Associating an applicant with a posting or requisition

Shortcut/mask: HRAPPS

Use the Posting Information window to associate applicants with a posting or eligibility list. An applicant will have multiple postings or records when they are applying for multiple positions.

Note: This window shows all job postings for applicants who apply for more than one position and child records reflect the selected "parent job" posting.

The Posting Information window contains the following tabs:

Follow these steps to associate an applicant with a posting or requisition:

  1. Open the window by typing HRAPPS in the Search field and pressing Enter.

  2. In the Posting Information window, select Search in the "Search Options" section to search for a record.

    Note: Alternatively, select Select All in the "Search Options" section to view all records.

  3. Specify any of the search criteria to view the record to update. You can specify the following fields:

    • Applicant ID: Type the applicant ID to be associated with a requisition or use the lookup to search for one.
    • Name: Type the name of the applicant. This is application derived based on the applicant ID.
    • Type: Select the type of applicant from the drop-down list.
    • Status: Select the applicant's status. This field is system-derived from the Applicant Master window based on the applicant ID.

  4. Select Apply in the "Search Options" section to view the search results.

  5. To add new hiring information to the applicant, select Add.

  6. Complete the following fields in the Hiring Info tab:

    • Entity: Select the entity for the requisition from the drop-down list. The entity ID is used to identify the security clearance.
    • Action: Select the action you want to perform for the particular record. For example, select NEW if you want to create a new record, CHNG if you change the pay rate, etc.
    • Additional Applicant Type: Select a more detailed posting type.
    • Type of Letter Sent: Select the type of letter that is sent to the applicant. For example, select HIRE if it is a letter indicating the hire date, REJC if it is a rejection letter, etc.
    • Letter Sent Date: From the drop-down calendar, select the date associated with the sent letter.
    • Referral Source: Select the source of the referral or how the applicant heard about the open position. For example, employee, from newspaper, friend, etc.
    • Entity/ID if Referred by Employee: If the applicant is referred by an existing employee, select the entity ID in the first field and Type the employee ID in the second field of the employee referring the applicant.
    • Availability: Select the applicant's availability for the requisition or posting number.
    • Date Available: Select the date the applicant is available.
    • Desired Salary: Type the applicant's desired salary.
    • Axp: Select how the salary is to be expressed. For example, select A for annually. The available codes are A for annual salary, H for hourly salary, and M for monthly salary.
    • Offer Sent: Select this checkbox if the offer has been sent to the applicant.
    • Rejected/Accepted: Select A if the applicant has accepted the offer and R if the applicant has rejected the offer.
    • Date Received: Select the date the applicant rejected or accepted the terms of the offer.
    • Application Score: Type the score for the applicant's application. The application score is determined by the qualifications, certifications, etc that meets the requirements of the job applied for.
    • Interview Score: Type the score for the interview.
    • Interview Rating: Type the rating for the interview.
    • Disposition: Select the disposition code from the drop-down list. The disposition code indicates the status of the applicant record. If the applicant is being hired, this field must contain the letter “H” in the first position. Since the codes contained in the table HRCODE are client-defined, any code can be used so long as the code begins with the letter “H.”
    • Current Employee: Type Y if the applicant is a current employee.
    • Hire Date: Select the date the applicant was actually hired for the position associated with this requisition or posting number.
    • Replaced: Type the employee ID of the person being replaced.
    • Entity: Select the entity ID for the new employee. The entity ID represents the entity for which the new employee will work.
    • Generate ID: Select the method for creating the employee ID. Select M if it is a manual entry or select S for Social Security Number.

    • Employee ID: Type the applicant's new employee identification number.

      Note:  You can select Generate on the ribbon bar to system generate the employee ID.

  7. Complete the following fields in the Position Info tab:
    • Requisition: Type the posting or requisition number associated with the applicant. You can select Lookup in the ribbon bar to search for the posting or requisition number in the Data Lookup window.
    • Application Date: Select the date on which the applicant completed a formal application.
    • Min Req: Select this checkbox to indicate that the applicant has met the minimum requirements for the requisition.
    • Posted Date: Select the posted date associated with this requisition or the end date for this posting.
    • Closing Date: Type the closing date associated with this requisition or the end date for this posting.
    • Days/Year: Type the number of work days per year that will be associated with this requisition or posting.

    • Hours/Day: Type the hours per work day associated with the requisition.

      Note: The following are the display-only fields that you can view in the Position Info tab:

    • PCN: This field indicates a position control number associated with the requisition or posting or eligibility list. This field auto-populates based on the requisition number entered in the Requisition field.
    • Position: This field indicates the position type that is used to establish generic categories for postings and requisitions. For example, CERT-Certified, CLAS-Classified, etc.
    • Location: This field indicates the location associated with this requisition or posting. The value auto-populates based on the position control number displaying in the PCN field.

    • Posting Type: This indicates the type of posting. The type of posting is used to identify how a requisition or posting is being advertised or listed (for example, internal, external, both). The value auto-populates based on the position control number displaying in the PCN field.

      Note: If the type is marked as “I” for internal, any applicant entered for the same requisition or posting number will need to be an active employee in the Employee Master window.

    • Status: The status indicates the requisition or posting status. This field is user-defined. Examples include active, inactive, pending board approval, requested by department, etc.

  8. Select Save Changes when your entries are complete.

    Result: You have associated an applicant with a posting or requisition.

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