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iHiring Manager Instructions

 

iHiring Manager Information For You

Welcome to iHiring Manager, Temple University’s web-based electronic position requisition management system. iHiring Manager is a part of the more comprehensive iGreentree system – the pre-employment management system Human Resources utilizes to integrate hiring, requisitions and reports.  Designed to be easily used and to provide a comprehensive record of your activities, iHiring Manager replaces the previous paper requisition process. 

We believe that iHiring Manager enhances the communication process by providing accurate, real time information describing the status of the position requisition process as well as comprehensive historical data for use by both you and your Generalist.  The bottom line is that iHiring Manager makes your job easier to do by making the requisition process quicker and easier to manage. The purpose of this informational overview is to introduce you to the features and functions of iHiring Manager.  Should you require a review of how to use the system, please read this material.  If you cannot find the solution to your question then call the HR Generalist assigned to help you.

Information Needed Before Filling out On-Line Requisition

  • Job Class Code
  • Department/Center
  • Position Control Number (PCN)
  • Approvers

 

Practical Matters

 

  • Remember that iHiring Manager is a web-based system.  There are times (for example, mid-day) when the system may be slower.  You should plan your use of the system to avoid peak use times to enhance the response time you experience.

  • A valid Position Control number will serve as budget office authorization to initiate the recruitment process. Human Resources can only extend an offer of employment up to the salary amount designated for each Position Control Number.

  • University funded temporary positions must include an approver from the TU Budget Office ( jaison.kurichi@temple.edu ). Temporary Positions received without an approval from the Budget Office will be returned.

  • Positions wholly or partly supported by externally sponsored agreements (e.g. grants & contracts) must include an approver from the Office of the Vice President for Research (OVPR) (kathleen.millard@temple.edu) for sponsored projects at the HSC campus or from the Office of Grant & Contract Accounting for all other projects.   You should select the designated OVPR staff member or the Grant Analyst who is assigned to your sponsored project.  Externally funded position requisitions received without an approval from OVPR (HSC campus) or Grant & Contract Accounting will be returned to the requisition initiator.

  • Positions with both University and externally sponsored support must have both TU Budget Office and OVPR/Grant & Contract Accounting approvers.

  • While iHiring Manager works with most web browsers it works best with Microsoft Internet Explorer.

Web Site Structure

After logging into the iHiring Manager system you are directed to the greeting page.  (Contact your HR Generalist to obtain your login information.)  There are menu selections on the left and an introduction on the right (It is the greeting that provided you a link to this explanation.).  The menu options lead you directly to the program functions.

  1. Introduction: On the right side of the first screen is a welcome message and introduction with four important links:

  1. A link to the job description site where you may locate a job code and semi-generic position descriptions to be used in the iHiring Manager site: http://webserv.adminsvc.temple.edu/JobDescriptions/Advanced.aspx.

  2. The second link takes you to Grant & Contract Accounting’s staff directory, where you can locate a Grant Analyst for assistance with externally funded positions at other than at the HSC: www.temple.edu/controller/grant_accounting/grantdir.htm

  3. The third link takes you to the OVPR/HSC staff directory where you can locate assistance for externally funded positions at Main Campus: www.research.temple.edu/staff/hscstaff.html

  4. The fourth link takes you to complete instructions for the iHiring Manager Module: www.temple.edu/hr/managers/iHiringManagerInstructions.htm

  1. Menu: The menu on the left side has four options under the heading “Requisitions”.

    1. My Reqs - this option allows you to view requisitions that are awaiting approval by your supervisor and all past requisitions that you submitted. The field “List These Reqs” is set to current requisitions. You may also select; “Year to Date”, “Last 12 Months” or “All Reqs”.
    2. Add New Req -option allows you to add a requisition to the system.
    3. Reqs Pending Approval Requisitions - awaiting your approval and/or in the approval process
    4. Approver Reqs - Gives a status of Requisitions previously approved by you.

The Add Req choice enables you to navigate the blank requisition template and create a new requisition. There is some basic information that you need to know about this screen

  • Fields identified by a red dot (·) are required fields and must contain data.
  • Fields without a red dot are not required but may be completed if you know the information.
  • The semi-generic position description should be customized with your specific departmental information.
  • When there is a drop down box it is necessary to select from the provided list of choices. Both the “Department/Center” number and the “Job Class” number should be chosen with the leading digits of “800” to correspond with the University’s Human Resource/Payroll System. For those drop down boxes that contain text information, such as location and salary grade, you must select a choice identified with the leading letters “TU”.
  • The “Schedule” Field is to contain the days per week and hours. For example:

M-F 8-5 or T-Sat 8:30-5:30, etc. Or “Varied Hours” for “On-Call” as needed positions.

The “Days/Wk” field must contain the number of days an individual will regularly work, i.e.: 5, 4, 3 etc. during a seven day period.

  • Draft requisitions cannot be saved in iHiring Manager.

Tips for Completing the Requisition

Job Description and Job Code

iHiringManager is designed to work with pre-defined templates (position data and description).  You must have the Job Code Number in order to activate the template.  If you do not have the job code you may be able to locate it at the job description site, which is linked from the Welcome Message page:

http://webserv.adminsvc.temple.edu/JobDescriptions/Advanced.aspx .

If the job title and/or semi-generic description are missing from the site, please speak to your Human Resources Generalist to update the site with the appropriate description. If a requisition replaces an individual and the position is to stay the same, the job code probably remains the same. When a job code is entered into the iHiring Manager system many of the fields will populate with relevant information because Human Resources has completed templates with information typically associated with particular job codes.  Review the semi-generic position description and make any necessary changes with your specific departmental information.

Job Qualifications

The Job qualifications section is used for the posting process, as well as for advertisements, and is completed by your HR Generalist.

Notes

The Notes section is used by the requisition initiator and approvers to add relevant information which may be used by the HR Generalist to alter the requisition or to advise him/her of any special handling requests.

Multiple Positions

In some instances you may have more than one (1) identical vacancy (including cost center) to be filled (for example, ten Service Staff IV positions or two Research Technicians).  It is not necessary to create a new requisition for each position.  Simply go to the data box marked “Total Openings”, located in the left column, and key in the number of vacant positions.  The box is pre-filled with one (1) which you can change. iHiring Manager will manage the vacancies for you until the correct number of positions is filled. (You should provide the PCN for the additional positions in the “Notes” section)

Position Control Number (PCN)

A valid Position Control Number is required for all “Regular”, Full Time positions. If the requisition is for a University Funded Regular Full Time position you should obtain a PCN from the Budget Office.  A valid PCN number will serve as Budget Office approval.  If the new position requisition is for a grant-supported Regular Full Time position use “999999” as the PCN – the Grant Accounting Office will supply the PCN.

For all Temporary/Part Time positions use “888888”. All Temporary/Part Time positions must have either Budget Office approval (eric.mickelberg@temple.edu) or OVPR/Grant & Contract Accounting Office approval (see Grant & Contract Accounting’s staff directory) or  for positions at HSC, an approver from the Office the Vice President for Research (OVPR). (Kathleen.millard@temple.edu). Positions funded by a combination of university and externally sponsored funds should designate the Budget Office as the final approval if a PCN needs to be assigned. 

 

 

Account Lines

The grid at the bottom of the requisition contains the fields “Acct. Dept”, “Center”, “Percentage”.  The “Account” field identifies the labor expense account charged and, therefore, communicates whether the position is part-time or full-time, how much in taxes need to be allocated and the fringe benefit rate to charge to the department. For example, “6520” designates a Full Time Technical Professional employee.  In the “Center” field, the department enters a nine digit number - the 1st two digits indicate the funding source (“10” indicates non-grant), the next four digits are the department’s stewardship code and the last three digits represent the identifier. Additional information on account coding can be found on the “University’s Chart of Accounts” located on the Controller’s Web Site: www.temple.edu/controller/general_accounting/chart.htm

There are six “Account Lines” to accommodate individuals who are paid from more than one source.  Each number in the ”Percentage” field should represent a percentage (without the actual percentage sign, but including 2 decimal points) of the amount charged to a particular center on that horizontal line. The “Percentages” cumulatively should equal 100 percent (100.00) when totaled vertically in the third column.  It is not necessary to complete the “Date Begin” field at this time as this is when the selected candidate actually starts work.  The “Date End” column is completed only for a Temporary position requisition.

 

For example:

AcctDept1: 6520                 Center1: 104600000          Percent1: 100.00

Applicant Self-Entry Skills

You may select Skills (that are presented to all applicants submitting an on-line application) for this particular requisition.  Simply highlight the desired skill from the “Available List” and use the arrows to move the skill to the “Selected List”.  If the desired skill is not displayed, contact your HR Generalist.

Screening Questions

Assists in Identifying candidates according to pre-determined qualifications
If you use a “Yes” or “No” question or a Multiple Choice Question, you must rate the answers.

  • Desired – Is an answer weight that should be assigned to answers that are highly valued. This weight carries the highest prescreen value. The standard weight for this answer weight is 4.
  • Ignore – Is an answer weight that should be used for answers that are neither positive nor negative. It carries no prescreen value. Ignore is the default weight assigned when adding answers. The standard weight for this answer weight is 0.
  • Must Not Have – Is an answer weight that should be assigned to answers that are not sought after and are in fact to be avoided. This weight carries a negative prescreen value. An applicant who chooses an answer with this weight assigned will automatically be declined after submitting their application. The standard weight for this answer weight is -1.
  • Nice to Have – Is an answer weight that is appropriately applied to answers that are favored, but not highly valued. The prescreen value for this weight is less that DESIRED, but more then IGNORE. The standard weight for this answer is 1.

Approval Process

Choose the approvers from the list provided in iHiring Manager. All requisitions must have at least one approver. (Remember that you must “SAVE” the approver list after you finish.)  Before constructing the list you should take into consideration the availability of the approvers, i.e. you may not want to select an individual on vacation.  You must choose one approver that possesses Level One signature authority.  The order in which the approvers are listed is critical and reflects the sequence in which they are contacted by email.  The final approver (Level One Signature Authority) should be at the bottom of the list. Generally, requisitions supported by “10” funds require Department Head Level One approval. 

Requisitions (Full time Regular, Temporary and Part Time) supported by externally sponsored funds require Grant & Contract Accounting Level One approval, see Grant Accounting’s staff directory. HSC positions (Full time Regular, Temporary and Part Time) supported by externally sponsored agreements must include an approver from the Office the Vice President for Research (OVPR). (Kathleen.millard@temple.edu)

www.temple.edu/controller/grant_accounting/grantdir.htm

University funded Temporary and Part Time Positions must include the Budget Office (eric.mickelberg@temple.edu) in the approval process.  Upon completing the “Add Approvers” section, click “SUBMIT” button at the bottom to complete requisition.

When the requisition is added the Hiring Manager will receive a confirmation, including a new Requisition Number, indicating the requisition was successfully added.  You should refer to this requisition number when contacting Human Resources.  The addition of a new requisition automatically generates two emails (all emails are electronically initiated from tuhr8@temple.edu): the first is sent to the initiator of the requisition and the second is sent to the first approver on the approval list.  The email process continues automatically until all approvers have responded.  The final approval also initiates two emails: one to the initiator indicating that the approvals have been completed and the second to Human Resources.

An Approver does not have to wait for the email, they can go directly into iHiring Manager and select “REQS Pending Approval” and approve the requisition.

Approvers have the option of approving the requisition or disapproving the requisition.  Approvers do not have the option of making changes to the requisition directly but they could indicate relevant information in the “Notes” section so that alterations could be made by the HR Generalist and noted by the requisition originator.  Disapproving the requisition eliminates it completely and necessitates restarting the process.  Typically, a better practice would be to approve the requisition and recommend proposed changes in the notes section.

 

Monitoring the Requisition Approval Process

You can monitor the status of a requisition or multiple requisitions by logging-on and clicking on “Reqs” then “My Reqs” on the left column of the greeting page. The originator could see who approved and who has yet to approve a particular requisition.  The originator may choose to call the person next scheduled to review a requisition in the event they do not monitor their email regularly enough or if an error occurred and the intended recipient does not receive the email notification. If the latter occurs the approver could log-on to the system and click on “Reqs Pending Approval” to give their authorization. Alternatively, your HR Generalist could send another email notification to the next scheduled approver if you request that they do so.

Approver Requisitions – You can view all requisitions for which you have been an approver. The field “List These Reqs” is set to “Currant”, you may also select, “Year to Date”, “Last 12 Months” or “All Reqs”.

Applicants

The Hiring Manager can view all of the candidates forwarded by Human Resources by going to the Applicant Section and selecting the appropriate commands.

 

New Applicants

 

  1. Go to “Applicants”, then “New Applicants”
  2. You will view all “non-status’ed” applicants
  3. Click on “plus sign” next to Candidate’s name.
  4. Click on the “plus sign” again to retrieve the resume and candidate self service (CSS) form. (Application)

 

Applicant by Name

 

  1. To find an applicant by name in the Hiring Manager module, the Hiring Manager must click on Find By Name from the main menu.
  2.  This will display the Find Applicants by Name form.
  3. Full name information can be entered before selecting Find Applicants. However, if an applicant’s full name is not known, the Hiring Manager can perform a partial name search. This is done by entering as much name information as desired followed by an asterisk “*”.
  4. Name searching is not case-sensitive.

•To Status Applicants

1. The Hiring Manager should choose the appropriate determination for each candidate considered. Please note that the candidate will be able to review the corresponding determination on the Candidate Self Service Module. Since this is a web based system, the candidate will be able to see the results immediately.  

Hiring Manager Determination

 

What the Candidate will see.

 

 

 

Affirmative Action

 

In Review

Did not respond to invite

 

No Response

Interview

 

In Review

Interview - Candidate withdrew application

 

Withdrew Application

Interview - Not interested at this time

 

Not Selected

Interview - Other candidate more appropriate

 

Not Selected

Interview - Reject Salary

 

Not selected

No Show - Department

 

No Show for Interview

Refer to HM - Not interested at this time

 

Not Selected

Refer to HM - Other candidate more appropriate

Not Selected

 

Affirmative Action’s

This section will allow the Hiring Manager to initiate an “AA” so that the HR Generalist will be able to offer the position to the selected candidate. 

  1. Click on “For Requisition”
  2. Select the position that you want the HR Affirmative Action Authorization for
  3. Click “OK”
  4. Click on “Select Applicant”
  5. Select Candidate of Choice
  6. Offer Amount – enter salary you authorize HR to offer candidate.
  7. Submit
  8. This will send via Email the “AA” to the Generalist to complete the Offer process.

 

Communicate with your HR Generalist

All information entered into the iHiring Manager system by the departments is viewable by Human Resources via the iGreentree system.  If you encounter any difficulties, communicate with your HR Generalist to let them know your needs so they can intervene and assist you.

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