State of Connecticut

Core-CT Project

Application:HRMS

Module:Human Resources

Business Process:Manage Select and Recruit Workforce

Requirement Number:HR052

Requirement Title:Ability to capture applicant flow data for affirmative action

Module Leads: Lina Simonu, Lisa Lagus

  1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

In order to comply with Affirmative Action Regulatory Requirements, information must be gathered and an Applicant Flow Report must be produced for each permanent full-time vacancy filled at each agency. Each agency must report on its recruitment activities yearly to the CT Commission on Human Rights and Opportunities. Currently each agency manually produces this report when they fill a vacancy. The needed Applicant Flow report must include names of all persons that applied for a particular job, each candidate’s race and gender information if supplied, status of applicants, which applicants were interviewed, which applicant was selected, reasons other applicants were not selected, how applicants heard of the opening. PeopleSoft delivers some elements of the needed information in the current and new versions. We will be able to now get voluntary race and gender information in HRMS version 8.3 via the Applicant Activity and Requisition Activity pages, along with the names of all applicants routed, interview schedules, interview results and job offers rendered by job requisition from the current version. This isn’t all the information needed as PeopleSoft does not include the statistics on applicants not interviewed. While State agencies are inconsistent in their definitions of what constitutes an applicant, the CHRO is very liberal in its definition and encourages agencies to capture even those people who call and inquire about an opening within Applicant Flow. PeopleSoft as delivered, does not provide a detailed report on Applicant data based on the State’s requirements.

  1. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

Ability to produce a report would help agencies comply with Affirmative Action Regulatory Requirements. Agencies filled 6,500 positions last fiscal year. All of these fills required the manual tracking of data so that the CHRO could ultimately make statutorily mandated judgments about agencies’ hiring and promotional practices and adverse impact. This reporting is required of all agencies in the State of Connecticut, in or out of scope. This report would be a major boon to HR staff, hiring managers and Affirmative Action Program staff as the report would be produced each time a vacancy is filled and there would be no need to have to go back at AA Plan compilation time to reconstruct an event that took place months in the past. Agencies could also track their goal attainment progress on a more frequent basis if their AA Program staff had contemporaneous reports to analyze during the plan year and could adjust hiring and promotion strategies accordingly.

  1. Required By: (Y/N)

Federal ____Agency __Y__Bargaining Unit ____

State Statutory _Y___State Regulatory _Y___State Procedural _Y___

  1. Requirement Priority

High(High, Medium, Low – please see “Requirements Prioritization Criteria”)

  1. Recommended Solution

Enter an “X” next to the appropriate category

______Process Solution

__Option Number

___X ___Application Modification

_1__Option Number

  1. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

It is not often that all agencies in the State of Connecticut have to do the same thing. All agencies, in or out of scope, have to perform an Applicant Flow

Analysis as part of their annual Affirmative Action Plan to the CHRO. Providing an automated report out of PeopleSoft would have universal benefit, give more accurate and timely information to agency managers and would assist HR and AA Program staff by simplifying one element of plan preparation.

  1. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

None.

  1. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. Leave things as they are and let agencies continue to manually prepare their Applicant Flow reports. This strategy would not capitalize on the fact that PEOPLESOFT already captures most of the information needed for this report.

Option 2. Run queries at each agency to capture the data necessary and compile it manually when preparing the Applicant Flow report.

  1. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): Report.

Complexity (Easy, Medium, Difficult): Medium.

Description: Develop an Applicant Flow report which would include the above listed fields.

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