Overview
The Recruitment workflow is used by the Client Services Division (CSD) in the Office of Human Resources (OHR) to track activities performed during the recruitment process. CSD Branch Specialists are required to send WiTS Recruitment actions to the Delegated Examining Unit for vacancy approval, certificate issuance, and final audit closeout when vacancies are advertised via Delegated Examining Procedures.
Entering and reviewing the data: Tabs
WiTS workflows are comprised of ‘Tabs’, which are completed in consecutive order by one or more persons. Below is a list of what information is captured in each tab of this workflow.
Action Details Tab
- WiTS#
- Date Entered
- Action Type
- Date Recv’d in HR
- AO Last Name, First Name, Email address
- Global Recruitment
- DSSEM
- Administrative Code, Institute/Center, Organization Initials
- Proposed Effective Date
- CSD Branch Chief, CSD Team Leader, CSD HR Specialist, CSD Assistant
- Final Authorizer
- Last Saved/Updated By
- Is the Package Complete
- Date Missing Docs Email Sent
- List of Missing Docs/Info
- Date Complete Package Received
- Priority, Action Status, Action Status Code, Action Status Description
- Comments
Pre-Recruitment Tab
- Selecting Official First Name, Last Name, Email address
- Supervisor’s First Name, Last Name, Email address
- Job Requisition #
- Date Job Requisition Approved
- Date of Pre-Recruitment Meeting
- Date Pre-Recruitment Form Signed by Selecting Official
- Recruitment Type
- Date Need Validated
- Position Title
- Pay Plan
- Series
- Grade
- Full Performance Level
- Duty Location(s)
- Vice
- Legislative Initiative Supported
- Number of Positions to be Advertised
- CAN#
- Timekeeper #
- Is this a New Position
- Is this a Re-Advertisement
- HR CARDS PD Used
- HRC# (HR CARDS Number)
- Related WiTS Classification #
- Transitional Recruitment
- Other Recruitment Considerations
- Paid Ad
- Date Paid Ad Approved
- Will Relocation Expenses Be Paid
- Incentives that may be Offered
- Additional Recruitment Channels
- Pre-Recruitment Comments
Vacancy Announcement Tab
- Number of Positions Advertised
- Case Examining Register
- Area of Consideration
- Multidisciplinary Position
- DE HR Specialist
- Case Returned Comments
- DE Quality Reviewer
- Selective Placement Factor Comments
- Vacancy Identification (VIN) #
- Announcement Type
- Vacancy Announcement #
- Date Announcement Posted
- Date Announcement Opened
- Date Announcement Closed
- Date Announcement Cancelled
- Open Continuous Announcement
- Date Sent to DEU
- Date Announcement Approved by DEU
- Announcement Position Title, Pay Plan, Series, Grade, Full Performance Level, Duty Location(s)
Applicant Rating Tab
- Announcement Number
- Rater
- Evaluation Method
- Total Number of Applicants
- Total Number of Qualified Applicants
- Total Number of Referred Applicant
- Date Minimum Quals Completed
- Date Applicants Notified of Qual/Elig Status
- Date Applicants Notified of Referral Status
- Date Apps to SME/QRB
- Date App Evaluation Completed By SME/QRB
Certificate Tab
- Announcement Number
- Cert Issued
- Certificate Type
- Certificate Number
- Position Title, Pay Plan, Series, Grade
- Duty Location
- Date Certificate Issued
- Date Internal Review Completed
- Date 10-Pt File Checked (DEU Cases Only)
- Date Certificate Sent to SO
- Date Certificate Expires
- Certificate Extended
- New Cert Expiration Date
- Preference Eligibles Within Reach
- Cert Used
- Cert Returned Unused Reason
- Cert Returned Unused Reason – Other
- Date of Hiring Decision
- NOTE: For selections only—the date difference between Date Certificate Sent to SO and Date of Hiring Decision is used to measure IC hiring timelines. For 1st Selections, these dates derive from the Recruitment form and not the Appointment form.
- Date Hiring Decision Rec’d in HR
- Date Disposition Notifications Sent
- Date Audit Completed
- Date Cert Returned to DEU for Final Closeout Audit
- Date Audit Completed
Moving through the workflow: Routing Participants
CSD HRS (Initiates Action) then
CSD DEU (Final Audit) then
DE Internal Reviewer (For DE Announcements) then
CSD HRS/CSD DEU (Completes Action)
Routing Options
The routing menu is used to move actions through the process and/or to send emails. The options and email recipients may change based on who has the action in their worklist.
When the action is in the Initiation step:
- Send Pckg Recd Email
- Send Rev/App Email
- Send to DEU (Ann Apvl)
- Send to DEU (Cert Prep)
- Send to DEU (Other)
- Initiate Appointment
- Pos’n Filled-Other Hiring Mechanism
- Position Not Filled – Close Action
- Action Disapproved – Close Action
- No Response – Close Action
- Complete Recruitment
- Send for Final Audit (DE)
- Cancel Action
When the action is sent to the DEU:
- Ann Apprvd to Post-Return to Branch
- No Action Take-Return to Branch
- Send Pending SPF Email
- Send SPF Outcome Email
- Send to Pending Status
- Issue Cert-Return to Branch
When the action is in the ‘Pending Final Processing’ step:
- Audit Complete-Close Action
Communicating status and reminders: Email
Based on established SLA's and/or business rules, email notifications and reminders are automatically sent from WiTS throughout the completion of the workflow.
Subject: If (9- or 11-days difference) Action Needed – Issue Certificate – [PosTitle] [PayPlan] -[Series] -[Grade]
If (13 or 15 days difference) Action Needed – Issue Certificate (SLA Exceeded) – [PosTitle] [PayPlan] [Series] -[Grade]]
-Sent to the DE HR Specialist, Team Lead, Branch Chief, CSD Deputy on day 8, 10, 12, and 15 when cert is issued.
Subject: Notice – Certificate Expiration – [PosTitle] [PayPlan] -[Series] - [Grade]
-Sent on day 5 to the HR Specialist and DE HR Specialist before the cert expires.
Subject: Action Needed – Send Certificate to Selecting Official –[PosTitle] [PayPlan] - [Series] - [Grade] – Sent on day 14 to the HR Specialist, Branch Chief, and Team Lead when the cert has been issued.
Subject: Action Needed – Send Certificate to Selecting Official (SLA Exceeded) –[PosTitle] [PayPlan] - [Series] - [Grade]
-Sent to the HR Specialist, Team Lead, DE HR Specialist, Branch Chief, DE Quality Reviewer, and CSD Deputy when the cert has not been issued within 17 days of the announcement closing.
Subject: Action Needed – Send Certificate to Selecting Official –[PosTitle] [PayPlan] - [Series] - [Grade] – Sent on to the HR Specialist, Branch Chief, Team Lead, and CSD Deputy when the cert has not been issued within 10, 14 and 17 days of the announcement closing.
Subject: Action Needed: – Extend Official Job Offer – [Pos Title] - [Pay Plan] - [Series] - [Grade]
-Sent to the HR Specialist, Team Lead and Branch Chief when there are 2 days between date approval decision received and action date.
Subject: Action Needed - Post Vacancy Announcement - [Position Title] [Pay Plan] - [Series] - [Grade]
–Sent to the HR Specialist, Team Lead, DE HR Specialist, Selecting Official, Administrative Officer and Branch Chief when there are 2 days between missing docs received and action date, when there is 1 day between the action date and date the announcement closes, and 45 days after a cert has been issued.
Subject: Action Needed – Move Recruitment Action Forward - [PosTitle] [PayPlan] - [Series] - [Grade] – Sent on to the Branch Chief, Team Lead and CSD Deputy when the recruitment action has not been moved in 45, 60, 75, or 90 days.
Subject: NIH/OHR wants to know about your [PosTitle] recruitment experience
-Sent to the Selecting Official on the day after the hiring decision field is updated or the recruitment action is completed.
Subject: Action Needed – Extend Tentative Job Offer – [Position Title] [Pay Plan] - [Series] - [Grade]
-Sent to the HR Specialist, Team Lead, and Branch Chief 2 days before the hiring decision.