each text specified below may be modified
as a Preference in the Administration Work Area. More details.

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Competitive

        Closing Letter Statement. This text is the end of the letter.
        Eligible -- Not Referred. This text informs applicants they were rated eligible but were not
         referred for consideration.
        Eligible -- Referred. This text informs applicants they were rated eligible and were referred
         for consideration.
        Eligible -- Referred -- Not Selected. This text informs applicants that they were referred for
         consideration, but not selected.
        Eligible -- Referred -- Selected. This text informs applicants that they were referred for
         consideration, and were selected.
        Ineligible. This text informs applicants they were not eligible for the position.
        Not Rated -- Cancellation. This text informs applicants that the vacancy was cancelled, and
         therefore, their applications were not rated.
        Opening Letter Statement. This is text that belongs at the beginning of the letter as an
         opening paragraph.
        Show Rating. This text goes just before the applicant rating and explains what the rating is.

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Merit Promotion

        Eligible -- Not Referred. This text informs applicants they were rated eligible but were not
         referred for consideration.
        Eligible -- Referred. This text informs applicants they were rated eligible but were referred
         for consideration.
        Ineligible. This text informs applicants they were not eligible for the position.
        Non-Competitive -- Not Referred. This text informs applicants they were rated eligible but
         were not referred for consideration.
        Non-Competitive -- Referred. This text informs applicants they were rated eligible and were
         referred for consideration.
        Non-Competitive -- Remarks. This text is typically the closing of the letter.




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Tutorial: Building Certificate Conditions in
Advanced Criteria
Topic Map
               About Building Certificate Conditions in Advanced Criteria
                        Boolean Logic
               Using AND
               Using OR
               Using Parentheses to clarify a complex combination of conditions



About Building Certificate Conditions in Advanced Criteria
Boolean Logic
Certificate Conditions joined by AND or OR are based on the same Boolean logic used in many search
engines.
Your favorite search engine can give you many references on the subject of Boolean logic, and its
inventor, George Boole.

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The Certificate Conditions you can build on the Advanced Criteria page are a very powerful and flexible
way to control the inclusion or exclusion of applicants on a Referral List/Certificate, based upon almost
any data element collected -- alone or in combination with other elements.
The tutorial will give you a few basic pointers that may help in deciding how to construct Certificate
Conditions on the Advanced Criteria page of Referral.
Essentially, when you are creating a Certificate Condition, you are saying: "On this certificate, I want to
limit the group of people referred to the ones who meet these conditions." On the Advanced Criteria
page, you build one or more condition statements. If there are multiple conditions, you combine them
with AND or OR.
Any time you have at least one OR Logical, you should use Open and Close Parentheses to group the
conditions. When your condition statements become complex -- because you have them joined by both
AND and OR, you clarify them with parentheses that group the entire expression into bite-size chunks.
For example, you might wish to create conditions like these for your certificates:
    1.   Refer only people who have experience with both MS Word and MS Excel.
    2.   Refer only people who have experience with either MS Word or MS Excel.
    3.   Refer only people who have experience with either MS Word or MS Excel, and will accept part
         time work at 20 hours per week or part-time work at 32 hours per week, and are willing to
         travel.
As you can see, by combining conditions, you can have great control over the way names are selected
to appear on your Referral List.
In all of the examples above, note the importance of the words "AND" and "OR". As with all Boolean
expressions, it is important to select the proper word -- AND or OR so that you get what you intend.
And when we join multiple conditions with a mix of AND and OR, the results are complex conditions
that must be clarified with the proper placement of parentheses. We'll look at how to use AND, OR and
parentheses in the following sections.
Remember: We recommend that you write down the conditions in plain English, just as we have in the
above examples, before you start to build the Certificate Conditions in Advanced Criteria. This will
make it easier to decide where to use AND, OR and parentheses.

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Using AND
Use AND to join two conditions when you mean that applicants must meet both conditions in order to
be included. For example, if an office were hiring people to perform work with documents and
spreadsheets, they might be looking for a person who has experience with both MS Word and MS
Excel. A person with experience in only one or the other application is not to desired on the Referral
List.
So, our plain English statement looks like this:
           Refer only people who have experience with both MS Word and MS Excel.
And, our Certificate Condition, using a Boolean expression, looks like this:


Logical          (       Item*         Operator         Response          )
                          MS           INCLUDES             Yes
                         Word*
 AND                       MS          INCLUDES             Yes
                         Excel*
*About our examples:
In all of our examples in this topic, we simplified the view slightly to highlight the point of the lesson.
In a real USA Staffing session, you would see these differences from the examples:
            There would be two columns to the left of Item -- Source and Section. These are filled in
              automatically and do not concern us in this lesson.
            In place of the words "MS Word" and "MS Excel" you would see the number of the question
              which asks about these abilities.

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Note that even though our plain English statement was a single sentence, two Certificate Conditions
have been created, but parentheses are not needed because the conditions are not complex. (Only
AND is used to join them.)
Result: The certificate that results from these Condition statements will have only people who have
experience with both applications -- MS Word and MS Excel. An applicant who meets only one or the
other condition is not included.
Remember: AND means that both conditions must be met in order for the name to be included.

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Using OR
Use OR to join two conditions when you mean to include applicants that meet either one, but not
necessarily both, of the conditions. For example, if an office were hiring people to work with a mixed
type of work that included preparing documents and using spreadsheets, they might be looking for a
person who has experience with either application, but they may not need for the same person to know
both applications. The plain English way of expressing this would be:
           Refer only people who have experience with either MS Word or MS Excel.




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Logical          (       Item*        Operator        Response          )
                 (        MS          INCLUDES           Yes            )
                         Word*
  OR             (         MS         INCLUDES           Yes            )
                         Excel*


Note that although our plain English version was a single sentence, two Certificate Conditions have
been created. Although in this case, the combination of conditions would run properly without
parentheses, it will run more efficiently with parentheses, so we have added them.


Result: Assuming these kinds of people applied and are available for referral, the certificate that
results from these Condition statements will have:
                    some people who have experience only with MS Word
                    some people who have experience only with MS Excel
                    some people who have experience with both applications
Remember: OR means either condition must be met in order for the name to be included.

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Using Parentheses to clarify a complex combination of
conditions
A complex set of conditions is created when we join condition statements with a mix of AND and OR.
Let us consider the case of an office that needs people who can travel and work part time, and who
have experience with either MS Word or MS Excel. The part time tour will switch between part time 16
hours per week and part time 32 hours per week, so the office wants people who said yes to both part
time tours. That is our plain English expression of the situation. To represent this in our Advanced
Criteria, we would build Certificate Conditions like this:


Logical          (       Item*        Operator        Response          )
                 (        MS          INCLUDES           Yes
                         Word*
  OR                       MS         INCLUDES           Yes            )
                         Excel*
 AND             (        Part        INCLUDES           Yes
                         Time
                           16
                         Hours
 AND                      Part        INCLUDES           Yes
                         Time
                           32
                         Hours
 AND                     Travel       INCLUDES           Yes            )




Note that in this case we have built five Certificate Conditions, and we have used parentheses to group
sets of conditions to make clear exactly what we want. Parentheses must be used to group the first two
conditions -- the first two rows on the table -- because we have conditions joined by a mix of AND and
OR.




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Why are parentheses needed? Without the parentheses, the above conditional statements would be
open to multiple interpretations:
         Include people who either have experience with MS Word -- or -- who have experience with
          MS Excel and work part time and travel. (In other words if they have experience with MS
          Word, they don't have to work part time or travel. Only the people with MS Excel experience
          have to work part time and travel.)
         Include people who have experience with MS Word or MS Excel. Regardless of which
          application they know, they also have to be available for either part time tour and be able to
          travel.
The two above interpretations would give us very different certificates as a result. At the heart of the
difference between the two is the question of whether the OR is meant to parse MS Word experience
from all the other conditions, or whether OR joins MS Word experience with MS Excel experience, as
one of two possibilities.
The first of these two interpretations is definitely not what we want. But automated systems will by
default read the statement from left to right and make the decision at every OR and AND as it is
encountered, so the first interpretation is what we will get by default. Therefore, we insert the
parentheses to group the two parts of our OR statement to make clear they belong together.
Everything between the first open parenthesis and first close parenthesis belongs together as parts of a
single condition expression. We are saying, in effect, "First determine if the applicant has at least one
of these two types of experience. Then, only if they do, include them, but only if they also meet all the
other conditions of part time employment and travel."
In our example Certificate Condition table above, everything between the second set of parentheses
forms the second group of conditions. Technically, the second pair of parentheses is optional because
those conditions are all joined by AND. The second pair of parentheses in this example does not make
any difference in how the system interprets the group of conditions that are joined by AND, but placing
them where we have makes it easier for us to see what will happen.
However, if we were to add more conditions to our example, and join them in a way that creates more
combinations of AND and OR, additional parentheses would be required to assure proper interpretation.
Remember: When conditions are joined by a mix of AND and OR, you must use parentheses to group
the conditions for proper interpretation.

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Pathways Through Major Process Types
A-C-E Rating Method
Topic Map
              About the A-C-E rating method
              Using the A-C-E rating method
                        Multiple Questions for a Rating Factor
                        Recency as a Question Type




About the A-C-E rating method

When the A-C-E rating method is selected on the Assessment page, applicants are placed into broad
score ranges. Extra points may then be assigned, for example, on the basis of answers to specific
questions. More details are in the Delegated Examining Operations Handbook.
This Help topic provides more details to consider when you use the A-C-E rating method in USA
Staffing.

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Using the A-C-E rating method

The figures below show the locations of controls you use to set up your A-C-E assessment, as described
below. Note that Used, Rating, and Screen Out are on the Rating Criteria page (Figure 2), and Question
Type is on the Item Editor page of the Questionnaire Builder (Figure 3) -- but it is only there if you
selected A-C-E as your Rating Method on the Assessment Information/Assessment Builder page.
Figure 1 shows the default settings when you first arrive at the Rating Criteria page, but these are not
correct for A-C-E. Note the boxes checked and unchecked for A-C-E in Figure 2. (You can name the
factors anything you want.)




       Figure 1: The Rating Criteria matrix in its default setting when you first arrive on the page.




       Figure 2: The Rating Criteria matrix set up for A-C-E.




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          Figure 3: the Item Editor page for the Questionnaire Builder, showing the location of the
          Question Type dropdown selection box


The usual approach for setup of A-C-E assessments is:
          Minimum Qualifications: Make this your first factor, with these parameters:
                   Used is checked.
                   Rating is unchecked.
                   Screen Out is checked.
                   Min Qual has a value.
                   Inel Code has a value.
                   Question Type is None.
          Quality Level: Make this your second factor, with these parameters, so that the system will
           determine the quality level of 70, 80 and 90:
           Multiple questions for a Rating Factor
           If a factor marked "Rating" has multiple questions, the response values are averaged and
           rounded down to obtain the 70, 80, or 90 quality level.
           For example, an applicant may have a quality level of 80 for question 1 and 90 for question 2.
           These are averaged to 85, and then rounded down to 80 for the quality level.

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                   Used is checked.
                   Rating is checked.
                   Screen Out is unchecked.
                   Min Qual has no value.
                   Inel Code has no value.
                   Question Type is None.
          Extra points: You have the option of making the system assign extra points to further
           distinguish among applicants in each Quality Level range; consult the OPM Delegated
           Examining Operations Handbook for guidance in making this decision. If you will be awarding
           extra points, create a separate factor that contains questions to add points to the Quality
           Levels of 70, 80, or 90, so applicants end up with scores ranging from 70 to 79, 80 to 89, and
           90 to 100, respectively. The factor should have these parameters:
                   Used is checked.
                   Rating is unchecked.
                   Screen Out is unchecked.




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                Min Qual has no value.
                Inel Code has no value.
                Question Type is Extra Points.
       Note: Extra Points never put an applicant in a higher Quality Level. These rules are built in the
       system when it applies extra points:
                         If the Quality Level is 70 or 80, the extra points added cannot exceed 9.
                         If the Quality Level is 90, the extra points added cannot exceed 10.
       For questions for which the Question Type is Extra Points (see Figure 3), the system will sum
       the response values and add the result to the to the Quality Level without exceeding these
       limits.
Recency as a Question Type
For positions where recency of experience matters and is allowed by staffing policy -- such as when the
work is in a research and development position and where "state of the art" knowledge is very
valuable, but cannot be fully justified as a screen out item -- you can use Recency as a Question Type.
Caution! Recency deducts points in the amount you specify. This can drop an applicant into a lower
Quality Level.

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Key Entry of a New Applicant
Topic Map
               About Key Entry of a New Applicant
               Key Entering an Applicant Record



About Key Entry of a New Applicant
Key entry of a new applicant is used to manually enter applicant information, such as when you receive
forms that have been damaged and can not be scanned properly. The form you use to enter the
applicant information manually is the same as the Online Application form. Note: You can perform
actions here that were formerly performed in the Applicant Data Utility.
If you have hard copies of supporting documents from the applicant, such as a résumé, transcript, or
veteran forms, fax them into USA Staffing after you have key entered the applicant record.


          To get to this page in USA Staffing, click the   New button on the Applicant List page.

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Key Entering an Applicant record
Enter the appropriate information in the fields. Click        Next to move through the form and Finish to
complete the form. When the form is complete, click            Submit to send the information to USA Staffing
for processing. (See picture below.)




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Applicant Documents
Document Upload Service (DUS)
Topic Map
               About the Document Upload Service
               What are the advantages of the Document Upload Service?
               What types of documents can an applicant upload?
               What file types can an applicant upload?
               How does an applicant upload files?
               How can I upload a document for an applicant?
               What happens to uploaded files?
               How do we view applicant documents?
               Related topics:
                        Document Upload Service (DUS)
                        Documents Submitted by the Applicant
                        Faxing Applicant Documents
                        Faxing Tips for Best Results
                        Faxes and the Document Matching Process
                        Mismatched Documents
                        Understanding Document Matching




About the Document Upload Service

The Document Upload Service (DUS) makes it possible for applicants who have electronic file copies of
the application documents to upload them rather than faxing or mailing hard copies. USA Staffing will
automatically match the applicants' document files with their Online Application and assessment
results. You can view these uploaded documents in USA Staffing, and you can give other people, like
managers and selecting officials, the ability to view the documents in their browsers by enrolling them
as Contacts with ADV access.

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What are the advantages of the Document Upload Service?

Although applicants still have the option to mail or fax their documents, there are several good reasons
to promote use of the Document Upload Service.
         It is more convenient for the applicant to complete the process when they complete their
          Online Application, so they know they have completed all necessary steps and don't need to
          remember to do something else.
         Documents uploaded can be of much better viewing quality than those that are faxed.




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        There is less room for error and far less chance of having mismatched documents. The
         applicant provides VIN and SSN information at the start of the Online Application, and the
         system automatically uses these to identify the uploaded documents. On the other hand,
         items that are faxed in can end up mismatched if the VIN or SSN are wrong or are not clear.
        Uploaded documents are available for viewing in USA Staffing immediately, whereas faxed or
         mailed documents require some processing time.
        Uploaded documents require less human intervention, and keep operating costs down, which
         in turn, keeps licensing costs lower.

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What types of documents can an applicant upload?

The applicant can upload any of the types of documents and number of pages that you specify as
accepted or required on the Supporting Documents page of the Vacancy menu.

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What file types can an applicant upload?

The file types that are accepted are as follows:
        Microsoft Word® (.DOC)
        Corel WordPerfect® (.WPD)
        Text (.TXT)
        Rich Text Format (.RTF)
        Portable Document Format (.PDF)
        HTM/HTML
        JPG graphics
The variety of acceptable file types makes it possible for applicants to transmit files of their résumés,
no matter what type of word processors they use to create them, because all known word processors
can save files in TXT, RTF, or HTML, and some can also create PDF files.
In addition, applicants who have access to a scanner can scan paper copies of any documents they
want to submit, such as a transcript, DD-214, SF-15, or SF-50. They can save the scanned images in
JPG image format, or can create PDF files of the scanned documents, and then upload the resulting
files.
There is a 1 MB limit on file size.

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How does an applicant upload files?

At the end of the Online Application, after the applicant clicks Finish and Submit, the system tells the
applicant that the application has been received, and then asks if the applicant wants to upload files.



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          Figure 1: After the applicant clicks Finish and Submit, the system acknowledges receipt and
          provides the link to the Document Upload Service page.


When the applicant clicks the upload button, the document upload page appears.




          Figure 2: The Document Upload Service page


The Document Upload page contains these elements:
          Document Type: The applicant selects from the dropdown selection box the type of
           document he plans to upload. The choices the system presents in this box correspond with the
           document types you specified on the Supporting Documents page of the Vacancy menu are
           accepted or required.




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         File Name: The applicant types in the full path or file name of the document, or clicks the
          Browse button to navigate to the file on their computer.
         Browse: Applicants click this button to navigate on their computers to the location of the files
          they intend to upload. At the completion of the browse and selection process, the name of the
          file selected appears in the File Name box.
         Upload: The applicant clicks the Upload button to start the transfer of the file.
         Documentation on File: This table contains a list of all the documents received from the
          applicant for the VIN, including:
                  uploaded files
                  faxed documents that have been Matched
                  USAJOBS Résumé Builder résumés that have been attached
         Applicants can see the status of the uploaded document and can know that the uploaded file
         was received OK, and can determine from the filename whether they uploaded the file they
         intended.

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How can I upload a document for an applicant?

The Document Upload Service makes it easy for applicants to submit documents themselves.
Nevertheless, there may be occasions where you want to upload documents for an applicant.
If the applicant has already completed the Online Application Questionnaire, you will not need to do
that part for them. However, the Online Application Questionnaire must have been completed -- by
either the applicant or by you on behalf of the applicant – including clicking Finish and Submit – before
you can upload documents. This is necessary so that the documents have an applicant record to link to.
Once the Online Application Questionnaire has been completed, as long as the Job Announcement is
still open, you can log in as if you were the applicant who is returning after having already done an
Online Application Questionnaire. To do this, follow these steps:
    1.    Browse to https://www.hr-services.org/USASOnlineApp/USASOnlineApp.aspx.
    2.    On the right side of the page -- in the box labeled Work on an application I have already
          started -- provide the SSN and Last Name of the applicant. Click the Login button.
    3.    Select the appropriate application from the list that may be presented.
    4.    Proceed to the Document Upload Service page, rather than to the questionnaire. From here,
          you simply upload the documents using the control on the page
    5.    View the results of the upload process on the table of Documentation on File (see Figure 2
          above.)
Note: When you upload documents for an applicant, if there is problem with the file that is uploaded,
the email message about the problem is going to go to the applicant, who may not even be aware
anything was uploaded.

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What happens to uploaded files?

Files that are successfully uploaded go into the Document Repository System. USA Staffing links them
by VIN and SSN to the applicants' records. If for any reason it is not possible to match a document with
an applicant record, it will appear on the Mismatched Documents page until you resolve it. This can
occur when documents are faxed and the VIN or SSN are not correct or are not readable. Mismatches
from uploaded documents should be very rare because there is less room for error.




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How do we view applicant documents?

USA Staffing users, and any agency hiring officials with ADV access, can view documents online, using
a Web browser.
      1.   Log in to USA Staffing.
      2.   Type the VIN number in the Search box and click   Go.
      3.   Click the white   Applicants button to reveal the Applicants menu.
      4.   Find on the list of applicants the applicant whose documents you wish to view. Click   Open on
           that row.
      5.   Click the Documentation menu option. The page will display the documents received from
           that applicant.
      6.   Click View next to any document you wish to view. It will open in a new window. You can
           print the document using the Print function of the display window. When you are finished
           viewing, close the window by clicking the X in the upper right corner.

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 Faxing Applicant Documents
 Topic Map
                About faxing applicant documents
                Instructions for faxing
                         The cover sheet is sacred!
                Related topics:
                         Document Upload Service (DUS)
                         Documents Submitted by the Applicant
                         Faxing Applicant Documents
                         Faxing Tips for Best Results
                         Faxes and the Document Matching Process
                         Mismatched Documents
                         Understanding Document Matching




About faxing applicant documents

 This topic covers what you need to do if you are faxing applicant documents, as would be the case if
 you have key-entered an application, or if the applicant has mailed you hard copies that you want to
 load so that they will later be available in ADV.

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Instructions for faxing

 The cover sheet is sacred!
 Only OPM approved Fax cover sheets are acceptable. Do not modify the cover sheet. The processing
 software needs the precisely aligned combinations of symbols, boxes and blank space in order to read
 the form. If you modify the form, such as by adding agency logos or other text, you may render the
 form void, and that will result in delays or the inability to process batches that come in with the invalid
 cover sheet.

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 When you fax documents into USA Staffing for an applicant, follow these steps.
     1.   Obtain a clean copy of the official United States Government Application Cover Page from
          http://staffing.opm.gov/pdf/usascover.pdf.
     2.   Fill out one copy of the fax Cover Page for each applicant. The fields for which letter boxes are
          provided -- Name, SSN, VIN and Number of Pages -- are mandatory fields on the Cover Page;
          Address and Phone are optional.
     3.   Batch the documents by applicant, with the cover sheet as the first document to be
          transmitted, ahead of the documents in the batch.
     4.   Make each applicant's documents a separate fax transmission. Transmit all the documents
          for only one applicant per fax session. When that applicant's documents have been




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        transmitted, end the fax session -- that is, make the fax machine end the phone call -- and
        send the documents for any additional applicants in separate fax sessions (separate fax calls).
The fax number to use is 478.757.3144.

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Faxing Tips For Best Results
Topic Map
               About Faxing Tips
               How the process works
               What causes delays
               What you can do for best results
               Related topics:
                        Document Upload Service (DUS)
                        Documents Submitted by the Applicant
                        Faxing Applicant Documents
                        Faxing Tips for Best Results
                        Faxes and the Document Matching Process
                        Mismatched Documents
                        Understanding Document Matching




About Faxing Tips

This topic provides some suggestions for assuring faxed documents get the fastest possible processing
and you get the best possible results.

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How the process works

When applicants fax documents to OPM‟s Technical Support Group (TSG), the documents are placed in
the Document Repository System (DRS), where they can later be viewed in the Agency Document
Viewer (ADV). Before they go into DRS, however, each document page must be identified in the system
so that it matches with the correct applicant and VIN, and is credited as the correct document type.
The system reads the fax cover sheet to determine the SSN and VIN of the applicant, and then a TSG
staff person -- a fax document reviewer -- decides from looking at each page of the fax to which of the
accepted document types it belongs. Normally, this occurs within hours of when the document arrives if
it comes in during the business day.

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What causes delays

The cover sheet is sacred!
Only OPM approved Fax cover sheets are acceptable. Do not modify the cover sheet. The processing
software needs the precisely aligned combinations of symbols, boxes and blank space in order to read
the form. If you modify the form, such as by adding agency logos or other text, you may render the
form void, and that will result in delays or the inability to process batches that come in with the invalid
cover sheet.




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There are a number of reasons why more effort may be required and why it may take more time to get
faxed documents into DRS. When faxed documents are submitted with missing or unreadable
information, the added workload may be substantial enough to cause delays of up to a few days in
their getting processed. For example, during a representative open period, 40% of the faxes had
problems like these:
           The cover page is missing. A staff person must print and fill out a cover sheet, then resubmit
            the documents.
           The SSN is missing from the cover sheet. If the SSN appears on one of the pages that are
            faxed, the staff person copies it. Usually, however, a programmer with USA Staffing access
            needs to research the database to try to find an applicant‟s SSN from the other information
            available in the fax.
           The name is missing from the cover sheet. If it can not be determined with certainty from the
            content of the documents, a programmer with USA Staffing access needs to research the
            database.
           Agencies or OPM offices fax documents for multiple applicants in one batch instead of one
            applicant per transmission. This requires TSG staff to print the entire faxed batch, sort it,
            create a cover sheet for each applicant, and resubmit each applicant‟s documents. Pages are
            sideways or upside down. Each page must be manually turned to the correct orientation.
Other situations that prevent faxes from matching up to applicant records are these:
           The VIN itself is not set up to accept supporting documents. The faxed documents in this case
            cannot be associated with the VIN or applicant records.
           The faxed documents are received and processed into DRS but applicant records have not yet
            been created. In particular, when you are doing manual rating, you must create each
            applicant‟s record before attempting to resolve the applicant‟s Mismatched Documents.

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What you can do for best results

The following suggestions may reduce costs and to avoid processing delays:
      1.    Encourage applicants to use the Document Upload Service (DUS) instead of faxing, wherever
            possible. When documents are uploaded instead of being faxed, the applicant indicates what
            the document is, and the Online Application supplies the applicant name, SSN, and VIN, so
            there is no need for any human involvement in figuring out where an uploaded document
            goes. The process completes automatically within about 30 minutes, and a forthcoming
            modification will soon make this an instantaneous process.
           Take the following considerations into account in your planning and communications about
           documents that will be uploaded:
                    If you require multiple documents, the applicant will be in PF status until the
                     applicant uploads one separate file for each of the required documents. If the
                     applicant instead combines multiple documents in a single file, the system will have
                     no way of knowing that, and the applicant will be in PF status due to the required
                     documents that seem to be missing. If you are requiring multiple documents, be sure
                     to stress to the applicant that each document must be a separate file in the upload
                     process.
                    If you opt to accept documents without requiring them, then the situation described
                     in the preceding bullet will not occur. However, the trade-off is that you will not be
                     able to determine from PF status whether the document is present or not.
                    If the applicant indicates an incorrect document type at the time of upload, the
                     document will have the wrong designation when viewed in ADV. The incorrect




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              document designation may also put the applicant in PF status if it causes the system
              to think a required document is missing.
2.   Provide clear instructions for, and easy access to, the appropriate fax cover sheet.
3.   Stress to applicants the importance of using the fax cover sheet and filling it out completely
     and legibly. It is very important that the VIN, SSN, and Last Name fields have readable
     information or the documents can not be matched with the applications.

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 Faxes and the Document Matching Process
 Topic Map
               About this topic
               Frequently Asked Questions
                        Documents are in the wrong folders. Why?
                        What can I do to prevent documents going into the wrong folders?
                        What are the rules for faxes and fax cover sheets?
                        How long does it take for a fax to get into the system?
                        Why can't I find the documents I'm looking for?
               Related topics:
                        Document Upload Service (DUS)
                        Documents Submitted by the Applicant
                        Faxing Applicant Documents
                        Faxing Tips for Best Results
                        Faxes and the Document Matching Process
                        Mismatched Documents
                        Understanding Document Matching




About this topic

 This topic is a list of Frequently Asked Questions dealing with faxes and the Document Matching
 process. It will help you understand what to expect and how to make the process go more smoothly.

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Frequently Asked Questions



Question 1 -- Documents are in the wrong folders. Why?

 When I look at applicant supporting documents that are shown as Résumé type documents, why do I
 see things that are not really résumés?


Answer 1

 Let‟s start with a little background information on exactly what happens when applicants fax documents
 in.
 When a fax comes in, it is a person, not a machine, that looks at it and decides as best as possible into
 which category to put each page of it. The only categories available for the reviewer to choose from are




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 the ones that the owner of the VIN has “turned on” as types of documents they will accept. (More
 details about this are in Answer 2 below.)
 Current policy is for the fax reviewers not to throw materials away. The people who review the faxes
 are only allowed to assign them to document categories that the VIN owner has turned on, and they do
 not have the authority to discard pages as not being “the right type of application materials”.
 Therefore, we have them facing a dilemma. They have a batch of pages faxed in, they can‟t throw
 them away, and they may not have been given a “proper” category to put them in, but they have to
 put them somewhere. So, the current practice is that anything that can not clearly go into one of the
 specific folders set up for the document types that have been enabled for the VIN, goes into the
 Résumé folder.
 This way, if applicants send in unusual types of document that they intend to be their résumés, they
 are given the benefit of the doubt, and the documents are credited to them as résumés. This keeps
 them from being in PF status.

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Question 2 -- What can I do to prevent documents going into the wrong folders?

 Is there anything I can do to help avoid having documents be classified as résumés if they are not
 actually résumés, and also avoid processing delays?


Answer 2

 Yes! Give the people who are reviewing the faxes more document types from which they can choose
 when they place the fax in a folder.
            On the Supporting Documents page on the Vacancy menu, click the first column to accept
             more document types – in other words, to “turn them on”. It might be advisable to “turn on”
             Miscellaneous as a catch-all, in addition to Veterans Documentation, and possibly Transcript
             and Qualifications. Remember: If you do not place a check in front of a document type to turn
             it on, that does not prevent a person from faxing that type in. It only means that the fax
             reviewer will have no appropriate folder into which to put that type of document, so it will go
             in the Résumé folder.




           Only mark a document type as Required if you want the absence of that document to keep an
            applicant in PF status.
           Provide clear instructions in the Job Announcement to encourage applicants to submit the proper
            documents. In particular, stress that if the applicant is faxing a Form 1203-FX, he or she must
            fax all 6 pages, even if some of them are blank. (The system expects a 6 page form. If fewer are
            received, a TSG staff person has to manually create the missing pages, and this can cause a
            delay.)
           If you anticipate that for a particular Job Announcement, applicants will fax in forms or
            documents that are unusual, let the fax review team know how you want them handled. To do
            this, follow these steps in order:

                1.   Complete the Supporting Documents page, and turn on the appropriate document types.
                2.   Create a ticket at the USA Staffing Help Desk powered by FootPrints. Explain the type of
                     document you are expecting and what document type you want it to be treated as.
                     Include one or more samples if appropriate. Indicate that the ticket is for the attention
                     of Gina McLean.
                3.   Release the Job Announcement any time you are ready, after completing the above
                     steps.


           Follow the rules for faxes and cover sheets in Answer 3.




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Question 3 -- What are the rules for faxes and fax cover sheets?

 What are the rules concerning faxes and fax cover sheets?


Answer 3

 Here are the rules for each type of fax:
    a)   Form 1203-FX: If you are faxing Forms 1203-FX (A.K.A. “C Forms”), you must fax in only one
         form per fax session. Then hang up and start a new session for the next form. You do not
         need to send a cover page in order to fax a Form 1203-FX.
    b)   Supporting Documents: If you are faxing supporting documents for an applicant, you must
         fax the documents for only one applicant per fax session. Then hang up and start a new session
         for the next applicant‟s documents. You must use a properly completed cover sheet for each
         applicant; do not fax any supporting documents without a completed cover sheet, except for
         the situation described in c) below.
    c)   Form 1203-FX and Supporting Documents together: You can fax one applicant‟s Form
         1203-FX and supporting documents together in a single session. If you do this, do not use a
         cover sheet.

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Question 4 -- How long does it take for a fax to get into the system?

 How long does it take for a fax to get into the system?


Answer 4

 Allow 24 hours for the fax to show up.

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Question 5 -- Why can't I find the documents I'm looking for?

 An applicant says he faxed in documents, and he has a fax transmittal confirmation from his fax
 machine, but it is over 24 hours and the documents are not in the system. Why not?


Answer 5

 Here are common reasons why the documents might not be in the system, or might be delayed in
 processing:


        Scenario A: If the fax arrived before the owner of the VIN has turned on the proper Supporting
         Documents to be accepted, there would be no folders for the VIN into which the reviewer could
         place them.



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          Scenario B: If there is no cover sheet, or if the cover sheet does not provide a readable and
           valid VIN, SSN, and Name, the reviewer can not properly place the documents. This can happen
           if the applicant faxes in documents before the Job Announcement is published, for instance.

When Scenario A or B occurs, the faxed documents are set aside in a temporary holding area by
date. If you believe that applicant documents you are looking for are in the holding area, you can open
a Help Desk ticket requesting that they be searched. Because you must provide the applicant‟s SSN,
you must log in to FootPrints to create this ticket; do not submit it by email. Include the SSN,
the VIN, the Name, and the date the person states he or she faxed the documents. The information
you provide will be used to supply the missing information and activate the documents if they are
located. Documents that are not moved from the holding area may eventually be purged.
Note: There is no process that automatically goes to the holding area to look for documents that were
placed there because of the situation described in Scenario A or B. For example, the fact that you
eventually post a Job Announcement does not cause the system to look in the holding area for
documents that were faxed in too early. If you do not request a search of the holding area for missing
documents, they will remain there until they reach their purge date.
           Scenario C: The office faxed in Forms 1203-FX for multiple applicants. The reviewers have to
            separate all the forms and scan each one in separately. This can delay processing. The
            reviewers will process the forms as soon as they can perform the extra steps needed to
            separate them and re-scan them.

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 Understanding Document Matching
 Topic Map
               About this topic
               Q and A
                       1. Why is the document in Mismatched status? I don‟t see anything wrong with
                           it.
                       2. How often does the Match Process run?
                       3. How long does the Match Process take to complete?
                       4. How can I know when I need to act on a Mismatched Document?
                       5. What does Potential Match Found mean?
                       6. What is the Mismatch Review Report for?
                       7. What is the Mismatched Documents Report for?
                       8. What happens if no applicant record ever gets entered?
                       9. How do I make the corrections to SSN or Name?
                       10. How do I get help with documents that are in Mismatched Status?
                       11. What is the process for documents that have been uploaded instead of
                           faxed?
               Related topics:
                        Document Upload Service (DUS)
                        Documents Submitted by the Applicant
                        Faxing Applicant Documents
                        Faxing Tips for Best Results
                        Faxes and the Document Matching Process
                        Mismatched Documents
                        Understanding Document Matching




About this topic

 This topic provides information you need to know in order to perform your role in clearing applicant
 documents out of Mismatched status. It discusses how the Document Matching Process works so that
 you can know what to expect and when.
 Below is a diagram that shows what happens to applicant documents that are faxed in. You can follow
 the numbered stages to see the steps a document would go through from start to finish. Below the
 diagram are the answers to frequently asked questions.




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1 – Mismatched Status

 Question: Why is the document in Mismatched status? I don‟t see anything wrong with it.
 Answer: All documents go into Mismatched status initially until the next Match Process completes. So,
 there may indeed be nothing wrong with the documents, but the Match Process has not had time to
 complete its run.

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2 – Match Process Schedule

 Question: How often does the Match Process run?
 Answer:
        For applicants in PF status, the process typically runs every 10 minutes.
        For applicants not in PF status,the process typically runs every 30 minutes. This includes
         these status codes: AA, AC, HA, HC, TA, TC, PL, PQ, IN.
        For applicants in PE status: The Match Process will not run at all because the application
         record itself is Pending Error Correction. You must clear all errors from the applicant record
         before the Match Process will look at it.

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3 – Match Process Duration

 Question: How long does the Match Process take to complete?
 Answer: The “short answer” is that it typically takes approximately 30 minutes for the Match Process
 to run to completion. However, to be more precise:
           For applications in PF status (5b in the above flow chart), the process usually takes less
            than 10 minutes to complete.
           For applications not in PF status (5a in the above flow chart), the process typically takes
            about 20 minutes to complete.
            In rare instances where the volume of records causes either Match Process to take longer to
            finish, so that it goes past its next scheduled start time (every 10 minutes for PF applications
            and every 30 minutes for non-PF applications), then the next cycle commences immediately at
            the conclusion of the previous one.

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4 – Identifying Mismatches

 Question: My VIN has a large number of applicants. How can I easily determine which ones I need to
 correct, and which ones I should leave alone for now because they are just waiting for the next cycle of
 the Match Process to run?
 Answer: You can run the Mismatch Review report to see which applicant documents have known
 discrepancies in the SSN, Name, or VIN. To do this, follow these steps:
       1.   Click the   Reports work area button on the top of the USA Staffing page.
       2.   Click the white   DRS button on the left menu.
       3.   Click   Mismatch Review.
       4.   Follow the instructions on the screen to generate the report.
 You can also directly search for a particular applicant to review the SSN, Name, and VIN directly. To do
 this, enter on the Mismatched Documents page the SSN and the VIN, and click the Search button.

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5 – Potential Match Found

 Question: When I am on the Mismatched Documents page in USA Staffing, I see an applicant
 document that has a check in the box for Potential Match Found. What does this mean?
 Answer: This means that for this document, the SSN matches an application record, but the name
 does not match. If there is no check in the box, it means that either the SSN is wrong on either the
 applicant record or the document, or that there is no application at all in the system.

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6 – Working with the Mismatch Review Report

 Question: What does this report tell me, and what do I do with this information?
 Answer: A document will appear on the report for one of two reasons:



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        Potential Match Found: The document has an SSN that matches an applicant record, but
         the name does not match. To resolve this, make a correction to the name on either the
         document or the applicant record so that they exactly match, including the spacing of letters.
        Unmatched Over 7 Days: The system can find no applicant record to match the SSN on the
         document, and it has been in this status for 7 days. To resolve this situation, you can either
         have the applicant submit an application (if the Job Announcement is still open) or you can
         key-enter the applicant record yourself. Documents that continue to be unmatched will be
         archived after 90 days of the closing date out of the active area.

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7 – Working with the Mismatched Documents Report

 Question: What does this report tell me, and what do I do with this information?
 Answer: This report shows all documents that can not be matched to any application record. The
 reason is because the SSN on the document does not match the SSN of any application received for the
 VIN. This would either be because the SSN on the document or the application is incorrect or missing,
 or because the applicant has not submitted an application at all. To resolve these cases, fix any
 incorrect or missing SSNs or enter the missing applicant information.

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8 – No Applicant Record

 Question: What happens if no applicant record ever gets entered?
 Answer: If the applicant does not submit an application, and if you do not enter one for the applicant,
 the document will remain unmatched. After 90 days of the closing date, the document will be archived
 off the active system and will disappear from reports and displays.

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9 – Making Corrections

 Question: How do I make the corrections to SSN or Name?
 Answer: Here is how you make the changes.
        To change the SSN or Name on the document: Go to the Mismatched Documents page.
        To change the SSN or Name on the Applicant Record: Go the Biographical Information
         page of the Applicants menu. Type the appropriate changes on the form. Click Save.

        To manually enter a missing Applicant Record: Follow the instructions for Key Entry of a
         New Applicant.
 After you make the corrections, remember to allow enough time for the next cycle of the Match Process
 to start and for it to complete its run before the documents disappear from the Mismatched Documents
 page. (See sections 2 and 3 above.)



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10 – Getting Help

 Question: How do I get help with documents that are in Mismatched Status?
 Answer: Normally, if you have resolved the problems with incorrect or missing information or
 applications, the normal Match Process will remove the documents from Mismatched status in about an
 hour. If substantially more time has elapsed after you made all appropriate corrections, and the
 document is still in Mismatched status, open a Help Desk ticket in FootPrints to obtain assistance.

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11 – Uploaded Documents

 Question: What is the process for documents that have been uploaded instead of faxed?
 Answer: At the moment, uploaded documents enter the process at box 3 in the above flow chart, and
 go through the same Match Process as faxed documents.
 On the Document Upload Service page, the applicant indicates the type of document, so no one from
 the Document Review Team needs to look at it. The VIN, applicant name and SSN all come from
 responses the applicant provides in the Online Application, so the documents can be matched
 completely through automation.
 A system enhancement is already being developed that will allow uploaded documents to bypass the
 Match Process entirely. They will then be added to the system as already matched. This will provide
 an additional benefit of using the Document Upload Service instead of faxing documents.
 Note that until this enhancement is in place, uploaded documents may appear for a short time in
 Mismatched Documents status while they wait for the completion of the next Match Process cycle.
 During this short period of time while they are waiting for the Match Process to run (see the answer to
 question 3), you do not need to take any action.

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Batch Print Documents
Topic Map
              About Batch Printing
              Using the Batch Print Documents function
                           Partial files in a set




About Batch Printing

This feature is invoked by a button located on the Certificate page, which is under the Referral button
on the left menu. You can use this feature to conveniently print all supporting documents for applicants
on a certificate or stored list. Each applicant‟s documents will be presented in the following order,
assuming they are being accepted for the VIN:
        Résumé
        Transcript
        Qualifications
        Miscellaneous
        Veteran Preference documents

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Using the Batch Print Documents function

To use batch printing, follow these steps:
    1.   Go to the Certificate page, which is located on the Referral menu. (See Figure 1.)




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           Figure 1: The Certificate page.


      2.    Click the Batch Print Documents button, which appears below the list of applicants. A
            pop-up message will appear to let you know the request for a batch print file of documents
            was successful (see Figure 2). When the Document Print File is ready, you will receive
            notification by email (see Figure 3). Make note of the Certificate ID in the subject line of the
            email. This ID will be listed under the Report Name column when you retrieve and open the
            print file. Note: There must be applicants on the Certificate or Stored List or you will receive
            an email telling you no documents were retrieved.




           Figure 2: This message tells you the system received your request for batch printing.




           Figure 3: the email notice that the batch print job is ready
Partial files in a set




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                                                                      10 Overview of the Staffing Process


If the number of pages in your print file exceeds 200, the system will break the print file out into a set
of multiple partial files of 200 pages each. Each partial file of the set of print files will have the same
Report Name, followed by a numeric suffix showing which part it is. For example, the print files for a
certificate with 450 pages of applicant supporting documents might be listed in Stored Reports as:
         Print File: 111543 1
         Print File: 111543 2
         Print File: 111543 3



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    3.    To retrieve your batch print file, follow these steps:
              a.    Click the Reports button on the top menu bar to get to the Reports work area (see
                   Figure 4).
              b.   Click the   DRS button on the left menu (see Figure 5).
              c.   Click Batch Print Documents on the left menu (see Figure 5). The report(s)
                   will be listed on the Stored Reports table (see Figure 6). The Report Name has the
                   same six-digit number as the CertificateID listed in the subject line of the
                   confirmation email you received (see step 2 above). See also: Partial files in a set
                   in the green box on this page.




      Figure 4: the Reports button on the top menu bar




         Figure 5: the left menu bar showing the DRS white button and the Batch Print Documents
         option selected




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USA Staffing Online Help System




             Figure 6: The Stored Reports table shows reports that are ready.


  4.   Click the Report Name to display the file in Adobe Acrobat. You can use the Print function of
       Adobe Acrobat to send individual or all pages to a printer.

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Applicant Flags and NOR Message Codes in the
Applicant Record
Topic Map
               About Applicant Flags
                          What are Applicant Flags?
                          How do I use Applicant Flags?
                          What Applicant Flags can I use? How do I add a new one?
               About Notice of Result (NOR) Messages




About Applicant Flags

What are Applicant Flags?

Applicant Flags are annotations that appear on the certificate. They typically indicate that the applicant
meets certain criteria -- such as fluency in a foreign language -- or that some kind of review or follow
up is needed -- such as course work which is pending completion. This is a convenient way to alert the
selecting official.
Here are some sample Applicant Flags:
        Outstanding Scholar
        VEOA Eligible
        Bilingual - Spanish
        Must Provide Transcripts

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How do I use Applicant Flags?

You can have Applicant Flags set automatically or you can set them manually.
        Automatically setting Applicant Flags: You can set up your Questionnaire so that if an
         applicant chooses a particular response, a flag is automatically turned on. You would do this
         on the Questionnaire Builder page.
        Manually setting Applicant Flags: You can turn flags on or off for a particular applicant.
         You would do this on the Applicant Flags page of the Application Information menu.

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What Applicant Flags can I use? How do I add a new one?


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USA Staffing Online Help System


The flags that are available to you are the ones established on the Applicant Flags page on the
Preferences menu of the Administration work area. If a flag you want to use is not available, it can be
added there by a person with an appropriate Permissions Profile.

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About Notice of Result (NOR) Messages
Notice of Result (NOR) Messages are messages that appear on the Notice of Results that goes to the
applicant. More details.

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NOR Message Code List
Topic Map
                About NOR Message Codes
                NOR Message Codes table




About NOR Message Codes
The table below lists all NOR message codes that OPM has provided at the System level, and that are
available to all users.
If you wish to add NOR Message codes of your own at the Organization or Office level, you may do so
from within the Administration Work Area if you have the appropriate Permissions Profile. More details.

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NOR Message Codes table
Jump to codes starting with:
         E (Eligible)
         I (Ineligible)
         M (Message)
         N (Not Rated)



Code             Description


EL               You are eligible for this specialty and grade.


ER               Your eligibility for this grade is for research
                 positions only.


ES               You are eligible for this specialty and grade
                 based on your claim that you will complete
                 the required education in the near future.



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IA               You did not pass the written test.


IAM              Ineligible Application Missing (As advertised,
                 applications received without all completed
                 forms will not be considered.)


IB               You are not qualified for this specialty at the
                 grade/salary level, which you desire. You may




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               wish to reapply for consideration for positions
               at lower grade levels.


IC             Your application does not show that you meet
               the minimum training/education requirements
               for this specialty and grade.


ID             You do not meet the minimum education and
               or experience requirements for this specialty
               and grade.


IE             Your application does not show that you have
               the length of specialized experience needed
               for this specialty and grade.


IF             Your application does not show that you have
               the required level of knowledge, skills, and
               abilities for this specialty and grade.


IFM            Ineligible Forms Missing (You did not submit
               the required forms as specified in the
               announcement.)


IG             You did not respond to official
               correspondence.


IH             Civil Service competitive examinations are
               open only to citizens and nationals of the
               United States of America. Federal agencies
               can hire non-citizens under certain conditions.
               Further information regarding employment of
               non-citizens is available at www.usajobs.gov
               under Frequently Asked Questions (FAQ) and
               "How to Apply."


IJ             Your application does not show that you meet
               the minimum age requirements for this
               position.


IK             Your application shows your age exceeds the
               maximum limits established for this position.


IM             You did not take the test required for this
               specialty and grade.


IO             No determination of your eligibility could be
               made because you left the exam room
               without completing the written test.


IP             You did not pass the oral interview required
               for this specialty and grade.


IQ             Your application does not show that you
               possess the license required for this specialty
               and grade.




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                                                         10 Overview of the Staffing Process




IRM   Ineligible Resume Missing (You did not submit
      the required resume as specified in the
      announcement.)


IS    You did not obtain a sufficiently high score on
      the written test.


IW    Your application does not show that you have
      the required specialized skills needed for this
      specialty and grade.


IX    Your eligibility for this occupational specialty
      and grade has been inactivated at your
      request.


IY    Your application does not show that you have
      the required typing and/or stenography skills
      needed for this position.


IZ    We can not establish your eligibility for this
      specialty and grade because we are closed to
      receipt of new applications at this time.



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MB    Your rating includes 5-point vet preference.
      To receive 10 points preference you must
      submit a Standard Form 15 along with the
      required proof. The forms are available from
      your OPM Service Center. When proof is
      received, you will be notified that 5 additional
      points have been added to your rating.


MC    The results shown on the enclosed Notice
      reflect the highest scores you have achieved
      on the written test you have taken for this
      occupation.


MD    The information shown on this Notice
      supersedes all information you received in
      earlier Notices from this examining office for
      this occupation.


MG    You selected one or more geographic codes
      that were closed at the time you applied. The
      geographic codes shown on the enclosed
      Notice are the open locations you selected.


MK    The results shown on the enclosed Notice
      reflects the most recent scores you have
      achieved on the assessments for this position.


ML    Your rating(s) takes into account your claim of
      superior academic achievement for your




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                 undergraduate coursework. Should you be
                 selected for a position, you will be required to
                 provide the hiring agency with the proof of
                 your superior academic achievement before
                 you report to work.


MM               You are eligible based on your indication that
                 you will complete the required education in
                 the near future. If you are selected for a
                 position, you may not begin work until you
                 prove to the hiring agency that you have
                 completed your education.


MN               The change(s) you requested has been made
                 and incorporated into your record.


MO               Some Federal jobs for this occupation are
                 filled by direct application to the hiring
                 agency. To find out which agencies are
                 accepting applications, contact the USAJOBS
                 website at
                 http://www.usajobs.gov


MR               Your application indicates that you will not
                 accept the salary for this specialty at this
                 grade. We have rated your application for the
                 highest open grade associated with this
                 specialty.



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NR               We have not reviewed your qualifications for
                 this specialty and grade. However, we have
                 accepted your application and will review it
                 when a job exists which matches your
                 availability and skills. If upon later review we
                 find that you are ineligible, we will notify you.



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Record Status Codes
Topic Map
                About Record Status Codes
                List of Record Status Codes



About Record Status Codes
Record Status Codes are a part of every Applicant record. The Record Status Code in an Applicant
record determines how the Applicant is seen by the system, and whether or not that applicant is
referred. For example:
         For a temporary vacancy, you may wish to exclude applicants who are already on a similar
          temporary referral.
         For a career or career conditional vacancy, you would normally include people who are
          currently on a referral list for a temporary position, but may decide not to include people who
          are already on similar career or career conditional referrals.
Each Applicant record can have only one Record Status Code at a time, the code will change over the
life of the Applicant Record.
         The system may automatically change the Record Status Code based upon user or applicant
          actions or other business rules. Events that cause automatic changes include:
                   The applicant has submitted some, but not all, forms. (PF)
                   The applicant is rated eligible. (AA)
                   A referral list or certificate is issued with the applicant's name on it. (AC or TA or TC,
                    depending upon the situation)
                   A certificate with the applicant's name on it is audited. (AA, HH, HC, or many other
                    possibilities, depending upon the situation)
                   The applicant's eligibility expires. (EX)
         A user may manually change a record status code as circumstances dictate.

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List of Record Status Codes
These are the Record Status Codes for Applicant Records in USA Staffing.


AA          Eligible for Certificate, and not currently out on any certificate/referral list.

AC          On Career Certificate

DP          Duplicate Processed

DU          Duplicate Unprocessed

EX          Eligibility Expired

HA          Hired for a Temp/Term Certificate.

HC          Hired from a Temp/Term Certificate and on a Career
            Certificate




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HH         Hired form a Career Certificate

IN         Ineligible for Certificate

PE         Pending Due to Error in the Applicant Record. Use Advanced Search to find all PE
           records. To do this, follow these steps:
                1.   Click   Advanced.
                2.   In the Look In drop down selection box, select    Applicants.
                3.   In the Record Status drop down selection box, select     PE.
                4.   In the Vacancy ID type the VIN.
                5.   Click GO. All PE records for the VIN will be listed in a search results table at the
                     bottom of the page. (See also Opening Multiple Windows and Working With
                     Browse Tables.)
                6.   For each Applicant Record in the search results table, click Open to get to the
                     Assessment Information page and proceed from there to make necessary
                     corrections to the records.


PF         Pending Form. This means that one or more required documents was not received, or is
           mismatched. You can see which forms have been received and matched by visiting the
           Documents page on the Applicants menu. If the document is mismatched, you can clear
           this code by visiting the Mismatched Documents page on the Applicants menu and
           resolving the mismatched documents. More information about working with Mismatched
           Documents

PI         Pending Rating. This code is used internally and should never appear by the time you are
           viewing a record. If it does appear, it means an automated process failed and the reason
           needs to be determined by a technician. Submit a ticket to the Help Desk.

PJ         Pending Assessment Component Review. There is an error in one of your Assessment
           Components -- probably the Rating Criteria for the Questionnaire. To clear this code, you
           must fix the error in the Assessment Component. Then re-rate the applicants who have the
           PJ code.
           Example: The VIN is for grades 9, 11, and 12. The Assessment Plan is constructed in such
           a manner that an applicant is rated qualified for grade 9 and 12, but unqualified for grade
           11. The system detects this as a condition that does not make sense, and codes the record
           as PJ to alert you.

PL         Pending Additional Components. This means that one or more required assessments
           has not been completed or the results have not been properly matched with the Applicant
           Record. To clear this code, enter ratings for all required assessments and/or clear any
           mismatches that appear on the Mismatched Assessment page. If a manual rating is
           involved, you must enter the rating on the Assessments of the Applicant page.
           For more details, see Assessment Matching.

PQ         Pending Quality Review. To clear this code, review the application as appropriate, and
           then select Re-rate in the applicant's record.

PR         Pending Rating User Initiated (This code is not used in USA Staffing for the Web, effective
           August 2004.)

SS         Suspended Status

TA         On a Temp/Term Certificate

TC         On a Temp/Term Certificate and on a Career Certificate


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 Pay Plans of the U.S. Federal Government
 Topic Map
                About Pay Plans
                          Browser Search Function
                Alphabetical Index of Pay Plan Codes



 About Pay Plans
 This topic contains a list of the pay plans used in the U.S. Federal Government, and their corresponding
 codes as used in USA Staffing and USAJOBS.
 Browser Search Function
 You can use the Search or Find function that is built into your browser to find information on a page.
 Typically, you would use the Control key and the letter "F" to begin a search. (Press and hold down the
 Control key -- "Ctrl" -- the type the letter F.)
 "Find" is also usually on the browser's Edit menu.

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          To look up by code: Click the letter of the alphabet on the index that corresponds with the first
           letter of the code. Alternatively, you can use your browser search function for the two letter
           code if you know it.
          To search for a code when you know part of the Pay Plan title or the name of the agency the
           to which the pay plan is restricted:



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 Alphabetical Index of Pay Plan Codes
  A        B       C         D      E       F         G      H       I       J
  K        L       M         N      O       P         Q      R       S       T
  U        V       W         X      Y       Z


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Code                     Pay Plan Title                           Restricted to

AA     Administrative Appeals Judges

       Administratively Determined Rates, Not Elsewhere
AD
       Specified
                                                            Administrative Office of
 AE    Executive SVC for the AOC
                                                            the US Courts




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                                                                  10 Overview of the Staffing Process



                                                        AID, BBG, State,
 AF    American Family Members, Pl 96-465, Sec 311      Agriculture, Commerce,
                                                        Peace Corps

AG     FDIC Summer Program                              FDIC Only

 AJ    Administrative Judges                            Nuclear Regulatory

 AL    Administrative Law Judges

AS     Nonsupervisory negotiated pay employees

 AT    FAA Air Traffic Controller Compensation Plan     Transportation, FAA Only


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Code                      Pay Plan Title                     Restricted to

BB     Nonsupervisory - Negotiated Pay Employees

 BL    Leader - Negotiated Pay Employees

       Printing And Lithographic - Negotiated Pay
 BP
       Employees

BS     Supervisory - Negotiated Pay Employees



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Code                      Pay Plan Title                     Restricted to
                                                        Board Of Contract
CA     Board Of Contract Appeals
                                                        Appeals
CB     FDIC Wage Grade Non-Supervisory Pay Schedules    FDIC Only
                                                        EPA, Commerce & HHS
CC     Commissioned Corps Of Public Health Service.
                                                        only

CD     SES Candidate Development Programs

 CE    Contract Education--Year Long                    Interior, Indian Affairs
 CF    FDIC Wage Grade Supvry Pay Schedules.            FDIC Only
CG     Corporate Graded                                 FDIC Only
       FDIC Wage Grade Supvry Spc Schedule Printing
CH                                                      FDIC Only
       Employees
       FDIC Wage Grade Supvry Spc Schedule Printing
 CI                                                     FDIC Only
       Employees
       FDIC Wage Grade Non-Supvry Spc Schedule
 CJ                                                     FDIC Only
       Printing Employees
 CL    Court Personnel System                           FDIC Only
       FDIC Supervisory & Managerial Positions below the
CM                                                       FDIC Only
       executive level
       Non-Federal County Employees Of The Farm         Agriculture, Farm
CO
       Service Agency                                   Service Agency
 CP    Civilian Pay                                     US Senate
       Commodity Futures Trading Comm positions         Commodity Futures
 CT
       previously under AD, ES, GM, and GS              Trading Commission
CU     Credit Union Employees                           National Credit Union




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 USA Staffing Online Help System



                                                          Admin
 CY    Contract Education--School Year                    Interior, Indian Affairs

CZ     Canal Zone General Schedule - Type Positions


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Code                     Pay Plan Title                          Restricted to
DA     Demonstration Administrative                       Navy
DB     Demonstration Engineers And Scientists.            Defense Departments
       Demonstration Engineers And Scientists
DE                                                        Defense Departments
       Technicians.
DG     Demonstration General                              Navy

DH     Demonstration Hourly

 DJ    Demonstration Administrative.                      Defense Departments

DK     Demonstration General Support.                     Defense Departments

 DL    Applied Skills Demonstration Project.              Veterans Affairs
       Defense Nuclear Facilities Safety Board Excepted   Defense Nuclear
DN
       Service Employees                                  Facilities Safety Board
DP     Demonstration Professional                         Navy
DQ     Demonstration Artisan Leader.                      Defense Departments
DR     Demonstration Air Force Scientist And Engineer.    Air Force
DS     Demonstration Specialist                           Navy
DT     Demonstration Technician                           Navy
DV     Demonstration Artisan.                             Defense Departments

DW     Demonstration Salaried

DX     Demonstration Supervisory Level

DZ     Demonstration Artisan Supervisor.                  Defense Departments


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Code                     Pay Plan Title                          Restricted to
                                                          Tennessee Valley
 EA    Administrative Schedule (Excluded)
                                                          Authority (TVA) Only
 EB    Clerical Schedule (Excluded)                       TVA Only
 EC    Engineering & Computing Schedule (Excluded)        TVA Only

ED     Expert (5 U.S.C. 3109)

 EE    Expert (Other)

 EF    Consultant (5 U.S.C. 3109)

EG     Consultant (Other)

EH     Advisory Committee Member (5 U.S.C. 3109)

 EI    Advisory Committee Member (Other)

 EJ    Department of Energy Organization Act Excepted     Depts Of Energy &




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       Service                                             Homeland Security
       National Defense Authorization Act Of 1995
 EK                                                        Dept Of Energy
       Excepted Svc
EM     Executive Mobility Opportunities                    FDIC Only
       National Nuclear Security Administration Excepted   National Nuclear
EN
       Service                                             Security Administration
EO     FDIC Executive Pay                                  FDIC Only
                                                           Defense Intelligence
 EP    Defense Intelligence Senior Executives Service
                                                           Agency

 ES    Senior Executive Service (SES)

 ET    GAO Senior Executive Service General Accounting     Office Only
 EV    FAA Executive Compensation Plan                     Transportation, FAA

 EX    Executive Pay

                                                           US Securities &
 EZ    Professional Economist                              Exchange Commission
                                                           Only


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Code                     Pay Plan Title                         Restricted to
       Foreign Service Chiefs Of Mission, P.L. 94-464,
 FA                                                        AID & State Dept
       Section 103(1)
 FB    FAA SES                                             Transportation, FAA
                                                           AID under PASA
 FC    Foreign Compensation
                                                           assignment
 FD    Foreign Defense                                     Defense Departments
                                                           AID, APHIS, BBG, State,
       Senior Foreign Service (SFS) P.L. 96-465, Section   Agriculture FAS,
 FE
       103(3)                                              Commerce ITA, Peace
                                                           Corps
 FF    Nonsupervisory Production Facilitators              Transportation, FAA
 FG    Similar To The General Schedule.                    Transportation, FAA
 FJ    Officials On Noncareer Appointments                 Transportation, FAA
 FL    Wage Leaders                                        Transportation, FAA
       Former Performance Management And Recognition
FM                                                   Transportation, FAA
       Service Employees
 FN    Supervisory Production Facilitators                 Transportation, FAA
                                                           AID, APHIS, BBG, State,
                                                           Agriculture FAS,
 FO    Foreign Service Officers
                                                           Commerce ITA, Peace
                                                           Corps
                                                           AID, APHIS, BBG, State,
       Foreign Service Personnel, P.L. 96-465, Section     Agriculture FAS,
 FP
       103(5)                                              Commerce ITA, Peace
                                                           Corps

       Wage Supervisors (Similar To Supervisory Pay
 FS                                                        Transportation, FAA
       Schedule Under Federal Wage Sys)

 FT    FAA SES                                             Transportation, FAA
       Federal Aviation Administration Core
 FV                                                        Transportation, FAA
       Compensation Plan




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FW     Wage Grade                                         Transportation, FAA
 FX    FAA SES                                            Transportation, FAA
 FZ    Consular Agent                                     State Dept


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Code                      Pay Plan Title                       Restricted to

GG     Grades Similar To General Schedule

       GG Employees Converted To the PMRS Merit Pay
GH
       Plan
       Employees covered by PMRS termination
GM
       provisions
       Nursing At The Warren G. Magnuson Clinical
GN                                                        HHS, NIH
       Center

GS     General Schedule

       Employment Under Schedule A 213.3102(W)
GW
       Classified Under And Paid A GS Rate


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Code                      Pay Plan Title                       Restricted to

HG     OMHAR Compensation Plan

                                                          House of
HS     House Of Representatives Pay Plan
                                                          Representatives
       Haskell Indian Nations University Demonstrations
HU                                                        Interior Only
       Project

HX     OMHAR Executive Compensation Plan


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Code                      Pay Plan Title                       Restricted to
       Senior Intelligence Executive Service (SEIS)
 IE                                                       Defense Departments
       Program
 IJ    Immigration Judge Schedule                         Justice
       Senior Intelligence Professional Service (SIP)
 IP                                                       Defense Departments
       Program
 IR    Internal Revenue Pay Schedule                      Treasury, IRS

 IS    Smithsonian Institution


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Code                      Pay Plan Title                       Restricted to
       Demonstration FBI Scientific And Engineering
 JA                                                       FBI Only
       Positions
 JB    Demonstration FBI Technical Positions              FBI Only
 JC    Demonstration FBI Intelligence Analyst Positions   FBI Only
 JD    Demonstration FBI Language Translator Positions    FBI Only




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 JE    Demonstration FBI Medical Positions                  FBI Only
       Graded Tradesmen & Craftsmen (Excldg
 JG                                                         Admin Ofc Of US Courts
       Lithographers/ Printers)
 JL    Leaders Of Tradesmen & Craftsmen                     Admin Ofc Of US Courts
 JP    Non-Supervisory Lithographers And Printers           Admin Ofc Of US Courts
 JQ    Lead Lithographers And Printers                      Admin Ofc Of US Courts
 JR    Supervisory Lithographers And Printers               Admin Ofc Of US Courts
 JS    Judicial Salary Plan                                 Judicial Branch
 JT    Supervisory Of Tradesmen And Craftsmen               Admin Ofc Of US Courts


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Code                     Pay Plan Title                           Restricted to
KA     Kiess Act                                            GPO
KB     GPO negotiated rates for Bookbinders                 GPO
 KE    GPO negotiated rates for Electricians                GPO
KG     Non-Craft Non-Supervisory                            Bureau of Engraving
 KI    GPO negotiated rates for compositors                 GPO
 KJ    GPO negotiated rates for machinists                  GPO
 KL    Non-Craft - Leader                                   Bureau of Engraving
KM     GPO negotiated rates for presspersons                GPO
KN     GPO negotiated rates for offset strippers            GPO
       GPO negotiated rates for offset platemaker
KO                                                          GPO
       strippers
       GPO negotiated rates for engineering
 KP                                                         GPO
       journeypersons
KS     Non-Craft - Supervisory                              Bureau of Engraving
       GPO negotiated rates for printing plant workers --
 KT                                                         GPO
       80%
       GPO negotiated rates for printing plant workers --
KU                                                          GPO
       85%
       GPO negotiated rates for printing plant workers --
KV                                                          GPO
       90%
       GPO negotiated rates for printing plant workers --
KW                                                          GPO
       95%
       GPO negotiated rates for printing plant workers
KX                                                          GPO
       100%
       GPO negotiated rates for printing plant workers,
 KY                                                         GPO
       Equity Pay


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Code                     Pay Plan Title                           Restricted to
                                                            Secret Service,
 LE    United States Secret Service Uniform Division
                                                            Homeland Security
 LG    Liquidation Graded                                   FDIC Only
 LP    Law Enforcement Pay                                  US Senate


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Code                     Pay Plan Title                       Restricted to
MA     Milk Marketing                                  Agriculture
MG     OMHAR Compensation Plan                         Dept Of HUD Only
MH     Mail Handler                                    US Postal Service
MS     OMHAR Executive Compensation Plan               Dept Of HUD Only
MX     OMHAR Compensation Plan                         Dept Of HUD Only


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Code                     Pay Plan Title                       Restricted to
       Nonappropriated Funds - Nonsupervisory And
NA
       Nonleader - Federal Wage System
       Office Of The Comptroller Of The Currency       Comptroller of the
NB
       Compensation Plan                               Currency, Treasury
NC     NRL Administrative Support                      Navy Only
ND     Demonstration Scientific And Engineering.       Navy Only

 NF    NF Pay Plan

NG     Demonstration General Support.                  Navy Only
       Business Management And Technical Management
NH                                                     Defense Departments
       Professional
 NI    National Imagery And Mapping Pay Band           Defense Departments
 NJ    Technical Management Support                    Defense Departments
NK     Administration Support                          Defense Departments
       Nonappropriated Funds - Leader - Federal Wage
 NL
       System
                                                       Navy Research
NO     NRL Administrative Specialist/Professional
                                                       Laboratory
                                                       Navy Research
 NP    NRL Science & Engineering Professional
                                                       Laboratory
                                                       Navy Research
NR     NRL Science & Engineering Technical
                                                       Laboratory
       Nonappropriated Funds - Supervisory - Federal
NS
       Wage System
 NT    Demonstration Administrative And Technical.     Navy
                                                       Corp For Nat'l &
NX     Executive-Level & Managerial Positions
                                                       Community Svc.
                                                       Corp For Nat'l &
 NY    All Other Positions
                                                       Community SVC.


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Code                     Pay Plan Title                       Restricted to

OC     Office Of The Comptroller Of The Currency

OE     Senior Executive Service Assignment


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Code                       Pay Plan Title                   Restricted to
                                                      General Accounting
 PA    Attorneys And Law Clerks
                                                      Office
                                                      ATF (Justice) and ATTTB
PD     Demonstration Project, ATF                     (Treasury), Customs &
                                                      Secret Svc (DHS)
                                                      General Accounting
 PE    Evaluator And Evaluator Related
                                                      Office Only
PG     Printing Office Grades                         GPO
 PJ    GPO, AFGE, 12% night rate                      GPO
 PL    PlAnt Operators Schedule                       TVA Only
PQ     GPO Police, day rate                           GPO
 PS    Postal Service Employee                        US Postal Service Only
 PU    GPO White Collar -- 10% night rate             GPO
 PZ    GPO Police, 10% night rate                     GPO


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Code                       Pay Plan Title                   Restricted to
QC     USPS City Carrier                              US Postal Service Only


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Code                       Pay Plan Title                   Restricted to
RA     Senior Scientific Research Service             Agriculture
RC     USPS Rural Carrier                             US Postal Service Only
RS     Senior Biomedical Research Service             HHS, PHS


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Code                       Pay Plan Title                   Restricted to
SA     Administrative Schedule                        TVA Only
SB     Clerical Schedule                              TVA Only
SC     Engineering And Computing Schedule             TVA Only
SD     Scientific & Programming Schedule              TVA Only
 SE    Aide And Technician Schedule                   TVA Only
 SF    Custodial Schedule                             TVA Only
SG     Public Safety Schedule                         TVA Only
SH     Physicians Schedule                            TVA Only
 SJ    Scientific & Programming Schedule (Excluded)   TVA Only
       Securities & Exchange Comm. White-Collar       Securities & Exchange
SK
       Employees                                      Commission

 SL    Senior Level Positions

SM     Management Schedule                            TVA Only
SN     Senior Level System                            Nuclear Regulatory
       Securities & Exchange Comm. Senior Executive   Securities & Exchange
SO
       Level                                          Commission




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 SP    Park Police                                      Interior

SR     Statutory Rates Not Elsewhere Specified

SS     Senior Staff Positions                           National Credit Union

 ST    Scientific And Professional

                                                        Transportation Security
SV     TSA Non-Executive Pay System
                                                        Admin, DHS
                                                        Transportation Security
SW     TSA Executive Pay System
                                                        Admin, DHS


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Code                     Pay Plan Title                      Restricted to
 TA    Construction Schedule                            TVA Only
       Maintenance Schedule (Power Generating
 TB                                                     TVA Only
       Facilities)
 TC    Chemical Operators Schedule                      TVA Only
TD     Plant Operators Schedule                         TVA Only
       Operating & Maintenance Schedule (Non-Power
 TE                                                     TVA Only
       Generating Facility)
 TF    Federal Housing Finance Board Executive Level    Fed Housing Finance Bd
                                                        Treasury, Thrift
TG     Office Of Thrift Supervision Salary Schedule
                                                        Supervision
TM     Federal Housing Finance Board Merit Pay          Fed Housing Finance Bd
 TP    Teaching Positions                               Defense Education
       Police Forces Of The U.S. Mint And Bureau Of     Treasury, US Mint &
 TR
       Engraving and Printing                           Engraving & Printing
 TS    Federal Housing Finance Board Step System        Fed Housing Finance Bd
       Bureau Of Engraving & Printing And U.S. Mint
TW                                                      Treasury
       Police Officers In Wash, Dc


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Code                     Pay Plan Title                      Restricted to

UA     General Schedule For Non-Appropriated Agencies


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Code                     Pay Plan Title                      Restricted to
VC     Canteen Service                                  Veterans Affairs
 VE    Veterans Canteen Service Executives              Veterans Affairs
                                                        Farm Credit & Farm
VG     Clerical And Administrative Support              Credit Sys Insurance
                                                        Corp
                                                        Farm Credit & Farm
VH     Professional, Administrative, And Managerial     Credit Sys Insurance
                                                        Corp
VM     Medical And Dental                               Veterans Affairs
VN     Nursing                                          Veterans Affairs




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                                                                       10 Overview of the Staffing Process



 VP    Clinical Podiatrists And Optometrists Schedule       Veterans Affairs


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Code                     Pay Plan Title                            Restricted to
       Navigational Lock And Dam Operations And
WA     Maintenance In U.S. Army Corps Of Engineers-         Army
       Super
       Wage Positions Under The Federal Wage System
WB
       Not Otherwise Designated
       Production Facilitating Non-Supervisory - Federal
WD
       Wage System
WE     Currency Manufacturing                               Treasury
       Nonsupervisory Pay Schedules - Federal Wage
WG
       System
WJ     Hopper Dredge Schedule, Supervisory                  Army
WK     Hopper Dredge Schedule, Nonsupervisory               Army

WL     Leader Page Schedule - Federal Wage System

WM     Maritime Pay Schedule - Federal Wage System

WN     Production Facilitating Supervisory Federal Wage

       Navigational Lock And Dam Operation And              U.S. Army Corps Of
WO
       Maintenance Positions                                Engineers
       Aircraft, Electronic Equipment, And Optical
WQ
       Instrument Overhaul And Repair In Puerto Rico
       Aircraft, Electronic Equipment, And Optical
WR
       Instrument Overhaul And Repair In Puerto Rico

WS     Supervisory Pay Schedules - Federal Wage System

       Apprentices And Shop Trainees - Federal Wage
WT
       System
       Aircraft, Electronic Equipment, And Optical
WU
       Instrument Overhaul And Repair In Puerto Rico
       Employment Under Schedule A 213.3102(W)
WW
       Classified Under and Paid at a Regularly Establish
       Navigational Lock & Dam Operation & Maintenance U.S. Army Corps Of
WY
       Positions                                       Engineers


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Code                     Pay Plan Title                            Restricted to
       Special Overlap Area Rate Schedule -
XA                                                          Interior
       Nonsupervisory - Federal Wage System
       Special Overlap Area Rate Schedule - Leader -
XB                                                          Interior
       Federal Wage System
       Special Overlap Area Rate Schedule - Supervisory
XC                                                          Interior
       -Federal Wage System
       Nonsupervisory Production Facilitating Special
XD
       Schedule Printing Employee
       Supervisors Of Negotiated Rate Employees -
 XE                                                         Interior, Reclamation
       Federal Wage System (Interior Only)
 XF    Floating Plant Schedule (Other Than Hopper           Army




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       Dredge) Schedule -- Nonsupervisory -- Federal
       Wage
       Floating Plant (Other Than Hopper Dredge)
XG                                                       Army
       Schedule --Nonsupervisory -- Federal Wage
       Floating Plant (Other Than Hopper Dredge)
XH
       Schedule --Nonsupervisory -- Federal Wage

 XL    Leader Special Schedule Printing Employee

       Supervisory Production Facilitating Special
XN
       Schedule Printing Employee
       Nonsupervisory Special Schedule Printing
 XP
       Employee

XS     Supervisory Special Schedule Printing Employee


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Code                     Pay Plan Title                         Restricted to
       Temporary Summer Aid Employment Under
 YV
       Schedule A 213.3102(V)
       Student Aid Employment Under Schedule A
YW
       213.3102(W), Paid At A Special Rate


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Code                     Pay Plan Title                         Restricted to
ZA     Administrative                                    Commerce
 ZP    Scientific And Engineering Professional           Commerce
ZS     Administrative Support                            Commerce
 ZT    Scientific And Engineering Technician             Commerce
       Volunteer & Other Unpaid Work Experience -- Pay
ZZ
       basis WC (without compensation)


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Narrative Text Questions
Topic Map
              About Narrative Text Questions
              Uses for Narrative Text Questions
                                Need expert assistance developing assessments?
                       Support for Experience Claimed on a Self-Report Questionnaire
                       Accomplishment Record
                       Open-Ended Writing Assessments
              Viewing and printing Narrative responses



About Narrative Text Questions
Using Narrative Text Questions as part of the online application, you can ask applicants to provide
responses in their own words in a Narrative text box that you have the system insert in the Online
Application -- either with assessment questions or with biographical information questions.
       Assessment questions: Add a Narrative item, using the Questionnaire Builder and its Item
        Editor. More details.
       Biographic and Availability questions: On the Questionnaire page of the Announcement
        menu, you can select an Item and edit it. The Item Editor page has a box you can check to
        specify that the item will provide for a narrative response. More details.




Figure 1: A sample of a Narrative Text Response box as it appears to the applicant in the Online
Application Questionnaire. The applicant may be required to enter text into the box in order to move on
to the next question.


Narrative text questions can be used in a variety of ways, as described in the following sections. There
is no limit on the number of characters or words the applicant may type in a Narrative box. There is no
spell checking function. Applicants may type directly into the box, or copy and paste from some other
source.




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 Uses for Narrative Text Questions

         Need expert assistance developing assessments?
For assistance in developing effective assessments using Accomplishment Records or Open-Ended Writing
Assessments, contact Ernie Paskey in OPM's Assessment and Training Assistance Services Group
(empaskey@opm.gov or 202.606.1160).

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Support for Experience Claimed on a Self-Report Questionnaire

 Users of USA Staffing are accustomed to self-report questionnaires. Now you can improve the
 effectiveness of your self-report questionnaire by placing Narrative Text Questions after one or a group
 of self-report questions, asking applicants to provide details that support the experience levels they
 have claimed. When the narrative text response is requested immediately after the self-report
 questions, applicants do a better job of selecting the proper benchmark level and telling you why they
 chose that level.
 The other types of Narrative Text Questions below can assess competencies even when a self-report
 questionnaire is not used.

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Accomplishment Record

 An accomplishment record requires candidates to describe past achievements related to job-relevant
 competencies. Typical instructions ask candidates to discuss the situation, actions taken, and outcomes
 related to the reported accomplishment. Multiple assessors who receive formal training rate the
 accomplishments. With accomplishment record questions, you should allow a candidate to type in
 roughly one to two paragraphs worth of text per accomplishment. Several accomplishments may be
 collected from individual candidates for a particular job opening.

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Open-Ended Writing Assessments

 These assessments are traditionally used to measure writing ability or technical competence. They may
 be multiple pages in length. Multiple assessors who receive formal training rate the responses.

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 Viewing and printing Narrative responses


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                                                                    10 Overview of the Staffing Process


The information you collect using Narrative Text Questions will be stored in Adobe Acrobat PDF file
format. The responses can be viewed by USA Staffing users in the Staffing work area, and by ADV
users, following these steps:
    1.   Locate the desired applicant record. This may be done in various ways, such as by selecting
         the applicant from a list of names on a Referral List/Certificate, or by using Advanced Search.
    2.   Click the   Applicants white button on the left menu.
    3.   Click   Questionnaire under the Applicants white button on the left menu.
    4.   Click Print Narratives. Adobe Acrobat Reader will open in a new window with the
         document displayed for you to preview. If you wish to print a copy, click the print button


                      on the Adobe Acrobat Reader toolbar, which is normally at the top of the window..

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Agency Document Viewer (ADV)
Agency Document Viewer (ADV)
Topic Map
                About Agency Document Viewer
                Setting up use of Agency Document Viewer
                          ADV URL

See Also: Using Agency Document Viewer (ADV)




About Agency Document Viewer

ADV URL
ADV users can log in at https://USAStaffing.DocumentViewer.opm.gov -- even without the email that
the system will send to them. This URL logs the ADV user in to where they will select the list they wish
to view from among all those they are permitted to see.
The URL in the email that the system sends in step 6 of these instructions will take the ADV user
directly to the list you want them to work on.

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Agency Document Viewer -- or ADV -- is a feature within USA Staffing that lets properly authorized
users log in, using a Web browser, to view and work with referral lists, certificates, and applicant
supporting documents. Such documents commonly include résumés, veteran preference forms, and
transcripts. ADV can also contain the responses to narrative text questions if you included any in your
Online Application.
Licensed users of USA Staffing, of course, can view referral lists, certificates, and applicant documents
on pages you access from the Applicants and Referral menus. By giving hiring officials ADV access, you
give them the ability to see and work only these documents.
Here is the typical sequence of events:
      1.   Create a Customer record. More details.
      2.   Create a Contact record associated with the Customer record -- one Contact record for each
           person in the Customer organization who will be working with ADV. Be sure to turn on ADV
           access in the Contact records. More details.
      3.   Tell the people whom you have added as contacts what their User Name and Password are.
           (The Password for the first login will be the user's last name exactly as it was entered when
           the record was created. The password is case sensitive, so if the last name was entered as
           SMITH, the user must type all caps, and if the last name was entered as Smith, the user must
           capitalize properly.)
      4.   When you create the Staffing Action (Vacancy) record, associate the Customer record with it.
           More details.
      5.   When you create the Referral Request, use the Send To button to specify the Contacts to
           whom you have already given ADV access (in step 2 above). More details.
      6.   When you issue the Referral List/Certificate, change the ADV Certificate Status to "Sent to
           Contact". This will put the Referral List/Certificate in ADV. The system will also send an email
           to the Contacts you specified in "Send To" on the Request Information page, notifying them
           the list is ready, and also providing a URL for them to go to when they are ready to work with
           the list.
      7.   Provide your ADV users with any guidance you would like them to have as they use ADV and
           work with the names on the list. We recommend that you provide a copy of the PDF version of




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                                                                      10 Overview of the Staffing Process


         the Help topic Using Agency Document Viewer (ADV). Download the current version of the
         PDF.
    8.   The ADV user goes to the URL specified in the email, and logs in. USA Staffing offers them
         menu options limited to what they need to do as ADV users.

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Setting up use of Agency Document Viewer (ADV)

To send the Referral List/Certificate to ADV and notify an ADV user it is ready, follow this checklist:
    1.   There must be a Contact record for each person who will be an ADV user.
    2.   The ADV user must be one of the contacts you select for the Send To list on the Request
         Information page.
    3.   The Certificate State must be set to Sent to Customer on the Certificate page.




          Documents in ADV contain information covered by the Privacy Act. It is a good idea to
           make sure your users know their responsibilities under the Privacy Act to protect
           confidential records from unauthorized disclosure.



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Using Agency Document Viewer (ADV)
Topic Map
                 About Using ADV
                 Logging In
                          Password Rules
                 The ADV User Interface
                          Top row menu bar
                          Left side menu bar
                 Selecting a Referral List/Certificate
                 Viewing applicant documents
                 Batch Print documents
                          About Batch Printing
                          Using the Batch Print Documents function
                 Entering and submitting selection results (Audit Actions)
                          Audit Code Definitions
                 Ending your session

Download this topic as a PDF




About Using ADV

 With access to ADV, you can do all the following:
          View referral lists, pre-certs, and certificates online.
          View applicants' application documents and responses to questionnaires.
If you have been set up as an ADV user, you will be issued a User Name and Password for USA
Staffing. Your HR Specialist will provide you with this information. Your password is case sensitive. On
your first login, you will be required to change your password to one that you will make up.
Each time a Referral List/Certificate has been placed in ADV for you to view, you will be sent an email
that contains a link to the Referral List/Certificate. Simply click the link or paste it into your browser,
and log in to see the referral list.
Note: Acrobat Reader version 6.0.1 or higher from Adobe is required to view applicant documents. You
can download the Acrobat Reader for free from http://www.adobe.com .




Logging in

      1.   Go to the ADV URL.
                   To work on a particular Referral List / Certificate about which you have been notified
                    in a system generated email, click the link in the email message you received, or
                    copy and paste the entire URL into the Address or Location block of your Web
                    browser.




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                                                                      10 Overview of the Staffing Process



                  To view all lists you are authorized to see, you can also log in at
                   https://USAStaffing.DocumentViewer.opm.gov.
     2.   Enter the User Name and Password you were issued. On your first login, you will be required
          to change your password. The password you choose must meet the following rules.




Password Rules

 USA Staffing passwords must be complex so that they are not easily guessed.
         Your password must contain a minimum of 8 characters.
         Your password must include at least 3 of the following 4 attributes:
                  Upper Case (A-Z)
                  Lower Case (a-z)
                  Numbers (0-9)
                  Special Characters (#@$%&*+=*?{}[]<>:")
         Your password may not contain your User Name or any part of your full name.
         You must change your system password every 60 days. The system will notify you when it is
          time to change your password.
         The system will remember your password for 6 uses. You may not re-use your password until
          you have used 6 other passwords.




The ADV User Interface

 After you log in, you will arrive at the page that looks like the one shown in Figure 1. Note these
 features of the user interface:


Top row menu bar

         Immediately below the USA Staffing logo banner is a menu bar. The Staffing button is
          selected, which shows that you are in the Staffing work area, where you will do most of your
          work. This button is selected for you by default to put you in the Staffing work area as soon as
          you log in. These instructions may tell you to click this button in case you have left the
          Staffing work area to retrieve reports.
         To the right of the Staffing button is the Reports work area button. You will click this button
          to switch to the Reports work area when you have reports to retrieve, such as when you print
          a batch of applicant documents.
         The Administration work area button is disabled.
         The Help button will open a new window with the most up to date version of these
          instructions.
         The Logout button will end your ADV session.




Left side menu bar

 The menu on the left side contains white buttons, and each white button contains menu options that
 are presented after you click the white button (see Figure 1 below). The Referral button is selected for




                                                                                                       511
 USA Staffing Online Help System


 you by default when as soon as you log in. The options available on this left menu bar always depend
 upon which work area button is selected on the top row menu bar.




 Figure 1 -- The list of Referral Lists/Certificate waiting for your action. Note that at the top of the page
 there is a menu of buttons, and the Staffing work area button is selected.




Selecting a Referral List/Certificate

 The system will display a list of all the Referral Lists/Certificates that are waiting for your action, as
 pictured above in Figure 1.
       1.   Click the plus sign to the left of the Vacancy ID number for the Referral List / Certificate you
            wish to work with. The view expands as shown in Figure 2 below.




                  Figure 2 -- After you click the plus sign, the expanded view shows more information
                  about the Referral List/Certificate.


       2.   Click Open to view the list of candidates. The system will display your Referral
            List/Certificate, which will look like the illustration below in Figure 3.




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                                                                     10 Overview of the Staffing Process




              Figure 3 -- The Referral List/Certificate
       To return to this list of names at any time:
             a.   If the   Staffing work area button on the top row menu bar is not selected, click it.
             b.   Click the white   Referral button on the left side menu bar.
             c.   Click Certificate. If the list of names you are working on is not displayed (Figure 3
                  above), repeat steps 1 and 2 above.
       To return to the list of Referral Lists/Certificates so you can select a different list to work
        with (as in Figure 1):
             a.   Click the   Staffing work area button on the top row menu bar.
             b.   Click the white   Referral button.
             c.   Then repeat steps 1 and 2 above.




Viewing applicant documents

To see the documents for a name on the Referral List/Certificate, click the Open button to the left of
the name (see Figure 3 above). A list of all the applicant's documents will appear on a page like the
one pictured below in Figure 4. To view a document, click View to the left of its name. (Hint: You can
right-click View, then from the menu that pops up, click    Open in a New Window. This permits
you to open multiple applicant records at one time.)




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               Figure 4 -- the list of documents for an applicant


The document will open in a new window like the one pictured below in Figure 5.




               Figure 5 -- Applicant document is displayed in a new window.


To print the document: Click the Print button on the toolbar or click File, then click Print.
To close the document window: Click the X in the upper right corner of the window frame.




Batch Print documents


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                                                                      10 Overview of the Staffing Process



About Batch Printing

  You can use this feature to conveniently print all supporting documents for applicants on a certificate
 or stored list. Each applicant‟s documents will be presented in the following order, assuming they are
 being accepted for the VIN:
          Résumé
          Transcript
          Qualifications
          Miscellaneous
          Veteran Preference documents




Using the Batch Print Documents function

 To use batch printing, follow these steps:
     1.    Your starting point is the Certificate page, which is located on the Referral menu. (See Figure
           BP-1.) If this is not the page showing on your screen, click the Staffing work area button on
           the top row menu bar, repeat the steps of Selecting a Referral List/Certificate above.




          Figure BP-1: The Certificate page.




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USA Staffing Online Help System



      2.    Click the Batch Print Documents button, which appears below the list of applicants. A
            pop-up message will appear to let you know the request for a batch print file of documents
            was successful (see Figure BP-2). When the Document Print File is ready, you will receive
            notification by email (see Figure BP-3). Make note of the Certificate ID in the subject line of
            the email. This ID will be listed under the Report Name column when you retrieve and open
            the print file. Note: There must be applicants on the Certificate or Stored List or you will
            receive an email telling you no documents were retrieved.




           Figure BP-2: This message tells you the system received your request for batch printing.




           Figure BP-3: the email notice that the batch print job is ready
Partial files in a set
If the number of pages in your print file exceeds 200, the system will break the print file out into a set
of multiple partial files of 200 pages each. Each partial file of the set of print files will have the same
Report Name, followed by a numeric suffix showing which part it is. For example, the print files for a
certificate with 450 pages of applicant supporting documents might be listed in Stored Reports as:
           Print File: 111543 1
           Print File: 111543 2
           Print File: 111543 3



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      3.    To retrieve your batch print file, follow these steps:
                 a.    Click the Reports button on the top menu bar to get to the Reports work area (see
                      Figure BP-4).
                 b.   Click the   DRS button on the left menu (see Figure BP-5).
                 c.   Click Batch Print Documents on the left menu (see Figure BP-5). The report(s)
                      will be listed on the Stored Reports table (see Figure BP-6). The Report Name has the
                      same six-digit number as the CertificateID listed in the subject line of the
                      confirmation email you received (see step 2 above). See also: Partial files in a set
                      in the green box on this page.




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                                                                      10 Overview of the Staffing Process




         Figure BP-4: the Reports button on the top menu bar




          Figure BP-5: the left side menu bar showing the DRS white button and the Batch Print
          Documents option selected. All other white buttons on this menu are disabled.




                Figure BP-6: The Stored Reports table shows reports that are ready.


    4.    Click the Report Name to display the file in Adobe Acrobat. You can use the Print function of
          Adobe Acrobat to send individual or all pages to a printer.


To return to the viewing of a certificate, click the Staffing work area button on the top row menu bar,
 repeat the steps of Selecting a Referral List/Certificate above.




Entering and submitting selection results (Audit Actions)



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If you are responsible for entering the selection results, follow these steps:
      1.   Go to the Audit page. To do this, click the white   Referral button. Then click Audit
           Actions.




      2.   Enter the results. There are several ways to accomplish this, depending upon which will be
           most convenient in your situation.
           Audit Code Definitions
           A – Selected
           CA – Certificate Cancelled
           CE – Career or Career Conditional Employee
           CR – Communication Returned Unclaimed
           DA – Declined Employment With Agency
           DD – Declined Until A Future Date
           DE – Declined Examination Program
           DG – Declined Grade or Salary Considerations
           DL – Declined Location
           DP – Declined Position
           DX – Declined Federal Employment
           DZ – Declined Other Reason
           FR – Fail To Reply To Their Inquiry
           NC – Appointed By Non-Competitive Action
           NN – Not Selected – Not Contacted
           NS – Not Selected
           RM – Removed From Certificate Medical
           RQ – Removed From Certificate Not Qualified
           RS – Removed From Certificate Suitability
           TE –Temporary Employee
           UN –Certificate Unused
           RD – Removed From Certificate Driving
           RX –Removed From Certificate Drug Screen
           NP – Not Available Pending
           RE – Removed From Certificate Eligibility




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                                                                   10 Overview of the Staffing Process




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                  If your Referral List/Certificate was unused: Simply click the Audit Type box to
                   select Unused.

                  If your Referral List/Certificate was cancelled: Simply click the Audit Type box
                   to select Cancelled.

                  If one or more selections were made from the list:
                           a.     Click the Audit Type box to select   Each Applicant if that is not
                           already the choice that appears.
                           b.      Click the Audit Code cell to select the appropriate code for each
                           name. (If the column is too narrow to read the entire text of the code, you
                           can widen the column by clicking and dragging the border line between the
                           headings. To do this, mouse over the border line between the headings until
                           the double headed arrow appears, then click and drag the line. Or simply
                           refer to the code list in the green box to the right.)
                           c.     If you reach a point where all names below that point will have the
                           same Audit Code, you can click the Set Remaining Applicants button
                           to automatically assign them that code.
    3.   Click to enter a check in the Complete box when all appropriate results have been entered
         and you wish to submit them to close out the record. The system will send an email message
         to the HR Specialist responsible for the list, informing him or her that you have finished
         entering the results.
    4.   Click   Save.




Ending your session

When you are finished using ADV, click the   Logout button on the menu bar in the upper right corner.




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The Hot Tip Page


Click Save!
As of 12/17/2005, you need to clickSave when moving from one page to another if you are not
clicking the   Next or Previous buttons.


Select Supporting Documents before posting the Job
Announcement.
Always double check that you have selected all appropriate document types on the Supporting
Documents page.
If you neglect to select Supporting Documents before you publish the Job Announcement, applicant
documents go to the Holding Area, where they will not be accessible to you until you submit a Help
Desk ticket with the applicants' names, SSNs, the VIN, and the dates of submission.
If you turn on Supporting Documents after the Job Announcement is posted, the documents that came
in before you do that will remain in the Holding Area until you ask for them in a Help Desk ticket, and
the applicant records will be in PF status. This can be inconvenient for you, and may be unfair to
applicants who submit documents on time.
The Holding Area is not part of USA Staffing. It is not like the inactive records part of USA
Staffing. That is why there is no way for you to see what documents may be there.
Bear in mind that USA Staffing will have no folders set up for your VIN if you do not indicate any are
being accepted. So if documents come in, there is no place to put them in USA Staffing.
The Holding Area, therefore, is simply a place where we temporarily store any documents that probably
should be discarded, because your VIN says you don't want them. We hold on to them for a while just
in case you made a mistake. If you ask us to find these records in the Holding Area and move them to
USA Staffing, we need the name, SSN, VIN and dates the forms were submitted, in order for us to
manually locate them.

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11 Technical Matters
Connecting to USA Staffing
Topic Map
              Internet Explorer configuration for USA Staffing
              Connections for telecommuters and travelers



Internet Explorer configuration for USA Staffing
Follow these steps to set up Internet Explorer 6 (IE6) for use with USA Staffing.
    1.   With IE6 open, click on the   Tools menu. Click Internet Options.
    2.   In the dialog box that appears, click the      Security tab.
    3.   On the Security page, click on the    Internet icon to select the Internet Zone. (See Figure 1.)




                                                   Figure 1
    4.   Set the security level in one of these three ways:
                a.        If in the large box labeled "Security level for this zone" there is a slider button
                like the one in Figure 1, set it to Medium. This will set all appropriate settings
                automatically.
                b.       If in the large box labeled "Security level for this zone" there appears the
                word "Custom" in bold, click the Custom Level button. In the Security Settings
                dialog box that appears (see Figure 2 ), scroll down to the section called "Scripting"
                and make sure that for Active Scripting, Enabled is selected. If it is not, click the
                circle next to it to select it. Click   OK.




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USA Staffing Online Help System




                                                      Figure 2
                  c.      If you are unable to set this option on the Internet Zone as described in a) or
                  b) above, click on the Trusted Sites icon instead of the Internet icon, as instructed
                                          Sites button, and type in the URL for USA Staffing. Then
                  in step 3 above. Click the
                          Add button, and click the OK button. Then repeat steps a) and b) above.
                  click the

      5.   Enable temporary cookies from USA Staffing. To do this, click on the Privacy tab. The dialog
           looks like the one in Figure 3 below.




                                                   Figure 3




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                                                                                       11 Technical Matters



                  a.       If the slider switch is not set to   Medium, move it to that position.
                  b.      If you are unable to move the slider switch to Medium, or if USA Staffing does
                  not work properly after you have done so, click the Edit button. Then on the form
                  that appears, type in the URL for USA Staffing, and click the   Allow button and click
                  OK.
    6.   Click   OK again to close the Internet Options dialog box.

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Connections for telecommuters and travelers
To maintain system security, OPM's firewall will accept connections only from known IP addresses, as
provided by your organization when you subscribed. By remotely connecting to your own agency's
network -- via VPN, for example -- you can have access to USA Staffing from anywhere, just as if you
were in your office.
Each Federal agency has its own policies and practices covering remote connectivity for telecommuters
and travelers. Consult your organization's own Help Desk or IT support team for more information.

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Document Repository System (DRS)
Topic Map
                  About the Document Repository System
                  Understanding DRS and application processing
                          How do applicant records move from a Pending Forms (PF) status to AA or IN?
                  Getting documents into DRS
                  Checklist for using DRS
             




About the Document Repository System (DRS)
The Document Repository System (DRS) is a warehouse of documents submitted by applicants, such as
résumés, transcripts, veteran preference supporting documents, awards, and responses to Narrative
Text Questions. DRS is running behind the scenes and is indirectly involved in these activities:
         When you are creating your Staffing Action record (Vacancy), you enter information on the
          Supporting Documents page. Your choices there determine the types of applicant supporting
          documents DRS will allow, whether or not each of the document types is required or optional,
          and what page limits to enforce.
         When you direct selecting officials and other people in your Customer Contact database to
          view a referral list or certificate online in the Agency Document Viewer (ADV), the ADV will
          retrieve and display the applicant documents that are stored in DRS.
Here are some benefits of using DRS and ADV:
         They help make the staffing process paperless. Your selecting officials can view applicant
          documents right on their desktops.
         DRS and USA Staffing keep track for you of the documents that have been received for each
          applicant. No need to sort and match paper copies.
         Documents submitted electronically to OPM can be available immediately for review by
          multiple people on your team, even in diverse locations.
All documents loaded into DRS must be "indexed" to identify the proper Applicant, Vacancy (Staffing
Action), and document type. This indexing process may be automatic or may require human
intervention by OPM staff, depending upon the way the document is received.

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Understanding DRS and application processing
         USA Staffing and DRS manage applicant supporting documents by linking them to Applicant
          Records on the basis of the VIN, the SSN and the last name. Therefore, the applicant must
          submit either the Online Application or a Form 1203 FX -- or you must create an Applicant
          record via key entry -- in order to create the Applicant record, so that the system can match
          and link documents to it. Getting the Online Application or Form 1203 FX submitted first
          assures that you have complete contact information in case you need to reach the applicant,
          such as to send reminders to submit missing documents.
         When applicants fax documents, they must include a DRS cover sheet that is designed
          specifically for this purpose. The layout of the DRS fax cover sheet assures that the VIN, SSN
          and last name are included and are located on the cover sheet where the system expects
          them to be when it scans the page. Only in this way can it automatically pick up the




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                                                                                     11 Technical Matters


        information it requires so that it can match the documents to the Applicant record. You must
        make sure that fax cover sheet is available to the applicant.
       A mismatch occurs if there are Applicant records without required documents, or if documents
        are received and there is no corresponding Applicant record. The system automatically places
        mismatched Applicant records in PF (Pending Forms) status until the mismatch is resolved.
        There are three ways an applicant's record may be mismatched.
                The applicant completed the online questionnaire but did not submit the required
                 supporting documents. The system will list these applicants on the Applicant
                 Mismatch report. When the missing documents arrive and match, the system will
                 move the applicant from PF status to the appropriate status.
                The applicant completed the Online Application or Form 1203 FX, and submitted the
                 required supporting documents. However, there is a discrepancy between vital
                 information in the Applicant record for the VIN and the information on the supporting
                 documents. Typically, these discrepancies involve misspellings of the last name or an
                 incorrect SSN. When this occurs these applicants will be listed under the Mismatch
                 Review report. You must modify the records to make them match. The system will
                 then put the record in the proper status.
                The applicant submitted documents, but did not submit a completed Online
                 Application or Form 1203 FX, so there is no Applicant record for the VIN. These will
                 be listed on the Support Documents Mismatch report. If the applicant submits a
                 completed Online Application or Form 1203 FX -- or if you create an Applicant record
                 via key entry -- the system will match the records and clear these mismatches, then
                 put the Applicant record in the proper status.
       Applicant records that are in PF status are neither eligible nor ineligible. They will not receive
        consideration in the referral process. You can see which applicants are in PF status by
        generating the Applicant Mismatched report (DRS menu button in the Reports work area.)
       People with Agency Document Viewer (ADV) access -- including managers and HR specialists
        in agencies who are not regular USA Staffing users -- will be able to view or print the
        documents from within their browsers, once the Referral List/Certificate is issued. (More
        details.)

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How do applicant records move from a Pending Forms (PF) status to AA or
IN?

When an applicant completes the application process by submitting either the Online Application or
Form 1203 FX -- or you create an Applicant record for them via key entry -- and the applicant has
submitted all required documents (as indicated on the Supporting Documents page on the Vacancy
menu), the system will automatically change the status of the Applicant Record from Pending Forms
(PF), with one of these results:
       If all Assessments have been completed -- or -- if the applicant has already been determined
        to be ineligible:
                AA if the applicant is eligible
                IN if the applicant is ineligible
       If additional Assessments remain to be completed, and the applicant is potentially eligible:
                PL -- indicating it is pending the completion of additional components. When the
                 additional component is complete, the system will automatically change the status to:
                         AA if the applicant is eligible
                         IN if the applicant is ineligible

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Getting documents into DRS
Documents arrive and are loaded into DRS in various ways, as indicated on the table below.


How Document is              Indexing         Availability      Display       Special
Received                     Process                            Format        Requirements /
                                                                              Remarks
Résumés created in           Automatic        To be             Text
USAJOBS will be                               determined.
automatically loaded                          Consult the
into DRS.                                     OPM USA
                                              Staffing
                                              Program
                                              Office.


Responses to Narrative       Automatic        Now               Text
Text Questions entered
via the Online
Application


Text documents               Automatic        To be             Text
uploaded via OPM's                            determined.
Document Upload                               Consult the
Service                                       OPM USA
                                              Staffing
                                              Program
                                              Office.


Any document                 Automatic        To be             PDF
uploaded via OPM's                            determined.
Document Upload                               Consult the
Service in PDF format                         OPM USA
                                              Staffing
                                              Program
                                              Office.


Any image file, such as      Automatic        To be             Native
a scan of a veteran                           determined.       format
preference document,                          Consult the       or PDF
transcript, or award,                         OPM USA
when uploaded via                             Staffing
OPM's Document                                Program
Upload Service                                Office.


Any faxed document --        Manual           Now               Image         The person sending
 whether faxed by the                                           or PDF        the fax -- whether
applicant directly to                                                         applicant or agency
OPM, or faxed by the                                                          staff -- must use
agency to OPM.                                                                the appropriate fax
                                                                              cover sheet for
                                                                              each transmission,
                                                                              to assure that
                                                                              proper indexing can
                                                                              occur. The USA
                                                                              Staffing Program
                                                                              Office should be
                                                                              consulted to
                                                                              arrange for an




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                                                                                      11 Technical Matters



                                                                                   appropriate cover
                                                                                   sheet.




Notes:
        Automatic indexing occurs instantaneously.
        Manual indexing may entail labor charges to be paid to OPM by the customer organization.
         Consult the USA Staffing Program Office in OPM for details.
        USA Staffing and the Agency Document Viewer are built to be fully compliant with the
         accessibility standards of Section 508. Certain documents stored in DRS and viewed in ADV
         may not be fully 508 compliant if the applicant submits them in a 508 non-compliant format
         and they can not be converted. Text documents will generally be highly compliant, but
         persons with visual impairments may need customary accommodations to work with
         documents that an applicant submits via fax or other image format.

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Checklist for using DRS
This checklist will help you be mindful of all the steps you should take when you are using DRS
features.
    1.   Decide which document types you want to accept and which ones you will establish as
         required documents, above and beyond the Online Application or Form 1203 FX.
    2.   After creating your Staffing Action (Vacancy) record, complete the form on the Supporting
         Documents page.
    3.   Be sure when creating your Job Announcement that you explain to applicants which
         documents are accepted, which ones are required, and what page limits there may be.
                Explain that the first step will always be the Online Application or Form 1203 FX. (It
                  is not technically necessary that this be the applicant's first step, but it will help
                 assure that applicants remember to do it, and that you will have a way to contact
                 them.)
                Tell the applicants that they may upload document files, the file formats accepted,
                 and how to initiate this process. It is usually faster and less costly if this option is
                 available to the applicant. Documents received in this manner are more reliably
                 indexed and matched.
                Tell the applicants they also have the option to fax some or all of their documents,
                 even if they have uploaded others. Explain that faxes must include the special fax
                 cover sheet, and how to obtain it. They may fax their documents separately or in a
                 single batch.
                Explain that excess pages will be deleted before storing.
                Explain that they will not be rated if required documents are not received.
    4.   Before issuing Referral Lists/Certificates, review and resolve missing document issues.
                Generate and review the mismatch reports from the DRS menu in the Reports work
                 area.
                         Applicant Mismatched: This report will show you applicants who are in PF
                          status because they started an application but did not submit all required
                          documents. (This may be because a document could not be identified
                          properly.)
                         Mismatch Review: This report will show you applicant records for which
                          the documents do not agree in either name or SSN, possibly due to typos.




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                         Support Documents Mismatch: This report will show the names of people
                          who submitted documents but who did not complete the Online Application
                          or Form 1203 FX.
               Resolve mismatches. In some cases, this will entail making corrections to the SSN or
                the spelling of the name so that the documents properly match. If you wish to send
                reminders to applicants, you can use the contact information in the Applicant record if
                the applicant completed the Online Application or Form 1203-FX.

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                                                                                   11 Technical Matters




Envelopes
Topic Map
                 About Envelopes
                        Envelopes from the OPM Rider
                        Envelopes on the open market
                                 WE14075 envelope specifications



About Envelopes
Notices of Results and other correspondence produced as hard copy from USA Staffing can most easily
be mailed in window envelopes. This topic describes the two types of envelopes that you can use and
how to obtain them. The two types are:
                 Envelopes from the OPM Rider -- referred to as OPM CON 158-89-6
                 Envelopes on the open market -- referred to as WE14075
To make your reports print in the format that corresponds with the type of envelope you are using, you
must make sure you have set the correct option on the Report section of Configurations page of the
Administration work area.

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Envelopes from the OPM Rider

You can obtain envelopes using the OPM Rider process. See this page to subscribe to receive more
details -- http://apps.opm.gov/publications/pages/availability/opm_rider.htm. If you use this type of
envelope, select envelope type OPM CON 158-89-6 in the Report section of Configurations page of
the Administration work area.
There may be time constraints as to when you can place your orders for envelopes on the OPM Rider.

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Envelopes on the open market

WE14075 envelope specifications
Vendor Web site: www.windowenvelopes.com


Description:
         #10 - size (4-1/8 x 9-1/2) Self-Seal Double Window Envelope with inside security tint
         Double Window Envelopes with self-seal. 24 lb. white wove, blue inside security tint.
         Top Window Size: 1-1/8" x 3"
         Top Window Position: 1/2" from the left, 2-5/8" from the bottom.




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USA Staffing Online Help System



         Bottom Window Size: 1-1/8" x 3-3/4"
         Bottom Window Position: 7/8" from the left, 1/2" from the bottom

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You can purchase envelopes on the open market at any time. When you purchase envelopes, make
sure they meet the specifications in the box at right so that the documents fit and line up properly with
the windows in the envelope. Although you may find suitable envelopes from a variety of sources, and
you are encouraged to shop for the best value, we have tested envelope number WE14075 from
www.windowenvelopes.com and found them to be satisfactory.
When you use envelopes that meet these specifications, select envelope type    WE 14075 in the
Report section of Configurations page of the Administration work area.

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                                                                                     11 Technical Matters




Fiscal Year
Topic Map
               About Fiscal Year



About Fiscal Year
The Fiscal Year is set up for you initially by our technicians when your organization first subscribes to
USA Staffing. From that point on, USA Staffing changes to the new fiscal year at the appropriate time
without any action required on your part. There is no adjustment for you to make.
If it appears to you that the Fiscal Year is not correct when you are using the system, please submit a
Help Desk ticket.

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Font Sizes on USA Staffing Menus and Pages
Topic Map
               About Font Sizes
               Controlling Fonts in Microsoft Internet Explorer
               Controlling Fonts in Netscape



About Font Sizes
The size and type of font you see on USA Staffing menus and pages is controlled by your Web browser.
If you want to make the fonts larger or smaller or of a different type, you do this from within the
browser itself.
If your font is set to too small a size, it may be difficult to read. If it is set to too large a size, you may
see scroll bars on the menu to accommodate the fact that the menu options no longer fit in the space
allowed for them, and the labels of items on the page forms may wrap to the next line.

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Controlling Fonts in Microsoft® Internet Explorer
There are two places to make adjustments that affect the size and appearance of fonts.
         Open a new Internet Explorer window, since you need to use its menu, and USA Staffing has
          turned it off for its own window.
         On the Tools menu of Internet Explorer, click Internet Options, then Fonts. Then
                                             OK.
          select your font preferences, and click

         On the View menu, click Text Size, and then click to se