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Contents

Table of Contents
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Statuses

Status
colourGrey
titleNEW
 Received not yet assigned

Status
colourBlue
titleAssiGNED
 Assigned to individual or team

Status
colourRed
titleIN Progress
 Actively working the issue

Status
colourYellow
titleOn-hold
 Awaiting more information 

Status
colourGreen
titleResolved
 The issue has been resolved

Status
subtletrue
titleLimitation
Product works as designed/has limitation

 

(question) Report an issue using the UNMJobs feedback form.  UNMJobs project team members and employment area staff can edit this page directly.


Application Process

List Manager: Gabe Rivera

StatusUsers ImpactedIssueStatus UpdatesCause-ResolutionAction Items
Status
colourBlue
titleAssiGNED
Internal applicants

Figure out language issue on Refer job email.

  
Status
colourGreen
titleResolved
Internal and external applicants

Cannot go back to edit an application (must delete and start over) in the internal or external site after it is submitted. 

Working as DesignedOnce the employee submits they cannot change; they must withdraw 
Status
colourBlue
titleAssiGNED
External applicants

When people cancel out of an application, they are actually withdrawing but do not know it?

Working as DesignedTraining Issue - update the how-to's to make this clear
Status
colourYellow
titleOn-hold
External applicants

When users attach documents to an application, they cannot go back to review those documents after it is submitted.

Known LimitationSuggestion City 
Status
colourGrey
titleNEW
Internal and external applicants

Application preview would be nice

Known LimitationSuggestion City 
Status
colourGreen
titleResolved
External applicants

Cannot save the application and return to it

ResolvedApplicants can save their application and return as long as required fields are populated (including upload of resume and checking box at bottom).
  •  Amber to communicate
Status
colourBlue
titleAssiGNED
External applicants

Cannot save application information to use to apply for another requisition

Additional information needed for CSOD Emily Luhman and Amber Michelle Bailey to document issue and send to Nicole.
Status
colourRed
titleIN Progress
Internal and external applicants

Applicants cannot tell where the process is

Additional information needed.According to CSOD, applicants should be able to see all five application statuses. Emily Luhman and Amber Michelle Bailey to
Status
colourRed
titleIN Progress
Hiring CoordinatorsDepartments cannot tell where the process isCSOD suggestion - testing requiredCSOD suggest using "candidate search"  as mechanism to identify status of applications and applicant tasks.Emily Luhman and Amber Michelle Bailey to test Candidate Search functionality.
Status
colourGreen
titleResolved
External applicantsEmployment History cannot be edited when Google Tag manager is installed. Google Tag manager has been removed from the UNMJobs Career Site and this has resolved this issue.
  •  Thomas Farrell follow-up with UCAM to find out if we can use the fonts without Google Tag manager.
  •  Amber followed up with UCAM 8/3/17.
  •  Verified by Debbie Garcia 8/7/17
  •  Amber to communicate

Status
colourYellow
titleOn-hold

Web Team

Internal and external applicants

Chrome sometimes causes problems through the application process

   
Status
colourYellow
titleOn-hold
Internal and external applicantsThe custom candidate profile pictures do not appear in all different areas of the UNMJobs website, only on the search candidate screen, is there a way that it can be made visible whenever the profile picture avatar is present? Reported via feedback form.   
Status
colourRed
titleIN Progress
Internal and external applicantsRemove random checkbox on Applicant Information page where it says, "I have read..." This can be easily done. AND, can we reformat other Application check boxes that are strangely small and positioned offset with text?  
  •  Emily Luhman and Amber Bailey
Status
titleNew
Internal and external applicantsThe close time on application seems to occur earlier than expected.  if a job is posted to close at 5:00pm MST on a certain date, applicants have complained that it closed earlier than that and are unable to apply.  CSOD enhancement request  
Status
titleNew
Internal and external applicantsIs it possible to configure the automatic sorting of jobs?   Would be nice if applicants could sort by the most recent posting date.CSOD enhancement request  
Status
titleNew
Internal and external applicantsApplicants can't tell what the status of the requisition is that they have applied for.   Is there a way to make the process more visible to them? Additional information needed NEED INFO FROM EAs
      
      

Career Site (External) and Career Center (Internal)

The career site is intended for external applicants.  Includes the welcome page, staff, faculty, student, and temps job listing pages, and job advertisements.

List Manager: Gabe Rivera

Status

Users Impacted

Issue

Status Updates

Cause-Resolution

Action Items

Status
colourBlue
titleAssigned

Web Team

Internal and external applicants

Allow jobs to be sorted by date posted. People want to see latest jobs available.

Sorting and filtering jobs is not ideal on internal and external sites.

 

 

 

Status
colourGreen
titleResolved
Internal applicantsAdd Grade to Career Site for easier job filtering. 

Grade added July 2017

  •  Amber to communicate to HRSC, TC and DT
Status
colourBlue
titleAssigned
Internal applicantsFix 'Refer' job email functionality from requisition listing page. If you complete the refer form/box, it does not list a language in the drop-down box to select. When you try to submit it without having a language, it will give you an error telling you to select a language. Location has been verified as set to English. Email notification not active but when activated, this does not change the functionality. Need to find out where this is wrong with the vendor.
Status
colourGreen
titleResolved
Internal applicantsDetermine what 'Refer Jobs' tab is. This is found to the right of  'Explore Open Jobs' and 'Applications'. It tends to list a couple of jobs for all users that are the same and don't really make sense. The Refer Jobs tab has been removed from core functions.
  •  Emily Luhman and Amber Bailey
      
      
      
      
      
      

Core and General Application

Status

Users Impacted

Issue

Status Updates

Cause-Resolution

Action Items

Status
colourGreen
titleResolved

Hiring Coordinators,

Employment Area Staff

Please fix the system to allow multiple web sessions to be open at once (does not work even in separate browsers. It kicks you out of what you are working on and you lose changes) 

 

CONFIRMED

UNMJobs DOES ALLOW multiple sessions within the same browser. Users should right-click on link and select "Open Link in New Tab".

See the tips and tricks video. UNMJobs Tips and Tricks

  •  Kevin, Emily Amber.
  •  Ryan Baltunis (Tips and Tricks)
  •  Amber to communicate to HRSC, TC and DT
Status
colourGrey
titleNEW
Employment Area Staff, System AdministratorsDecision: need to decide where Banner ID and NetID automated emails should be copied to. They are going to the TMS test account.   
Status
colourRed
titleIn Progress
System Administrators, IT, HRIT (all users potentially)"Upgrade Management of Quarterly Releases. Work with Central IT to document upgrade process, testing and communication process."  
  •  Glenn Nicol and Garth Colasurdo
Status
colourRed
titleIn Progress
Employment Areas and Hiring Coordinators"Determine what Custom Reports should be built for users in TMS- include EA feedback?"   
Status
colourRed
titleIn Progress
Employment Areas and Hiring Coordinators

"Determine what Reports need to be made available in HR Reports" - include EA feedback?

(A report that shows status of employee (where they are in the process)

   
      
      
      
      



Data Feed and Integration Issues - Erica Grong

StatusUsers ImpactedIssueStatus UpdatesCause-ResolutionAction Items
Status
colourGreen
titleResolved
Employment Area StaffCan we increase the frequency into Banner so front desk personnel can use up to date information to help their customers better and also generate accurate reports for Monday’s Lobo U?
  1. Request being submitted 8/2/17 by Jeff to CSOD. Pending implementation and response from CSOD.
  2. Update LOBO U Custom Report and process. Debi is currently pulling data together from multiple sources we probably don’t need to go through the trouble to pulling in the Banner ID since an email is going to out to new hires that includes this information as it has already been set up.
    1. When General Person information is built (after Sandy’s process), an email is generated to the employee (supervisor and manager) providing the hires Banner ID.

Increased feeds from two times a day (12PM and 7PM) to four times a day (see below).

Submitted request for feeds at 9AM (new), 12PM, 3PM (new), and 7PM. This should increase information available in Banner.

Export from TMS

Import into UNM EOS

  9:00am

  9:30am

12:00am

12:30am

  3:00pm

  3:30pm

  7:00pm

  8:00pm

  •  Jeffrey O'Keefe to submit request to CSOD to add a 9AM and 3PM feed.
  •  Will run today 8/11 at 9am.
  •  Amber to communicate to HRSC, TC and DT
Status
colourGreen
titleResolved
Employment Area StaffLabor Index Codes and position numbers (i.e. Locum Tenens) are not feeding properly.  
  1. This will be done in production before 9 am on 8/2/17, therefore it will be in place 8/2/17 – after the feed is verified in Pilot.

What caused this? It was determined early on that Locum Tenens would be converted from MO EClass to SO EClass. This is why they had been excluded originally. It seems that a change to SO EClass never occurred so the logic is being changed to not exclude MOs going forward.

Fix: Remove MO EClass exclusion configuration in TMS. 

What this means: This means that MO Locum Tenens will now be available inside UNMJobs; therefore, employees in Locum Tenen positions will be considered internal users in UNMJobs. 

  •  Jeffrey O'Keefe will remove GTVSDAX Configuration entry
  •  Amber to communicate to HRSC, TC and DT
Status
colourRed
titleIN Progress
Employment Area Staff

Term end date does not populate.

TC knows they put a hard end date on job but can’t prove it. They find it missing when they review vital error reports. (Note: there are other vital errors occurring that we are missing on reports – Denise.)

  1. Rita is getting more information on this so we can determine if something can change within the business process portion.

What caused this? Result of Salary Planner? This can’t be corrected inside UNMJobs.

  •  Rita Gutierrez is getting more information on this so we can determine if something can change within the business process portion
Status
colourGreen
titleResolved
Student Employment Area"Federal Work study - 70% and ePAF did not come over in Payroll EOS."Jeff returns August 1. Ask when he comes back from leave.Jeff says this was resolved before he came back from annual leave.   Check with Employment Areas to make sure this is correct.
Status
colourGrey
titleNEW
Recruiting Data FeedDuplicates are coming over  
Status
colourGrey
titleNEW
Requisition TemplateInvestigate whether CSOD API could be used

An API for the job requisition template (JRT) does not exist yet.  Only requisition template “get” APIs exist at this time.

 
      
      
      
      

Onboarding

StatusUsers ImpactedIssueStatus UpdatesCause-ResolutionAction Items
Status
colourGreen
titleResolved
N/AWhen does an external employee become internal? 

Resolution:

When an applicant is marked as hired and the data feed merges the user record.

 
Status
colourBlue
titleAssiGNED
First time UNM New HiresIf you are a first time job holder at UNM and if previously a student, on-call (non-regular), they would not have an EDF so they should be directed to the New Employee Checklist to complete the EDF.        
Status
colourBlue
titleAssiGNED

HR Service Center

Need to document the Workflows for Service Center so they understand what to do in each scenario. (Need to make sure they know if wrong workflow is assigned) (We can use the cheat sheet of tasks in workflows for staff and build off of that. (Assigned to Amber & Emily)  
Status
colourBlue
titleAssiGNED
Employment Area StaffCan we change the Department Onboarding Checklist task so that it is simply emailed or managed otherwise? Issue is that it is causing onboarding to sit as incomplete percentage-wise. (Amber and Emily to look into this)  
Status
colourBlue
titleAssiGNED
All New Hires

Completing assigned tasks from the applicant perspective is the most challenging piece. How can this be improved? How can tasks be consolidated? It is confusing for users to go to different systems.

See "Review TMS Onboarding Emails/Tasks, Parking Pass, etc...- Determine how these need to be modified to make sense......" on Erica's project list.

  
Status
colourBlue
titleAssiGNED

HR Service Center,

All New Hires

How can the Service Center determine if the EDF is complete?   

Status
colourYellow
titleOn-hold

Web Team

All New Hires

Users often have to delete their cookie cache to appropriately fill out some online forms

   
Status
colourBlue
titleAssigned
All New Hires

"Review and update emails triggered in TMS regarding steps in hiring process."

 One generic email needed for multiple EAs; too many emails going out.

  Emily Luhman and Amber Michelle Bailey
Status
colourGrey
titleNEW
All New HiresImprove routing and notifications of onboarding tasks.  It is very unclear where tasks appear and should be completed.  Is there a way to move directly from one task to the next?  (e.g., sign offer letter and then route to complete EDF?)  Schedule technical walk-through with Damian
Status
colourGrey
titleNEW
All New HiresHow can departments and applicants determine when tasks have been completed or what their status is?  Schedule technical walk-through with Damian
      
      
      
      

Profile and Login

List Manager: Gabe Rivera

IDStatusUsers ImpactedIssueStatus UpdatesCause-ResolutionAction Items
UNMJobs Issues List
Status
colourBlue
titleASSIGNED

Internal applicants applying as external applicants

Student applicants, former employee applicants

Issue:

When creating an applicant profile the email not available error occurs when the users has not previously created a profile.

Background:

This occurs on the external Career Site when students and former applicants apply.

Related Issues:


 

Cause:

In the case of Students, the user feed, feeds over preferred email, instead of primary email, registering the email ad with UNMJobs but with creating a profile.

Speculatively, the user's email address was used to create a profile at another CSOD job site and is registered in the CSOD database making it unavailable.

Resolution:

Test speculative cause.

Will develop troubleshooting that support center can use to direct user to correct login or use correct account.

Will submit a Ellucian/CSOD ticket to provide a more helpful error message.

 

  •  

    Gabe Rivera will test the other school email address speculation.

UNMJobs Issues List
Status
colourYellow
titleOn-hold
Student applicants, former employee applicants

Issue:

Previously employed, student applicants and former employees cannot complete EDF because they cannot login.

Background:

Logic

Have you ever been employed at UNM and do you have an active netid?


Related Issues:

 

Cause:

 

 

Resolution:

 

 

Troubleshooting:

Verify the employment area the user is in is correct.

External users need to be UNMJobs Onboarding to receive the workflow.

Internal do not complete the EDF.

If the user is in The University of New Mexico move them to UNMJobs Onboarding.

The user must login with their external user credentials.

 

  •  Gabe Rivera will pull in EA Lead(s) for further explanation
  •  Gabe Rivera will create an online form for the HRTC to capture specific cases
  •  Emily Luhman will work with Jeff to add/rename EA to make them clearer when onboarding.
  •  Thomas Farrell will document the troubleshooting steps for profile with two primary email addresses
UNMJobs Issues List
Status
colourBlue
titleASSIGNED
Internal applicants

Issue:

Internal applicants are applying as external candidates.

Background:

Related Issues:


 

Cause:

Internal applicants do not see the link to the internal Career Center and/or do not see the need to applying using the Career Center.

Resolution:

Develop a better method of capturing and directing applicants when they they click the apply now button.

  • [Tuan, Gabe] Draft requirements, problem statements, user stories. 
  • [Tuan, Gabe, Steven, TJ] Develop test plan. 
  • [Tuan, Gabe] Reach out to Damian to understand customization limitations. 
  • [Tuan, Teresa, Sung-Hee] Research and propose revised sitemap (navigation) and look-and-feel. 
  • [Sung-Hee, Teresa, TJ, Steven] Coordinate with CSOD and implement Google Analytics, Crazy Egg (heat map). 
  • [Sung-Hee, Teresa, TJ, Steven] Revise internal and external sites per revised sitemap and look-and-feel. 
  • [Gabe, Tuan] Coordinate testing, revision, migrations. 
  • [Sung-Hee, Teresa, TJ, Steven] Document. 
  •  Kevin Grant Stevenson will put it in ticket/reach out to Damian find out what analytics are available (internal/external) from CSOD.
UNMJobs Issues List
Status
colourYellow
titleOn-hold
HSC External Applicants

Issue: 

HSC only creates NetIDs on MWF – this may be causing problems for some applicants and the verification that occurs by the Transaction and HR Service Center.

Background:

Related Issues:


 

Cause:


Resolution

  •  Gabe Rivera will pull-in Marie or Krickett from HSC Faculty for more information
UNMJobs Issues List
Status
colourYellow
titleOn-hold
Internal and External applicants

Issue: 

Due to access issues, some applicants are creating new emails and profile accounts just to try to get in and get applications submitted/resubmitted (one person applied to a job with 3 different profiles)

Background:

Related Issues:

See PL6


 

Cause:

Creating new profiles and email accounts is a symptom of the overall login complexity, email unavailable, reset password emails not being sent.

Resolution:

 

 
PL6
Status
colourBlue
titleASSIGNED

HR Transaction Center,

Employment Area Staff

Issue: 

Due to the difficulty users have logging in, employment areas would like the ability to reset applicant passwords.

Background:

Password resets can only be done for external candidates after their user record has been created (when they have been moved to hired status and the user record feed has run).

Related Issues:


 

Cause:

The UNMJobs application is not configurable in such a way.

Resolution:

Submit ticket to CSOD for applicant password resets.

 

UNMJobs Issues List
Status
colourBlue
titleASSIGNED
External applicants

Issue: 

Reset Password option does not send an email or is very delayed sending the email; language issues

Background:

Related Issues:


 

Cause:


Resolution

[Gabe] Check with HRTC regarding need to reset password for external accounts. 

 

 
UNMJobs Issues List
Status
colourGrey
titleNEW
External applicants

Issue: 

Captcha does not always work properly.

Background:

Related Issues:

 

Cause:


Resolution:

Use the sound option

Can we get rid of it?

Change to something easier.

 
       
       
       
       
       
       

Requisitions/Requisition Processing/Offer Letters

StatusUsers ImpactedIssueStatus UpdatesCause-ResolutionAction Items
Status
colourBlue
titleAssiGNED
Internal and external applicants

5pm hard close time on requisitions is sometimes unclear to applicants. Figure out if this is a different time zone because they seem to closer earlier than expected.

  
Status
colourGreen
titleResolved
Hiring CoordinatorsWould like to be able to see the org code in the requisition (not just the name). This causes additional work in searching for it to see if they have Comp approval.  

Jeff to update Hiring Department name in the Inbound Data Feed. 

Fix: Change OU value to display the ORG code in parenthesis along with the name/description that is already there.

UNM Mod 1.1 within Oracle view: UNM.TMS_HIRINGDEPARTMENT_OU

  •  Jeffrey O'Keefe Jeff to update Hiring Department name in the Inbound Data Feed.
  •  Amber to communicate to HRSC, TC and DT
Status
colourRed
titleIN Progress
All Applicants

Add EEO statement to Job Ad on Req template for Staff and UNMTemps.

Cannot change req template language (Ticket 354011)

Pending verification.

Fix: Emily updated the Staff and UNMTemps job ads which were dropped on the CSOD TMS-Pilot sFTP server for verification by Emily (once verified, files will be dropped on the CSOD TMS sFTP server);

UNM Mod 1.1 within Oracle view: UNM.TMS_POSITIONCLASS_OU_JRT;

and inactivated position class OU and Job Requisition Template for the On Call Staff (90002) position class)

Status
colourGreen
titleResolved
Hiring Coordinators

In the Manage Requisitions section, please change the requisition date from auto populating to the present date (it auto hides all requisitions that way). 

Config change

Recruitment and Applicant Preferences setting changed to "no default"

 

Status
colourBlue
titleAssigned
Hiring Coordinator?There are also inconvenient default statuses in other areas (such as applicants viewing application status - defaults to "in progress" rather than "all"   
 
Status
colourGreen
titleResolved

Hiring Coordinators,

All Applicants

Some requisitions mysteriously go missing under the manage requisitions tab (unclear if this affects the applicant from applying again)Config changeRecruitment and Applicant Preferences setting changed to "no default"
Status
colourRed
titleIN Progress
Employment Area Staff

Offer Letter Ticket – template is showing the user department view

ticket # 01675526 with CSOD  
Status
colourGreen
titleResolved

Hiring Coordinators,

Employment Area Staff

Cannot reopen requisitions

 

Tip from CSOD Client Success Center-

After a Requisition is changed to a Closed status, either by hiring an applicant or manually by an administrator, the requisition cannot be re-opened from the General page when viewing the requisition. You can allow for requisitions to be re-opened by changing the status of a Hired applicant that filled the requisition.

1.    First, navigate to the Manage Requisitions page and locate the closed requisition you would like to re-open.

2.    Click on the Applicants Number under the Applicants column to view the applicants within the requisition.

3.    Locate the hired applicant and click on their name to visit their Applicant Profile.

4.    Next to the Current Status field, click on the Hired status link, which will allow you to change their status

5.    Move the applicant back to a previous stage such as In Review or Offer Letter, and save your changes.

6.    After saving your changes, the applicant's status will be reverted and the requisition will change to an Open status.

If you are looking to open a requisition that has no hired applicants, you can hire any applicant, and then follow the steps above to re-open the requisition. Now that the requisition is open again, you can continue to review and hire applicants within the same requisition instead of creating a new one.

See Re-Opening a Closed Requisition.

  •  Amber to communicate to DT
Status
colourBlue
titleAssiGNED
ApplicantsIs it possible to remove the username/password requirement when an applicant signs their offer letter?   
      
      
      
      
      

Security and Orgs - Erica Grong

StatusUsers ImpactedIssueStatus UpdatesCauseResolutionAction Items
Status
colourBlue
titleAssiGNED
(potentially) All UsersWere intentional changes to default security configurations included in the May 17 release?   
  •   
Status
colourBlue
titleAssiGNED
System Administrators (HRIT)Is there a process to load or automate configuration changes to security roles?   
Status
colourBlue
titleAssigned
System Administrators (HRIT)

"Create new security role for HR Service Center to view information to provide better customer service."

  New BAR role requires modification to the IDF; modifying TMS security roles is a bit more complicated;

only give access to onboarding dashboard; need Jeff's help on this; has to go through ODF.   
Status
colourBlue
titleAssigned
System Administrators (HRIT)

"Create Office and Equal Opportunity (OEO) and Employee Labor Relations (ELR) roles in TMS"

New BAR role requires modification to the IDF; modifying TMS security roles is a bit more complicated;

 

 

Need Jeff's help on this; has to go through ODF.

   
Status
colourBlue
titleAssigned
System Administrators (HRIT)

"Create new recruitment admin role within system admin privileges"

New BAR role requires modification to the IDF; modifying TMS security roles is a bit more complicated;

Need to updated LISTSERV query; need Jeff's help on this; has to go through ODF.   
Status
colourBlue
titleAssigned
System Administrators (HRIT)

Review all security roles

Recruitment admin have access to all employment areas (not the original intent)

Need to updated LISTSERV query; need Jeff's help on this; has to go through ODF.   
Status
colourBlue
titleAsigned
System Administrators (HRIT)FAQs for HRIT internal support staff

need to figure out access to fastinfo?

HRIT internal staff will use FAQs that already exists.

   
Status
colourBlue
titleAssigned
System Administrators (HRIT)Need to create process so HRIT gets notified when a new hiring org is created    

Transition to Operations - Erica Grong

StatusAssigned ToDescriptionStatus UpdatesResolutionAction Items
Status
colourGrey
titleNEW
Glenn NicolNeed SOPs for how to handle new releases and upgrades  
Status
colourBlue
titleAssigned
CSODNeed to align Stage, pilot, and prodWe are ready to do a copy down from prod to pilot and prod to stage 
  •  Erica Grong will coordinate these for the length of the perf mgmt project
Status
colourGrey
titleNEW
???Need to create standard use cases and scenarios for testing new releases   
Status
colourGreen
titleResolved
Alesia TorresVendor management - finalize contact info and contact persons

HR Functional - Kevin Stevenson;

Data Integration - Linda Johansen

HR Technical - Elizabeth Garcia

  
Status
colourGrey
titleNEW
Web TeamApplication monitoring and analytics   
Status
colourRed
titleIN Progress
Steve Spencehandoff checklistSteve is working on this