The first step in the Recruitment process is to set up Job Openings for job vacancies in your agency. Job Openings are created so that you can advertise and fill vacant positions in your agency. Job Openings are required for all classified regular positions. They are optional for unclassified and temporary positions.

Before you create a job opening make sure that the position is assigned to the correct job classification and all other position information is correct.

Job Openings that are entered in SHARP are added to the State Job Vacancy website at approximately 8:00 p.m. each day except Saturday and on certain holiday’s.

Once you have created the Job Opening verify that it appears as expected on the State's Job Vacancy website at www.jobs.ks.gov

NOTE: Each State Agency will only have security authorization to view and update Job Openings for their agency within SHARP.

Entering and Reviewing Job Opening Data

Purpose: The purpose of this lesson is to review the process for creating a new Job Opening for a position that needs to be filled. You will complete the following process each time you need to create a new Job Opening.

Navigation: Recruiting> Create New Job Opening

The “Enter Primary Job Opening Information” dialogue box displays, select ‘State of Kansas’ in the Company field. Next, you will enter the Position Number of your vacancy in the Position Number field and tab out. You will see the Job Code and Posting Title display. You will then click on the Continue button and the Job Opening page appears.

NOTE: The Posting Title is the Job Code title assigned to the Position. You have the option of changing this to a more descriptive Working Title. To assign a working title to your Job Opening, you will need to delete the Job Code title that defaulted in the Posting Tile field and enter a working title. If you choose this option the Working Title you enter will be displayed next to the Job Opening on the State Job Vacancy web site at www.job.ks.gov

When the Job Opening page displays the majority of fields are automatically populated from the Position Number you entered in the search box. Verify the information that defaulted in is correct.

For field definitions see the Glossary.

Next, Click on the ‘Add Job Postings’ link at the bottom of the Job Opening page to enter the Job Posting Description, Posting Type and Posting dates.

The Posting Information page is used to enter the Job Posting Description, Posting Type and Posting Dates. It is important that the information you enter in the Description field is accurate and descriptive of the position requirements because applicants will use this information to identify vacancies for which they want to apply. Remember to check for spelling, grammar, and other errors.

The Destination field should always be equal to 'I' for Internet. Also, make sure the values in the Visible field and the Posting Type field match.

Because of the way the text in the Description paragraphs run together, adding simple HTML tags to the text of your job description in SHARP will make the description that displays on the State Job Vacancy at www.ks.jobs.gov more readable for applicants.

The 2 HTML tags that will improve the readability of the Job Description
are the <P> and <strong> </strong>

<P> will create new paragraph for the text following the HTML tag
<strong> </strong> will bold the contents between it and the end tag

For example, you will input your text in the SHARP Description field
as you normally would, but wherever you want a new paragraph, just type a <P>
HTML tag and whenever you want to bold a section type a <strong> HTML tag before
and an end </strong> HTML tag after. To see an example of how the HTML tags can format the text that is entered into the Description field in SHARP,
please view the link below:

http://da.state.ks.us/ps/documents/tagsexample.pdf

For field definitions see the Glossary.

The Posting Information page contains the ability to spell check the text you entered in the Posting Description field. Click on the Spell Check icon next to the Description field to begin the Spell Check process.

The Spell Check Feature will look for misspelled words and offers you spelling alternatives.

Select and replace any misspelled words and click ‘OK’ when you are finished and you will be returned to the Posting Information page.

Once you have finished entering information on the Posting Information page click on ‘OK’ and you will be returned to the main Job Postings Page.

When you create a new job opening SHARP automatically assigns the next available Job Opening ID number after you press the ‘Save & Open’ button. This number is then used to track your Job Opening throughout the remainder of the recruitment process. It will also display on the State Job Vacancy website for applicants to reference when applying for your job.

Purpose: The purpose of this lesson is to review the process for finding a Job Opening that has already been created.

Navigation: Recruiting> Find Job Openings

To find an existing job opening for your agency you can either enter the Job Opening ID assigned to your vacancy or the position number of your vacancy.

Click on the down arrow next to the ‘Status’ field and select the blank space above the 'Canceled’ option. If you skip this step the search will only look for job openings with a status equal to 'Open'. Changing it to the blank space option will allow the search to look for all existing job openings matching the other criteria that you entered.

Next, you will click on the ‘SEARCH’ button to find your job opening.

The Job Opening Search Criteria page will display. You will click on the Posting Title hyperlink in the Job Opening column to access your Job Opening.

The Job Opening page that displays will provide you with a single point from which you can complete many recruiting tasks. Four pages make up the Job Opening component.

To navigate between the four different pages and their sub-pages you will click on the hyperlinks located in the blue shaded area in the middle of the Job Opening page. To determine which page and/or sub-page you are currently accessing you will look in the blue shaded area. The top row explains the main page options you can access and the second row contains any sub-pages that pertain to the option you have selected on the top row. The page you are viewing will not have an underline under the page name and/or sub-page name in the blue shaded area. In the example above, you are currently viewing the View Applicants sub-page located in the Manage Applicants page.

The four page options in the Job Opening component are explained below.

A. Job Opening - Manage Applicants: Use this page to view a list of the applicants associated to the job opening. If you have not associated any applicants to your job opening using the Mass Applicants page no Applicant Data will appear on this page. If you click on the Applicant’s Name in the Applicant Name column you will be taken to the Manage Applicants pages. These pages will be explained in detail in the Manage Applicants portion of the training book

The Manage Applicants Page offers you three sub-page options. They are View Applicants, Screen Applicants and Interview Schedule. The Screen Applicants and Interview Schedules sub-pages are optional and not used in any business processes used by the State of Kansas.

B. Job Opening - Find Applicants: Use this page to search for applicants. You may also use the ‘Find Applicants’ search page located at Recruiting > Find Applicants to accomplish the same task.

C. Job Opening - Activity & Attachments: Not Used by the State of Kansas.

D. Job Opening - Job Opening Details: Use this page to view job opening details. The page that displays is similar to the page used when the job opening was created. You will use this page to review and/or change the Posting Dates, Posting Type and Posting Description associated with your Job Opening.

Click on the Job Opening hyperlink in the top row of the blue shaded area to access the page. NOTE – there are no sub-pages associated with this page. To see a definition of the fields on this page review the ‘Create New Job Openings’ section of this training manual.

To change the Posting Type, Description or Posting Dates click on the Posting Title of your Job Opening located at the bottom of the page to access the Posting Information page where you can make your changes.

On the Posting Information page you can modify the Posting Title, Description, Posting Type and Posting Dates. To add new Posting Dates click on the 'Add Posting Destinations' hyperlink and a new row is inserted in the Posting Destinations area for you to complete. After you finish making changes click on “OK” to be returned to the Job Opening Page.

IMPORTANT: On the Job Opening Page you will need to press the SAVE button at either the top or bottom of the page or your changes will not be saved.

Purpose: The purpose of this lesson is to review the process for adding Applicant Data in SHARP.

Navigation: Recruiting > Add New Applicant

You will use the same pages to create an Applicant ID for a new applicant or for an Employee that does not yet exist in the Recruiting module.

If the applicant you are entering has an Employee ID you should enter it in the Employee ID field and tab out. The majority of fields will be automatically populated from data stored in the Workforce Administration module. Verify and correct any information that is incorrect before saving.

If the applicant does not have an Employee ID you will need to enter their information on the Contact Details page including the applicant’s Name and Address.

Once you have completed entering information on the Contact Details page you will need to click on the Eligibility & Identity page hyperlink to enter the applicant’s SSN, Military Status and other Personal information.

For field definitions see the Glossary.

On the Eligibility & Identity page you will enter any Personal information that was provided to you by the Applicant or you will review information that defaulted in for an existing employee. IMPORTANT: You will need to click on the ‘Add National ID’ hyperlink to enter the Applicant’s Social Security Number.

For field definitions see the Glossary.

On the Add National ID Page you will need to enter “USA” in the Country field and Tab out. The national ID type of ‘PR’ for social security number will display. Enter the Applicant’s social security number or assigned number. If an applicant does not enter a social security number on the registration form, the agency will need to contact the Division of Personnel Services (785-296-4278) for the next available assigned number to enter in this field.

NOTE: If you enter the Social Security Number of an applicant that already exists in the Recruiting module you will receive the following error: “National ID xxx-xx-xxxx is already used for applicant XXXXXXXXXXX in Applicant Data. (21000,60)” You should verify the Social Security Number you entered is accurate and reenter if necessary. If you entered the correct SSN you should note the ID that is displayed in the error message, select cancel and access Find Applicants in the Recruiting module to view your applicant’s information.

Once you have entered all of the information on this page, click ‘OK’ to return to the Eligibility & Identity page.

After you are returned to the Eligibility & Identity page you should click on the ‘SAVE’ button to assign the Applicant ID.

After you press Save the Applicant’s ID will be displayed. You should record the number so you can track this applicant’s information in SHARP.

NOTE: All applicants (including existing employees) who are added in SHARP will be assigned a new Applicant ID that starts with the number ‘23’. Any applicants that existed in SHARP prior July 25, 2007 will have different numbers at the beginning of their Applicant ID.

Purpose: The purpose of this lesson is to review the process for finding an existing Applicant record in SHARP. You may enter an Applicant ID; National ID; or First Name and/or Last Name to search for the applicant. Next, click on the ‘Find Applicants’ push button to perform the search.

HINT: Make sure the ‘Search My Applicants’ checkbox is turned off and ‘Applicant Status’ is set to blank or you may not find the applicant you are searching for in SHARP.

Navigation: Recruiting> Find Applicants

The Applicant Search results screen will display the name or name(s) of any applicants that matched the criteria you entered on the Find Applicants search page.

If the Name of your Applicant is displayed you should click on their Name to access the Manage Applicant Data pages.

If you do not see the name of your Applicant you can click on the icon to display the Find Applicants search page where you can change your search criteria.

After clicking on your applicant’s name the Manage Applicant page appears. Three pages make up the Manage Applicants page. They are Applicant Activity, Contact Notes and Applicant Data. Only the Applicant Activity and Applicant data pages are used in the State of Kansas recruitment process.

A. Applicant Activity: Current Status sub-page, you can see where applicants are in the recruitment process for each job opening to which they are associated. Instructions on how to associate an Applicant to your Job Opening are included in the Mass Applicants chapter of this training manual. You can also view applicant activity by using the Job Opening component. From the Job Opening - Manage Applicant page, you can see where all applicants are in the recruitment process for a specific job opening. The Applicant Activity Page has three sub-pages. They are: Current Status, Interview Schedule/Evaluation and Expenses. Only the Current Status page is used in the State of Kansas Recruitment process. The other two sub-pages are optional.

B. Contact Notes: Not used by the State of Kansas

C. Applicant Data. The Applicant Data page displays an existing applicant’s Applications & Resumes, Contact, Verification and Eligibility & Identity data. The Applications & Resumes hyperlink does not display during the process of ‘Adding a New Applicant’. You will use this link to add the ‘ACN’ letter code to send an applicant an updated Applicant Confirmation letter.

Click on the ‘Applicant Data’ page hyperlink to access the applicant’s data. On the Applicant Data page make sure you are on the Applications & Resumes sub-page. Click on the ‘View Application’ hyperlink if you would like to send the applicant an updated Applicant Confirmation Letter. If the applicant has submitted their information multiple times you may see more than one resume listed in the Applications area. If the applicant has multiple resumes, Click on the ‘View Application’ hyperlink that has the most current date displayed in the Last Updated column.

The Application Details page will display. Enter the ‘ACN’ letter code. Make sure the ‘Date Letter Printed’ field is blank. Press 'Save & Continue' button and then click on 'Return to Previous Page' hyperlink.

The Applicant Data Applications & Resumes page displays. Click on the ‘Contact’ hyperlink to access Applicant Data page that displays the applicants name and address information. It will also be the page that the applicants Employee ID will be displayed if available. To see field definitions for any of the sub-pages in Applicant Data review the ‘Add New Applicant’ chapter in this training module.

To update the information on this page you will delete any incorrect information and update the field with the correct information. No history will be maintained on this page.

IMPORTANT: Press the Save Icon to confirm your changes.

Click on the Eligibility & Identity page hyperlink to verify/update the applicant’s personal information including military status, birth date, etc.

IMPORTANT: Press the Save Icon to confirm your changes.

Purpose: The purpose of this lesson is to review the Kansas Employee Preference Table. You will navigate to this page when verifying the Preference rights of an Applicant.

Navigation: Recruiting > KEPP Preference

In the ‘Find an Existing Value’ search criteria box enter the Employee ID of the applicant requesting Preference. If you do not know the Employee ID you can select the Search button to see a list of all employees who are on the Kansas Employee Preference Table.

For field definitions see the Glossary.

Entering Information in Mass Applicants

Purpose: The purpose of this lesson is to review how to use the Mass Applicant page. You will use this page when associating applicants to requisitions.

Navigation: Recruiting > Mass Applicants

In the ‘Search by:’ criteria box you can search by the Job Opening ID number or you can search for your Job Openings by Department ID.

Associate all applicants that have applied for your job opening using the Mass Applicants page. You may enter the Applicant ID or Employee ID of the individual applying for your vacancy. Once you enter the ID you tab out and their name and SSN will be displayed so you can confirm you entered the correct ID. WARNING: Make sure you Tab from this field rather than pressing Enter or you may inadvertantly save before you have a chance to verify the name and SSN of the applicant are correct.

Next, you will press ‘SAVE’ and the individual is associated to your job opening. Repeat this same process until all of the applicants have been associated to your job opening.

NOTE: If an employee has expressed their right to use their Employee Preference for your job vacancy you will also need to click on the KEPP – Employee Preference flag before pressing ‘SAVE’.

For field definitions see the Glossary.

NOTE: If you get an error message on this page when attempting to associate an applicant to your vacancy, first check the following:

1. Verify the Employee ID or Applicant ID number entered is correct.
2. KEPP Rights are active by checking the KEPP table.
3. Verify that the employee is eligible to use their Employee Preference for the vacancy. For KEPP, the pay grade must be the same or lower as the pay grade they were laid off from.

You will receive the error message “Warning –Applicant or Employee ID entered is already associated with this Job Opening. (21000,59)” if you attempt to associate an applicant that has already been associated with the Job Opening.

If you are still unable to determine the problem, contact the Division of Personnel Services.

Note: It is strongly recommended that agencies run the Applicant Summary Report to verify that all applicants requesting to be associated with a job opening have been entered and associated with it. This report also reflects the Veterans’ Preference status of individuals associated to your job opening. Accessing the Applicant Summary Report is explained later in this training course.

Purpose: The purpose of this lesson is to provide instructions on generating the Applicant Summary Report in SHARP.

The Applicant Summary report process provides you with the ability to create a pdf and a flat file containing the output of the report. The flat file can be imported into most database software packages such as excel, access or lotus. You may use the flat file data to create mailing labels, etc.

Navigation: Recruiting > Reports > Applicant Summary

Note: Detailed information about how to create a Run Control ID is contained in the Reporting CBT.

After you enter your Run Control ID the Run Parameters page will display. You will enter your Job Opening ID assigned to your vacancy in the ‘Job Req’ field and tab out. Next, you will click on the ‘Run’ button.

When the report has finished running (see Reporting CBT for details on running reports) , you will have 2 different files on the View/Log Trace page to choose from. To access the pdf version of your report you will click on the report file name ending in .pdf. If you want to retrieve the data file output of your report, click on the report file name ending in .DAT.

See below for sample of the kapp300.pdf file.

The final step in the recruitment process is to hire the candidate you have selected to fill your vacant position. You will use pages located in Recruiting and Workforce Administration to appoint the successful candidate to your Job Opening.

NOTE: The majority of the appointment process will be the same for both new employees (never worked for the State of Kansas) and existing employees. Specific differences will be pointed out in the pages used to complete this process.

See below for a description of the pages used to hire the candidate you selected to fill your Job Opening.

After your candidate has accepted the job offer and their disposition status is set to Offer Accepted, you can begin the hiring process.

Select Prepare for Hire in the Take action column to access the Prepare for Hire page. Information from the position that is tied to your job opening appears. Next, you will enter the start date, and type of hire.

Click on the Verify employee ID hyperlink. Verifying the employee ID enables you to check whether the applicant is already in SHARP with an Employee ID before you create a new one.

When you submit the hire request, the system sets the applicant’s disposition to Ready to Hire.

The applicant's name will then appear in the Manage Hire Results group box on the Manage Hires page.

After completing the remaining screens in Workforce Administration and the applicant is hired, the SHARP system will automatically:

Sets the applicant’s disposition to Hired.
Sets the job opening status to Closed if the Available Openings is zero.
Updates the applicant record with the employee ID and the applicant status is set to Hired, if the type of hire is Hire.
Sets all other dispositions for other job openings for this applicant to Reject if the available openings is zero.
Sets the disposition of all other applicants associated to this Job Opening to Reject.

Purpose: The purpose of this lesson is to review the Recruiting and Workforce Administration pages used to appoint the successful candidate to your Job Opening.

These steps assume the candidate has already been associated to your Job Opening using the Mass Applicants page. For instructions on how to associate your candidate see the Mass Applicants chapter in this training manual.

Go to the Find Applicants section of this CBT for more detailed instruction on searching for applicants.

Step 1: Retrieve Applicant Data for the candidate selected to fill your Job Opening.

Navigation: Recruiting> Find Applicants

Enter Applicant ID; National ID; or First Name and/or Last Name
Click on ‘Find Applicants’ Push Button

HINT: Make sure the ‘Search My Applicants’ checkbox is turned off and ‘Applicant Status’ is set to blank.

Example below uses Applicant ID.

Step 2: Update disposition to Offer Accepted. Click on the ‘020 Applied’ link in the Disposition column next to the Job Opening that the candidate has been selected to fill.

WARNING: Verify the Job Opening number is correct before changing an applicant's disposition. You will not have security access to view/update Job Openings created by other State Agencies. These Job Openings will appear as display only and only the agency that created them will have access to view or update the Job Opening.

Step 3: Click on the down arrow in the Status Code field and select 071 Offer Accepted and press Save. Next, click on the Return to Previous Page hyperlink.

Step 4: Click on the down arrow in the Select Action field in the Take Action column and select Prepare for Hire.

Step 5 (Applicant does not have an Employee ID): If the individual you have selected for your Job Opening is not an existing Employee you will enter the Start Date, Select Hire for the Type of Hire and then click on Verify Employee ID hyperlink. Once the status changes from ‘Employee ID not verified’ to ‘Employee ID Verified’ press the ‘Save & Submit Request to HR’ push button.

Step 5 (Applicant with an existing Employee ID): If the individual you have selected for your Job Opening is an existing Employee you will enter the Start Date, Select Transfer or Add Concurrent Job for the Type of Hire and then click on Verify Employee ID hyperlink. Once the status changes from ‘Employee ID not verified’ to ‘Employee ID Verified’ press the ‘Save & Submit Request to HR’ push button.

NOTE: You should only select Add Concurrent Job if the employee will be holding multiple jobs. For information on adding a concurrent job review the Add Employment Instance topic in the Workforce Administration training manual.

After Employee ID has been verified for Applicant with no existing Employee ID:

After Employee ID has been verified for Applicant with an existing Employee ID: