Release 19.02.2013
- Matthew Milosevic (Deactivated)
Release Timing
This release will occur on Tuesday 19th February between 6.30pm and 8.30pm (AEDT).
During this time, you may experience downtime for up to two minutes. Whilst this downtime is minimal, we recommend that wherever possible, any large or critical system tasks be completed before close of business on the day of a deployment or commenced the day after.
If you have any further queries, please contact your Support Team on 1800 642 638.
Deployment Walkthrough Teleconference
We will be running a walkthrough teleconference of the features included in this deployment. The teleconference will take place on Thursday 14th February at 2.00pm (AEDT).
For more details and to RSVP, log in to the NGA.NET User Community -
http://www.community.nga.net/events
To join the teleconference, please use the details below:
The Teleconference Number: 1800 500 485 or (03) 9211 0157
Passcode: 531611
Deployment Summary
Candidate Quick Search enhancements
Making it easier to find a specific candidate when using the Candidate Quick Search without having to scroll through pages of results.
Selection Report PDF
Selection Reports form an important part of the recruitment process for Government customers and are often time consuming to compile. With this new feature, the system will automatically compile all the necessary information and documentation into a single PDF that is accessible via a link in the system, allowing a user to download, save or print off as required.
Changes to the way editing Form Templates and Form instances is handled
We will be making a change to the way the system handles the editing of Form Templates and Form Instances. This change is being done to improve performance of the system and will not take away from any existing functionality that customers have.
Candidate Quick Search enhancements
Customers often use the Candidate Quick Search in order to find a specific candidate and find them fast. In this deployment we have made some changes that will enable customers to locate a candidate without having to scroll through pages of results.
When typing in a candidates’ full name, you will now receive a results list that shows only those candidates that have the names you have typed in. For example, if you type in “Jeff Smith” you will only receive results for candidates who have “Jeff” included in their First or Last Name AND “Smith” included in their First or Last Name.
We have also included a new column in the Search Results screen, showing the Job Reference Number for a candidate’s application. The Job Reference Number will display as a link, allowing Users to click through to the Job Card to view job details.
When clicking through to view the Job Card, Users will be able to use the breadcrumb trail at the top of the screen to navigate back to the Search Results screen.
Selection Report PDF
Selection Reports form an important part of the recruitment process for many of our customers and are often time consuming to compile. The information required for these Selection Reports exists within the eRecruit system however until now, viewing the information has involved accessing various different areas and documents within the system, resulting in the need for many clicks and often causing confusion for users.
The new Selection Report PDF automates the collation of information and production of a Selection Report for approval, vastly improving the time taken to compile a report.
Configuring a Selection Report PDF and including in the Assessment Process
When the new Selection Report PDF functionality is enabled, users/user groups with the required permissions will be able to create multiple Selection Report PDF templates. Within each template, the users will be able to define what information will be contained in any Selection Report PDF documents subsequently generated using the particular template.
For each set of information included in the Selection Report template, a user will also be able to add instructional text to make it clear to the end user what they are viewing.
Upon completion of the Selection Report PDF template configuration, each active Selection Report template will be available for selection when configuring an Approval Step within an APM. When an Approval Step is configured to use a particular Selection Report template, the actual Approval Step can either be setup as a ‘Create Selection Report PDF’ step type or a ‘View Selection Report PDF’ step type.
The Create Selection Report PDF step type will be used where information needs to be entered and included in the Selection Report – typically performed by the Panel Chair.
The View Selection Report PDF step type will be used for viewing and approval of a previously generated Selection Report – typically performed by the Delegate. This step will always come after a Create Selection Report PDF step within an APM.
How does this work for an End User?
When completing an Approval step that has been configured as a Create Selection Report PDF step, users will notice that in addition to the normal Approval Form, there are several sub-steps to complete. (Depending on the configuration performed in the Selection Report PDF template aligned to the Approval Step being performed, a ‘Select Job Recruiter Files’ sub-step may be displayed).
Whilst completing the new sub-steps in the Create Selection Report PDF Approval step, the assigned user will be able to generate a draft of the PDF, preview the draft (via the eRecruit ‘Messages’ tab) and finally create the Selection Report PDF. The document that is created will be added to the Recruiter files of the particular Job and also viewable by any users assigned to subsequent ‘View Selection Report PDF’ Approval Steps later in the APM.
When completing an Approval step that has been configured as a View Selection Report PDF step, users will notice that in addition to the Approval Form, a link will appear at the top of the screen allowing the user to Download Full Selection Report. Clicking this link will open up the Selection Report PDF created at the previous Approval Step. The PDF will open in a new browser window.
Users will be able to complete the Approval Form as normal; approving, declining or requesting changes (depending on individual customer configuration). If the Assessment Process is rolled back and a new Selection Report PDF is created, both the new and original PDF will be stored in the Recruiter Files for that Job, providing an audit trail of documents.
Note: This is a licensable feature that needs to enable. Please note: For customers who have already purchased the current Selection Report feature, no further license fee will apply. For more information, please contact your Account Manager on 1800 642 638.
Note: The configuration user guide for the Selection Report PDF will be available on Wednesday, 20th February 2013 on the User Community.
Editing Form Templates & Form Instances
As part of ongoing efforts to improve system performance, changes have been made to the way the system handles Form Templates and Form Instances. Behind the scenes, the changes will apply to Requisition, Assessment and Application forms and will mean that we will no longer be creating multiple copies (or instances) of forms. They will instead reference the Form Template they were created from.
Previously, whenever a user clicked on an Edit link for a particular form or form template they would be navigated to the Manage Form/Manage Form Template screen where they would be able to modify the configuration (Form Name, Steps, Global Questions, etc) within the form/template.
Following the release of the new functionality, when user clicks on ‘Edit’ link they will first be taken to a non-editable view of the particular form/form template. However, the user will still be able to view the form/step/global question configuration via links within the Manage Form/Manage Form Template screen.
Additionally, the user will be displayed either an ‘Edit Form’ or ‘Edit Form Template’ button (depending on the screen being viewed). For all form/form template types, if the button is clicked, the Manage Form/Manage Form Template screen will update and the user will be able to modify the configuration as required (as per existing configuration).
The only exception to the above will be if the user is viewing a Requisition, Assessment or Application form or template. In these scenarios, when user clicks on the ‘Edit Form’ or ‘Edit Form Template’ button the screen that they are displayed next will depend on whether the particular form or form template has been previously used elsewhere in eRecruit.
For example, if a form template has been used elsewhere in eRecruit, when the user clicks on the ‘Edit Form Template’ button they will be displayed a pop-up window advising that the form template has been used. When they click on ‘Edit Form Template’ button within the pop-up window they will then be taken to the Manage Form Template screen where they will be able to modify the configuration as required.
In the above scenario, when user clicks on the ‘Edit Form Template’ button, behind the scenes a new form template will be created copying data from the original template. The original template will no longer be available in the form template list, and for all jobs that were created using the original form template, the forms at the job level will become standalone forms that are not linked to a template.
Alternatively, if a form template has not been used elsewhere in eRecruit, when the user clicks on the ‘Edit Form Template’ button they will be taken straight to the Manage Form Template screen where they will be able to modify the configuration as required.
If the user is viewing the Manage Form screen within a job and the form they are viewing is not linked to a form template, when they click on the ‘Edit Form’ button the Manage Form screen will update from the non-editable view and they will be able to change form name, form step & global question configuration as required.
However, if the form they are viewing within a job is linked to a form template, when they click on the ‘Edit Form’ button, they will be displayed a pop-up window advising that the form template is being used in Commercial in Confidence 11 of 12 other jobs. When they click on the ‘Edit Form’ button within the pop-up window they will be taken to the Manage Form screen and they will be able to change form name, form step & global question configuration as required.
Note: In the above scenario, when user clicks on the ‘Edit Form’ button, a new form instance will be created behind the scenes and it will copy all the content from the original template. The original template (and all job instances that use that template) will remain unchanged.
Changes to the Pre-Application Form
We have made some changes to the validation when configuring pre application forms.
As of Wednesday, 20th February 2012, Users will only be able to add Yes/No questions when using a preapplication form.
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If you would like further information regarding any items within the release note, please contact the NGA.NET Support Team
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