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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

 

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


Application Process

StatusUsers ImpactedIssueStatus UpdatesCause-ResolutionAction Items
Status
colourGrey
titleNEW
Internal applicants

Figure out language issue on Refer job email.

   
Status
titleNew
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. 

   
Status
colourGrey
titleNEW
External applicants

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

   
Status
colourGrey
titleNEW
External applicants

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

   
Status
colourGrey
titleNEW
Internal and external applicants

Application preview would be nice

   
Status
colourGrey
titleNEW
External applicants

Cannot save the application and return to it

   
Status
colourGrey
titleNEW
External applicants

Cannot save application information to use to apply for another requisition

   
Status
colourGrey
titleNEW
Internal and external applicants

Applicants cannot tell where the process is

   
Status
colourGrey
titleNEW
Hiring CoordinatorsDepartments cannot tell where the process is   
Status
colourGreen
titleResolved
External applicantsEmployment History cannot be edited when Google Tag manager is installed.  
  •  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

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
titleNew
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
      
      
      
      
      

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.

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. 

Resolution:

Grade added July 2017

 
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. Tab removed by Emily from core functions.
  •  Emily Luhman and Amber Bailey
      
      
      
      
      
      

Core and General Application

Status

Users Impacted

Issue

Status Updates

Cause-Resolution

Action Items

Status
colourGrey
titleNEW

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) 

 

 

 

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.   
      
      
      
      
      
      
      



Data Feed and Related Issues

StatusUsers ImpactedIssueStatus UpdatesCause-ResolutionAction Items
Status
colourRed
titleIN Progress
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.

Increase feeds from two times a day (12PM and 7PM) to four times a day.

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

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. 

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
      
      
      
      
      
      
      

Onboarding

StatusUsers ImpactedIssueStatus UpdatesCause-ResolutionAction Items
Status
colourGrey
titleNEW
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 HiresCompleting 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.
  
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

   
      
      
      
      
      
      
      

Profile and Login

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. 
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
colourBlue
titleAssiGNED
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).  There are also inconvenient default statuses in other areas (such as applicants viewing application status - defaults to "in progress" rather than "all".

  
 
Status
colourBlue
titleAssiGNED

Hiring Coordinators,

All Applicants

Some requisitions mysteriously go missing under the manage requisitions tab (unclear if this affects the applicant from applying again)  
Status
colourRed
titleIN Progress
Employment Area Staff

Offer Letter Ticket – template is showing the user department view

   
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.

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

Security and Orgs

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?