Human Resources

General Questions for iRecruit Rewrite

• Will there be a tutorial link/video for new HR professionals to access, or others to review themselves with this new enhanced HRMS portal?

  Yes, in the training workstream we are working on new job aids and training videos for new HR professionals to access and review. 

• Will you be sending out a copy of this presentation?
  • Yes, you can find the recording here: iRecruit Rewrite Demo – 11/30/2023. 
  • Here is the link to the PowerPoint Presentation: iRecruit Rewrite Demo PPT – 11/30/2023. 
• What is Human Resource Management System (HRMS)?

  HRMS will centralize UCR developed HR tools into a single application and will contain the following modules:

  • Job Code Information: Replaces UCR Title and Pay Plan (TPP) containing job code attribute information.
  • Job Builder: Expands the UCR Career Tracks system to incorporate the Job Description System (JDS) resulting in all job descriptions being created and maintained in a single application. Recruitment: Replaces a subset of existing iRecruit functionality.
  • Review: Replaces iReview; Reclassification, Reclass Salary Review and Equity actions.
• Is HRMS only for non-academic staff positions?

  Correct. HRMS is for staff positions only. However, HRMS will not include any SMG positions nor will it include student classifications.

• Do attachments have to be in a certain format?

  No, attachments can be in any format including but not limited to PDF, Word, Excel, pictures, Visio and PowerPoint.

• Who are all the individuals or roles that will receive email notifications?

  It will vary depending on the HRMS module and the email type; refer to the HRMS Action Notification table for Recruitment and Review. At this time, the HRMS Job Builder has not developed an Action Notification table.

• If there are multiple Departmental/Organizational HR Coordinators in the same Accountability Structure, will they receive the notification emails?

  Yes. All Departmental and/or Organizational HR Coordinators within the Accountability Structure will receive the email notifications, as applicable, based on the HRMS module and email type.

  Note: Users who have both a Departmental and an Organizational HR Coordinator role within the same Accountability Structure may receive the email twice.

HRMS Recruitment Module Questions

• What does "ATS" stand for?

  “ATS” stands for Applicant Tracking System. 

• Is there a way to have the [Recruitment] Checklist available in the system rather than having to upload it?

  For future state (February 2024 implementation), you will need to upload the Recruitment Checklist in the Final Action tab of the recruitment. Having the Recruitment Checklist embedded in HRMS ATS will be considered a future enhancement after the implementation.   

• Is it possible to pre-set the date when drafting the posting for approval?
  Yes, the protocol will not change from current state to the updated HRMS ATS. If you want to select a future posting date, this will need to be noted in the comments section of your recruitment prior to submitting it for classification and posting. 
• Is there a name for the new ATS module? How do we refer to the new system?

  We are working on doing a language shift and calling it HRMS Applicant Tracking System or HRMS ATS. 

• Is the committee recommendation in the Application Review tab limited to 1 recommendation per Search Committee Member?

  You can recommend as many qualified candidates in the same recruitment.  

• Will we be designating the search committee on the Recruitment Profile tab or now just on the Search Committee tab?

  Before the position is classified and posted, you will designate the Search Committee in the Recruitment Profile tab. After posting, you will designate the Search Committee in the Search Committee tab.    

• Can we identify in the recruitment post and/or JOBS Portal that we will not be looking at applications until a specific date (well over the 10-day or 15-day mark)?

  The system automatically pulls the 10-day or 15-day mark from the posting date. We cannot add another date to the recruitment post; however, you can identify in the posted position purpose that applications will be reviewed after a specific date. You will also want to download the “Expression of Interest” effective the specific date since the 10-day and 15-day mark has passed. 

• Are the placement goals campuswide?

  For staff, there is only one affirmative action plan. Placement goals are established for each job code and apply to all departments/organizations.

• What if we have not determined the position number because I cannot get the position number approved with FAU; to establish a new position you need an FAU so you then don’t have a position number – what can you possibly do?

  The temporary fix would be to do a FAU and then change it later on the back end.

• Why do you need a position number to post a job?

  A position number is required in HRMS prior to the job being pushed to iRecruit and posted to the UCR job board. It is recommended the position number be entered upon initiation in HRMS. However, please note, HRMS checks for a match between the position number and job code. If the job code is not what is currently tied to the position number, an update to the position number (via Service Now).

  When we were trying to get ready to use TAM, we needed a common denominator to connect TAM to HRMS, and the position number would be the most common between UCPath and HRMS. When we decided not to go forward with TAM, we determined that we would like to have that across all modules – essentially anything that is tied to a job description. We thoroughly tested it and wanted to keep the continuity across all the systems to assist with accurate reporting.

• If the position is "Limited with the possibility of becoming Career", where would we note that?

  You can select Limited in the Employee Classification field and in the Posted Position Purpose, you can indicate that the position is "Limited with the possibility of becoming Career."

• Can we add search committee members at any time during the recruitment?

  In HRMS,  search committee members can be added to the recruitment if the recruitment is in your queue or if it is checked out to you, up until the point that the recruitment is routed to the Classification Analyst and is classified. In iRecruit, you can add the search committee at any point if you are a Chair's Associate or the Search Committee Chair.

• Will we get the standard email once the position has posted?

  Yes. The emails will continue to be sent during all of the steps of the recruitment, as they are now.

• Does iRecruit have the functionality to confirm that the offer is within the salary range?

  No. iRecruit does not have that functionality. The salary analysis and salary approval process should be conducted outside of the iRecruit system.  
   

• Are we required to upload the application of the selected candidate into the iRecruit system?

  The application is already within the iRecruit system. The only time we would ask you to upload an application is if the candidate was unable to complete the online application and had to complete a paper application. We do not encourage paper applications because we would like everything to be in the iRecruit system. You may upload resumes and cover letters for candidates if the candidate  was having technical difficulties and were not able to upload it themselves.

• If you are initiating a recruitment and you choose an existing job description template, are you able to update and edit an existing job description?

  Yes. You can select to copy an existing job description and make any updates to it.

• Are the affirmative action placement goals based on your Department, Organizational Unit or the campus?

  In the past, the affirmative action placement goals used to be department,  organization and campus goals. As there is only one Staff Affirmative Action Plan, the placement goals are campus are campus wide.

• If the checkout reviewer does not make comments in the recruitment, regarding the changes that he/she made to the recruitment, is there a comparison to show the changes that were made?

  No.  At this time, there is no comparison feature. We recommend that comments be made in the Comments Tab indicating any changes that were made to the recruitment.

• If we are tracking time-to-fill, are we able to see the closing date of the recruitment when we click on the History button in HRMS?

  No. The closing date does not show in the history in HRMS. A "closed" recruitment in HRMS is one that was either canceled or pushed to iRecruit for posting. In order to track time-to-fill, you will need to run a report in iRecruit that shows the date the position was posted and the date that it was closed. 

• In the "Completed/Pushed to iRecruit" queue, what are the other options we might see?

  In the "Completed/Pushed to iRecruit" queue, you will see all of the recruitments that have been completed in HRMS and pushed to iRecruit for posting. All of the recruitments in that queue will have that same status.

• If we see that potentially the shortlist may not be approved for whatever reason, would it help for us to include comments in the recruitment so that Affirmative Action would see that?

  Yes. It would be helpful to include comments in the recruitment. This will assist Affirmative Action beforehand and will expedite the process and improve the possibility of your short list being approved. 

• Will we run into an issue if we enter the position number and the current incumbent has not yet separated?

  HRMS will not verify if the position is vacant or not and will allow you to use the position number even if there is currently an incumbent. HRMS does however check to ensure the position number is approved and validates the job code attribute.

• If a working site is not listed in the Recruitment Profile tab, can we request it be added?

  If you don’t see the working site that you need, email HRMS at askHRMS@ucr.edu and we will work with Information Technology Services (ITS) to have it added to the drop down selection for the "Working Site" field.

• Is the question that references "work performed by another employee" a new question as part of a recruitment? What is the driver behind adding this question?

  A similar question is currently asked in iRecruit. Going forward in HRMS, the question has been reworded and is more general. Compensation requested this question be reworded to assist them in classifying the position. This information allows the Classification Consultant to see if anyone performed those duties previously and review that individual's job description to see if there has been any changes or additions to the job description.

• In order to meet our outreach goals, will additional advertising sites be provided?

  Yes. Additional advertising sites will be provided if you are not sure where to start. Reach out to the Talent Acquisition team and you will be provided with a sample recruitment plan. Talent Acquisition can assist you in finding other sites in that will target your placement goals .

• How does one ensure that the short list is reflective of the applicant pool if we are unable to see the demographics of each candidate?

  You will not be able to determine if your short list reflects the applicant pool because you cannot see the demographics of the candidates in your short list. However you can monitor your availability and if you have a placement goal, check to see if your recruitment plan assisted with attracting a diverse pool.

  You will want to review Affirmative Action vs. Availability statistics to see if you are "below availability" for your placement goal.

  If you ever have any doubts or questions, reach out to either Talent Acquisition or Affirmative Action/Compliance and let them know that you have conducted outreach up front and see what else is expected at this point in time, in order to get the short list approved.

JOBS Portal Questions

• What is the “keyword search” searching?

  The keyword search function searches words from the job board summary including the various categories listed in JOBS such as the job ID, job title, and terms identified by the Departmental and/or Organizational HR Coordinator in HRMS in the “Keyword Search” field.  

• Will information from iRecruit in "My Account" transfer to new system?

  No, the information from iRecruit in the applicant’s “My Account” will not transfer to the new JOBS portal. Current and future applicants will need to create a new profile for JOBS portal when applying to jobs in the new system.  

• In the search bar if you designate “Nursing,” then go down to the left side [filter section] to select “UC Main campus”, etc. to find a variety of jobs for “Nursing”, correct?

  Yes, applicants can use the keyword search and filter functions to narrow down their search results.  

• On the “My Application” section would it indicate if they are a part of the “Expression of Interest” pool or just submitted?

  In the “My Application” tile, the Application Status will be visible to the candidate. Depending on an individual’s zoom preference, they may need to use the bottom tool bar to scroll to the right. 

  

  

   

  There is an “Information” (i) icon with Application Status definitions.  

  

  

• If a candidate has three years of college but didn't get a degree, how would a candidate represent that in the education section?

  The applicant has the option to select “Yes”, “No”, or “Not Applicable”. 

• Is it possible to have "No degree given or granted" as an option?

  This is not an option, the applicant has the option to select “Yes”, “No”, or “Not Applicable” for their degree. 

• In regards to salary analysis, since the applicant cannot insert dates in the Education section, is there another method to get that information from the applicant?

  For the most part, applicants will input that information on their resume and/or application. This would be considered a process issue and not a system issue. 

HRMS Reviews

• Do all staff with Net IDs have access to the Review module so they can self-initiate?

  No, HRMS does not contain that functionality, just as the current iReview module.

• Is it possible to use the "Copy An Existing Job Description" feature in HRMS for a job description that was classified in Career Tracks (CT)?

  Yes, only for those that meet the migration criteria (i.e. CT job descirptions which were in a "classified" status and an incumbent was attached). For those job descriptions not meeting this criteria, it is recommended you open CT in a new window or browser and manually copy and paste the details of the job description to the appropriate section of the HRMS job description. Please read the Question and Answer:  information related to migrating of job descriptions.

• Is it possible to use the "Copy An Existing Job Description" feature in HRMS for a job description that was classified in the Job Description System (JDS)?

  No. It is recommended you open the JDS in a new window or browser and manually copy and paste the details of the job description to the appropriate section of the HRMS job description.  

• When the Reclassification Review case is finalized, why does the employee's current "classified" job description get inactivated before the HR Recommended Job Description effective date?

  "The HRMS Reclassification Review workflow is based on the existing iReview design where the HR Recommended job description becomes "classified" immediately upon the Organizational HR Coordinator accepting the approved recommendation by the HR Classification Analyst. The subsequent Reclass Salary Review case details are currently based on the changes in HRMS for the approved classification and therefore has a direct impact on the details populated in the Reclass Salary Review.

  An enhancement request would need to be considered and prioritized to change the existing functionality. Given the scope of what this change would entail, the level of effort would be significant, but Human Resources (HR) and Information Technology Services (ITS) can evaluate this at which time HR would want to move forward with further consideration of this request.

• Why isn't the "Time in Position" field automatically calculated by the system?
  1. This is not current functionality in iReview today and therefore was considered an increase in scope for HRMS that we couldn't do easily.
  2. Before we can begin to consider doing this in the future the "Position Entry Date" in UCPath PeopleSoft, would need to be audited and maintained properly going forward to make this work correctly. It doesn't make sense to work on this while there is inaccurate data in UCPath PeopleSoft because once we automate this field to be calculated you would not be able to change the data. Cleaning up this data would likely require having to go back into PPS to capture the correct data to have updated in UCPath.
• When the Incumbent Application and/or Resume must be uploaded, can we just use whatever was most recently submitted as part of their application?

  You can do that, however we encourage you to obtain an updated resume from the employee to ensure all of their relevant employment history to the classification is captured.  Often applications/resumes only have 10 years of employment history and therefore you wouldn't necessarily be capturing all of their related employment history that should be accounted for.  Additionally, you want to be sure to capture their employment history since what was last submitted as part of their application.

• When the Reclassification Review case is finalized, why does the employee's current "classified" job description get inactivated before the HR Recommended Job Description effective date?

  The HRMS Reclassification Review workflow is based on the existing iReview design where the HR recommended job description becomes "classified" immediately upon the Organizational HR Coordinator accepting the approved recommendation by the HR Classification Analyst. The subsequent Reclass Salary Review case details are currently based on the changes in HRMS for the approved classification and therefore have a direct impact on the details populated in the Reclass Salary Review.

• If the employee does not want to accept the approved reclassification as a result of the approved Reclass Salary Review amount, will the system allow you to reverse the review cases (Reclassification Review & Reclass Salary Review)?

  Please contact your organization's assigned Classification Consultant.

• For "approved" reclassification requests, do we need to download a copy of the approved job description and obtain the employee's and supervisor's signatures?

  At this time, the Job Builder module does not have the ability to obtain an employee's acknowledgment or the supervisor's signature electronically. If your organization's process is to obtain a signature from the employee and supervisor, you would want to print out the approved job, obtain the signatures, and retain the signed document within the employee's personnel file. The best practice is to obtain some sort of acknowledgement from the employee and supervisor, however it is recommended at a minimum that the employee be provided a copy of their new job description and to be made aware of the expectations of the new position.

• In Reclass Salary Review cases -"Employee information" tab, would the "Related Years of Experience through the Proposed Effective Date" field be zero to six months since the related reclassification can only be a maximum of six months retroactive?

  It is important to capture the incumbent's total related experience to their new classification. This is similar to what we would do for a new hire just moving into a new position, rather than only capturing the time the incumbent has been in their new classification (as allowed for under PPSM-30: Classification).

• Why is it necessary to complete a Salary Calculator and also record the information in the "Related Years of Experience through Proposed Effective Date" field?

  Currently, there are no salary calculators for represented classifications and we need to capture this data for all Reclass Salary Reviews. Also, in the future we may have a need to pull reports where we want to capture this data and we cannot query information from attachments.

• On the HR Review & Analysis tab for Reclass Salary Reviews, why aren't all the fields populated with proposed and recommended details?

  The chart in the HR Review & Analysis tab is intended to present the data that is changing under the "Proposed" and "Recommended" columns. In a Reclass Salary Review, only the salary and the corresponding effective date are being reviewed for a change. The HR Review & Analysis tab chart is intended to present the data that is changing under the "Proposed" and "Recommended" columns. In a Reclass Salary Review, only the salary and the corresponding effective date are being reviewed for a change.

• While the "Temporary Guidelines for Compensation" issued in April 2020 are still in effect, do salary amounts that fall within the Organization's Delegate Authority require the Provost's approval?

  Yes. These should be routed to the HR Classification Consultant who will check out the Review case to the Provost for their review and approval.

• Once the HRMS Review case is approved in HRMS, what other action(s) are needed for the change to appear in UCPath PeopleSoft?

  While the approved HRMS Review case is finalized in HRMS, for the change to be processed in UCPath PeopleSoft; follow your organization's normal process for submitting employee data changes.

Career Tracks

• Will HRMS provide career progression steps to get to the next level? Where is one place they can look at.

  No. For non-represented Career Tracks (CT) classifications, refer to the CT job standards (insert link to job standards) to determine the scope of work expected for the level within your job family and function.

Job Code Information

• Will the Information in the Job Code Information module be publicly accessible?

  The Job Code Information module can be accessed externally where the user will be directed to the Job Code Information search page.  A link will be available soon (please check back). The Job Standards and Series Concepts will only be accessible to users with a UCR NetID.

• Will we have access to historical salary scales in HRMS Job Code Information?

  No, not at this time. Please contact the Compensation unit to request that information.

• What if a job code is not extended to UCR, are we still able to see the range?

  No. Only job codes that are extended to UCR will be available in HRMS Job Code information module. If you need information for a job code that is not extended to UCR, you will need to reach out to your organization's assigned Classification Consultant.

HRMS Access/Roles

• Will the EACS role for iRecruit and JDS automatically provisioned for HRMS?

  This will be done at the department SAA level.

• Will dual roles (departmental/organizational) still be okay in HRMS?

  Yes, it is more efficient; currently, you have to provision by department level, we have all of them provisioned the same way so you can do organization/division/individual department level.

• If the Job Code Information module is available to everyone, does that mean HRMS will show up in their R'Space page ?

  The HRMS Job Code Information can be found in R'Space under the Tools section.

• For jobs descriptions that are already in the HRMS system, who has access to update those job descriptions?

  For the job descriptions in HRMS, the Departmental HR Coordinator is the role that can update a job description. Also the HR classification analyst can update a job description.

• If there are multiple Departmental HR Coordinators and/or Organizational HR Coordinators in the same Accountability Structure will they all receive the emails?

  Yes, all Departmental and/or Organizational HR Coordinators within the Accountability Structure will receive the email notifications, as applicable, based on the HRMS module and email type. Note: users who have both a Departmental and an Organizational HR Coordinator role within the same Accountability Structure may receive the email twice.