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User Manual - Greentree Systems, Inc.

1. Req Job Title OO T status Entered Recruiter 2003 004 Project Engineer Open 02 06 2003 Mercer Michael M 2003 006 Desom Engineer Open 05 14 2003 G Mercer Michael M 2003 015 Program Manager Field Engmeenng Open 11 00 2003 Mercer Michael M fs 2004 016 General Surgeon Open 03 04 2004 Knox Kathenne 2004 020 HR Generakst Open 03 04 2004 a Cannova Adnan E 2004 041 Senior Administrative Assistant New Rag In Approval Process 04 28 2004 3 Knox Kathenne 4 a gt Page 1 of 1 6 Records Total List These Regs Cure Hiring Managers can select to view a more extensive date range of requisitions by choosing another option from the List These Regs list The Current option is defined in Maintenance Codes RegStatus IsCurrentForHiringMgr List These Regs Curent MA For a more detailed review of the requisition the Hiring Manager can select the desired Requisition from the list by clicking on the Reg The Review Reg form will reflect all field values as the requisition currently stands in a new window including any changes made by HR Review Req Save Undo Close a Help Required Entry Entered 03 03 2005 By Fowler Stephanie Req 005 020 Status Open Job Code 88988 Position Ctrl4 145892 Job Title HA Generalist Dept Human Resources Division Operations Location Atlanta Filing System Requisitions Total Openings 1 Total Filled 0 NWew Repl New Replacing Grade 24 F
2. Contact EA Source Mamer Source Type Is Address status 1 rr E Location Le SUN Recruiter Te State TL Zip E Track applicants from this Source EMail as Track expenses for this Expense Ehana CO Post regs to this Source Mi Allow C55 Applicant to Select this Source Special Note Contains Entering criteria into this window can perform most Source and or Expense searching Enter criteria in Search any of the fields on this window and then choose to find records with that information in the selected fields To find Sources that are currently Active select Active from the list of status codes Status Active Source Mame Lrope fststus tat locstiom P Our Website Internet Active Durkin John a e aa Brass Ring Dote oe Cities Lou Atlanta BrassRing com O ae Ala Hiring Manager Searches QuickSearches can be performed for Hiring Manager records Select QuickSearch from the Hiring Mgrs menu Quick Search iGreentree v8 1 User Manual Searching e 203 Hiring Manager QuickSearch Greentree Systems Inc E Name FM LJ Tite Address It Status Jlad DT Dept E City E Division ee E State Hair Zip eg Location o oe EMail e Recruiter KA Phone A Comments eege Contains Ir A Most searching for Hiring Managers can be performed by simply entering criteria in this window Enter Search criteria in any of t
3. Shift Code A Lei Posting Category eg Lei Schedule SS Recruiter PO id Job Group Tei Hiring Manager lla Hiring Mgrs See All Apps Search Committee Start Rhy Search Committee End Note to Hinng Mgr Filed By HowFilled FilledOn StartOn m Contains E Once the new Requisitions have been found users can add or change data and or Attachments and perform Actions as needed described in detail later in this Chapter List View The most common result form of a search is List View Anytime a user performs a search that returns more that one result Requisition Applicant Source etc The results will be displayed in a list form To maneuver out of List View and view a single entry you may use the Edit View buttons Requisition List Yiew ta 4 1 of 39 gt pt Edit view Action History Attachments Greentree Systems Inc SUIS 41113 Rea Cd Job Title 2004 001 Regional Sales Representative Filled 712 2009 2004 002 Regional Sales Representative Filled 10 20 2004 2004 003 ProgrammerfAnalyst Open 1d 142004 2004 004 Project Engineer Open 1d 112004 2005 004 Software Development Manager open A 1242005 76 e Greentree Requisition Management Greentree v8 1 User Manual Summary View If a search is preformed that returns a result of only one item you will be brought directly to the Summary View screen for that item The Summary View allows the user to
4. select the quick launch button ae located on the toolbar There are several other criteria that can be used to search your database they are detailed below with general examples You may use any combination of criteria to narrow down the search results 82 e iGreentree Requisition Management iGreentree v8 1 User Manual Skills Most searches contain at least one or more Skills Skill criteria can be added with combinations of Desired Required Nice To Have as needed If Ratings are being used for any Skills in Applicant Attachments a minimum Rating may be set here in the Search Criteria If the Applicant has the listed Skill but at a lower Rating the extra match point s will not be added If he she has the Skill at the Rating selected or higher the match point s will be added moving the Applicant higher in the candidate list Mice to have Accounting Desired Applicant Tra Required Employee Re Desired Human Rezo Skill Nice to have Training E Since the default Rating for each Skill in the Applicant Attachments is zero this will only work if users have been entering Ratings for each Applicant who has the selected Skill Degrees For a Degree it may be important that the Applicants have a certain Major Degree finds applicants with the specified degree or higher For example Bachelors will also find Masters and Doctorate degrees For this example enter Human Resources in the Major Emphasis column l
5. Find Jobs or Create a UserID Password Welcome Find Jobs Sign In A new applicant has two paths to choose from when geiting started Theycan create a User ID and Password that will allow them to apply for specific positions or choose to begin reviewing job opportunities as a guest Create New UserlD and Password If the applicant chooses to create a UserID and Password they can do so by clicking the link Create a UserID Passweord at the bottom of the Welcome page The Create New UserID and Password page requires the applicant to create a User ID that is a minimum of 7 characters long without spaces and a Password that is at least 7 characters long without spaces The applicant s Password cannot be the same as their User ID The fields marked with an are required fields that must be completed The email address may be optional as determined by the customer in a CSS Maintenance 104 e Candidate Self Service iGreentree v8 1 User Manual setting After completing the required information the applicant must click the Create UserID and Password Create UserID and Password button to See Create New UserID and Password By creating a UserID and Password neither are case sensitive you can create a reusable online profile track your status and sign up to recelve email Job Alerts of future openings By making note of your UserID and Password vou can return to this site at any time to view and update your information Ot l
6. Find Matching Apps Search Criteria Find Matching Apps is an Action that is a short cut for running the Search Criteria search engine located under attachments on the Requisition The defined search criteria can be used to search through existing applicants to find people who have the requirements for a position To begin we must first set up our Search Criteria for the specific requisition To illustrate start by selecting QuickSearch form the Requisitions menu Requisitons Find By Reg Add Requisition Find all Open Requisitions by entering Open on the Status field and clicking Switch to the Edit View for the selected Req by placing the indicator next to the requisition to be viewed and clicking on the button iGreentree v8 1 User Manual iGreentree Requisition Management e 79 Analyze a Job Description or Qualifications The system can assist the user with starting to build the search criteria by analyzing the job description and job qualifications From the Attachments menu first choose Job Description Attachments gt Notes Job Description 1 File Edit View Insert Format Tools gt Administers various human resources plans and procedures for all employees assists in development and implementation of personnel policies and procedures prepares and maintains employee handbook and policies and procedures manual maintains all HE related paperwork Conducts recruitment effort for all level
7. Refers to the Status of a requisition as it is proceeding through the approval process To delete a Letter highlight the letter and select the Delete button Confirm the deletion by selecting OK Select the Save button Are vou sure that you wank to delete this Letter record Click OK bo delete record or Cancel to return Before deleting a letter verify iGreentree or any other module CSS Hiring Manager module Resume Inboxes or System is not using the letter To find out if a letter is in use by a module look at the same named settings under the Maintenance menu If a Letter is in use be sure to change the module settings appropriately iGreentree v8 1 User Manual Administration amp Maintenance e 235 Reports Maintenance Reports are created and modified in Crystal Reports by the Greentree Report Librarian for more information see the Using Crystal Reports with Greentree Manual Select Maintenance Reports Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters Reports Reports Greentree Systems Inc Report Name Check Out Name Date Entered A fall Open Positians LT Users ReadyReports 09 24f2003 Applicant Interview Schedule Dates Recruiter A Users ReadyReports 03 11 2004 Applicant List PAT Users AppQuickSearchRepart 06 21 2004 Japplicant Wailing Labels O Ae O AppQuickSearchReport 94 10 2003 TJapplicant ger les appQuickSearchReport 03 22 2004
8. nActive will deactivate the module and Hiring Managers will not be able to use the module This setting is often used when maintenance is being done to this web or the server that is hosting the web s Req Filing System Defines the requisition filing system for requisitions entered via this Hiring Manager web The filing system will determine the numbering used upon requisition submission NOTE Only filing systems that are set up with automatic number assignment may be utilized i e no may be used in the filing system mask Recruiter Defines the recruiter to automatically be assigned to requisitions entered via this Hiring Manger web Some systems are designed for the Hiring Manager to select a recruiter when completing the on line requisition In that scenario this field would be left as None ReqStatus on Submit Defines the requisition status to be given to requisitions submitted by the Hiring Manager New Reg In Approval Process is a commonly used RegStatus code for this field 250 e Module Maintenance iGreentree v8 1 User Manual RegStatus on Approved Defines the requisition status to be given to requisitions once the ENTIRE designated approval process has been successfully completed New Req Approved is a commonly used RegStatus code for this field ReqStatus on Not Approved Defines the requisition status to be given to requisitions if one or more approvers reject it New Req Disapprove
9. Approved 01 14 2005 a Fowler Kevin a Hinson Kristina 2005 008 Registered Nurse Open 01 26 2005 a Mercer Michael M a Hinson Kristina 2005 016 General Surgeon Open 03 03 2005 Knox Katherine a Hinson Kristina Applicants for Req 2005 016 3 Records Found Applicant App ID Applied Pre Screen Result For This Req Result Date Result Updated By mmm fs cooing mervin P e No Show 22 19 2005 JE Pollock Dave H Harborough Harold E 03 04 2005 Reviewable Reviewable J o3 04 200s LJ Fowler Stephanie po s Peasc fr p wa new amnicane o bam IE Hiring Managers can also submit offer requests to Human Resources via the Hiring Manager Module and check on the status of those offers Make Offer Submit Clear Close amp Help Required Entry For Requisition SS Select Applicant E Offer Amount Offer Date Fa Total Bonus Bonus Payment Amount 1 Bonus Payment Date 1 EN Bonus Payment Amount 2 Bonus Payment Date 2 kd Start Date EN Orient Date E Applicant Status offer Outstanding Ka Requisition Status Offer Outstanding ai Result for this Reg Offer ISS Submit Clear Close a Help 20 e Introduction amp Overview iGreentree v8 1 User Manual Applicant s View The Candidate Self Service module CSS allows applicants the option to apply on line set up job alerts and check the status of their application They will access the Application from a we
10. C55 Login suzyque C55 Password EE 7 Job Alerts Active no 055 Web ID css External H CSS Login The Applicants CSS Login is the UserID that he she created in CSS It displays and can be edited by clicking in the field and typing over the existing CSS Login CSS Password The Applicant s CSS Password was also created by the Applicant in CSS It is masked for privacy but can also be changed by clicking Mi A Confirm Password window will display that allows the User to type over the existing password and then type it again to confirm Greentree v8 1 User Manual Applicant Processing e 161 Contirm Password Close Password sseeeet Confirm Password Job Alerts Active The Job Alerts Active field displays whether or not the Applicant has set up a Job Alert in CSS to notify them when positions are posted that match the Applicant s Job Alert criteria The User can turn off the Applicants Job Alert by clicking the button and changing the field to No CSS Web ID This field indicates which CSS Web the Applicant initially applied to when an organization has more than one CSS site i e Internal and External site Click when finished entering updating the relevant CSS Properties fields 162 e Applicant Processing iGreentree v8 1 User Manual Applicant Activity Greentree has Actions that assist the user during the employment process Actions will update data and automatically record History while providin
11. Entered 12 21 2005 By Muxlow Kristina In addition the Contact Information fields are now displaying Home Phone Work Phone and Email 28 e Hiring Manager Module Requisition Management iGreentree v8 1 User Manual Hiring Manager Data The remainder of the fields on the Hiring Manager s record should be completed as needed Ata minimum Hiring Manager records in iGreentree need to have the following fields populated FirstName LastName Title and a valid Email address If using the Hiring Manager module the User Name and Password fields must also be completed Email The Email field is required if the Hiring Manager is to have Applicant information Routed to them or if they are going to use the Hiring Manager module Email jernail address yourcompany com Status The Status field is to indicate if the Hiring Manager is currently active and is a valuable field to utilize when creating Hiring Manger reports Once a Hiring Manager has changed positions or has left the company the Status should be changed to nactive as this will allow iGreentree to keep this managers Applicant and Requisition information but will exclude them from current reports if the report is designed to only include Active status managers Status Active Le NOTE An nactive status does not disable their access to the Hiring Manager module Username and Password If the Hiring Manager module is to be used a User Name and Password need to be entered It i
12. File Edit View Insert Format Tools Ricardo L Mactal 33 Chicago IL 60004 santiagom di gtelone Com Home 6303951 1 001 4 OBJECTIVE Well trained Professional Registered Nurse with expertise in Caregiver position focusing In nursing care in hospital hospice psychiatric and rehabilitation ASS WORK EXPERIENCE Zo Notes Experience Summary 3 Wilson Hospital Darian IL Emergency Room RN 102000 10 2001 Li amp Certificat Trained with emergency response team Facilitated the access treatment and transfer release phases for gege GE assigned patients Maintained patient records consistent with hospital guidelines Assisted in Public Resume Text 1 Auw tenesz Seminars Education Summary 1 This document is a simple text file that would have been entered one of three ways First an Applicant may have pasted a text copy of his her resume into their online application Second they may have emailed a resume into an inbox that is processed into the system Third the resume text may be the result of a scanned resume that went through Optical Character Recognition OCR Resume Text can be searched However resumes that went through OCR may not be perfect due to OCR errors 14 Introduction amp Overview iGreentree v8 1 User Manual Emailed Resumes For resumes that come originally via email there is no Resume Image Attachment f a user were to select Resume Image from the Attachment menu the following messag
13. Jeton Resumes O As O ppQuickSearchReport 03 22 2004 Japplicant Source Summary Greet Ale appQuickSearchReport 11 30 2008 Add Delete and Save changes are options here as in other Maintenance windows e Report Name Each report must have a unique name describing the information in the report and or how it is used Reports with as part of the Report Name will prompt the user to enter the requested information prior to running the Report e Check Out Name This is the name of the user who has checked out the report for modification e Security Group Please disregard this value as this field is for future use and is not currently implemented in Greentree e Report Group This option determines where the report will be available within Greentree Module Maintenance Maintenance topics relating to iGreentree Modules can be reviewed in the Module Maintenance chapter The Maintenance menu items found in the chapter include Thesaurus Resume Inboxes HiringMgr Settings and CSS ASE Settings System Settings Maintenance The System Settings contains some miscellaneous settings that the Greentree Administrator can control Select Maintenance System Settings Maintenance Codes Filing Syste Doc Types Dup Check Logged Users Letters Reports Thesaurus Resume Inboxes HiringMlgr Settings ASE Settings Suy stem settings 236 e Administration amp Maintenance Greentree v8 1 User Manual Once selected the Settings Group
14. Last Quarter Last Tear When a specific date is selected it w the chosen date onto the date field This Quarter w This Year ill appear in the From box Select From 01207 2006 PX Cancel A J to continue and populate To select a date range click the appropriate relative date button such as Last Week and it will populate the From box Next choose a specific Month Year and Day and populate the To box or you may select another relative date if appropriate such as Today Select Posted External Range O ema LastwWeek kk To 01731 2006 Yesterday Last Week Last Month Last Quarter Last Tear Today This Week j This Quarter This Year Tomorrow Next Week This Month Next Month Next Quarter Next Tear Month Year Sunday Monday Tuesday Wednesday thursday Friday Saturday EA ie oe Be Go H ee rs 9 uo a 7 a2 Pas oa Pas ae Par ae as 20 2 Cala 24 25 2 27 28 2 ae MEN Ok l Ge Now choose to populate the range onto the date field P 4 External Range 6 e Introduction Overview Greentree v8 1 User Manual Message Box A Message Box provides information about a system process or a user action Microsoft Internet Explorer E eh Save Changes z WW j Click OK to save changes or click Cancel to close without saving
15. Next select Action Restore CHA The System will prompt twice to verify that the Applicants should really be restored click OK to continue To permanently Purge the applicants from your system select Action Purge or use the quick launch SC button 1 located on the tool bar The System will once again prompt twice to verify that the Applicants should be permanently removed Click OK to continue NOTE Purging Archived Applicants from the System can not be undone Archived Hiring Mgrs This area allows you to view and purge Hiring Managers that have been archived from your System This are functions identically to Archived Applicants described above For more detailed information on searching restoring and purging please see above 242 e Administration Maintenance Greentree v8 1 User Manual Release Notes Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus Resume Inboxes HiringMgr Settings em Settings Archived Applicants Archived Hiring Mars Release Notes Release Notes Close Gils Wels Steves UE O version te Contents ES 0008 0000 0000 03042004 Enhanced the data dictionary to be fully versionable so customer changes are not overriden during updates o00s 0000 0000 03 04 2004 Enhanced Codes Maintenance Codes are now fully versionable so updates will not override customer changes naas 0000 0000 0304 2004 Enhanced EEG to include Date O
16. Route Cover Sheet Resume Text Resume Image Notes Photo pal Email Message File Edit wiew Insert Format Tools The document choices will be a compliation of all available documents This means that some applicants may not have all documents If the user chooses a requisition the system will route the CSSForm that was submitted for that specific requisition To make document selections use the arrows to move documenis from left to right from the Available column to the Selected column there is no preview option in the mass Route Action After making the desired selections choose OK to run the Action The Route History for all of the selected Applicants will be updated after the Action is run You may also run this action by selecting the quick launch button located on the toolbar Routes History The Routing is added to the Routes History for the Applicant History Attachments Regs Applied For 1 Information about whom the documents were routed to who routed them what date they were routed on and for which requisition is recorded Comments may be optionally included ER Routed to Route Date Route Status Result Date Routing Comments 174 e Applicant Processing Greentree v8 1 User Manual The results of the routing can be recorded after the user receives feedback from the person the documents were sent to The Result and the Result Date can be updated in the Route History In addition Routing Comments can
17. Template We Generalist Public Template Status open Y Filing System Requisitions Is Job Code esses HR Gene 7 Position CH Po Total Openings a Total Filled a Job Title HR Generalist Dept Human Resources Is Reg Temp gt Approved Division operations Tel Exempt NE Exempt y Deadline Location Is Full ZDart Posted Internal Sal Grade 24 Te New Repl Se Posted External FTE 0 0 Replacing Shift Code Pp KA Posting Category Human Resources Schedule Ir O O Recruiter 7 Job Groups rm Hiring Manager E Hiring Mors See All Apps Many Attachments can be completed for the template This will greatly reduce the data entry time later The various Attachments will be discussed later in this chapter The only History available for Req Templates is CSS Questions Audit which is populated based on the changes made to the CSS Questions Attachment that is a part of this template 58 e Greentree Requisition Management Greentree v8 1 User Manual Copy an Existing Template Copying an existing Template can greatly speed up the creation of similar templates With the Req Template to be copied in Edit View go to the Action menu and select Copy to New The entire Template along with its Attachments and History will be copied Action History Attachment Data Regardless of whether initial data came from Hiring Manager or was entered directly in iGreentree there are
18. 05 03 2002 By arp Updated 06 03 2002 Ey arp Name F M L Hi rt Manager SSN Address Juhat is driving your resource gar Filing System External Applicants budget Status z City timing Location ka State or El ap Recruiter El Home Phone IA Follow Up m Work Phone E Cell Phone E EMail Ce Resume Text for Hi It Manager A are File Edit Wiew Insert Format Tools Hi IT ManagerRecruiter t BayMinds we believe in supporting our clients in every situation The most challenging and frustrating time for any business is when opportunities exceed available resources No matter what is driving your resource gap budget timing ora lack of expertise we have a cost effective solution Please allow me to drop a few lines on our highly qualified and experienced Oracle Applications Consultant Make note of the applicant ID number and perform a new Applicant QuickSearch using the non applicant s ID criteria and perform the Purge action Please refer to the user s manual section on Purging for details Only the most common scenarios for handling erred resumes have been presented here If more assistance is needed please contact Greentree Systems support at support greentreesystems com or by calling 1 866 348 8845 iGreentree v8 1 User Manual Resume Processor amp ScanStation e 147 THIS PAGE INTENTIONALLY LEFT BLANK Greentree v8 1 User Manual Applicant Processing Objectives After c
19. 260 EE ee A 167 170 OMS tods 179 180 182 Reqs Applied For 169 179 181 NOUS aaa 174 SOU Sita idad 101 163 Hiring Manager A A A 182 OMS IS naci n 180 182 Requisition Applicant HIStory e isiin 84 APDICAM Sisi 68 Approvers Aug 90 CSS Questions Aude 91 EX DOMSC nica ii 100 Expense History cccccssseeecseseeesseeeeees 85 FIO AP o O ete 86 OM Susi 89 180 182 POSUN Sta dede 85 98 Source Expense EXPONSO E 100 POSING Sada laa 98 A 86 Hiring Manager Module 30 Ada PCG eege 31 47 Adding Approvers 37 Approval Process 40 ASE SORIS as 33 Data ENUY ticas 32 A encase etek ae cise oat ces Oe EE 46 Lo ete ee ee a 30 Req Preview 45 Reqs Pending Approval 42 Submit Requisition 000000nnnnnn0aaannneneennnennnn 40 MO E 175 JODA EE 127 Beie OR e e ienien cti 59 Job Qualifications os 61 LES canales 167 Applicant Acknowledgement 163 lle PP o A EA T E T E E T 181 A 176 A 179 HO ida 170 Mass Maldad 166 Requisition ll gu 88 eelere En EE 96 Licenses amp CLertfcates 154 IS DMI Wa 9 Loading Documents A 160 Eo A 164 167 Loquo SOUE EE 163 Logged EE 232 A ncctossaunmhatamniaaesamensauanadansing 4 Index LOJ OSC DEE 12 Mamtenance ccccececeeeeceeeeeeeeseeeeeeeteneetaues 220 COVES Ud al 221 GSS DC e EE 254 Setting Propertie Scannen 254 VIEW Meniere NE 256 CODY 10 TEE 261 CSS Categories ceren eels 256 CSS Global Questions cco
20. 3 5 years 5 7 years More than 7 years What is your salary requirement 6 Do you have HR Generalist experience Yes No 7 How did you learn of this job opportunity Please Select One D Required Entry Greentree v8 1 User Manual Greentree Requisition Management e 67 Question Answer Weight The Multiple Choice and YesNo questions carry an answer weight which can be used to calculate a orescreen score for the applying applicant There are five weights that can be assigned to each answer Select Answer Weight Desired Highly Desired Ignore Must NOT Have Nice To Have Desired Is an answer weight that should be assigned to answers that are valued This weight carries the second highest prescreen value The standard weight for this answer weight Is 4 Highly 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 6 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
21. 62 Riet 128 Eat ne E 254 My Info Home 109 Password Aeeisiance 107 Prescreening ccccseeccceeseeeceeseecceseeceeneeeesaneesseaes 67 Requisition Specific CUuestons 123 Search by Job Number cooccccccccncccnncccoccnnnoss 21 109 SOA ODS usaste ici 21 112 Search Jobs Results oocccocccnccccnccnnnccnnccnncnnnanos 22 el 124 Upload Documents 71 125 View My Application Status 000000aeenn 24 127 Uer 21 104 Withdraw ApplicatiON cooooncococoncncocononnnnnoo 127 Change Filing System ccccccceessesseeeeeeees 245 Alle Mea 189 Ke e sacacasa 92 Coded Fields ccccceceeeeeees See Field Types Contact Info 95 157 Contains Gearch 200 Crystal Report Viewer 218 CSS Additional Umks ennenen 62 CSS Properties oooocccnncccccccononccnnnncnnnnanonnnos 161 CSS QUEStON Societies incoada 62 Answer Weight saennneennnennnnsnnensnnresnreesrrennrrnene 68 Display Order 67 V A 63 Multiple Choice 64 ea 65 66 CSS Questions Audi 91 Cos EE 69 CSS Uploadable Documents n00nn000nn0000nnnn 70 SOF o 155 CSSFOrMinteriM seesout ienen 160 Date Fields serens See Field Types Dalo Sear el EE 195 Delete iGreentree v8 1 User Manual COOS r 224 Data from FieldS ccccccccceeecceeeeeeeeeeeeeesaeeeeesaeeees 5 EXPENSES POR PRE o O o ientacanmeacectlacesdacanmtaeteacees 246 A o ae 189 Kier 73 Records from List View 195 Ke EE te CN 246 SE cas sceicncacsna
22. Approvals Status Date Comments hyers Gary Looks good Greenberg Carol Not Reviewed Approved H Hot Approved Add approvers Entered 04 28 2004 By Walker Jane Reg 2004 041 Status New Beg In Approval Process Job Code 11112 Job Title Senior Administrative Assistant Dept Enginesring Division Location Filing System Requisitions Total Openings 1 New Repl Replacing Grade 16 Full Part FTE 1 Shift Schedule Req sTemp Once the Hiring Manager has selected their Approval Status added Comments and has selected Save a confirmation of the requisition update will display Kagepe Links Greentree Systems Manage Greentree Systems Inc Update Reg Status e Approval Record has been updated e Added comments If the Approval Status was changed to Approved the Hiring Manager will receive a confirmation of the change The requisition will also be removed from the Hiring Manager s Pending My Approval list For designated Approvers who are HR users of the Greentree application and therefore are not set up as a Hiring Manager they will need to approve or disapprove the requisition in Greentree not the Hiring Manager module This is done by bringing the requisition into form view and selecting Approvers from the Attachments menu and completing the information Approvers For 7005 053 Send Notification Save Cancel Close lo lapprover Approva
23. Del Quest Add Answer Del Answer ERRE Close GQuestionis vou have a Bachelors Degree Le 03042004 Fowler Stephanie p vou have a minimum of 5 years of HR experience In o3 04 2004 Fowler Stephanie New Question3 01042006 Current User Answers Display Order The User must click his her mouse over the words New Question so that New Question is highlighted Greentree v8 1 User Manual Greentree Requisition Management e 63 Questions for HR Generalist Ki Question p you have a minimum of 5 years of HR experience Ch Mew Questions The New Question can then be typed over with an Tee uestion that is open ended in format and encourages more than a one word answer Choosing will change the Current User entry in the Entered By field to the name of the user who is adding the question Multiple Choice Questions Another question type is Multiple Choice This question type should be used when specific answers are to be presented to the applicant for selection Select Question Type Multiple Choice Single Entry YesMNo A ei uestiond The User must click his ner mouse over the words New Question in order to highlight the text and allow a question to be typed over it After the Multiple Choice question has been entered the User must then add the answers choices that are to be presented to the Applicant for selection Select Add Answer to enter the first answer choice Questions for HR Generalist
24. EEE A EA PS Question e are Question Style you have a minimum of 5 years of HR experience ee o3 o4 2004 gt many years of Recruiting experience do you have 3 Multiple Choice 01 04 2006 Answers answer o apl weoh sd Display Order Dp New Answers more A The words New Answer will populate in the Answer column and the User must click his her mouse over the words in order to highlight the text and allow an answer to be typed over it ll f mswer Weight Display Order Hew Answerl ETZ 64 e Greentree Requisition Management iGreentree v8 1 User Manual The User must select EE again to add in each of the answers that should be available for the applicant to choose from Each Multiple Choice answer can be assigned a weight Each weight will be used to calculate the applicant s prescreen score In addition the assigned answer weight can also be used to automatically disqualify the applicant gnore will be the default for all answers that are added To select a different weight simply click in the weight column for the weight to be altered and then click the Y button Choose Cox the weight and click Select Answer Weight Mone Desired Highly Desired Must NOT Have Mice To Have An example of a Multiple Choice question s answer set up would be Answers ll l nmswer ep Weight sd Display Order MM Less than 1 year WW Must HOT Have Po Pic years Damme les years O ie To Have E Jas years O ig Desired
25. If by an Employee Referral who referred you SourceComment 12 07 2005 Strasser Michael 12 21 2005 Pollock Dave New Question3 Essay 02 20 2006 Current User iGreentree v8 1 User Manual Module Maintenance e 259 No answer needs to be identified as an Essay question will provide the applicant with a large text box for answer entry Click the E button to save the Global Question and to actively start asking applicants for this information Single Entry Source and Yes No questions will be entered in much the same way as the Essay questions No answer needs to be provided as the Single Entry will have a text box for the applicant s answer and the Source question will provide the applicant with the Source Type coded list The Yes No questions will automatically be set up with Yes and No answer choices O T nswer Tapfvisplay order Lp ves es Pe E a When adding Multi Select or Multiple Choice questions answers must be identified For example First add a prescreen question by clicking the Add Guest button When the window opens asking for the question type select Multi Select A new question will be added to the table with the temporary question label How did you learn of this job opportunity 03 03 2004 Rodgers Doug If by an Employee Referral who referred you 2 Source Comment 12 07 2005 Strasser Michael 12 21 2005 GE Daue p New Question3 3 Multi Select 02 20 2006 Current Us
26. Jane Mercer Michael M D 2005 018 Registered Nurse Metroplex Center Critical Care Unit Days Evenings Myers Gary Chamonix Susan L 9 2005 019 Senior Administrative Assistant Metroplex Center MIS Days Greenberg Carol Mercer Michael M 10 2005 022 Sales Manager tlanta Days Bergman Pam Cannova Adrian CSS Job Detail Fields These settings identify the field information that will be displayed when a specific requisition is selected from the search results This information is presented to the applicant in the form of a Job Detail page e Field Name refers to the field name as defined in the database e Display Name refers to the column title as seen by applicants e Display Order refers to the column order that information will be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive e Include in Title defines whether or not the field data should be included in the title of the Job Detail page A Yes translates to the field being included in the title No translates to the field not being included in the title C55 Job Detail Fields For CSS _ External add Delete save cancel Close Field Name Display Order Include In Title postie ber re hen ren e leegen Loos ne DP pepariment Department e The above settings would translate to the following display in CSS Job Detail Job Detail To apply for this Programmer Analyst position click on Apple for
27. LastName FirstName LastName FirstName AND Addri LastName FirstName AND Addri AND Email LastName FirstName AND Addri and SSW LastName FirstName AND Email Logged Users To see who is currently logged into the Greentree system select Maintenance Logged Users Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Greentree Systems Inc UserName Login Name Login Date Last Access Date Logged Users pe Muxlow Kristina KMuxlow BA BOE 6 22 46 PM 2 4 2006 6 48 18 PM It is useful to know who is currently Logged into the iGreentree application prior to performing certain administrative functions such as system updates If necessary contact the appropriate user s to request they exit iGreentree using Exit Exit Application 232 e Administration amp Maintenance iGreentree v8 1 User Manual Also in having a limited number of concurrent users this is helpful to determine current login activity For example if a 6 user system currently has 6 users logged in one of the inactive users based on Last Access Date can be contacted to logout thereby allowing the 7 user to login when previously they were unsuccessful Users who do not select Exit Exit Application when logging out of the system will remain on the Logged Users list until the server refreshes its connections to the application Their inactive login will then be automatically cleared at that time If a us
28. Public for Edit unchecked Public for Run unchecked Run at Startup checked Notes Recruiter X Open Offer Outstanding and recenily filled Reqs Build AdvancedSearch East sels Wie aw Mame of Search Rathernne Knox Active Regs searching For Requisitions ei Public for Edit Public for Run i Run at Startup Notes Katherine Knox Oper Offer Outstanding and recently filled Regs Advanced Search Settings FE Search Criteria Search Parameters NOTE For demonstration purposes ONLY we are using Recruiter Katherine Knox in our pictorial To add search criteria right click on Search Criteria and select Add Criteria from the right click menu Advanced Search Settings Search Cribass Search Ba Add Group Add Criteria Add A New Advanced Search Criteria OK Cancel Where Field El Condition K f Use Value f Use Parameter Yalue iGreentree v8 1 User Manual Searching 207 This dialog lets the user select a field condition and either a value or a parameter For instance one example would be RegStatus Open Another example would be ReqDateFilled Last Month To add search criteria first click on the button next to Field to view the Select Criteria Field dialog Select Criteria Field Ga Applicant Fields Ga Applicant Template Fields ES Hiring Manager Fields Gs Person Hequisition fields ES Requisition Fields Ges Requisition Template Fields Gs Sou
29. SChamonx GreentreeSystems com Greenberg Carol Cgreenberg wGreentree com Collins Andrea AColins iGreentree com Adding Search Committee Members to a Requisition The Hiring Manager can also designate other Hiring Managers to use the Hiring Manager Module to comment review and or update the applicants that apply for a particular position The individuals selected will receive an email notification To add Search Committee Members the Hiring Manager will click on the Add button under Search Committee Search Committee ADD Remove All Committee Member Security The Search Committee screen will display To add Committee Members highlight the Member s name and click the top arrow to move the name from the Available list to the Selected list To remove an Approver from the Selected list highlight their name and select the lower arrow 38 e Hiring Manager Module Requisition Management Greentree v8 1 User Manual A Select Committee Member Microsoft Internet Explorer provided by Comcast al ES Select Committee Member Selected 4 Bergman Pam Chamonix Susan Greenberg Carol Walker Jane Available Brelsford Mark Cannova Adrian Collins Andrea Dominguez Keri Elliott Michael Fowler Kevin Griffin Terry Griffin Terry Hawthorne Michael Hinson Kristina Greentree Demol gt UI Please note that for individuals to be included in this list they must be set up as Hiring Manage
30. Search These Regs Current Find Applicants App ID Home Phone Work Phone Harborough Harold 8 44 4 pr Page 1 of 1 1 Records Total Or they can enter as much information as desired followed by an asterisk 312 567 3211 Find Applicants By Name First Name Last Name D Search These Regs Current Find Apolicants App ID Home Phone Work Phone Applicant Harborough Harold 8 Hilman George 61 page 1 of 1 2 Records Total NOTE Name searching is not case sensitive In addition to viewing an applicant s phone information the Hiring Manager will be able to view the requisition information and applicant documents much like they are able to from the My Regs menu See Req and Applicant Review for more information 312 567 3211 302 678 4987 302 450 4500x456 Greentree v8 1 User Manual Hiring Manager Module Requisition Management e 51 Find Applicants By Name Coss d un First Mame Last Name br Search These Regs Currant Applicant Home Phone work Phone E Harborough Harold 6 312 567 3211 Regs for Harold Harborough E Documents for 7004 016 Document Created On eSSFom 03 05 2004 Hilman George 61 302 678 4987 AEN ter es 4 P Page 1 of 1 2 Records Total Finding New Applicants Only To quickly view only newly logged applicants to their positions the Hiring Manager can click on New Applicants from the Ap
31. State ST Zip Postal Code Email Suzvyque hotmail com Home Phone 2 2 Work PhonelH 2HX A 4H Cell Phone 2 FHH43 Change your Password or User ID Email Alerts Click Here to Edit Current Email Alert Criteria Y Latest alerts sent to you that are still available No Records to Display Job Number Notified Mo Data Available Help To enter Contact Information the applicant can click on LElick Here to Edit link or use the My Profile link in the top menu Both links will move the applicant into the updatable Contact Information page 110 e Candidate Self Service Greentree v8 1 User Manual Welcome My Home Page Find Jobs My Profile Application Status Job Alerts Sign Out Add My Profile Contact Licenses Work Military Related Voluntary Information Education Certificates Languages History Unemployment Service Relatives References Questions Resume Survey Contains none of your information This profile will be used to create each application you make for any position with us You may go to any section OW Has some or all of your information directly by clicking on the section name above Required items have not been completed Contact Information Enter your contact information Remember to click Save Changes when you are finished First Name Middle Initial s i sete O Home Phone 4 2 24 Po Work Phone 2422 fo Cell Phones SS
32. The user should always read the message If it is clear what to do click on OK If the message includes the word error or any other cryptic message the user should inform his her iGreentree Administrator immediately BEFORE clicking on OK It is usually helpful to know what the user was doing prior to the error message Getting Help Within almost every window the user can click on the Greentree Systems Inc menu near the top right The menu includes a list of choices for help including a link to the Greentree web site and ways to contact Greentree via email Status Bar Help As the user moves the mouse cursor around the screen the tan status bar at the bottom of the screen will change to describe fields or buttons If there is a delay while the system is working on something this Status Bar will give a clue as to what it is doing Tool Tips When the user moves the mouse cursor over a button or a field a yellow Too Tip displays the name of that button flari Close Perform Search Noa Other Help Read Greentree s User Manual Reference internal company documentation of how to use Greentree Ask the designated Greentree Administrator and other co workers You or the designated iGreentree Administrator can call the IT department The Greentree Administrator can call Greentree 408 879 1410 or 866 348 8845 Get extra training from Greentree call above numbers to schedule Visit Greentree s web site http www Greent
33. any pertinent comments relating to their Result selection should be stated in the comments section When finished select Else Offers in Hiring Manager Module Hiring Managers also have the ability to extend an offer to an applicant and hire an applicant to a requisition with minimal involvement by the assigned Recruiter Extending Offers To extend an offer via Hiring Manager module the Hiring Manager must click on Make Offer from the Offers main menu Y Offers View Offers Make Offer Hire This will bring up the Make Offer form The following fields are required to be populated prior to selecting the Submit button For Requisition Select Applicant Offer Amount and Offer Date Make Offer Submit Clear Close dp Help Required Entry For Requisition TL Select Applicant E Offer Amount E Offer Date i Total Bonus Bonus Payment Amount 1 E Bonus Payment Date 1 D Bonus Payment Amount 2 Le Bonus Payment Date 2 y PR Start Date E Orient Date E ml Applicant Status or fer Outstanding Ej Requisition Status offer Outstanding En Result for this Req lor Fer E Submit Clear Close a Help The selection list for the For Requisition field will only consist of requisitions that display on the My Regs list that are considered to be active for recruiting and have applicants logged to them The selection list iGreentree v8 1 User Manual Hiring Manager Module Requisition Management e
34. ef11 2005 Hilman George ei 2005 012 6 13 2005 iz Que Suzy eg ener 1 26 2006 In addition the Hiring Manager s Hires History has been updated To review select Hires from the History menu 182 e Applicant Processing Greentree User Manual start Date applicant Cid Cid MewfRepl 4 11 2005 Bertelson James 2005 004 Puenzo ajeu Suey e ess Dup Check Applicant duplicate check is performed automatically by Candidate Self Service Resume Processing and upon Saving during manual entry How duplicates are identified and what happens to them is based upon Maintenance settings for each of these types of entry See the Administration and Maintenance and Module Maintenance chapters of this manual Sometimes the potential duplicates are set up to be placed into a special applicant filing system typically called Possible Duplicates for easy identification Other times settings may allow duplicates to be entered into the database without any special flag to designate that the Applicant may in fact be a duplicate Regardless of how the duplicate was entered the management of duplicates is the same When a duplicate record is discovered the User should be viewing the Applicant record that may eventually be eliminated This will ensure that the older record will be the record retained and that the Entered date will reflect the original date entered From the Action menu select Dup Check action History ie Log to Source 2
35. equal to 1 the value identified in Display Rows is ignored and only one row will display In addition if the Max Selectable value is greater than 1 the number of rows displayed will always be 3 unless the Display Rows value is set to a number greater than 3 in which case the Display Rows value will be used C55 Search Fields For CSS External add Delete Save cancel Close Field Mame Display Order Max Selectable locger egen 3 The above Sg would translate to the a el in CSS Search Jobs Position Type Any Position Type Location Any Location Select no more than 3 Atlanta Dallas Department Any Department Select no more than 3 Accounting Critical Care Unit k NOTE Itis also important to complete the Additional Information window for all RegStatus codes If this information is not completed the module will not work correctly The three Additional Information pieces under each RegStatus code include IsClosed IsOpen and IsPendingApproval By design only requisitions with a RegStatus that has sOpen set to Yes are available for posting to CSS CSS Search Result Columns These settings identify the column information that will be displayed when a list of available requisitions is returned e Field Name refers to the field name as defined in the database e Display Name refers to the column title as seen by applicants e Display Order refers to the c
36. now considered a candidate for that position Creates a record in the both Applicant History of Reqs and Reqs Applied For History of Applicants May occur from almost any Applicant action Lookup Table Some coded fields may have Lookup Tables behind them allowing the user to enter information that relates to the code only once instead of entering it again on every Applicant or Requisition record An example is Department where the user selects a short code or name on the Applicant or Requisition screen yet additional information about the department such as the full name and department head is stored in a Lookup Table available for use in letters and report Main Menu The menu located on the left side of the Greentree window This menu is always visible to the users who can make selections from it at any time MOPR Multiple Openings per Requisition option Used by organizations who frequently get one Req form for a large number of identical openings 20 Total Openings and Total Filled fields are used on master Reg and a subreq is automatically created when each opening is filled The system updates Total Filled automatically NAPE Name address phone and email Basic contact information that is usually stored for most Applicants and should be checked when verifying data from resumes iGreentree v8 1 User Manual Appendix e iii Notes A free text document within the Greentree system that allows users to keep additional inf
37. recording of Interview and Offer Hire details To create a Hiring Manager record in iGreentree select Add Hiring Mgr from the Hiring Mgrs menu Hining Mgrs QuickSearch Add Hiring Mar Greentree v8 1 User Manual Hiring Manager Module Requisition Management e 27 New Hiring Manager save Close GSMs Sw Seis JAME Name F My DL IS PO E Title Ow Status DEER Address E Division PO E Dept Is C Location Oo Te rl Zip FP Recruiter ee a User Name Password E Le City State Comments The New Hiring Manager screen will display Enter the Hiring Manager s Name and Title and then choose The system will perform a duplicate check to make sure this Hiring Manager does not already exist A record will be flagged as a duplicate if the Name AND Title match an existing record If a duplicate is found the following message will display Microsoft Internet Explorer Sorry Cannot add Duplicate Entry For Mame Terry Griffin Title Vice President Operations Please change Mame and or Title then try again Select OK on the message window and go to Hiring Mgrs QuickSearch on the main menu to find the original record and update as appropriate Hiring Mgrs Duick Search Add Hiring Mgr If the Hiring Manager is a new person the system will save and create a record Once the Hiring Manager is initially saved the Entered and Entered By fields are populated automatically
38. sl E App ID Applicant Recruiter Status Original Source Date Entered E 11 Bertelson James Knox Katherine New Hire San Jose Mercury News 06 08 04 64 Brewster Elliott Cannova Adrian New Hire Networking 07 28 04 4B Ellison Wanda Cannova Adrian New Hire Employee Referral 07 09 04 101 Farber Nancy Knox Katherine Mew Hire Networking 10 08 04 4 Kame Julie Cannova Adrian New Hire San Jose Mercury News 06 07 04 110 Peters Gina Knox Katherine Mew Hire San Jose Mercury News 01112705 165 Que Suzy Mew Hire Chicago Tribune 01 23 06 32 Ramirez Hernando Mercer Michael New Hire San Francisco Chronicle 07 12 04 Total Number of Applicants 8 Request OIG Background Check The Office of Inspector General OIG established a program to exclude individuals and entities affected by various legal authorities Bases for exclusion include convictions for program related fraud and patient abuse licensing board actions and default on Health Education Assistance Loans A list of all currently excluded parties called the List of Excluded Individuals Entities is maintained by the OIG Select TEE OIG aes Check from the Action main menu i EF l Kiew d E EI onl WEEE Request OIG Background Check 1 Applicant Selected The number of Applicants selected will appear in red if correct click Me The User will be presented with two confirmation screens before the action can been completed Click OK on both to continue iGre
39. 133 Gcanf iaton ccc ceeeeecceeceeeceeeeeeeeeeeneees 129 132 Analyzing Resumes anaaaaaaannaanneen 135 Optical Character Recognition oo oooccccnn 134 Resume Folders 133 SCANNINO EE 133 Sending RESUMES ooooooooooocccccnccccnnooncconnnononnnnns 139 Setup for Sending Resume ooooooccccccoccccccccoo 137 A iret eae cei scae seasons 140 SC rain 8 ele Me EE 10 82 191 192 197 204 Contains Searching econaisicicciccnscatncccincan nn 200 Delineating a Search ccccccccsseseeeeeeeeeeeaeeeees 195 FINO Mana eS ota 204 Requisito eeblen ios 8 76 201 Sean o to 79 81 Gourcetvpense a e 203 Usmo DAES EE 195 Usida E ica ia roda 196 A 196 Search Criteria EE 62 79 81 Search Dependent Reports 186 215 SECOS E 267 Send Letters Eeer 163 Send Notifica vrai 41 Sending Resumes cece eeeeeees 139 EE 155 Source Expense Reports nnnennneeneannnnnnni 216 SOCOS ae A A 163 SourceS EXpenSeS oooccccccccooccnnnccnonononoos 2 93 100 Status PACQUISIVION EE 54 Sourc EXPENSE ocs cc a E AEEA 94 A T N 264 System EI Eege 236 Tableta 3 Take off Hold siii asi ici 85 Templates EE 56 57 243 REQUISITION occcoocccccccnccccnccccnnonannccncnnnos 54 56 57 TOS das 176 Text FieldS ebe See Field Types DR ET EE 196 EE ais 261 A e a 7 Upload Documents coooccncccnnccnncccnnnncnnnnnnnnnnnnss 125 Wildcard isis 196 Withdraw oocccocccncnccncnconcnconcn
40. 38 PM OCR If the OCR following scan option is on for the folder the system will automatically continue to process the resumes If the option is not on the user must choose the next step to OCR the resumes Optical Character Recognition Click on the OCR button folder s to process to manually begin the OCR process The system will prompt for which Select a Resume Folder Available Resume Folders Teszt In our example there are several folders ready for OCR Several can be OCR d at once or one at a time The OCRing window will appear and the user will be able to monitor the system s progress Remember that this step is converting an image into a text file Larger groups of resumes will take longer Q R i OCRing Clark TIF Recognizing Page 1 of 1 The resumes will now display in the Folder preceded by I for image and a T for text The next action will display as Analyze Now analyze the resumes for Name address phone etc 134 e Resume Processor amp ScanStation iGreentree v8 1 User Manual ES Greentree Remote ScanStation File Options Help es Semote scan station IT Anna 6 19 01 1 27 50 PM Analyze IT Clark 6 19 01 1 27 44 PM Analyze IT Krueger 6 19 01 1 27 48 PM Analyze IT RUMPOLE 619 01 1 27 40 PM Analyze o Ea Test2 0 Ef InBoxez If the Analyze following OCR option is on the system will automatically continue on to the Analyze step If this option is not on man
41. 4 times more important than Nice to have The more match points the higher the person appears on the list of potential candidates Search criteria must not all be Must not Have At least one criterion must be Required Desired or Nice to Have The example below would only select applicants who have a Typing Skill If the Applicant has a Spreadsheet or Word Perfect Skill match points will be added to the Match column moving them up a bit in the list But if the Applicant has an Accounting skill more match points are added to the Match column moving the Applicant even higher in the list Skin Desired Accounting Skill Mice to have Spreadsheet Skil Required Typing Skil Nice to have Word Perfect If Find Matching Apps were to be run at this point the list might look something like this applicant List View Miers PA Actian History Attachments Greentree Systems Inc Ae rie K Ai d Match JD Hame Emma Dead Pei ehamonix Susan 09 07 2004 mm p gt Boswell Stephen t Future Mercer Michaelm 08 07 2004 mt o Harper Barbara OOOO feammewa Adan oroso mt 2 anthony be no Katherine 08 08 2004 An Applicant whose match column is full meets all of the Search Criteria An applicant with fewer match points is missing one or more of the criteria The more match points an Applicant has the higher s he appears on the list To execute Find Matching Apps you can select Find Matching Apps from the Action menu you may also
42. 47 for the Select Applicant field will only consist of applicants who are logged to the selected requisition Dollar fields should not have or commas entered The default values for Applicant Status Requisition Status and Result for this Req fields are set in Maintenance HiringMgr Settings See Hiring Manager Module Maintenance for more information Once the form is completed the Hiring Manager must select Submit to update the requisition and applicant records in iGreentree Make Offer El Suber Clear Chose amp Hp t a Required Entry For Requisition general Surgeon 2004 gel Select Applicant Harold Harborough 6 a Offer Amount 1120000 00 Offer Date 96 03 2004 E Total Bonus 35000 00 Bonus Payment Amount 1 15000 00 Bonus Payment Date 1 07 15 2004 a Bonus Payment Amount 2 20000 00 Bonus Payment Date 2 09 15 2004 Ez Start Date 06715 2004 Orient Date 06 15 2004 Ex Applicant Status offer Outstanding Requisition Status offer Outstanding Ei Result for this Req la fier E FE Submit Once the offer has been successfully submitted the Hiring Manager will receive a confirmation message After selecting OK a new Make Offer form will display Microsoft Internet Explorer A Your offer information was submitted without any errors NOTE When an offer is made via the Hiring Manager module a letter will be sent to the Recruiter by the system The letter t
43. Apps with those specific codes will get the extra match points Greentree v8 1 User Manual Greentree Requisition Management e 83 Text Search If the user wants to find only Applicants who s Employer field in the Experience Summary contains a particular string of text Entering Bank in the Search Text column would limit the Matches to those who have the word bank any place on their CSS application form including their previous employers When prompted choose Text Search Required and CSSForm Under the Search Text column enter bank Pp Tkpe Desired Required Search Text text Search CssFormRequired bank The Text Search option works the same way for searching the following e CSSForm this works only if the Candidate Self Service module is being used Job Title from the Experience Summary Notes Applicant Notes Attachment Resume Text this works only if the Resume Processing module is being used Notes and Resume Text may be long so this type of search may take longer Also Scanned resumes may have OCR errors so exact matches may not be found It is usually better to use additional non text search criteria with a text search Applicant History Viewing the applicants that have applied for a requisition is as easy as going to Applicant History The Applicant History contains information about the applicant s application and their status in the process Appl
44. Changes Clear Search Criteria iGreentree v8 1 User Manual Introduction amp Overview e 25 THIS PAGE INTENTIONALLY LEFT BLANK Greentree v8 1 User Manual Requisition Management Hiring Manager Module Objectives This chapter is for anyone who will enter Requisition data or wishes to become better acquainted with the fields on the Requisition base form and using those fields After completing this chapter the user will be able to Set up Hiring Managers in iGreentree Enter new requisitions via the Hiring Manager Module Review and Approve Requisitions via the Hiring Manager Module Review logged Applicants via the Hiring Manager Module View and Make Offers to applicants via the Hiring Manager Module Hire Applicants via the Hiring Manager Module Find Applicants logged to requisitions Hiring Managers and Greentree Hiring Manager information is entered into Greentree to enable the routing of Applicant information reporting on requisition activity and if applicable provide them with a user name and password to access and manage their designated requisitions via the Hiring Manager Module Entering Hiring Managers The Hiring Managers within iGreentree should be people within the organization who are not users of the iGreentree application but need to enter requisitions for approval and or record job openings Hiring Managers can have requisitions assigned to them Applicant data can be Routed to them as well as the
45. Code Type NM RegStatus E Filled E New Reg Approved New Reg Disapproy E Hew Reg In Appro offer Outstanding f on Hold Open Recruitment Only Renaming Code Values Highlight a Code Value and select the Rename Code icon or if you prefer right click the Code Type and select Rename E withdrawn The Code Value will be made active to edit ecrurt E withdrawn Type in the desired renaming value and hit the Enter key on the keyboard e Open Recruitment withdrawn When a Code Value is Renamed the value will be Renamed on all records that are using the Code Value The Renaming function should be used if a Code Value is misspelled or if the value is to be expanded on If a Code Value is to be changed to a value that already exists the Merge function should be used Merging Code Values Highlight a Code Value and select the Merge Code icon E or if you prefer right click the Code Type and select Merge dEl ie GS Recruitment ES withdrawn A window will display with the Code Values Highlight the Code Value to Merge into and click OK hr 222 e Administration amp Maintenance Greentree v8 1 User Manual Select Code to Merge into Filled New Reg Approved New Reg Disapproved f New Reg In Approval Process offer Outstanding f on Hold E withdrawn A confirmation of the Merge will be requested Select OK to proceed p i el Are vou sure
46. Dau Edmondson George Future Knox Katherine or 282004 D Gessinger Harvey Future Knox Katherine o6 o7 2004 Once the applicant list is returned select Action Apply Template and click on the name of the App Template previously created Before selecting OK verify that all records displaying on the list need to be changed select OK to run the Action Apply Template 16 Applicants Selected Select a Template Add Project Mgmt Skill ARP resumes assign to TR From ARP with Source KE s programmers from Career Fair Location is H Tech Support answered 4d in Merc The system will prompt for confirmation before the Template is applied as this is not easily reversed in most instances To proceed select OK eh The Apple Template process may result in data changes that sy cannot be easily reversed For the 16 selected applicants Are vou sure vou want bo proceed Click OK to proceed or Cancel to cancel 244 e Administration amp Maintenance Greentree v8 1 User Manual A message confirming the Action was completed will appear The listed records now have the new data overwriting any data that was previously in the affected field s A Update Completed NOTE The Apply Template Action works the same way for Requisitions Change Filing System This action is available for both Applicants and Requisitions from the List View It is used to move a selected group of records from one Filing System to ano
47. In addition if the applicant is presented to the Hiring Manager the prescreen score is converted to display visually The Hiring Manager will see 62 5 of the maximum length of the graphical bar in Hiring Manager Module 68 e Greentree Requisition Management Greentree v8 1 User Manual Tres applicant 1720 2005 ren applicant 12 05 2008 a Entering CSS Skills If using the Candidate Self Service module CSS CSS Skills may be entered for each requisition The skills selected in CSS Skills define which skills will appear in all CSS Applications submitted for this particular requisition The applying Applicant will have the option to choose from these skills when they apply for this SE via CSS CSS Skills can be accessed from the Attachments menu Pp ski EEGEN best hbiean S Jeomputer Ski SSCS S lte zone SS Employee Relations ooo Reemi SSS As excel us outiosk SOS Js Powerpoint ms mara to attain the available list of skills Highlight a skill that is to be added and use the Click on button to move it to the Said column Repeat until all desired skills are on the Selected column when complete click the button Greentree v8 1 User Manual Greentree Requisition Management e 69 Select CSS Skills Selected 11 Microtome A Applicant Tracking MIS Benefits MIS Management Bilingual Molecular Biology Computer Skills Molecular Biophysics Customer Service Molecular Gene
48. Job mer Dept Oo Reg Temp E Approved a Division Tel Exempt NE A Deadline Location WN Full Part a Posted Internal PO Sal Grade WR New Repl RS Posted External Reg ETE Replacing Shift code y Posting Category A Schedule E Recruiter E Job Group IESSE Hiring Manager PO Hiring Mgrs See All Apps Search Committee Start mi Search Committee End Note to Hiring Mar Filled By How Filled 7 Filledon ml StartOn m Contains as A AR Greentree v8 1 User Manual Searching 201 t Search to To find requisitions that are currently Open select Open from the list of status codes Selec run the search and be presented with Requisitions which have an Open status CPE ASP EP APD 2005 001 Software Development Manager open sd A 22005 2005 002 Design Engineer open 2 16 2005 Req Number Search First choose Find By Reqg from the Requisitions menu Find Bu Reg Then enter the Reg number and select Requisition Number E Do0s5 037 When a Req Number Search is completed the system will go directly to the Req Summary View for the designated Requisition EE HE Search Reg summary ction History Attachments Greentree Systems Inc Recruiter Cannova Adrian Location Atlanta Status Filled Req Number 2005 037 EAS Requisitions oe 25255 HR Generalist Position Chi PERE Total Openings 1 Total Fille
49. Letters Reports Thesaurus Resume Inboxes inBox Name o O O p sreenttee ooy EH ScanStation 268 e Module Maintenance Greentree v8 1 User Manual Inbox Properties MIE L eseriptien ees KEE Fiing System etemal applies oo Process Duplicates Merge Duplicates Jpuplicates Validation LastName First Initial of First Marne AND Eed ours Filing System Possible Duplicates resume min Flds Fiesta LastName Adda O rhesauras des Trop Template auto Response Leter Resume Inbox Processing Leter send via ma SSCS Jpefaule Reg Result New Resume SSCS nota On Error atera NotProcessed iGreentee com res ts Open Reg e Pops Sewer maii re entre com lagen m izsbenuse OOOO O RR RSE RERHHGSNEEEERRRAHGSATEERARRAT ME Fe ME 3 creste ess Usertb and Password Yes SSOSCS S Jess web stem ess Extemal SS Jess New UserID Response Letter Resume Inbox with new Ces 1D and Password msg Subject Line C85 New UserID Thanks for your resume Please visit our web site The above image displays all properties that can be set for each Resume Inbox e Inbox Name The name of the inbox that will collect a particular type of resumes There can be several different inboxes if different types of resumes will need different properties defined as explained below e Active lnactive Signals to ARP if this inbox should be checked for resumes If set to Active ARP will collect resumes from the identified inbox Otherwise ARP will not
50. Password information associated with that email address Password Assistance Please enter your email address below to receive an email with your UserID and Password Send Me My Password Return to Previous Page Help It is important to note that the password assistance only works for those applicants who have an email address all ready in existence in iGreentree If the email address entered by the applicant can not be found in the database an error message will be displayed An error message will also be displayed if the email address appears more than once in the database Greentree v8 1 User Manual Candidate Self Service e 107 Password Assistance Please enter your email address below to recelve an email with your UserID and Password Our system has been unable to identify a profile with the specified email address Please contact our Human Resources Department for assistance Please enter your email address suzyque yahoo com Send Me My Password If the email address provided exists in iGreentree and if it does not exist on more than one record the applicant will receive a message confirming an email is being generated and sent to the email address provided A Password Assistance Please enter your email address below to receive an email with your UserID and Password Thank you You will receive an email shortly with your UserID and Password Done Return to Previous Page Help The content
51. Please attach your resume in a Word format The request for additional documents that are setup in CSS Uploadable Documents will be presented to the applicant after they submit an application for the requisition using CSS Submit Application Please submit any of the following documents you would like to include with your application References in RTF format RTF Browse Please attach your references in RTF format Resume in Word format DOG Browse Please attach your resume in Word format dd Documents Ignore Adding Documents iGreentree v8 1 User Manual iGreentree Requisition Management e 71 Entering Notes A short note to the Hiring Manager can be entered on the Base Record but most of the notes and other miscellaneous information about this Req will go in the Attachment called Notes To access select Notes from the Attachment menu or use the quick launch button located on the tool bar Attachments ML notes Add Use the button to enter notes about what has been happening with this opening File Edit View Insert Format Tools Hiring Manager is on vacation schedule all interviews after his return o This information is shared with everyone who has access to Requisition Notes This data allows a history of what has been happening for this opening to be kept Notes can be entered each time the user speaks to a Hiring Manager but be aware the Notes are part of official recruiting
52. QuickSearch to find all applicants entered Today Choose Mass Mailing Action select a letter choose email or hardcopy iGreentree v8 1 User Manual Quick Reference IGREENTREE QUICK REFERENCE To Route Applicant Information Find the Applicant s choose Route Action enter Recipient s select Send By option select Documents to route To Make an Offer Find the applicant from Edit or Summary View choose Make Offer Action enter data for offer select a letter if needed run action personalize letter if needed To Hire an Applicant Find the applicant from Edit or Summary View choose Hire Action enter data for both applicant and requisition select a letter if needed run action OR Find the requisition from Edit or Summary View choose Fill Action enter data for both applicant and requisition select a letter if needed run action To Print Reports Choose ReadyReports highlight a report name choose Run enter parameters if prompted OR Run a QuickSearch choose Report Action highlight a report name choose Run To Create a New Letter Choose Maintenance Letters select an existing letter choose Edit copy Ctrl C the text Choose View List choose Add answer prompts choose Edit paste Ctrl V in the text make changes to text Save run appropriate action to test the letter on one applicant To Enter Expenses which Apply to Several Requisitions Run a search to find the requisitions In List
53. Rhoads Sandy 500007 Buttersworth Bogs Road PP If anyone on the list appears to be the same person as the new record select that record and then View App display the possible duplicate using the button Another window opens to display the iGreentree v8 1 User Manual Resume Processor amp ScanStation e 141 existing record Windows can be re sized and re arranged to display both the old and new records for comparison A new window opens to display the old record that was already in the system The record from the Possible Duplicates Filing System is still in the background Applicant Form Yiew KIKI OEI Applicant Form Yiew KIKI OEI Action History Attachments Greentree Systems Inc J Action History Attachments Greentree Systems Inc By Updated By lar P Updated Sandy Rhoads SSN Name F M L sandy Rhoads SSN Address Buttersworth Bogs Road Filing System Internal Applica Address buttersworth Bogs Road Filing System Possible Dups Entered 10 13 2000 a Status VA Status City Pine Barrens Location o City Pine Barons Location y state mw zip ososs Recruiter Charnonix Sus state w zip fososs Recruiter Chamonix Susan Home Phone PT Follow Up a Home Phone PT Follow Up om Work Phone Na Work Phone y EMail Sandy thebogs com EMail Sandy thebogs com Merge If the old record still appears to be the same person as the new record choose the button
54. Tab key on the keyboard If a text field is selected the user can overwrite the previous data by simply typing over it and clicking save Address l1234 Some Street If changing a coded field or a date field the User must click the ha button or the button respectively and select the new code or date from the window iGreentree v8 1 User Manual Searching e 193 Once data on a record is altered and saved the Updated date and By field are automatically updated with the current date and user name of the person who made the change Updated By Moving to Another Record The User can navigate between records using the Navigation Box at the top of the search results window This navigational tool can be used from either the List View Edit View or Summary View Go to Go to previous next record aa laj 4 2 of 16 Lal Go to first Go th last record record Sorting the Record Results When in the List View a User can sort by fields of data by simply clicking at the top of that column in the gray box where the name of the field is displayed The column will be sorted in ascending order lio Mame Stet Recruiter Name Entered Ch romeide em ire ensams Adrian If the same column is sorted again it will sort in descending order o lit Mame o fstatus RecruiterMame L ntered bag fue Steven AE NOTE Notice that when trying to sort by ID it treats the ID numbers as alphanumeric text which sorts from left to right regardless of the num
55. Tspe Dee sired Required Search Text pecs Required Bachelors Human Resources Applicant Filing System You may wish to only consider Internal Applicants for a position To eliminate External Applicants from appearing in your results you would want to enter a criteria of AppFilingSys Must NOT Have and External Applicants Uiupe Dee sired Required Search Text AppFilingsys Must HOT have External Applicants Applicant Status You may not want to consider Applicants who have already been eliminated from consideration on any future openings When prompted choose AppStatus InActive and Must NOT have Type LDssirediBeguiredlpeguirement Search Text MajorfEmphasis AAA Result To eliminate Applicants who have already been removed from consideration on this Requisition for the reason of wanting a Salary that is too high use Result When prompted choose Result Reject Salary and Must NOT have ll lTipe Desired fRequired Requirement Recut Must NOT have Reject Salary Tests It could be helpful if specific Tests are always given and recorded for Applicants who apply for this type of position to only find Applicants who have taken that test A Score can be entered ensuring that only those Applicants who passed the test appear When prompted choose Test Computer and Required Tepes DesiredfRequired Reguirement Kier required Computer If the level was set to Desired or Nice to have only those
56. Update Completed iGreentree v8 1 User Manual Administration amp Maintenance e 245 NOTE The Change Filing System Action works the same way for Requisitions Requisitions cannot be moved into another Filing System if the new Filing System has a Mask that contains a See Filing System Maintenance for more information Archive This action is available for Applicants and Hiring Managers from the List View only This is used to move the applicants out of your current system and into an archived file behind the scenes Applicants Hiring Managers who are moved into this file will not show up in searches drop down lists etc This is ideal for older applicant information or Hiring Managers that have left the organization but their information still needs to be retained Select Action Archive a box will pop up letting you know the number of Applicants selected for archival make sure this number is accurate and Select OK to continue Archive 8 Applicants Selected This system will present you with two verification boxes to continue select OK for each kb Archive 1 applicant s Are you really sure lt A A Archive 1 applicant s NOTE Archived Applicants Hiring Managers can be restored or permanently deleted in the Maintenance section of iGreentree For more information on these actions visit Archived Applicants Hiring Mgrs earlier in this chapter Purge This action is available for Applicants Requisitions Source
57. a Requisition by clicking the box in the far left hand column or by manually typing in the Manual tab Click OK to return to the Action dialog box Log To Req OK Close Set Applicant Status To Log to Requisition 2005 037 App Reg Result Routed Comments File Edit View Insert Format Tools test comments A You can also set the Applicants App Reg Result from this Action screen Select the H button to view a list of available App Req Results select the appropriate value and click OK to return to the Action screen Comments may be entered in this screen and are stored in Requisition History Described later in this Chapter To run the Action click OK ch Applicant s successfully logged to Reg Would wou like to log applicant s to another Reg Press OK to continue or Cancel to close window You may log the applicant to an additional Requisition by clicking OK and you will be returned to the main Log to Requisition screen Or if complete click Cancel to return to the Applicant Screen U ech located on the toolbar You may also run this action by selecting the quick launch button Mass Log to Req A group of Applicants can all be logged to the same Req in one step using the Log to Reg mass Action from the st View Wl This might be useful when a group of Applicants is logged to a requisition that is filled and now they will all be considered for a new requisition with the same title and qualifica
58. adams Melissa Routed knox Katherine 10708 2004 ls addison Leen internen knox Katherine 07 08 2004 lan Jamacker Phyliss Routed knox Katherine 10 08 2004 les Jarmmerman John Future eannova Adrian 06 20 2004 es hanh sharon Routed eannova Adrian 07 08 2004 ra Once the applicant list is returned select Action Purge or use the quick launch button located on the tool bar By now the Applicants should have been reviewed to make sure that no recent activity has occurred and that all records can be Purged If there are some that should be removed highlight each record and hit the Delete button on the keyboard This will remove them from the Purge list but they will remain in the database for reference Select OK to proceed 147 Applicants Selected Purge will remove not only the Applicants but also any reference to these Applicants in Req Source or Hiring Mgr History Purge cannot be undone so it asks for confirmation twice before actually performing the purge Select OK to proceed Permanently purge 147 applicants and all related information From the system Cancel If confident these records should be permanently deleted along with all their history then choose to run the action Select OK to proceed if these records are no longer needed in the database d j re you really sure Permanently purge 147 applicants and all related information From the system oc Ces The selected records will no
59. added before they can be used in search criteria Parameters are not allowed in searches flagged as Run at Startup Run at Startup searches must not be set to Public for Run nor Public for Edit Parameters using Recruiter should use SysCdeFldRecruiters as the Code Type Parameters using Hiring Manager should use SysCdeFldRecruitersandHireMgrs as the Code Type Rules for using the Fields Lists when adding Search Criteria When searching for Applicants do not select Hiring Manager or Source Expense Fields Select only Applicant Person Requisition and Requisition Fields When searching for Hiring Managers do not select Applicant or Source Expense Fields Select only Hiring Manager and Requisition Fields When searching for Source Expenses do not select Applicant or Hiring Manager Fields Select only Source Expense Fields and Requisition Fields For searching for words in text fields use the Includes condition eg ReaJob Title Includes Unix For ranges where equal to or greater than or equal to or less than are needed use two criteria with an OR relationship For instance AppDateEntered Last Month OR AppDateEntered gt Last Month The arrow keys at the top of the Build Search page ER can be used to move criteria and groups without having to re select them Each item can be moved up down right or left as needed to create the correct visual representation of the relationships so
60. and character searches can be performed For instance the User can search for everyone whose last name sounds like smith and first name starts with J Name F M L Ir smith olmo Name Stats Recruiter Name Entered p 134 Smith John Chamonix Susan L 08 05 2005 len Smith John Mercer Michael M 07 27 2004 bes Smits une e ame Susan 08 05 2005 Co 136 Emythe JohnM o ox Katherine 0sS 06 2005 If a wildcard is being utilized in a name field the phonetic search will NOT be performed for that field For instance if in the above example jo had been entered in the First Name field June Smitt s record would not have been returned Searching by ID Number The fastest way to find an exact record is to search by the unique ID number For all other fields searched several records may have the same data If the ID number is known it is one of the fields that is a unique identifier and one every Applicant is guaranteed to have NOTE Searching by D can also be performed from the Applicant QuickSearch window Applicant ID Search To SE a search by ID number choose Find By ID from the Applicants menu Find By ID Enter the ID number and arch Applicant ID D 65 When Searching by a specific ID number the system will go directly to the Summary View for that Applicant Suzy Que 1234 Some Street Any City CA 987653 Email Suzyquemhatmail com HomePhone 123 456 7890 Pager 111 222 3333 WorkPhone 927 65
61. applicants Greentree v8 1 User Manual Candidate Self Service e 127 saved criteria Saved Job Alerts are activated in Greentree under the Applicants CSS Properties Attachment Add Update My Job Alerts Job Alerts notify you of newly available positions via email To receive Job Alerts select your criteria from the fields below Multiple criteria can be selected by holding down the control key Ctrl and clicking each value If you no longer wish to receive Job Alerts click Gear Search Eriteria below Email Alerts Position Type Location Please select uo ta 3 or ng Department Please select uo to 3 or Any Job Description Save Search Undo Changes Clear Search Criteria Help The applicant can return to CSS Job Alerts at any time to inactivate the Job Alert by clicking the link Clear Search Criteria Help Throughout Candidate Self Service the applicant has access to many help menus If available the Helb links are typically found at the bottom of a page The help topics answer many of the common questions about specific areas of CSS Add Update My Job Alerts Help Use this section to specify your search criteria for future job openings for which you would like to recelve an email Job Alert You may select one or more entries from each item in a drop down list To select more than one hold down the Control key while clicking each item to highlight it If there is a keyword box
62. are included with the results The fields available for the Applicant s search are defined in CSS Settings Maintenance along with the number of codes that can be selected from each field Search Jobs Search By Position Type Any Position Type e Location Any Location Select no more than 3 Atlanta Chicago Department Any Department Select ho more than 3 Accounting A Cardiac Cath Lab Job Description Find Jobs 112 e Candidate Self Service Greentree v8 1 User Manual The applicant has the option to select multiple criteria for one or more of the fields For instance they can select to specifically look at opportunities with a Location of Chicago or Metroplex Center and only those that are in the Human Resources Department Search By Criteria Position Type Human Resources ki Location Chicago Select no more than 3 Dallas Metroplex Center Department Select no more than 3 IN Job Description Find Jobs Once the Applicant selects the criteria they may choose the Ae Jee button to see the results of their search The results will be further defined by criteria set up in CSS Settings Maintenance that specifies things like posting date requirements and status codes Which fields of data are displayed is also maintained in CSS settings Maintenance Search Jobs Results E Please click on a job link to view the Job Detail 1 2005 007 Senior Administrative As
63. asked of the Applicant that requires a brief explanation and could not be answered in using one of the other question types Enter the question of interest in the box provided and select the Submit button 3 Greentree Hiring Manager Microsoft Internet Explorer Enter Essay Question Enter Essay Question Please describe your administrative duties l Single Entry Question Type This question type allows a question to be asked of the Applicant that requires a minimal text number or date answer Enter the question of interest in the box provided and select the Submit button J iGreentree Hiring Manager Microsoft Internet Explorer Mi ES Enter Single Entry Question Sim ce Dm Enter Sinole Entry Question How many managers have you concurrently worked for E Once the questions have been added to the requisition Questions l Add Question Edit Questions Question Question Type Answer Weight Do you have a valid California driver s license vos No Yes Dese No Must NOT Have Please identify how many years of administrative support Multiple Choice hass than 1 year Must NOT Have EXpenence you have 11 2 years Nice To Have 3 5 years Desired More than 5 years Nice To Have Plaase describe your administrative dutios Estay not applicable How many managers have you concurrently worked far Single Entry not applicable 36 e Hiring Manager Module Requisition Managemen
64. at your career site lt is used to familiarize applicants with the company and to describe the options for using CSS The page may contain assistance which can be as simple as providing brief descriptions of the various functionality furnishing links for submitting a resume providing links to browser downloads and or links to other areas of your corporate site co Jobs Sian Ir Welcome Welcome to Greentree Systems Inc Employment Center Mew Applicants Previous Applicants Without logging in you can Your profile could not be found with the login information provided e Browse our open jobs Please try again using different information or Click e Refer a friend to a specific job Here to have your password emailed to you e Send us a resume for matching to future jobs Login Email Address or User ID f Signing in allows you to e Apply and check the status of your applications e Get emailed Job Alerts for jobs of interest to you Login Find Jobs Forgot Password Create a UserID Password This web application requires a browser that supports JavaScript Tables Cookies and E Frames If your browser does not KN Netscape support these attributes you acts may download your desired choice of browsers at the right Find Job Search by Job Number iR Powered by iGreentree The Applicant can navigate the pages of CSS by using the links in the page header or they can use the embedded links in the page
65. be performed on multiple criteria entered into many different fields Entering data in multiple fields is treated as AND search criteria therefore an Applicant must meet all the criteria identified in order to be returned in the search results Enter Customer Service as a skill Filing System of External Applicants and Status of Future Skills 1 Find Any Filing System External Applicants id Service Status Future HM Location ENT Searching for CSS Applicants Applicants may be entering the system via the Candidate Self Service module In the By field enter CSS and choose 8arch Applicant QuickSearch Greentree Systems Inc IDs Entered m Bysjoss ss Updated po m By y A ff ERA NOTE This will only find Applicants who were first entered by CSS If an Applicant first came into the system by the Automated Resume Processor they would have ARP on the By field even if an Application has since been added For more on CSS see the Candidate Self Service Chapter Requisition Searches Select QuickSearch from the Requisition menu Simply entering criteria into this screen can perform the majority of Requisition searching Requisitons Find By Reg QuickSearch Requisition QuickSearch BSE SS Systems INC Entered po E By la Updated po E By sid Req Status Ir Filing System Te JobCode Il Positionttd Total Openings Total Filled
66. between the CSS Profile and the data fields on the candidate record What is Candidate Self Service Candidate Self Service CSS provides applicants with real time access to search view and apply for existing job openings and to optionally monitor their own progress through your employment process It further allows them to receive automated notification of future openings of specific interest to the candidate CSS stores application like information in a Profile that can be viewed and maintained by the candidate to ensure currency and accuracy of the data The Profile information is merged into a requisition specific application CSSForm for each job applied for avoiding the need to complete multiple applications Applicants access CSS using a standard web browser Companies typically provide a link to CSS from their internet website Career Site so that external applicants can apply from anywhere that has internet access Oftentimes companies will elect to implement an additional CSS career site for use by internal applicants If an internal CSS is created it is typically linked to the company s intranet site In addition companies may provide both internal and external applicants with internet access to the various CSS career sites via a kiosk PC located within one of their offices iGreentree v8 1 User Manual Candidate Self Service e 103 Welcome Page The Welcome page is the first page of CSS seen by an applicant when they arrive
67. closely an identified resume text string must match an identified text string in the thesaurus before the thesaurus value is assigned to the applicant record Lowest 0 is best used for text files Low 1 works well for emailed resumes High 2 is utilized for OCR d resumes Highest 3 is typically reserved for faxes e Create CSS UserlD and Password Determines if new applicants entered into the system via this Resume Inbox should have a UserlD and Password automatically generated e CSS Website ID Determines which CSS Site the applicants will be associated with Most likely Internal or External e CSS New UserlD Response Letter Determines which letter if any will be e mailed to applicants who are entered via this Resume Inbox e Msg Subject Line CSS New UserlD Determine the subject line to be used in the e mail mentioned above 270 e Module Maintenance iGreentree v8 1 User Manual Appendix Glossary of Terms Action Function used to update data and or generate output such as letters or reports There is an Action available for each event that commonly occurs in the employment process Adverse Impact Reporting required for companies of a certain size that have government contracts to determine whether selection of applicants has adversely impacted minorities or females Applicant A person who applies for a specific position The iGreentree system can be used to track any applicant whether they apply by turning in a hard cop
68. collect resumes from the identified inbox e Filing System Identifies the Filing System in which applicants will be placed if a possible duplicate record does not currently exist e Process Duplicates Identifies how a possible duplicate applicant record is to be handled Ignore Merge or put into an alternate Filing System e Duplicates Validation Identifies the grouping of applicant fields that are to be used as criteria in determining a duplicate applicant record Options that include Last Name First Name And First Initial require an exact name match this does not use Soundex Options that include Adadr1 require an exact string match on the first line of the address and options including Email and or SSN require an exact match e Dups Filing System Identifies the Filing System in which the applicant record will be placed if it is determined to be a possible duplicate and Process Duplicates is set to Use Alternate Filing System Greentree recommends that someone regularly go through the process of merging actual duplicates and moving new applicants to a standard Filing System If a separate Filing System is used for duplicates that come from ASE the same Filing System can be used for the ARP duplicates e Resume Min Flds Identifies the minimum field information the processor must be able to identify from a submitted resume in order to create a valid applicant record e Thesaurus Identifies the Thesaurus to be used by the resume an
69. consistent with the design of the offer letter being chosen i e annual or hourly Populate any other fields where the information is known Some fields will auto populate Offer Date and Applicant Status for example These fields can be overwritten by the User if necessary Fields in this window may be required before the action will run If so a message will warn if required data is missing If an offer letter is to be generated select a letter and verify that the Output Format is appropriate Choose HE to run the action and generate the letter if selected Depending on if a letter was selected and the output type the User will either be brought to the Applicant main screen Personalize letter screen or e mail letter screen The Letter functionality operates identically throughout the system please refer to Send Letter for more detail You may also run this action by selecting the quick launch button located on the toolbar Offers History Any offer information that is completed in the Offer Action will be added to the Offers History for the Applicant To review the offer information go to Offers under the History menu for the applicant History Attachments Regs Applied For 1 Routes 3 Interviews 1 All offers that have been extended to the applicant will display Total Bonus BonuslD ate Bonus ZDate Offer Date gt 2005 037 200 00 50 00 25 00 07 31 2006 25 00 014 31 2007 01 26 2006 The entire Requisit
70. corn Subject d El coo After choosing OK a message will flash confirming that the sending is completed The resumes disappear from the Folder because they have been sent into iGreentree for processing into Applicant records iGreentree v8 1 User Manual Resume Processor amp ScanStation e 139 a Greentree Remote ScanStation Jal x File Options Help e mise ts Scanstatlari Es elan Us E ae ESE Contents of Test 1 Checking the Data in Greentree Exit ScanStation and open the iGreentree database Perform an Applicant QuickSearch to find the applicants entered today Select Entered Range de iGreentree Find By ID recreo Entered 8 esterday Tomorrow Applicant List View Action History Attachments Jm Imame p 25s Kent clark EC NENE les Krueger Freddy 08 22 2080 S Ces Leemes erat a CJaaon Rumpole Basil EE An Applicant record has now been created from each Resume Some of the information found is on the base record other parts of the information are in Attachments If the user did not verify the Name Address Phone and Email NAPE information earlier the name and address should now be verified for accuracy from the Edit View correcting as necessary Other information may also be checked and or corrected if it will be searched on frequently within Greentree such as the Education Summary in Attachments The Attachments that may have gotten information from the Resume inc
71. email notification to a Hiring Manager that their approval is needed The system will automatically send the email notifications in the order that the approvers are designated However in some circumstances a Hiring Manager may be unavailable and the recruiter may want to notify the next approver so as not to hold up the process iGreentree v8 1 User Manual iGreentree Requisition Management e 75 Finding Reqs that were Entered Requisitions can be entered into iGreentree by a Hiring Manager if Hiring Manager Module is used or by an HR user Finding these requisitions is important to the recruitment process Within iGreentree choose Requisition QuickSearch from the Requisitions main menu Requisitons Find By Reg t HETE Periodic searches by Entered Date will find the new requisitions and allow HR to enter additional data and record the activity of the Req Users can also include additional criteria that will limit the search results to specific types of Regs such as those that have an Approved or Pending Approval Status Requisition QuickSearch Eres WEE UE Entered mm By Updated mm e O Ar Req o at gt Filing System Ar JobCode ss Position cm Total Openings Total Filled Jab mer Depp A Reg Templo Approved Division Ielrsemptengs Deadline Location A FulifPare Tel Posted Internal 4 Sal Grade fp New Repl A Posted External FTE Replacing
72. exist the system WILL NOT create or override their current information To begin select Create CSS UserlD and PWD from the Action main menu Action History Attachments s Log to Source sl Mass Mailing _ Log to Reg A Reject Route Create CSS UserID and PWD Apply Template Change Filing System 11 Applicants Selected This action will create a C55 UserID and Password if blank Existing UserID and Password entries will not be overwritten F Purge Please select a C55 Web ID Applicant Reports PCIe CS Web ID Ea Archive The User will now need to identify the CSS Web ID for these applicants usually Internal or External although other options may be available Once the Web ID has been selected click OK to continue the user will be notified with the action is complete 188 e Applicant Processing Greentree User Manual Other Mass Actions There are several Mass Actions that may be used by the designated Greentree Administrator The Apply Template Change Filing System Archive and Purge actions are often restricted for other Users For more information about these Actions see the Administration and Maintenance chapter of this manual Editing History From either List Summary or Edit View History can be viewed Notice that although some of the fields within History can be updated directly such as Comments most of the data within History comes from Actions If data within History is incorrect the use
73. identifies the result value assigned to a specific requisition for which the applicant applied and then chose to withdraw via CSS This result will be viewable in iGreentree by going to the Applicant s Regs Applied For History or by viewing the Requisition s Applicants History Search Append Criteria This specifies the formula that further defines the Requisitions which will be included in the results of an Applicant s CSS Search By Job Number or Search Jobs search CSS Web URL This is the location of the Web D s web pages The trailing must be included in this entry as this entry must match the AppRoot entry in the Global asa Msg Added Profile This setting identifies the letter which will be emailed if they provide an email address to an applicant who creates a User Name and Password in CSS Msg Subject Line Added Profile This will be the subject for the Added Profile email Msg Application Received This setting identifies the letter which will be emailed if they provide an email address to an applicant who passes the application prescreen or if there was not an application prescreen upon successful submittal of their application Msg Subject Line Application Received This will be the subject for the Application Received Letter Msg Application Received but Disqualified This setting identifies the letter which will be emailed if they provide an email address to an applicant who fails the application prescre
74. kinds of resumes with different options below If OCR following Scan is selected each Folder will immediately OCR right after it finishes scanning However if this option is off a group of Folders can be selected to OCR all at once OCRing all at once may be more efficient since OCR can run without supervision and allows users to use their computer for other things while it runs the OCR process Analyze following OCR will automatically start the Analyze step following the completion of the OCRing of the resumes Scanning Take the resumes that were prepared for scanning and place them in the automatic document feeder Within iGreentree ScanStation highlight the Resume folder to be used ES Greentree Remote ScanStation File Options Help e aemote ScansStation Click on the Scan button to begin the scanning process a If the scanner becomes jammed and the scanning stops the Scan button may need to be selected again to restart iGreentree v8 1 User Manual Resume Processor amp ScanStation e 133 An image file will be created for each resume They will display in the folder details with an I for image next to them The next action will display as OCR a Greentree Remote ScanStation lel Ea File Options Help e Remote Scanstation el DI Us 7 est WI 7410 97 3 57 50 PM nes Ea Test 0 I Clark 200 97 3 56 52 PM OCR AS InBoxes I Krueger 7210497 3 57 20 PM DCH aa FTP Sites I RUMPOLE 0097 3 57
75. longer be available in the iGreentree system as confirmed by the message window A Purge Completed NOTE The Purge Action works the same way for Requisitions Sources Hiring Managers and Templates Greentree v8 1 User Manual Administration Maintenance e 247 Create CSS UserlD and PWD This action will allow the user to assign system generated CSS UserlD and Passwords to individuals that have an e mail address The system will send an e mail to the applicant informing them of the newly created information Contents of this letter controlled by your organization see Letters Maintenance for more information If a UserID and Password already exist the system WILL NOT create or override their current information To begin select Create CSS UserlD and PWD from the Action main menu a Create CSS UserID and PWD OK Cancel 11 Applicants Selected This action will create a C55 UserID and Password if blank Existing UserID and Password entres will not be overwritten Please select a 55 Web ID CSS Web ID The User will now need to identify the CSS Web ID for these applicants usually internal or external although other options may be available Once the Web ID has been selected click OK to continue the user will be notified with the action is complete 248 e Administration Maintenance Greentree v8 1 User Manual Module Maintenance Hiring Manager Module Hiring Manager module is a tool t
76. lt can be viewed from the Resume Text Attachment and from the Document List Attachment in Greentree Resume Please paste a text version of your resume in the box below Remember to click Save Changes when you are finished Resume Text Here is a copy of my Resume I am the greatest employee ever Voluntary Survey The Voluntary Survey collects information that allows the applicant to self identify for EEO recording and Affirmative Action reporting The information that is collected here will be stored in the Applicant s EEO Attachment in iGreentree It is important to know that this section of the Application is NOT included in the stored CSSForm so that the information is not viewable by Hiring Managers Voluntary Survey We are an Equal Opportunity employer and do not discriminate on the basis of race ancestry color religion sex age marital status sexual orientation national origin medical condition disability veteran status or any other basisprotected by law Theinformation provided will be used for research reportina statistical purposes and to monitor legal compliance To help us comply with these government requirements please complete the following document Completion of this form is voluntary and will not affect your opportunity for employment or terms or conditions of employment if hired We appreciate your cooperation The following definitions are as offered by the federal government Gender O Ma
77. not meet all minimum qualifications Enter Yes No Question Weight Relative Select Select Desired Highly Desired Ignore Must NOT Have Answer Choices 34 e Hiring Manager Module Requisition Management Greentree v8 1 User Manual Multiple Choice Question Type This question type allows a question to be asked of the Applicant that would have a list of possible answers After entering the question of interest in the box provided the Hiring Manager needs to define the possible answers and assign a weight to each answer that would indicate a preference in how an applicant responds to the question Select the Submit button EFE Hiring anager Microsoft Internet Explorer se A Enter Answer Choice 2 Ze Enter Answer Choice 3 Select Venter Answer Choice 4 pe a enter Answer Choice 5 Select Again the weight can be translated to the following point values set as defaults Highly Desired 6 Desired 4 Nice To Have 1 Ignore 0 and Must NOT Have 1 Applicant does not pass the pre screen does not meet all minimum qualifications EMMA Manager Microsoft Internet Explorer provided by Comcast Sel Enter Multiple Choice Question E Help a How many years of clerical experience do you have Less than 1 year Must NOT Have iGreentree v8 1 User Manual Hiring Manager Module Requisition Management e 35 Essay Question Type This question type allows a question to be
78. notification process as each approver reviews the requisition in Hiring Manager module IsApproved Hiring Manager Module Defines a Code Value indicating a Hiring Manager has reviewed and approved the submitted requisition identifying them as an Approver IsRejected Hiring Manager Module Defines a Code Value indicating a Hiring Manager has reviewed and rejected the submitted requisition identifying them as an Approver This selection will then require action to be taken by the requisition initiator and or the designated recruiter NotReviewed Hiring Manager Module Defines a Code Value indicating a Hiring Manager has not reviewed the submitted requisition identifying them as an Approver RegStatus This is the overall status of a Requisition in an organization and populates the Status field on a Requisition record This status indicates the point a Requisition is at with regards to the recruiting process in an organization The value will drive many Reports and CSS Posting query results Additionally it may impact Resume Processing Log To Reg and the Offer Hire Fill Actions CodeSelectableByHiringManagers Hiring Manager module Determines if the Code Value is available to the Hiring Managers when completing the Make Offer or the Hire functions when setting the Requisition Status value IsClosed iGreentree application and CSS Determines if the Code Value is that of a requisition that is not being actively recruited for In addition
79. of CSS Questions is set to 4 if an applicant has answered CSS Questions when applying via CSS the 4 most recent questions will be displayed in Summary View If the Applicants record does not have any CSS Question Answers associated to them then the grid will state No Information Available C55 Question Answers View All 5 Reg Date Question Answer 2005 025 02212005 Do you have a current EN license in Texas any ofthe following states 2005 025 EE KR you worked in a Cardiac unit E 75 of my nursing has been in Cardiac 2005 036 03 05 2004 Do you pocess a certificate from an Yes accredited nursing assistant training course CHAI z005 025 aaa ES many Years have You worked as an EE Wears RH in an acute care facility If information is not desired on the Summary View than the Value should be set to 0 Information on how to control the information within the grid is described below in App Summary Grid Details App Summary Grid Details There are several Summary Grid Sub Sections that can be controlled individually here Documents Education Experience Interviews Letters Licenses Objectives Offers Reqs Routes Skills Sources and Tests Each of these sub sections operates identically and can be used to control the information displayed within the specific Summary Grid For Example the App Summary Grid Education controls Degree From To Major School and Entered Via CSS fields Settings Group App S
80. of commencing my employment I further understand that if I fall to furnish these documents my employment will be terminated If employed at Greentree Systems Inc I agree to abide by all of the policies and procedures of Greentree Systems Inc I acknowledge the right of Greentree Systems Inc to change interpret add or withdraw policies benefits or terms and conditions of employment at its discretion with or without prior notice to any employee I understand that if I am offered and accept a position at Greentree Systems Inc I will be subject to a probationary period the length of which is based upon the level of the position I have carefully read the above Information Acknowledgement and I understand and agree to all of Gees No the statements Submit Cancel If an applicant forgets to complete fields that are designated required an error prompting them to complete the missing information will appear when they attempt to submit Microsoft Internet Explorer X H The following question is required Information Acknowledgement If all required fields are completed and the Applicant clicks Submit their Applicant record is updated in Greentree and they will be logged to the appropriate Requisition Upload Documents After selecting _Submit the applicant may be requested to attach specific documents This request for information is requisition specific and is set up in the Requisition s CSS Uploadable Documen
81. p 01 05 2006 Manager on vacation Muxlow Kristina 01 31 2006 Muxlow Kristina Suzy Que out on LOA till 131 86 e iGreentree Requisition Management iGreentree v8 1 User Manual Withdraw If a Reg gets cancelled after recruiting has started for it the Withdraw action should be used to update all of the appropriate information in the system The Withdraw action keeps the Requisition in the database but changes its status to Withdrawn Reg thus removing it from CSS To try this action select Withdraw from the Action menu Action History Attac Ya Find Matching Apps Post to Source Kai Enter Expense 3 Place On Hold GA Take Off Hold TE The Action will default codes into the Set Requisition Status To and Set App Reg Result To fields These values can be overridden The Set App Req Result To will update the Result for any applicant that is tied to this requisition who does not all ready have a final result It will overwrite transient result codes such as New Applicant or Routed Withdraw Set Requisition Status To withdrawn Set App Reg Result To Withdrawn Reg Le Ok Select to run the action PR You may also run this action by selecting the quick launch button located on the toolbar In addition to changing the Status of the Req the Result of Withdrawn Req is added to the History for any candidate who did not already have a final result Choose Applicants from the History menu Applicant mp Pre Screen Req Dat
82. pes Hem iGreentree v8 1 User Manual Hiring Manager Module Requisition Management e 31 At any time the Hiring Manager will have the following options Submit Clear Close dd Help The Submit option will submit the requisition to iGreentree and begin the approval process if all required fields on the Add New Req form have been completed and one or more approvers has been specified The Clear option will remove data from all fields that have been populated The Close option will close the Add New Req screen WITHOUT saving the data that may have been entered prior to the Close option being selected The Help option will display tips and suggestions for entering a new req The Close button in the Help window should be selected to return to the Add New Req form Data Entry on the Add New Req Screen There are many pieces of information that can be collected from the submitting Hiring Managers This information will be entered into one of three types of fields Text Fields These are free text fields Notice there is no select list icon for these fields since it is not limited to a pre set list of code values The red asterisk indicates the field is required Job Title Date Fields These will record the identified date information for the Requisition ao d To enter a date click on the button The current date is highlighted in bold but any date can be selected by navigating through the displayed calendar 3 Select Dat
83. record and maintain the Req data and there may be some information that is not entered by managers such as approval and posting dates and the current Status of the Req If your organization does not have the Hiring Manager module the Recruiting department will enter all of the Req information directly into iGreentree Regardless of who enters the data everyone in the Recruiting department should become aware of the information stored for Reqs and how to use it To add a requisition select the Add Requisition from the Requisitions menu Requisitons Find A QuickSearch Add Requisition iGreentree v8 1 User Manual iGreentree Requisition Management e 53 Add New Requisition Ea Ss E E Template Filing System z Status s Is Job Code Tel Position CH o Total Openings IL Total Filled i Job Tite LT Dept A Le Reg Temp NO E Approved Ir Division kee Exempt WE PO Deadline Po Location A Full Part ee H Posted Internal Eh Sal Grade RE H New Repl LC H Posted Extemal Po FTE ht Replacing EN Shift Code EE Posting Category eg Schedule O Recrurter N zj Job Group A Hiring Manager Hiring Mgrs See All Apps Search Committee Start UE Search Committee End Note to Hiring mg Manually Entering Requisition Data There are many pieces of information that may be recorded for each Requisition It is recommended that Users enter information into the fields so that th
84. reference checking etc Send regrets letters and other letters as needed Record Requisitions Communicate with Hiring Managers and Sources Which are open which are filled which are being Route applicant data and record routings handled by whom Create Postings paper and electronic Expenses per opening per department etc Report on what is overdue from managers Record Sources and Expenses Record History Post Requisitions to Sources Who applied for what what were the results Record which Applicants came from which What correspondence has been sent Sources What happened with job openings and people Record Expenses report on Cost per Hire Record Candidates for Requisitions Print reports for recruiters and for management Find applicants who may be qualified for an Open Reqs expenses cost per hire Req aging opening postings EEO periodic status reports Sourcing Log applicants to requisitions keep results per graphs amp charts etc logging iGreentree v8 1 User Manual Introduction amp Overview e 1 Major Components of the System The major components of the system are displayed here with some example data and their relationships HIRING MANAGERS REQUISITIONS SOURCES EXPENSES APPLICANTS Adam Zwier Admin Assistant Employee Referral Francine Underwood Bonnie Yarvin o Bookkeeper Employment Agency George Taylor Charles Xavier Custodian Job Fair Hilda Swanson Donna Washington Engineer Local Newspap Irving Roberts Edwar
85. req will be removed from your Regs Pending Approval list You can click on Regs Pending Approval on the menu to retneve an updated list If you selected Not Reviewed the reg remains on your Regs Pending Approval list until you return to the reg and select Approved or Not Approved To change the order in which regs are listed Click an the column header to re sort the regs list by that column ascending Click on the column header again to re sort the regs list by that column descending To view additional pages of reqs Click on the navigation buttons at the bottom of the page The order of the buttons is First Page Previous Page Next Page and Last Page Any questions and assistance with your Regs Pending Approval If you wish to change any entries you have entered for a reg or have any questions about a req please contact HR The Hiring Manager must then select the Reg from the list of requisitions to proceed to the Review Req screen where a complete review of the requisition and a review of designated approvers can be done 42 e Hiring Manager Module Requisition Management iGreentree v8 1 User Manual This is also the place where the Hiring Manager would define their approval or disapproval of the requisition along with any comments they would like to make with regards to the requisition They will also have the option to Add Approvers if additional Approvers are necessary Review Reg 3 Save Undo Close OF Help Required Entry
86. requisition and a review of designated approvers can be done They also have the option to Add Approvers if additional Approvers are necessary Review Req Required Entry Approvals Approver Paterson Kerry Myers Gary Greenberg Carol Add Approvers Approval Status Status Date Hot Reviewed 5 12 2004 Looks good Hot Reviewed Entered 0428 2004 By Walker Jane Reg 2004 041 Status New Reg In Approval Process Job Code 11112 Job Tithe Senior Administrative Assistant Dept Engineering Division Location Filing System Requisitions Total Openings 1 New Repl Replacing Grade 16 Full Part FTE 1 Shift Schedule Reg Temp Exempt NE Exempt Job Group 1 Hiring Mgr Walker Jane Recruiter Knox Katherine Updated By Recelved Approved Deadline Posted Posted External Note to Hiring Mgr Date Filled Posting Category How Filled 44 e Hiring Manager Module Requisition Management iGreentree v8 1 User Manual Req and Applicant Review A Hiring Manager can periodically review the status activity and Applicants of their designated requisitions through the Hiring Manager module To review designated requisitions the Hiring Manager selects My Regs from the Regs main menu Regs e My Regs e Add New Req e Pending My Approval e Approver Regs My Regs provides the Hiring Manager with a basic overview of their entered requisitions Regs Close
87. short note can be entered in the Special Note field on the Base Record when it really needs to stand out however most notes and other miscellaneous information about this Applicant will go in the Attachment called Notes To access select Notes from the Attachments menu or use the quick launch button E located on the tool bar Use the ae button to enter some notes about the applicant File Edit View Insert Format Tools opoke with Suzy on the phone today indicated application had been recelwed and forwarded along to manager The window will scroll as additional notes are entered This information is then viewable by anyone with security access to Applicant Notes f notes are entered about phone calls and messages left for the Applicant a dated timed and signed history will be kept of the communications It is recommended although optional that Notes be spell checked prior to saving Click the Tools menu and select Spelling Tools CS Spelling Once checked for spelling errors click on the button to save the entered notes File Edit Muxlow Kristina 01 23 2006 02 33 PM PST Spoke with Suzy on the phone today indicated application had been received and forwarded along to manager gt The system automatically enters the name of the person who entered the note i e the user s login name the date it was entered and the time from the server that it was entered Editing Saved Notes If a user needs t
88. spell check the question or answer 66 e Greentree Requisition Management Greentree v8 1 User Manual Question Presentation Order If needed the User can reorder the entered questions by clicking in the Display Order column The questions will list in the order defined in the Display Order column smallest to largest The User can alter the display order by simply highlighting one of the Display Order numbers and changing it to a higher or lower number Questions for HR Generalist Add Quest Del Quest Add Answer Del Answer Save Cancel Question s O ARA IIS A O E ET AN eee O DT TT TT TC TT TTT A OO A PA pt vou have previous HR Generalist experience Answers answer Leplweiakt sd Display order ES ese 3 he es e Have O Prescreen questions will be presented to the applicant in Candidate Self Service CSS after they select a position and choose to apply for it but before the application is presented for them to update and or review and submit ree Systems Inc IEE va To apply for the position of HR Generalist please answer the following questions related to this position Please answer all questions All Questions are Required 1 Do you have a Bachelors Degree 2 Do you have a minimum of 5 years of HR experience 3 Please describe your recruiting experience MisHPSSiMiree UL gt lg D seal ser How many years of recruiting experience do you have Less than 1 year 1 3 years
89. standardized term Greentree recommends using the most common term as the code Synonyms should be created for each code so Applicants who utilize another term for the code are updated with the code Synonyms Maintenance can be used to Add Delete and change any of the Synonyms used for Resume Processing Select the Synonym tab from within the Thesaurus window Thesaurus Synonym Section Language English Codes ACW Aids Technician Abstracter Accountant Accounting Clerk Accounts Payable Accounts Receivable Activities Therapist Administrative Asst Admissions Coord a Aide Audio Visual Aide technician technician AM d d E 264 e Module Maintenance Thesaurus All Codes Clerical Computer Financial Med Professional Sales iGreentree v8 1 User Manual At least one Synonym must be included for each Code The Synonyms are what the system actually looks for in resume processing Add a new Synonym for the Administrative Asst Objective such as Executive Assistant Then highlight and Delete the Clerk synonym that is not specific enough to avoid being picked up incorrectly i e Sales Clerk would be found Then change the existing Clerical to Clerical Assistant using the Edit Button Make sure the Admin Asst Code is included in all appropriate Thesauri by checking the box next to the pertinent Thesaurus names The Skills Degrees and Objective Codes are defined in Codes Maintenance However
90. that you would like to merge Recruitment Only into Open When a Code Value is Merged the value will be Merged on all records that are using the Code Value The Merging function should be used if a Code Value is still to be recorded but recorded as another Code Value Deleting Code Values Highlight a Code Value and select the Delete Code icon E or if you prefer right click the Code Type and select Delete Open Recruitment Only Gr Once the Delete has been selected a message box will display asking for confirmation of the Code Value deletion Select OK to proceed K Are vou sure that you would like to permenantly delete code Recruitment Only The Delete functionality should be used with caution Once a Code Value has been deleted from a Code Type the Code Value will no longer be available to the Greentree application Therefore all records on which this Code Value was used will no longer have any reference to or history of this value association It is strongly recommended that a few QuickSearches and or Advanced Searches be performed with regards to the Code Value marked for deletion before a Delete is performed to identify records that may be impacted If a Code Value is deleted in error the only way to restore the value and the affected records to their prior state is to perform a restore from backup In doing this there is a potential data loss of work completed after the backup was done and before
91. the activity of the Applicant iGreentree v8 1 User Manual Resume Processor amp ScanStation e 143 Within iGreentree choose Applicant QuickSearch Use the Entered Date field to find Applicants that were entered within a specific time period Search for Applicants entered Yesterday to Today da iGreentree Applicants Find Bu ID Find By Name Entered Range E Search Once new Applicants are found the user can add or change data and or Attachments and perform Actions as needed Handling Emailed Resumes Rejected Emails An email that has been picked up by one of the defined iGreentree ARP automated resume processing inboxes and was not accepted is a rejected email When an email has been picked up by the resume processor it tries to find the minimum acceptance information as defined by Resume Min Fids in Resume Inbox Maintenance f it cannot find this information the resume will error out and then forward into the inbox that is designated for Notify On Error in Resume Inbox Maintenance Greentree recommends that the Notify On Error inbox be monitored and reviewed regularly Once the application has been in use for a while it may be appropriate to monitor the Notify On Error inbox more or less than once a week depending on the number of emails that error When an email is taken from the inbox the processor will open any attachments convert the contents to rich text rtf and review the contents As part of the rev
92. the approver and click ok Add To add more approvers click again When more than one approver is designated the user has the option to Move Up or Move Down to alter the order of the approvers The order they i on the list is the order they will be notified to approve When all approvers have been added choose from the main Action window to complete the change When the final OK is selected the system will submit the additional approvers A notification of success is given A Action completed successfully You may also run this action by selecting the quick launch button located on the toolbar Approvers Audit History The Audit History for Approvers allows the user to review any and all approver transactions History Attachments Applicants Postings Holds Offers Expenses Approvers Audit 2 Approvers Audit For 2005 029 ol Transaction Approver Approval Status Status Date Entered B Updated B Add Fowler Kevin Mot Reviewed 01 06 2006 Muxlow Kristina A o f add Johnson Hugh Hot Reviewed 11 22 2005 Russey Terry Le 90 e iGreentree Requisition Management iGreentree v8 1 User Manual Re Open It may be necessary to re open a position once it has been filled Applicant later declines wrong position was filled by mistake etc Since the iGreentree System updates numerous pieces of information both on the Applicant and Requisition side it is necessary to use the Re Open action to ensur
93. the deletion took place Talk with the IT IS folks for more information regarding a backup and restoration procedure If a Code Value is no longer needed but it is still good information to know and track for records that used the code Greentree recommends that the Code Value be Renamed to something like zz_CodeValue In iGreentree v8 1 User Manual Administration amp Maintenance e 223 doing so the value will drop to the bottom of any selection list lessening the chances of a user selecting the outdated value and it will enable the information to still be recorded on the existing records Lookup Tables and Auto Fill Code Types The Lookup Table allows a user to input additional information for a particular Code Value to be utilized elsewhere in the Greentree application Letters and or Reports For example the Code Type Department has a Lookup Table of additional information for a Department s associated Description Div Division and Supervisor Department Accounting f Cardiac Cath Lab II Critical Care Unit BE E E Engineering J r Finance EECH Supervisor Greenberg Caral The Lookup Table appears to the right of the Codes column To change information in a Lookup Table simply click in the Value column field next to the Additional Information name of interest and type If the Additional Information of interest refers to a Code Type select the dropdown arrow to select the appropr
94. the search will return the desired results 214 e Searching Greentree v8 1 User Manual Reporting Objectives This lesson is for anyone who needs to enter and record information After completing this lesson the user will be able to e Run Search Dependent Reports e Run ReadyReports e Understand the basics of Reports Maintenance and Editing Search Dependent Reports Some reports are populated using the records the user chooses to include These reports allow the user greater control but require searching for the desired data records first Requisition Reports Although some Reg reports can be found in ReadyReports the reports that are found here allow the user to choose which Reqs to include before running the report One of the primary reports that many users need is a Requisition Activity report which can be printed on paper or sent via email Run a QuickSearch to find all Reqs with a Status of Open Status Open z Search Select Requisition Reports from the Action menu or use the quick launch button Ej located on the toolbar QuickSearch Reports Bun Close Select Report Cost per Hire Detail Filled Regs Sorted By Recruiter Filled Regs Summary with Expenses Reg Activity with Candidates by Recruiter Requisitians by Posting Source by Result Crosstab Output Format Portable Document Format P Any report generated from this list will ONLY include data from the Reqs returned by our se
95. the synonym is what the system searches for when it analyzes a resume For instance if the Skill Code is Spreadsheet and the Applicant s resume says Excel what happens That will depend on what Synonyms were identified for the Skill Code Spreadsheet If the Synonyms contain Excel and Spreadsheets the system will populate the applicant s record with a Skill Code of Spreadsheet However if Excel is not a Synonym of the Skill Code ge applicant s record will not be given the Skill Code of Spreadsheet Thesaurus Synonym Section Language English Associates Certificate Do Optometry Do Osteopathy GED HS Diploma E Thesaurus All Codes Clerical Computer Financial Med Professional Sales BACHELOR DEGREE BACHELOR SCIENCE Example The Degree Code Bachelors would be loaded into the Applicant record if any of the following phrases were found in the Education section of the resume and appropriate Synonyms had been set for this Degree Code e BS Bachelor Degree Computer Science BS Computer Science BS Computer Bachelors in Computer Science Bachelor Degree in Arts Keep Synonyms Simple When Greentree is looking in the resume for synonyms case is ignored The following noise words are also ignored within phrases in of the or if when where has is at and will and have If the noise word is included in the synonym then the noise word must be part of the text or it will not be found iGreentree v8 1 Us
96. then has the option to either add another email address or to choose the Sun Previous Page link and return to the job detail page Successfully submitted email to jahndoe hotmail com Enter your friend s email address Po Send Email Return to Previous Page 116 e Candidate Self Service iGreentree v8 1 User Manual My Profile Applicants will use this section to enter and update their application information They can return to this area at any time and add edit or update information Therefore each time they apply for a position their most current information will be automatically incorporated into the online Application ready for them to review and submit Add My Profile Contact Information Contains none of your information This profile will be used to create each application you Has some or all of your information make for any position with us You may go to any section directly by clicking on the section name above Required items have not been completed Each section of the Profile is displayed below the main menu and different color bars under each section Indicate the completeness of that section Any section that is red not completed will prevent the applicant from submitting their application To complete the sections the applicant can either click on the section name or use the drop down menu located at the bottom of each sections to navigate to the desired secti
97. this position S i Email this job to a friend Job Title Programmers Analyst Req 2004 003 Location Atlanta Department MIS Job Description Responsibilities Maintain and enhance simulation front end applications knowledge of C Pascal Unix large application programming projects user interface and graphics Job Qualifications Requirements BS MS or CS EE degree 258 e Module Maintenance Greentree v8 1 User Manual CSS Job Alert Fields These settings define the data that will be included in the CSSJobAlertSummaryBlock letter insert This letter insert is often used in the Job Alert emails that are generated to inform applicants of newly posted positions e Field Name refers to the field name as defined in the database e Display Name refers to the column title as seen by applicants e Display Order refers to the column order that information will be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive C55 Job Alert Fields For CSS External add Delete ME Field Name Display Order JobTitle Position Title al a tecate Pres ia Number The above settings would translate to the CSSJobAlertSummaryBlock insert which was used in the following Job Alert email The following positions have recently become available Click on a link below to view information and apply for that position Senior 4dmmisirabrye Assistant Chicago 2003011 osition
98. to Previous Page Help Apply for this position The applicant can elect to apply for a position by clicking the button or by using the 2e tor this position link If the applicant determines they are not qualified or not interested then they can use the Stiinta Previous Pade link at the bottom of the page to return to the previous page which contains the results for the selected category Email A Friend If the applicant finds a job opportunity that they feel would be suitable for someone else they have the ability to forward the information to that friend from the Job Detail page Job Detail ys To apply for this Accountant position click on Apply for this position Email this job to a friend Job Title Accountant Reg 005 035 Location Dallas Department Accounting Using 4 Email this job to a friend the applicant will be directed to another page that provides a place for entry of an email address for the friend he she wishes to notify of the opening The provided email address is NOT retained in any way by the system iGreentree v8 1 User Manual Candidate Self Service e 115 UG der EE EPA Pa WeICOMe t Wid Email A Friend Gel To send information about this Accountant job to a friend please enter your friend s email address below Well send a job description and a link back to this site to make it easy to apply If you have not yet signed in or your email address is not on file with us please ente
99. track your status and sign up to receive email Job Alerts of SER future openings By making note of your UserID and Password you can return to this site at any time to view and update your information Please note The Email Address you have entered is already on file If you have previously created a UserID and Password you can request your password be emailed to you by clicking on Forgot Your Password on the Welcome page If you have not previously created a UserID and Password click on Create UserID and Password Now to continue At least 7 characters no spaces At least 7 characters no spaces Cannot be the same as your User ID Retype Password to Confirm Enter your Email Address Suzyque hotmail com Create UserID and Password Now Required Entry Help The applicant may need to contact the Human Resources department for assistance if no email address exists on the duplicate record i e error was caused by a duplicate UserlD or Password However if it is a simple case of forgetting the UserID and Password previously created the applicant can request the password be sent to them via email as described below Password Assistance The password assistance page allows applicants who have forgotten their UserlD and Password with securely obtaining that information The applicant needs only to enter their email address and click the SU aaa elie button to have an email generated that contains the UserlD and
100. user may wish to include some text to go into the body of the email The formatting of this text may be modified but the appearance of the text in the email may depend on the type of email system being used Email Message File Edit wiew Insert Format Tools his applicant might be a good fit for your department let me know what you e hink and will set up an interview Ok DE After making the desired selections choose to run the action The system will display a confirmation message upon completing the Route A Your Route request was submitted successfully You may also run this action by selecting the quick launch button L located on the toolbar Mass Route Groups of Applicants can be Routed in one step using the Route Action while in List View To begin choose Route from the Action main menu ction History is Log to Source Mass Mailing _ Log to Reg 4 Reject This Action is very similar to the single Route action However information about ALL of the Applicants on the list will be sent The hiring manager will receive an e mail package for each applicant being routed Notice that the title bar of the Action shows how many Applicants will be affected by this Action iGreentree v8 1 User Manual Applicant Processing e 173 Close Route 10 Applicants To For Requisition Set Applicant Status To Routed Lei Set App Reg Result To Routed Le Report Dutput Format Available Documents
101. 0 TE beni see 500 00 Copying to Template If one or more Requisitions needs to be entered into the database and they are similar to Regs already in the existing system the user can copy an existing Req to a Template then use that Template to make data entry of later Reqs easier and more consistent Select Copy to Template from the Action menu or select the quick launch button located on the toolbar Action History Attac Ya Find Matching Apps Post to Source vi Enter Expense J Place On Hold y Take Off Hold fr Withdraw La Fill Ei Copy To Template A window will appear for users to enter a descriptive name for the new Template Each Template must have a unique name Copy Req Information To Template ok Close New Template Enter Template Name Herel A Template copied from a requisition will need to be modified so that it can be used to create new Reqs To modify perform a Req Template QuickSearch and use the Edit View feature Greentree recommends consideration of the following Clear out the date fields and any other fields that will not be common for future Requisitions When a record has data in the Attachments these are copied into the Template too be sure to check Attachments and delete and or edit them accordingly The template was created as a Private Template meaning only the user who created can see it and use it If the Template needs to be shared with other users click Ce There can be as many Temp
102. 0f LEM S soisiu a a a a aa atea iii i Actions Quick Reference EE vi HISTORY Quick Referente non iia viii Attachments Quick Reference sitiar X ele A O O Xii Contents iGreentree v8 1 User Manual Introduction and Overview Introduction Welcome to the Greentree Employment System This manual in conjunction with training will help provide new users with the information needed to use this system effectively Objectives Everyone who plans to use the Greentree Employment System should go through the Overview It provides the basic framework for everything that follows Each user may then determine which of the remaining lesson s are appropriate depending upon their duties within the recruiting department After completing the Overview unit users will have a general understanding of the system be able to move around the system and perform basic functions They will be able to e Familiarize themselves with the capabilities and benefits of the iGreentree system Log in to the iGreentree system Select options from the Menu Become familiar with what each of those choices is for Exit the system properly Features of the iGreentree Employment System Record Applicants Send correspondence to Applicants Record Applicant activity Send acknowledgement letter postcards or emails Route information to managers amp others Print labels and or envelopes Schedule and record interviews Send offer and hire confirmation letters Record testing
103. 1 44 08 AM Pollock Dave 1 FOR QUESTION Campany policy requires that ADDED QUESTION Company policy requires that an 12 21 2005 11 44 06 AM Pollock Dave employee requesting a transfer to a new position Copy to New Allows the user to copy an existing Web D in order to create an identical Web D Enter the name of the CSS web being added on the New Web ID field Select the existing CSS Web ID that is to be copied Click OK Copy to New C55 Setting New Web ID Te sting Choose From Available Settings CSS External CSG internal iASE External iASE_ Internal A new CSS Web ID has been added The Setting Properties for this Web ID will be populated exactly like the Web ID which was copied Resume Processing and ScanStation Maintenance Thesaurus Maintenance A Thesaurus is a set of codes to be used for Resume Processing Separate Thesauri can be created for different types of Applicants who apply limiting the codes the system has to search for to those that are appropriate for that type of Applicant Create and Modify Thesauri The system looks for a great deal of information when it analyzes resumes Sometimes it may find information that is not applicable for particular Applicants So establishing thesauri for each of the major types of Applicants who apply can help the system find only the most appropriate information for each Applicant Greentree v8 1 User Manual Module Maintenance e 261 Choose Thesaurus f
104. 2005 036 Description dt Updated B ADDED QUESTION Do you pocess a certificate from 03 04 2004 04 25 27 PM Fowler Stephanie an accredited nursing assistant training course ADDED ANSWER Yes WEIGHT Desired DISPLAY 03 04 2004 04 25 27 PM Fowler Stephanie ORDER 1 FOR QUESTION Do you pocess a ADDED ANSWER No WEIGHT Must HOT Have 03 04 2004 04 25 27 PM Fowler Stephanie DISPLAY ORDER 2 FOR QUESTION Do vou pocess iGreentree v8 1 User Manual iGreentree Requisition Management e 91 Other Mass Actions There are three mass actions that are not addressed in this chapter The iGreentree Administrator normally uses Apply Template Change Filing System and Purge lf knowledge of these functions is needed see the Administration and Maintenance Chapter of this manual and check with your iGreentree Administrator to make sure that the security levels needed for access are set Editing History From List Edit or Summary View History can be viewed Notice that although some of the fields within History can be updated directly such as Comments most of the data within History comes from Actions If data within History is incorrect the user can select the incorrect line and use the Delete key on the keyboard to remove the entire row Then re use the appropriate Action to enter the correct data 92 e iGreentree Requisition Management iGreentree v8 1 User Manual Sources and Expenses Objectives This lesson is for anyo
105. 4 3210 Notes On File Applicant ID 165 Regs Applied For View Entered 01 23 2006 Req Job Title Reg Date Result ON Muslow Kristina 2005 037 HE Generalist O1 25 2006 Hired Updated O16 2006 l CO Muslow Kristina Experience Wiew Job Title From To Employer Ending Salary Reason For Leaving Account Manager 03 2004 072005 Greentree Systems Inc 2 00 Relocation Recruitment Specialist 1272001 02 2004 Fairview Health Services 2 00 Marriage 0 00 SSN 1234567589 Referral Hame Cee E ternal Applicants AA Hew Hire Location Recruiter Education View Follow Up Available School Degree Major To ISS Pending University of Some State Bachelors Being Perfect O5 2002 OIG Last Status Date Special Note Skills View Shill Rating MS Excel D MS Word oO 198 e Searching iGreentree v8 1 User Manual Searching Attachments Many Attachments can be searched via the QuickSearch screen Skills Attachment is a common Attachment used to search for Applicants Therefore Skills have been added to the QuickSearch screen To find applicants who have a Customer Service skill return to Applicant QuickSearch Applicants Find By ID Find By Mame QuickSearch Click the Skills button to view a list of available skills use the button to move the highlighted skill from the Available column to the Selected column Select Multiple Skills Cancel
106. 5 341 2005 012 Technical Support Representative MIS New 25 Katherine Knox 01 25 05 330 2005 013 Accounting Assistant Accounting New 16 Susan Chamonix 01 26 05 329 2005 016 General Surgeon Hospice New 24 Katherine Knox 0 2005 018 Accountant Accounting New 15 Adrian Cannova 0 2005 019 Medical Technician Patient Care Unit Replace Tammy Elliott 22 susan Chamonix 0 2005 020 HR Generalist Human Resources New 24 Adrian Cannova 0 2005 042 Registered Nurse Cath Lab Hospice 15 Adrian Cannova 0 2005 050 Registered Nurse Operating Roorn Critical Care Unit 15 Adrian Cannova 0 2005 051 A future Position Nurse position may Katherine Knox 0 not be currently available 2005 054 General Surgeon Hospice Replace 24 0 ReadyReport All Open Positions printed on 12 21 2005 Page 1 An additional browser window opened to display the report close it when you are finished viewing Exiting the Database To exit the iGreentree Employment System select the Exit button from the Main Menu then choose Exit olication ZG iGreentree Hot Items Applicants Requisitons Sources Expenses Hinting Mgrs Advanced Search Read y Reports Maintenance Reg Templates App Templates User Preferences Exit E Exiting improperly may possibly prevent another user from logging in When a user logs out improperly they are still logged into the server and are holding a user seat When a system reaches the licensed maximum number of concurrent users it will not allow more use
107. A More than 5 years Desired OH The Multiple Choice answers will list in the order defined in the Display Order column smallest to largest The User can alter the display order by simply highlighting one of the Display Order numbers and changing it to a higher or lower number Choosing will change the Current User entry in the Entered By field to the name of the user who is adding the question Single Entry Questions Single Entry is another question type This question type should be used when the expected answer will be a sentence or shorter in length Select Question Type single Entry OS Essay Multiple Choice Testo After selecting Single Entry and clicking a new Single Entry question will appear The User must click his her mouse over the words New Question in order to highlight the text and allow a question to be typed over it A Single Entry question should be entered in an open ended format that encourages a brief answer Questions for HR Generalist Add Quest Del Quest Questionis How many Years of Recruitment experience do you have 3 Multiple Choice 01042006 Muxlow Kristina D What is your salary requirement Ek Single Entry 01042006 Muxlow Kristina iGreentree v8 1 User Manual iGreentree Requisition Management e 65 YesNo Questions The final question type is Yes No This question type should be used when the question can be answered with an answer of either Yes or No Select Question Type Ye
108. A new window will appear allowing both records to be viewed for updating as needed Merge Applicants Filing System D Filing System Internal Applicants 10007 Entered 04 27 2000 By Ip 900002 Entered 10 13 2000 E Updated 10 12 2000 By Weber Candace pe Updated 10 13 2000 E FEMEL Sandy MamefFfMyL sandy Mame Name Hare Rhoads Name Rhoads 55M A 55H pooo t Name O O O Alt Name Po dress Buttersworth Bogs Road Address Buttersworth Bogs Roa ddress P Address EA City Pine Barrens City Pine Barons State ma State ma zip Jososs zip Jososs Status o O O Status ne ocation O O O Location EAS acruiter Charnonix Susan Recruiter Chamonix Susan L Si pm The existing record is displayed on the left the new data is displayed on the right If this is the same applicant the user should update the existing Base Record If this is not the same applicant close the window to get back to the Duplicate screen and pick a different possible duplicate Let s assume this is the same person who re applied Select the A arrows to move the information from one field on the new applicant to the same field on the existing applicant Addr 5948 Alta Drive SI Addr 5948 Alta Drive 142 e Resume Processor amp ScanStation iGreentree v8 1 User Manual Or select the large arrow to move ALL of the information from the new applicant to the old applicant When Save is selected a confirming message
109. A O ETE Je come Bonnie aaa ban m Terry aaa Jas Hehu jh Doan Jan Radish Jennifer Joanne Jan watson Eidel eras Use the Edit View button to display more information about the first record applicant Edit view PEIRE DO ee e a SEC By 255 ID fic Entered 03 02 2005 E Updated By kee dim Name F M L lr BB Address PO Filing System External Applicants Ur Status Te City Ir Location oOo W State y ip OoOo Recruiter Tel Home Phone rr Follow Up E Work Phone Available E EMail Jima GreentreeSysterns com o1Gstatus Ie Referral Name DIG Last Status Date Special Note iGreentree v8 1 User Manual Introduction amp Overview e 11 Introduction to Actions Actions are used for the various events that happen in the employment process to update information and provide any necessary output such as letters or reports At whatever stage in the process an Applicant becomes a Candidate for a particular opening the user can log them to the Requisition Select Log to Req from the Action Menu Log To Req Action History Set Applicant Status Tor o Log to Source LogtoRequisition ss ha A Send Letter B Log to Reg App Req Result PO The Set Applicant Status To field if populated will update the Status field on the Applicant s main record Often times the Applicant may all ready have the appropriate Status so this field will be left blank If a new Status i
110. Attachments gt Notes Contact Information Additional phone numbers and email addresses can be recorded for Sources This additional information may be helpful for reaching the Source when they are not available from the data found on the base record Select Attachments Contact Info to add additional contact information ttachments gt Notes Objectives Contact Info Greentree v8 1 User Manual Sources and Expenses e 95 Document List Documents can be stored for Sources Expenses Examples of documents often retained here include Agency Contracts Posting Forms and Invoices Select Attachments Document Listto View or Add documents to a source expense record Attachments Za Notes Objectives Contact Info Document List Sources Expenses Actions History Send Letter Letters that are to be sent to a source and recorded in iGreentree can be printed on paper if the physical address is known or sent via email if an email address is available and entered on the source base record Select Send Letter from the Action menu Send Letter Select Letter Request Rate Cards Signer None k Output Format EMail HTML Format in Msg Body sw Specify EMail Information Action History M Include Letter Contents in Letter History send Letter Personalize before sending Select the Letter to send to the Source If an email address is available the Specify Email Information option will be enabled otherwise a h
111. Available Selected 2 Customer Service MS PowerPoint MS Software MS Internet Information Server lila Selected Skills Neonatology Nephrology Network Analyst Networks Neurobiology Meurohistochermistry Ok Choose to return to the QuickSearch screen the skills selected are now listed in the Skills box Find Any Customer Service MS Excel MS Word Performing the search now will return a list of applicants who have all three Skills associated with them if you wish to find applicants that have any one of the three skills chosen click on the box next to Find Any W Find Any This will return a list of applicants that have any one of the three skills selected While in List View the User can select Skills from the Attachments menu to look at the skills for the selected Applicant Attachments gt Notes Experience Summary i Skills for Jim Bert Education Summary 1 a Resume Text Resume Image CSSFOrm 1 Because they are also used frequently for applicant searching the Req Objective and Degree fields are also on the Applicant QuickSearch screen iGreentree v8 1 User Manual Searching 199 Contains Searches To search for specific data within other attachments use the Contains field The Contains search utilizes Microsoft s Text Search engine It is powerful but can be slow since it is searching large text files It is usually more efficient to search on codes such as Skills or Degr
112. Be careful permanently removes report first data good for cleaning out Greentree v8 1 User Manual Appendix e vii Hiring Manager Actions List Send Letter Edit Hiring Mgr Letters oa or be Mailing available to send Mass Mailing List Hardcopy letter the same form letter to a group of people Hiring Mgr Edit Printed report or Includes records found in search el File in other can output to Crystal Reports or program other program such as Word a AS be reversed under report first data good for cleaning out old info Template Actions A A AAA List List new Template one that already exists Pl a An report first Template NOTE All Actions available in Edit View are also available in Summary View History Quick Reference Applicant History History Name Action it comes from Reqs Applied Log to Req Can also come from Log to Source Reject Route For Interview Test Results Offer and Hire actions can track results Routes Route Can track results Interviews Interview Can track results Offers Make Offer Tracks dates answers and comments about each offer reference checks and salary requirements Letters Send Letter Mass No need to print hardcopy since the letter text is stored Mailing Route Interview Make Offer Hire Fill Reg Log to Source Tracks which source s Applicants came from CSS Questions Applicant applying via Can not be modified Answers CSS Site Appendix e viii Gr
113. Description Greentree Systems recommends the selectable Filing System names be kept short in length The Description allows for the extended name to describe which record types are stored in this Filing System Mask The Mask for Applicant Filing Systems can only be numeric and cannot be changed for the Applicant ID Requisition Filing Systems Select the next to RegFilingSys to display the current Requisition Filing Systems 4B PegFilingsys Requisitions To view the current settings of a Filing System select the Filing System of interest The settings will be displayed to the right of the Filing System listing de 46 AppFilingsys Multilingual Codes for Requisitions Language Description E RegFilingSys Reguisitions E Additional Info for Reguisitions Value 40 All Normal Reguisitions fUOS Requisition Filing Systems allow for separate numbering and formatting of Requisitions For example a separate Filing System can be created for each location or requisition type that will require a different but systematic numbering CurSeq Current Sequence Number Defines the next number that will be assigned to the placeholders of the Mask when a new Requisition is added to the filing system As Requisitions are added this number will increase automatically by a count of one Description Greentree Systems recommends the selectable Filing System names be kept short in length The D
114. Document Uploading file Please be patent Document File CADocuments and Settingst Browse The file type required for the Document Type must match the file type for the document being attached A file mismatch will generate the following error Upload New Document Results Sorry Only Files with an extension of TIF are being accepted for he document type you have selected You requested to upload C Documents and Settings Cari Hin on My Documents boat ad doc If the upload is successful the following message will display confirming the success 160 e Applicant Processing Greentree v8 1 User Manual Upload New Document Results The file was successfully transmitted by the user Total Bytes 673280 Document Added Successfully The document will be added to the Document List after clicking DONE Add To add another document to the Applicant s record click again and repeat the steps Delete To delete an existing document select the document row and click the button CSS Properties If using Candidate Self Service CSS information about the Applicants CSS Login Password Job Alerts activation and CSS web entry will all be recorded in the CSS Properties Attachment To review the ae CSS information go to the Attachments menu and select CSS Properties F There are four fields on the CSS Properties form CSS Properties for Suzy Que Cancel Close
115. Document Estaca directas 159 Education SUMMALY cooocccnncccnccnnnnncnnnnnnss 153 A 158 Experience SUMMA coocccccnncccccnnnnncnnnnnoss 153 Licenses amp Certificates 00nnn000annnnn 154 NOTO Sala 152 ODIO CU VO oia tario acoso 156 RESUME Image o nnnoennnnsnnnsennensnneesennne 155 RESUMO Tec 155 e ll EE 155 PICQUISIIOM ad 59 Approverg coocccccconconcononcnnnnnncnconaninnnnanens 41 75 ASE SMS tiara 33 CSS Additional Links cccceeeeeeeeeees 62 GSS QUESTIONS iia dada 62 Ell eigene e ergeet 69 CSS Uploadable Documents 70 JOD Descrip deeg se eessen 59 80 Job Qualifications ccccceeccceeteeeeeees 61 Kl 72 search Chilean 62 79 81 Source Expense Gontact IANO ricardo illa 95 DOCU Menta ran 96 Ee 95 a 5 Hiring Manager 32 QUISO WEE 55 Automatic Resume Processing nn00nn00nn0nn 2 CS cuco 219 o erm te cere aoe oe On 6 195 Cancel Requisition See Withdraw Req Candidate Self Service 21 103 253 PAGAN ONG poss id cc cect ewer ee 126 Add Update My Job Alerts cccooocccccoocooo 127 Application ee 24 124 Application Hesulte 126 Apply For Position coooncccccoccncocccnnononcnnnnos 23 122 Drowese Jobe 22 114 Create New Password 104 Create New User 104 CSSFOrMINterim 20 00 cece eeeeeeeceecceeeceeeeeeeueeeeeenees 160 Email A FGI BEE 115 Global Ouestons nrn nrnn 123 JOD AICS cinco acicate 25 ODD A 23 61
116. FilingSys Applicant Filing Systems Select the next to AppFilingSys to display the current Applicant Filing Systems 96 AppFilingsys External Applicants Internal Applicants Possible Duplicates To view the current settings of a Filing System select the Filing System of interest The settings will be displayed to the right of the Filing System listing caes GB AppFilingsys Multilingual Codes for External Applicants External Applicants Language E Internal Applicants O E e Possible Duplicates Additional Info for External Applicants RegFilinasys Column Value E MEE Description Applicants from outside the organization a Separate filing systems would be appropriate for Internal Applicants who may complete different paperwork and go through a different process and External Applicants Also a Possible Duplicates filing system would be a way to separate Applicants who may have previously applied until someone can review them and move or update their record appropriately Lastly as another example in a hospital organization it may be beneficial to file Nursing Applicants separately form Non Nursing Applicants CurSeq Current Sequence Number Defines the next number that will be assigned when a new Applicant is added to the filing system As Applicants are added this number will increase automatically by a count of one If the CurSeq Number needs to be altered be careful not to enter a num
117. Form 4SEFormHTML attached Resume ke Company Logo Company Profile eC Cover Letter Cover Letter in Word format Cor 230 e Administration amp Maintenance Greentree v8 1 User Manual To view the current settings of a Doc Type select the Doc Type of interest The settings will be displayed to the right of the Doc Type listing 2 DocType lingual Codes for Cover Letter in Word forma Advertisement DOC ol Language LDescription Applicant PreScreen DOC Application Form ASEForm Assigned File Type DOC ASEFormHTML E attached Resume gt W Uploadable in Doc List Company Logo Company Profile Column Value E Cover Letter p Docisippsearchable ves SOS Cover Letter in Word format __ DoclsReqSearchable No Gester DecisSearchCriteriatype No CssForminterim DecisSourceSearchable no cssNote rransformUsingx8L EMailattachment Uploadableincss ves Image viemablesyHiringManagersYes Each Doc Type must have the following settings identified Failure to define these settings will limit the functionality of the Greentree application CSS and Hiring Manager modules Assigned File Type iGreentree application CSS Hiring Manager module Determines the File Type of the selected document i e what application should the system use to view the document Uploadable in Doc List iGreentree application Determines if the Doc Type selected should be option as a type of documen
118. Greentree Systems Inc User Manual Greentree Version 8 1 This manual is intended for use during training and as an ongoing reference after training Although it is not a replacement for formal training it may also be used with the Greentree training database to help new users get started The material herein is supplied without representation of warranty of any kind is subject to change without notice and does not represent a commitment by Greentree Greentree assumes no responsibilities and shall have no liability of any kind from the supply or use of this manual or the material it contains Microsoft is a registered trademark and Internet Explorer and Windows are trademarks of Microsoft Corporation Copyright 1995 2006 Greentree Systems Inc All rights reserved Greentree believes that training is most effective when students are entertained as well as informed Therefore it is hoped that light hearted examples jokes and cartoons will be accepted in a spirit of fun Please enjoy learning about and using your iGreentree Employment System Greentree Systems Inc 3131 S Bascom Ave Suite 200 Campbell CA 95008 800 348 8845 www greentreesystems com Version 8 1 Revised April 2006 Greentree v8 1 User Manual IGREENTREE QUICK REFERENCE To Enter a New Applicant Use Candidate Self Service to let people enter themselves Set up the system to collect resumes from email Use Automatic Resume Pr
119. HREF ToApprover must be defined in this letter if a hyperlink is to be embedded in the email to allow the Approver direct access to the Hiring Manager requisition approval screen The Letter Action assigned to this letter must be Req Approval Review Request This Action should only be defined for one letter Msg Subject Line Approval Needed Defines the text of the Subject Line for emails sent to notify requisition Approvers that a requisition is available for their review and approval Msg to Recruiter Req Approved Defines which letter will be emailed to the designated recruiter when a requisition has been fully approved The data insert item iHiringMgrHREF ToRecruiter must be defined in this letter if a hyperlink is to be embedded in the email to allow the assigned Recruiter direct access to the Hiring Manager requisition approval screen The Letter Action assigned to this letter must be Req Approval Review Completed to Recruiter This Action should only be defined for one letter Msg Subject Line Recruiter Req Approved Defines the text of the Subject Line for all emails sent to notify requisition Recruiters that their assigned requisition has been fully approved Msg to Recruiter Offer Made Defines which letter will be emailed to the designated recruiter when a Hiring Manager has extended an offer to an applicant against a requisition that is assigned to them The Letter Action assigned to this letter must be Hiring
120. MITTING I hearby affirm that the information provided on this form and the accompanying resume if anyj is true and complete to the best of my knowledge I also agree that any falsified information or significant omissions may disqualify me from further consideration for employment and may be justification for dismissal at a later date I understand that my employment is contingent upon satisfactory background reports I hearby authorize Greentree Systems Inc to inquire of my former employers references and all other persons having information concerning me to disclose to Greentree Systems Inc without liability my full employment record and any other information they may have concerning me I hearby further authorize Greentree Systems Inc ta disclose to any person with wham I may hereafter seek employment my full personnel record including reason for termination or any information it may have concerning me and hereby release Greentree Systems Inc from any and all liability for such disclosure I understand that if I am offered and accept a position at Greentree Systems Inc there is no contract of employment and employment is at will I am not being employed for any specified time and this information submission is not intended to be a contract for continued employment I understand that federal law requires that I furnish proof of my identity and employment eligibility and that I must furnish the appropriate documents within 72 hours
121. Mgr Notify Recruiter Offer Made This Action should only be defined for one letter Msg Subject Line Recruiter Offer Made Defines the text of the Subject Line for all emails sent to requisition Recruiters notifying them that a Hiring Manager has extended an offer to an applicant against a requisition that is assigned to them Msg to Search Committee Added to Req Defines which letter will be emailed to the listed Search Committee Members when they have been added to the requisition The Letter Action assigned to this letter must be Hiring Mgr Search Committee Added to Req This Action should only be defined for one letter Msg Subject Line Committee Added to Req Defines the text of the Subject Line for all emails sent to Search Committee Members notifying them that they have been added to the Requisition as a Search Committee Member 252 e Module Maintenance iGreentree v8 1 User Manual Msg to Search Committee Deleted from Req Defines which letter will be emailed to the listed Search Committee Members when they have been removed from the requisition The Letter Action assigned to this letter must be Hiring Mgr Search Committee Deleted from Reg This Action should only be defined for one letter Msg Subject Line Search Committee Deleted from Req Defines the text of the Subject Line for all emails sent to Search Committee Members notifying them that they have been removed from the Requisition as a Search Committee Member Ms
122. Place On Hold is an important Requisition Action If used properly along with the Take Off Hold Action it will allow for more accurate time to fill reporting as the on hold time can be subtracted from the overall time to fill The Place On Hold Action changes the status of the requisition to On Hold which is often a defining factor for removal of requisitions from CSS In addition this Action allows for recording information about why a requisition is put on hold as well as various other details such as who requested the hold To use select Place on Hold from the Action menu Action History Attack Find Matching Apps Post to Source y Enter Expense Place On Hold The status will automatically change to On Hold Select a reason for the Hold Action from the coded list Requisition Status on Hold Reason Manager on Vacation 7 Hold Date 01 05 2006 Comments File Edit View Insert Format Tools Suzy Que out from 15 137 Re Open 2 1 gt Today s date will automatically fill in on the Hold Date field this date can be changed if necessary by SE Ok DE clicking on the date icon Select to run the Action A history of this action is now stored under Holds on the History menu O You may also run this action by selecting the quick launch button located on the toolbar Take Off Hold The Take Off Hold Action works hand in hand with the Place On Hold Action It will allow for the recording of the Off Hold Da
123. S SSN e e443 Save Changes Save amp View Next Required Entry Section ContactInformation ze Previous Next Help The applicant s name and email if provided will populate from the data collected when they created their UserlD and Password The data entered into Contact Information can be found in the Applicant s database record or in the Contact Information Attachment in the iGreentree database Applicants must log in before accessing the My Home Page An e can either sign in on the Welcome Screen a described seve or ney may use the menu option Please Sign In To view My Home Page please sign in If you do not have a UserID and Password please create one by clicking on Create a UserID and Password Click Forgot Password to have your password emailed to you Login Login Forgot your Password Click Here Create a UserID and Password A returning applicant can log in using either their email address or UserlD and their previously established password If the applicant enters incorrect information they will receive an error message on the screen usually appears in red The error typically provides another link to a page that will email the password to them Greentree v8 1 User Manual Candidate Self Service e 111 Find Jobs Find Jobs lets you find open jobs using your own search criteria by browsing categories of e T or by entering a specific job number if you know it
124. SUMMING ele CCS HON EE 31 Fondind MYV AD IOV E Gseutaweatedad vauns aaoa tana AS 42 PAO GOW SI COS iria nada 44 Red and eelere EE 45 Offers in Hiring Manager Module ees 47 Da sn eee E cheatin ieatatacd pandas chunthae Masagradeaanieresacoms 47 A ter 48 FINO A ele Wee EE 49 Finding Applicants in Hiring Manager Module ooooocccconnccccccccnnccccoconncanccccnnnnancnnnnnnannnonennnnnnnnrennnannns 50 FICC VAIN ANG tna a 51 Finding NeW Applicants ONY EE 52 POG CII Dil 52 Greentree REQUISITION Management 1 scccnescccenecccennseneneneneneessceneneseonenssenenssenenssennenssenenssenans 53 REedquisitions In FEST coi a 53 Manually Entering Requisition are 54 Greating and Usmo gue 57 ug elen La 59 Finding Reqs that were Entered oncccccocccccccnccncoconcnoconcnnnonanoncononcnnnnnncnnonnnnnnonnnrnnnnnnrnnonnnrnnnrnnrnnrenaneness 76 FROCUISITION Ee EE 78 Find Matching Apps Search Crtera 79 Applicant el ele sextet ncssasnsenanscestuncnaiates oa davacaved nehiuasdd evs audddvxemvedevadstaddutsevalatesuasansedeansieadiasauientetetuadats 84 PACS Olt Le e DEE 85 lO ONO A nn S 85 VH ee WEE 86 POLENS TO artis radiata dara ad 86 Kr Lo pe y ECO OPT e E arate a aha aed eget Sadat anche Adee E E ete es Siete ne eee cae 87 Mass Etage EE 87 MM eRe iO Nem eT NE EE OS 88 Oers HISTORY EE 89 GODVING 10 TEMPS de eae 89 EENHEETEN 90 AA E 90 Approvers Audit FISTO A o 90 iGreentree v8 1 User Manual Contents REOPEN NEE 91 CSS QUESIOnS Ad
125. Search Criteria sf RegStatus In List Open Offer Outstanding Field ReqStatus Si Search Parameters Condition In List Searching For Requisitions bd Values fm Open EC Offer Qutstanding Del Add If lines of search criteria are being cut off in the Advanced Search Settings the splitter bar can be used to widen the Advanced Search Settings section Use the mouse to click on the splitter bar drag to the right and release Add another search criterion by right clicking on the search criteria select Or as the And Or operator and ReqDateFilled Last Year as the criteria Add New Advanced Search Criteria OK Cancel And Or Dr y Field RegD ateFilled E Condition k e Use Yalue C Use Parameter Value Last Year DE SC Click OK to add the new criteria to the search and return to the Build AdvancedSearch page The AdvancedSearch should now look like this 210 e Searching Greentree v8 1 User Manual Build AdvancedSearch BY 4 Gett Lee Name of Search Katherine Enos Active Regs searching For Requisitions a Public for Edit Public for Run Iw Run at Startup Notes ep Enox Open Offer Qutstanding and recently filled Regs Advanced Search Settings And Or fo H El Es Search Criteria S ooh RegStatus In List Open Offer Outstanding Field ReqDatefilled Si Sg af Or ReqlaterFilled Last ear Condition Eno e FEE Search Parameters Ze Use Value C Use Par
126. Send Letter _ Log to Reg A Reject FR Route S Interview Eb Test Results Make Offer wa Hire ME Dup Check The potential duplicate Applicants will list for the User s review Possible Duplicates for Suzy Que View App Close Applicant Address J ssm o Clues to help determine whether this is the same person include address and social security number f Close there is no match in the list choose to exit the duplicate window ff an Applicant s on the list might be a duplicate of the newer Applicant highlight the name then select GER a new window to allow you to compare the records more closely This will open Greentree User Manual Applicant Processing e 183 CPS scr Ste ms E e stacy Que A 9876 White Picket Fence Dr Suburbia CA 98762 Applicant ID 167 Reqs Applied For Entered 001 26 2006 Req Job Title Req Date Result A mus low Kristina Ho Data Available IATA 1262006 GAR Muxlow Kristina Experience ae SII IST Job Tide From To Employer Ending Salary Reason For Leaving Referral Name Ho Data Available etree External Applicants SE Education Location ACA ae School Degree Major To E Follow Up Ho Data Available Available E OIG Status Skills DIG Last Status Date Skill Rating Special Note Ho Data Available hgt The User can now compare other Attachment data such as resumes applications etc to determine if the Applicants are in fact one and the same
127. Status Status Date Entered B Updated B a Brelsford Mark Approved 12 22 2005 Hinson Kristina Muxlow Kristina a MM Cannova Adrian Mot Reviewed Hinson Kristina NOTE There are two options for setting up the approval process in Hiring Manager In Maintenance System Settings there are two types of Reg Approval Process Type Parallel and Serial Parallel All designated Approvers must review and approve the requisition Serial Designated Approvers are assigned an approval hierarchy For example if Approver3 approves the requisition this will override the need for Approver1 and Approver2 to review and approve the requisition Greentree v8 1 User Manual Hiring Manager Module Requisition Management e 41 Pending My Approval The Hiring Manager can quickly review requisitions still pending their approval by choosing Pending My Approval from the main Hiring Manager Menu Y Regs My Regs e Add New Reg Par din a H y fan D D roy al e Approver Reqs The requisitions displayed need to be reviewed and approved disapproved by te currently logged in Hiring Manager Pending My Approval Approvals Hiring Mgr Job Title New Repl Replacing 2005 023 03 04 2005 O 1 a Hinson Kristina Food Services Chef New 2005 025 02 18 2005 0 2 Hospice Physical Therapist 2005 031 02 25 2005 O 1 a Johnson Hugh Critical Care Unit Registered Nurse Critical Care Unit aaa gt gt Page 1 of 1 3 Records Total N button will dis
128. System Settings will be automatically displayed on the right side of the screen Greentree Systems Inc Settings Group EEGENEN QuickSearch Result Maximum Rons ao o JauickSearch Result Threshold om rea Approval Process Type Pa route Email Subject Pref OOOO o uer Email From aide Amaia co Jager Email Login Mame neet erstem Email Login PRD AA sstem Email POP Port nn erstem Email SMTP Port svstern Email SMTP Server aztec an On Auditing For Global es Questions e an On Auditing For Reg 088 Questions es OZ OC o an On Auditing For Reg Template Ces Questions e Hum On O16 Exclusi n Processing es Jus Ratings With zt e Company Name Refers to how you would like your company name to be referenced in various areas of the system QuickSearch Result Maximum Rows Refers to the maximum number of records the system will return when a QuickSearch is performed For example if 1000 records match the QuickSearch criteria only the first 500 records will be returned if this value is set to 500 Greentree Systems recommends a value of 500 QuickSearch Result Threshold Refers to the number of records that will be returned when a QuickSearch is performed without a warning window displaying letting the user know the number of records that meet the criteria Greentree Systems recommends a value of 100 Req Approval Process Type Refers to the type of requisition approval process utilized when a requisition is entered via Hiring Man
129. Thesaurus Synonym Section CodeTypes Degree Objective School C skil Sections EDUCATION ESPERIEMCE OBJECTIVE QUALIFICATIONS Look forward Looking Forward Sincerely whom it may concern Would like your consideration Once sections are set to find the data that is needed from the resumes received the need to revisit this set up should be rare Section Maintenance should be reviewed in all new systems A few adjustments might make a difference in how the system will analyze future resumes Education and Experience are usually the most important sections to set for processing resumes So highlight the Education section and check which Code Types are being found for this section Adjust the Code Types as needed Also Add Edit and Delete synonyms for this Section as needed Resume Processing and ScanStation Modules Resume Inboxes This is used to set options for how the iGreentree system will process resumes that come directly from email via Automatic Resume Processing ARP ARP currently only works with Internet email If another type such as MAPI is used contact Greentree for possible workarounds In the meantime review the Resume Processing chapters for other options to get emailed resumes into the system Also see the Applicant Entry chapter for more information about ARP and other options for processing resumes Mamntenance Codes Filing Systems Doc Types Dup Check Logged Users
130. Tithe Location ob Humbert CSS Global Questions These settings identify prescreen questions that will be asked of every applicant who applies for a job through the selected CSS Web ID The applicants will be required to answer the questions and will not be able to continue on to the application if they choose not to answer them Questions for CSS_External Add Quest Del Quest Save Cancel Close Question s aves _ _ _ AA D How did you learn of this job opportunity 1 Source 03 03 2004 Rodgers Doug al If by an Employee Referral who referred you 2 Source Comment mm Je Michael 12 21 2005 The questions may be essay multi select allows for selection of multiple answers multiple choice Add Quest single entry source or yes no To add a prescreen question click the button A window will open that asks for the question type to be selected Select Question Type Multi Select Multiple Choice Single Entry SOURCE source Comment YesMo Ok where is equal to the total count of existing questions plus 1 Click on the temporary question label and type over it with the actual question to be asked Question s uestion uestion Style ntere ntere y pdate pdate y Questi e tion Styl Entered Entered B Updated Updated B Select Essay and click A question will be added with the temporary label New Question How did you learn of this job opportunity Source 03 03 2004 Rodgers Doug
131. To access the applicant can either click on from the main use the Find Jobs hyperlink located on many screens Find Jobs Please enter your criteria and click Find Jobs You can also click on a category at right to browse a list of jobs for that category or if you know the job number you can enter it below and click Find Job To select multiple search criteria you can hold down the Control key and click on each item Search Jobs Browse for Jobs Position Type Opportunities New This Week Positions 2 Location Select no more than 3 Professional Opportunities Positions 7 d dl Department gt Select no more than 3 All Opportunities by Job Title a 1 va Positions 23 Job Description Opportunities in Charlotte NC Find Jobs Positions 4 Service Support Opportunities Positions 0 Search by Job Number Find Job y Nursing Opportunities Positions 5 Help Og Physicians amp Clinical Opportunities 4 Positions 2 Technical Opportunities Positions 4 Search Jobs Search Jobs is located on the left side of the Find Jobs screen This method of searching for positions utilizes a search engine that allows the applicant to define the criteria that will be used in searching for available positions f multiple CSS sites are being used Internal and External Applicants may be set up to receive different fields for searching and different criteria may be used to define which openings
132. View choose Expense Distribution Enter the full cost Greentree will divide between selected Regs To Change History Information Find the applicant or requisition using QuickSearch Choose the History you want to change To enter or change Results of Route Interview or App Req Comments Offer Answer or Date Pick individual line pick field enter data To change other History information Click in left gray column to pick individual line choose Delete then use the Action to enter a new history with correct information Quick Reference Greentree v8 1 User Manual TABLE OF CONTENTS INITOQUCTIOIN ee Bel TE 1 Igel ed OM EE 1 Employment Process Wor kflow cccccssssecssssssesesseeseenseeeeenseeeeenseeeeeesseeseeaseeeoenseeeoenseeenonsseeeoeasessonnsees 3 oer Resources VIEW sia 4 LOJOMI DN a a 4 NtToducion to Se arc o o e o Fall eects 8 HAE OCCT ON O ACHONS a do 12 MOGUCIM tO FISTO eaei dd is 13 Ntoducton TO neu EE 13 Introduction to Resume Process Iii sita T ede a A ea 14 Je eelef We Re dn Le EE 15 EXI the Databases tati 16 Hiring Man ger S TE 17 Applicant S VIGW ai i 21 Requisition Management Hiring Manager Module ooccoonccconcccccnncconccconocecanccccnncnanannonano 27 Airing Managers and IGheG dE 27 Entes FIRING WAM AG CTS rado ridad 27 Requisitions in Hiring Manager MOdulle cccccccssssseeeesceesseeeseeessseeeeeeensseeeseonneeeeseoesseeessonenseees 30 HS GINGA MMA O aaa aan 30
133. a on an existing record he she will be prompted whether to save changes when they try to close the window Entering Another Ge uisition Selecting the button will return the User back to the Add New Requisition screen where another requisition can entered Using a Template for Data Entry Although it may take time for initial set up data entry with a Template makes entering a new requisition much quicker Select Add Requisition from the Requisitions menu and in the Template field select from the list of Templates Requisitons Find By Reg QuickSearch Add Requisition l Ok D Pick the template created then choose ok If a Filing System is entered first and if a Template is then chosen that does not have a Filing System the field data will be erased So select the Template first then the Filing System Select HR Generalist Mone Accountant Dishwasher General Surgeon The Req screen appears with many of the fields already filled in Add New Requisition PSS Ure Syste UTE Template up Generalist M Filing System Requisitions Status Open Le Job Code seaee HR Gen Position ctH Total Openings 1 Total Filled 0 Job Tite HR Generalist Dept Hurnian Resources Reg Temp Approved Division Operations Exempt ME Exempt Deadline The user may over ride any of the template populated data and add the data that is IT to that particular openin
134. acted To isolate the records of interest go to the applicant QuickSearch form and enter the weekly date range and ARP as the Entered By as Applicant QuickSearch Applicants SEET Find By ID Find By Name OCH Entered This Week El By ARP el Updated El By bi Add Applicant g EJ G i SW WebSearch QuickSearch F m1 SSN Requisitions 146 e Resume Processor amp ScanStation Greentree v8 1 User Manual The returned results should then be reviewed for applicant names that are not real applicant names Tutt Action History Attachments ID _ Entered SEKR applied Peterson S 0603 2002 7390 TST Seo ard 06 03 2002 96 03 2002 Ces ube O ero ss emes OOO O S oa E O E While reviewing the list of applicants entered This Week any applicant who s Name doesn t seem to be a real name should be brought into form view In the above example applicants applied C Peterson applied Carlos Camargo and Manager Hi It Once in form view go to the Resume Text Attachment verify the appropriate applicant information and make the corrections on the base applicant form as needed When completed select the Save button and proceed to the next applicant record If however the applicant is not truly an applicant as is the case of Manager Hi lt Applicant Form View la ores ph a Action History Attachments Greentree Systems Il S z Leed Carlos Camargo IN COLES ID 7165 Entered
135. ager module The two options are Parallel and Serial Refer to Hiring Manager Module Maintenance for more information Route Email Subject Prefix Allows you to determine the prefix in the subject line of a route System Email From Address Refers to the email address that will populate the From field on system generated emails This email address will be utilized during the requisition approval process and auto response emails Typically a generic send only email address is created for this purpose System Email Login Name Refers to the email login name for the System Email From Address setting notated above In the above example the login name would be AutoMail System Email Login PWD Refers to the email password for the System Email From Address setting notated above System Email POP Port Refers to the port utilized by incoming email messages System Email SMTP Port Refers to the port utilized by outbound email messages System Email SMTP Server Refers to the name of the mail server utilized for outbound email messages Turn On Auditing For Global CSS Questions Defines whether or not the system should log additions deletions and changes made to Global CSS Questions Greentree recommends this set to Yes Turn On Auditing For Req CSS Questions Defines whether or not the system should log additions deletions and changes made to requisition specific CSS Questions Greent
136. aken for an Applicant Requisition Source or Hiring Manager Information is entered via the Actions but is tracked in the History Some additional information such as Results may be entered in the History Hosted Services Services provided by Greentree when your database is stored at a Greentree location Includes many system administration functions and may include services such as resume scanning resume loading document scanning sending acknowledgment letters and more Contact Greentree to discuss how these services could benefit your organization Image A graphic file that is an exact picture of the resume Differs from the Resume Text file which has been through OCR and contains simple alphanumeric text Import To bring data into your iGreentree system from some other database or other applications such as a spreadsheet or word processing program ScanStation A module that allows users to scan resumes from any location that can send the files via email to the iGreentree database Job Postings A list of the current positions that are open within the company May include titles departments job descriptions contact names and other information about the open jobs Posting a Req to a Source means that source has been informed of that opening perhaps the Job Posting report was sent to them Letter Communication to an Applicant May be sent via email or printed hardcopy Log To Req To connect an Applicant to a Requisition
137. al Open field You can enter the Total Filled or leave it blank since iGreentree will update this field automatically as requisitions are filled Total Openings Total Filled If the requisition has an FTE field the user should enter the number of FTEs per opening usually 1 0 for full time something less than 1 0 for part time Other Fields The remainder of the Requisition fields may have been tailored to meet organizational needs Enter data in each field making sure that everyone is in agreement on how each field will be used Saving a New Requisition Once a requisition is entered the user must the requisition to have a requisition number assigned The date entered and name of the person who entered the requisition will also display In addition the Action History and Attachment menus become accessible Action History Attachments Greentree Systems Inc Entered 01 04 2006 By Muxlow Kristina Updated een Ey EEN 0 pe Filing System Requisitions Job Code zung rm Position CH Oooo Total Openings i Total Filled la Job Title Ultrasound Technologist sss Greentree v8 1 User Manual Greentree Requisition Management e 55 The buttons at the top of the window change allowing users to enter another requisition or continue working on the same one Data can be saved at any time and then the user can continue entering additional data if needed If the user forgets to save after entering additional dat
138. al duplicate has an existing record The Dup Check is invoked when the Save button is selected The Dup Check is also utilized when a user performs the Dup Check Applicant Action Select Maintenance Dup Check Maintenance Codes Filing Systems Doc Types Cup Check Greentree v8 1 User Manual Administration Maintenance e 231 The current Dup Check settings will display to the right Duplicate Checking Maintenance Cancel Save close Sissi sed Wile Duplicate Criteria for Add Applicant and Dup Check Action LastName HM For Duplicate Criteria with Resume Processing see Maintenance Resume inboxes For Duplicate Criteria with ASE see Maintenance ASE NOTE Automated Resume Processing ARP has duplicate checking criteria defined elsewhere See Maintenance Resume Inboxes documentation respectively for more information There are several Dup Check criteria selections to choose from Review the list by selecting the down arrow and highlight the best option for the organizations manual data entry select Save Select Duplicate Criteria Ok Cancel LastName FirstName o y Mone LastName LastName AND SSH LastName First Initial of First Name LastName First Initial of First Name AND Addri AND Email LastName First Initial of First Mame AND Email LastName First Initial of First Name AND SSM LastName First Initial of First Name OR Email OR SSN LastName First Initial of First Name OR SSH
139. ally updated to record the last date and person who updated the record Searching for Applicant Data Applicants Find E y ID Find By Name Select Applicants then QuickSearch _ StuiskSearch Applicant QuickSearch ele Wels ERSTES Male mf Entered Slip 7 Updated e Name EA BEA Address 0 ss s Find Any Filing System rr RS status o Giby Location f gt States Tel ae Recruiter sd Home Phone Follow Up ss Work Phone Available po m EMail geg Is Referral Name Objective Degree DIG Status DIG Last 5tatus Date 5pecial Note Contains 10 e Introduction amp Overview Greentree v8 1 User Manual To find all of the Applicants that do not have a Status assigned to their record click on the arrow next to Status field on the right side of the Applicant window Move No Entry to the Selected column then click on OK to return to the QuickSearch window 3 Select Status Web Page Dialog d KM Tess Select Status Selected Excluded No Entry Future Inactive 1 Interview New Hire New Resume No Interest Offer Outstanding Routed Same Future selen Di Glick on the Search S No Entry Click on the button to run the search The records that fit the criteria will be displayed If more than one record is found the results will display in the List View Jm are e lststus Recruiter Name L ntered CI eem
140. also be used to store additional information about the result Click once in the Routing Comments field and then click the button to get a text window Use the WEE button to enter comments choose S N when finished Comments for Route Wed Jan 25 ico Save Close File Edit View Insert Format Tools Adrian agreed to inter lew Upon return from vacation 1 20 A If a Requisition was designated during the action the user can use the view Req button to be ported over to view the Requisition Interview The Interview Action can be used to record dates times and results of interviews In addition a letter can be generated for the applicant confirming the appointment To begin select Interview from the Action main menu Action History ir Log to Source Send Letter _ Log to Reg y Reject FR Route E Interview The Select Interviewer field is a combined list of Hiring Managers and Recruiters An Interviewer must be selected Interview op Close Select Interviewer ee ed For Requisition A O O Interview Date iii Interview Time IES Duration Breed Hourfs 0 7 Location WE Set applicant status to Interview Set App Req Result To PO Select Letter Interview Confirmation Signer Output Format Include Letter Contents in Letter History Personalize before sending iGreentree User Manual Applicant Processing e 175 If this interview is a
141. alyzer for all resumes submitted to this inbox This property may need to be taken into consideration when deciding if multiple inboxes are necessary e App Template An Applicant Template can be created and set as an inbox property to automatically enter applicant data that will be the same for all applicants submitting a resume to iGreentree v8 1 User Manual Module Maintenance e 269 this inbox For example a template that has a particular Source identified and a particular Recruiter assigned This option can be turned on or off as needed Also this property may need to be taken into consideration when deciding if multiple inboxes are necessary e Auto Response Letter Identifies the letter to be sent automatically via email to an applicant once a resume has been processed by iGreentree This letter can be inbox specific and is defined by the letter selection under Letters in Maintenance e Send Via Identifies how the Auto Response Letter will be sent back to the Applicant after they submit a resume Currently the only option is Email If Email is not selected no response letter will be sent e Default Req Result This will be the result value an applicant will be given if Resume Analyzer finds a reference to a specific requisition This result is applied only to the requisition identified in the current email If your organization utilizes the Set Other App Reg Results To in the Hire Fill Action the result will not be updated for r
142. ame from the Available list to the Selected list To remove an Approver from the Selected list highlight their name and select the lower arrow Select Approvers To select approvers for this requisition select the name s from the list of Available approvers on the left then click on the gt button to mowa that person to the Selectos column on the right The approvals will be routed in the order listed in the Selected column To change the routing order select the approver in the Selecied column and click on the Up or Down button to move that approvers name To remove an aporover from the Sefectec column select the approver and click on the lt button to move the name back to the Avago approvers column When the list of approvers in the Sefecteo column is complete and in the appropriate order select the Save approvers to req button To return to the requisition without adding any approvers select the Cancel and return to Reg Add button Available Approvers Available Selected Atreaya Neel WAtreayaqGreentres com Chamonix Susan SChamonixPGreentreeSy Collins Andrea ACollins wGoreantres com Bergman Pam Pbergmang icreentres can Brelsford Mark MBrelsford HiGreentree cc Cannova Adnan ACannovagiGreentreeSyst Dominguez Ken KQominguezdbiGreentree Greenberg Carol Coreenberofhi reentree Ci uqhoGreentrooSys tem t Michael MichaelMCompany A Com Fowler Kevin kevinfibg
143. ameter Value Last Year E Add another criterion for Recruiter Katherine Knox as follows Add 4 New Advanced Search Criterna And Or And Field RegRecruiter El Condition Ce Use Value Use Parameter Value Knox Katherine El Click OK to add the new criteria to the search and return to the Build AdvancedSearch page The AdvancedSearch should now look like this Build AdvancedSearch ET GG ft Aa e Hame of Search Kathenne Knox Active Regs Searching For Requisitions Public for Edit Public for Run Iw Run at Startup Notes Se Knox Open Dfter Outstanding and recently filled Regs Advanced Search Settings And Or And El be Search Criteria f RegStatus In List Open Offer Outstanding Field Req ecriter El pe af Or Regt ateFilled Last Year Condition Bese aTi And ReqhRecruiter Knox Katherine e SS Search Parameters e Use Value C Use Parameter Value Knox Katherine PS iGreentree v8 1 User Manual Searching e 211 Click Dave to save the new AdvancedSearch Run at Startup was checked so this search will automatically run whenever the user who created this AdvancedSearch logs into iGreentree Clicking Run under Hot Items on the main Greentree menu can also run this search Or the user can also run this search by selecting it from AdvancedSearch Search List No other user can run this search because it was not checked Public for Run lf this search needs
144. ameters allowing the user to narrow the records displayed on the report Parameters for Report Output Type Portable Document Format POF k Prompt ale O OZ OZ O O O Hd Start Date From 1204 2005 Po Start Date To 12 31 2005 Enter a Value for each prompt in our example dates Click inside the Value column to receive the button click on the arrow to select the desired Value Leave the output type as Portable Document Viewer for now NOTE The Value list will vary depending on the type of prompt hard coded into the report For our example a calendar was presented however the User could receive a value list of Recruiters Hiring Managers Codes etc Click SH to generate the report 216 e Reporting Greentree v8 1 User Manual New Hires Report Start Date Range from 1 1 2005 to 12 31 2005 Job Name Start Date Gender Race Group eg No Job Title Department Cabrillo Yolanda 01 28 05 F 4 2004 002 Regional Sales Representative Bertelson James 04 11 05 M B 1 2005 004 Project Manager Engineering Harding Susan 04 11 05 F B 2 2005 003 Programmer MIS Ramirez Hernando 07 29 05 M 5 2005 006 Sales Support Representative Ellison Wanda 08 17 05 F B 4 2005 008 Regional Sales Representative Brewster Elliott 08 29 05 M Ww 4 2005 010 Regional Sales Representative Total New Hires 6 NOTE If a report not seen in the iGreentree standard report library is needed or if an existing report requires a change see the designat
145. an applicant chooses an answer that was weighted with Must Not Have they can be automatically categorized as not meeting minimum qualifications upon successful submittal of their application For more information concerning CSS Questions and weight assignments please see the GT Module Maintenance Chapter Skills Skills are requisition specific much like Requisitions Specific Questions Which position the applicant is applying for will determine which set of skills is presented for their selection The skills are defined in a Requisition s CSS Skills Attachment If no skills are identified then the applicant will not be presented with a Skill section when they apply After completing the prescreening questions the applicant can continue into the actual Application by Continue gt gt gt clicking on the button Application Candidate Self Service will pull any previously entered data into the current application so that the applicant can simply update the data to make it current Welcome My Home Page Find Jobs My Profile Application Status Job Alerts Sign Out Application and select Ok Here to Edit if modifications are needed Click Subrat at the Displayed below is your current application Please review each section carefully Y bottom of the application when finished Position Applied For Job Title HD Generalist Req 2005 037 Location Atlanta Department Human Resources Contact Information Cli
146. anually sii ee 149 ADPICAM Data an ad iaa ca 150 Entering Additional Applicant Records orsi inanin a a E E a E a a 151 AE elen aal TEE 151 APPlICANTCACIVIN EE 163 Logo Source Ee 163 Send Letter tati a oa idad dada 163 Mass lee EE 166 LSSI ISO EE 167 E O O IU ee a On er ene ee Re ee ere 167 Mass OG TOs Redrado 168 Reds eelef Gel Ee EE 169 A ee 169 MES A ee 170 Contents Greentree v8 1 User Manual Mass ROUE rra a 173 ROUS HISO ao ida 174 MS e o O RRE O A 175 ALG MIEWS HISTO Mist da AA da 176 SS A e a O O OP O a a 176 Fest PSION EE 177 Make EE 178 COMETS Ee EE 179 A A 180 A A E E O a a A 183 Beie q 1 o PROPER A mI aa Aun dent e Dia 186 Request OIG Background Check ooooocccnnncccccccconnccnnnncnononnnnnnnnonononnnncnnnnnnnonnnnnncnnnnnnnnnnnnnnnnnnononenanneness 187 Create GSS WSeriD Md PWD sc idad 188 Ollie ta MASS eege eege 189 lo AA IA een mo A nn 191 QUICKSC ACA o o eect ces 191 General Searching and RESUMS isc e a 192 Searching WIN Dale E 195 Searching With TEx Relata dit dll 196 Ve Tee E e 196 Applicant SC ACNE dildo 197 FEGUISIION SCARCH CS id 201 SOUICE EXDENSE re 203 Hiring Manager Searches 000nnnnnnnn01nnnnnnnosnannrnnreossnnnrrrrrossnnnrrnnnsrnnnrrrrensrnnnrrrrnossnnnnerreonsnnnnrnerrernnne 203 Searching for Applicants Logged to a Heoutsiton 204 RAdVanced Search le tl iii 205 0 e AAA Ay euaeetares 205 liegen 212 USO Elo E 214 Helpful Tips for using Advanced Search ooooonnncnnnccccconononcnonnn
147. arch results E Open Reqs Highlight the Requisition Activity Report and then click Run NOTE The Requisition Reports may be modified or added to by the Greentree Report Librarian Greentree v8 1 User Manual Reporting e 215 Applicant and Other Reports Just as described for Requisitions reports can be run after performing searches on Applicants Source Expenses and Hiring Managers See the Source Expense and Applicant Processing chapters for information about Search Dependent reports for Sources Expenses Applicants and Hiring Managers ReadyReports Although many reports can be run after performing a QuickSearch the reports that are found here have the search criteria built right into the report definition Although these reports are not as flexible as Search Dependent reports they are much easier to run ReadyReports should be used for any report that is run with the same search criteria on a regular basis such as the Posting report or a new hire report that is sent to Payroll Select Report List from the ReadyReports menu ReadyReports List Action This list is different from the report lists seen earlier since these reports do not require search criteria to be set The records included in the report are those defined by the report Ready Report Ready Reports Report List Select a report to run for now use New Hires then select View Report from the Action menu ction Some ReadyReports may prompt for par
148. ard copy of the letter is the only option If a complete copy of the letter is to be saved for the source Include Letter Contents in Letter History should be checked This will attach an exact copy of the letter to the source record Additionally if there is a modification to the standard letter that needs to be made Personalize before sending should be checked The Send Letter action is recorded in Letter History for each Source History Attack Postings 2 Applicants 4 Hires NOTE This action is similar to the Send Letter action for Applicants The Send Letter action will only list letters identified as Source Send Letter in Maintenance Letters Additional letters can be added via Maintenance Letters 96 e Sources and Expenses iGreentree v8 1 User Manual Source Expense Reports Although some Source Expense reports can be found in ReadyReports standard reports that are used in the Sources Expense part of Greentree are Search Dependant and require a search be performed to identify the data set from which the report should represent Select Source Reports from the Action menu or you may run this action by selecting located on the quick launch toolbar NOTE Typically this action is run in the List View it can however be run as an action for a single source in Form View QuickSearch Reports Run Onse Select Report Source Listing Output Format Portable Document Format P MY Other A
149. as started with is displayed on the right If the User began with the newer record which is to be merged then the arrows should be merging the data from the newer record into the older record Select the H arrows to move the information from one field on the newer Applicant to the same field on the existing applicant Address 92876 White Picket Fence Dr 4 Address 1234 Some Street The above would update the older record with the new address If merging one field at a time it is important to be sure to merge the Contact Information Skills and History Attachments Contact Information Skills History Attachments The User can also select the large arrow to move ALL of the information from the newer applicant record to the older applicant record This is the easiest choice in most cases but Users must be careful to not merge data and overwrite specific exclusive information such as Referral Name Recruiter etc When finished merging the data click _ so that the two records are combined into one A message will display confirming a successful merge and asking if the duplicate record can be deleted p Selected data has been successfully merged k l Delete duplicate applicant It is not necessary to keep both records any more since all the data is stored in one Choose J to proceed with the deletion of the duplicate The user will be presented with another merge confirmation message that also cautions about the delete
150. at the requisition was successfully entered If approvers were designated the first approver will receive an email notification that approval is needed Each time a decision is made by an approver the originating manager will receive an email notification If it was a decision to approve the next approver will also receive an email notification This process will continue until either an approver disapproves or until all approvers approve If all approvers approve the requisition an email is sent to Human Resources 18 e Introduction amp Overview iGreentree v8 1 User Manual The entered requisition will be visible in Greentree for User review even as it is going through the approval process To view the user must choose Requisitions QuickSearch Requisitons Find By Reg Quick Search Then in the Status field select a code that reflects an in process status such as In Approval Process and click Search If several Requisitions are found it is easier to switch to Edit view and review them one at a time The various Attachments can be viewed to verify all information was entered correctly The User can decide if this requisition should post to Candidate Self Service and take the appropriate steps to make that happen Requisition Edit ss Pt ust Views New Search Summary EA close Action History Attachments Greentree Systems Inc e Req 200s 051 Statue neu Req In Approval pr fing Systems Requisiti
151. ation e 145 Some tips for handling erred resumes that are being forwarded directly back to the inbox address are 1 Remove any all of the forwarding information that is entered in the email message by default FW John Smith Message Plain Text File Edit wiew Insert Format Tools Actions Help lA Bb7u j i 32 iginal Message From Terry Griffin mailto Terry hlGreentreeSyatems Corm Sent Thursday January 24 2002 4 55 PM Wi resumes demos igqreentree com John Smith John Smith S512 West 136th Street Apt 15 Hew York MY 10031 212 926 1520 home emaili home com 2 Remove any all of the error information that is appended at the end of an erred resume by default The reason for rejection may only give a part of why the resume was rejected ft Sei I Attachments Mone Ei UNITED PARCEL SERVICE New York N Y 8 91 4 94 a Delete error Information bject FM John Smith Received from resumes demo lt resumes demo iGreentreel com gt on 245 02 Send Lance Accepted Emailed Resumes An accepted emailed resume is a resume that has been emailed to one of the defined iGreentree ARP automated resume processing inboxes and was accepted however incorrect applicant information was identified by the processor Greentree recommends that a weekly search be performed to identify all emailed resumes that had incorrect applicant information extr
152. available enter a single word or phrase If matching jobs are found you will receive a single email listing those jobs along with a link to each job so you can view the Job Detail and apply if desired If you wish to no longer receive email Job Alerts click on Clear Search Criteria and then Save Search Close Sign Out When an applicant has concluded the use of Candidate Self Service they can utilize the Sign Out link on the main menu to exit the career site 128 e Candidate Self Service Greentree v8 1 User Manual Resume Processor ScanStation Objectives This unit is for anyone who will be scanning and or loading resumes lt is also for anyone who wants a greater understanding of how resume data gets into the system After completing this chapter users will be able to e Load resumes from email e Scan and load resumes e Find Applicants that have been entered e Handle duplicate applicants Resume Processor Resumes are entered into iGreentree via Resume Processor The Resume Processor can enter either emailed resumes or resumes that have been scanned and processed by ScanStation Emailed Resumes Email Inbox es that collects only resumes iGreentree Emails containing resumes collect in the Inbo box_ y Handle duplicates and are scooped by the Resume Processor Applicant records appear with Resume Text Attachment Email responses generated automatically CSS Userld and Password generated Hardcopy Resumes ScanStatio
153. b page either through the company s web site or from a kiosk in the office Welcome Welcome to Greentree Systems Inc Employment Center New Applicants Previous Applicants Without logging in you can Login e Browse our open jobs Email Address or User ID fo e Refer a friend to a specific job Password po e Send us a resume for matching to future jobs e Login Signing in allows you to e Apply and check the status of your applications de e Get emailed Job Alerts for jobs of interest to you Forgot Password Find Jobs This web application requires a Create a UserID Password browser that supports E a JavaScript Tables Cookies and i Netscape e h bo A Find Job Frames If your browser does not K lan dd e support these attributes you N may download your desired choice of browsers at the right The Applicant has three ways to find jobs when clicking Find Jobs The first is to Search by Job Number to locate a specific position Search Jobs allows the Applicant to build their own custom search using predetermined fields Search Jobs Search By Position Type Location Any Location Select no more than 3 Atlanta a Chicago i Department Select mo more than 3 Any Department Accounting Critical Care Unit Job Description Find Jobs Greentree v8 1 User Manual Introduction amp Overview e 21 Browse For Jobs allows the Applicant to review jobs by predetermined catego
154. bbreviated as CSS Codes Data items that are validated to keep data consistent and easy to search iGreentree v8 1 User Manual Appendix e Cover Letter A letter which typically accompanies a resume introducing the applicant and highlighting the applicants qualifications for a particular position Often mentions where the applicant heard about the job opening May be scanned into the database as part of a resume or as a Separate document CSS Form The application that is created in iGreentree when using the CSS Module The CSS Form will vary in content depending on the organization CSS Profile Application information is stored as profile information The applicant may update add to their profile information for future applications CSS Questions Questions yes no multiple choice single entry and essay that can be asked of an applicant when applying for a specific Requisition CSS Questions can be used to disqualify applicants based on the answer given CSS Skills Skills that are presented to the applicant when applying via the CSS Module These skills are requisition specific Customization Changes made to the database that are above and beyond the usual system Tailoring that is included with initial purchase Database A collection of information organized especially for rapid search and retrieval Default The standard choice If something else is not selected the default choice will be used Document Special Atta
155. ber of digits i e number 16 will appear before number 5 Therefore sorting by Entered is a better way to sort records in the order they came into the system If the User sorts on a column where several records are missing that data the applicants with blanks will appear at the top Pome ame sd Stet JBegutter Name Entered bag Que Steven 01 26 2006 bes que Suzy ene 01 23 2006 ban Radish Jennifer 1 11 01 2005 ba Watson Eddie SS 11 02 2008 Mize Corbin Andrea R Cannova Adrian 0830 2005 Da Dunaway Kathy E Cannova Adrian 06 08 2004 194 e Searching iGreentree v8 1 User Manual Delineating a Search Often times a QuickSearch results may include records that are not needed Instead of running a new search with more criteria the User can delineate the search results so that unwanted records are removed To eliminate specific records click in the gray bar at the left of the record to be removed O D Mame L tsanus RecruiterWame Entered Ea Steven 0126 2006 MM 165 Que Suzy Mew Hire 01 23 2006 Ja Radish Jennifer ENEE Press the Delete key on the keyboard to remove the highlighted record This will remove the record from the search but not from the database If the wrong record is removed from the search it can be retrieved by running the original search again If there is a need to remove several records from a search result they must be selected and removed one record at a time Repeat for each record that ne
156. ber that will conflict with the ID number range of another filing system Each Filing System should have its own unique range of ID iGreentree v8 1 User Manual Administration amp Maintenance e 227 numbers These ranges should be selected according to relative size allowing plenty of room for potential growth The highest ID number available for Applicants is 999999 plan the ranges for each filing system accordingly Example The External Applicants filing system begins with a CurSeg of 1 and Internal Applicants filing system begins with a CurSeq of 500001 and Possible Duplicates filing system begins with a CurSeq of 700001 This allows for 500 000 External Applicants 200 000 Internal Applicants and 299 999 Possible Duplicates e If the user tries to change the CurSeq number to a number that has already been assigned to an Applicant the next Applicant entered will get the next available number above that existing number e Users must be careful when creating new filing systems Once an ID number has been given it cannot be changed unless the Applicant is moved to a different Filing System using the Change Filing System action e Greentree Systems recommends NOT making a new filing system for each year since ID number ranges would become very limited It is easier to keep all similar Applicants together in one filing system and use date fields and other criteria to separate them in searches and reports
157. caia llas ita opti ici io cid 91 Other MISS ACUONS Eege 92 EGINGAI STO Visa aria 92 Sources and EXPENSOS iii A A AA 93 ENtENDHO SOUrCES EXPENSES aiiai Eege 93 SOUrCES ExXpenses WEE 94 DOUFCES EXPENSES ANaChMEN Sii ti a E A A a a 95 SOUFCES EXPENSES ACHIONS FISUONY sssini aaaea ia aoaaa aaa aia eaaa aa SE Eai 96 SENA Lea L NN a N 96 Source EXPENSE REDONS EE 97 Other ACUONS Of SOUNCES EXDENSES EE 97 Requisition Actions for Sources EXPe nSes ccseeecesscssesseeeeeeeeceenseeeeeeeeeeoeesseeeeeeseeeoenseeeeeeesenaass 98 A A a N 98 MAS OSE TOSS UIC EE 98 EMONA We EE 99 Applicant Actions for Sources EXpensSesS ccccccseseeseeeeeeeeeeeensneeeeeeeeeeeenseeeeeeeeeooesssseeesseoonsnseeeees 100 Source Record EE 100 DOUCES STONY EEN 101 Candidate SOIESCIVICO EE 103 Whatis Candidate Sell Service a 103 Welcome e casa dann estas orientate ated ats do oia 104 DULY Home Padel 109 IO EE 112 A EE 117 ele FOr ar SIMOM DEE 122 ADPIC ATO Nit A A A AA AA SAA 124 VIEW lr HEEN 127 Ubdate My JOB AMAS ot A A a DA IS 127 O A yea paca T Carte eases ae tse ena cee 128 Resume Processor amp ScanStation GE 129 Resume Processor E 129 EmalediRESUMNE S cata a a a a a Be 129 Scanning Hardcopy RESUMES ed 130 Flanalihg Possible Duplicate td da 141 Finding Applicants that were Entered AE 143 Handling Emailed RESUMES iscivorinaa aa aeaa aaia EC 144 Rejected Ee DEE 144 Accepted Emal d KEE 146 Applicant PIOCCSSING E 149 Entering ADDICANTS M
158. chment to a Requisition Applicant Source or Hiring Manager Documents such as References Applications Publications Drug Screening Results and Testing Forms can be attached to an Applicant Record Documents such as Job Descriptions and Requisition Forms can be attached to Requisition Records EEO Equal Employment Opportunity Export To take data from your iGreentree system for use in some other application such as a spreadsheet word processing program or an employee database HRIS Usually performed by running a report Field A place to store a single piece of information Filing System A grouping of applicants or requisitions that are assigned ID numbers in the same format and range of numbers Usually set to match how papers are physically filed There may be several filing systems within each database Greentree Administrator The person within your Employment Department who is responsible for keeping your Greentree Employment System running smoothly This person performs routine maintenance as well as answering questions for users and serving as the main contact to Greentree Hiring Manager The individual responsible for filing the open requisition usually the manager of the department or floor Appendix e ii iGreentree v8 1 User Manual Hiring Manager Module Module that allows Hiring Managers to enter and record their own Requisition activity including offers hires etc History History of actions that have been t
159. ck Here to Edit Enter your contact information Remember to click Save Changes when you are finished Last Name QUe First Name SUzY Middle Initial s Address 1 1234 some Street Address 2 City Any City State ST A Zip Postal Code 98765 Email SU2vqueBhotmail Com Home Phone 8 125 450 7090 Work Phone 157 654 3210 Cell Phone 448 F FFF The applicant may update any section as needed by clicking on the lick Here to Edit link in the header of each section to be moved into an edit page for that particular section When the applicant chooses Save Changes the entered data will be stored and they will be brought back to the Application summary page where if necessary another section can be selected for editing Once the Applicant has downloaded the full Application they will see a new section at the very end of the Application labeled Information Acknowledgement This section typically contains a company s legal jargon about employment contingencies terms and or practices It also contains a final question that serves as the Electronic Signature Applicants must select Yes in answer to the final question or they 124 e Candidate Self Service iGreentree v8 1 User Manual will not be able o Submit their application The Information Acknowledgement statement and the applicant s Yes choice will be stored within the CSSForm Information Acknowledgement PLEASE READ BEFORE SUB
160. com Sent Wed 4 21 2004 11 37 AM Ta automailmiGreentree com LC Subject Thanks For registering on our web site April 21 2004 Welcome Suzy Que Thank you for registering on our Employment Web Site Are you ready for a career where you can make a difference We offer unlimited possibilities for motivated individuals ina state of the art dynamic customeroriented environment See how far your career can take you lf you havent already signed up to receive automatic notification of our future openings as they occur please visit our Employment Web Site sign in and then go to My Info HomesUpdate My Job Alerts Again thanks for registering and for your interest in employment opportunities with us Sincerely Human Resources If the applicants email address UserID or Password already exist in the iGreentree database a system message will be generated This may occur if the applicant s information is in the database from a previous application submittal This may include applications submitted using Applicant Self Entry which is the online application module used by earlier versions of iGreentree It is also possible that the 106 e Candidate Self Service Greentree v8 1 User Manual applicant was entered manually by someone in HR or the applicant may have previously submitted a resume Create New UserID and Password By creating a UserID and Password neither are case sensitive you can create a fee reusable online profile
161. cords with common fields Also used for Apply Template action to change data in one or more fields on multiple records For the Hiring Manager module there is a link in the Job Code lookup table to specify the Requisition Template including Job Description Job Qualifications CSS Questions and CSS Skills to expedite creation of a new requisition when the Job Code is selected Thesaurus A grouping of codes that is used for loading resumes It includes Degrees Skills and Objectives that are appropriate for a particular kind of applicant and can speed up the Analyze process by limiting which codes are found and entered for that Applicant iGreentree v8 1 User Manual Appendix e v Actions Quick Reference Applicant Actions A A A Log to Source Edit App Sources To track where Applicant came from List Source Applicants Source Hires Send Letter Edit App Letters Email or Letters also available from Reject List Hardcopy letter Interview Offer Hire and Fill Log to Req Edit App Can also happen from Log to Source List ReqsAppliedFor Reject Route Interview Test Reg Applicants Results Offer and Hire actions program such as Word A Lee or AppReq Result can Log to Req Route Edit App Routes Email or For Requisition optional List Hiring Mgr Routes hardcopy also updates App Status Attachments can track results can Log to Reg Test Results Edit App Tests Can track other things that have certifications salary require
162. cruiter may not know the exact spelling of an Applicant s name so name searches have a special feature that performs a phonetic name search The system will use Phonetic searching for last names if a wildcard is NOT included For instance the User could enter the name Nixon in the last Name field Name F M L Mixon When he she selects the SEO button the search will look for applicants whose last name Sounds Like Nixon olmo Name Stats Recruiter Name Entered p liie Nickson Troy Routed knox Katherine 01 27 2005 le tion Karen r m eamnovas Adrian 06 10 2004 Cla irae ris haet Susan 06 09 2005 Case is not important when entering criteria but spacing is The system finds last names that start with N and the next 3 consonant sounds like XN Character Name Search If the user knows the exact name they can enter it and click S84FEH However suppose the user wanted to find applicants named John but didn t want to miss anyone with Jonathan or Johnny They might try entering Hamelf H HU jor to find all names that start with jo It is important to note that names like Joe and Joan will also be found but variations of John would not be missed o ib Mame Status Recruiter Name Entered Pp f2s Armmerman John Future Knox Katherine 06 20 2004 oz Henderson Jonathan A ED Katherine 07142004 Greentree v8 1 User Manual Searching 197 Combining Phonetic and Character search Combinations of phonetic
163. cscrsnencetneseesnkdesegsaaweeiaatules 82 SOU CS ne 246 Delete Hiring Managers nnnennnnnennnnannnnnn 246 DOC Tvpes 229 Document List A elei e 3e cette aac dtc oe ctenesatnce cence aN 159 SOUCO EXPENSE isss asi EnSan aE OaE 96 Dup CNECK E 183 Allee 141 183 269 Edit o E 92 Kl 152 RK 60 Education SUMMA Y ccococcccnncccnnnononncnnnnnnnnnnos 153 O IQ a 158 Electronic Mail 129 158 165 269 Enter Gen EE 85 PIled RT 144 Error MESS age Sinarcas nas 7 EXIT AD PIG AU ON EE 16 Expense DistributiON cccooonccococcncocannnnnnnos 85 Expenses ie le es 99 VE 99 Experience Gummanm cocoooccccnncccnnnnnonccnnncnnnnnnos 153 SR 5 Filing Systems ADDIC Al GE 227 245 Mamtenance 227 Possible Duplicates nnnnennnnennenennenennen ennen 141 Heoutemtons 54 228 A e o A ET 88 PNO DY MD E 198 Find by Name 197 Find Dy Hecht 202 Find Matching Apps ooocccccccnoocccco ooo 79 82 Kom View 9 Fuzzwzearch 267 Global Questions ooccccccccccccconcccnnncccnannnnnnos 123 aE e E E 7 219 ml 180 wll 182 Hiring Manager Module A 17 Add New He 18 HOM ista otto 17 OO GIN GUNA escritas apnea 17 Maintenance oocccoccnccocccccccnccccncnncnnnnncncnonnnnns 249 Make PPP cso tunioeitnceetaneatoumenad 20 My ROOS cenital 19 Hiring Manager Heporte occccoocccccccnncccnncnnnocos 216 Hiring Managerg 2 27 Index HISTON EE 13 84 189 Applicant CSS Questions Answers 123
164. ction History Attact Ya Find Matching Apps Signer Post to Source j Enter Expense 3 Place On Hold i Take Off Hold oa Withdraw AE Personalize before sending The Fill Action is just like the Hire Action except that the Fill Action requires an Applicant who is all ready logged to the requisition be selected to fill an Open Requisition If there are no Applicants logged to the Reg the Action must be done from the Applicant Hire Action The Hire Action requires the user to pick a Reg and will log the applicant to the Reg if needed Output Format Include Letter Contents in Letter History Some of the data will auto populate but this data can be overridden if necessary The system updates all of the same things that are updated when the user chooses the Hire Action from the Applicant side of the system including History on Apps Reqs Sources and Hiring Managers Enter data as appropriate then select ox to run the action You may also run this action by selecting the quick launch button located on the toolbar 88 e iGreentree Requisition Management iGreentree v8 1 User Manual Offers History The Fill Action will update the Offer History for both the Requisition and the Applicant Choose Offers from the History menu History Attack Applicants 8 Postings 1 Holds Offers 1 Offer Date App Name J ppID L nswer Date Answer Start Date Offers 1 8 2005 erte velends ep 192005 Accept 12872005 res 50
165. ctions for Sources Expenses Purge is normally used by the iGreentree Administrator to permanently remove inactive records that are no longer needed This can be done by selecting Purge under the Actions menu ae a in List S View or the user may select located on the quick launch toolbar Greentree v8 1 User Manual Sources and Expenses e 97 Requisition Actions for Sources Expenses Post to Source To record where a Requisition has been posted use the Post to Source Action Before running this action be sure the Requisition is in Form or Summary View Running the action in List View will perform a mass logging action Select Action Post to Source o ea Action History Attack Maa EE Source Posted Comments f Postto Source BW IS EE A add o Click to enter the new Posting information Post To source Date Posted 01 10 2006 Source St Paul Star Comments File Edit wiew Insert Format Tools weil advertise for one month initally evaluate and extend if desired Pe Put the details for this posting in the Comments field Postings are recorded in the History of the Requisition as well as the History of the Source Requisition Edit View Source Expense Action History Attact aks Applicants Action History Mass Post to Source Ifa Se RW to more than one Requisition the Post to Source action should be run in e where action results will apply to all of the Requisitions currently displayi
166. ctive data comes from the Objective or Career Goal section of an applicant s resume which usually does not indicate a specific level of position 2 Do not forget to also log the applicant to the Req if the individual is actually a candidate See the Applicant Processing chapter Contact Info Additional phone numbers pager numbers email addresses and temporary addresses can be recorded for Applicants Although contact information will often come directly from a resume or thru CSS it can be viewed edited and added to in iGreentree Choose Contact Info from the Attachments menu Choose GEZ to enter additional contact information Choose a Contact Type by scrolling down using the vertical scroll bar or starting to type Select Contact Type Pager Business Email A Cell Aa CellPhone Email Email Fax FA Home Email HomePhone HPhone OtherPhone Phone wWorkPhone Al _ Ok Highlight the appropriate Contact Type and then click to add the additional contact information Greentree v8 1 User Manual Applicant Processing e 157 Enter the Value i e number or address and any comments about this contact method The As Of date will automatically be entered with today s date This date may be overwritten if appropriate Contact Info for Suzy Que Add Delete Save Cancel Close contact Type Walue Ci OF Comments Cid femal ETT ZE O O O i JHomephone seen owas OOOO OOO oooO yO e E There are
167. d and New Req Rejected by Approver are commonly used RegStatus codes for this field Make Offer Default AppStatus Defines the default Applicant Status field value to display on the Make Offer form when a Hiring Manager selects the Make Offer menu option in the Hiring Manager module Offer Outstanding is a commonly used AppStatus code for this field Make Offer Default ReqStatus Defines the default Requisition Status field value to display on the Make Offer form when a Hiring Manager selects the Make Offer menu option in the Hiring Manager module Offer Outstanding is a commonly used RegStatus code for this field Make Offer Default Selected Result Defines the default Result for this Req field value to display on the Make Offer form when a Hiring Manager selects the Make Offer menu option in the Hiring Manager module Offer is a commonly used Result code for this field Hire Default AppStatus Defines the default Applicant Status field value to display on the Hire form when a Hiring Manager selects the Hire menu option in the Hiring Manager module New Hire is a commonly used AppStatus code for this field Hire Default ReqStatus Defines the default Requisition Status field value to display on the Hire form when a Hiring Manager selects the Hire menu option in the Hiring Manager module Filled is a commonly us
168. d 1 174488 Human Resources OETI HE Operations Sal Grade PL FTE R Shift Code eto MF 12pm 4 30prm Job Group F HTA AA Regular A Exe mpt Full Part Part New Repl DEEM Replacing Approved 12082005 Deadline Posted Internal 12 082005 Posted External 121162005 0 DN Human Resources O Job Description On File L Job Qualifications On File Applicants View Applicant Pre Screen Reg Date Result Result Date Que Suzy NA 01 25 2006 Hired 0126 2006 Dotson Mick MoMinguals 12 09 2005 Rej Min Guals 12 09 2005 Postings Source Date Posted Start Date Closing Date Mo Data Available Offers View Offer Date App EEL Answer Start Date 01 26 2006 Gue Suzy Accept 01 30 2006 CSG Skills view MG PowerPoint Customer Service HR Generalist MS Outlook Employee Relations MS Word NOTE Searching by Requisition Number can also be performed from the Requisition QuickSearch window 202 e Searching Greentree v8 1 User Manual Requisition Searches by Hiring Managers The Hiring Manager Module allows managers to find review their own Regs See Chapter 2 for more information Source Expense Searches QuickSearches can be performed for Source and or Expense records Select QuickSearch from the Sources Expenses menu Sources Expenses Quick Search 5ource Expense QuickSearch Elei lr Sussie e Entered By Updated By
169. d The first is sent to the Initiator giving them an approval status update The second email is sent to the next Approver This series of emails will continue until the final Approver is sent an email Upon final approval two final emails are generated One is sent to the Initiator stating the approvals have been completed The second is sent to the Recruiter designated on the requisition At this point the Recruiter would typically review the record and make necessary changes including but not limited to changing the Status to an lsOpen value and entering the necessary posting date s and Posting Category information for the candidate site s 40 e Hiring Manager Module Requisition Management Greentree v8 1 User Manual In the event one Approver decides to reject or not approve the requisition only the Initiator will receive notification that the requisition has been Not Approved If the Initiator needs to make changes and then continue with the approval process they will need to contact the assigned Recruiter If requested by the Initiator the Recruiter can then go into Greentree and make modifications to the original requisition Once the changes are completed the Recruiter should change the Status value to New Req In Approval Process They will also need to go to the Attachments Approvers menu option change the Approver s the one who rejected Approval Status from Not Approved to Not Reviewed In doing this the system wil
170. d and who added it Created By In addition if the document was added for a specific requisition the requisition number will display as well as the corresponding Job Title Documents for 2005 037 Tepe ste Created Created E Reg Job Title Job Description 12 08 2005 Fowler Stephanie EA Se Administers various human resour Job Qualification 12082005 Fowler Stephanie AOS A Minimurn of five 5 years of Huma _ l View To view an existing document select the document row and click the button Ke l Add To add a document to the requisition s Document List click to get to display the Add New Document window Add New Document ok Cancel Document Type Choose to navigate to where the document to be added has been saved Navigate by clicking the folders until you reach the folder where the document is stored and then double click the document to add it to the Document File field Choose file Look in d My Computer DI e e ES 3 314 Floppy 4 y S Local Disk C My Recent DVD Drive D Documents CD RW Drive E 2 DYD CD RW Drive F zip 250 G9 A Shared Documents Home Desktop s Documents My Network File name Places Files of type a Files y iGreentree v8 1 User Manual iGreentree Requisition Management e 73 After the document has been selected click the El button and choose the Document Type from the list Add New Document ok Cancel Docu
171. d EE ee QuickSearch Reports Bun Close Select Report LV Ab Applicant Mailing Labels Applicant Notes arte Applicant Resumes Applicant Source Summary Crosstab Envelopes Excel Applicant Address List if 4 ER Output Format Portable Document Format D w If the User is in Summary or Edit View the report will be generated and contain ONLY the information for the Applicant that is being displayed If the Action is selected while in List View the report will be generated with each of the displayed Applicants in the report EN The User can select a report from the list by clicking the name of the report so that it is highlighted The Output Format defaults to Portable Document Format PDF but it can be changed to another format Choose MUN y generate the report Be patient while the system gathers data If the User needs to stop the process he she can click Cancel Report Letter Request to stop the generation of the report Generating Report Letter Please wait 186 e Applicant Processing Greentree User Manual Once completed a new window will open to display the report in the selected format Although the Applicants included in the report are defined by the search that was performed the information that will display about those Applicants is pre defined by the individual report settings AG a mo A g EAA 4 gt 1 do Sos 2 ADOBE s Pa o Applicant List E o ke
172. d Nurse Chamonie Susar 03 02 2005 New Applicant 03 02 2005 2004 011 Senior Administrative Assistant Mercer Michael M03 02 2005 New Applicant 03 02 2005 Jager Registered Nurse Operating Room Gannova Adrian 03 03 2005 New Applicant 03 03 2005 A list of all the Reqs that this Applicant has ever been logged to displays at the bottom of the window There is a View Reg button available to see more information about each Reg This button will open another window over the Applicants base record and display the selected requisition The user can examine some of the other History items while here Or close the window to return to the Applicant s record Introduction to Attachments Click on Attachments in the menu bar to see a list of all the different types of Attachments for Applicants Choose Notes from this list Bonnie Cone File Edit Muxlow Kristina 12 21 2005 01 43 PM PST Bonnie is would prefer a Hospital setting over Clinics A Notes can be used to record miscellaneous information about a person rather than scribbling on resumes applications or sticky notes If any existing Notes are available for this Applicant they will be displayed at the bottom of the screen Greentree v8 1 User Manual Introduction amp Overview e 13 Introduction to Resume Processing The Resume Processing module allows resumes to be brought into the Greentree system by either loading resumes that came from email or scann
173. d Valentine Facilites Manager MonsterBoard iGreentree provides the tools to record the relationships and history for all of these components Basic Definitions Requisition Jobopening_________________ Req____ AppReq Result Result field for Applicants on a Req also Result for Requisitions App Req an App is Logged to enter one place appears in the other Result Optical Character Converting scanned resumes into text for populating data in OCR Recognition iGreentree Per Requisition 20 identical openings at once not recommended for others Service internet or intranet Processing email into iGreentree Processing have been scanned and or manually loading emailed resumes Department function within an organization See the Glossary near the back of the manual for more definitions of terms 2 e Introduction amp Overview iGreentree v8 1 User Manual The Greentree System closely aligns with the processes that occur in the typical employment department Employment Process Workflow Hing hta rager Enters Requistion Hing Atains Approvds Comecness of Job Description The atc Recnuter eres Job Posting Printed and Posted for Internal Apolicants binager kkviue Requistion Goes Recruiter Changes Through Approval Requistion austo Oper Requistiore Posted to hterral ASE Pecruter Petore Search of Easting Applicants Recruiter Posts Reg to ASE Runs Ads Recruter Searches pr Mew hterral Apo
174. d be selected in the Log to Req field Selecting a requisition will log the OK is selected if they are not all ready logged to it Applicant to that requisition when Each Testhas a Test Type of either Text or Number designated in Codes Maintenance Ifa Testis selected and the Test Value entered does not match that test s Test Type an error will generate and the Test Result cannot be saved Sld i A The Test Value must be numeric Valid values 0123456789 The User will have to change the Test Value to match the Test Type designated in Codes Maintenance for that Test See the Administration and Maintenance chapter for more information When the Action has been completed the User will be presented with the option to continue adding Test Results or return to the Applicant main screen You may also run this action by selecting the quick launch button located on the toolbar Tests History The test information is stored in the Tests History for the Applicant History Attachments Regs Applied For 1 Routes 3 Interviews 1 Offers Tests History can be reviewed edited or added to from Tests History Greentree User Manual Applicant Processing e 177 Tet Lrest Date Test Value Tering Speed a i O S o S If unsure whether a test has been added it is faster to go direct to the Tests History and check If it is not Add there simply click to enter it Make Offer Use the Make Offer action to record information ab
175. d record s impact on the present search H Merge Successful Cue to the merge ikemis may no longer be available It is suggested that vou perform a new search before traversing the results again Click to return back to the Applicant main screen NOTE The screen will be blank since the record the User was viewing has been deleted Either proceed to next Possible Duplicate or start a new search You may also run this action by selecting the quick launch button EE located on the toolbar iGreentree User Manual Applicant Processing e 185 Reporting Although some Applicant Reports can be found in ReadyReports see the Reporting chapter of this manual the reports that are found in the Applicant Action menu are search dependent That is the user must fist run a search to determine the data to be used in the report Running the search first also allows the user to selectively remove if desired which Applicants should not be included in the report The applicants are chosen by performing a search either a QuickSearch or an Advanced Search For example the User could perform an Applicant QuickSearch for all Applicants with a status of New Hire Applicant List View Hame Ramirez Hernando To report on the search results select Applicant Reports trom the Action main or by selecting the quick as launch button S located on the toolbar A window will display that contains a list of all available search e
176. dcard and Within The synonyms can be set up to utilize the wildcard A synonym that contains a wildcard will find any words that begin with an exact match of the characters before the asterisk example The synonym is Program A resume that contains Program Programmer and or Programming would be identified and the Applicant s record given the Programming Skill Code that contains the above Synonym Synonyms can also be set up to utilize within statements A within statement tells the system to find a synonym that is within so many words of another word The within statement can search up to 9 words before or after the word to be found The format must be as follows word w 5 word A synonym can use the wildcard function or the w function but not both within the same synonym example The synonym is Access w 3 Excel This Synonym will find any of the following e Computer Skills Access Excel Word PowerPoint e Computer Skills Excel Word PowerPoint Access 266 e Module Maintenance iGreentree v8 1 User Manual However they system would not find the following e Computer Skills Access Dbase PowerPoint Word Excel e Responsible for providing and monitoring customer access to the vault Resume Analyzer uses FuzzySearch Technology Greentree uses FuzzySearch technology when searching for data in resumes FuzzySearch looks for both the exact phrases listed as a synonym and also phrases that are very close only a letter or two differ
177. de 33333 r Position CH O Total Openings fa Total Filled a Job Title ProgrammmerfAnalyst Dept mis tt Is Reg Temp Regular r Approved joz 03 2004 a Division Finance Exempt NE Exempt Deadline jos 13 2004 m Location atlanta rm Full Part nu Tel Posted Internal joz 06 2004 a Sal Grade fas Tel New Repl Replace Posted External joz 07 2003 a FTE PO Replacing kathy Billingham Shift code y Posting Category Technical Is Schedule may wan SS Recruiter knox Katherine 7 Job Groups rm Hiring Manager Bergman Pam Is E Hiring Mgrs See All Apps Search Committee Start Search Committee End Note to Hiring Moar Filled By How Filled 7 Filled On Start On O3 03 2005 By fRodgers Doug iGreentree v8 1 User Manual Introduction Overview e 9 Moving to Another Record To move to another applicant record use the Navigation Box Go to En to previos hex Go fo first so to fast record record Changing Data To change data simply enter new data in the appropriate field s then choose the button See Field Types on page 5 for ways to enter data If the user forgets to save he she will be prompted when they close the record or select a different function Microsoft Internet Explorer E Wi Save Changes Click OK bo save changes or click Cancel to close without saving The Updated and By fields at the top are automatic
178. e Result Ss Result Date Brewer Roger et ma 4 2 20 Declined offer 13 29 2008 Dunaway Kathy E a SE 11 24 0ad 20 Withdrawn Req 12 09 2005 Mass Withdraw The Withdraw Action can be run from the List View to affect a group of Requisitions all at once The mass Action will behave the same as the single action described above but it will withdraw every requisition listed REGARDLESS if only one is selected in the list Often this Action can only be run by the iGreentree Administrator iGreentree v8 1 User Manual iGreentree Requisition Management e 87 Fill In iGreentree when an Applicant is hired the requisition can be closed out using the Fill Action from the Requisition Actions or the Hire Action from the Applicant Actions to achieve the same results Either action will automatically update the Applicant and the Req as well as their History To try this action select Fill from the Action menu Applicant Offers On 01 06 2006 m Answer accept on 01 06 2006 Date Spartz a Date Orient ss Set Applicant Status To New Hire Total Bonus Bonus Payment Amount 1 Bonus Payment Date 1 Bonus Payment Amount 2 Bonus Payment Date 2 Filled On 01 06 2006 How Filled LAS Ea Set Requisition Status To Fille d Lei Set App Req Result To Hired ha Other 4ppReq Results for Hired Applicant hh Other App Req Results In Select Letter Hire Confirmation Filled Reg A
179. e R1 Date Microsoft Internet Explorer fel x Select Date R1 Date Remove a Cancel sunday Monday Tuesday Wednesday thursday Friday saturday 1 l 3 2 Coded Fields These are fields whose values are limited to a pre defined set of code values Only values displaying when the l button is selected may be used to populate the field The red asterisk indicates the field is required Job ode El Auto Fill fields Some coded fields may be set up to populate related fields automatically The Hiring Manager may have the option to override any items that are auto filled iGreentree Maintenance Codes is where auto fill information is identified For example JobCode is a coded field that has the auto fill feature by default JobCode will auto fill the below identified fields on the Add New Req form with the information displaying in the Value column when the Job Code value 11112 is selected by the Hiring Manager Any field name with an A after it indicates an auto fill field if the information is provided 32 e Hiring Manager Module Requisition Management iGreentree v8 1 User Manual 8 JobCode ei 00000 A 11100 Se 11111 Grade 4 16 A 11112 Hirin gMgrRegTemplate A Administrative Secretary W 11115 Phleb JobGroup 4 1 ES 11115 T5SR Title 4 Senior Administrative Assistant Entering data on this field will populate other fields s
180. e all pieces of data are changed To start select Re Open from the Action menu Action History Attact Find Matching Apps Post to Source Kai Enter Expense J Place On Hold Re Open Req Take Off Hold CH Withdraw Hired Applicant Ramirez Hernando gt ka Fill Aaaa Ei Copy To Template Set Applicant Status To PA E Requisition Reports Set App Reg Result T Ea E sultTo SS A Add Approvers ES S Pl pe Open Set Requisition Status To po La First verify that the name appearing in Hired Applicant is indeed the applicant you wish to un hire Next use the fa button to select the new Set UN Status To App Req Result To and Set Requisition Status To When complete click You will receive two notification boxes before the action is completed to continue click OK P 1 Re opening this requisition will clear the hire A The requisition has been re opened information From the requisition Several pieces of information were cleared from the Requisition Screen including Filled By How Filled Filled On and Start On You may also run this action by selecting the quick launch button E located on the toolbar CSS Questions Audit Any changes that are made to CSS Questions are recorded in CSS Questions Audit History These changes include adding questions from Hiring Manager Module or CSS Questions Attachment and or editing deleting existing questions from CSSQuestions Attachment C55 Question Audit for
181. e bottom of the screen or pop up over the base record Applicant Summary ction History Attachments Field Types There are several types of fields in Greentree which may be updated in different ways Type Coded Has a limited list of choices Click on the arrow choose Full Part ha to keep data consistent and from the list and click OK easy to enter search Codes To clear choose None can be added to the list from Maintenance Coded Has a lookup table behind the Click on the arrow choose Job Code Le with code with fields that fill in from the list and click OK AutoFill automatically as defaults on Other fields will default but the main screen Lookup can be over ridden table values can be modified in Maintenance Dates are displayed in Click on the calendar Approved ss MM DD YYYY format for easy button pick a date and entry and searching click OK To clear highlight and press Delete key on keyboard Simple text fields let the user Just type in the needed Replacing type any characters text Try to be consistent with case and abbreviations To clear highlight and Delete Number Numbers or dollar amounts Don t bother keying or or are formatted for easy range comma If round number Amount searching These look like don t bother keying 00 text fields but do not allow To clear highlight and the entry of alpha characters Delete Buttons Most windows have buttons in the top right corner all
182. e information available The remaining fields should be completed once the applicant has confirmed their acceptance of the offer iGreentree v8 1 User Manual Hiring Manager Module Requisition Management e 49 Hire Submit Clear Close amp Heb Required Entry For Requisition lcarara surgeon 2004 016 l Select Applicant Harold Harborough afal offer Amount f 120000 00 Offer Date 05 03 2004 L Total Bonus rssooo 00 Bonus Payment Amount 1 15000 00 Bonus Payment Date 1 o7 15 200 Ev Bonus Payment Amount 2 lEzoo000 00 Bonus Payment Date 2 logy 15 2004 El Answer Answer Date al How Filled DOO Filled Date Start Date 06 15 2004 Orient Date 6 15 2004 Applicant Status New Hire el Requisition Status Fille Ej Result for this Reg Hired zl Assign Result to Hon Selected Applicants To ensure that all applicants are assigned a final result with regards to their bid for a requisition the Assign Result to Non Selected Applicants should be clicked The selected Assign Result for other Apps value will be the given result for all applicants logged to the selected requisition who have a checkmark next to their name If a result value is displaying for an applicant in the list careful consideration should be taken to determine if the applicant should be assigned the new result value or if the previously assigned result value is more applicable Do Not Assign Result to Non Selected App
183. e often sorted by functionality or location These categories will allow the applicant to quickly see what types of positions are available Each of the categories displays a count of the number of available positions within that category The applicant can then click on a particular job category and be taken to a current listing of the available positions for that category Browse for Jobs a Opportunities New This Week Positions a ortunities Positions lt All Opportunities by Job Title Positions 23 Positions Service Support Opportunities Positions i d ER Nursing Opportunities Opportunities in Charlotte NC Positions 5 Physicians amp Clinical Opportunities Positions Technical Opportunities Positions Position information that is shared with the applicant is pulled from the requisition record in iGreentree However these positions will only display if they meet all of the criteria specified for the selected category f multiple CSS sites are being used each site may be set up to use different categories and different criteria for determining which requisitions display Which fields of data are to be displayed is maintained in CSS SE Maintenance All GEES em Job Title Results E Please click on a job link to view the Job Detail 1 Accountant Dallas Accounting 2005 035 2 Accounting Assistant Suburban Tower Accounting 005 027 3 Administrative Assistant Atlanta 2005 023 4 Adm
184. e requisition is as complete as possible Template Templates can be used to save time during data entry and to keep data consistent when several Reqs need the same data in one or more fields Templates will be discussed later in this chapter Template Filing System This field determines how the Req will be numbered Some systems may have a single Filing System such as Requisitions or several Filing Systems with different numbering formats for special groups of Reqs Filing System is a required field If left blank the system will not allow the Requisition to be saved Filing System Requisition Status The Status field is important since it shows the Requisition s current stage in the process Status codes are often used to drive which records are posted to Greentree s Candidate Self Service Module CSS It is also used for searching and reporting Status Open 7 Text Fields The Job Title field is a text field Notice there is no select list for this field since it is not limited to a pre set list of Codes Just type in the Job Title as it should appear in reports or CSS Job Title 54 e iGreentree Requisition Management iGreentree v8 1 User Manual Date Fields Requisitions may contain several fields which are formatted to accept a date To enter the date click on the button The current date will for this field will be highlighted in bold but any date can be selected Coded Fields Fields that conta
185. e than one Requisition enter the Expense from _ list View where the expense will be equally divided among ALL of the Requisitions in the displayed list from the quick launch toolbar Choose Distribute Expense from the Action Menu or select Action History Attacl Post to Source EI Distribute Expense Enter the Expense that is for ALL of the Requisitions Enter the data similar to the single action but with the full dollar amount to be equally divided among all of the Requisitions The system will record the information in the Expense History for Requisitions as well as the Expense History for Sources Expenses Distribute Expense Add Delete OK Close bate Expense Description rit _ Pp 1 10 2006 Career Fair Boot Fees Dm After clicking OK a confirmation window will display Select OK after verifying the distribution is correct 2 Distribute expenses to 39 requisitions View History for one of these requisitions to assure that the cost was split correctly Look at the Expenses History for any one of the Reas listed iGreentree v8 1 User Manual Sources and Expenses e 99 NOTE An Expense Distribution can be performed across multiple Sources as well If the expense is to be recorded and distributed across select Sources and is not Requisition specific bring the list of sources into List View and run the Distribute Expense action under Sources Expenses Action History Attac Distribute Expense Expense History Th
186. e the Requisition Management chapter for more information about Search Criteria and Find Matching Apps 204 e Searching iGreentree v8 1 User Manual Advanced Searching AdvancedSearch provides searching capabilities beyond what can be completed with a QuickSearch These additional capabilities include Naming and saving searches Designating searches Public shared or Private Searching on Attachments and History items such as Routes AppReas Interviews etc Searching on null and non null values Selectable field conditions lt gt etc Boolean search logic And Or Or Not using nested search criteria grouping Parameter prompting with settable defaults Copy to New feature for creating a new search from an existing one Run at Startup feature for creating Hot Items search for each user An AdvancedSearch can return any one of six types of search results Applicants Requisitions Hiring Managers Sources App Templates or Req Templates The functionality available for operating on search results is the same as that available after running a QuickSearch run Actions retrieve History and or review Attachments Menu Access and User Security AdvancedSearch is listed under the main menu It has two sub menu selections named Search List for running searches and Build Search for editing adding and deleting searches oR Greentree Hot Items Applicants Requisitions Sources Expenses Hiring M Adva
187. e will display Attachments gt Notes Experience Summary 2 Education Summary 2 i y y 2 Resume Not Available Licenses E Certificates Resume Text 1 Resume Image There will however be a copy of the Resume stored under Resume Text To access this data follow the same procedure above under the Attachments menu select Resume Text To see Automatic Resume Processing in action send a resume either in the body of an email or a TXT DOC RTF or HTML attachment to a live resume inbox See Maintenance Resume Inboxes for information about how to set these up Introduction to Reporting There are two ways to run reports in the Greentree database Reports may be run after conducting a search thus including only those records found from the search Reports may also be run from ReadyReports and include search criteria within the report definition Select ReadyReports from the main menu then choose Report List on Greentree Hot tems Applicants Requisitons Sources Expenses Hiring Mgrs Advanced Search Ready Reports Report List While highlighting the AU Open Positions report select View Report from the Action menu to see what this report looks like Action Yiew Report Lom Bell Bel gt El Open Positions Applicant Interview Schedule Dates Recruiter When prompted for a report format select your desired Output Format PDF or Crystal Reports will display the best and c
188. east 7 characters no spaces Ot least 7 characters no spaces Cannot be the same as your User ID Retype Password to Confirm fs Enter your Email Address Pe Create UserID and Password Required Entry Help Upon successful submittal they will be forwarded to a revised Welcome Page that contains options for proceeding iGreentree v8 1 User Manual Candidate Self Service e 105 Sign OTe Application Status Welcome to Greentree Systems Inc Employment Center Welcome Suzy If you are not Suzy please click here You are now signed in to our Career Opportunities site and can Create or update your online profile View and apply for open jobs Email a friend with information about any open job Drop off an updated resume View the status of applications that you have submitted Create or edit your criteria for receiving email Job Alerts My Profile Find Jobs Application Status Job Alerts Search by Job Number Find Job The applicant will also receive an emailed message that thanks him her for registering with the Career Site They have now created an applicant record in iGreentree The User Name and Password information will be stored in CSS Properties Attachment Thanks for registering on our web site Message HTML f l af x File Edit View Insert Format Tools Actions Help Type a question for help e GeReply reply to all YE Forward Es r DS m ee amp From AutoMailmDisreentree
189. ecorded in the Reqs Applied For History for that Applicant Select Reqs Applied For from the History menu History Attachments Regs Applied For 1 The user can view a list of all Requisitions that the Applicant has applied for including identifying information as well as dates and results Req Lieb Title Result Date 2005 037 HR Generalist Cannova Adrian 01 25 2006 Routed odf25 2006 From this History Users can review the entire Requisition by choosing MENA An additional browser window will open showing the Requisition in Edit View Reject The Reject Action will update both the Status and Result fields while allowing a customized turn down letter to be generated and sent to the Applicant There are several scenarios that this Action can be used to support Greentree v8 1 User Manual Applicant Processing e 169 1 If the applicant is not a fit for a particular requisition but may be considered for future openings reject him her for the requisition but not overall Enter a Status of Future select the requisition he she is being turned down for and select the Set App Req Result To that appropriately identifies the reason he she is being rejected for that position 2 If the applicant is not a fit for the organization reject him her overall Enter a Status of Excluded and leave the For Requisition and Set App Req Result To fields blank 3 If the applicant is not a fit for a position nor overall reject him he
190. ecords that were populated by this default e Notify On Error This property works in conjunction with the Resume Min Flds property If the analyzer cannot find the identified minimum applicant information the email will be rejected and sent to this inbox This erred resume inbox should be an inbox that an HR representative can easily monitor It can be their inbox address This representative will be the one to correct and resubmit erred resumes For information regarding Handling Erred Resumes refer to chapter 6 e Log To Open Rea If Resume Analyzer finds a reference to an open requisition within the email being processed the applicant will automatically be logged to the requisition if this property is set to True lf it is set to False Resume Analyzer will not look for open requisitions to log applicants to e POPS Server Identifies the email POP3 server name or IP address e g mail greentreesystems com Usually the IT Department determines what to enter here as well as the next two properties e Login Name Identifies the email inbox loginname For example careers iGreentree com careers is the Login Name e Password The email inbox password This allows the processor to log into and retrieve all resumes sitting in the inbox e Fuzzy Search Determines whether or not the Resume Analyzer will use Fuzzy Search e Fuzzy Search Level Sets the level of Fuzzy Search higher number fuzzier the processor is to use In other words how
191. ed RegStatus code for this field Hire Default Selected Result Defines the default Result for this Req field value to display on the Hire form when a Hiring Manager selects the Hire menu option in the Hiring Manager module Hired is a commonly used Result code for this field Hire Default Non Selected Result Defines the default Assign Result for other Apps value to display and then assign to all checked applicants when the Assign Result to Non Selected Applicants button on the Hire form is selected when the Hire menu option is displaying in the Hiring Manager module Reject Alternate Selected is a commonly used Result code for this field HiringMgr Web Url Defines the web location of the Hiring Manager module Typically it will be similar to the following YourCompanysiGreentreeWebServer HiringMgr Check with the web server administrator if unsure of this value Msg to Submitter Interim Req Status Defines which letter will be emailed to the requisition s Submitter initiator every time there is an approver status change For example if Approver1 approves or disapproves the requisition the letter HM Req Approval Note to Submitter Interim will be emailed to the initiating Hiring Manager The data insert item iHiringMgrHREF ToHiringMgr must be defined in this letter if a hyperlink is to be embedded in the email to allow the Submitter direct access to the Hiring Manager re
192. ed and non selected Applicants ColorGraphic Hiring Manager module Determines the visual representation of the Result For This Req column of an Applicant when a Hiring Manager is reviewing their information via the Hiring Manager module Green Red or Yellow bullet CSSDescription CSS Defines the equivalent value of an iGreentree Result code that an Applicant will see when viewing their Application Status on line GraphicTextEquivalent iGreentree application Defines the text translation of the ColorGraphic value in Hiring Manager module for users of iGreentree in the History Reqs Applied For IsEEOApplicant Greentree application Defines whether or not an Applicant should be included in EEO report output based on their Result value for a requisition If they did not pass the pre screen questions are they considered an applicant for EEO purposes Yes or No IsNewApplicant Hiring Manager module Determines if an Applicant that has this Result for a Hiring Manager s requisition is considered to be a new Applicant when selecting the New Applicants menu item in Hiring Manager module IsWithdrawn or IsFinal Greentree application CSS Hiring Manager module Determines whether the Result value assigned to an Applicant for a particular requisition is a final value If the value is final the Result cannot be overwritten in performing actions that request a Resultto be populated Additionally the Applicant
193. ed iGreentree Report Librarian or contact Greentree s technical support Options for Report Output Whether running Search Dependent reports or ReadyReports there are several options for output Run Cancel Close Report Format Output Type Portable Document Format PDF hs P o rts ble D ocu ment Format PDF Crustal Report Viewer Rich Text Format Word for Windows AWIL Portable Document Format PDF A report that is generated in PDF is in a very usable format because Acrobat Reader is frequently standard software on PC s If users do not have the Acrobat Reader they can download it at www adobe com Use the scroll bars at the bottom and right side of the window to move around the current page lf there is more than one page of data use the Navigation Box at the top to toggle to another page ak ld dk MN 100 1600 BOO 400 The user can also change the display size UU Greentree v8 1 User Manual Reporting e 217 To print the user must select the printer icon from the toolbar Selecting File Print will result in the printing of a blank page Before printing the user can adjust the Page Setup also from the File menu To save the file for later use such as attaching to an email or storing on your computer click Bi from the toolbar Name the report as desired and select the location you wish to save the report to To search for a specific word or phrase click the Ze button A prompt will appear wh
194. ed to be inaccurate can be removed by highlighting the appropriate row and clicking Delete Licenses amp Certificates Use Licenses amp Certificates to record relevant licenses and certifications for Applicants Although license and certification data will often come directly from CSS it can be viewed edited and added to in iGreentree Choose Licenses amp Certificates from the Attachments menu Choose Add to enter information about licenses and certifications Enter the name of the license the Type if appropriate the State Issued Date Issued and the Date Expires To enter dates click over a date column and then click the T button Licenses For Suzy Que Add Delete Save cancel Close License Type State Issued Date Issued h privers License ciassa wi 5 8 2000 5 9 2008 Use the _ add button again to enter additional license or certification data Click Save when finished entering updating the Licenses amp Certificates information A license or certification that has been determined to be inaccurate can be removed by highlighting the appropriate row and clicking Delete 154 e Applicant Processing iGreentree v8 1 User Manual Resume Text Resume Image If using the ScanStation or Resume Processor Module Resume Text and or Resume Image files will be entered into the system automatically by email The resumes can be viewed from the Applicant s Attachments menu See the Resume Processor and Sca
195. eds to be removed from this search Searching with Dates At the Entered field use the button to select a date or date range The current date is always highlighted in bold Click on the date and it will be entered in the From box if preferred users can also type dates in the From and To boxes on the calendar Select Entered Range Month Year cono w ees ora g2005 sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 Yesterday Today Last Week This Week S J Tiet Ea az Last Month This Month Next Month 7 10 ii l2 13 14 15 Last Quarter This Quarter 16 1 15 13 20 ER Fee Last See This Year 23 24 23 26 Zi 28 2a o METI Choose Je and the Entered Date on the QuickSearch screen will populate with the date Entered 1 31 2005 Click Search to perform the search only applicants entered on that specific date will be returned Select EE and go back to the button next to the Entered field This time select the first day of the current month From and then select the last day of the current month To Select Entered Range G 1 01 2006 KERA 01 31 2006 Month Year A Sunday Monday Tuesday Wednesday Thursday Friday Saturday iGreentree v8 1 User Manual Searching e 195 Ok When is chosen Range will display on the QuickSearch screen to represent that more than one Entered Range date has been selected Choose Search The system
196. eentree v8 1 User Manual Requisition History Applicants Log to Reg App Can also come from App Actions Log to Source Reject Route Interview Test Results Offer and Hire can track results Post to Source Tracks where the job was posted Holds Place On Hold Tracks time on hold may be subtracted in time to fill Take Off Hold Expenses Enter Expense Req Track how much is being spent on recruiting can report on Distribute Expense cost per hire Enter Expense Source Add Approvers Req Tracks information about who has reviewed not reviewed a History Approvers requisition that was submitted into the Hiring Manager Req Attachment Module s Automated Approval Process Also records any Automated Req changes that have been made to the requisition as it Approval Hiring Mgr moves through that process CSS Questions Adding CSS Tracks what questions and answers have been Audit Questions added modified on the requisition Sources Expenses Histor Hires Hire App If App was posted to this source when App is Hired this History appears Send Letter Source History of letters sent to each source Expenses Enter Expense Req Track how much is being spent on recruiting can report on Distribute Expense cost per hire Enter Expense Approvers Audit Se Ge Hiring History of letters sent to each Hiring Manager Mgr iGreentree v8 1 User Manual Appendix e ix Attachments Quick Reference Applicant Attachments A
197. ees Case does not matter in a Contains search To find Applicants who have Notes containing the word relocating the User would enter Contains Notes relocatina l OE Jolasje00s lee enen Weme OOO TECATE js Barth Sharon 07 08 2004 Dan Boswell Stephen T Mercer Michael M osforf2o04 Once some records are found users can see where in the notes that word was found Under Attachments select Notes Open Find from the Edit menu within the Notes window but don t forget to turn off the Match Case option Find what relocating Direction Cancel Match case t Up Down File Edit Muxlow Kristina 01 31 2006 06 26 PM EST Suzy will be to CA in early October uzy on the phone today indicated Find what relocating To find Applicants whose Notes contain either relocating or relocate use a Wildcard but also put quotes around the text Microsoft calls this a Prefix It only works when the asterisk is at the end of a word Contains Notes E reloc To find Applicants whose Resume Text Attachments contain a specific phrase such as project management be sure to put quotes around the text Contains Resume Text Lei oroject management To find Applicants who have Resume Text with the word Project close to the word Management use a proximity search Contains Resume Text 7 project near management 200 e Searching Greentree v8 1 User Manual Searching with Multiple Criteria QuickSearches can
198. eft column next to the name and choose one of the following options to proceed Use E H tllecHs to display the possible duplicate applicant s information next to the newly entered applicant s information The information can then be reviewed and compared to determine if they are one and the same lf they are the same the information can be updated and the records merged See the Dup Check section later in this chapter for more information on merging applicants Use Lise DOT when it is clear that the possible duplicate is the same person as the newly entered applicant This will close the Possible Duplicates List and display the selected applicant s information on the page The newly entered Applicant information is deleted Use SES when it is clear that the applicants in the Possible Duplicates List are not a match for the newly entered applicant This will create a new applicant record Once the Applicant is saved an ID number is assigned along with the date entered and name of the person who entered it The ID number is determined by the range set for the selected Filing System After saving more data can be entered onto the Applicant s record 150 e Applicant Processing Greentree v8 1 User Manual Applicant Status The Status field shows the status of the applicant along the continuum of the employment process It will often be used for searching and reporting Status Tel Other Fields The remainder of the Applicant fie
199. eg Specific Resume Text Document To Type Resume Text Copy CSS Password Validation Type Refers to the type of validation to be utilized by the Candidate Self Service CSS module when an applicant logs into the system The two options are Email Required and Email Not Required The latter is recommended if there is any doubt as to whether or not all applicants would have an email account CSS Questions Editable After CSS Applicants Applied Refers to whether or not Req specific pre screening questions may be edited after applicants have been logged to the requisition The three options are Do not modify questions or weights Modify questions and weights and Modify weights only CSS Form Submit Auto Create Reg Specific Resume Text Document Refers to when an applicant applies via CSS but does not include a Resume Text with their application If the Setting is set to Yes then the system will take the most recent Resume Text and make a copy associating it with the requisition so the HM may view it thru the module CSS Form Submit Auto Create Reg Specific Resume Text Document To Type Refers to the above setting if Yes is chosen then here is where we decide what format the newly copied Resume Text should be created in GTS Subscription Services This is where login password information is stored if using services provided by Greentree Systems Inc This area should not be modified without instructio
200. eg for more information Choosing a Req is optional For Requisition 2005 037 A The Applicant Status is set to default to Routed The user can change this to a different Applicant Status code if another is preferred Set Applicant Status To Routed Le The Applicant s Result for this position is set to default to Routed The user can change this to a different Result code if another is preferred Set App Reg Result To Routed 7 172 e Applicant Processing Greentree v8 1 User Manual The Report Output Format controls the output type for any Route Reports that might be included in what is being sent to the hiring manager Typically PDF files are preferred because most IBM compatible computers come with a PDF viewer and or it is free to download this software from Adobe s Website Report Output Format Portable Document Format PDF Of the available items listed under Documents and Reports the user must select which to send If the information displayed in the columns is not enough to identify which item to send the user can view the document by selecting the row and clicking on the button Documents and Reports Route reg Ltope LDate Created Created B To select a document to route click on the Route field next to the item to be sent Click the arrow to change the column from No to Yes Selected Documents will be presented as separate attachments on the email message received When sending via email the
201. electing the quick launch button Route Use the Route action to send Applicant information and or documents to others to record what was sent to whom and to record the results of the routing Even if nothing needs to be physically sent from Greentree the user may use this action to record what was sent manually Select Route from the Action main menu ction History e Log to Source Send Letter gt Log to Reg ES Reject Greentree v8 1 User Manual Applicant Processing e 171 The Route Action is used to send Applicant information to others It will also keep record when and to whom the information was sent Route To F fal For Requisiton Set Applicant Status To Routed Set App Req Result To Routed Report Output Format Portable Document Format DDEI ze View Doc Documents and Reports Route Reg Cid pe Cd Date Crested Created B Email Message File Edit View Insert Format Tools Select one or more people to Route to by clicking on the button The list of names available for Routing includes Hiring Managers and Recruiters If a selection is made incorrectly use the ll button to remove someone from the route list Route To Cannova Adrian AC annoyed Greentree Systems com gt Bergman Pam Pbergrman Mireentree com gt If a requisition is chosen that the Applicant is not already logged to they will be logged to that requisition when this action is run See Log to R
202. ements Using this system will bet us communicate quickly and accurately and minimize the possibility of something getting lost misplaced or falling through the cracks The result will be a better image presented to our applicants a smoother selection process and a batter hire for you When you login using your Greentree Username you can review the current status of your regs and submit a new requisition request on line by selecting a function at left As we plan to add expanded capabilities to our system in the near future please let us know your comments suggestions and ideas for how we can improve our service to you and your department Sincerely roar pene PESOS Staff 600 348 8945 30 e Hiring Manager Module Requisition Management Greentree v8 1 User Manual Submitting a Requisition To begin the requisitioning process the Hiring Manager must click on Add New Reg from the Reqs main menu This will bring up the Requisition Add New Reg form My Regs ly ee LA COS oc O o E ee LA E AS A Lal AE A E A 6 A E A E E A Lol A E A Lal LL A J A WT Le 10 key POSS STUDENT Abstracting Accounting Accounts Payable Accounts Receivable ACLS Active Server Pages Adenyl Cyclase Assay Admitting Advertising AIDS HIV Air Conditioning 4dd Remove Reorder Approvers ADD Remove at Committee Member Security E sume GL
203. en upon successful submittal of their application Msg Subject Line Application Received but Disqualified This will be the subject for the Application Received but Disqualified email Msg Job Alert This setting identifies the letter which will be emailed if they provide an email address to an applicant who has previously set up a Job Alert to notify him her of a new job match Msg Subject Line Job Alert This will be the subject for the Job Alert email Msg Email a Friend This setting identifies the letter which will be emailed immediately to the email address provided by an applicant using the Email a Friend capability in CSS Msg Subject Line Email a Friend This will be the subject for the Email a Friend email Msg Send Password This setting identifies the letter which will be emailed immediately to an applicant who has forgotten their User ID and or Password and is requesting the information be sent Msg Subject Line Send Password This will be the subject for the Send Password email Msg Email Output Format This is the format which the CSS Letters will be generated Greentree recommends HTML Format in Message Body as this will allow hyperlinks to be imbedded into the emailed letter verbiage Greentree v8 1 User Manual Module Maintenance e 255 CSS View Menu View settings can be set for each CSS Web ID To define the View settings for a particular Web ID highlight the CSS Web ID to be edited and click CSS Categorie
204. ense on Place On Hold Edit Req Holds Use to track time on hold and List perhaps to remove job from postings co p pe e List to Fill reports A ee List Results Fill Edit Source Hires Letter optional Info can default from last offer Hiring Mgr Hires Updates App Status Reg Status AppReg Result AppReq Results for other candidates same as Hire App SEI Template Requisition Edit MA Printed report or Includes records found in search To create new Template similar to existing Req with Attachments Reports List File in other can output to Crystal Reports or program other program such as Word Add Approver Edit Req Approvers Email The recruiter can add additional Notification approvers to an existing Req that is in the approval process Re Open Edt Reverses a Fill or Hire Action ll OO E same data System and Req number Purge List All deleted Should run Be careful permanently removes report first data good for cleaning out old info Sources Expenses Actions List Send Letter Edit Source Letters Email or Mass Mailing available to send List Hardcopy letter the same form letter to a group of people Enter Expense Edit Req Expenses E Same as Expense action in Req List Source Expenses A Allows you to Log an Applicant Source Reports Edit Printed report or Includes records found in search List File in other can output to Crystal Reports or program other program such as Word Purge List All deleted Should run
205. ent This technology is useful when there are OCR errors because a code that might not have been found when looking for an exact phrase is still found using FuzzySearch despite OCR errors The FuzzySearch level in Resume Analyzer can be set by adjusting the Resume Inbox Properties example The synonym is recruiter but the code is still found on a resume that mentions recruited example A synonym of Personnel would still find the code even if OCR erroneously reads the word as persomel FuzzySearch syntax can be used in Synonyms too example To find Programming Programmer or Programmer Analyst use a single Synonym of programm example To find the word computer within 4 words of the word bachelor use a single Synonym of computer w 4 bachelor The Code as its own Synonym The code itself often needs to be included as its own synonym The system default places a code into its own synonym list However there may be occasions where the code should NOT be its own synonym for itself for instance when the code itself might be found incorrectly see Beware of Multiple Meanings below example In Maintenance a Degree code called Bach might exist The exact phrase Bach is not likely to be on anyone s Resume so is not needed as a synonym but bachelor would be a good synonym Beware Multiple Meanings example A Skill called C a programming language with a synonym of C is not recommended This synonym would find every instance of C on the r
206. entree Systems Inc 2 00 Felocation EN External Applicants Recruitment Specialist 12 2001 02 2004 Fairview Health Services 2 00 Marriage e Me Hire 0 00 Location ae Education View Follow Up Available School Degree Major To Ma Pending University of Same State Bachelors Being Perfect 05 2002 016 Last Status Date ARANA Skills View Skill Rating MS Excel o MS word Oo Letter History View Letter Date Letter Hame 01 25 2006 Thanks for the Resume 01 26 2008 offer Exempt with Bonus Tests View Test Test Date Test Yalue Requisition Typing Speed jO1i 26 2006 120 Drug Screening 01 26 2006 Passed Both Edit and Summary view contain the same information with the same Actions History and Attachments The user can decide which view they prefer to work in The Edit View Summary and List view buttons can be used to move back and forth between one record and condensed list of many records Creating a New Search If the User wants to perform a new search he she can click New Search The User will be returned to the QuickSearch screen which will be populated with the most recent search criteria The User can click Clear RE to remove the old criteria and start a new search Changing Data on a Record Data can easily be changed on existing records The User must select the field to be updated by either clicking with the mouse on the field or using the
207. entree User Manual Applicant Processing e 187 d j e ore Il Request O16 Background Check For 1 applicantist OU really Sure 7 S Kg BB ts Gi Request O16 Background Check For 1 applicantisi Co Cara Once the action has been completed the User will be notified that his her request was submitted and the OIG Status field on the applicant base record will default to Pending A Request Submitted Completing this action will initiate lookups for all requested applicants in the list in the OIG Exclusions database using the parameters specified in Maintenance If the applicant s name is not found then the OIG Status field in his her record is populated with Clear and today s date If the applicant s name is found then the applicant s Status and AppReq Result are populated with Excluded or whatever codes are specified by the iGreentree System Administrator in Maintenance DIG Status DIG Last Status Date There is a nominal fee associated with this feature to obtain more information please contact your Greentree Administrator Create CSS UserlD and PWD This action will allow the user to assign system generated CSS UserlD and Passwords to individuals that have an e mail address The system will send an e mail to the applicant informing them of the newly created information Contents of this letter are controlled by your organization see Letters Maintenance for more information lf a UserlD and Password already
208. entree v8 1 User Manual Letters History Letters that are sent will automatically be added to Letter History for this Applicant To view the Letter History select Letters from the History menu History Attachme Regs Applied For Routes Interviews Offers Tests Information including the sender the date sent how it was sent and the name of the letter are available for review If Include Letter Contents in Letter History was selected when the Send Letter action was generated the MER button will be available This will allow users to review the letter text and or reprint it Letter Date Sentvia Signer Sent By Letter Name Letterststus ra 2e 2005 email HTML Form Weber Carole CSS Application Received Sent Jaaros z00s EMail HTML Forr Mercer Michael MRussey Terry Hire Confirmation Sent bamizogs mei HTML Form Iess CS8 Thanks for Registering Sent _ 2 09 2005 eMail HTML rent Weber Carole C98 Application Received Sent ra oa 2005 Email HTML For Gannowa Adrian Russey Teny au are being considered riet raroa 2005 Email HTML For Russey Teny You are being considered for zeen DP Jor 25 2006 Email HTML Forr Mercer Michael MRussey Term Hire Confirmation Sent Log to Req The Log to Req action connects a person to a Requisition All applicants may be logged to the Reqs they apply for or if preferred users can log only qualified candidates Select Log to Reg from the Action menu Log To R
209. eq oK cose Set Applicant Status To a Log to Requisition M Action History App Req Result H e Log to Source p Comments A Send Letter File Edit view Insert Format Tools ATA f The Applicant s overall Status is often left blank but if completed it will update the applicant s base record The important part of this action is choosing the Requisition Click the a button next to Log to Requisition to be presented with a list of the available requisitions The list of Reqs will typically be set up to include any Regs that currently have a Status of Open or Offer Outstanding Select Requisition List Manual J eaip RegUate Job Title 2004 003 Bro graramerfAnalyst 2004 004 Brent Engineer 2005 004 Software Development Ma 2005 002 Design Engineer iGreentree v8 1 User Manual Applicant Processing e 167 Applicants who apply via CSS will automatically be logged to the Req s they select Any Reqs this Applicant had previously been logged to would already have a date in the Reg Date column If a requisition is needed that is not on the list or if the user knows the Req Number they can select the Manual tab at the top and type in a Req number Select Requisition List Manual Req l2005 001 There is also an option to use the button BE CAREFUL This option will pull up every requisition in the database and depending on how many may take a long time to generate Select
210. er Edit the temporary question label to read Select all of the following that apply to you Then click the Add Answer button to be allowed to enter the first possible answer A temporary label for the answer will be inserted Click the temporary label and type over it with an answer The Display Order will default to 1 Answer sol Display Order leiert a E Click Add Answer again and insert another Repeat until there are four answers Display Order refers to the column order of the information when displayed for the applicant They will be displayed by Gave numerical order however it is not necessary for the numbers to be consecutive Click to save this Global Question and actively start asking applicants for this information D Select all of the following that apply to you 8 Multi Select 4 Answerls LA answer e leplDisplay Order wiling to Relecate 3 lhuitears teg a willing to Work Weekends SCS Jus Work Part Time 1 E If a question is created incorrectly it can be cancelled before the save by clicking the 2 button If Del Quest E w M the question has been saved the button must be used to stop the question from being actively asked of applicants The answers given by applicants to the Global Questions are kept within the applicants CSSForm This form is viewable in the applicants Document List Attachment in iGreentree With the exception of the Source Question Style the answers are st
211. er Manual Module Maintenance e 265 example l iGreentree finds Bachelor of Science in the resume text it will ignore the of and will assume it means Bachelor Science which is one of the synonyms for Bachelor However if BS in Computer Science were the entry in the synonyms BS Computer Science in a resume would NOT be found unless BS Computer Science is also in the synonyms Sometimes a synonym can be kept short and simple like Bachelor letting the system find it within a phrase like Bachelor of Science This will help avoid creating more synonyms than are actually needed and allow the system to analyze resumes faster when it has fewer synonyms to check However sometimes a longer phrase may be needed to clarify exactly what the system should look for example The simple synonym AS may seem at first glance to be a good synonym for Associates Degree But after processing the first few resumes it will quickly become apparent that it is finding an Associates Degree for every Applicant who mentions the word as in their Education section To avoid this the synonym should be changed to AS Degree and maybe A S Degree Case Spacing and Punctuation The system will find the data whether the synonym is in upper or lower case The system looks for synonyms as separate words and or phrases If a synonym is entered called database but the applicant has data base on their resume the skill will not be found If both words should be detected
212. er is known to have closed iGreentree and their name still appears as a Logged User highlight the name entry and select the Logout button to remotely log them out of the application thereby freeing up a system seat Letters iGreentree utilizes Letters for many different functions and Actions throughout Letters can be sent by a user as part of several Applicant Hiring Manager and Source Actions In addition the system can send letters automatically during the requisition approval process or as an auto response to applicants To view all available Letters select Maintenance Leiters Maintenance Codes Filing Susteme Doc Types Dup Check Logged Users Letters A list of Letters with the Letter Name Action and Add Contents To Letter History values will display Letter Maintenance Greentree Systems Inc Add Contents To CSS Application Received CSS Application Received False CSS Application Received Rejected CSS Application Received but False CSS Email a Friend CSS Email A Friend False CSS Send UserID and Password CSS Send Password False Hire Confirmation Applicant Hire True OSS Job Alert Email CSS Job Alert False Hire Confirmation Filled Reg Requisition Fill True HM Hiring Mar has made an offer Hiring Mar Notify Recruiter OF False CSS Thanks for Registering CSS Added Profile False False Falsa False False Hiring Mgr Send Letter True Jor Hon Exempt riet Make Offer rue fregr
213. ere a text string can be entered Click Find to perform a search of the report contents Find What Match Whole Word Only Cancel Match Case Find Backwards Ignore Asian Character Width If the text string is found the User will be brought directly to where it is in the report Crystal Report Viewer This option can only be viewed by individuals with the Crystal Report viewer installed on their PC All iGreentree users had this installed with the client but individuals without access to the iGreentree module may not be able to view the report If the user wishes to manipulate or share the report with anyone else we recommend using an output format listed below Excel Choose this output format to bring data into a spreadsheet where it can be manipulated If the user has Excel on his her computer the data will appear in an Excel file From there the file can be saved or emailed using Send To Note Reports may require special formatting in order to produce a clean and usable spreadsheet when exported to Excel Please contact your iGreentree Report Librarian or Greentree technical support with any questions about reporting to Excel HTML HTML format can be used to create a web page that can be viewed with a web browser Greentree recommends viewing a test report to verify that the formatting of the web page will meet your needs Rich Text Format and Word for Windows If a report needs to be emailed or saved to a file con
214. erest in career opportunities with Greentree Systems INC Your job applications are listed below beginning with your most recent application If you have applied in error or you no longer wish to be considered for a position please click Mitherayw Application next to that position Positions which do not display Witheraw Application are no longer open Application Status View Job Date Status Applied 2005 020 12 23 2005 12 23 2005 Application Withdraw Application ala Received Registered Application SE S 2004 019 wee 12 23 2005 12 23 2005 LTH g withdraw Application 24 e Introduction amp Overview Greentree v8 1 User Manual If an applicant does not see any positions of interest he she can set up Job Alerts that will email the applicant when positions are posted that match the applicant s criteria Add Update My Job Alerts Job Alerts notify you of newly avallable positions via email To recelve Job Alerts select your criteria from the fields below Multiple criteria can be selected by holding dawn the control key Ctrl and clicking each value If you no longer wish to receive Job Alerts click Clear Search Critena below Email Alerts Successfully Updated Email Job Alert Search Criteria Location Any Location Please select uo to 3 or Ant Atlanta E Department Please select up to 3 or Any Accounting Critical Care linit k Job Description Save Search Undo
215. escription allows for the extended name to describe which record types are stored in this Filing System Mask Each Requisition Filing System can have a unique mask to assign Req numbers Reg numbers can be either manually or automatically assigned A Mask must be assigned to specify the format of 228 e Administration amp Maintenance iGreentree v8 1 User Manual Requisition numbers up to 12 characters The following characters are the options from which a Mask is defined e fora digit assigned automatically by way of the CurSeq field e fora character to be keyed in by the user when the requisition is initially saved NOTE Filing Systems that prompt for character entry upon saving cannot be utilized by requisitions entered via Hiring Manager module e Standard alpha and numeric characters as well as hyphens and slashes example The CurSeg is 7 the Mask is 04 The first Req number assigned will be 04 007 the second as 04 002 etc The 04 are hard coded to represent the year the Req was opened 2004 and the first two s are utilized as placeholders until the CurSeq reaches 100 example The CurSeq is 101 the Mask is The first Req number is 107 and prompts the user to enter to up to 2 additional characters If the person enters AA the Req number first assigned would be 101 AA example A Mask of allows the user to assign four characters the full Req number without using the CurSeqg information example T
216. esume such as tem C or Washington D C and give ALL those Applicants a Skill of C Therefore delete the synonym C and create synonyms such as C programming C with a comma and C language Partial Words not Found example l Networking needs to be found as a Skill a Synonym of Network would not find it but Network would example Some people write database as one word some write it as two So include both database and data base in the Synonyms for this Skill Number of Synonyms iGreentree can hold an unlimited number of synonyms as long as there is disk space However the more synonyms it has to search for the longer the Analyze process will take So for efficient processing only include the common words and phrases that are typically used in resumes Sections Sections tell iGreentree where to look in the resume for each type of data example Suppose an Applicant has a skill of Applicant Tracking f Experience has not been identified as a section of the resume the system will search the entire resume for the phrase Applicant Tracking However if iGreentree has been set up to look in the Experience section for Skills it will process more quickly since it has a smaller amount of text to search Synonyms are also set up for each Section since people identify the sections of their resumes using different phrases Select the Section tab from within the Thesaurus window iGreentree v8 1 User Manual Module Maintenance e 267
217. etplace File Types are maintained similar to Codes Please refer to Codes Maintenance for information regarding the Add Rename Merge and Delete functions for more detailed information NOTE Contact Greentree Systems before deleting any Doc Types or File Types delivered with the iGreentree application iGreentree v8 1 User Manual Administration amp Maintenance e 229 e mie 6 DocType 2 FileType Bmp ooc GIF ur A IMAGE E PG POF RPT ATF TEXT TIF TET UNK E way E xls ut After Adding a File Type it needs to be decided if the document should be stored as a TEXT Document If yes be sure to check the box as indicated below Typically RTF TEXT and TXT will be the only File Types that are to be stored as text documents Se IA ie E FileType A Multilingual Codes for TEXT O BMP Language sd Description boc A GIF HTM MM IMAGE w Store 4s TEXT Document PG Por RPT RTF TEXT UU Doc Types are generic names given to uploaded documents to give the user an idea as to the type of information will be viewed when the document is selected Doc Types are maintained similar to Codes Please refer to Codes Maintenance for information regarding the Add Rename Merge and Delete functions for more detailed information e A gt 3 DocType E Advertisement DOC Applicant PreScreen DOC E Application Form 4SeE
218. ets aplican Reject Fale Request Rate Cards Source Send Leger rue resume Inbox Processing Letter Resume Inbox Processing False resume Inbox with new CSS 1D and Resume Inbox Processing False esch Committee You have been Hiring Mar Search Committee False Search Committee You have been Hiring Mar Search Committee False Thanks for the Resume Applicant Send Letter False an are being considered for a req Applicant Send Letter False Greentree v8 1 User Manual Administration amp Maintenance e 233 To add a new Letter click the Add and select OK Script Prompt Enter the name of the new letter Cancel New Letter Mame The next window displaying will set the Action to which this Letter should be associated with Select Action button A window will display enter the name of the new Letter Applicant Send Letter Applicant Hire Applicant Interview Applicant Make Offer Applicant Reject Applicant Send Letter CSG Added Profile CSS Application Received CSS Application Received but Rejected CSG Email A Friend CSG Job Alert CSS Send Password Expenses Hiring Mor Notify Recruiter Offer Made Hiring Mgr Search Committee Added to Reg Applicant Send Letter Action Letters will also display as selections for the Mass Mailing Applicant Action NOTE A letter can only be associated with one Action should the same letter need to exist under two or more actions i e Applica
219. etter can be left as None A reminder to send a letter will prompt if one is not selected however if Continue is chosen the User will be allowed to proceed without one Other reminders may appear if the user leaves required information blank If the Requisition has multiple openings i e Total Openings greater than 1 the system will create a Child Req that it fills A message will display confirming the successful completion of the Hire Action A The requisition 2005 037 HR Generalist will be marked as Filled by Suzy Que You may also run this action by selecting the quick launch button located on the toolbar The Hire Action finalizes the hire process and updates additional fields in the database Applicant s Regs Applied For History is updated to reflect that the Applicant has been hired for the requisition Job Title Result Date Result Updated By Req Status Eege 037 HR Generalist annova Adrian 01 25 2006 Hired CA BE 2006 Muxlow Kristina Filled The User can click WHEN A to view the updated Requisition The Requisition now has a Status of Filled and the Filled By fields have been populated with the New Hee information summary cise EECHER Updated By Req Status Filled Filing System Filled By How Filled External 7 Filled On 01 26 2006 Start On 01 30 2006 iGreentree User Manual Applicant Processing e 181 The Applicant s Offers History is also updated this is also
220. etter could be saved to a new file or Printed You may also run this action by selecting the quick launch button located on the toolbar Mass Mailing Letters can also be sent to a group of Applicants from the List View It is important to remember that the letter will be sent to ALL the applicants who are in the List regardless of whether or not one is selected Choose Mass Mailing from the Action menu Applicant Mass Mailing 10 People Selected view List No EMail Address for 7 People ForRequisition Te Exclude Applicants with Emails Select Letter Thanks for the Resume Pou are being considered for a reg Signer Output Format action History ir Log to Source LERA Include Letter Contents in Letter History The system checks for the presence of an email address to assist users who want to send these letters via email If any Applicants are found in the List missing email addresses it will provide a warning Users can use the View List button to see which Applicants will not get emailed letters The Action may be run a second time this time checking Exclude Applicants with Emails and choosing an Output Format of printable nature Ok l Choose ok to run the action and have the letters be generated and or sent There is no personalizing option for Mass Mailing You may also run this action by selecting the quick launch button located on the toolbar 166 e Applicant Processing Gre
221. eview all designated and available documents When viewing a document they will have the option to print if that is preferable to viewing online To view a document the Hiring Manager will expand the applicant information by clicking on the next to the applicant s name Then they will click on the icon next to the document name The Hiring Manager will also be able to view an Applicant s historical information specifically relating to other requisitions for which they are also logged to 46 e Hiring Manager Module Requisition Management Greentree v8 1 User Manual 2004 016 General Surgeon Open 03 04 2004 co Knox Katherine Applicants for Req 2004 016 1 Record Found App ID Applied gt Harborough Harold 8 Applicant Pre 5creen Result For This Reg Result Date Reviewable Lalloasossz009 Comments Documents for Harold Harborough Document Created On eSSForm 03 05 2004 Other Regs Applied for by Harold Harborough Req Y Job Title Applied Pre Screen Result For This Reg Result Date Comments No Records Found After reviewing an Applicant s information the Hiring Manager should define the Result For This Reg and Result Date for an applicant by selecting the m icon next to each of these fields The Result For This Req selections are defined in Maintenance Codes Result See Codes Maintenance for more information Additionally
222. f each applicant who applies for the requisition Uploadable Documents can be accessed from the Attachments menu Cancel Document Type Lipnstpuetion Text ea Resume in Word format Please attach your r sume in a Word format 70 e iGreentree Requisition Management iGreentree v8 1 User Manual To add a document to the CSS Uploadable Documents click the button to be presented with the document types that are available document types can be added edited in Doc Types Maintenance Select Document Type Cover Letter Cover Letter in Word format EmMall4ttachment Photo 1pg Profile Profile References in RTF format References in Word format Resume Image Resume in Word format The selected Document Type will appear in the Document Type column The User must enter instructional text for that document CSS Uploadable Docs for HR Generalist add Delete Save Cancel Close Document Type Linstruchion Text MM References in RTF format Resume in Word format Please attach your resume in a Word format Typically the text should contain details about what document is requested and what file type is required Applicants will only be allowed to attach documents that are in the required file format CSS Uploadable Docs for HR Generalist add Delete save cancel Close Document Type Linspuetion Text HS References in RTF format Please attach your references in RTF Format Resume in Word format
223. f it not the same person close the second window using the Close button If an Applicant is the same person click the Cass button and then click MENE The Applicants will be displayed in a side by side view AAA AAA ID 167 Entered 01 26 2006 By Muxlow Kristina 1D 165 Entered 01 23 2006 By Muxlow Kristina Updated 01 26 2006 By Muxlow Kristina posa Updated 01 26 2006 By Muxlow Kristina Name F M L Stacy LI Name F M L Suzy Name 4 Name Name Que 4 Name Que SSN Sot Wach zt 4 SSN id24HrfIptr9Ww Address 9876 White Picket Fence Dr 4 Address 1234 Some Street Address LI Address _ City Suburbia LI City Any City State CA 4 State CA Zip 98762 4 Zip 98765 Status i 4 Status New Hire Location LI Location Recruiter E LI Recruiter Follow Up 4 Follow Up Available LI Available Special Note LI Special Note Referral Name LI Referral Name Contact Information 4 Contact Information Skills EI Skills los 184 e Applicant Processing Greentree User Manual If this is not the same applicant 958 possible duplicate to get back to the Duplicate screen and pick a different The Applicant who was selected from the Possible Duplicate list is displayed on the left and the record that w
224. fBirth The Release Notes from the main Maintenance menu allows an organization to view enhancements made to the iGreentree version that is in use There is no maintenance required Administrator Mass Actions Apply Template This action is available for both Applicants and Requisitions from the List View It is used to change the same field s for a group of records at one time Only fields populated on the Template will be affected on live records example A new recruiter was just hired who will specialize in recruiting for Programmer positions and needs to have all of these future applicants assigned to them First create the App Template to use Select App Templates Add App Template App Templates QuickSearch Add App Template Enter data in one or more fields as needed and Save the new App Template iGreentree v8 1 User Manual Administration amp Maintenance e 243 New Applicant Template Template Recruite r_ Adrian Iw Private Template A p Address Filing System y Status A Location 9 State ll a Recruiter canmova Adrian rv Referral Name Follow up m Perform a QuickSearch for all applicants with a status of Future and an Objective of Programmer le or Tr pi Edit View PAE EES Ammerman John D s Fre Katherine 06 20 2004 raster James Future Knox Katherine 07 03 2004 es fearon Helen Future Knox Katherine 06 30 2004 maz Dooley Thomas Future Enos Katherine 06072004
225. ff an updated resume e View the status of applications that you have submitted e Create or edit your criteria for receiving email Job Alerts My Profile Find Jobs Application Status Job Alerts Search by Job Number Find Job Search by Job Number Applicants who have knowledge of a specific job number may elect to immediately search for that job by its job number They can simply enter the job number into the field and click the Find Job button to be directed to the specific job details Find Job Search by Job Number My Home Page The My Home Page contains the stored Contact Information details about the status of applications for jobs applied for and information about any Job Alerts that the applicant may have enabled Applicants can also view the latest Alert positions sent to them The main menu at the top of the Welcome page provides a link My Home Page to this section of CSS iGreentree v8 1 User Manual Candidate Self Service e 109 Suzy s Home Page Please use this page to update your contact information on file with us view the current status of submitted applications and view your current search criteria for receiving email Job Alerts Welcome Suzy If you are not Suzy please click here Application Status Click Here to Edit Mo Information to Display Contact Information Click Here to Edit Last Name QUe First Name Suzy Middle Initial s Address 1 Address 2 City
226. fields to be entered on a base record Source Name Is where a specific name for the Source or Expense is identified For example Monster He com New York Times etc If the Source Expense is to be searchable and specifically reported on each record needs to have the Source Name defined Depending on how detailed the reporting needs to be employee referrals might be handled as follows a single source record may be created with the Source Name being Employee Referral the Contact fields being the literal name of the referring employee and the Source Type see Source Type for more information defined as Employee Then when the Log to Source action is run for an Applicant they can be categorized as an Employee referral type as well as being logged to the specific referring employee Multiple Employee Referral records can be created based on the level of detail required for reporting The above described will achieve an individual employee level of reporting If the money spent for a recruiting effort is not actually a source a record can still be entered so that recruiting expenses can be recorded accordingly as the Enter Expense action is run for a requisition Source Type Is where a general category for the Source or Expense is identified For example Employee Newspaper Internet etc If the Source Expense is to be searchable and generally reported on each record needs to have the Source Type defined A high level reporting
227. finds applicants who were entered any time during that period including the date specified on the From and To date fields Select New Search and enter a Relative date onto the Entered field Choose Last Year for the From then choose This Year for To Select Entered Range O trom ESE ro Yesterday Tomorrow This Week Next Week This Month This Quarter Last Week Last Month Last Quarter Last Year Next Month Next Quarter Hext Tear Ok When is chosen Perea Range will display on the QuickSearch screen to represent that more than one date has been selected Relative dates are always based on the normal calendar The system does not know anything about fiscal dates Relative dates are also inclusive so this search would find anything entered from January 1 of the previous year all the way through December 31 of the current year Searching with Text Fields Text fields can be searched by typing the text to be found onto the field to be searched Start a new Applicant QuickSearch by choosing New Search Try searching for Applicants in a particular city and click S amp arch City any City TIP Case is not important when entering criteria but spacing is to see if any Applicants are found This works great when the user knows the exact spelling However there is a tool for users who do not have the exact spelling They can use a Wildcard search Wildcard Searches Wildcard searches can be
228. following display in CSS Browse Jobs and the selected categories Results Browse for Jobs Opportunities New This Week Positions 3 i ah Professional Opportunities 5 Positions 6 e Opportunities in Charlotte NC Positions 4 P ah Nursing Opportunities 2 Positions All Opportunities by Job Title Positions if Service Support Opportunities Positions 0 ES Physicians amp Clinical Opportunities Positions 2 Technical Opportunities Positions 4 256 e Module Maintenance Greentree v8 1 User Manual CSS Search Fields These settings determine which requisition fields will be available to an applicant in CSS Search Jobs and CSS Job Alerts These fields can be used to dynamically define a search to return only requisitions that meet their search criteria Fields used in CSS Search Fields must be coded fields with the exception of Keyword which will allow searching of the Job Description e Field Name refers to the field name code type as defined in the database e Display Name refers to the field title to be seen by applicants e Display Order refers to the order the field queries are to be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive e Max Selectable defines the maximum number of codes that can be selected from this field e Display Rows defines the height of the display box However when the Max Selectable value is
229. for the organization if desired Recruiter and Location fields should only be used for reporting purposes if necessary Sources Expenses Attachments Notes Miscellaneous or phone conversation information pertaining to this Source Expense can be stored under Attachments Notes You can also access Notes by clicking on Attachments bi Notes located on the quick launch toolbar Select the Add button to enter a note File Edit wiew Insert Format Tools e now have access to online archived print ads The Username is Greentree and the password is 123456709 A The window will scroll as additional notes are entered This information is then accessible to everyone with access to Source Expense Notes When Save is selected the user s name server date and time of the note entry will automatically be added to the note If an incorrect notation was made and the note has been saved the user will need go to Attachments Documents where each note is stored separately and Delete the incorrect note The user can then select to Add a new Note TIP Use Ctrl C to copy the old note before deleting and Ctrl V to paste the old note into the new note and then make the necessary change Objectives Use Objectives to record the type of job s or applicants that the source specializes in this may be helpful in reporting for your Organization Select Attachments Objectives to add an Objective for a source expense record
230. g Once finished updating the requisition he she can click to retain the data and have a req number assigned 56 e Greentree Requisition Management Greentree v8 1 User Manual Creating and Using Templates To enter several similar requisitions or to copy existing requisitions and or Attachments a Template can be used There are three ways to create templates copy an existing requisition discussed later in this chapter create a template from scratch or copy an existing template Create a Template To create a Requisition Template from scratch go to Req Templates on the main menu and select Add Reg Template Reg Templates QuickSearch Add Reg Template A blank New Reg Template form will appear for data entry Requisition Templates that are going to be used to enter requisitions should contain only data that is consistently the same for the position that the Template will be used to add New Req Template save Close Ei e E empiate Awa empia Template w Private Template Status Le Filing System Po JobCode ss Positionctd Total Openings Total Filed Job Title A Dept a E Reg Temp E Approved Ir Division E Exempt WE PA Deadline Location A Full Dart PA Posted Internal po Sal Grade ee M New Repl DEN M Posted External FTE po Replacing DIO Shift Code a Posting Category ti isis 7 5chedule FA Recruiter iss ed Job Group emgeet M Hirin
231. g Email Output Format This field offers two choices of format for the email output of all automated hiring manager letters The Email HTML Format in Msg Body allows hyperlinks to be used within the emails The following are additional steps required to implement the Hiring Manager module 1 Modify the required form letters in Maintenance Letters The following letters are provided standard in all iGreentree Systems for use with the Hiring Manager module HM Hiring Mgr has made an offer Hiring Mgr Notify Recruiter Offer Made MG Reg Approval Needed Reg Approval Review Request HM Reg Approval Note to Recruiter Reg Approved Reg Approval Review Completed ta Recruiter HM Reg Approval Note to Submitter Reg Approval Review Completed ta HiringMar HM Reg Approval Note to Submitter Interim Reg Approval Review Interim 2 Add required code values to CodeTypes AppStatus RegApprovalStatus RegStatus and Result in Maintenance Codes Be sure to define all Additional Properties for each of the code values 3 Define which potentially available applicant documents in iGreentree should be viewable by the Hiring Manager via the Hiring Manager module in Maintenance Doc Types DocType 4 Identify the Reg Approval Process Type in iGreentree Maintenance System Settings Parallel All designated Approvers must review and approve the requisition Serial Designated Approvers are assigned an approval hierarchy For example if Approver3 approves the requ
232. g Manager Lei Hiring Mgrs See All Apps Search Committee Start Search Committee End The name of the template should be entered on the Template field Greentree suggests that the name of the Template clearly identify the type of position this Template was designed to add When using Req Templates with the Hiring Manager module it may be helpful to use a Job Code Job Title naming convention such as 0234 Administrative Assistant Template The Template can be designated Private or Public The default is to make a Template Private Private Templates can only be viewed and used by the User who created it Templates need to be Public if they are to be used by other Users Resume Inboxes Hiring Manager Module etc W Private Template If the template is to be used for requisition entry by multiple people it should be marked public To switch a template to public simply uncheck the Private Template check box if the template has been saved click the Public button A dialog box will prompt to confirm this change iGreentree v8 1 User Manual iGreentree Requisition Management e 57 Microsoft Internet Explorer You have marked this template as Public Select OK to retain this option or Cancel to make this template Private the same for any requisition added with this template Save the template by clicking Attachment menus become available Once a Reg Template is saved Action History and
233. g and a new one beginning e Do not write on the front of resumes that are to be scanned e Do not date stamp the front of the resume unless it is okay for this date to be visible in the scanned record if so Greentree Systems recommends stamping at the bottom Place a group of resumes in the document feeder as per the scanner manufacturer s instructions The instructions will typically specify the amount of paper that the document feeder is able to handle Since resumes are on various types of paper that vary in thickness a good rule of thumb is to put less pages of paper in the feeder than the manufacturer suggests iGreentree ScanStation is utilized to scan and OCR optical character recognition resumes The OCR technology takes the scanned image and creates a text version of the resume that can be used to create and populate an Applicant s record within iGreentree Using iGreentree ScanStation Make sure the scanner is turned on before the computer is turned on If it is not the user may need to reboot their computer after turning on the scanner It is suggested that all other applications be closed prior to beginning the scanning process iGreentree ScanStation is utilized to scan and OCR optical character recognition resumes The OCR technology takes the scanned image and creates a text version of the resume that can be used to create and populate an Applicant s record within iGreentree To open iGreentree ScanStation go t
234. g the option to generate any necessary output such as letters and or reports The Applicant Action menu can be used to e data send letters and perform other actions for Applicants If the user is in or only the selected Applicant will be affected by the Action If the user is in _ list View all of the records that are currently displayed will be affected by the Action regardless of whether any record is highlighted or not Users have the option to remove one or more records from the list before performing the Action which will affect only the remaining records Single Actions Mass Actions hi nw JEJE Log to Source Sources The Log to Source Action can be used to manually record where an applicant heard about an opening If CSS is used this information may be collected as an answer to a Global Question A History of where the applicant came from can be viewed in Sources History More information about Log to Source and Sources can be found in the Sources and Expenses chapter of this manual Send Letter Users can send letters to Applicants for a variety of reasons including acknowledging receipt of their application or resume regrets details for an interview offer letters hire confirmations etc These letters may be printed to KI or sent via email To begin select Send Letter from the Action main menu Greentree v8 1 User Manual Applicant Processing e 163 Send Letter Set Applicant Status To M Fo
235. h Mo Street Addr NocC Ce Ws OoOoooo a Lea B2b S20 home email horme Com POSITION Seeking position wher Assistant Is the file attachment of a format that is accepted by iGreentree The file formats that are accepted include doc txt and rtf HTML is also accepted but not consistently as the HTML coding picked up by the processor can cause a resume to error out Resolution Highlight all of the text within the resume and copy it Next create a new email message and paste the resume text into the body of the email message Verify that the applicant s name and address format is okay and send the new email to the original inbox address for processing Is there more than one attachment e cover letter and resume Often times a cover letter will not have an applicant s contact information in an acceptable format or it will have the hiring company s contact information at the top rather than the applicant s Resolution Cover letters references etc should be appended after the resume To correct these copy all of the resume text into the body of a new email message Next copy the cover letter or any other attachment and paste the information to the email message after the resume Once all information has been copied into the new email message verify that the applicant s name and address format is okay and send the email to the original inbox address for processing Greentree v8 1 User Manual Resume Processor amp ScanSt
236. hat allows Hiring Managers to submit a requisition into iGreentree and automate its approval on line Each Manager has a password that enables them to log into the Hiring Manager module web page The approval process is facilitated by email notifications to each approver with links back to the approval page within the Hiring Manager module Maintenance functions for the Hiring Manager module will typically be performed by the iGreentree Administrator HiringMgr Settings Greentree Maintenance HiringMgr Settings is where organizations define which filing systems letters status codes etc will be used for the Hiring Manager module Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus Resume Inboxes HiringMgr Settings Sample HiringMar Settings Setup web ID HiringManager Greentree v8 1 User Manual Module Maintenance e 249 Setting Properties T rt ID Se a OI rt ID Web ID If using one Hiring Manager web Web D will typically be set to HiringManager However the Web ID can be modified to reflect specific Hiring Manager web sites Msg to Recruiter Req Approved HM Reg Approval Note to Recruiter Reg Approved Active Inactive Defines whether the Hiring Manager module is available for use Active will make the module available to Hiring Managers who have a valid User Name and Password set up see Chapter 2 Hiring Manager Requisition Management
237. he CurSeq is 119 the Mask is OS04 The next Req number is assigned will be OS04 179 llustrating that alpha character can be used as part of the hard coded Mask example The CurSeq is 1000 the Mask is 2004 The req number prior to that would have been 2004 999 The next Reg number assigned will be 2004 1000 even though extra characters are not present in the Mask However there will be an impact on sorting because 2004 1000 will display numerically before 2004 999 as iGreentree sorts from left to right If over 1000 Regs are expected in this scenario enter an extra digit in the Mask to make sorting by Req number more orderly Doc Types and File Types To attach and save additional documents to an Applicant Req Source or Hiring Manager record Doc Types need to be identified and defined Select Maintenance Doc Types Document amp File Type Maintenance caes Codes Filing Systems E 6 Poet Ine Doc Types HM FileType Each Doc Type needs to be completed with a File Type association for proper usage Maintenance The File Type of an electronic document is determined by the application that is used to view the document and is the three character extension of a filename For example a Word document is of File Type DOC filename doc Excel Spreadsheets are of File Type XLS filename xls etc The iGreentree application will be delivered with all of the standard electronic file types available in the mark
238. he fields on this window and then choose to find records with that information in the selected fields To find Hiring Managers who are currently Active pull down the list of status codes and select Active Status Active Je Llame Ile Jloction L tatus sd ES Elliott Michael Director of Human Resources Atlanta ES Greenberg Carol Financial Systems Supervisor Atlanta Griffin Terry Wice President Operations Atlanta Johnson Hugh Manager Sales and Marketing Atlanta Searching for Applicants Logged to a Requisition There are several ways to find Applicants who are logged to a particular Requisition e Perform an Applicant QuickSearch with a Req number in the Reg field This search will find all Applicants who are logged to the selected Req Req 2005 034 M e Perform a Requisition QuickSearch to find that particular Requisition then choose Applicants from the History menu From there choose View App to select a particular Applicant The search results will include Applicants logged to the Req and also gives information about the results from that logging Reg summary Action History Attachments ml Applicants 2 e Perform a Requisition QuickSearch to find that particular Requisition then use the Find Matching Apps Action This option finds people who may or may not already be logged to the Req but do meet the Qualifications Skills Degrees etc that were specified in Search Criteria Action History Attac NOTE Se
239. he first few lines and follows the above format If the applicant did not include street address information or resides in a foreign country Greentree recommends the following to trick the processor into accepting the resume For address information not included type in the following as a fake address No Street Addr 144 Resume Processor amp ScanStation iGreentree v8 1 User Manual 2 3 NoCity NS 00000 IMPORTANT Do not use the word Address on the address line this is a reserved word used by the processor For applicants who live in a foreign country type in the following as a fake address above the real one Foreign Street Addr ForeignCity FS 00000 Having a consistent fake address that is used for processing erred resumes will assist recruiters when an applicant is being considered In seeing a No Street Addr they will Know to look for another way to contact an applicant In seeing a Foreign Street Addr they will know to look at the Resume Text attachment to get the applicant s real address information Once the contact information has been corrected the document and or email should be emailed to the original inbox address for processing a FY John Smith Message Plain Text I ile Edit wiew Insert Format Tools Actions Eie Edit view Insert Format Tools Actions bh b n resumes demo mMigreentree con Eds Subject rw John Smith John Smit
240. ialog box Advanced Search Parameters Run Cancel Prompt Cleese DP selea Date Filed since Y Click on the down arrow in the ValueDesc field to view the calendar and select a date to run the search Select Select Date Filled Since sono EEO veo EXE Sunday Monday Tuesday Wednesday Thursday Friday Saturday Yesterday today Tomorrow li 2 Ja A E E ECN DETON To create a parameter for a coded field select a Data Type of Coded Field when creating the parameter and select the desired Code Type from the list Note when prompting for Recruiter select the special SysCdeFidRecruiters item as the Code Type Greentree v8 1 User Manual Searching 213 Using Groups Groups of search criteria can be used to greatly extend the complexity of an AdvancedSearch Below is an example of how the following search can be created Searching for Applicants where Group 1 AppSkill is Unix Or AppObjective is Programmer And Group 2 Entered is This Year Or Group 3 ReaJob Title Includes Unix Advanced Search Settings Search Criteria a Group a AppSkill Unis a Or Appllbechve Programmer a 4nd Group sf AppDateEntered This Year a Or Group a AppE sperencelobT itle Includes Unis Search Parameters The indenting of the criteria indicates visually which criteria belong to which groups Helpful Tips for using Advanced Search MAN Parameters must be
241. iate value Department Accounting f Cardiac Cath Lab f Critical Care Unit sa a peut Ds Hp manes O ee Supervisor Greenberg Caral In a standard Greentree application the following Code Types have a Lookup Table incorporated Department Division Grade JobCode JobGroup Location Objective and Test A Tailored system may have others When a user or Hiring Manager is completing a requisition and selects a Code Value that has associated Auto Fill information the designated fields will automatically populate on a record as a result of selecting the Code Value Auto Fill fields are designated with A in the Column after the lookup field name For example the Code Type JobCode will Auto Fill the Exempt NE Grade JobGroup and Title fields on a requisition In addition JobCode can apply a requisition template to the Hiring Manager requisition submittal form o ode Mona LAO TOP FogrammMer jobCod Additional Info for 012345 P fe 00000 RN Pool column _ value E 012345 Programme JExemptNe A E 22222 Technical zu _ Srade A DS e HirinomarReqTemplate A Sent obrar a DR 12444 Sales Menen ML THe 5 In a standard iGreentree application JobCode is the only Code Type that has the Auto Fill functionality incorporated A Tailored system may have others i e Grade may Auto fill salary fields on the requisition form Special Code Types There are several Code Ty
242. icants for 2005 025 View App Delete Sr a pr pa Da pe a PANA oa Newark Susan 142 111441 11 23 2005 New Applicant 11 28 2005 New Resume Mactal Ricardo L 143 TEIT 11 27 2005 New Applicant 11 27 2005 Russey Terry New Resume Jacobs Albert 144 Hi 11 27 2005 New Resume Evans Curtis 157 N A 11 29 2005 New Resume 11 29 2005 New Resume E Bergan Maura 1156 NZA 11 29 2005 New Resume 11 29 2005 IR New Resume Shelly Mary 158 Hi 12 02 2005 New Resume 12 02 2005 New Resume Cone Bonnie 159 114441 12 05 2005 New Applicant 12 05 2005 Interview Weber Carole 149 SH f11f28 2005 New Applicant 11 28 2005 E Future Brewer Roger 151 IIIIIIIIIIIIIII 12 05 2005 New Applicant 12 05 2005 New Resume ES Cook Joanne 500006 N A 11 27 2005 Routed 11 28 2005 Russey Terry Future Applicant Name of the Applicant who is logged to the requisition ID The Applicant s ID number Pre Screen The Applicant s prescreen score which is determined by the answers they gave to the CSS Questions and the answer weight for those questions An Applicant with a greater number of hash marks has answered more CSS Questions with an answer that was weighted with Desired and or Nice to Have Applicants who are tied to a requisition by an iGreentree User i e NOT though CSS will have N A in the Pre Screen column as no prescreen would have been completed Req Date The date the Applicant was logged to the requisi
243. ications Search Criteria CSS Additional Links CSS Questions CSS Skills CSS Uploadable Documents Document List Approvers displayed may have been entered via Hiring Manager and or manually input by clicking on the Add button The attachment displays information about each of the approvers and their progress in reviewing the selected requisition approver sd Approval Status Status Date Entered E Updated B Peterson Kerry Hot Approved 12 09 2005 Myers Gary Peterson Kerry The location is for Boston Approver Is the name of the individuals who are assigned to review the requisition Approval Status Each approver record will display a status which will reflect whether the requisition has been Not Reviewed Approved or Not Approved Status Date The date reflected is the date where the most recent change in Approval Status occurred Entered By Is the name of the User or Hiring Manager who added the approver Updated By Is the name of the User or Hiring Manager who made the most recent change to the approver s status Comments Each approver has the opportunity to comment on the requisition they are approving If they complete the comment field it will be displayed here To add another approver simply click on the Ada button and follow the prompts for Approver Name and Approval Status typically set to Not Reviewed and SAVE Send Notification de E as 7 The button can be utilized to send
244. id influencing decisions scanning etc routing advertisements etc To reset just in Can not view password only resent case if necessary Requisition Attachments Attachment Where data comes Why you need it Comments Name from Manual data entry or Track misc info Replaces scribbles on the back of Copy and paste from such as Req forms and yellow sticky notes email discussions with Hiring Mgr budget info etc Job Description Req Template Generate Usually outlines the job s Copy and Paste from Postings and Responsibilities Word or Manually enter Search Criteria Appendix e x iGreentree v8 1 User Manual Job Qualifications Req Template Copy Generate Usually specifies the job s and Paste from Word Postings and Requirements or Manually typed Search Criteria Search Criteria Analyze Job Find Matching Can come from Analyzing Job Desc Description Apps qualified but may also set criteria however add change criteria as candidates needed needed Links CSS Site more information on job benefits etc manual data entry applicants desired CSS Skills Manual data entry or Display E g Want certain skills to show in Req Template appropriate skills CSS for clerical applicants different in CSS screen skills for MIS Documents can provide docs documents scanning etc routing advertisements etc Approvers Hiring Manager or Add Keeps track of Allows the recruiter to review the Approver Req who approved approval
245. ied For 1 Routes 3 Interview Results can be entered in the Comments sections for each interview after the User receives feedback from the person who interviewed Let Rea e Result In addition Comments can also be used to store additional information about the result Click once in the Add Comments field and then click the button to open the text window Use the button to be Save allowed to enter comments Choose when finished Test Results Test Results can be used to record tests that an organization administers to the Applicant or tests that were administered by another organization Examples include basic computer skills scores Drivers License information psychological exams and completion of reference checks The Test Results Action can also be used to record other things that have corresponding values and dates such as Reference checks and drug screen results Select Test Results from the Action main menu 176 e Applicant Processing iGreentree User Manual ction History e Log to Source Send Letter _ Log to Reg p gt Reject Hz Route Interview E Test Results The test date name of the test and the value can be recorded for each entry Test Date 01 26 2006 Log to Req Test Le Test Value Comments File Edit View Insert Format Tools A A requisition can also be associated with each test entered If an applicant was tested for a specific requisition that requisition shoul
246. ience Summary Attachment in the applicant s Greentree record Any information that does not populate in the Experience Summary Attachment will be viewable through viewing the CSSForm Work History Please enter your employment history including your present employer When you click Save Changes entries will be sorted by the From date with your most recent listed first Employer Greentree Systems Inc City State Campbell CA Job Title Manager of Everything Duties Manage Everything From Date MM YY 91 05 To Date MM YY Leave blank if still employed Beginning Salary 1 00 Ending Salary Hours worked per week 4 Reason for leaving Would like less travel Supervisor Title Doug Rodgers VP of Marketing Phone 193 456 7990 M Hie 5 this employer Ores Ono Unemployment The Unemployment section allows applicants to disclose periods of unemployment this section does not have an Attachment within iGreentree and therefore information will be stored as a part of the CSSForm in iGreentree Unemployment Please account for all periods of unemployment of one month or more When you click Save Changes entries will be sorted by the To date with your most recent listed first From To Delete MMJYY hd hd a Reason Item DUU Military Service Military Service does not have an Attachment within Greentree this information will be stored as a part of the CSSForm in Greent
247. ies has a record of such impairment or is regarded as having such an impairment major life activities are activities that the average person can perform with little or no difficulty such as walking breathing seeing hearing speaking learning and working Disabled Requiring Reasonable Accommodation Reasonable accommodation may include but is not limited to making existing facilities used by employees readily accessible to and usable by persons with disabilities job restructuring modifications of work schedules providing additional unpaid leave reassignment to a yacant position acquiring or modifying equipment or devices adjusting or modifying examinations training materials or policies and providing qualified readers or interpreters Reasonable accommodation may be necessary to apply for a job to perform job functions or to enjoy the benefits and privileges of employment that are enjoyed by people without disabilities An employer is not required to lower production standards to make an accommodation An employer generally is not obligated to provide personal use items such as eyeglasses or hearing aids Tam not disabled OI Choose Not to Respond Yeteran Please choose one of the options below if it describes your veteran status Yeteran of a war campaign expedition A veteran who has served on active duty during a war or in a campaign or expedition for which a campaign badge has been authorized eteran of the Vietnam e
248. iew the resume processor looks at the beginning of the resume for text formatting that resembles a standard U S address much like the following Firstname Lastname OR Firstname MI Lastname Street Address Street Address City ST 12345 City ST 12345 1234 If it is unable to identify the above information the email will automatically be sent to Notify On Error Before the email is resubmitted some decisions need to be made 1 Is the email that erred a valid resume or is it an unsolicited email advertisement 2 Ifitis a valid resume why did it error out What modifications need to be done prior to re submitting If the erred email is not a valid resume the message can be deleted If however the resume is valid the following should be reviewed 1 What is the formatting of the Applicant s contact information The reason for an erred resume is usually because a complete name and address including City ST ZlPCode at the top of the resume could not be recognized The most common culprits for this scenario are The applicants contact information was included as the document Header or as an image or the address information is not included or is not in standard U S format i e a foreign address Resolution The most efficient way to correct this is to manually type the contact information into the body of the document or email and remove the image and or Header When typing the contact information be sure it is contained within t
249. in a selection list are coded fields These fields are limited to a pre set list of codes and only codes from the selection list can be selected Individuals with iGreentree Administrator access can add codes to selection lists in Codes Maintenance Job Code 23456 Auto Fill Some coded fields may have programming that allows the user to select a code from the selection list and have the system automatically populate other fields on the screen For instance if the user selects Job Code typically Job Title Job Group Salary Grade and Exempt NE will populate The user can over ride any field that is populated by the auto fill Multiple Openings per Req If a single request is received that has a large number of identical openings the user may prefer to enter them as a single Requisition with multiple openings Time To Fill reporting will be more difficult but data entry and posting reports may be easier using this method One master requisition with multiple openings translates to the position appearing in postings and CSS only one time Multiple Openings per Req MOPR will only work if all of the openings are identical same department same location same FTE etc f each opening is not the same the MOPR feature should not be used Instead enter each opening as a separate req MOPR functionality is built into the Total Open and Total Filled fields which appear on the Req screen Enter the total number of openings for this Req in the Tot
250. includes Associates will also find Applicants who rank higher having a Bachelors or Masters degree GTSCSSQuestionWeight Relates to the pre screening questions and the importance of a particular answer an Applicant may select when applying for a requisition via the Candidate Self Service CSS module This is only applicable for the following requisition specific not global question types Yes No and Multiple Choice RejectOnSelect iGreentree application Hiring Manager module For the selected question if an Applicant selects this answer determines if they will immediately be rejected from further consideration in regards to the selected requisition i e They did not pass all of the pre screen questions Weight iGreentree application Hiring Manager module Assigns a numerical value to the selected Code Value Represents numerically the correctness of an answer Objective Use Objective to record the general type of job they are interested in This Code Type is meant to record very general categories of positions not specific job titles Many organizations enter department names here and use this to record the areas of interest for an Applicant Name iGreentree application Provides a place for an expanded name of the Code Value RegApprovalStatus This Code Type defines the approval process points and their meaning in Hiring Manager module and audits These lookup fields are used to trigger the next step of the approval
251. information for this specific Requisition a eee E Ge Teel ere on een lr ape foes jal Pate Ter ES ma eee m EH Er Dee Seen ei E DEE E E Ell eee oe kee EEN GEET ig Welcome My Home Page Find Jobs My Profile Application Status Job Alerts Sign Out Apply for Position E To apply for the position of HR Generalist please answer the following questions related to this position Please answer all questions All Questions are Required 1 Do you have a Bachelors Degree Yes No 2 Do you have a minimum of 5 years of HR experience O ves No 2 How did you learn of this job opportunity Please Select One Ke d If by an Employee Referral who referred you Required Entry Skills From the following list please check those skills for which you consider yourself to be proficient and which you will be willing to use on the job CO Customer Service Employee Relations C HR Generalist O MS Excel O MS Outlook O MS PowerPoint O MS Word Continue gt gt gt Return to Job Detail Page Help Global Questions Global Questions are questions that are asked of every applicant who applies EVERY time they apply The applicant is required to answer the question and will not be able to continue if they choose not to answer them The questions may be essay multi select allows for selection of multiple answers multiple choice single entry source or yes no The most common Global Question is one reque
252. ing hardcopy resumes with ScanStation Scanned Resumes Start a new Applicant search to find an applicant that was entered by either e mail or ScanStation Applicants Find By ID Find By Mame Select Applicants then QuickSearch _SuickSearch In the By section next to Entered NOT updated use the coded list to select ARP Entered Tel By app y Click the button to perform the search The results will be displayed in List View highlight one Edit View applicant and use the button to review the specific applicant Under the Attachments menu select Resume Image Images are displayed using Adobe Acrobat If this software is not installed on the comp uter the mage will not be able to be TEE Resume Image for Ricardo L Mactal AS Trn Ag BODELL gt 11439 Olive 200008 3 2 TA D Ricardo L Mactal 33 Chicago IL 60004 santiago digitelone com Home 630 511 0014 Bookmarks Attachments gt Notes OBJECTIVE Well trained Professional Registered Nurse with expertise in Caregiver position focusing Experience Summary 2 in nursing care in hospital hospice psychiatric and rehabilitation 2 T Le 2 zi Ca KL Education Summary 2 Licenses amp Certificates WORK EXPERIENCE Resume Text 1 Resume Image Wilson Hospital Darian IL Emergency Room RN 10 2000 10 2001 Again from the Attachments menu select Resume Text Resume Text for Ricardo L Mactal
253. inistrative Assistant Atlanta 005 024 5 Design Engineer Metroplex Center Engineering 005 002 6 General Surgeon Atlanta Hospice 005 034 7 HR Generalist Atlanta Human Resources 2005 037 8 Medical Technician Suburban Tower Patient Care Unit 2005 036 9 Program Manager Field Engineering Dallas Engineering 2005 012 10 Programmer 4nalyst Atlanta MIS 2004 003 The applicant can click on a specific Job Title to be directed to an even more detailed look at that selected job The fields that are displayed on the Job Detail page are also maintained in CSS Settings Maintenance and as previously mentioned may differ between CSS sites 114 e Candidate Self Service iGreentree v8 1 User Manual Job Detail Le To apply for this Accountant position click on Apply for this position Email this job to a friend Job Title Accountant Req 005 035 Location Dallas Department Accounting Job Description Initial responsibilities include completing bank reconciliations and journal entries performing all aspects of A P performing analytical balance sheet recs reconciling investment reports to general ledger etc Job Qualifications Excellent growth opportunity for motivated professional with 2 3 years of related general accounting experience BS BA in accounting or related field required Proficient with MS Office databases amp A P software CPA MBA a plus Additional Links Resume Assistance Apply for this position Return
254. ion Graduate of a school of nursing Licensure Certification Registered Nurse with current state licensure or licensure from a state within the Nursing Compact BLS certification required prior to the end of general orientation Successful completion of AHA approved course in ACLS within six months of employment PALS or ENPC certification required for Emergency Room nurses with one year of employment Experience Minimum af one year adult acute care with cardiolagy cardiovascular nursing preferred Additional Links Frequently asked Questions MedCath Leadership Openings in Charlotte 4rea Apply for this position Entering Job Qualifications Select the Job Qualifications from the Attachments menu This Attachment works just like the Job Description The Job Qualifications appear in the Job Detail page of CSS below the Job Description see image above iGreentree v8 1 User Manual iGreentree Requisition Management e 61 Job Qualifications for HR Generalist Analyze EEE close File Edit View Insert Format Tools nimurn of five 5 years of Human Resources expenence Bachelors Degree required A master s degree or PHE a plus but not required Entering Search Criteria Search Criteria is a search engine that allows the user to find existing applicants This topic will be discussed in the Find Matching Apps Search Criteria section found later in this chapter Attachments CG Notes Job Description 1 Job Qualificati
255. ion can be displayed by clicking the METAS button The Offers History has also been updated in the Hiring Manager s record To view the Hiring Manager s Offers History go to Hiring Mgrs menu and choose QuickSearch Search for the Hiring Manager that was designated for the requisition that was filled CN Select Offers from the History menu History Attachrr Routes 15 Reqs 6 Interviews 14 offer Date App Mame L pp ID Requisition L nsuer Date Answer Start Date Offers ef11f2005 TEE George CO EDT 012 8 13 2005 Accept 9 8 2005 36 000 00 3 34 2005 Bertelson James ii 2005 004 3 31 2005 Accept 112005 100 000 00 3 12 2005 Jones Raymond L i6 2005 002 3 13 2005 Dec Money 3 22 2005 52 000 00 Pp J1 26 2006 que Suzy es mem aora 200 00 Greentree User Manual Applicant Processing e 179 If the Applicant declines an offer that was extended their reason for declining can be recorded Keeping declination reasons can be useful in justifying change i e salary grade adjustments bonus incentive structures hours etc To record a decline decision enter the Answer Date and select the appropriate Answer If the offer is accepted the next step is to run either the Hire or Fill Action In addition the Applicant s Status must be updated and the Requisition must be reactivated by changing the Requisition s Status NOTE Offers are also recorded in the Requisition s Offers History and in Hi
256. is information is recorded in the Expenses History for Requisitions as well as the Expenses History of the Source Expense Requisition Edit View JjS5ource Expense For Action History Attachn Action History Attac Applicants 16 Postings 1 f a Postings Applicants Baad Holds 13 ees Hires Offers 2 nered Letters My Expenses 8 Expenses 2 NOTE Entering an expense from the Source Expense window can also be done if the particular expense doesn t apply to a particular Requisition To do this run the Enter Expense action from the Source Action menu selecting to Add and so forth as described above Action History Send Letter Applicant Actions for Sources Expenses There are Actions for Requisitions that relate to Sources Expenses Post to Source and Enter Expense Source Recording The Source that each Applicant came from can be recorded in iGreentree if CSS has been purchased the Source is automatically logged when the application is submitted For paper applications you would need to use the following action Log to Source Vi i Select Log to Source from the Action menu or select from the quick launch toolbar Date Logged loifs1o 2006 Log to Requisition 7 Source Employee Referral Comments Action History i File Edit View Insert Format Tools RP ESE ee Carl Brown referred this applicant A If you know the requisition you may select it here This will log the applicati
257. is used to scan resumes and other documents Must be installed on the computer where the scanner is connected Search Dependent Reports Reports that are run after performing a search Allows the user to choose which records to include in the report These reports may be more difficult to find and run than ReadyReports but they allow greater flexibility to the user in deciding which data to include Search dependent reports can be run from List View or Form View Synonym Another word for the same thing Items in iGreentree that may need Synonyms include Codes for Resume Processing and Sections of a resume Synonyms are important because not all applicants will use the same wording on their resumes yet searching is easier if a common Code is used Tailoring Changes to standard database to make it meet your organizational needs Includes adding deleting re labeling fields from the Applicant and Requisition screens with some limitations Tailoring can be bought along with the initial purchase of your system Some organizations choose to have tailoring done later which is completed per a Greentree Systems proposed and customer approved bid Changes beyond normal Tailoring are called Customization and require a bid Contact Greentree Technical Support for additional information about Tailoring Template Applicant or Requisition data used to create records with one or more fields in common Used in initial data entry to copy records or enter re
258. isition this will override the need for Approver1 and Approver2 to review and approve the requisition Para Reg Approval Process Type arallel Route Email Subject Prefix SR 5 Add Hiring Manager records in iGreentree Hiring Mgrs section At a minimum Hiring Manager records in iGreentree need to have the following fields populated FirstName LastName Title valid Email address User Name and Password Candidate Self Service Module Candidate Self Service CSS is an iGreentree module that provides Applicants with real time access to view and apply for existing job openings while also making available to them a tool that allows them to set job alerts for future openings A candidate who applies can return at a later date to follow up on the status of their application and or to update their information CSS stores the information entered by the applicant so that it can be accessed and used when applying for other positions thus avoiding the need to complete another application from scratch Most of the maintenance functions for the Candidate Self Service Module will be performed by the Greentree Administrator Greentree v8 1 User Manual Module Maintenance e 253 CSS Settings Greentree s Maintenance CSS Settings is where organizations define which filing systems results letters etc will be used for a particular web Also defined will be the criteria for which positions will post to the specific CSS and what requisition i
259. it is handy After fixing text Re Analyze by choosing the Re Analyze button fal The system will prompt to Save the changes The system re reads that Text file each time the user Re Analyzes using whatever text is there at the time Choose Yes Greentree Remote ScanStation E 2 Save changes and re analyze AUMPOLE i Ho Cancel The next step is to Send the resumes to Greentree Sending Resumes Setup To send via email the option must be turned on in ScanStation and the user must enable the Property for email sending for the selected Resume folder Access the properties by highlighting the Folder and then going through the File Menu and selecting Properties Or right click on the Folder and select Properties File Options Help e ACME Scan Stalor 7 Resume Folders Contents of Test 3 AEN Receive AR 3 Test 2 Sie Process Erai AltA Ve Greentree Remote ScanStat By E o Send Alt N Fie Options Help Scan Alt S geg ell ae e Process Email GltGchd a View AE send Alltel Add New Resume Akt Scan Altas Delete Folder Alt D OCR Al Properties Alt P Analyze Al Exit Alt DE Glo Add New Resume Ali Delete Folder Alt D Properties Alt P Eat Altes Resume Folders Test 1 Greentree v8 1 User Manual Resume Processor amp ScanStation e 137 Once Properties has been selected and displayed select Email as a Sending Option bal Test 1 Properties Once Email is selected c
260. ize before sending 180 e Applicant Processing Greentree User Manual The User should populate all of the relevant fields The Total Bonus amount can be further split into multiple payments and payment dates for ease of reporting and or inclusion in the hire confirmation letter The Filled On date will be automatically populated with the current date This date can be overwritten in the circumstance where the Applicant accepted the position on an earlier date The Filled On date is often used for calculating the Time To Fill How Filled is a field used to define the Applicant s transition into the Requisition that they are filling In other words is the Applicant an external applicant or is it a promotion transfer etc The Hire Action will default to update the Requisition Status to reflect the position is filled This will remove the posting from CSS if it was not already removed by the Offer Action The Applicant s Result will also be updated to reflect that they were hired Other AppReg Results for Hired Applicant refers to other positions the New Hire may have applied for Running this action will change ALL OTHER App Req Results that this Applicant has applied for Other App Reg Results field will update all other candidates who are logged to this Requisition Those Applicants who have a previously entered Result for this Requisition will not be affected Users can select a letter at this point or if no letter is needed the Select L
261. l Status Status Date Entered B Updated B Jee Andrea Not Reviewed Hamhome Michael SS elliot Michael Net Reviewed O Hamhome Michael SSS ereenbers Carol Mot Reviewed Hawthorne Michael eren Ters Mot Reviewed Wagems Michael O OOOO o iGreentree v8 1 User Manual Hiring Manager Module Requisition Management e 43 Approver Reqs The Hiring Manager also has the option to review only requisitions for which they are or were designated as an Approver This will not display requisition for which they were an Initiator Approver Regs To review their Approver Regs the Hiring Manager clicks on Approver Regs Y Regs My Regs e Add New Reg e Pending My Approval Approver Reqs Hiring Managers can select to view a more extensive date range of requisitions by choosing another option from the List These Regs list The Current option is defined in Maintenance Codes RegStatus IsCurrentForHiringMar Approver Reqs Diosa Reg Job Title Dept Hiring Mgr Entered Recruiter a Bergman Pam 01 16 2004 co Fowler Kevin a Walker Jane 04 28 2004 ci knox Kathenne 2004 002 Senior Administrative Assistant New Req Approved 2004 041 Senior Administrative Assistant New Reg In Approval Process 44 4 rr page i af 1 2 Records Total List These Regs Current The Hiring Manager must then select the Req from the list of requisitions to proceed to the Review Req screen where a complete review of the
262. l again send a notification to the rejecter Send Notification should NOT be selected to have them approve the modified requisition Once they approve the approval process will continue on as described above The complete approval audit trail can be viewed by the Recruiter under the History of the requisition History Attachments Applicants 16 Postings 1 _ Holds 1 Offers 2 Expenses 7 Approvers Audit Approvers Audit For 2005 055 ol Transaction Approver L pproual Status Status Date Entered B Updated B p Edt Brelsford Mark Approved 12 22 2005 Muxlow Kristina Close lat canmowa Adran Not Reviewed 12 22 2005 Hinson Kristina add brelsford Mark Not Reviewed 12 22 2005 Hinson Kristina Jada Bergman Pam Wot Reviewed 12 22 2005 Hinson Kristina If the order of the approval process needs to be changed the Recruiter can go to Attachments Approvers menu item The Send Notification button in iGreentree is the way for the Recruiter to override the originally designated order For example two managers are identified as Approvers however manager 1 is on vacation but waiting for manager 1 to return is not an option and requisition approval must move forward The Recruiter can select to Send Notification to manager 2 who can approve and then Manager 1 can give the final approval upon returnina e Approvers For 2005 055 Delete EC Notification lapprover Approval
263. l set The best Thesaurus to dooa IS the one that contains skill and degree codes that fit the type of Req selected For this example use All Codes 80 e iGreentree Requisition Management iGreentree v8 1 User Manual Select Thesaurus All Codes Computer Financial Med Professional The system now finds Skills and Education criteria based on the codes in within the system and the text it searched in the job description You will receive a notice of how many criteria were extracted and that it has been successfully added A Successfully added 10 search criteria extracted From the Job Description The Search Criteria can now be fine tuned to find the Applicants who best match the needs for this particular job opening PLEASE NOTE If no search criteria existed the user would be brought straight to the Select Thesaurus box Search Criteria To see and maybe edit the criteria choose Search Criteria from the Attachments menu Attachments 7 Notes Job Description 1 Job Qualifications 1 Search Criteria Desired will always be the default for requirements that are populated using the Job Description or Job Qualifications Analyze feature Tipe e DesiredfRequired Reguirement Search Text mMajorfEmphasis RatimafScore ei Dei Dages OO S eu Dee min eu Dee ere A A eu Dee bimcpes S A eut Dee encdhee JO eat Dee P teeer TCS e Dee Prioecbe a A e Dee Dnmenbees eu Deeg Faeb
264. lates as needed Some may consist of only Attachments such as Job Descriptions and or Search Criteria which are used to apply standard attachments to new Reqs after they come in from hiring managers Others might be used to perform mass updates of existing records Users may have a Template for each of the standard positions that frequently are open making data entry fast and easy Templates associated with Job Codes may be used pre populate requisitions entered in the Hiring Manager module including Job Description CSS Questions etc Greentree v8 1 User Manual Greentree Requisition Management e 89 Requisition Reports Users can report on requisitions using the Requisition Reports Action Reporting on requisitions will be discussed in the Reporting Chapter of this manual Add Approvers This Action will allow the recruiter to add approvers to a requisition that has a Pending Approval status Select Add Approvers from the Action menu action History attact EE gt Find Matching Apps Associated HiringMgr Entry Default HiringMlanagqer Ke Post to Source LG Enter Expense MAA y Place On Hold gt E Kevin KFowlermiGreentree corn JD Take Off Hold Knox Katherine KatherineKkiGreentreeSystems com Y Withdraw On _ Copy To Template Requisition Reports EJ Add Approvers Bez on ok Click to generate the coded list of approver names Highlight
265. lds may have been tailored to meet individual organizational needs Enter data in each field making sure that everyone is in agreement on how each field will be used so that data being entered is meaningful to everyone SS AE MI Al nn PIM List view Summary New S a A p 3 emer AM Pe k e H pa aE a KE e al 4 K ell i og jm b GC EJE h e SE d lt CHE Entered 01 11 2008 By css Updated 017 1372006 By oue Suzy Name F M L Suzy Que SSN 123456789 Address 1234 Some Street Filing System external Applicants Ir Staus Is City Any City Location E State ca Zip o1234 Recruiter Ur Je Home Phone 122 456 7890 0 Follow Up Po W Work Phone 987 654 3210 Available 01 01 2005 m EMail Suzyque hotmailcom OIG Status Pending y Referral Name DIG Last Status Date 5pecial Note Enter the remaining data on this window and Entering Additional Applicant Records J A ll mise AA moy AAN dd Mew After adding an Applicant users can easily continue adding more records Select the button to get a blank Base Record window Enter another Applicant Name and address and click Save Attachment Data Regardless of whether initial data came from Candidate Self Service CSS Resume Processing or was e entered into Greentree there are several Attachments that may need to be completed Greentree v8 1 User Manual Applicant Processing e 151 Notes A
266. le Female OI Choose Not to Respond Ethnicity Are you Hispanic or Latino No not Hispanic or Latino Yes Hispanic or Latino A person of Cuban Mexican Puerto Rican South or Central America or other Spanish culture or origin regardless of race OI Choose Not to Respond Race What is your race Select one of the following race categories White w person having origins in any of the original peoples of Europe the MiddleEast or North Africa O Black or African American A persons having origins in any of the Black racial groups of Africa O Asian A person having origins in any of the original peoples of the Far East Southeast Asia or the Indian Subcontinent including for example Cambodia China India Japan Korea Malaysia Pakistan The Philippine Islands Thailand and Vietnam O Native Hawaiian or other Pacific Islander A person having origins in any of the peoples of Hawaii Guam Samoa or other Pacific Islands O American Indian or Alaskan Native A person having origins in any of the original peoples of North and South America including Central America and who maintains tribal affiliation or community attachment O Two or More Races 1 Choose Not to Respond Disability Status Please choose one of the options below if it describes your disability status Disabled art individual with a disability is a person who has a physical or mental impairment that substantially limits one or more major life activit
267. letter will be sent There will always be two print options available If an email address is available for the applicant additional emailing options will also be available Select Letter Thanks for the Resume You are being considered for a req Signer Cannova Adrian W Output Format EMail HTML Format in Msg Body k Specify EMail Information Include Letter Contents in Letter History W Personalize before sending 164 e Applicant Processing Greentree v8 1 User Manual If sending the letter via email the ASE IA e Ella button becomes available so that additional information may be entered EMail Information ok close To Subject CC BCC d ACannovatlGreentreesystems cam dl JInalkermiGreentree cam OO From KMuxlow iGreentree com Add Calendar Schedule Attachment Attachments f Add The email address populates automatically in the To field from the email field on the Applicant s record A Subject must be entered here The Recruiter and Hiring Manager listed on the chosen Requisition are listed to be copied by default Other recipients can be manually designated in the black field Attachments can also be added if needed Choosing Ok will start the action The user is then returned to the Send Letter action dialog box The Specify Email Information button will now have a check mark next to it to indicate that the user has already entered the email informatio
268. licants Assign Result for other Apps Reject Alternate Selected El Check All Uncheck All kk Jones Raymond L 16 El Once the hire has been successfully submitted the Hiring Manager will receive a confirmation message After selecting OK a new Hire form will display The hired applicant will no longer display on the View Offers form Xx The requistion 2004 016 General Surgeon vall be marked as filed by Harold Harborough NOTE A LETTER IS NOT AUTOMATICALLY GENERATED FROM THE SYSTEM TO THE RECRUITER ON FILE OR THE APPLICANT WHEN THE HIRE ACTION HAS BEEN COMPLETED Finding Applicants in Hiring Manager Module Hiring Managers also have the ability to find applicants by name or who have recently applied either by CSS or manually in iGreentree to one their requisitions 50 e Hiring Manager Module Requisition Management iGreentree v8 1 User Manual Finding By Name To find an applicant by name in the Hiring Manager module the Hiring Manager must click on Find By Name from the Applicants main menu Y Applicants e Find By Name e New Applicants Find Applicants By Name Coe d Hep First Nama Last Name Search These Regs Current Find Applicants 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 Find Applicants By Name Close amp Help First Name Harold Last Name
269. licants Spplicant Applies va ASE Spplicant Submits Applicant Submits Agolicants Spplydua ASE Cvduntary Survey Collected Resume wa Eral Hardcopy Resume iodo Resume Processed by if meq number identified GN EA Pecruter Qualities Hot Dune sg Applicants for Position Phone Screen et Apolicant receives Thank you and Con rmation Humber Logged to Reg Quaiied Recruiter Routes Applicant htfoto htarager Fonte Acknowledgement Latter Miled Send Latter Action Tum Down ppicart binager Reject Action Rejects Track Appicant s Source Log to Source Action Acton A binager Requests interne ERO Info Entered if not Al binager Recruiter Coordinates ERO Infomation Ready Completed da ASE Rejects hteniew interdew Acton Colected uE ager menes de a Pre Employnrent Completed Recorded in Add nee Latter to eang Test Resuks el lees Success hy passestesto Applicant Offer Extended viake Ofer Dedires Action Apolicants Hire Action Send Rescind Letter Weekly Hew Hire Repot Generated Introduction Overview e 3 Greentree v8 1 User Manual Human Resources View Individuals in the Human Resources department can view their recruitment data by using the iGreentree Employment System This application has much greater access to data than the other modules The Hiring Managers and the Applicants have their own modules described later in this chapter Logging on Fro
270. lick k the user will be returned to the Add A New Advanced Search Criteria dialog Add Hew Advanced Search Criteria OK Cancel Where Field RegStatus E Condition L Use Yalue f Use Parameter Value E The default Condition is set to At this point the user can click on the button next to Value and select a specific value such as Open from the list of ReqStatus codes However in this example we want to include requisitions which are either Open or Offer Outstanding so instead of select the Condition of In List Add New Advanced Search Criteria OK Cancel Where Field ReqStatus sl Condition In List Values Del Add Statistics be You have access to this variable and will be able to run this query Criteria Data Type Code Type Code Type Reg5tatus There are no parameters defined for this data type Add Use the button to select the RegStatus codes to be included in the search criteria and click l DE l SCHER SS to add the selection s click again to add the search criteria to the search and return to the Build AdvancedSearch page Greentree v8 1 User Manual Searching e 209 Build AdvancedSearch SEES SE Me DE Er Get a e Name of Search Katherine Knox Active Regs Public for Edit Public for Run WwW Run at Startup Notes mem Enox OperOffer Outstanding and recently filled Regs Advanced Search Settings Where SS
271. lick on Settings to enter the email information A Sender a Recipient and System information must be entered EM E Mail Settings x Example Sender example sender 2icompany cor Name User s name Email Address User s email address E E Mail Settings Example Recipient resume recipient 2icompary cor Name The name of the generic mailbox being used to receive the resumes Email Address Email address where resumes are being sent usually a generic account 138 e Resume Processor amp ScanStation Greentree v8 1 User Manual Gei E Mail Settings Sender Recipient System Mail Gustem Internet t Mail Server mail server corr Mail System Internet Email or MAPI MAPI is no longer a used format Internet Email should be selected Mail Server Address where your mail server is located Sending Resumes When finished reviewing and making any necessary changes the user should use the exit button door icon to return to the main page To send resumes first highlight the Folder to be sent Choose Send Selected Resumes A window will appear for the email A subject can be created or a message entered If automatic logging to req is enabled in Inbox Maintenance the user can designate a requisition number in the subject line of the email and all applicants in this folder will be logged to that requisition if it is open Choose OK to send Email Message From Example Sendercezample_sendertdcompany
272. lick the button lt may take a minute for the system to build the report A Web Page Dialog Generating Report Letter Please wait iGreentree v8 1 User Manual Introduction amp Overview e 15 All Open Positions Showing Days Open Based on Requisition Date Received New Days Req No Position Department Replace Replacing Grade Recruiter Received Open 2004 003 ProgrammeriAnalyst MIS Replace Kathy Billingham 25 Katherine Knox 02 05 04 685 2004 004 Project Engineer Engineering New 23 Michael Mercer 02 04 04 686 2004 005 Software Development Manager MIS New 25 Katherine Knox 04 06 04 624 2004 006 Design Engineer Engineering New 24 Michael Mercer 05 07 04 593 2004 011 Senior Administrative Assistant Accounting Replace Mary Solomon 16 Michael Mercer 09 07 04 470 2004 013 Sales Support Assistant Surgical Services Replace Tom Wicker 15 Adrian Cannova 10 01 04 446 2004 016 Program Manager Field Engineering Engineering New 23 Michael Mercer 11 04 04 412 2004 019 Registered Nurse Critical Care Unit Replace Michelle Ali 24 Susan Chamonix 11 28 04 388 2004 020 Senior Administrative Assistant MIS New 16 Michael Mercer 12 05 04 381 2005 005 Sales Manager Surgical Services New 24 Adrian Cannova 01 24 05 331 2005 006 Administrative Assistant Surgical Services New 16 Michael Mercer 01 24 05 331 2005 007 Administrative Assistant Surgical Services New 16 Michael Mercer 01 24 05 331 2005 008 Registered Nurse Critical Care Unit New 22 Michael Mercer 01 14 0
273. light the selected code then use the button to move the selected code to the selected list For faster selection the user can also double click the selected code to automatically move it to the selected list The user may also select No Entry to find all records that are null 8 e Introduction Overview Greentree v8 1 User Manual List View The records found will be displayed in a list Requisition List 14 4 1 of 21 PJP Edit view Summary New Search SERIES Rec p ecoa programmenAnalest Open Gr 2004 004 projet Engineer e Damm 2004 005 Software Development Manager Open mmm 2004 006 Design Engineer oe Sam 2004 016 Program Manager Field Engineering Open 1377 2004 20001 Registered Nurse rer oam 2004 020 senior Administrative Assistant Open 22zon 1 25 2008 1 25 2008 1 25 2008 baam Registered Nurse Oe mme 2005 012 Technical Support Representative Open uge 2005013 Accounting Assistant Oe um Jaen future Position Nurse position may not be corfOpen ar2r2o0s Jaen General Surgeon O oom parsos Edit View To display more information about a single record select the record by clicking on the record line so that Edit View the triangle indicator appears next to the record s number Click the button Requisition Edit View Kg i of 21 OO List View New Search Summary MES 5 e eu Entered 02 05 2004 By criffin Terry Updated Status open Tel Filing System Requisitions Job Co
274. ll of the fields on the base record Filing System This field determines how the Applicant record will be numbered and is a required field A single Filing System such as Applicants may be used or several filing systems with different numbering ranges for special groups of Applicants may also be used Filing System External Applicants NOTE Filing Systems can be created and modified from Maintenance Template Templates can be used to save time during data entry and to keep data consistent when several Applicants need the same data in one or more fields such as Source Template Saving Applicants lt is usually helpful to _Save right after entering the Name and Social Security Number if used Upon saving the system automatically performs a duplicate check to determine if another record exists that may be for the same applicant If the system finds potential duplicates it will present a list of those applicants at the bottom of the screen Duplicate Applicant records are found based on the duplicate setting that is designated in Dup Check Maintenance See the Administration and Maintenance chapter of this manual The possible duplicates will be presented to the User for review Possible Duplicates List View Duplicate Use Duplicate Add New pplicare mp J ddress Jesm o If one of the records listed seems to be a previous application from this same person select the possible duplicate record by clicking in the far l
275. llow Up On For Requisition Select Letter Thanks for the Resume You are being considered for a reg Signer Output Format Include Letter Contents in Letter History Personalize before sending A Status can be entered for the applicant It is important to remember that the Applicant s Status is used to represent the candidate s status overall with an organization NOT their status for a particular job opening Optionally a Follow up date can be entered This field is not needed to perform the action but may be i J convenient for updating the Applicant Follow up field EE Selecting the Requisition for which the Applicant is being considered can be very useful If data from the requisition is to be inserted into the letter being sent it will be necessary to choose which requisition it is to be pulled from If selected the database will record which Requisition the letter was sent for For Requisition If a new Status or Follow up date is entered it will update the Applicant Base Record after the action is performed In addition if a new Requisition was selected the Applicant will be logged to that requisition when the action is performed A letter can be selected For this example the Thanks for the Resume letter was chosen Signer determines whose signature name and title will be on this letter if the letter is using the signer fields as letter inserts Output Format determines how the
276. lude Experience Summary Education Summary Resume Text Resume Image Skills Objective At this point the user can perform Actions for these Applicants such as Log to Source Send Letter Log to Req and or Route Actions will be discussed in the Applicant Processing Chapter Applicant ID numbers can be written on the hardcopy resume and perhaps filed by ID numbers if it is necessary to keep the paper copy of the resume Many organizations discard the original hardcopy resume at this point Since they save images they can always re print an identical copy from the Resume Image 140 Resume Processor amp ScanStation iGreentree v8 1 User Manual Handling Possible Duplicates As with the manual entry of applicants occasionally users will run into an applicant who has previously sent in a resume For resumes organizations have three options for how to handle duplicates e Ignoring Duplicates e Using a Separate Filing System e Merging Duplicates Ignoring Duplicates Some organizations choose to ignore duplicates and allow the system to create a new record each time an applicant applies The downside to handling duplicates in this manner is that it is much more difficult to review an applicant s history Multiple records will need to be reviewed in order to get a clear picture of what has happened throughout the person s history of applying Using a Separate Filing System Any applicants that the system perceives as possible du
277. lvery dates negotiate H Page 1 of 1 A H a BASIL RUMPOLE 2948 Alta Drive San Jose CA 94837 408 226 0594 There are several icons in the Analyze screen Undo Changes allows users to revert back to the previous text Send Selected Resumes transfers the corrected resumes into Greentree a u Re Analyze can be utilized to update the display results in the analysis window if changes were made to the text z Output to File will create a text txt or Rich Text Format rtf file that displays the names and addresses of the resumes This option can be used prior to sending lo Print Analysis Results will prompt for printer information then print a list of all the resumes It may be helpful for a remote site to keep this list of what was sent This option can be used before sending a Delete Resume may be needed when the same resume accidentally gets scanned twice or for some reason a file exists that should not be processed into iGreentree 136 e Resume Processor amp ScanStation iGreentree v8 1 User Manual Ne Close the Analyze window to return to the main iGreentree ScanStation window where the entire Folder of resumes can be sent at once To assist the system in finding accurate contact information name address phone and email fix any errors that may have occurred within the resume text section center window The image can be viewed from the bottom window to help or use the hardcopy resume if
278. m Internet Explorer enter the iGreentree Employment System URL The user s password is case sensitive Successful program execution will display the User Login Window ready to accept a validated username and that user s password Each user should be given a unique username and password Connect to gt81 ga igreentree com KE gto1ga igreentree corn User name E kmuzow Ww Remember my password Menus When first entering the database the user will see a menu similar to the one displayed below on the left side of the screen os iGreentee Hot Items Applicants Requisitons Sources Expenses Hiring Mgrs Advanced Search Ready Reports Maintenance Reg Templates App Templates User Preferences Exit Each of the main functions has additional options beneath it The main menu can be expanded to include sub menus by clicking on the menu option Click again to minimize an option an iGreentee Hot Items Applicants quisitions Find By Reg QuickSearch Add Requisition When a sub menu is selected a new window will open to the right 4 Introduction amp Overview iGreentree v8 1 User Manual Within most windows there are additional menus The most common menus are Action History and Attachments These menus have sub menus that can be viewed by clicking on the main menu label Select a sub menu by moving the mouse down through the list and clicking on the item needed An additional window will appear at th
279. ment Type seen DOC Applicant Prescreen POC Application Form Cover Letter in vvord format Interview Audio Interview Motes scanned TIF Interview Notes Word document Notes Photo po Ok l Choose to add the document type The Add New Document window will reflect that the document is uploading Add New Document Uploading file Please be patient Document File C Document Type The file type required for the Document Type must match the file type for the document being attached A file mismatch will generate an error Upload New Document Results Sorry Only Files with an extension of TIF are being accepted for he document type you have selected You requested to upload C Documents and Settings Cad Hinson My Documents HPH Documents OfferQuestions doc If the upload is successful a message will display confirming the success Upload New Document Results e file was successfully transmitted by the user otal Bytes 20480 Document Added Successfully The document will be added to the Document List after clicking _Done To add additional documents to the requisition record repeat the steps above To delete an existing document select the document row and click the EISEN button 74 e iGreentree Requisition Management iGreentree v8 1 User Manual Adding Editing Approvers Choose Approvers from the Attachment menu Attachments gt Notes Job Description Job Qualif
280. ments Make Offer Edit App Offers Letter optional Info can default to Hire or Fill Req Offers Updates App Status Reg Status Hiring Mor Offers AppReq Result can Log to Req Updates App Status Reg Status AppReq Result AppReq Results for pos S gee ken from 2 App records the same person Applicant Edit Printed report Includes records found in search Reports List or File in other program Apply Template List Updates group of records with same data Maintenance Archived Applicants report first data good for cleaning out Interview Edit App Interviews Letter optional Can track results can Log to Req Hiring Mgr Intvws Hire Edit Source Hires Letter optional Info can default from last offer Hiring Mgr Hires other candidates can Log to Req can output to Crystal Reports or other Request OIG Edit Connects to the OIG Database for Background List employment status verification Report Updates 2 fields on App record Change Filing List Changes both Filing System field and System ID number Create CSS List Will not overwrite existing UserlD and UserlD and Password for applicants PWD Appendix e vi iGreentree v8 1 User Manual Requisition Actions List Find Matching Edit New browser To find possible candidates can Apps window with list also run from Search Criteria of Apps Attachment ranks results by how close matched Search Criteria List Source Postings posted Enter Expense Edit Req Expenses Can only choose from Expense Exp
281. n NOTE f the Applicant chosen does not have anything in the Email field the user will not have the email choice available as an Output Format The letter must be printed Ok i l Select to run the Action If Personalize before sending option was selected the letter will appear in edit mode with this Applicant s name address and other data inserted Personalize Letter File Edit view Insert Format Tools January 25 2006 Suzy Que 1234 Some Street Any City CA 98765 Dear Suzy Thanks for your interest in Greentree Systems Inc Your qualifications will be carefully reviewed and should there be a match with our current requirements you will be contacted to arrange an interview In the meantime thank you again for considering Greentree Systems Inc Sincerely Hum an Resources Greentree Systems Inc iGreentree v8 1 User Manual Applicant Processing e 165 If necessary the User can Edit the letters content and or formatting File Print can be used to print a copy of the letter When the letter is ready to be sent the User chooses OK to send it via the selected output format A processing box will display while the letter is being generated The User can cancel by clicking the Cancel ReportLetter Request button Please wait If Email had not chosen as the Send By option the system would now open a Word Processing application the application which your computer associates with RTF files where the l
282. n Aud Calendaring Scheduling CSS Processing Turn On Aus Turn Op Aud Show All This option will display all miscellaneous Settings that can be controlled here GTS Subscription Services Greentree Service App Summary Grids The Summary Grids refers to the Summary View of an applicant see Applicant Processing for more information on Summary View This Settings Group controls the layout of the Summary View of any applicant in the System Sais KERGER KS Settings Group App Summary Grids e MAPA PE P ace Summary Grid Rows 058 Questions A Je Summary Grid Roms Documents O p o Je Summary Grid Rows Education A Je Summary Grid Roms Experience A Je Summary Grid Roms Interviems O Je Summary Grid Roms tetes O OCO O eooo o o Je Summary Grid Rows ieren Je Summary Grid Rows Objectives O O o o o Je Summary Grid Roms Offers O OoOo ooo o o Jase Summary Grid Roms been Je Summary Grid Roms Routes en Jee Summary Grid Roms skills e Jee Summary Grid Roms sows O O O o oO Je Summary Grid Roms ern The Property column refers to the item s that can be displayed on the main screen both Attachments and History The Value column refers to the number of rows to be displayed if the Property exists For 238 e Administration amp Maintenance Greentree v8 1 User Manual example the value
283. n ScanStation iGreentree Scan gt MAIR iS Analyze ee Handle duplicates OCR Text Email to iGreentree Applicant records appear with Resume Text and Image Attachments CSS Userld and Password generated Emailed Resumes Automatic Resume Processing If a special email inbox has been set up to receive only resumes those resumes can be loaded directly into iGreentree allowing the system to process them like other resumes but without scanning See Chapter 10 for instructions on the setup of inboxes in Maintenance under Resume Inboxes Resumes cannot simply be pulled from a user s regular inbox because it would pull in all emails resume or not Resumes that come to a user s regular inbox can be forwarded into a generic email box for processing iGreentree v8 1 User Manual Resume Processor amp ScanStation e 129 Automatic Resume Processing ARP converts an email or its attachment to a Resume Text file which then becomes an Attachment on the Applicant record that is created in iGreentree ScanStation can process resumes with the following types of attachments HTML DOC TXT and RTF Once ARP is set up the system checks every A seconds X as defined in system setting on the server for new emails in the designated inbox Any emails which seem to contain resumes either in the body of the email or as an attachment will be processed into the system These resumes are analyzed and processed the same as resumes from ScanStation findi
284. n Status View Job Date Status Applied 2005 035 Accountant 01 13 2006 01 13 2006 SEN Withdraw Application Registered Nurse Cath Application S 2005 040 Lab 01 13 2006 01 13 2006 e eived xo withdraw Application i Application i Ze AN 2005 037 HR Generalist 01 13 2006 01 13 2006 Gecgiwed so D dtbdrauw Application Help Withdraw Application The applicant has the option to withdraw their application should they no longer wish to be considered for a position they previously applied for The applicant simply clicks the 442 draw Application link next to the position for which they are no longer interested This process will update the applicant s Result in iGreentree to reflect their decision This link will only be available if the position is still open The applicant will receive a confirmation that the steps taken to withdraw the application were successful Update Status Response My Home Page My Profile Application Status Job Alerts Successfully withdrew your application Return to Previous Page Update My Job Alerts The applicant has the option to create and edit Job Alerts by going to the menu Update My Job Alerts The applicant can identify the criteria for the jobs they would be interested in Once the criteria have Save Search been selected the applicant selects to save the criteria and activate the alerts Once enabled alerts will be emailed to the applicant whenever positions are posted that meet the
285. n from Greentree personnel Changing this information will result in services malfunctioning Greentree Service Settings Group e MEA CAP P petete Temporary Files Aging Hour _J mailProcess Process Threshold Delete Temporary Files Aging Hours Several functions in the iGreentree System create temporary files on your PC This settings determines how long those files are saved before deletion Greentree recommends deleting these files on a daily basis therefore 10 hours is the standard recommendation EmailProcess Process Threshold Refers to the number of emails processed per pickup from a Resume Inbox For example the server has been set to pickup Resume Inbox messages every 10 minutes and this setting is 3 the system will pickup 3 emails every 10 minutes Greentree Systems recommends a value of 3 System performance will be negatively impacted when the threshold is set higher OIG Processing The OIG Processing settings are set up only if your organization subscribes to Greentree s OIG Processing Service These settings were defined upon implementation of your system and should not be modified without consulting Greentree Systems for more information Req Summary Grids The Summary Grids refers to the Summary View of a Requisition see Requisition Management for more information on Summary View This Settings Group controls the layout of the Summary View of any Requisition in the System 240 e Administration amp Main
286. n the menus and not described above are not currently available in iGreentree Many of the options above also have keyboard shortcuts such as Ctr P for Print The shortcuts are displayed next to each item in its menu Users can memorize the keyboard shortcuts for functions used frequently Fie Edit wiew Insert SE Ctrl P These same editing functions are available for Job Qualifications Notes Resumes and Letter Maintenance The Job ETE will Se in the Job Detail Si of Candidate Self Service ee Job Detail E To apply for this Registered Nurse Operating Room position click on Apply for this position 4 Email this job to a friend Job Title Registered Nurse Operating Room Req 005 032 Location Dallas Department Critical Care Unit Job Description This professional staff person ls responsible for performing assessments developing a plan of care implementing and evaluating the care The RN administers medications and treatment as ordered by physicians and in keeping with the current clinical nursing practice The RN is responsible for directing monitoring and evaluating the care delegated to non licensed personnel s a member of the interdisciplinary care team the RN works collaboratively with the other members to assure the safe and accurate delivery of care In addition the RN performs a range of technical services in a cross functional mode to comprehensively serve patient needs Job Qualifications Educat
287. nStation Chapter of this manual for more information about these Attachments CSSForm If using Candidate Self Service CSS the CSSForm will be entered into the system automatically by CSS See the Candidate Self Service Chapter of this manual for more information about the CSSForm Attachment Skills Use Skills to record information about the Applicant s skill set Although skills will often come directly from a resume or CSSForm they can be viewed edited and added to in Greentree Choose Skills from the Attachments menu Attachments gt Notes 1 Experience Summary Education Summary Licenses amp Certificates Resume Text Resume Image CSSForm Add Choose to select a new skill for the Applicant Scroll down using the vertical scroll bar and use the button to move the skill to the Selected column Repeat till all desired skills are under the Ok Selected column When finished click Select Applicant Skills Available Selected Monoclonal Antibodies MRI MS Access MS ie zh MS Sotware MS Internet Information Server Meonatology Nephrology Network Analyst Networks Neurobiology To remove a skill from the Selected column highlight the skill then click on the button to move it to the Available column Click _ 9 when finished entering or removing new skills iGreentree v8 1 User Manual Applicant Processing e 155 There is no limit to the number of skills that can be entered on an Applicant s
288. nal information has been received Thank you Done 126 e Candidate Self Service Greentree v8 1 User Manual The information is added to the applicant s Documents List Attachment in Greentree as a CSSNote These notes can be easily found by performing an Advanced Search using a combination of document type and date created View My Application Status The applicant can return to the Candidate Self Service site and View My Application Status This menu will take the applicant to a summary of the applications that the applicant has previously submitted The actual status that is displayed to the applicant is determined by the applicant s Result that is set in Greentree for that particular requisition It is important to note that the Result in iGreentree can be masked so that the status the applicant views is not the exact code that appears in Greentree this is set up in Codes Maintenance for each Result code The applicant can view a static copy of the actual Application submitted by clicking on O located under OI et En ATE GE Status Thank you for your interest in career opportunities with Greentree Systems INC MS Your job applications are listed below beginning with your most recent application If you have applied in error or you no longer wish ta be considered for a position please click Withdraw Application next to that position Positions which do not display Mithdraw 4poiceaton are no longer open Applicatio
289. nced Search Search List Build Search Ready Reports Maintenance Reg Templates App Templates User Preferences Exit Search List and Build Search are menu securable in Security Manager Building a Search Add Begin by selecting Build Search Choose the button to go to the Build Search page iGreentree v8 1 User Manual Searching e 205 Build AdvancedSearch cave Close ETAS e sess lic awe Hame of Search Searching For i Public for Edit W Public for Run Run at Startup Hotes Advanced Search Settings FEE Search Criteria Search Parameters SQL Syntax Search Results Clear Results No Records The sections of the Build AdvancedSearch page are as follows Name of Search this will be the name of the search as it appears on the Search List page Searching For must be one of Applicants Requisitions Hiring Managers Sources App Templates or Req Templates Public for Edit checking this box means any user with access to Build Search can edit the search If unchecked only the user who created the search will be able to edit it Public for Run checking this box allows all GT users with access to Search List to run the saved search lfunchecked only the user who created the search will be able to run it the search will not appear on other users Search List page Run at Startup checking this box tells iGreentree to use this search as the logged u
290. ne who needs to enter and record Source and Expense information After completing this lesson the user will be able to e Enter Source data Post Requisitions to Sources Enter and record Expense data Run Source and Expense recording reports Entering Sources Expenses The Sources Expenses section is used to record sources of applicants and expenses relating to the filling of a requisition New requisitions can be posted to these sources and expenses can be recorded per requisition to get cost per hire and other expense reporting Everyone in the Recruiting department should become aware of the information stored for Sources and Expenses as well as being familiar with how to utilize the information Select Add Source from the Sources Expenses menu Sources Expenses Quick Search Add Source Basic information about a Source or Expense are entered and saved on the base record Add New Source Expense Save Close Greentree Systems Inc Contact ELA Source Name ss Source Type fl Addresss Status h RENE Location Te Oper Recruiter 2 ss HM State Zip Track applicants from this Source Track expenses for this Expense Post regs to this Source a al 4 4 Allow C55 Applicant to Select this Source Special Note iGreentree v8 1 User Manual Sources and Expenses e 93 Sources Expenses Data Many pieces of information may be recorded for a Sources Expenses record It is not necessary for all
291. need for employee referrals might be handled as follows a single source record may be created with the Source Name being Employee Referral the Contact fields would be empty and the Source Type defined as Employee Then when the Log to Source action is run for an Applicant they can be categorized as an Employee referral type The above described will achieve a basic source level of reporting Status The Status field is important because it shows whether the source is currently active or not It will be used often as a limiting criteria for searching and reporting Status code values are maintained in Maintenance Codes SourceStatus ass Record applicants from this Source If applicants apply from this source and there is a need to record these applicants check this box This will allow recording of which sources are generating the best people If it is not checked for a particular Source the source will not appear on the list when iGreentree users run the Log to Source action for an Applicant Track applicants from this Source jw Record expenses for this Expense If this source has costs associated with it and there is a need to record these costs check this box If recording the applicants from this source see above is also checked this will allow for reporting on how much was spent on each person hired from this source If it is not checked for a particular Source the source will not appear on the list when iGreentree u
292. nformation will be displayed for the applicant s review consideration Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus Resume Inboxes HiringMMgr Settings TSE Settings CSS Settings Add Save Cancel View Greentree Systems Inc CSS External CSS internal Setting Properties Msg Email Qutput Format EMail HTML Format in Msg Body Oftentimes companies will elect to have multiple CSS applications Web ID created For example they may tailor one specifically for external applicants and another for their internal applicants In addition to tailoring differently the option exists to set different settings for each Web ld in Maintenance This enables the module to be very flexible in accommodating the differences between the applicants utilizing the application AND the differences in where they might be going to get to the module For instance the external CSS is usually linked to a company s internet website and or it may be accessed by applicants at a kiosk The internal CSS is likely going to be linked to through the intranet 254 e Module Maintenance iGreentree v8 1 User Manual Setting Properties and Descriptions Active Inactive Identifies whether or not the CSS Web ID is active This is often used during web site maintenance Entered By Identifies the name that will appear in the Entered By field on the Applicant screen for each Applicant that is added from thi
293. ng Name Address Phone Numbers Email Address Skills Education Experience and Objectives The emails are removed from the original inbox after analysis New Applicant records created by ARP can be found by including ARP in the search criteria in the EntereaBy field Greentree Systems Inc ID Entered By ARP Updated By d MNamel F M L SSM Resumes that the system suspects may be duplicates may be put into an alternate Filing System for later merging ignored or merged See Handling Possible Duplicates Any emails that the system cannot find Name and Address information on will be forwarded to the email address designated in Resume Inboxes Maintenance The person who receives these emails can then fix the name and or address problem and forward them back to the email inbox for re processing For information regarding the handling of erred resumes please refer to Handling Erred Resumes The system can also automatically email a letter to applicants who were entered via ARP as set in Resume Inboxes Maintenance The automatic response occurs when a resume is accepted into the system The automatic response cannot include any specifics such as job title since there is no data established at this point in the process to pull it from If desired the system can automatically generate a unique CSS Userld and Password and e mail the information to the applicant For this feature to work properly the applicant mus
294. ng in the list Enter a Posting that is for ALL of the Reqs displayed in List View Select to Add when the initial Post to Source window displays Post To Source OK Cancel Date Posted 01 10 2008 Source Career Fair Comments Action History Attach File Edit view Insert Format Tools Post to Source H wo recruiter s attendance at the San Jose job Fair A History is recorded as described above Requisition List Yiew 98 e Sources and Expenses Greentree v8 1 User Manual Entering Expenses Greentree can help record expenses related to monies being spent to fill Requisitions Select Enter Pan Expense from the Action Menu or select Action History A _ Bostto source p Tze Expense Desmpton amot 6 Enter Expense l G i Click to enter an Expense for this Requisition Date L zepense e Description L mgount MM 1 10 2006 Travel for Interview Air hotel and food for Suzy Que 675 32 The Date field will default to the current date however a user may click into the Date field and select a different date if needed e Date The date the cost was incurred e Expense The name of expense Record any type of expense such as advertisements job fairs travel expenses agencies etc e Description A detailed description of the particular expense e Amount The dollar amount of the expense from the quick launch toolbar Expense Distribution If an Expense applies to mor
295. nnnnennnsenennnnrnnnene 166 Messages 7 Multiple Openings Per Requisition 2 55 Greentree v8 1 User Manual Navigation Box 10 194 Noise Words ini 265 NOO Suae 72 84 95 152 ES IMAG WEE 152 ODIOCIING tai 95 156 OM Ga nee en See Make Offer COST EE 89 179 182 Optical Character Recognition 2 134 Pending Requisition See Place On Hold Personalize Letters ee 170 PHONETIC Se aca dad 197 Place On Holst dd 85 POSTING Sit did 98 Presea Brel ia 68 PIESCIECNING ini 123 Biel Ale un le EEN 3 PUGO EE 246 a A ae 191 A elle De 191 192 Hiring Managers cil 204 ACEQUIA a e eee 76 201 Gourcetvpense aseni annin e 203 Ra 137 Kr EE 169 O E 15 215 APPICAN Lacio 186 216 Hiring Managers ii 216 VE Tal aer EEN 236 Output OPTIONS ccccccceeecc cece eee eeeeeeeeeeeeeaaes 217 Ready Reports nnennnnnnennnnnnnnnnnnennnnnnnnnnnesnnenee 216 A eet 90 215 Search Depnendent 90 215 Sources ExpenSes cccccocooncconononononononononocnnonanenons 216 Reqs Applied For 169 181 A a net kine aan dewseas 2 REQUISITION Reports naannnnennnoennnneennennnnnene 215 Requisition Specific Questions 123 Resume Foldere 133 Resume Image 14 155 PROSUIMEGUINOOX ado 268 Resume Hrocesemg 2 14 129 Resume a a ees 14 84 155 265 A A N 171 PROUNCS aera A T 174 Save Ae E UE 33 REQUISIION isis 55 Scanning Greentree v8 1 User Manual RESUMOS cia cotos 130
296. nt Hire and Requisition Fill you will need to add the letter twice with two different names and assign them to the different Actions The final window is to select whether or not the actual letter contents should be saved as part of the History information by default for the letter Action The user can un select this when sending a letter Select Include Contents False A Once the new Letter has been added to the list select the Save button To add text to the letter highlight the Letter and select the Edit button The easiest way to create a new letter is to copy the text from an existing letter or other application If this is done paste the text otherwise type the information into the text area Letter text may include whatever formatting is preferred including graphics Modify New Letter Name Hrsenirss systa E Fie Edit wiew Insert Format Tools Arial 12 100 F B Z Us le 0 gt 234 e Administration amp Maintenance Greentree v8 1 User Manual To include data fields in the letter click the A4 button to Select Letter Insertable Field Letter insert fields are Greentree fields that will personalize a letter based on the identified information for the Applicant Requisition Hiring Manager Source and Recruiter Select Letter Insertable RegFullPart Coded RegHiringmgr Coded RegIib ReqJobCode Coded ReglobGroup Coded ReqJobTitle RegLocation The insertable field
297. ntree will save and display using the prompt text SEENEN Prompt Select Date Filled Since E3 Search Criteria a RegStatus In List Open Offer Out Data Type Date a And Reghecruiter Knox Katherir Search Parameters Default o Pal e Select Date Filled Since Date Allow Null Values 212 e Searching iGreentree v8 1 User Manual The parameter can now be used in search criteria Add a search criterion select the ReqDateFilled requisition field and change the Condition from to gt and click on the radio button to Use Parameter Add New Advanced Search Criteria OK Cancel And Or Aand y Field RegDateFilled Si Condition e f Use Value f Use Parameter Parameter Select Date Filled Since En E OF Si sk Click OK to save the search criteria Advanced Search Settings SS Search Criteria a Reg5tatus In List Open Offer Outstanding a 4nd Heobiecruter Knox Katherine a And Regl ateFilled gt 7 Select Date Filled Since 4 Search Parameters d Select Date Filled Since Date Click Z run saved search if prompted that And Or criteria is missing for a specific Search Criteria highlight the appropriate criteria and set the correct value for the And Or field A Criteria For RegSkatus is missing its Andor data You must correct this error before saving Save aborted OK When the search is run from AdvancedSearch Search List the user will see the following d
298. o be sent to the Recruiter is set in Maintenance HiringMgr Settings Msg to Recruiter For more information see Hiring Manager Module Maintenance and Letters Maintenance Reviewing Offers To view basic information for all outstanding offers for the Hiring Manager they must select View Offers from the Offers main menu Y Offers View Offers e Make Offer e Hire The Hiring Manager will be able to update an applicant s Result For This Reg Result Date and Comments The aforementioned information should be completed on this form if an applicant declines an offer If an applicant accepts an extended offer the Hiring Manager should go to the Hire form of the module See Hiring Applicants for more information 48 e Hiring Manager Module Requisition Management iGreentree v8 1 User Manual View Offers Ee 2003 016 Program 11 06 2003 Hilman George 36 000 00 0 00 12 04 2003 Declined Offer Ei Manager de Engineering scada 016 General 06 03 2004 Harborough Harold 120 000 00 35 000 00 06 15 2004 06 15 2004 offer El 0603200 ee Ka 4 k nl Page 1 of 1 3 Records Total List These Reqs Cuneri Hiring Applicants To hire an applicant via Hiring Manager module the Hiring Manager must click on Hire from the Offers main menu Y Offers e View Offers Make Offer This will bring up the Hire form The following fields are required to be populated prior to selecting the Submit button Fo
299. o edit existing Notes go to the Documents Attachment where each document is stored separately Highlight the note to be edited 152 e Applicant Processing Greentree v8 1 User Manual Tape O O O Date Sege EH B Ben BEN 2006 Muxlow Kristina Spoke with Suzy on the phone toda Click the ven button to display the note File Edit Muxlow Kristina 01 23 2006 02 33 PM PST Spoke with Suzy on the phone today indicated application had been received and forwarded along to manager gt Using the mouse highlight the note and use Ctrl C to copy Close the displayed note by clicking Close With the copied note still highlighted click Henis to permanently delete the selected note Return to the Notes Attachment and choose _ add Paste the copied note using Ctrl V Edit the note and choose Experience Summary Use Experience Summary to record the Applicant s previous employment history Although experience data will populate directly from a processed resume or CSSForm it can be viewed edited and added to in Greentree Choose Experience Summary from the Attachments menu Attachments 5 Notes 1 Experience Summar Click aue to enter information about where this applicant has previously worked Enter a Job Title employment dates Employer Ending Salary and their Reason For Leaving To enter dates click over a date column and then click the button Select the appropriate month and year and then click an
300. o the computer s Start Menu under Programs Click on Greentree Employment System and choose iGreentree ScanStation A scanner must be attached to practice the next lesson EE Padam Sa Greentree Employment Systern le ES SE i e eg Gi MG DUG Prompt ee Greentree Scanstation F Greentree ScanStation Lei Favorites j Wi Outlook Express BO 2 Scannernstall N E Imaging Professional k EE el eg WOR Eh Settings Us LaserFAx Symphony A AE r Mouseware o Help o Online Services Ea SH Microsoft Project 5 zel Run E Seagate Crystal Reports Tools S 5 Ls Microsoft Office Tools Log Off Stephanie 5 Microsoft SOL Server 7 0 L es Za Microsoft Outlook bi Shut Down DeskFlag Start DI a Ss El w Terminal Services Client j ES Greentree Remote 5can5tation File Options Help es aemote Scanstaton E Resume Folders Baie EJ Test J IO Ef InBoxes a a w Folder SeannedFiles DCH Files Analyzed Files 0 0 Test 1 0 132 e Resume Processor amp ScanStation iGreentree v8 1 User Manual Resume Folders If there are no Folders displayed under Resume Folders create a new Folder le or Alt A or File Add New Folder Enter information in this window as shown below FA Add a Resume Folder k OCR following Scan W Analyze following OCF Sending Options Email CG FTP Settings Make a name for the Folder Separate Folders may be needed for different
301. ocessing process e mailed resumes Use Greentree ScanStation to scan and process hard copy resumes Choose Add Applicants select a Filing System select or create Template if needed enter data then Save To Enter a New Requisition Encourage hiring managers to use the Hiring Manager module to enter and track their own Reqs OR Choose Add Requisition select or create Template if needed enter data then Save To Enter a Source or Hiring Manager Choose Add Source or Add Hiring Mgr enter data then Save To Look up One Applicant Choose Applicant Find by ID OR Choose Applicant Find by Name and enter first letter and a few consonant sounds of last name OR Choose Applicant Find by Name and enter first few letters followed by an asterisk OR Choose Applicant QuickSearch To Search for Several Applicants Find a Requisition that you need candidates for use the Find Matching Apps action OR Choose Applicant QuickSearch enter criteria choose Search To Search for Requisitions Source Expenses or Hiring Managers Choose the appropriate QuickSearch enter criteria choose Search OR Choose Requisition Find by Reg To Send Acknowledgments to Applicants If you use several different acknowledgment letters or ways of sending Find an applicant from Edit or Summary View choose Send Letter Action select a letter choose email or hardcopy If all applicants get same acknowledgment letter and all send the same way Use
302. of the email that is sent to the applicant can be edited in Letters Maintenance and the letter name must be specified in CSS Settings Maintenance Frome Butoaie ee com Sent Thu 6124 2004 2 30 PH Tay Seftokiak ntzeegtdree com Cr Subject Usel and Password per your request June 24 20014 Dear Suzy Que Thanks for registering on our Employment Web Sie Hare ara your Liest and Password User Sarmedare Paseword 5010741 To sign into our Employment Web Site af you may use either the above User or your Email abong wiih the above password Once signed m you may change yout Leer or password or both Thank you for considenng employment opportunities with usl Sincerely Human Fesources Upon receipt of the UserlD and Password the applicant can return to Candidate Self Service and login from the main Welcome page 108 e Candidate Self Service Greentree v8 1 User Manual Previous Applicants Login Email Address or User ID Password Login When the applicant logs in successfully the revised Welcome page will appear that welcomes the FEH a name and ZER offers the ZEN ZE for Reech Welcome TI Welcome to Greentree Systems Inc Employment Center Welcome Suzy If you are not Suzy please click here You are now signed in to our Career Opportunities site and can e Create or update your online profile e View and apply for open jobs e Email a friend with information about any open job e Drop o
303. ogged to a requisition that is filled and a custom turn down letter needs to be sent to all the non selected applicants To run select Reject from the Action main menu 170 e Applicant Processing iGreentree v8 1 User Manual ction History ie Log to Source w Mass Mailing _ Log to Req The Action will provide a count of how many applicants the Action is going to impact Itis important to remember that ALL the applicants who are in the List regardless of whether or not one is selected will be rejected when the Action is run Reject Applicant s 10 People Selected Mew List No EMail Address for 7 People Set Applicant Status To VA For Requisiton Set App Reg Result To Exclude Applicants with Emails Comments Select Letter File Edit View Insert Format Tools Regrets J Signer Output Format h Include Letter Contents in Letter History The Applicant Status and App Req Result selected will overwrite any existing Status or Result for the specified requisition that the applicants may all ready have If an applicant in the list is not logged to the selected requisition this Action will log them to it There is no personalizing letter option for Mass Reject Cox l Choose Ok to run the action and have the selected letter be generated or emailed to the applicants located on the toolbar You may also run this action by s
304. olumn order that information will be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive e Allow Refined Search defines whether or not a field can be used in further defining a search results A Yes translates to the field being available in the refine search No translates to the field not being available in the refine search Greentree v8 1 User Manual Module Maintenance e 257 C55 Search Result Columns For CSS _ External add Delete save concer close Field Marne Display Order Allow Refine Search JobTitle Job Title Aes leger tocata es peparment peparment es DN EI A CN Pring manager Hiring Manager es TEN ene O CA The above settings would translate to the following display in CSS Search Jobs Results 1 2004 003 Programmers d nalyst tlanta MIS Evenings Bergman Pam Knox Katherine 2 2004 004 Project Engineer Dallas Engineering Rotating Walker Jane Mercer Michael M 3 2005 001 Software Development Manager Atlanta MIS Days Bergman Pam Knox Katherine 4 2005 002 Design Engineer Metroplex Center Engineering Days or Evenings Walker Jane Mercer Michael M 5 2005 007 Senior Administrative Assistant Metroplex Center Accounting Days Greenberg Carol Mercer Michael M 6 2005 009 Sales Support Assistant Atlanta Days Johnson Hugh Cannova Adrian 7 2005 012 Program Manager Field Engineering Dallas Engineering Days and Evenings Walker
305. ome directly from Resume Processor or CSS Existing documents can be viewed and added to in iGreentree To view the documents that are available for an applicant go to the Attachments menu and select Document List All available documents will be displayed along with information about when the document was added Date Created and who added it Created By In addition if the document was added for a specific requisition the requisition number will display Documents for Roger Brewer Type Date Crested Created B Reg __ Job Title Lp o SForm 12 05 2005 2005 018 Registered Nurse lt HTML gt lt HEAD gt OO lt STrL E TrPE CSSForm 12 05 2005 Brewer Roger 2005 025 Registered Nurse Cath Lab lt HTML gt lt HEAD gt OO lt FIELD V TJessForn 12 05 2005 Bremer Roger 2005081 Registered Nurse Cath Lab SHTWL gt lt HEAD UL lt I FIELD VA Jessrorm 11723 2005 Bremer Roger 2005 025 Registered Nurse Gath Lab SHTML gt lt HEAD UID lt STYLE TYPES resume Text 11 28 2008 Bremer Roger e Rss ey Ee Piedmont A hate frarosjaoos Russey Terry O Me considered Roger for the openi ES Mates O 1123 2005 Russey Terry Roger filled out an application and If the applicant actually applied he she will have a CSSForm which is a pdf file that contains the application minus the Voluntary Survey The applicant may also have a CSSNote which would exist if the applicant tried to apply for a job they previously applied f
306. ompleting this chapter Users will be able to e Add an Applicant Manually Update information Communicate with applicants Use iGreentree to help with screening Display and use History Entering Applicants Manually If your organization has either the Candidate Self Service or Resume Processing module most Applicant information will be initially entered through one of those However the Recruiting department will want to record and maintain other Applicant data and there may be some information that can only be entered by HR If the CSS and Resume Processing modules are not being used then the Recruiting department will enter the Applicant information directly into iGreentree using Add Applicant Regardless of how data is entered everyone in the Recruiting department should become aware of the information stored on an Applicant recotd and how to use it To manually add an Applicant click Add Applicant from the Applicants menu Applicants Find By ID Find By Name Quick Search Add Applicant Add New Applicant Save close Greentree Systems Inc Template Filing System O ege Address ssti s s S NI stas A Location le State 7 za Recruiter ss Iel Referral Names sss Followup Awailable Special Note iGreentree v8 1 User Manual Applicant Processing e 149 Applicant Data There is much information that can be recorded and recorded for Applicants Users may complete any or a
307. on Section Information Contact Information or Education The fields that are marked witha are a required entry The applicant can not save the changes for a section if the required fields are not populated Once the applicant has completed the section they can navigate to the next section using the methods above or by clicking Save a view Next 1 This will bring the applicant to the next section Contact Information The Contact Information section is where basic demographic data is collected about the applicant The data entered into this section will be used to populate the applicant s database record and Contact Info in the Attachment section Contact Information Enter your contact information Remember to click Save Changes when you are finished Last Name Cue First Name Suzy Middle Initial s Address 1 1234 Some Street Address 2 City Any City State ST CA Zip Postal Code 98765 Email Suzyquedhotmail com Home Phone 2 2 24 123 456 7890 Work Phone 83 987 654 3210 Cell Phone AE AEN I d SSN EEEE eee 1253950700 iGreentree v8 1 User Manual Candidate Self Service e 117 Education The Education section populates the Education Summary Attachment in the applicant s Greentree record This section and others formatted similarly will apply the required programming only if the applicant starts to complete an entry but fails to fully complete the row Education Plea
308. on to the requisition if they are not already logged to it and then record their source for that requisition See Log to Req for more information about logging applicants to requisitions 100 e Sources and Expenses Greentree v8 1 User Manual The default date today can be used as is or changed as needed Select the Source code from the select list Use the Comments field to include additional information about this particular Source For this example the Source is Employee Referral so we put the employee s name in Comments Mass Log to Source Suppose a large group of Applicants came from the same Source with these applicants displayed in List View select Log to Source from the Actions menu or from the quick launch toolbar Log to Source OK Close 143 Applicants Selected Date Logged 01 10 2006 Log to Requisition Source Unsolicited 7 Comments Action History File Edit wiew Insert Format Tools S Log to Source Wyalk Ins at our main HF office A Remember that this information is stored in both the Applicant History Sources and the Source History Applicants and Hires This is just like the single Log to Source action except that ALL of the Applicants are being logged all at once Sources History The Source is added to the History for this Applicant History Attachments Regs Applied For 2 Routes 1 Interviews Offers 1 Letters 3 A AAA a Sources 27 MM 01 10 2006 Empl
309. onitors career pathing program writes and places advertisements Pertorms benefits and 401E administration to include enrollment claims resolution change reporting update and communicating benefit information to employees develops and delivers new hire orientation Maintains and promotes the tuition reimbursement program and ongoing employee development programs develops annual training plan based on needs assessment and budget maintains training records develops and delivers training programs Develops and maintains afirmative action program files EEO 1 report annually maintains records reports andlogs gt iGreentree v8 1 User Manual iGreentree Requisition Management e 59 NOTE The 8 2 button is a tool for Search Criteria functionality and will be discussed within the Find Matching Apps Search Criteria section of this chapter Text Editor Capability The following menu choices are available from this window Menu Option What Is It Used For To print the current window without going to Reports File Page Setup To change the margins or other formatting before printing this window Adjustments to left and right margins may affect text wrapping on screen All margin values must be non zero if any values are changed To get rid of the last change only the most recent change may be undone Edit Cut To cut out highlighted text either to delete it or to hold it in the Clipboard to be pasted elsewhere cu
310. ononoconnconnncnnononcnnnnns 87 Index
311. onononnnnnnnnnnonnnnnnnnnnnnnnnonnnannrnnnnnnnnannnenaness 214 A orsa ts aca sae dee E dav scat ads beta Beane seas E EE eaten eA E 215 Search Dependent E eu CN 215 Ree e 215 Ne lle set a N a 216 SC ME e ln CN 216 Options for Report OU PU lanar A A 217 Administration and Maintenance E 219 AAMIMIS TAO Muir eaaa aa oa aeanoea aaiae ra Kaaa Ea 219 Backups and Troubleshooting EE 219 Online Miommaion and elisa e eao lren 219 Nau EE 220 Godes WaimlenanGe EE 220 Filing eene BEE ue 227 DUDO A rs ee ee eee ence eee 231 ECS CYS OS cai ice ico oia 232 ES TCS ce trate E A E E A AAE T tude AE E T E E E E E A eewiecdsnae 233 Repons Mantenan EE 236 Module le Ee Le EE 236 System Setinds Maltenance EE 236 a A a a a a Erai A 241 ATCNIVEA PIRRO Oe LEE 242 ROBA e EE 243 ACMINISTALOMASS e 243 Greentree v8 1 User Manual Contents elei NA TOMPA UU PO OCRE E eer tere eee eMnrcn a 243 Change Filing SM ad 245 Adel 246 PUGS PAE OUEN ON 246 Create EA IR Ee KG D EE 248 ee EE Ee lt citi a acetates 249 PUIG Manager Ae It EEN 249 PANOM SEMN Susini ia tocamos otto birria 249 Candidate Seli Service ee ET 253 AS MING S A o A 254 Resume Processing and ScanStation MaintenaNCe oonncccccccnnnncnnconcccnonanananonnnnnnnnanannnnnrrnnnaaannnnnrnnnnas 261 Thesaurus Lat ne 261 Resume Processing and ScanStation Modules ooooonncccccccnnnccnnnccooccconnccannnonnccnonnnnnnnnnrnnnnnnnnnnnnnnnnenos 268 A A 268 1 AA RO bea eesbau evel dogs vedas E S i GloSSary
312. ons 1 Search Criteria 8 Entering CSS Additional Links If using the Candidate Self Service module CSS CSS Additional Links may be entered for each requisition These links are often used to provide the applicant with quick access to information relevant to the requisition they are viewing The User can enter additional links by selecting CSS Additional Links from the Attachments menu Attachments CG Notes Job Description 1 Job Qualifications Search Criteria CSS Additional Links Selecting the poke button will allow entry The entry into the Link Display Text column determines what the applicant sees The URL to Link to column should contain the actual URL that the applicant should be directed to if they click the link The URL must contain the complete path including http Additional Links for HR Generalist WAGE eet save cancel E Link Display Text URL to Link to PP PAR Information 2 http fw Rech orgfhandbook sphrsphrindex html The above example would appear at the bottom of the CSS Job Detail page should an applicant select this particular requisition Additional Links PHR Information Entering CSS Questions CSS Questions provides a simple and powerful way to gather information and prescreen Applicants The CSS Questions designated for a requisition will be asked of every applicant who applies for that requisition using Candidate Self Service CSS The applicant must answer the prescreen que
313. ons oo s Job Code 77778 RN oR 7 Position CH 4 a Total Openings SS Total Filled la AENA Dept critical Care Unit Reg Temp IN Approved RES Division RS Exempt NE Non exermpt Deadline yy eS Location Metroplex Center Full Part ETS Posted Internal 02 28 2005 Sal Grade hs Mew Repl A Posted External 02 28 2005 J FTE o Replacing Td Shift Code IS Posting Category Nursing RN Le 5chedule TE Recruiter Knox Katherine 7 Job Group z o o r Hiring Manager Johnson Hugh 7 Hiring Mgrs See All Apps yt File Edit View Insert Format Tools his professional staff person is responsible for performing assessments developing a plan of care implementing and o evaluating the care The RN administers medications and treatments as ordered by physicians and in keeping with the current clinical nursing practice The RN is responsible for directing and monitoring the care delegated to non licensed The Hiring Manager can use the Hiring Manager Module to approve requisitions and view submitted requisition status In addition the Hiring Manager can also review the applicants who have applied for their positions that were approved by Human Resources Y Regs e Add New Reg M e Pending My Approval e Approver Reqs iGreentree v8 1 User Manual Introduction amp Overview e 19 My Reqs Close S Help Job Title Recruiter Hiring Mgr 2005 002 Senior Administrative Assistant New Reg
314. ooccccnnncccnnooo 259 CSS Global Questions Audit 261 CSS Job Alert Email Fields 259 CSS Job Detail Fields 258 CSS Search FleldS cacaos 257 CSS Search Result Columns nnnnn000nnnna 257 DOCM Si tocando 229 Beiler esas ii 231 Filing SV SLOTS isa e 227 Al ele Ven EE 227 Brell 228 HiringMgr Settings cc cceseeeeeeeeeee es 249 Lodge Usa ate are err One a ke eee cere wear ere 232 A 236 Resume INDOXCS nilo 268 Se CLON EE 267 SV MOY CIS e o dias 264 SYSTEM SENGS aesan a 236 TICS QUNUS cesia tice sett ae welne toca ateewehee aeee 261 Make O Meriva 178 Mass Actions APPICAN ass Roemer Tis 163 Applicant Reports occccccoccnncocoo 186 216 Apply Template 189 243 Change Filing System 189 245 RS A A a 169 LOG tO SOUCO cocccccncccncnncccnnnnncnnnnnnancnnnnnnos 163 MS A i 166 PUJO nionean a a 189 246 Reel it 170 Hiring Managers A E AEE aenion ene 246 PCW ON EE 216 Requisition Apply Template 92 243 Change Filing System ccccccccccccconncos 92 Distribute Expense cccccsseeeeees 85 99 Place On Holaa ti dido 86 POSO SOUCO iit Sincere e is 85 98 Brel 92 246 ePOS isidro iia 90 Requisition Reports cccccooccccccoccnccconcnnnnos 215 Take Off ele e EE 86 Wiid aW sti 87 Source Expense PUGO ici ai 97 246 Source ReporlS ooccccccccooccnncccconcnnnnss 97 216 Mass Mailing nnennnnennnnnennnnnn
315. or NOTE If an Applicant has a document type listed as CSSForminterim the submitted CSS applications are not processing completely Applications are only viewable as CSSForminterim as it is processing into a CSSForm very short time Contact your iGreentree Administrator or Greentree Technical Support if your CSSForms are not fully processing iGreentree v8 1 User Manual Applicant Processing e 159 MEW To view an existing document select the document row and click the button To add a document to the Applicant s Document List click El Document window to get to display the Add New Add New Document Document Type select wt Choose to navigate to where the document to be added has been saved on your computer Navigate by clicking the folders until you reach the destination where the document is stored and then double click the document to add it to the Document File field After the document has been selected click the button and choose the Document Type from the list Add New Document ok Cancel Document File CADocuments and Settingsi Browse Document Type Select Ke Select Advertisement DOC Applicant Prescreen DOC Application Form Cover Letter in vor format gt Interview Audio Ok Choose to add the document type The Add New Document window will reflect that the document is uploading Add New
316. or a successful submittal If a required field has not been completed and an attempt is made to Submit an error message will appear Microsoft Internet Explorer E SOrr Job Code is a required entry Please enter and try again When a requisition is added the Add New Req form will close and the Hiring Manager will receive a confirmation that the requisition was successfully added and which Attachments were completed at the time of submittal IG Sie Links Greentree Systems Ta Greentree Systems Inc Results Close Requisition Added Successfully eAdded Job Description eAdded Job Qualifications eAdded Skill s eAdded Approveris y eAdded Search Committee Member s 1 New Req 2005 055 gt Home Regs gt Offers gt Applicants gt Logoff Once the Submit has taken place multiple emails may be generated depending on Approver and Search Committee information entered The first email is sent to the Initiator Hiring Manager stating the requisition has entered the approval process The next email is sent to the first Approver attached to the Requisition The final email is sent to the Search Committee Members Please refer to the Hiring Manger Module and Letters Maintenance for information regarding the creation and modification of letters used by the approval process and Search Committee features After the requisition has been approved by the first Approver another two emails are generate
317. ored in the CSS Question Answers History source responses will populate the applicants Sources History 260 e Module Maintenance Greentree v8 1 User Manual CSS Global Questions Audit Is a non editable history of the changes that have been made to Global Questions in the CSS Global Questions Details of any questions that have been added or deleted will appear here questions that are canceled before they are saved will not be recorded e Description will identify the change that occurred including whether it was an addition or delete and the specific details of the change e Updated identifies the date and time of the change e Updated By identifies which user made the change C55 Question Audit for CSS internal L eseiption e LUpdated Updated E ADDED ANSWER No WEIGHT Ignore DISPLAY 12212005 11 50 05 AM Pollock Dave ORDER 2 FOR QUESTION Company policy ADDED ANSWER Yes WEIGHT DISPLAY ORDER 12 21 2005 11 50 05 AM Pollock Dave 1 FOR QUESTION Compan policy requires that ADDED QUESTION Company policy requires that an 12 21 2005 11 50 04 AM Pollock Dave employee requesting a transfer to a new position DELETED QUESTION Campany policy requires that 12212005 11 49 40 AM Pollock Dave an employee requesting a transfer to a new position ADDED ANSWER No WEIGHT Ignore DISPLAY 12212005 11 44 08 AM Pollock Dave ORDER 2 FOR QUESTION Company policy ADDED ANSWER Yes WEIGHT DISPLAY ORDER 12 21 2005 1
318. ormation displayed within the specific Summary Grid Archived Applicants This area allows you to search on archived applicants to either view main screen information no Attachments History etc restore the applicants or permanently delete from the system Select Maintenance Archived Applicants Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus Resume Inboxes Hiringhigr Settings _ Archived Applicants An Archived Applicants QuickSearch screen will appear similar to normal Applicant QuickSearch screen iGreentree v8 1 User Manual Administration amp Maintenance e 241 Archived Applicant QuickSearch o Entered Tel By y Updated EH By y Name F M L ir qe sehn Address 0 ss S Find Any Filing System Is IR Status Je A location Is State Tel em Recruiter Po od Home Phone Follow up a Work Phone pN Available E Malz O ben Is Referral Hamer Objective Is Degree Is DIG Status Is DIG Last Status Date Is Special Note Contains Mi Input desired search parameters and click Search To view main screen information click Edit View To restore make sure the list of Applicants is accurate ALL applicants listed will be restored to their original Filing System etc Archived Applicant List View jaji M Edit View New Search Jm Iuyame e fststus L ecuiter Name Cid Entered Ehe que steven eras res que suzy epes
319. ormation that does nat fit into pre defined data fields Typically replaces writing on the back of a resume or requisition or using yellow sticky notes Optical Character Recognition Commonly abbreviated as OCR A method of converting information such as a resume image that has been scanned into a text form that can be read by the computer Purge To remove records permanently from the database Purging large groups of old records may improve performance of the Greentree system and simplify searching QuickSearch Function to find the data within Greentree Available for Applicants Requisitions Sources Hiring Managers and Templates ReadyReports Reports that include search criteria as part of the report definition Easy to run but less flexible than Search Dependent reports Best for reports that are run the same way on a regular basis such as weekly Postings Record A group of related information about one single item such as one Applicant or one Requisition Recruiter HR User Individuals with access to the Greentree system typically the individuals responsible for recruitment of open positions Related Questions Section of the CSS Form that is used to collect miscellaneous information not captured in specific sections of the CSS Form Requisition A job opening The iGreentree system can help track all aspects of the job opening including printing job postings requisition status reports EEO statistics tracking expen
320. out offers and to generate offer letters The Offer Action is typically used when either a decision has not been made by the applicant or when all the details have yet to be finalized If the applicant accepts and all the information is available then this Action can be skipped and the User can go directly to the Hire or Fill Action To run select Make Offer from the Action main menu Action History es Log to Source A Send Letter _ Log to Reg ES Reject bc Route Interviews La Test Results e Make Offer If a previous offer has been made some data may already appear in the Offer form The user can overwrite this data for the new offer If this is the first offer the applicant has received the form will be blank Make Offer OK Close For Requisiton Offer On 01 26 2006 Start Date Date Orient Applicant Status offer Outstanding y Total Bonus IECH Bonus Payment Amount 14 D Bonus Payment Date 1 pom Bonus Payment Amount 2 itt Bonus Payment Date 2 E Requisition Status offer Outstanding App Reg Result offer Select Letter Offer Exempt Offer Exempt with Bonus Offer Non Exempt Signer Output Format Include Letter Contents in Letter History Personalize before sending 178 e Applicant Processing iGreentree User Manual Select from the For Requisition field the requisition for which the offer is being extended Enter the offer dollar amount in a manner
321. owing the user to choose functions as needed Buttons require a single click Sometimes when a button is highlighted as the default the user can simply press the Enter key on the keyboard to choose that function Resizing Windows Many of the windows may be resized such as lists of History to display information to the user s preference Just put the cursor on the edge of a window and use the double headed arrow to drag to the size desired Greentree v8 1 User Manual Introduction Overview e 5 The menu bar on the left can also be resized making the window being viewed larger or smaller as needed Navigation Box The navigation box allows the user to switch between records MPa ioraz pon The far left arrow will move to the very first record found in a search The single arrow on the left will move to the previous record The single arrow on the right will move to the next record in the list And the last arrow on the right will move to the very last record Calendar The calendar contains both specific dates as well as relative dates To view the calendar click on the a button next to any date field To select a specific date choose from the Month and Year coded lists and then click on the specific Day within the displayed calendar month A Select Posted External Range Web Page Dialog Select Posted External Range Yesterday Last Week This Week Last Month De This Month l
322. oyee Referral Carl Brown referred this applicant The Applicant was also added to the History for this Source at the same time To see that choose View See from the History window From the Source window choose Applicants from the History menu The Applicant that we just logged to this Source should now be somewhere in the list History Attachr Postings A Applicants 14 Applicants for Employee Referra View App view Req eea save Cancel MEN Source Date Ap Applicant O oO o o mo O o staus Re uisition Canmments P 2 10 2006 abbott Wendy 397 tae al Brown referred this applicant 7 28 2004 Edmondson George zu rs There is also a History of Applicants from this source that were Hired Hires for Employee Referra View App Source Date Ip Applicant Od Stet ____ W ste rappen 1 10 2005 110 Peters Gina Be Postings COS ES EETETE eee vd loratanos jas Ellison Wanda irozo ie Abbot Wendi Greentree v8 1 User Manual Sources and Expenses e 101 THIS PAGE INTENTIONALLY LEFT BLANK Greentree v8 1 User Manual Candidate Self Service Objectives This chapter is for anyone who will be allowing applicants to enter themselves via the Candidate Self Service CSS module After completing this chapter users will be able to e Understand how to configure maintain and use the CSS module e Find applicants and candidates entered via CSS e Identify the relationship
323. performed on any Text field to assist the User with finding records that contain a particular string of known characters followed by one or more unknown characters The asterisk is the wildcard symbol that represents the unknown characters To search for people who live in any city starting with the letters San the User can type an asterisk after San City Sang k Search and then clic This search finds people whose city starts with the letters San and any other characters following 196 e Searching Greentree v8 1 User Manual The User can also find people with a zip code starting with 95 by entering ZE ze and Search To find people who currently work in education try Piaf edd Search The wildcard can go at the start or end of the field or even both ends For example if the User knows the word Part Time was entered onto the Special Notes field but not whether or not there were words before or after it he she could enter Special Note P rt Time Applicant Searches Searching for Applicants is important for any recruiter There are many ways to find Applicants in iGreentree Searching by Applicant Name Recruiters often want to find people by name and there is a special option from the main menu just for this purpose Under Applicants choose Find by Name Applicants Find By ID Find Bu Mame NOTE Searching by name can also be performed from the Applicant QuickSearch window Phonetic Name Search Often the re
324. pes that have special properties the iGreentree Administrator and Users need to be aware of These Code Types drive the functionality of iGreentree as well as the Hiring Manager and Candidate Self Service modules In order for iGreentree and the modules to function fully and correctly these properties MUST be completed for each and every Code Value of the identified Code Type They are as follows AppStatus This is the overall status of an Applicant in an organization and populates the Status field on an Applicant record This status indicates the point an Applicant is at with regards to the employment process in an organization lt is not related directly to a specific requisition Result 224 e Administration amp Maintenance Greentree v8 1 User Manual CodeSelectableByHiringManagers Hiring Manager module Determines if the Code Value is available to the Hiring Managers when completing the Make Offer or the Hire functions when setting the Applicant Status value Degree This code has a special lookup table where a ranking is identified for each Degree Code Value This lookup table is utilized when Finding Apps as defined in the requisition Attachment Search Criteria Search Criteria assumes a degree with the selected rank or higher Degree Rank iGreentree application Determines valid degrees in Search Criteria For example if Associates has a rank of 1 Bachelors has a rank of 2 and Masters has 3 a Search Criteria that
325. play additional information regarding the req approval process H Greentree Hiring Manager Microsoft Internet Explorer The Help Regs Pending Approval Help Click on Regs Pending Approval to see a list of requisitions for which you have been added as an Approver and which now await your approval or disapproval To add an Approver Before you approve or disapprove a req you may add one or more additional Appravers Click on a req numbar to view a rag on your Regs Pending Approval list Click on the Add Approver button to see a Est of available Approvers and select one or more to add Then click Save Approvers to return to viewing the reo To approve or disapprove a reg Near the top of the page when viewing a reg will be the list of Approvwers for the reo Next to your name will be a field for you to select Approved Not Approved or Not Reviewed To Approve the reg select approved To disapprove it select Not Approved To take no action select Not Reviewed You may also optionally enter a comment which wil be vewable by other Approvers the Hiring Manager and HE Click Save to save your entras What will happen next If you selected Approved or Not Approved and you are the final Approver on the list the requisitian status will be changed to reflect that the reg has received final approval status Notification emails will be sent to the Hiring Manager who submitted the reg and to the HA Recruiter assigned to the req The
326. plicants main menu Y Applicants e Find By Name e i VW ON D D i Ed nts When a Hiring Manager selects to view their New Applicants there is a pre defined query that will run based on the iGreentree system s definition of a new applicant New Applicants are defined in Maintenance Codes Result IsNewApplicant See Codes Maintenance for more information New Applicants Close 5 Help Applicant App ID Home Phone Work Phone co Twain Mark L S500007 485 222 1234 425 222 5555 W ca Zaborowski Jill 168 409 879 1410 4 4 p nl Page 1 of 1 2 Records Total List These Regs Curent Logging Off When finished adding approving and reviewing requisitions the Hiring Manager can select Logoff from the Logoff main menu Y Logotff 52 e Hiring Manager Module Requisition Management Greentree v8 1 User Manual Greentree Requisition Management Objectives This unit is for anyone who will enter Requisition data directly into Greentree or who wishes to become better acquainted with the fields on the Requisition base record and the use of those fields After completing this unit the user will be able to e Enter new requisitions via Greentree e Be familiar with how each Reg field is used e Use Templates to decrease data entry and improve consistency e Find Requisitions that were entered Requisitions in Greentree Whether or not the Hiring Manager module is used the Recruiting department will want to
327. plicates can be put into a special Filing System as they are loaded into iGreentree This is possible if in Inbox Settings Maintenance Duplicates Processing is set to Use Alternate Filing System and Duplicate Filing System is set to a specific Filing System such as Possible Duplicates Someone should be assigned to performing the periodic task of checking these records to see if there are truly duplicates and updating the records accordingly Start by searching for Applicants who are in that Filing System and were entered during a specific time period since the last time this function was performed Applicant QuickSearch ml Entered Range SI By l Updated sl Bel vr Name F M D TT Address i Senf Filing System Possible Dups ss y E Skills Status After finding the list of possible duplicates switch to _Form view Merging Duplicate Records Now a determination can be made for each Applicant one by one whether they are already in the system or an entirely new person From the Action menu choose Duplicate Check Action His Log to Sour Send Letter Log to Reg Reject Route Interview Test Result Make Offer Hire One or more possible duplicates will appear at the bottom of the screen Clues to help immediately eliminate some of these records include the name ID number address and social security number Possible Duplicates for Sandy Rhoads View App Close Applicant Cid Address Jssm F
328. ponsive network an average of 11 2 pages per resume and a proficient operator Options for increasing resume throughput include Using a faster scanner Using multiple scanners simultaneously Assigning additional staff to help resume processing Multiple inboxes to take advantage of Templates Using smaller Thesauruses with relevant skills and education Minimizing the number of synonyms for each code Using the automatic options in the Folder Properties Encouraging applicants to apply electronically email or ASE Having resumes scanned and OCRd by an outside source Scanning some resumes and entering other applicants manually See the Scanning Decisions Checklist at the back of this manual for additional decisions that should be considered for scanning Scanning Goals What needs to be accomplished through the scanning of resumes Think about e Will resumes be routed to managers via email e Will acknowledgment letters or emails be sent to all applicants e Who is available to sort through paper e How will paper physically flow through the office e Do ALL resumes that come in need to be scanned or will a pre screen for possible candidates be done first Pre Screen scanning only Interest OR Scan ALL resumes that are received resumes Recruiters sort into interest amp no interest All resumes are scanned immediately upon receipt Recruiters get resumes sooner may hoard or Scan amp OCR steps take longer da
329. porte 186 D p CHECK uua 183 ml EE 180 O e 175 LOG ORO usina tia 167 E Errr 163 Make Offer uta ns 178 O N 169 RODOS paint aia 216 FOUNG iia 171 Sena Letra 163 Test E srona a eatesiene 176 Hiring Manager Hiring Manager Heporte 216 Requisition Add Approvers enoennnnnnennnnnosennnnennneneneenne 90 Copy To Template ccccccccnccoccnnconnccccnnnnno 89 Enter Expense cccccsssseeecesseeesseeeeees 85 EH eege 88 Find Matching APpS 0 79 Place On Hold iia cis 85 Post tOo SOURCE EE 85 100 Requisition Hepnorte 90 215 Take off Hold ii iii 85 WITO West aa 87 Source Expense Sena Letra caladas 96 El tee e Sia 97 216 Add APPICAN S us e dd 129 APDIOVE ES sirios nas 37 41 90 GOES picada dd 221 Hiring Managers 27 REquISiONS ias ec eco A ae 53 SOUICES EXPENSES cccoooooccccnnnoconnooncnnnnncnnnnanoninnnnns 93 Advanced Searching nnseon0ennnnneenennneennne 205 Add Citera ee ee Eeer 207 BUNNIES alonso atic 205 E A EE 214 Helpful TIOS Ae 214 Parametros 212 Analyze Job Description oooocccccccnonncnnccnnncos 80 Analyze Job Oualttcatons 80 Analyzing Fesumes 135 APDO 226 ADPIC ID eea a a A 2 Applicant Heporte A 216 Applicant Self Entry ooooccccccccccccnonccononcnnnnno 2 Apply Temple 243 Appreg Res inside 2 PD DIOVEIS ica 75 90 AC el See Purge ASES tol 33 Attachments ra ee 13 199 A ETE 140 Comact e e WH 157 CSS tele cc 161 CSF O Mustaine ari 24 155
330. pport E Mail 4 Greentree Problem Report 4 Greentree Contact Info e About Greentree Employment System This selection displays the version number database and client as well as copyright information web address and the current logged user T Greentree Employment System Database version 8 1 13 Client Version 6 1 13 Copyright 1998 2006 Greentree Systems Inc All Rights Reserved Application Path HTTP GT8104 iGreentree com fiGreentree Logged User Muxlow Kristina Cernuda iGreentree v8 1 User Manual Administration amp Maintenance e 219 e Greentree Web Site This selection provides a direct link to the Greentree web site http www GreentreeSystems com This site has a great deal of information on Greentree products training options and manual downloads e Greentree Support E Mail This selection provides a link to directly send an email to Greentree s Technical Support team at Support GreentreeSystems com e Greentree Problem Report This selection provides the option of submitting problems online to Greentree s Technical Support team via the Greentree web site e Greentree Contact Info This selection displays the Contact page on Greentree s web site Maintenance Select Maintenance from the main menu This will expand to display all in application maintenance items Hot Items Applicants Requisitons Sources Expenses on iGreentee ce iGreentree Hot Items Applicants Requisiton
331. quisition approval screen The Letter Action assigned to this letter must be Reg Approval Review Interim This Action should only be defined for one letter iGreentree v8 1 User Manual Module Maintenance e 251 Msg Subject Line Interim Req Status Defines the beginning text of the Subject Line for all interim approval emails sent to the Submitter For example Your Req has received a Status Change is added on the Subject line the initiating Hiring Manager would receive the following email heading Subject Your Req has received a Status Change Reg ID 2004 020 Msg to Submitter Req Approved Defines which letter will be emailed to the requisition s initiator once all designated approvers have given their approval The data insert item iHiringMgrHREF ToHiringMgr must be defined in this letter if a hyperlink is to be embedded in the email to allow the Submitter direct access to the Hiring Manager requisition approval screen The Letter Action assigned to this letter must be Req Approval Review Completed to HiringMgr This Action should only be defined for one letter Msg Subject Line Submitter Req Approved Defines the text of the Subject Line for emails sent to notify requisition Submitters that their requisition has been fully approved Msg to Approvers Approval Needed Defines which letter will be emailed to designated approvers notifying them to review a submitted requisition The data insert item iHiringMgr
332. r Requisition Select Applicant Offer Amount and Offer Date Hire Ej Submit Clear Close amp Help Required Entry For Requisition E Select Applicant E Offer Amount I Offer Date ia Total Bonus Bonus Payment Amount 1 A Bonus Payment Date 1 Bonus Payment Amount p Bonus Payment Date 2 El Answer E Answer Date RE How Filled Y Filled Date Start Date Orient Date ia Applicant Status hew Hire E Requisition Status Filled El Result for this Req Leg E fssign Result te Non Selected Applicants The selection list for the For Requisition field will only consist of requisitions that display on the My Regs list that are considered to be active for recruiting and have applicants logged to them The selection list for the Select Applicant field will only consist of applicants who are logged to the selected requisition Dollar fields should not have or commas entered The default values for Applicant Status Requisition Status and Result for this Req fields are set in Maintenance HiringMgr Settings See Hiring Manager Module Maintenance for more information Once the form is completed the Hiring Manager must select Submit to update the requisition and applicant records in iGreentree When a Hiring Manager selects a For Requisition and Select Applicant combination that has had an offer previously extended the module will auto populate all fields on the Hire form that hav
333. r can select the incorrect line and use the Delete key on the keyboard to remove the entire row Then re use the appropriate Action to enter the correct data Greentree User Manual Applicant Processing e 189 THIS PAGE INTENTIONALLY LEFT BLANK Greentree v8 1 User Manual Searching Objectives This chapter is for anyone who needs to get information out of the system After completing this chapter the user will be able to e Find data about Applicants Requisitions History Sources and Hiring Managers e Find possible candidates for requisitions e Switch between different views and windows e Update information QuickSearch The QuickSearch in iGreentree allows the User to enter data onto one or more fields and search for records that match the same criteria QuickSearch form allows for searching of the base record as well as several of the History and Attachments From the Applicants menu select QuickSearch Applicants Find B y ID Find By Mame Muick Search Enter criteria in any of the fields on this window and choose search to find Applicants with matching information in their records Applicant QuickSearch AIEETEERS NE NEMME ps TN E AO p RA Address Walzer Filing System Te Te Status Tei A Location Tel stater vw Zips Recruiter Is Home Phone Follow Ups a Work Phone Available PE Emails ss Req y Referral Names Objectiwe Degree DIG Status 7 DIG La
334. r for the particular requisition and overall Enter a Status of Excluded select the requisition he she is being turned down for and select the Set App Req Result To that appropriately identifies the reason he she is being rejected for that position To use select Reject from the Action main menu Action History e Log to Source Send Letter _ Log to Reg Ja Set Applicant Status for Is For Requisition Set App Req Result To Exclude Applicants with Emails Comments Select Letter File Edit wiew Insert Format Tools Signer Output Format Include Letter Contents in Letter History Personalize before sending The action can be used simply to update the Applicant and Requisition records or regardless of the scenario the User can concurrently send a custom regret letter If the User would like to send a letter the action functions the same as Send Letter described above Ok Choose to run the action with the desired selections The letter information will be stored in Letters History The Result code is also added to both the Reqs Applied For History for this Applicant and to the Applicant History for the selected Requisition You may also run this action by selecting the quick launch button ball located on the toolbar Mass Reject A group of Applicants can all be rejected in one step using the Reject Action while in List View This might be useful when a group of Applicants is l
335. r your email as well Please note that any email addresses you enter into this form will be used only for sending an email about this position and will not be retained in our database or otherwise saved or used In any way We respect your privacy Thanks for sharing our job information with a friend Accountant Enter your email address fs Enter your friend s email address fs Send Email Return to Previous Page Help Once the email address has been entered and 204 Emal selected a referral email message Customer defined in Letters Maintenance is sent to the email address provided From Dougrittsreentreesystems com To StephanieFi oreentreesystems com E Subject Employment Opportunity Alert Sent Thu 2 12 2004 8 51 4M Attachments ATTOOOOL Atm 1 KE February 12 2004 E A friend of yours thought you might be interested in one of our currently open positions Job Title Information Technology Specialist Location HQ If you would like to wiew more information or to apply for this position please click on the following link HTTP tank qtedev com 10203 CSSExt CoSPage Referred aSP Reqkey TESb1592 7B43 4149 9EC9 54D09P TCE600676ippEey A4150906 1026 4B7 F Bz A47 6CO006415561464 Please note that this email is not spam and was requested by the Human Resources The applicant who is sending the referral will receive confirmation that the email was successfully sent The applicant
336. ra A veteran any part of whose active duty military naval or air service was during the period of August 5 1964 through May 7 1975 who i served on active duty for a period of more than 180 days and was discharged or released therefrom with other than a dishonorable discharge or ii was discharged from active duty because of a service connected disability Iam not a veteran OI Choose Not to Respond iGreentree v8 1 User Manual Candidate Self Service e 121 Apply For a Position When an applicant finds a position of interest they can apply on line for that opportunity From the Job Detail page the Applicant can select either the RA RSU button or the Apply for this posicion Iink Job Detail E To apply for this Accountant position click on Apply for this position Email this job to a friend Job Title Accountant Req 2005 035 Location Dallas Department Accounting Job Description Initial responsibilities include completing bank reconciliations and journal entries performing all aspects of A P performing analytical balance sheet recs reconciling investment reports to general ledger etc Job Qualifications Excellent growth opportunity for motivated professional with 2 3 years of related general accounting experience BS BA in accounting or related field required Proficient with MS Office databases amp A P software CPA MBA a plus Additional Links Resume Assistance Apply for this position Return to P
337. rce Expense Fields Hierarchical View Notice the tabs at the bottom of this dialog labeled Hierarchical View and Flat View These tabs provide two ways to view the same list of fieldnames Hierarchical View groups the fields by type applicants requisitions etc Note that Person Requisition Fields are fields that contain information relating the applicants to logged requisitions Flat View lists the fields in one large alphabetic list NOTE AdvancedSearch provides 650 fieldnames that can be used for searching To select the ReqStatus field using the default Hierarchical View click on the next to Requisition Fields or double click on the words Requisition Fields to expand that section Select Criteria Field Gs Requisition Fields kee RegD ateApp kee ReqD ateDead kee RegD ateEntered ly RegDateFilled kee RegD atePostedE sternal kee RegD atePostedinternal kee RegD ate5rchCommEnd kee RegDateSrchCommStart kee ReqDateStart kee RegD ateUpdated kee ReqDept y ReqD vision Hierarchical View 208 e Searching iGreentree v8 1 User Manual NOTE The open padlock graphic indicates that the user has security access to this field in Security Manager s row security settings A closed padlock would indicate that the user does not Regardless of the access the field can still be used for creating and executing the search Scroll down and select RegStatus from the list and c
338. re screen The contents of the notification used for each scenario is Customer controlled and is identified in CSS Settings Maintenance the actual letter contents for each is set up in Letters Maintenance Application Results Thank you for your application for employment Your application will be given full review and consideration for this position At any time you can click on the My Home Page link above to view the status of all your applications including this one If we have your email address you will also recelve an email confirmation for this application Again thank you for applying Sincerely Human Resources Department Return ta Search Help Add Note If an applicant tries to apply for a requisition that they have all ready submitted an application for they will be directed to the Add Note page The applicant is notified that they have already applied but they can submit additional information for consideration They can type new information into the text box and click E or choose ESEE to return to the previous page Add Note Our records indicate that you have already applied for the Registered Nurse Cath Lab position If you would like to submit additional information related to your application for this position please enter it in the box below and press Submit Subrnit Cancel Help The applicant will receive a confirmation that the new information was successful submitted Add Note our additio
339. record A skill will only appear once in an Applicant s Skill Attachment even if the Applicant submits multiple resumes or CSSForms containing that skill A skill that has been determined to be inaccurate can be removed by highlighting the appropriate skill and clicking Laat Objectives Use Objectives to record the type of job s that the applicant has expressed interest in Although objectives may come directly from a resume they can be viewed edited and added to in Greentree Objectives can be particularly useful when searching for applicants with skill sets that may fit various positions Choose Objectives from the Attachments menu ALE to choose from the available Objectives Scroll down using the vertical scroll bar or start typing the objective Horne Infusion Tech Housekeeper Housestatt Coord Information Systems Intake Coordinator Intern E Highlight the appropriate objective and then click to add the objective Objectives for Suzy Que Objectives MM Benefits Manager Po HR Representative Po Project Manager Click Save when finished entering updating Objectives An Objective that has been determined to be inaccurate can be removed by highlighting the appropriate line and clicking DEENS 156 e Applicant Processing iGreentree v8 1 User Manual Warning 1 Objective codes should be very general such as Accountant rather then the specific like Accountant Il Sr Cost Accountant etc Obje
340. records See page 60 for information about text editing options While in Notes use the View button to display previous Notes Click on the button to save Notes File Edit Muxlow Kristina 01 04 2006 06 51 PM PST Hiring Manager is on vacation schedule all interviews after his return The system automatically enters the name of the person who entered the Note based on username the date it was entered and the time from the server that it was entered The window will scroll as additional notes are entered Once notes are entered and saved they are no longer editable The only option is to delete and re enter the note The behavior protects the integrity of the notes tracking within the system If existing notes need to be changed go to the Documents Attachment where each note is stored separately Delete the record and then go back to the Notes Attachment and Add a new Note Use Ctrl C to copy and Ctrl V to paste This will add a new date and time stamp along with the corrected notes 72 e Greentree Requisition Management Greentree v8 1 User Manual Document List As we approach the paperless office users may choose to save paper files electronically additional documents that relate to the Requisition can also be added To access select Document List from the Attachments menu attachments All available documents will be displayed along with information about when the document was added Date Create
341. ree Military Service Please enter your military service information Remember to click Save Changes when you are finished Branch of Service Ir OE From MM YY o To MMJYY O Rank at Discharge Ir OE Are you a member of the Reserves Ces No Are you an active member Ces no Nature of duties and special training received Greentree v8 1 User Manual Candidate Self Service e 119 Relatives The Relatives section allows applicants to disclose any family members working within your organization This section does not have an Attachment within Greentree and therefore information will be stored as part of the CSSForm in Greentree Relatives Please list below any relatives currently working for Greentree Systems Inc Remember to click Save Changes when you are finished Relatives include al parents step parents children steo chilaren grandparents brothers sisters step brothers steo sisters aunts uncles cousins and in laws Delete Mame of Relative SS TS Item References This section allows you to collect Reference information for the applicant This data is viewable by going to CSSForm Attachment or the Document List Attachment in Greentree References In the spaces below please list any references that you would like to use for any positions applied for Please note that no reference will be contacted unless you are being considered for a position OOOO Related Questions The Rela
342. ree recommends this to be set to Yes Turn On Auditing For Req Template CSS Questions Defines whether or not the system should log additions deletions and changes made to a requisition template in regards to requisition specific CSS Questions Greentree recommends this to be set to Yes iGreentree v8 1 User Manual Administration amp Maintenance e 237 Turn On OIG Exclusion Processing Will automatically exclude any applicant from consideration that has an OIG Status of Excluded Use Ratings With Skills Refers to whether or not the ability to rate Applicant Skills is available Altering this setting will not impact stored data There are multiple Settings Groups that can be maintained to view other Groups click on the next to Setting Groups to view the full list System Settings Settings Group Show All Property App Summary Grid CSS Questions Company Ni app Summary Grid Documents QuickSearcH App Summary Grid Education QuickSearch PP Summary Grid y Experience App Summary Grid Interviews ES o Appro spp Summary Grid Letters Route Email 4pp Summary Grid Licenses System Em4 DPP Summary Grid Objectives App Summary Grid Offers System Ema app Summary Grid Regs Syster EmaApp Summary Grid Routes System Eens DPP Summary Grid Skills E App Summary Grid Sources System Ema app Summary Grid Tests Systern EmaAapp Summary Grids Turn O
343. reeSystems com Send email to SupportO GreentreeSystems com Greentree v8 1 User Manual Introduction amp Overview e 7 Introduction to Searching Users can search for almost any data in the system Searches can be run for Applicants Requisitions Sources Expenses Hiring Managers and Templates Searching for Requisition Data Requisitons Find By Req Select Requisitions then QuickSearch SuickSearch Requisition QuickSearch EISEN Swiss NAc Entered m By Updated mm e Bear j Spaperi Tel Filingsystem Is Job Coden Je Position Ctd Total Openings Total Filled Job me Dept Tel Reg Temp Approved Division F Exempt Deadline Location A pi psep Tel Posted Intemal el Sal Grade EC New Repl Sg Posted External Po FTE Replacing Shift Code Ir 7 Posting Category PO 7 Schedule i Recruiter Job Group Ii Hiring Manager PO Hiring Mgrs See All Apps Search Committee Start Ts Search Committee End Note to Hiring Mgs EE Filled By 7 How Filled FilledOn ss i StartOn m Contains SNE To find all of the Reqs that are currently open click on the arrow for the Status field near the top middle Status ss l Ok Select Open then click on the button to return to the QuickSearch window Click on the button to run the search When selecting codes the user can high
344. reentreesystemas Fowler Stephane SFowler biGreentree c Griffin Terry TerryGiiGreentreeSystems Grfhiin Terry TGriffing iGreentrea com Hawthorne Michael MHawthornedbiGreen IHohulin John IHohulinddiGreentree com iGreentree Demol iGT_DemoigiGreentre iGreentree Demo 167_Demo2ibiGreentre iGreentree Demo3 16T_Demo3iGreentre sl Up Dawn Save approvers to req Cancel and return to Reg Add iGreentree v8 1 User Manual Hiring Manager Module Requisition Management e 37 Once all the approvers are on the Selected list the Hiring Manager should reorder them to appear in the appropriate approval order The first name on the list will receive the first notice to approve the second name on the list will receive the second notice and so forth until all Approvers have approved Highlight the name to reorder and select the Up or Down button Selected Cannova Adnan ACannovadbGreentreeSyst Chamonm Susan SChamoniiiGreentreeSy Greenberg Carol Ce micreentrees c um Crown When all Approvers have been selected and are listed in the appropriate order select Save approvers to reg The process of adding approvers can be canceled by choosing Cancel and return to Req Add Save approvers to req Cancel and return to Reg Add The selected approvers will be listed under the Approvals section Approvals Add Remove Reorder Approvers Cannova Adnan ACannovalbGreentreesystems com Chamonix Susan
345. requirements Using this system will let us communicate quickly and accurately and minimize the possibility of something getting lost misplaced or falling through the cracks The result will be a better image presented to our applicants a smoother selection process and a better hire for you When you login using your Greentree Username you can review the current status of your reqs and submit a new requisition request on line by selecting a function at left As we plan to add expanded capabilities to our system in the near future please let us know your comments suggestions and ideas for how we can improve our service to you and your department Sincerely Corporate Human Resources Staff HRitiGreentreesystems com S003 348 8045 iGreentree v8 1 User Manual Introduction amp Overview e 17 The menu that displays is expandable much like the main menu in Greentree iGreentree Hiring Manage The Hiring Manager can add a requisition by clicking Add New Red e Add New Req m A new screen will be opened and the Hiring Manager may start to enter data for a new job opening This entry can include basic information about the position such as Job Title etc Job Description and Qualifications Skills Pre Screening Questions selection of Approvers and Committee Members d KEN After entering all the data for a new job opening the Hiring Manager must choose LEl Submit He she will receive a confirmation th
346. revious Page Help If the applicant is not logged into CSS at this time they will be prompted to do so before they can proceed The applicant can sign in using their UserlD or email address and Password If the applicant is new the link Create a UserID Password is provided As previously mentioned links are also provided to assist the applicant if they have forgotten their password Apply for Position w To apply for the position of Accountant please answer the following questions related to this position To apply for this position you must first sign in with your UserID and Password below Login Login Forgot your Password Click Here Create a UserID and Password Return to Job Detail Page Help Once the applicant has signed in or if they signed in prior to selecting Apply for this position they will be taken to the Update Profile page where they must complete all required sections If the applicant has previously completed the profile and does not wish to make any changes they need only to click on If your profile is now complete click here to submit your application besen at the bottom of every section of the profile 122 e Candidate Self Service Greentree v8 1 User Manual The applicant will then be brought to a prescreeining page that may contain several types of questions Some of the questions are referred to as Global Questions and others are Requisition Specific Questions This page also collects Skills
347. ries Browse for Jobs Opportunities New This Week Positians 2 Professional Opportunities Positions 6 a E y ae All Opportunities by Job Title E Positions 23 Opportunities in Charlotte NC Positions Service Support Opportunities Positions ah Nursing Opportunities Positions 5 Physicians amp Clinical Opportunities Positions 3 Technical Opportunities Positions Regardless of which method used to search the Applicant will be presented with the requisition s that match his her search criteria Search Jobs Results E Please click on a job link to view the Job Detail 1 2004 003 Programmers Analyst Atlanta Evenings 2 2004 004 Project Engineer Dallas Ge Rotating 3 2004 005 Software Development Manager Atlanta MIS Days 4 2004 006 Design Engineer Metroplex Center Engineering Days or Evenings 5 2004 011 Senior Administrative Assistant Metroplex Center Accounting Days 6 2004 013 Sales Support Assistant Atlanta Surgical Services Days 7 2004 016 Program Manager Field Engineering Dallas Engineering Days and Evenings D 2004 019 Registered Nurse Metroplex Center Critical Care Unit Days Evenings 9 2004 020 Senior Administrative Assistant Metroplex Center MIS Days 10 2005 005 Sales Manager Atlanta Surgical Services Days Page 123 Nest Available Positions 23 22 e Introduction amp Overview Bergman Parn Walker Jane Bergman Pam Walker Jane Greenberg Caral Johnson H
348. ring Manager s Offer History Hire To finalize the hiring process for a Requisition either the Hire Action Applicant Action or the Fill Action Requisition Action must be completed Either of these two Actions will update all of the applicable areas of the system in one step as well as produce a Hire Confirmation letter if needed Select Hire from the Action main menu Action History ie Log to Source j Send Letter _ Log to Reg p5 Reject if Route Interview La Test Results o Make Offer JT The Offer Action does not have to be run first Users can go straight to the Hire Action if all the offer data is known Therefore the Hire form may be blank However if an offer was previously entered for this le the most recent offer data will default into the Hire form OK Close For Requisition 2005 037 Offer 200 00 On 01 26 2006 Answer Accept 7 On 01 26 2006 Start Date 01 30 2006 Date Orient 01 30 2006 Applicant Status New Hire y Total Bonus 50 00 Bonus Payment Amount 1 25 00 Bonus Payment Date 1 07 31 2006 Bonus Payment Amount 2 25 00 Bonus Payment Date 2 01 31 2007 Filled On 01 26 2006 How Filled Is Requisition Status Filled y App Req Result Hired HM Other AppReq Results for Hired Applicant AAA Other App Req Results LC y Select Letter Hire Confirmation Signer Output Format Include Letter Contents in Letter History Personal
349. rom the Maintenance menu Thesaurus Maintenance Close Assis sre te Ws lie Thesaurus Synonym Section Language English Thesaurus Objective Schaal Skill Clerical Computer Financial Med Professional Degree Codes excluded Degree Codes included from All Codes Thesaurus in All Codes Thesaurus Bachelors Maintenance Certificate Codes Filing Systems Doc Types a DO Optometry Dup Check Do Osteopathy HED e H Diploma Logged Users Letters Reports Thesaurus Add Choose from the Thesaurus window Script Prompt Enter the name of the new Thesaurus Create a name for the new Thesaurus and click OK Now select Codes for each of the Code Types available on the right Degree is already highlighted so the Degree codes are displayed at the bottom of the window Select any and all codes that might be appropriate for sales applicants and move them to the Selected column using the arrows between the columns Double clicking on a code will also move it to the opposite column HINT With the cursor already in the column to be selected from type the first letter of the code needed to jump to that section of the code list 262 e Module Maintenance iGreentree v8 1 User Manual Thesaurus Synonym Section Language English Thesaurus All Codes Clerical Computer Financial Med Professional Degree Codes excluded Degree Codes included from Sales Thesaurus in Sales Thesa
350. rs in iGreentree In addition they will need to be assigned Hiring Manager Userld s and Passwords so they can log in and view requisitions for which they are Search Committee members The selected Search Committee Members will be displayed under Search Committee Search Committee ADD Femove All Committee Member Security Bergman Dam A Chamonix Susan A Greenberg Carol A Walker Jane A The Hiring Manager must now select a Security level default is Read Only There are two levels to choose from Read Only Allows the Committee Member to view the applicant and all available documents As well as enter comments which can be viewed by other Committee Members including the Hiring Manager Update Allows the Committee Member the same privileges as Read Only plus they can update the App Reg Result and App Req Result Date for applicants or add additional Search Committee members if necessary To remove a single Search Committee Member click on the A next to the Committee Member s name To remove all Committee Members from the list select Remove All Greentree v8 1 User Manual Hiring Manager Module Requisition Management e 39 Adding Approval Process and Approval Audit of the Completed Requisition Upon completion of the Add New Req form the Hiring Manager will need to El Sutra lithe requisition to complete the submittal process Fields marked with a are required A Hiring Manager must fill in all required fields f
351. rs to log in The iGreentree Administrator has access to manually log users off the system 16 e Introduction amp Overview Greentree v8 1 User Manual Hiring Manager s View The Hiring Manager module enables managers to enter and record their own Requisitions In addition they can review Applicants that have been approved by HR The Hiring Managers will access Hiring Manager Module using a browser window They will need to be provided with the URL for Hiring Manager Module s location Successful program execution will display the User Login Window ready to accept a validated username and that user s password Hiring Managers will be given their own usernames and passwords for the Hiring Manager Module Usernames and passwords are set up for each Hiring Manager record The Hiring Manager can log in by entering a valid username and password and clicking Login iG aie Links Greentree Systems Manage Greentree Systems Inc Login Login Name Pam Login Password RETT Login The Hiring Manager will be brought to a Home page that typically welcomes them to the online requisition entry tool iG r Links Greentree Systems Manaus Greentree Systems Inc Y Home Home GREENTREE EMPLOYMENT SYSTEM Regs for Hiring Managers Offers 2 3 Applicants gt RHEE Our new web based Greentree Employment System lets you the Hiring Manager work closely with ogo Your HR Rep to meet your staffing needs and
352. rsor is when the option is selected pasting Select All To highlight all of the text in the current window at once Edit Find To find a particular word or phrase within the text Can search up or down can turn the Match case option on or off Edit Replace Same options as find but can replace found text with a different word or phrase Standard To display a toolbar with shortcuts for File Edit amp Insert menu options Toolbar Format Toolbar To display a toolbar with shortcut buttons that match options from Format menu Insert Page Break To insert a forced page break May be most helpful for letter maintenance when a multiple page letter is needed Insert Date To insert the current date Not needed in the Notes window because iGreentree automatically inserts the date and time when the new Note is Saved Insert Time To insert the current time Not needed in the Notes window because ee iGreentree automatically inserts the time from the server when the new Note is Saved Paragraph To change formatting of selected text including line spacing and indents Format Paragraph To draw lines around selected text Frames Background To change color behind selected text Color To spell check all text in this window Tools Thesaurus To look for synonyms for the selected word then replace if desired Try with the word experience 60 e iGreentree Requisition Management iGreentree v8 1 User Manual NOTE Items shown in gray o
353. s Find By Reg Hiring Mgrs Quick Search Advanced Search b Add Requisition Ready Reports Sources Expenses Hiring Mgrs Adwanced Search Ready Reports Maintenance Codes Filing Systems Doc Types Dup Check Logged Users Letters Reports Thesaurus Maintenance Reg Templates App Templates User Preferences Exit ASE Settings System Settings Archived Applicants Archived Hiring Mars Release Notes Reg Templates App Templates User Preferences Exit The iGreentree Administrator or other users if permitted will use these options to maintain the iGreentree system Permissions for menu items are defined in Security Manager See Security Manager documentation for more information NOTE An icon next to a Maintenance item indicates a value or item that is completely maintained by an organization An a icon next to a Maintenance item indicates a value or item that is required by the Greentree system and is not to be removed or tampered with by an organization Codes Maintenance Codes Maintenance is used to Add Rename Merge and Delete Code Values in the database To maintain greater control over Code Values restrict access to this menu item via Security Manager Codes Maintenance will be MUCH easier if restrictions are in place that permit only approved users to add and change Code Values Greentree recommends that the iGreentree Administrator review and 220 e Administration amp Maintenance iGreentree
354. s Hiring Managers and Templates from the List View This is used to permanently remove old records from the database Purge is typically performed annually and usually at least one full year s worth of data is kept in the system for reporting purposes Purging policies and procedures including frequency should be outlined and understood by all team members Itis recommended that the Purge function should be restricted to certain users to avoid accidental removal of records Purging large quantities of old data may improve system performance However attempts to purge too many records at once may result in a purge failed message due to a system timeout If this occurs try multiple purges of smaller record sets IMPORTANT ALWAYS make sure there is a recent complete permanent backup of the iGreentree database before purging any data example Itis the end of the second calendar year using the iGreentree system and management wants to be rid of Applicant records that were entered more than a year ago Perform an Applicant QuickSearch to find the Applicants who were entered Last Year Applicants Find B y ID Find By Name Quick Search Entered Last Year 246 e Administration amp Maintenance iGreentree v8 1 User Manual Applicant List view ZIETZ Action History Attachments Greentree Systems INC o Name emus Trecruiter Name Entered z ES abbott Wendy Fuere Mercer Michael M 08 10 2003 ler
355. s These settings determine what the applicant views in CSS Browse Jobs and the selected categories Results e View SQL refers to an existing database SQL query that defines a specific view created in SQL Server to retrieve requisitions corresponding to the category The query further defines what fields are displayed in the selected categories Results e Display Name refers to the category title that the applicants will see e Image File Name refers to the image that will be displayed next to the Display Name Greentree recommends these images be 1 inch x 1 inch not required e Display Order refers to the order the categories are to be displayed They will be displayed by numerical order however it is not necessary for the numbers to be consecutive as shown below iview SOL 3 0 3 LDisplan Mame Limage File Name Display Order ces External NewOpeningsThisWeek Geer New This Week TE er ME CS8_External_Professional Professional Opportunities Personz gif 10 Jee Etema algeenterpuiekrge al Opportunities by Job Tile eeng 25 Jess Extemal_Adminderical Opportunities in Charlotte NG Persona af 2 Jess Exteral_servicesupport Service Support Opportunities Persona gf 2 css Eternal Nursing Wues Opportunities Personz af 2 Jee External Physidansclinical Physicians amp Clinical Opportunities Persont gf SC S P Jess External Technical Technical Opportunities Persona af 2 The above settings would translate to the
356. s suggested that a standard User Name and Password assignment convention be determined so that it is easy for a Hiring Manager to remember or for a Recruiter to assist them in remembering their information User Name krouxlow Password leseeneenes When the RM button is selected a password entry and confirmation window will display The password will be masked Confirm Password OK Close Password D Confirm Password NOTE If a Hiring Manager should no longer have access to the Hiring Manager module the Password field should be cleared of all information Other Fields The remainder of the Hiring Manager fields may be completed as desired For instance if reports will contain the Hiring Manager s location be sure to complete the Location field on each Hiring Manager s record Hiring Manager QuickSearch DIER New Search Close Ea IME Action History Attachments Entered 02 07 2005 By ariffin Terry Updated Ey Name F ML Tery A FI Title Mice President Operations Status lactive Lei Address 3131 e Bascom Ave Suite 200 Division Marketing y a Dept wes Tel City campbell Location Atlanta rw State ca y zip s5008 Recruiter Charnonix Susan L Home Phone User Name Terry Work Phone 1408 Br Password P ITT M Email Terry G GreentreeSystems com Comments iGreentree v8 1 User Manual Hiring Manager Module Requisition Managemen
357. s CSS Web ID The usual value for this property is CSS Filing System Identifies the Filing System into which applicants who apply to this CSS Web D will be placed Default RegResult This identifies the result value which will be assigned to each applicant who completes an application for a specific job from this CSS Web D and passes the built in prescreen if no prescreen is used they will be assigned this result too The result value will be assigned to the specific requisition selected by the applicant before submitting the application i e the one they were logged by this application This result will be viewable in Greentree by going to the Applicants Regs Applied For History or by viewing the Requisition s Applicants History NOTE If your organization utilizes the Set Other App Req Results To in the Hire Fill Action the Result will not be updated for records that were populated by this default Rejected RegResult This identifies the result value which will be assigned to each applicant who completes an application for a specific job from this CSS Web ID and fails the applications prescreen The result value will be assigned to the specific requisition selected by the applicant before submitting the application i e the one they were logged by this application This result will be viewable in iGreentree by going to the Applicants Regs Applied For History or by viewing the Requisition s Applicants History Withdraw RegResult This
358. s highlighted in blue are hyperlinks and will take the user to the appropriate History or Attachment menu detailed later in this chapter Clicking on Req Number XXXX XXX will take the user to the Edit View screen the user may also click on Edit View Greentree v8 1 User Manual iGreentree Requisition Management e 77 Edit View This screen is similar to the Summary View screen it displays information for a single search result Edit View does not have quick links to History or Attachments nor does it have that information displayed on the main screen Action History Attachments Greentree Systems Inc D Fae A VS i SE el Entered By Updated By Req Status oz 7 Filing System Job Code agoen HR Gene Position CH 4 FE Total Openings es Total Filled o Job Bebe Generatico SCSCSCSCSCSCSCSCSCSSSSSSSCCN oman resos ER CES Division Operations Exempt NE Exempt M Deadline ns Location atlanta Full Part part Posted Internal 12 08 2005 sal Grade 24 vw New Repl New sl Posted External 03 05 2004 FTE os Replacing a Shift Code nn 7 Posting Category Human Resources E Schedule M Figpm 4 30pm Recruiter Cannova Adrian M Job Group le O g Hiring Manager Walker Jane Is Hiring Mgrs See All Apps Search Committee Start PO Search Committee End Note to Hiring Mgr Filled By How Filled Filled On Start On Bo
359. s of openings including internship program and temporary employees maintain applicant tracking records conducts new employee orientations develops internship program for applicable departments monitors career pathing program writes and places advertisements Performs benefits and 401E administration to include enrolment clams resolution change reporting pdate and commuricating benefit information to employees develops and delivers new hire orientation Maintains and promotes the tuition reimbursement program and ongoing employee development programs develops annual training plan based on needs assessment and budget maintains training records develops and delivers training programs Anal a SC Choose to have the system find Search Criteria from the Job Description If the Requisition all ready contains Search Criteria the user will be prompted with three choices for oroceeding 23 Postings Analysis We KE 10 search criteria currently exist for this requisition Would you like to append any new search criteria or overwrite the existing search criteria If the user chooses LEYS the existing Search Criteria will be deleted and the newly found Search Criteria will be added If is chosen the existing Search Criteria will be retained and new criteria will be added to it If the user selects the analyze process will be aborted If the user selects ES E or they will be prompted for a Thesaurus skil
360. s selected it will overwrite the old Status upon execution of the Action The App Reg Result field if populated will update the App Req Result field on both the applicant side and the requisition side for the selected Requisition Pull down the list for Log to Requisition Select Requisition e RegqID Reg Date Job Title Leg Status Openings Filed 2004 003 programmnenanalyst open 2e0s004 Pregfaees rer 2004 005 Software Development MalOpen 7 eooo Pegonpgee ee Jansen 03 02 2008 Senior Administrative Assi Offer Outstanding looss Program Manager Field En Open zcos 01s jos o2 2008 Registered Nurse open Select the requisition make sure the selection arrow in the left gray column is pointing at the record to be selected Choose Ok to select the Reg Choose to run the Action For our most popular actions you may also run the action by selecting the corresponding picture located above the applicant record in Edit View only H For Log to Requisition action you would select the would appear follow all other steps as normal 12 e Introduction amp Overview iGreentree v8 1 User Manual Introduction to History Select Reqs Applied For from the History menu NOTE The total number of requisitions applied for is displayed here Applicant Edit View Ty 2005 008 Resistered Nurse Mercer Wichael Rloa 26 2005 ew applicant OS erao 2004 019 Registere
361. se enter schools you have attended dates attended degrees received and your primary area of study When you click Save Changes entries Will be sorted by the From date with your most recent listed first IR EECH E ES School City GA AA Degree Received Major Completed Item AO ser A sea bpp pe S Licenses Certificates Professional License and Certificates will populate the applicant s License amp Certificates Attachment in the Greentree database Professional Licenses and Certifications Please enter any professional licenses and certifications which you currently hold or have recently held Date Expires MM DD YY Date State Issued Type Issued MIM DD YY ATA E Leg Leg A Delete Item y License Certificate OOOOd H d A Languages Foreign Languages does not have an Attachment for data to be stored in within iGreentree Instead this information will be stored as a part of the CSSForm in iGreentree This data is viewable by going to CSSForm Attachment or the Document List Attachment in iGreentree Foreign Languages Please list any foreign languages in which you are proficient and willing to use on the job Remember to click Save Changes when you are finished TO pelete tem Ae Deeg 4 gt IE 0000 Q0000k BS 0000 118 e Candidate Self Service Greentree v8 1 User Manual Work History The majority of the data entered into Work History will populate the Exper
362. see the main information as well as some History and Attachment Information directly on the main screen Action GE Attachments Greentree Systems Inc HR Generalist Recruiter Cannova Adrian Location Atlanta Ll Job Description On File a ann Job Qualifications On File Req Number 2005 037 Applicants View UC et as ee Requisitions Applicant Pre Screen Reg Date Result Result Date ag Te oes HR Generalist Dotson Wicki MoMinQuals 12 09 2005 Rej Min Quals 12092005 Position Coi HECKER Total Openings l Postings EME Source Date Posted Start Date Closing Date 17188 Human Resources Mo Data Available AA Operations AE FEI Offers Offer Date App Hame Answer Start Date FTE Re Shift Code AMO F 1 2pm 4 30pm Mo Data Available Job Group E Reg Temp aula CS5 Skills View SLU ee Exempt Full Part Part MS PowerPoint Mew Repl pei Customer Service Replacing Approved 12 08 2005 HR Generalist Deadline MG Outlook Posted Intemal 12 08 2005 Employee Relations Posted Extemal OS 05 2004 MS Word A DOVUN Human Resources EE Walker Jane Expenses allah Baal Li o All Apps GOES Date Expense Description Amount Search Committee End Ho Data Available Search Committee Start Note to Hiring Migr Filled By How Filled Filled On Start On Entered 12 08 2005 Fowler Stephanie A Updated 1209 2005 EE 00 Fowler Stephanie The item
363. ser s Hot Items search This search must NOT be Public for Edit NOR Public for Run This search will run automatically when the user logs into iGreentree and when the user selects Hot Items Run from the main menu If a user marks more than one AdvancedSearch as Run at Startup Greentree will select the first one it finds for that user Notes any notes entered here will appear in the lower section of the Search List page when the search is highlighted on the list of searches AdvancedSearch Settings this section allows the user to add edit delete search criteria groups and search parameters SQL Syntax as AdvancedSearches are created this section will display a logical facsimile or pseudo representation of the SQL Standard Query Language code which will be generated by the search This is intended as a diagnostic tool or logic check to help debug searches 206 e Searching Greentree v8 1 User Manual A Sample Advanced Search For a sample AdvancedSearch build one called Recruiter X Active Reqs where Recruiter X is an active Recruiter in your system to use as a Hot Items search Search results should include the following reqs Reqs with ReqStatus Open or RegStatus Offer Outstanding Reqs with DateFilled from Last Year Reqs with Recruiter Recruiter X Begin by entering the following in Build Search Name of Search Recruiter X Active Reqs Search For Requisitions
364. sers run the Enter Expense action for a Requisition Track expenses for this Expense Post reqs to this Source If open requisition information is sent to this source check this box If expense recording is also checked see above this will allow for recording how much was spent on each requisition that was filled from this source If it is not checked for a particular Source the source will not appear on the list when iGreentree users run the Post to Source action for a Requisition Post regs to this Source v Allow CSS Applicant to Select this Source If Candidate Self Service CSS applicants are to be able to select this source when applying check this box If it is not checked for a particular Source the source will not appear on the selection list when CSS users are answering Global Questions of Question Type Source This is only applicable to the Candidate 94 e Sources and Expenses iGreentree v8 1 User Manual Self Service module Please refer to the CSS Maintenance chapter for more information regarding Global Questions Allow 055 Applicant to Select this Source jw Other Fields It is important to make sure all users understand how each field is to be used The use or non use of every field should be discussed within the organization to ensure data entry is consistent Contact Information Address Phone etc is not necessary for the proper user in the Greentree System These fields can be used however as a central rolodex
365. ses and matching candidates to openings Report Librarian Person who creates and or changes Greentree reports All users can run reports but the Report Librarian has Crystal Reports and special security rights and training for Report Writing Result vs Status Status refers to how the applicant rates overall in your organization Whereas a result is how the applicant rates for the specific position they applied for An applicant could have many results but only one status Resume Processing A module of Greentree that allows resumes to be processed and loaded regardless of whether the resumes are scanned with ScanStation scanned by an outsource outside scanning service and or whether the resumes are sent by the Applicant via electronic mail The processor populates base information for Applicants such as name and address and certain Attachments such as Skills and Education Summary It also allows users to maintain resumes on line and route as needed Routing Sending resumes applications or other Applicant data to hiring managers and others involved in the hiring decision for their consideration Scanning A method of sending information into the computer by sliding a paper through a scanner machine and allowing the computer to read the information and convert it into a computer file Usually used to scan resumes but may be used to scan other documents as well Appendix e iv iGreentree v8 1 User Manual ScanStation Program that
366. several Attachments that HR may need to complete Entering Job Descriptions The User can enter a Job Description by selecting Job Description from the Attachments menu Attachments gt Notes A jJob Description 1 Job Qualifications 1 Search Criteria 8 CSS Additional Links 1 CSS Questions 2 l CSS Skills 11 1 CSS Uploadable Doc List 1 Document List 2 Search Committee No Job Description Available defaults onto the Job Description screen Applicants who select jobs via CSS that do not have a Job Description entered will see this message Job Description for HR Assistant File Edit Mo Job Description Available Press Add to create a new job description gt Add E I l Selecting the _ Ada button will automatically remove the not available verbiage and allow the job description text to be entered Job Description for HR Generalist analyze EEE close Fie Edit View Insert Format Tools Administers various human resources plans and procedures for all employees assists in development and implementation of personnel policies and procedures prepares and maintams employee handbook and policies and procedures manual maintains all HE related paperwork Conducts recruitment effert for all levels of openings including internship program and temporary employees maintain applicant tracking records conducts new employee orientations develops internship program for applicable departments m
367. sider either RTF or Word for Windows Try each of these options and use whichever works best The user can use Save As to save to a file or Send To to send the report via email 218 e Reporting Greentree v8 1 User Manual Administration and Maintenance Administration Most of the administration and maintenance functions for Greentree will be performed by the Greentree Administrator See the checklist at the end of this manual for a list of routine administration and maintenance functions that should be performed to keep Greentree running efficiently Backups and Troubleshooting The IT IS department should be backing up the Greentree database and related directories on a regular basis These should be scheduled for consistency For ease of implementation a pre determined schedule should be decided upon Greentree recommends a nightly backup with at least one week s worth of backups made available Individual users should report problems to the iGreentree Administrator The administrator should report Greentree problems immediately to Greentree The administrator can contact Greentree by calling 800 348 8845 or by sending an email to Support GreentreeSystems com Online Information and Help In most iGreentree windows there is a Greentree Systems Inc link near the top right corner Click on this link to see Greentree Systems Inc Ka About Greentree Employment System 4 Greentree Web Site 4 Greentree Su
368. sistant Metroplex Center Accounting Days Greenberg Carol Mercer Michael M 2 2005 019 Senior Administrative Assistant Metroplex Center MIS Days Greenberg Carol Mercer Michael M 3 2005 023 Administrative Assistant Atlanta Days Bergman Pam Mercer Michael M 4 2005 024 Administrative Assistant Atlanta Days Greenberg Carol Mercer Michael M Available Positions Refine your Search Here FY Any Location v Any Deparment we Any Airing Manager EI Any Recruiter G Refine Search Results Clear Yalues You can use in Refine Search fields Examples Design Eng or for all values Return to Previous Page Help The applicant will have the option to further refine their search if the results are too many For instance he she can further define the location to be just Atlanta by entering Atlanta on the Location field and Refine Search Results selecting the button Refine your Search Here Fs Atlanta Ki Any Deparment sl Any Hiring Manager Y Any Recruiter Ki Refine Search Results Clear Values The refined results will then be displayed 1 2005 023 Administrative Assistant Atlanta Days Bergman Parn Mercer Michael M 2 2005 024 Administrative Assistant Atlanta Days Greenberg Carol Mercer Michael M iGreentree v8 1 User Manual Candidate Self Service e 113 Browse Jobs Browse Jobs is located on the right side of the Find Jobs screen all available opportunities will be grouped together into categories that ar
369. so Essay Multiple Choice Single Entr After selecting YesNo and clicking anew YesNo question will appear The User must click his her mouse over the words New Question in order to select the text and allow a question to be typed over it Questions for HR Generalist Add Quest Del Quest EA Save as Question O vou have a Bachelors Degree ee 0304 2004 Fowler Stephani p you have a minimum of 5 years of HR experience TI mn 03 04 2004 Fowler Stephanie a many years of Recruitment experience do you have 3 Multiple Choice O1f04 2006 Muxlow Kristina g Answerls answer yy Leplwweigbt LDisplau Order Elie ere 3 hn Miete E After the question is entered a weight can be assigned to the Yes and No answers The weights will be used to calculate the applicant s prescreen score discussed later in this Chapter In addition the assigned answer weight can also be used to automatically disqualify the applicant Must NOT Have Ignore will be the default for all answers that are added To select a different weight simply click in the weight column for the weight to be altered and then click the Y button Choose the desired weight and click Select Answer Weight Must NOT Have Mice To Have An example of a Yes No question s answer setup would be An werls answer Od Weight LDisplsau Order res rd IC CC Spell Check When finished entering questions and or answers the user can click in the SP column to
370. ssociated with a particular Requisition choose the requisition If it is an open interview for any of several openings the For Requisition field can be left blank Interview Date and Interview Time must be populated Duration will auto populate 1 Hour s this can be overridden by the user A location of the interview can be entered here this can be helpful if a letter is generated and or for reporting The Applicant s Status will default to Interview and the user can select an App Req Result for this applicant The User has the option to send a letter along with this Action or it can be run without one to simply record the interview If the applicant is interviewing with several people and a letter is being generated it is best to generate the letter when entering the first person they will interview with so that the letter contains the appropriate start time for the interview OK Choose to run the action A message confirming the success of the Action will display A The Interview action completed successfully Click k to continue More interviews can be scheduled before leaving this window Once the last interview for this applicant has been entered choose close You may also run this action by selecting the quick launch button E located on the toolbar Interviews History The Interview details are added to the Interview History for the Applicant to view select Interviews from the History menu History Attachments Regs Appl
371. st Status Date Special Note Contains iGreentree v8 1 User Manual Searching e 191 Entering data in multiple fields will be treated as AND search criteria For example if a Skill and a Degree are entered only those Applicants who have both that Skill and that Degree will be found General Searching and Results To find someone who lives in California choose CA from the select list in the State field States Ja kaj then choose the S8Arch button Or press the Enter key since the Search button is the default button that is highlighted Data Display Views When the search finds more than one record a list of the matching records appears in what is called the List View Applicant List Yiew CIE 1 of 49 OO Edit View Summary New Search ho eme phia adarns Walesa Routed GOES CA 10 08 2008 le erewer Roger Wew Resume Russey Tery 1 28 2005 ho fesson mark roued knox Katherine o2 os 2005 lan Corbin Andrea Future Cammova Adrian nefso72005 ls ue Randolph P Routed Chamonix Susan 07 08 2004 Ch Pooley Thomas Pins Knox Katherine oero72004 Ch Bunaway Kathy amp Routed Cannova Adrian neros 2004 es Ellison wanda eupe Canon Adrian 07 09 2004 es Farthing Linda Routed Mercer Michael m 07 28 2004 les Franklin Marin emer Chamonix Susan 07 04 2005 Ch Sessinger Harvey Future knox Katherine aime ls aset Thomas Pis Chamonio Susan 06 20 2004 es Harding S
372. status of each approver It req will also allow approvers to be added or removed Hiring Manager or Lets others view In case more than one individual Committee manual data entry applicants needs to review approve applicants Sources Expenses Attachments Attachment Where data comes Why you need it Comments Name from Manual data entry or Track misc info Replaces yellow sticky notes and Copy and paste from such as extra hardcopy files email discussions with Source Objective Manual data entry General Only used to track general types of category NOT jobs that are good from that Source specific opening Contact Info Manual data entry Track extra Beeper pager cell phone fax phone numbers secondary email addresses etc temporary contact etc Document List Attach files from email Paperless office Contracts invoices advertisements scanning etc brochures etc Hiring Manager Attachments Name from Notes Manual data entry or Track misc info een yellow sticky notes and Copy and paste from such as extra hardcopy files email vacations Contact Info Manual data entry Track extra Beeper pager cell phone fax phone numbers secondary email addresses etc temporary contact etc Document List Attach files from email Paperless office Copies of everything manager ever scanning etc sent to HR Greentree v8 1 User Manual Appendix e xi Index A O A 12 79 APPIC AN asun deta 163 Applicant He
373. sting the applicant to identify where they heard about the opportunity for which they are applying How did you learn of this job opportunity Please Select One The answers given by applicants to the Global Questions are kept within the applicants CSSForm This form is viewable in the applicants Document List Attachment in iGreentree With the exception of the question relating to Source the answers are stored in the CSS Question Answers History source responses will populate the applicant s Sources History The Global Questions can be set up in CSS Settings Maintenance Requisition Specific Questions Requisition Specific Questions are questions that are identified for a particular requisition These questions can be set up in CSS Questions Attachment for each individual Requisition If a requisition has specific questions populated in its CSS Questions Attachment any applicant who applies for that position will be asked those same questions The applicant is required to answer the question and will not be allowed to continue if they choose not to answer them The questions can be in the following formats Yes No Essay Single Entry or Multiple Choice iGreentree v8 1 User Manual Candidate Self Service e 123 The Yes No and Multiple Choice answers can be assigned a weight for use in prescreening Each answer can be weighted with one of the following weight equivalents Must Not Have Ignore Nice to Have Desired or Highly Desired If
374. stions in order to proceed to the actual application The applicant s answers become part of their read only online application for the selected requisition The User can enter prescreen questions by selecting CSS Questions from the Attachments menu 62 e iGreentree Requisition Management iGreentree v8 1 User Manual Attachments gt Notes Job Description 1 Job Qualifications Search Criteria CSS Additional Links CSS Questions CSS Questions can be used to gather additional information about the applicant or to screen out those who are not qualified for the position Questions for HR Generalist Add Ouest Del Quest Add Answer Del Answer Save Cancell Close Questions g you have a Bachelors Degree a A ET Stephanie i vou have a minimum of 5 years of HR experience IS 03 04 2004 Fowler Stephanie NENE answer Cd sp Weight Cs Display Order ES Cisne AAA he EN CTC The User must select E to enter a new question He She will then be prompted to select a question type There are four question types to choose from Essay Multiple Choice Single Entry and YesNo Essay Questions The first available question type is Essay This question type should be used when the question requires space for a brief paragraph answer Select Question Type Multiple Choice Single Entry esha l o Ok l l After selecting Essay and clicking a new Essay question will appear Questions for HR Generalist Add Quest
375. t Greentree v8 1 User Manual the Hiring Manager can select Edit Questions Editing the questions can be as simple as re ordering highlight a question and click on the Up or the Down buttons provided they can completely Remove a question from the requisition or they can modify the answer selection and weighting presented to the Applicant when they apply for the requisition on line Once all edits are completed select Save 3 Greentree Hiring Manager A Etlrez Edit Questions amp Answers Select question to Edit Reorder Up Down Delete Remove el EWEN dap 1 Do you have a valid Califomia drivers Plaase identify how many years of administrative support experience you have Multiple Choice Please describe your administrative duties Essay How many managers have you concurrently worked for Single Entry Up Une eme Select answer to Edit Reorder Up Down Delete Remove Desired MM bo Must NOT Hawg D Up Down Adding Approvers to a Requisition The Hiring Manager can also identify Approvers for their requisition The individuals selected will receive an email notification that they need to review a requisition for approval To add approvers the Hiring Manager will click on the Add Remove Reorder Approvers button Approvals Add Remove Reorder Approvers The Requisition Approvers screen will display To add Approvers highlight the Approver s name and click the top arrow to move the n
376. t Attachment in iGreentree If no documents are entered into the Requisition s CSS Uploadable Documents this request will never be presented to the applicant When specific documents are requested the applicant can choose to attach the document The Browse button will work very similarly to the attachment button in the user s email They will be taken to their PC s file directory and be allowed to locate the document and select it Once selected the name of their file will populate onto the field on the CSS screen The applicant must click the DCH Pocuments button to have the document loaded into iGreentree and attached to their Applicant record s Document List The Applicant may also choose NOT to load the requested document and simply click gnore Adding Documents to continue iGreentree v8 1 User Manual Candidate Self Service e 125 Submit Application Please submit any of the following documents you would like to include with your application Resume in Word format DO O Oe Please upload your resume in Word format Add Documents Ignore Adding Documents Help Application Results Upon successful submittal of the Application the applicant will be presented with an Application Result There are two messages which may be displayed One message is presented if the applicant successfully passed all pre screen questions or if there were no prescreen questions The other message is presented if the applicant failed the p
377. t a user can upload Doc Types that have a specific Attachment identified for them should not have this box selected i e Job Description Resume Text etc DoclsAppSearchable iGreentree application Determines if a Doc Type is an option when a useris performing a Contains QuickSearch from the Applicant QuickSearch screen DoclsReqSearchable iGreentree application Determines if a Doc Type is an option when a useris performing a Contains QuickSearch from the Requisition QuickSearch screen DoclsSearchCriteriaType iGreentree application Determines if a Doc Type is a Text Search option for a user when defining the elements of the Search Criteria Attachment for a requisition DoclsSourceSearchable iGreentree application Determines if a Doc Type is an option when a user is performing a Contains QuickSearch from the Sources Expenses QuickSearch screen UploadablelnCSS iGreentree application CSS Hiring Manager module Determines if a Doc Type is a document that an applicant who is applying for a requisition via CSS could be requested to submit along with their application ViewableByHiringManagers Hiring Manager module Determines if a Doc Type is a document that a Hiring Manager should have access to if available for an Applicant Dup Check Dup Check is the setting that defines the criteria to determine if the applicant who is manually being entered in to iGreentree via the Add Applicant form is a potenti
378. t e 29 Requisitions in Hiring Manager Module Requisitions can be entered into iGreentree in two ways directly entering into iGreentree by HR Users or entered via the Hiring Manager module by the Hiring Manager Logging In Hiring Managers can enter and record their own Requisition activity with Hiring Manager module Access to the Hiring Manager module is usually attained via a direct intranet link If a direct link is not available the user can type the URL into the address field of an Internet Explorer browser Check with the web server administrator if unsure of the intranet location URL Enter the User Name and Password of a valid Hiring Manager in the Hiring Manager login screen Advancing to the Login Password field can be done by either selecting the Tab key or using the mouse to click into the field Click Login Bi Dee E Links Greentree Systems Mana Greentree Systems Inc Login Login Name Dane Login Password rass ag The first screen a Hiring Manager views upon successful login has the main menu to the left and a welcome message to the right H ni nee Hirin Manage Home Links Greentree Systems Greentree Systems Inc Home GREENTREE EMPLOYMENT SYSTEM HOME gt Regs A gt Offers for Hiring Managers 3 Applicants Our new web based Greentree Employment System lets you the Hrsg Manager work closely with your HR Rep to meet Logoff your staffing needs and requir
379. t have an e mail address on their resume The Userld and Password can be changed by the applicant at any time when they visit your CSS Site Scanning Hardcopy Resumes Resumes that are received in the mail or via fax will need to be scanned to get them into iGreentree This process is done in a module called iGreentree ScanStation which must be installed directly on the computer that the scanner is attached to Scanning Process There are two major steps to processing hardcopy resumes 1 Scan the physical resume using the ScanStation program 2 Load the scanned resume into the iGreentree database via email There are some smaller steps within each of the above For each of the steps decide whom when and how Although some decisions must be made before beginning to scan live resumes the process can be changed later as needed The Time Factor On average the start to finish process of getting resumes into the iGreentree database by a single person should produce at least 20 to 30 finished records per hour This process includes opening 130 e Resume Processor amp ScanStation Greentree v8 1 User Manual envelopes removing staples and collating pages in the document feeder scanning verifying loading the record to iGreentree adding basic recording data such as source recruiter and status and saving the record This estimate also assumes recommended minimums for the scanning workstation a well maintained quality scanner a res
380. ta into system delay sooner Much less time spent on data entry Time is spent verifying data that will be of little use Letters amp postcards may be delayed due to All letters and postcards are sent out in a timely later entry manner More paper shuffling Resumes are handled The Paperless Office is closer to a reality twice No interest applicants may be entered More storage space is required on the server manually Only data that has value is stored in the All data for all applicants is in the system system If a large volume of hard copy resumes is anticipated Greentree Systems recommends pre screening for the most efficient use of the system For resumes that are not scanned minimal Applicant data can still be hand keyed Preparing the Resumes for Scanning Optional Set aside no interest resumes for manual entry of name and address Sort the remaining resumes into piles for Folders Carefully remove all paper clips and staples from the resumes Smooth out the paper and make as wrinkle free as possible If the cover letter needs to be scanned as well as the resume place it behind the resume to avoid erroneous data populating in the name and address fields iGreentree v8 1 User Manual Resume Processor amp ScanStation e 131 e Separate resumes with blank sheets of paper e A blank sheet of white paper should be placed in between each resume This enables the scanning software to recognize that a resume is endin
381. te for use in calculating time to fill Select Take Off Hold from the Action menu iGreentree v8 1 User Manual iGreentree Requisition Management e 85 Action History lt Attacl e Find Matching Apps Post to Source E Enter Expense 3 Place On Hold GA Take Off Hold The system will default to Open on the Requisition Status line Today s date will also default onto the screen Take Off Hold is not a scheduler If a future date is entered the requisition will still be switched to Open upon completion of the Action Requisiton Status open 7 Off Hold Date 01 05 2006 Ok Select to complete the Action You may also run this action by selecting the quick launch button located on the toolbar Mass Hold Place On Hold and Take Off Hold actions can be run from the List View to affect a group of Requisitions all atonce They will behave the same as the single Actions described above but it will put every requisition listed on hold REGARDLESS if only one requisition is selected Be careful with these Actions since a mistake is tedious to correct If a date were entered incorrectly for example the user would have to go back to the History for each Req individually to correct it Hold History The Hold dates and reasons are recorded in the Requisition s Holds History Choose Holds from the History menu History Att Applicants Postings Date On Hold Reason Ss JenHoldBy sd Date OFF Hold Off Hold By Comments Cd
382. ted Questions section of an application allows you to collect miscellaneous information about an applicant that does not fall into one of the categories above Some examples may include Work Status Salary Requirements and or conviction information Some of the data may populate information in the iGreentreed Applicant Form depending on amount of customization however much of the data is stored in the CSSForm Related Questions Please answer the following questions Remember to click Save Changes when you are finished On what date are you available to start work MM DD TY ASAP Minimum Salary Required enter number only Have you previously been employed at this company Ces No List all other names used for employment Po If you heard about us from a current employee Po please provide the employee s name Are you under 18 years of age yes No If Yes what is your date of birth MM SDDS T Are you a U S citizen yes No or can you provide evidence of your legal right to work in the U S Have you ever been convicted of a felony yes No If yes enter dates and names of convictions Po 4pplicants are not obligated to disclose sealed or expunged records of conviction or arrest 120 e Candidate Self Service iGreentree v8 1 User Manual Resume The Resume section allows the applicant an opportunity to paste a text version of his ner resume to be submitted along with his her application
383. tenance iGreentree v8 1 User Manual Settings Group MAPA aey y O P Rea Summary Grid Rows Appias OO O o o iyi e y rea Summary Grid Rows Approves e y yO Rea Summary Grid Rows 088 Additional Links O O p o o ooo Rea Summary Grid Rows Ces Questions O O pooo oO oOo Rea Summary Grid Rows 088 Sis rea Summary Grid Rows 658 Upleadable bos po O oO O Rea Summary Grid Rows Documents e Rea Summary Grid Rows Expenses e Rea Summary and Roms Hod OOO O oOo o o O y y O Rea Summary Grid Rows Offers e Rea Summary Grid Rows Postings e Rea Summary Grid Rows Search Commitee p O OC o Fea Summary Grid Rows Search Criteria e The Property column refers to the item s that can be displayed on the main screen both Attachments and History The Value column refers to the number of rows to be displayed if the Property exists If information is not desired on the Summary View than the Value should be set to 0 Information on how to control the information within the grid is described below in Req Summary Grid Details Req Summary Grid Details There are several Summary Grid Sub Sections that can be controlled individually here Applicants Approvers CSS Additional Links CSS Questions CSS Questions CSS Skills CSS Uploadable Docs Expenses Holds Offers Postings Search Committee Search Criteria Each of these sub sections operates identically and can be used to control the inf
384. th Edit View and Summary View have access to all the same information Actions History Attachments and Quick Launch options It is up to the individual user to decide which screen and method they are more comfortable with Requisition Activity Once a requisition is entered into Greentree and approved the recruiting process really begins The requisition is typically a trigger for a whole series of events The recruiter can do things like post a position place it on hold or search for Applicants to name a few These events are referred to as Actions in Greentree If the user is in _ Slt VIER only the selected Requisition will be affected by the Action Single Actions If the user is in Ge view Wl all of the records that are currently displayed will be affected by the Action Mass Actions regardless of whether any record is highlighted or not Users have the option to remove one or more records from the list before performing the Action affecting only the remaining records 78 e Greentree Requisition Management Greentree v8 1 User Manual SC Actions Mass Actions A A ME COGE all Al P J Requisition Actions help to update records and generate output for all of the common events that occur during the recruitment process Once an Action has been performed in iGreentree a History of that event will be recorded All History can be reviewed by going to the History menu of an individual requisition
385. the synonyms should include both database and data base as synonyms for the skill code Database Keep this in mind for any word or phrase that is sometimes shown as one word and other times as two Spacing and punctuation DO matter Punctuation period comma ampersand etc is ignored within phrases in the resume text This is another item to consider when creating synonyms especially for Degree codes For example one applicant may list their Bachelor of Science degree as BS and someone else may put B S Only a single synonym is needed to capture both of these BS since the system will ignore punctuation if it is not put into the synonym Be careful though as a resume that has B S would not be found due to the space between the B and the S However there may be times when punctuation IS included in the synonym and the system will only find the code if that punctuation is there Again using a Degree example this time for a Masters of Science If a simple synonym of MS is used it would find MS degrees but it might also find mentions of MS DOS the state of Mississippi and even Ms Within a cover letter such as Dear Ms Recruiter This is a good example of an occasion where the synonym SHOULD include the punctuation to avoid these other MS things that should not be found Another way to avoid getting other MS things is to create synonyms like MS Degree and MSN longer words and phrases that are more likely to refer to the degree Wil
386. ther Completing this Action will cause each of the affected records to be re numbered according to the Mask of the new Filing System example Hired Applicants who are in the External Filing System applied for promotions and thus need to become records in the nternal Filing System Perform a QuickSearch for all Applicants with a Status of New Hire and a Filing System of External Applicants Find By ID Filing System External Applicants Find By Mame Quick Search SITET New Hire applicont List View DEIER ction History Attachments Greentree Systems Inc SCRERZ EIS b Name bjii Bertelson James New Hire Knox Katherine o6 os8 2004 fer Brewster Eliot New Hire Gamnowa Adrian 07 28 2004 ls Ellison Wanda New Hire Gamnowa Adrian 07 09 2008 Once the applicant list is returned select Action Change Filing System then select the Filing System to which the Applicants should be moved Internal Applicants Before selecting OK verify that all records displaying on the list should be moved then select OK to run the Action Move Applicants Du 8 Applicants Selected Select a Filing System Possible Duplicates External Applicants A message confirming the Action was completed will appear The listed records now are a part of the selected Filing System with a new ID number assigned to them This is the ONLY way to change the ID number for an Applicant or the Req Number for a Requisition A
387. three special contact types HomePhone WorkPhone and Email These fields can be entered either from the Applicant window or from the Contact Info Attachment Either entry point will update on the other window the next time it is opened In the event a second email address is added Email2 Email is used as the default when a letter is sent QuickSearches can also be performed on these 3 special contact types Click once finished entering updating the contact information EEO EEO information can be recorded for applicants Reports can be generated on this information using Greentree standard reports or other custom reports Although EEO information may be entered through CSSForm it can be viewed edited and added to in iGreentree Choose EEO from the Attachments menu and enter the appropriate EEO codes Record information about the Applicant s Gender Disabled and Veteran statuses Race Ethnicity and their Date of Birth Gender F 9 Disabled be y Race fu y Veteran mu Tel Ethnicity lu 7 Date of Birth 01 20 1380 E Click the H button to display the choices for the field to be updated 158 e Applicant Processing Greentree v8 1 User Manual Select Gender M U Highlight the appropriate EEO information from the list and click ok Click Save when finished entering updating the relevant EEO fields Document List Many different types of documents can be stored for Applicants Many of these documents will c
388. tics Employee Relations Monoclonal Antibodies gt 3 HA Generalist MRI i MS Excel MS Access SIMS Outlook MS DOS MS PowerPoint MS Exchange MS Word MS Software MS Internet Information Server Neonatology Nephrology we Greentree recommends adding not only skills that are required for the position but also skills that would be relevant to similar positions For instance if the requisition is for an Administrative Assistant and requires Word and Excel it may be useful to also enter Reception Dictation PowerPoint Access and Visio The title Administrative Assistant does not mean the same thing in every company These additional skills may help recruiters determine if the applicant is under or over qualified and more suited to another opportunity Here is an example of how the above selected skills will appear in CSS for an applicant who applies for this position Skills From the following list please check those skills for which you consider yourself to be proficient and which you will be willing ta use on the job O Applicant Tracking Ll Benefits C0 Bilingual C Computer Skills Ol Customer Service Ll Employee Relations C HR Generalist MS Excel O MS Outlook CO MS PowerPoint O MS Word Entering CSS Uploadable Documents If using Greentree s Candidate Self Service module CSS CSS Uploadable Documents may be entered for each requisition Uploadable Documents are additional documentation that will be requested o
389. tion requirement It is important to remember that ALL the applicants who are in the List regardless of whether or not one is selected will be logged to the requisition selected 168 e Applicant Processing iGreentree v8 1 User Manual Select Log to Reg from the Action menu Log To Req oK close 10 Applicants Selected Set Applicant Status To e H Log to Requisition A AAA Ly App Req Result ction History Comments es Log to Source File Edit view Insert Format Tools w Mass Mailing F my Logto Req A The Action is the same as described above for the Single Log to Req with the exception of displaying how many applicants will be logged to this requisition in red at the top If any of the applicants in the list were previously logged to the selected requisition the following message will appear 2 1 of these applicants were previously logged to this requisition Change the logging date to today and clear any old results For these applicants Select Cancel if previous App Req data should not be updated for those applicants who were already candidates for this Reg You will need to go back to the list of Applicants and remove the individual s before running the action again Select OK to clear the previous data and overwrite with the new data F a located on the toolbar You may also run this action by selecting the quick launch button Reqs Applied For History The Requisitions an applicant is logged to are r
390. tion If the applicant applied through CSS he she will also have a CSSForm with the same date Result The Applicant s result for this specific requisition The result may be an interim result such as New Applicant or it may be a final result such as New Hire or Reject Minimum Qualifications Not Met Result Date The date the result was last updated Result Updated By The name of the person who last updated the Applicant s result If the result was assigned by the CSS it will remain blank App Status The Applicant s overall status in the system Comments An area where comments about the Applicant s result can be recorded Some organizations use this Comments field to track justification for the final result assigned 84 e iGreentree Requisition Management iGreentree v8 1 User Manual Post to Source Action Postings History Where a requisition has been posted can be recorded using the Post to Source Action The History of this Action is stored in Postings under History These Actions and their Histories are discussed in detail in the Sources and Expenses Chapter of this manual Enter Expense amp Expense Distribution Actions Expenses History Dollars that have been spent recruiting for a requisition can be recorded using either Enter Expense or Distribute Expense The History of these Actions is stored in Expenses History These Actions and their Histories are discussed in the Sources and Expenses Chapter of this manual Place On Hold
391. to be made available for other users Public for Run must be checked However keep in mind it cannot be used as a Hot Items search if it is Public for Run lf this search needs to be in both places the user may want to use the Copy New feature to make a copy of the search for public use The original is then retained for the Hot Items search Using Parameters To make an AdvancedSearch prompt using a parameter the user must first add a parameter and then add it as search criteria Parameters can prompt for dates a text value string or a coded field Parameters cannot be used for searches that are flagged as Run at Startup as these searches must run automatically In the above example AdvancedSearch Recruiter X Active Reqs let s change the ReqDateFilled criteria so that it prompts for a date First uncheck the Run at Startup box and check both of the Public boxes Delete the existing ReqDateFilled criteria by highlighting the criteria right clicking and selecting Delete Criteria from the menu Gs may also be selected from the main menu Again right click on Search Parameter for the Add Parameter dialog box Enter the text that should be displayed when the user is orompted and select Date as the Data Type Add New Advanced Search Parameter Prompr Select Date Filled Since Data Type Date we Default E Allow Null Yalues Notes OF a l l Click OK to save the parameter which Gree
392. ttachment Where data comes Why you need it Comments Name from Notes Manual data entry or Track misc info Replaces scribbles on the back of Copy and paste from such as resumes and applications and yellow email discussions sticky notes Summary manual data entry qualified Text Search Education CSS load resume or Determine if Can search on Degree from Summary manual data entry qualified Applicant QuickSearch or include degree in Search Criteria Licenses amp CSS or manual data Determine if Can be used in Search Criteria as Certificates entry qualified Text Search Resume Text Load emailed resume Best version of Good quality if resume came from or scanned and OCR d_ resume to route if email poor quality if scanned and resume resume came OCR d but needed to find name from email address and codes to populate data screens Resume Image Load scanned resume Best version to Exact copy of original resume resume A ee data entry qualified review under attachments Objectives Objective on resume or General Do not confuse with Log to Req manual data entry category NOT which connects App to job applying specific opening for Only used to track area of interest Contact Info Manual data entry Track extra Beeper pager cell phone fax phone numbers secondary email addresses and email temporary info when at school etc addresses EEO ASE or Manual data EEOC reporting May wish to block this info from entry some users to avo
393. ually start the process by proceeding to the next step Analyzing Resumes 2 Click on the Analyze button al and then choose the folder s to be used Select Folders for Analyzing Available resume folders Cancel The system will begin analyzing the resumes It will search the text file that was created in the OCR step and try to find Name Address Phone etc The progress of the Analyze process can be monitored as indicated by the status bar Press cancel to stop analyzing The resumes will display on the computer screen in three sections e The analysis information appears in the top section e The resume Text appears in the middle e The resume image if an image is present appears in the bottom iGreentree v8 1 User Manual Resume Processor amp ScanStation e 135 Gel Resume Analyzer Biel x e SeSumetMonnialan ee ue De E Co IN E Basil Rumpole 5948 Alta Drive San Jose aE ESCH e eseu E GJ E le jddyKrueger BbBLimStee Batesville NY DUU S55 87e E e e Sse Pedea PA 18104 era 382 H d BASIL RUMPOLE 5948 Alta Drive Sandose CA 94837 408 226 0594 OBJECTIVE Utilize my skills and experience to pursue a Buyer Planner and or Scheduler position EMPLOYMENT 1089 296 James Technology 1020 Rincon Circle San Jose CA 95131 Manager Purchasing and Facilities Procure printed materials product components and services average 1 5 million monthly Schedule prioritize expedite orders coordinate de
394. uch as Job Title Job Group Exempt NE and Grade HiringMgrReqTemplate A identifies an existing requisition template in iGreentree that can help populate all other requisition fields and Attachments including Job Description Job Qualifications Skills CSS or ASE and CSS Questions This feature will save time and increase data accuracy and consistency Adding Skills to a Requisition The Hiring Manager can select desired Skills for Applicants applying to their requisition These identified Skills are the skills that will be presented to all applicants who apply on line for the particular requisition Skills are added by highlighting the desired skill s in the Available list and clicking on the arrow to move the skill s to the Selected list Skills Available Selected 10 key a MS Access A POSS STUDENT MS Excel Abstracting MS Outlook Accounting MS PowerPoint Accounts Payable Sales Support Accounts Receivable Spreadsheets ALS Typing Active Server Pages Word Perfect Adenyl Cyclase Assay Admitting Advertising AIDS HIV Air Conditioning Als ALGOL Adding Questions to a Requisition The Hiring Manager can select to add pre screen questions that will be asked of all applicants who apply on line for the particular requisition Some questions can have answers weighted based on the appropriateness of the answer in qualifying an Applicant for the requisition CSS Questions are added by selecting the Add Question b
395. ugh Walker Jane Myers Gary Greenberg Caral Bergman Parn Enox Katherine Mercer Michael M Knox Katherine Mercer Michael M Mercer Michael M Cannova Adrian Mercer Michael M Chamonix Susan L Mercer Michael M Cannova Adrian iGreentree v8 1 User Manual From this screen the Applicant can choose to review more specific details for a requisition by clicking the requisitions Job Title Job Detail Le To apply for this Administrative Assistant position click on Apply for this position Email this job to a friend Job Title administrative Assistant Reg 2004 069 Location Department Accounting Job Description Initial responsibilities include completing bank reconciliations and journal entries performing all aspects of A P performing analytical balance sheet recs reconciling investment reports to general ledger etc Job Qualifications Excellent growth opportunity for motivated professional with 2 3 years of related general accounting experience BS BA in accounting or related field required Proficient with MS Office databases amp A P software CPA MBA a plus Additional Links Resume Assistance Apply for this position Return to Previous Page The Applicant can choose to Apply for the position or return to the list of requisitions to review a different position When the applicant applies the information entered is stored on the Applicant s record in Greentree lfthat applicant ret
396. ull Part Part ETE 0 5 Shift Code Schedule M F 12pm 4 30pm Reg Temp Regular Exempt NE Exempt Job Group 2 Hiring Mgr Hinson Kristina Recruiter Cannova Adrian Updated 12 22 2005 By Muxlow Kristina Deadline Approved 03 03 2005 Posted 03 03 2005 Posted External 03 05 2004 Posting Category Human Resourses Note to Hiring Mgr iGreentree v8 1 User Manual Hiring Manager Module Requisition Management e 45 Review Req will also have the latest information about the approval process If no Approvers were originally designated for a submitted requisition and one or more Approvers need to be added the Hiring Manager will need to contact the Recruiter to add them via the Greentree application lf Approvers had been designated and full approval has not yet been attained an Approver can be added from any of the Review Req screens in Hiring Manager module However if full approval has been attained no further Approvers can be added by the Hiring Manager Approvals Approver Approval Status Status Date Peterson Kerry Mot Reviewed Myers Gary Approved 5 12 2004 Looks good Greenberg Carol Approved sve 528 2004 Let s get a move on this Add Approve Com nents Search Committee Members may be maintained thru the Review Reg screen as well The initiator can add or remove members as necessary Search Committee 400 Remove All Committee Member Security Created Created By Updated Updated B
397. ummary Grid Education Pt Property te App Summary Grid Education Degree App Summary Grid Education Entered Via CSS App Summary Grid Education Fram App Summary Grid Education School App Summary Grid Education To ES E App Summary Grid Education Major bes If this information is to be displayed under Education in the Summary View then the Value should be set to Visible If the information is not to be displayed then the Value should be set to Hidden To change a value click in the value column a button will appear Click on this button and choose the appropriate value Calendaring Scheduling The Calendaring Scheduling setting allows you to automatically attach an appointment calendar file to the e mail message when this option is set to Yes Settings Group effet Ele ea L roperga ste MM Interview Action Add Calendar Schedule Attachment The attached file has a VCS extension and in Microsoft Outlook if you double click or open the attachment it will try to add the interview appointment to your Outlook Calendar iGreentree v8 1 User Manual Administration amp Maintenance e 239 CSS Processing Settings Group 255 Processing Ww Property ANP MM OSS Password Validation Type Email Required Po CSS Questions Editable After CSS Applicants Applied Modify weights only KS CSSForm Submit Auto Create Reg Specific Resume Text Document Mo E C5SSForm Submit Auto Create R
398. urns to CSS and applies again later the stored information will be used to create a new application so that the returning Applicant can simply update the information versus having to re enter it Application Displayed below is your current application Please review each section carefully and select Check Here to Edit if modifications are needed Click Submit at the bottom of the application when finished Position Applied For Job Title General Surgeon Req 2005 054 Location Atlanta Department Hospice Contact Information Click Here to Edit Enter your contact information Remember to click Save Changes when you are finished Last Name Hue First Name uzY Middle Initial s Address 1 Address 2 City State ST Zip Postal Code Email Muxlowk hotmail cam iGreentree v8 1 User Manual Introduction amp Overview e 23 Each of the applicant s application forms are stored in Greentree under attachments A user can go to the Attachment Menu for an Applicant and choose CSSForm to view the applicant s most recent application CSSForm for Suzy Que Application Position Applied For Job Title HA Generalist Req 005 020 Location Atlanta Department Human Resources Contact Information Last Name Hue First Name U2 Applicants who apply via CSS can return to the site later and check on the status of any applications that were submitted View My Application Status Thank you for your int
399. urus Bachelors Masters DOr Optometry DO Osteopathy ED HS Diploma Nursina Diploma PharmD PRD For Degrees it may be that ALL of the Codes are appropriate for this thesaurus If so use the double arrow button vo to move them all CA button may be useful when most of the codes are needed then the user could move individual codes one at a time using the single arrow that points back to the left The most important Code Type to set for each Thesaurus is usually Skill Select Skill from the list of Code Types at the top right and then pick the appropriate skills from the list using the arrows Greentree v8 1 User Manual Module Maintenance e 263 Thesaurus Thesaurus Med Professional Sales Skill Codes excluded from Financial Thesaurus ACLS Active Server Pages Adenyl Cyclase Assay Section Language English Skill Codes included in Financial Thesaurus Accounting Accounts Payable Accounts Receivable Adrnitting Advertising AIDS HIV Air Conditioning AIS Clerical ALGOL Coding Amino Acid Analysis Analog Auditing Billing Synonyms Collections Computer Skills Budget Analyst Claims Processing There is often more than one way to say the same thing Synonyms are used to enable the system to find variations of the same code with an Applicant s resume and standardize how it is presented to the users This in turn allows the user to simplify their search for Applicants by using the
400. usan Routed knox Katherine 07 28 2004 Edit View ge Summary When an Applicant in the List View is selected the User can click the button to view more detailed information about the applicant List View Summary New Search Close ID ies Entered 01 22 2006 By Updated 01 26 2008 Ey Muzxlow Kristina Suzy Po ute SOM 123456789 Address 1234 Some Street Filing System External Applicants Status ew Hire y City any City Location Elle State ca Zip sa7es Recruiter E Home Phone 123 456 7830 Follow Up Work Phone s87 654 3210 2 2 Available D EMail Suzyque hotmail com DIG Status Pending y Referral Name OI Last Status Dates m 5pecial Note Muxlow Kristina 192 e Searching Greentree v8 1 User Manual Applicant Summary Hja 39 of 49 gt P Edit View Action History Attachments Greentree Systems Inc Suzy Que 1234 Some Street Any City CA 99765 Email Suzyquem hoatmail com HomePhone 123 456 7890 Pager 111 222 3333 i WorkPhone 987 654 3210 Notes On File Applicant ID 165 Reqs Applied For View Entered 1232006 Reg Job Title Req Date Result GIAR Muslow Kristina 2005 037 HE Generalist 01252006 Hired Updated 0126 2006 GMA Muslow Kristina Experience View A 143456 789 Job Title From To Employer Ending Salary Reason For Leaving Referral Name Account Manager 03 2004 07 2005 Gre
401. usen A eu Dee Damme S A Search Criteria can also be created from scratch by using the Add button here but most users prefer to have the system help by searching the Job Description and then modify the Search Criteria to set exact requirements for a position Greentree v8 1 User Manual Greentree Requisition Management e 81 Deleting Criteria Sometimes the user may not want one of the criteria that were created from the Job Description Delet Highlight the line to be removed in this case SSES then click the button Search Criteria for 2005 037 Delete Find Apps ee Desired Required Requirement Search Delete search Criteria Emphasis Rating Score Degree Desired HE sters Si Desired Accounting Fi Desired applicant Tra fem pes Benefits IO E A Cem Desired claims proce 1 O S Required Desired Nice to Have or Must Not Have The user can adjust the level of the criteria that remain Click in the Desired Required column of the line to be edited Choose one of the following levels e Required In order to be found the Applicant must have this criterion in their record e Desired If the Applicant has this criterion he she will be rated higher in the Match column e Nice to have If the Applicant has this criterion he she will be rated in the Match column but not as high as for Desired criteria e Must NOT have If an Applicant does have this criterion he she will not be found at all Desired criteria are
402. utton on the Add New Reg form A Question Type window will display Select the type of question to be added and select the Submit button There are four 4 types of questions shown below Type of Question Example Question Yes No Do You have an MBA degree lo ms e No O Multiple Choice What is your preferred type of work i Full time 2 Part time 3 Temporary O Essay Please describe your supervisory experience O single Entry How many years of supervisory experience do you have Greentree v8 1 User Manual Hiring Manager Module Requisition Management e 33 Yes No Question Type This question type allows a question to be asked of the Applicant that would require a response of Yes or No After entering the question of interest in the box provided the Hiring Manager needs to assign a weightto each response that would indicate a preference in how an applicant responds to the question Select the Submit button A iGreentree Hiring Manager Microsoft Internet Explorer Enter Yes No Question answer Choices Weight Relative Select 2 HO Select EJ Based on the question below an Applicant who answers Yes will rank higher than an Applicant who answers No The weight can be translated to the following point values set as defaults Highly Desired 6 Desired 4 Nice To Have 1 Ignore 0 and Must NOT Have 1 Hogg does not pass the pre screen does
403. v8 1 User Manual modify code values every six months to ensure that clean concise and pertinent codes are available in the Greentree application Select Maintenance Codes Codes The partial list of Code Types displayed here may be different from the list in the live system depending on how the system was tailored to meet organizational needs Codes Maintenance SG D i 2 e answer H Appstatus d Degree d Department Disabled Division Ethnicity d Exempt_RE Full Part Gender Grade WM HirinaMogrstatus HowFilled InterviewLocation JobCode B E A E EB E E To view the Code Values existing for a Code Type select the next to the Code Type All existing values will display indented underneath the Code Type Adding New Code Values Highlight the Code Type and select the Add Code icon e or if you prefer right click the Code Type and select Add Code er Ek Collapse Node E dd Code Et Refresh Codes K gt Cancel e ance An Add Code window displays To be consistent with the formatting of other Code Values entries type in the new Code Value using upper and lower case The new Code Value can be up to 200 characters long using any combination of letters numbers and spaces needed Add Code Recruitment any Select Greentree v8 1 User Manual Administration Maintenance e 221 The new Code Value will display indented below the selected
404. value will be placed where the cursor is positioned in the text before the field was picked Select OK to add the insertable field Special Letter Insertable Fields AppMrMsfromEEOGender Refers to the EEO Attachment Gender field If the Gender is F it will print Ms M will print Mr If U or blank it will print lt Unknown gt iCSSJobAlertSummaryBlock Refers to requisitions that meet the criteria an Applicant has defined in their CSS Job Alerts CSSReferralHREF Refers to the hyperlink of a requisition that an Applicant has Sent to a Friend iCSSWelcomeHREF Refers to the web location of homepage for the CSS module HiringMgrHREF ToApprover Refers to the hyperlink of a requisition entered via Hiring Manager module that an Approver should use to review the requisition during the approval process HiringMgrHREF ToHiringMgr Refers to the hyperlink of a requisition entered via Hiring Manager module that the Initiator should use to review the requisition during the approval process HiringMgrHREF ToNewSrchCommitteeMember Refers to the hyperlink of a requisition entered via Hiring Mnager module that the New Search Committee Member should use to review the requisition during the recruitment process HiringMgrHREF ToRecruiter Refers to the hyperlink of a requisition entered via Hiring Manager module that a Recruiter should use to review the requisition during the approval process RegApprovalStatusInfo
405. viewable from the Requisition s Offers History and Hiring Managers Offers History DO NOT RUN THE HIRE OR FILL ACTION AGAIN data in these fields can be altered if any of the offer information unexpectedly changes Offers for Suzy Que View Req E q Total Bonus BonusiDate Bonus Bonus2Date Offer Date Date Orient Start Date MM 2005 037 200 00 50 00 25 00 07 31 2006 25 00 01 31 2007 01 26 2006 01 30 2006 01 30 2006 01 26 2006 Accept Source History is also updated by the Applicant s Hire Action if the Applicant was logged to a Source for this specific Requisition To view the Source Hires History go to Sources Expenses menu and choose QuickSearch Search for the Source that was designated for the Applicant with regards to the Requisition that was filled Sources Expenses Hires for Chicago Tribune View App source Date ID Applicat CS L tapns prasjz004 es cabrillo Yolanda Ju 28 2008 Hiring Manager s record also has History items that are updated by the Applicant s Hire Action The Hiring Manager s Offers History will be updated To view the Hiring Manager s Offers History go to Hiring Mgrs menu and choose QuickSearch Search for the Hiring Manager that was designated for the requisition that was filled Hiring Mgrs Add Hirin g Mgr he History menu offer Date 3 12 2005 Jones Raymond L 2005 002 3 13 2005 Deci Money 3431 2005 Bertelson James dis 005 004 3 31 2005
406. when a requisition is assigned a status code with this value set to yes the CSS functionality that allows the applicant to withdraw themselves from the position is disabled IsCurrentForHiringMgr Hiring Manager module Determines if the Code Value is that of a requisition that should be considered as a Current listing instead of Year to Date Last 12 Months All Reqs for a Hiring Manager IsOpen iGreentree application CSS Hiring Manager module Determines if the Code Value is that of a requisition that is being actively recruited for iGreentree v8 1 User Manual Administration amp Maintenance e 225 IsPendingApproval iGreentree application CSS Hiring Manager module Determines if the Code Value is that of a requisition that is in the approval process and is not being actively recruited for Result A Result indicates an Applicant s disposition relating to a specific requisition A Result can be used for the Log to Req App Req Route Interview Offer and Hire Actions Applicants ViewableByHiringManagers Hiring Manager module Determines if an Applicant that has this Result for a Hiring Manager s requisition is viewable by the Hiring Manager in Hiring Manager module CodeSelectableByHiringManagers Hiring Manager module Determines if the Code Value is available to the Hiring Managers when completing the Make Offer or the Hire functions when setting the Result for this Req value for the select
407. will automatically be disqualified 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 than gnore The standard weight for this answer weight is 1 The applicant s individual prescreen score is calculated as a percentage of the possible points for the requisition For instance if there are four CSS Questions for a requisition and each has an answer that is weighted as Desired 4 the maximum possible prescreen score is 16 If an applicant applies and chooses the Desired answers for two questions and chooses Nice To Have answers for the other two questions he she will have a total prescreen score of 10 out of 16 or 62 5 of the maximum possible score The applicant s prescreen score is then converted to display visually in the Applicant History for the requisition The applicant s Pre Screen column will display 62 5 of the possible matchsticks Applicants for 2005 025 pplicare o Od pre Sceeem Reg Date Result sd Result Date ER sum ha ee nev Applicat GE Es Mactal Ricardo L 1430000 TTT 11272005 New Applicant 11272005 es Weber Carole Lan SEEE 11 28 2005 New Applicant 11 28 2005 C brewer Roger fas mmm 2 09 2005 es Applicant 12 05 2008 leen sonnie nes um Lamzms es Applicant 12 05 2008
408. will be displayed AN Menge Successfull Due to the merge Item s may no longer be available Ibis suggested that you perform a new search before traversing the results again The records are combined with appropriate data updated as selected If none of the people on the list is the same person as this new applicant just leave this record as a Possible Duplicate for now and use the Navigation Box to continue to the next Applicant RA 1or122 IER Moving Non Duplicates to New Filing System After checking all of the records in the list Merging when appropriate there may be one or more records left records which turned out NOT to be duplicates The non duplicates then need to be moved to the correct Filing System From the Action menu choose Change Filing System Move Applicants OR Close Select a Filing System External Applicants Action History Attac Internal Applicants Log to Source Fossible Dups Log to Reg Route Select the appropriate Filing System and then choose ok AN Mass Move Completed The applicants that were still displayed in the list are now moved to the correct Filing System They are assigned a new ID number which fits in the range of ID s for that Filing System Finding Applicants that were Entered HR people will need to find out which Applicants were entered Periodic searches by Entered Date will find the new Applicants and allow HR to enter additional data and record
409. will no longer be able to withdraw their application via CSS Result IsHired iGreentree application Hiring Manager module Determines whether a particular Code Value indicates the Applicant was Hired for the requisition This allows users to create several different Results that will record an Applicant as being Hired 226 e Administration Maintenance Greentree v8 1 User Manual Filing System Maintenance Filing Systems are meant to reflect the way organizations would physically file hardcopy records in filing cabinets Any group of Applicants whose applications and resumes would be stored in a separate drawer or who will be given a separate range of ID numbers should be placed in a separate Greentree Filing System Requisitions with different formats for Req numbers should also be set in separate Filing Systems When considering whether to create new Filing Systems searching and reporting should be factored in In addition Filing System can be used to restrict a user s direct access to certain groups of records See the Security Manager Row Security documentation for more information Filing Systems are maintained similar to Codes Please refer to Codes Maintenance for information regarding the Add Rename Merge and Delete functions for more detailed information Select Maintenance Filing Systems There are two types of Filing Systems Applicant and Requisition e maes bial 6 4opFilingSys Filing Systems BR Reg
410. y Griffin Terry Update 1223 2005 Current User A Mcwilliams Harry Read Only Y Read Read Only ze MM 12 23 2005 Current User K Mercer Michael Read Only Y Read Read Only ze w 12 23 2005 Current User A It is also the My Reqs screen from which a Hiring Manager can review applicants who have been logged to one of their requisitions By selecting the button next to a requisition the Hiring Manager will be able to view applicants They will also see a pre screen question rating if the applicant applied to the requisition via Candidate Self Service CSS My Reqs Req Job Title Status Entered Recruiter Hiring Mgr 2005 002 Senior Administrative Assistant New Req Approved 01 14 2005 lt Fowler Kevin a Hinson Kristina 2005 008 Registered Nurse Open 01 26 2005 a Mercer Michael M a Hinson Kristina 2005 016 General Surgeon Open 03 03 2005 a Knox Katherine a Hinson Kristina Applicants for Req 2005 016 3 Records Found Comments Result Date Result Updated By ka 12 19 2005 JE Pollock Dave Applicant gt Screen Result For This Req l Gooding Mervin 10 12 19 2005 MN e No Show Harboraugh Harold a 03 04 2005 E Reviewable 03 04 2008 JE Fowler Stephanie als Evans Curtis 157 02 22 2005 New Applicant SW EJE Russey Terry For each logged and viewable applicant defined by their assigned Result For This Req column value for a requisition the Hiring Manager will be able to r
411. y Application Form sending a resume via mail fax or email or apply electronically through Candidate Self Service Applicants who come from any of the above are all tracked in the same Applicant screen the Applicant Base Record although some may have different Attachments depending on where the data came from Applicant Self Entry Applicant Self Entry is an earlier generation web based module that was used by Applicants to review currently open positions and apply online for one or more specific positions Abbreviated as ASE Applicant Tracking A system to help employment departments keep track of applications resumes and job openings including EEO statistics job postings applicant letters name and skill searching interview tracking and resume scanning Attachment Additional information attached to a base record Base Record The window where primary information about an Applicant Requisition Source Expense or Hiring Manager is stored The base record for an Applicant or Hiring Manager usually includes the person s name and address The base record for Requisition usually includes the job title and date the job was opened Candidate Self Service Candidate Self Service is a web based module for use by Applicants to review currently open positions create a profile apply online view application statuses and set up Job Alerts Access may be froma kiosk in the HR lobby or from the Applicant s own computer via internet A
412. y day within that month The Experience Summary wil only di will only display the month als year ll liobTide rom To Kean Damm 07 2005 Greentres Syster 2 00 Relocation ES Recruitment Specialist 12 2001 a2 2004 Fairview Health Se AT Add Use the button again to enter another previous employer Click 84 when finished entering updating the employment information An employment item that has been determined to be inaccurate can be removed by highlighting the appropriate row and clicking Delete Education Summary Use Education Summary to record the Applicant s educational background Although education data will often come directly from a resume or CSSForm it can be viewed edited and added to in iGreentree Choose Education Summary from the Attachments menu iGreentree v8 1 User Manual Applicant Processing e 153 Add Choose to enter information about education Enter the name of the school degree received major and dates attended To enter dates click in a date column and then choose the button Select the appropriate month and year and then click any day within that month The Education Summary will only display the month and year school Degree Mir From To O P University of Some State Bachelors BeingPerfer 09 1998 os 2002 Use the dd button again to enter additional education data Click Save when finished entering updating the education information An educational item that has been determin

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