Staffing an Order

  1. Presentation

    1. Client is sent synopsis, blinded resume and available interview time (based on client process) for top 3 candidates

    2. Client Response must be documented in TW

  2. Interview

    1. Candidate must be sent interview confirmation and documented in TW

    2. Candidate check in before and after interview, documented in TW

    3. Client check in after interview

    4. If selected, document feedback and move to next step.

    5. If rejected, document and let candidate know

  3. Selection

    1. Regroup with HR to determine start date based on compliance requirements.

    2. Confirm start date with client.

    3. Always follow up via email and document in Tempworks.

    4. Congratulate candidate and confirm start date

  4. Compliance

    1. If compliance necessary, HR follows up; start date will be tentative and reconfirmed after compliance completed and cleared by client

    2. If no compliance necessary, send assignment confirmation via email and document TW

  5. Scheduling

    1. Assignment Confirmation is sent to candidate with information and documented in TW

    2. This process can vary by client and can include additional screening before presentation , specific compliance by facility, on-site orientation, testing, client specific orientations, and vetting procedures

Receiving an Order

  1. Order is written up on Job Order Form

    1. Client is quoted appropriate bill rate
    2. Rates are determined by Contract / 2017 bill rates
    3. If there is a staffing sale, client may be eligible, can quote with management approval
  2. Order is entered into TW

  3. Job Advertisement is created and entered into the Online Job Board Portal for WebCenter

    1. Client is called every 15 minutes or otherwise specified with updates.
    2. Candidates should be documented in TW Order under “candidates” screens

Write here...

Staffing: Recruiting for an order

I.T.A.S = Inventory | Tempworks | Advertisement | Sourcing

*It is imperative that we use our tools differently. Use the “ITAS” method for your recruitment purposes.

I – Inventory – active and available candidates ALREADY VETTED & QUALIFIED

  • This could be people who worked for previously, oriented by never worked, interviewed and approved but not oriented, etc.

T – Tempworks – active candidate in TEMPWORKS

  • This includes INVENTORY candidates AND candidates that have applied in Tempworks but possibly stopped at this point.

A – Ads – OLD Ads in different job boards

  • If we have access to a job board, do a search in the old ads so that you can begin with those that have submitted a resume in the past. REMEMBER, this includes candidates classified as INVENTORY and those in TEMPWORKS – so check the system FIRST.

S – Sourcing – This should be your LAST Resort.


DPS Recruiting Resources

Free:

  • Tempworks Search / Applicant Tracking – Email / Contact from Software
  • Tempworks Ad pushed to DPS Website
  • DPS Website – Hot Jobs Page
  • Mass Email Blast Hot Jobs through Constant Contact
  • Work in Texas
  • EBay Classifieds
  • Smart Recruiter
  • Indeed
  • GOOGLE FREE PLACES TO POST JOBS
    • Postjobsfree.com
    • Jobvertise.com
    • Simplyhired.com
    • Gigfish.com
    • Learn4good.com
    • Allstarjobs.com
  • Bullhornreach.com (free postings for first 2 ads)
  • Twitter – tweet through personal account, tweet through the DPS account *remember to use your # and @DeansStaffing – Talk to Marketing about this...
  • Facebook – post to your account, post in the DPS Group Page - Talk to Marketing about this as well.
  • LinkedIn – Find Groups that are associated with that occupation – post in the group, search people, post on your page.

Paid: (Must Get Approval FIRST)

  • Zip Recruiter
  • Craigslist
  • Greensheet - *Other List of Newspapers from Marketing
  • Job Boards - *Talk to Marketing / Management for approval on additional job boards
  • SMART RECRUITER – gives a list of places that best match your job ad.
  • Professional Organizations: *Talk to Marketing for a detailed list of professional organizations
    • Medical Group Management Association
    • American Association of Medical Assistants
    • Houston Hispanic Chamber of Commerce
    • SHRM
    • American Marketing Association

What Else Can We Do??

  • Mail Drop (PAID) 
  • Special Refer a Friend Promotion
  • Open House for Lost Applicants / Current Applicants that haven’t worked
  • Recruiting Fair / Job Fair Internally
  • Recruiting Fair Partnership (Ex: Worksource Job Fair at their location)
  • School Recruiting Fair –  *See Marketing / Recruiting for a list of School Contacts
  • Mall Recruiting Fair
  • Virtual Recruiting Fair on a social media account
  • Apartment Flyer Tour – post tear offs in apartment complexes
  • GET CREATIVE!!!!

Staffing: Weekly Calls

Every week you must talk to all working employees for your team, this should not be a call about an hr or staffing issue, compliance, etc., but rather a check in to see how each employee is doing with their assignment and with DPS.

*in order to get a list of current employees, the best report is the assignment register, with your team’s names in the “staffing rep” category.

Please complete these set of questions for every call:

  1. Do you have any feedback on your working environment?
  2. Are there any issues /concerns with your current role?
  3. Do you have any feedback on your supervisor / management team?
  4. Do you have any upcoming scheduling issues / time off requests that you need to let us know about? Please be sure to put in a time off request for

Your goal is to call 5 employees per day.

This needs to be done outside of their schedule (sunday is also a good day for check-ins). Your calls should not be done during revenue generating hours, but rather on downtime, (lunch, after / before their shift)

ZOOM Web Conference: How to schedule a future conference

From the “Zoom Pro Account” Screen click “SCHEDULE”

1. You can schedule a meeting from here, once the schedule screen has been completed, click “SCHEDULE” in blue.
2. Click on Advanced Options, and select USE PERSONAL MEETING ID.
3. Once you click “SCHEDULE” an outlook new calendar appointment will open.

4. From here, you can send the invite to as many emails as necessary.
**Note: Zoom conference calls can include up to 50 participants.

Using ZOHO

Interview / Appointment Scheduling –

Candidates must be entered into ZOHO when scheduling appointments – candidates will be sent an automatic interview confirmation. This step should be done BEFORE the appointment.

  1. Login - *get login information from Mr. Dean
  2. Click Interview
    1. Add new employee
  3. Find New Employee Entered
    1. Set Up Interview Confirmation
  4. Email will automatically be sent with address, date and time selected

Candidates Arrival -

All candidates will need to sign in on iPad located in the front lobby

 

Employee Compliance Request Form –

  • Select “New ECR”
    • Complete form
    • Follow up with HR to ensure they have received

(Daily follow up is important to ensure we get employees to work ASAP)

Evaluations (Skill and Competency)

Prophecy Evaluations

The following is the map that will take you to The video to view is User Experience 1 – Sending Exams to Caregivers

  1. Log into www.prophecyhealth.com *get login information from HR
  2. Go to the ‘Help’ menu at the top of the screen
  3. Select ‘Training’
  4. Select the video entitled User Experience 1 – Sending Exams to Caregivers

There is also a video entitled User Experience 2 - Interpreting Exam Results, Sending Reminders & Removing Exams that will be very helpful to view as well

ProveIt Evaluations

Employee must be active to receive Kenexa test and Email must be set up for both you and the employee to send emails from TW to send Kenexa test.

  1. Locate employee that you would like to send test
  2. Choose the “finger” icon located to the bottom right of the employees name
  3. Choose “Request Kenexa Test” in the dropdown menu
  4. Type in the name of the test you would like the employee to take (I.e. customer service)
  5. Ensure that it is in the correct language and select it
  6. One all test are selected, choose “Next”
  7. Choose “Next” again
  8. Click on the “envelope” icon
  9. Select “Message” on the Message Action
  10. Enter the employee’s name on the subject line after “A Kenexa Proveit! Test is ready”
  11. If there are any instructions you would like to add to the body of the email, add them here
  12. Click “Send”
  13. Email will show a progress bar. Once the progress bar disappears it will bring you to the screen with the envelope again. Click “Finish”.

How to Run an Initial Background Check (Pre-Screen Background)

How to Check Pre-Check for a Disclosure

https://weborder.precheck.net/ClientAccess/LoginCheck.aspx?mode=9
*Get login information from HR.

  1. Click on “View all release forms submitted” on right hand navigation
  2. Enter data by First Name and last name
  3. Select Candidate and click “View Authorization”
  4. Print (remember to print header and footer)

Public Data – Criminal Search

http://www.publicdata.com/
*Get login information from HR.

  1. Under Criminal, click on Name Search
  2. Enter all data available
  3. Click on search all items below
  4. Click search
  5. Search results to match the date of birth listed on the disclosure
  6. Print results (remember to print header and footer)

Public Data – Sex Offender

  1. Under Sex Offender,  click on Name Search
  2. Enter all data available
  3. Click on search all items below
  4. Click search
  5. Search results to match the date of birth listed on the disclosure
  6. Print results (remember to print header and footer)

Verifing Professional License

  1. Google specific license in the state listed by the candidate.
  2. Example: Google: Physician Assistant License Verification in Tennessee
  3. Enter the requested data
  4. Print results (remember to print header and footer)

OIG – Texas

http://oig.hhsc.state.tx.us/Exclusions/Search.aspx

  1. In first line – type last name, first name, middle initial
  2. In second line – type last name first name – no middle initial
  3. In third line – type last name, middle name, first initial
  4. In fourth line – last name, middle name, no first initial

*process should be repeated for each last name. Print Results (remember to print header and footer)

OIG – National

https://exclusions.oig.hhs.gov/Default.aspx

  1. Click on search for multiple individuals
  2. In first line, last name, first name
  3. In second line, last name, middle name

*process should be repeated for each last name. Print Results (remember to print header and footer)

SAM

https://www.sam.gov/portal/SAM/?portal:componentId=0c0d95d1-a020-4d5d-9f91-4020bd008cb3&interactionstate=JBPNS_rO0ABXc0ABBfanNmQnJpZGdlVmlld0lkAAAAAQATL2pzZi9mdW5jdGlvbmFsLmpzcAAHX19FT0ZfXw**&portal:type=action#11#1

  1. Enter data - Last Name, First Name, Middle Name
  2. Under FILTER – click on “Performance Information” (By Functional Area)
  3. Select “Entity Information”
  4. Select “Individual Name”
  5. Select First Name, Middle Name, Last Name
    1. Enter data
    2. Select by SSN
    3. Enter Data

Click the button labeled “Apply Filters”. Print Results (remember to print header and footer)

How to Add a candidate manually in Tempworks?

*if you are using a paper application OR inputting the applicants into Tempworks BEFORE they complete the application via HR Center, you will have to add the candidates manually.

Manually Create Employee in Tempworks (TW)

Step 1: Create the Applicant

  • Create New Applicant (click the “+” Sign)
  • Enter Available Information
  • Save Applicant

Step 2: Invite to WebCenter

  • Click Actions Menu
  • Invite to WebCenter
  • Assign Role (Dean’s Employee)
  • Manually Create User Account (First Initial Last Name) Ex: bgraham
  • Select “Create”

Step 3: Access to HR Center

  • Click Actions Menu
  • Manage Web User Account
  • Reset Password

Two Options:

  1. Give temporary password to applicant
  2. Manually Reset Password (dps12345)
    1. Click on Username
    2. Enter Temporary & New Password
    3. Click Change Password

Step 4: Assign Workflow** if necessary

  1. Click Actions Menu
  2. Assign HR Center Workflows
    1. Select Workflow: Main Application
    2. Select Start at Step: Application
    3. Click Next & Finish

CDS - Candidate Data Sheets (Applicant Jackets)

What goes in the CDS? 

All documents associated with the candidates must be housed in the CDS. Candidate Data Sheets (CDS) are used to manage the candidate’s information.

  1. Resume
  2. Disclosure & Release Form
  3. Public Data
  4. OIG
  5. EPLS
  6. SAM
  7. License / Certification Verification
  8. Job Description
  9. Evaluations
  10. Skills checklist

The CDS must be filled out (front and back only). Once completed, the CDS must be filed in the filing cabinet in the blue folders until mailed. Must be completed at time of prescreening.

  • Front – Prescreen information - to be completed before candidate’s interview
  • Back – Post Interview – to be completed during / after interview

What is the process for the QUICK Events Application?

1. Prescreen

  1. DPS STAFF to complete the CDS (everything gathered should be stored in the CDS)
  2. Resume is received

2. Prescreen Background Check

  1. Release & Disclosure
  2. Public Data, EPLS, OIG, SAM
  3. License / Certification Verification

**Should be documented with a Tempworks message H-PreScreenBG

**One Appointment for Interview, Application, and Orientation

3. Interview, Application & Orientation 

  1. Interview Confirmation Via ZOOM **Should be documented with a Tempworks INTERVIEW SCHEDULED
  2. Face to Face Interview
    1. Review event orientation specific Policies & Procedures
    2. Discuss weekly availability
  3. Quick Event Application Package (paper or electronic)
    1. Includes onboarding, Sodexo paperwork, UT paperwork (if needed)
  4. Employee to present 2 forms of ID: for I9 acceptable forms of ID
  5. Take Badge Photo

**Once completed, should be documented with a Tempworks INTERVEIWED, ORIENTATION COMPLETE

**All documents up to this point should be scanned and uploaded to the TW file.**   

4. Internal Documentation

  1. Manually enter application information into TW
  2. Complete Event Checklist – add to CDS
  3. Add candidate to Event GoogleSheet (Shared)
  4. Document Availability Weekly

DPS Applicant Process (What does the employee have to complete?)

1. Prescreen

  1. DPS STAFF to complete the CDS (everything gathered should be stored in the CDS)
  2. Resume is received

2. Prescreen Background Check

  1. Release & Disclosure
  2. Public Data, EPLS, OIG, SAM
  3. License / Certification Verification

**Should be documented with a Tempworks message H-PreScreenBG

3. Application

  1. Quick Paper Application (must be entered into TW manually)
  2. HR Center Application

4. Interview

  1. Interview Confirmation Via ZOOM **Should be documented with a Tempworks INTERVIEW SCHEDULED
  2. Face to Face
  3. Zoom / Skype **Once completed, should be documented with a Tempworks INTERVEIWED

5. Paperwork

  1. Job Description
  2. Skills Checklist

6. Evaluation – *depending on position

  1. ProveIt - TW
  2. Prophecy

**All documents up to this point should be scanned and uploaded to the TW file.**   

7. DPS Process - *Completed by Corporate  

  1. Education Verification
  2. Employment Verification
  3. Professional References 

8. Orientation

  1. Orientation Confirmation Via ZOOM
  2. DPS P&P Overview, Payroll Process
  3. Take Badge Photo
  4. Required on Boarding Paperwork – I9, W4, DD/ADP, Orientation Acknowledgement, Workers Comp, Healthcare Questionnaires, Benefits Acknowledgement
    1. Paper (events only)
    2. HR Center – Onboarding Workflow
    3. Client Specific Paperwork

**FOR AUSTIN - Wednesdays – All files should be sent to corporate office via FedEx**

How to request a job Ad

1.      Send an email to Marketingteam@deansprofessionalservices.com with the details of the open order. Please disclose as much information as possible. (work hours, pay rate, worksite, job title, job duties) If your email does not receive a response in a timely manner please call one of the members of the Marketing Team.

2.      The Marketing Team will send a copy of the ad to you in an email for verification.

3.      Once your order is closed please inform the Marketing Team so your job posting can be removed. Job postings will be removed 30 days after the posting date.