Kenexa BrassRing Candidate
Management and Error Handling
Frequently Asked Questions
This document was created and is maintained by Business Technology Services. Your feedback is important. Please email Jira.Kenexasupport@asu.edu with your comments.
Overview
The purpose of this guide is to provide instruction on how to properly and efficiently manage candidates, as a Hiring Manager, in Kenexa 2x Brassring. The focus will be on best practices and possible error handling – how you should respond if a step in the hiring process does not complete as expected. Please use the table of contents below to jump to the section you have a question on:
What step in the Hiring process are you in?
Position Management (create/modify)
Creating the Requisition in Kenexa BrassRing
Applying Through the Talent Gateway
Reviewing and Dispositioning Candidates
Extending the Conditional Offer
Initiating the Background Check (and/or fingerprinting)
Updating the Disposition to “Ready to Hire”
Dispositioning the Remaining Candidates and Closing the Requisition
(a) Accidental change to HR status
(b) Automatic HR Status update is delayed
Description of step: once the need for a new hire has been identified, the best practice is to now assess staffing needs by analyzing workforce utilization goals, determine the type of recruitment, identify ASU resources and develop a plan to use them. The hiring authority will need to develop the details of the position to be hired.
Can I proceed without knowing all of the details?
No. You will need to establish many of the details before you begin recruiting, by creating a position in Position Management.
Other information you should have before entering Kenexa BrassRing that will make the process quicker:
See Pages 5-8 of https://www.asu.edu/hr/documents/erecruitprocessguide.pdf for further information.
Description of step: once a hiring need has been determined and assessed and the details of the new position have been identified, the first step in the hiring process is to create/modify a position that can be integrated into Kenexa BrassRing for a job posting. The details entered in Position Management will be used on the requisition created in Kenexa BrassRing and will not be adjustable by Hiring Managers once integrated.
I do not see the Job Code that I want to use for my recruitment in the list in position management. What should I do?
Review the available Base Titles at https://cfo.asu.edu/hr-recruitment and try to find an existing base title that you can use for your recruitment. If a current base title cannot be found, please contact Jira.KenexaSupport@asu.edu for further assistance. Please provide justification as to why a similar job code cannot be used.
How does the payroll cycle (Position Lockout) affect positions that are being marked Ready for Recruitment?
If it is an open payroll, positions with incumbents being marked for Recruitment AND having a change made to any of the Reports To, Department or Location codes, will have to be dated equal to or greater than the next PPB date, which will cause a delay in integration between Kenexa and PeopleSoft.
What is the difference between the Headcount field and the Positions to be Filled field?
For competitive recruitments, the Headcount field is no longer applicable. If you are integrating a position into Kenexa BrassRing, you should identify how many employees will be working on the created position in the Positions to be Filled field.
The Positions to be Filled default is 1, what is the appropriate scenario to increase this amount?
If the position will be a group position number, then the amount should be increased to the maximum amount of employees intended to work on this position.
How does the Positions to be Filled amount work with an Additional Hire scope of search?
The scope of search option of “Additional Hire” should be used in order to create multiple, identical positions where you only want to post the position once.
For instance, a hiring need of three (3) accountants is identified and each will work on a separate position. You do not want to post all three. The first position created should use a scope of search of “Open” and the other two should use a scope of search of “Additional Hire.” All three should use the default of 1 Positions to be Filled, because each will only have one employee using that position number.
The number of Positions to be Filled was decided on and the position was integrated into Kenexa BrassRing, but this number now needs to increase. How do I proceed?
The answer depends on how far in the hiring process you are.
No Requisition is created:
If the position has integrated but the requisition has not been opened yet for applicants to apply, then you should contact Jira.KenexaSupport@asu.edu and request the position to be unlocked. You should then modify the position and enter the correct information on the Recruitment Data tab. Please be aware that all the information you entered before on this tab will have to be reentered and the position will have to be resubmitted for workflow approvals. The position needs to receive all approvals and reintegrate into Kenexa BrassRing before you can begin the requisition.
Position is integrated and Requisition is created:
If the position has integrated, the requisition has been created and opened, and applicants have already applied, then you will need to create a new position and mark the scope of search as “Additional Hire.” Once integrated, create a new req to move additional candidates into. Follow these steps to properly move candidates:
Note: the TG Rank will not transfer to the new req but you can view it by accessing the “Gateway questionnaire job response” form, then the “To Questions and Answers” link to view the standard question responses, then the “Job response” link to view the job specific questions and responses along with the score earned.
At Ready for Hire:
If you do not realize that the limit of people you can hire onto the req has been reached, then it is possible “Ready to Hire” has been selected for “extra” candidates. If so, the “extra” candidate’s HR Status will not change to “Hired”. It is also possible that you will get errors in the PTR integration, because the position may have become unlocked after the final Hire was made.
If the position is unlocked (most likely for Reqs with 1 Position to be Filled since these automatically unlock once the first hire is processed):
If the position is locked (more likely for Reqs with multiple Positions to be Filled since these must be unlocked manually):
How do I know if I should fill out the Fingerprinting or Background check information in the Application Materials Section toward the bottom of the Recruiting Data tab?
This should be selected based on your internal business process. If the position is identified as one that should always require a background check, then you should fill this information out.
In Kenexa BrassRing, the HR Status of “Fingerprint required” will only occur if the option was selected in Position Management. This process takes about 10 days and includes a BGC.
The HR Status of “Background Check Required” will occur for candidates with an External candidate type or Past Employee candidate type, if a background check has not already been processed for this candidate in our system in the past 180 days. If you fill out this option in Position Management, then it will be required for all candidates regardless of other factors.
Why would I want to select both Fingerprinting and Background check in Position Management?
Since Fingerprinting is processed outside of the system and takes a couple of weeks, it is possible to proceed to the final offer before receiving the results. Departments may want to also include a BGC that is processed through the system for quicker results (up to 48 hours) before proceeding with a final offer.
I need to move an employee to a new position for a non-competitive reason. Do I need to fill out the Recruiting Data tab?
No. If you would like to promote, reassign, or transfer an employee non-competitively as a career progression you can do so in the PTR without touching the Position. In such a case, it is important to note that ASU’s compensation program has been revised as of March 2014. Going forward, non-competitive promotions, reassignments, and transfers for Staff and non-Academic Admin employees should not switch Position numbers. Instead, the employee should keep the same position and the Job Code should be changed in the PTR. Changes in position number are deemed as competitive actions.
I would like to make an edit to my position, why is it locked?
Positions that are marked “Ready for Recruitment” (being integrated into Kenexa BrassRing) will become locked during the approval process. Once all approvals are received for a position, it will be possible to edit the funding source only.
However, you will be unable to modify other attributes of the position until after the hire process has completed. Positions that are set to hire only one person will automatically unlock once a hire is made, but positions that are set to hire multiple persons will require manual unlocking by Recruiters/Super Users. If the Positions to be Filled field is greater than 1, you should contact Jira.KenexaSupport@asu.edu after closing the requisition. Please include the position number and requisition number in which that position was filled.
Additionally, if i you discover an error on the position number prior to the integration with Kenexa but after workflow approvals are complete contact Jira.KenexaSupport@asu.edu. Please include the position number. Please be aware that you will need to fill out the Recruiting Data tab from scratch again and will need to obtain all workflow approvals. If the position number is still in workflow approval, please contact the next approver and ask that the position be returned to you for correction.
I keep receiving a message that says the Full-Time Approved Salary Max is outside of range, but this is the correct salary at the appointed FTE for this position?
The Full-Time Approved Salary Max is the amount at 1.0 FTE no matter the actual standard hours for the position. If you plan to create a position that works less than 40 hours per week, you should still indicate what the salary max will be at 40 hours. This will not cause the employee to be paid that amount.
Can I create a position number for a student worker that is a waiver?
ASU has made the decision that hourly student workers cannot be processed as waivers. All student worker jobs should open to anyone who is a student at the university. The only exception to this is the Student Worker IV because they are paid by Stipends. Keep in mind, in order to get to most qualified student, you should make your posting match the qualifications. You can be as detailed as possible to limit your candidate pool.
How do I know if my position is approved?
You can review either your Position Management Worklist or Position Cross Reference to determine where the position is in the approval process.
Should I modify the working title in Position Management so that title can be posted with my requisition in Kenexa?
Yes, you should modify the “Detailed Title field” in Position Management to contain the working title for this position. This information will be transferred to Kenexa and located in the “ASU Job Title” field. This is especially important for Student Worker Positions who have very generic titles of Student Worker 1, 2, 3, etc.
What attributes of the Position will appear on the Posting that applicants will see?
While it is imperative to make sure all attributes on the position number are correct there are certain attributes that will display to the candidate and make affect their decision on whether or not to apply to the job.
How can I limit myself if I chose the “ABOR” scope of search?
ABOR scope of search should not be selected for Student Worker positions. If you choose to select ABOR on staff positions, you will be limited in the following ways:
Is there a process guide for Position Management?
Yes. Please visit http://www.asu.edu/fs/bom/position_management.html for process guides and information regarding Position Management. There is also an online tutorial for position management located at https://cfo.asu.edu/hr-recruitment.
Description of step: after the position has been created, the recruiting data tab has been filled out, and all approvals for the new position have been received, the position will be integrated into Kenexa BrassRing and will become available as the basis for a new requisition. The requisition will identify important information about the job and the recruiting process, such as the salary range, job description, the recruiter and requisition team. The requisition will be available for posting to the talent gateway for applicants to apply once all of these steps are completed.
I cannot find my job code/position from the list, what does this mean?
Please ask yourself the following questions:
If you are able to answer yes to all of the above questions, please contact Jira.KenexaSupport@asu.edu for further assistance. Please include the following information:
NOTE ** Integration from PeopleSoft to Kenexa BrassRing occurs 3 times daily at 7:00 am, 12:05 pm, and 5:00 pm.
The Department ID list contains duplicates of my Department ID, which one should I choose?
This indicates that the PeopleSoft integration is currently running. You should close the requisition without saving and restart in a few minutes.
I created a waiver position and have multiple candidates that will be added to the position. However, I do not see all of my candidates listed under the waiver section in the requisition I am creating, what does this mean?
When you identify a candidate to be waived into a position in Position Management, the candidate(s) ID and full name will be listed in the waiver section of the requisition but each field allows 255 characters maximum. Therefore, if the amount of IDs entered on Position Management and/or the names of the candidates exceed the 255 character limit then what remains will be cut off the list. This list would not be a reliable reference for adding your candidates to the requisition. You should create profiles in Kenexa BrassRing for all candidates you identified in Position Management.
I think I accidentally selected the wrong job code/position for my requisition. What should I do?
This depends on where you are in the process when you noticed the selection was incorrect.
What is best practice for selecting my Recruiter and Req team?
Student Recruiters: Erika Fehr or Rafael Guzman
Grad Recruiter: Kent Blaylock
Staff Recruiter: Dan Klug, Nicola Johnson-Clague or Allison Walas
The requisition team selection is at the department’s discretion. Whoever is added here will be able to access the requisition and all candidates associated with it, and they will be able to progress candidates through the hiring process.
What is the best practice for editing details on a requisition?
A generated job description is published in each requisition that relates to the job code and title. If you are copying details from a job description outside of Kenexa (Word Document or PDF), the best practice is to paste those details into a text editor to remove all HTML formatting before copying it into the requisition in Kenexa.
Each section should contain specific information related to its subheading.
The minimum qualifications field on my requisition is blank/incorrect and I cannot edit. What should I do?
If there is a problem with the minimum qualifications section for the job code you have selected, you will need to create a JIRA.KenexaSupport@asu.edu ticket and ask that the information be corrected/changed in PeopleSoft. Please include the job code number and the corrected minimum qualification wording. Do Not Save a Requisition when you know the data is incorrect.
How can I make the formatting on the Requisition look nice so it is displayed on the Posting?
If you are copying details from a word document, it is best practice to copy the information into a notepad or text editor before adding it into the requisition fields. This will strip out all of the HTML formatting and then you should be able to format directly on the requisition.
I am having trouble finding a way to add/change the talent gateway questions for my requisition. Who should I contact?
Please review the Find Screening Questions link located here. There are two tabs that you should review. The first tab you should review is the Job Code Questions. This provides you a list of the default questions that will be applied to your requisition based upon the job code that you selected. The Questions Bank tab can be used to find other questions that are available within the Kenexa system.
It is best practice to try to use questions that already exist in the database. New questions can take up to 3 days to add and will delay your posting. If no questions can be found, please contact JIRA.KenexaSupport@asu.edu for assistance.
What is the best practice in picking the scores for my posting questions?
It is best practice to choose the desired qualifications that have the most importance to position and rank those question values at a higher score than the other desired qualifications. See Pages 33-35 in https://www.asu.edu/hr/documents/erecruitprocessguide.pdf for further information.
Description of step: after the requisition has been created and the Recruiter has opened it for posting to the talent gateway (except for waivers), potential candidates can review the details created and submit their application.
The applicant accidentally answered a question wrong and already submitted, how should the department address this issue?
Applicants may submit one and only one application per requisition. If the applicant made a mistake and failed to properly review before submitting there is no way to correct this. Hiring Managers can add a note to the talent record and still consider the applicant or this could be a valid reason to decline the candidate.
The applicant is having computer issues, how can this be addressed?
First, have the applicant try to use a different browser. There are certain browsers that are not supported by Kenexa. If the applicant is still having issues they may use the Employee Service Center, located at Tempe University Center (UCNTRA) at 1100 E. University Drive for all computer-related issues and to receive assistance in applying or contact the Employee Service Center at 855.ASU.5081.
The applicant is having trouble uploading an attachment, how can this be addressed?
The talent gateway allows a maximum of 5 attachments and each is limited to a size of 5 gigabytes. The attachment type must be allowable as well and these types are listed on the attachment screen. Please ensure these limits are not exceeded and the type is applicable. If you need assistance contact the Employee Service Center at 855.ASU.5081.
Which gateway should the applicant use?
There are 3 talent gateways: the internal gateway, the external gateway, and the student gateway.
What if the applicant uses the incorrect gateway i.e. the individual is currently an internal employee but applied through the External gateway?
The issue here is that the candidate type of this applicant will be incorrect and there is conditional logic in Kenexa BrassRing based on this. The hiring process slightly differs for each candidate type and certain forms and processes are required for one candidate type but not another. Therefore, if the candidate type is incorrect this could negatively affect the integration into PeopleSoft and, ultimately, the hire. Departments should verify that candidate types are correct while reviewing the resume. If needed, the candidate type should be changed appropriately. Please see undoing statuses section of the Appendix for more information on changing the candidate type.
What if the applicant is receiving an error message when trying to edit their profile on the gateway?
There is currently a known issue with the gateway when editing the applicant name. If the applicant logs in and notices their name is incorrect at the top of the page, this can be corrected by clicking on the “Edit your profile” link. When the save button is clicked an error message appears requesting a valid e-mail. That field is populated with random text. By clicking “OK”, editing the e-mail, and clicking “Save” another message appears stating that the e-mail entered already exists in the system or is invalid. However, the profile has been successfully updated. Click the “Back” button and the name will be updated.
Why does the applicant get “booted” from the application when clicking on a link within the application?
The application is a pop-up window that stands alone. If a link is clicked within the application, it will open as a new tab on your original browser. An easy way to get back to the application is holding Alt + Tab on your keyboard.
If a candidate accidently withdraws from a Requisition and contacts a Hiring Manager what should the Hiring Manager do?
The Hiring Manager should direct the candidate to reactivate the withdrawal in the “Job Application Status” section of their profile. Note that the data that was originally submitted with the application cannot be edited as the current configuration does not allow it.
The applicant has tried to reset their password and has been unsuccessful. How can I help them with this?
If the applicant is not receiving the “Forgot your password” emails, the Hiring Manager could review the applicant’s Talent Record to see what email address was entered when applying.
The candidate has not received any emails from the system (ie. forgot your password email). What can I do?
It is very common that emails that come from Kenexa appear in junk mail. Please have the applicant check their junk mail for the email. If the email is still not there, please have them try again to reset their password.
How does the applicant see the status of the jobs that they have applied to?
Applicants can see their status of the jobs that they have applied to by clicking on the “Job Submission Status” link from their profile.
Does the candidate see their HR Status for the requisition they have applied to?
The candidate will see a masked status based upon their HR Status in Kenexa. For example, if you have changed their HR Status to “Min/Desired Qualifications Met” they will see that they are in a status of “Under Review”.
Description of step: as potential candidates apply for a requisition, Hiring Managers should review applicants and progress (disposition) them through the hiring process. Eventually, all candidates on a requisition should be placed in a “final” HR Status.
Reviewing Resumes:
What is the best practice for reviewing candidates: if there are many, how do I go about deciding on which to review and which to automatically disposition?
The TG Rank tied to applicant responses to the talent gateway questionnaire should be used in determining which applicants to review. Question point values can be set by hiring managers based on qualifications importance. Since the questionnaire relates to the minimum and desired qualifications for each job, the hiring manager may choose to set a minimum point value and only view applicants with a sufficient TG Rank. The hiring manager should verify that the applicant’s answers to the gateway questions agree with the state qualifications on their resume.
Why can’t I see the Talent Gateway score (TG Rank) in my Candidate Results panel?
While comparing a candidate’s resume to their TG Rank, I found a discrepancy. How should I handle this?
The hiring manager should document this discrepancy and state the true TG Rank by adding a note to the applicant’s Talent Record. The applicant can then be considered with other applicants of that TG Rank or the hiring manager could reject the applicant and disposition him/her accordingly.
How do I mass disposition candidates that are in my Requisition?
You can change the HR Status of multiple candidates as long as all the candidates are starting in the same HR Status and they are going to end in the same HR Status. This can be done by clicking the checkbox next to each of the candidates names in the panel on on the dashboard and then clicking the actions link in the panel to change the HR Status. Keep in mind most of the statuses require a form to be filled out prior to changing the status, so all candidate should have the appropriate forms filled out prior to you completing this process.
Could I create any problems with the disposition reasons I used when declining candidates? Yes, for example choosing the HR Status “Candidate Withdrew”, will send a system generated email to the candidate confirming their withdrawal. If you select this reason when the candidate never withdrew, this will be confusing to them. You should always choose the disposition reason that most closely matches why the candidate is being declined.
Interviewing:
What is the best practice for handling the interview form?
Users may create only 1 form per candidate per requisition. Your best practice should be based on your internal process. Below are a few available options, in order of what is most appropriate:
I have interviewed the top candidates and have decided not to proceed in the hiring process with any of them. What should I do?
What does a status of “Declined- 1st Interview” mean?
This means either that you have interviewed the candidate and you are no longer going to proceed with the hiring process for that candidate or the candidate did not show up for the interview and you are no longer going to be considering them for the position.
If I complete a phone interview, do I need to fill out an interview evaluation form for that?
Yes. Any contact with the candidate where you are asking questions to determine if you are going to hire them should be documented in Kenexa by filling out the interview evaluation form.
General:
What is the importance of the candidate type?
Candidate types are automatically assigned based on the talent gateway the applicant submitted an application through. The hiring process differs based on the candidate type (due to conditional logic within Brassring) so it is very important for this information to be correct.
It is possible for a candidate type to be incorrect if an applicant incorrectly identifies him/herself (applied through the wrong gateway) or if a waiver candidate is manually added (these candidates default to student/graduate). Candidate types should, therefore, be carefully reviewed by hiring managers. If left incorrect, this could negatively affect the integration into PeopleSoft and, ultimately, the hire. Please see undoing statuses section of the Appendix for more information on changing the candidate type.
I am creating a waiver position, why isn’t the candidate I added showing up on my requisition?
What HR Status do I have to take a candidate through if I am going to be completing an additional hire?
In situations where you have determined that you would like to do an additional hire after the requisition has been posted, the candidate up through the HR Status of “Reference Check Successful”. Once you have integrated the new position for the additional hire over to Kenexa you will need to copy the candidate from the original requisition onto the new requisition but you should not retain the HR Status with the copy.
What should I do if the next HR Status is not available for me to select?
First, you should determine where you are in the process. Only certain HR Statuses appear for you to select depending on what the current HR status is for the person. Please consult training materials and the appendix below for more information on the status changes.
Reference Check
Do I have to do Reference Checks for all candidates?
Yes. This is a way for you to gather information about a candidate that you intend to hire and validate your hiring decision.
How can I add more Reference Check Results?
You can not add more references to Kenexa. The default number of references that can be provided by the applicant is 3.
Do Student Requisitions need to have References?
Yes. It is best practice for you conduct a reference check on student workers. The candidate is required to fill them out at the time of application.
Where do I find the References?
You can find the References the applicant submitted with their application by clicking the forms for that candidate and opening the “Reference Check Form”.
What should I do if the candidate did not fill out the Reference Check form appropriately?
Complete the following steps:
Description of step: if the candidate’s HR Status becomes “PeopleSoft Validations Required,” you will need to add the Personal Data Form and update the HR Status to “PeopleSoft Validations.” During PeopleSoft Validations, the system is verifying that the affiliate ID that is on the Personal Data Form exists in PeopleSoft. If the candidate type is internal or student then the system is also verifying that the affiliate ID matches the ASURITE. After this verification, a series of student checks are run for student positions. Finally, current job data is queried and this information, if any, is populated into the PeopleSoft Validations Form. Any additional approvals that will be needed and any errors found will be identified in the PeopleSoft Validations Form after the validations complete. External or Past employee candidate types will always update to an HR Status of “PeopleSoft Validations Not Required.”
It has been days since I updated my candidate’s HR status to PeopleSoft Validations and it still hasn’t updated, what is the problem?
Did you receive a pop-up that declares the candidate export was successful? If not, the Personal Data Form will not integrate to PeopleSoft and the validations will not begin.
If you did receive the pop-up then there could be a delay since there is a queue. If your validation is toward the end of a very long queue then the delay could take hours.
If after a few hours you have still not received a response, there could also be a system error with the integration and you should contact jira.kenexasupport@asu.edu.
I received a message that says the candidate export failed. What should I do?
If a candidate export fails, there is likely a communication issue between the two systems. Please notify jira.kenexasupport@asu.edu of the issue.
Do I need to review the PeopleSoft Validations form regardless of whether it passed or failed the validations?
You should review the PeopleSoft Validations Form for all candidates who have gone through the PeopleSoft Validations Process. This form contains information about the candidate’s current job data in PeopleSoft. This information should be used by the department to make sure that the correct selection was made on the Personal Data Form to the question “Addition/Replacement/Student Grad not currently employed”. If you originally selected the wrong value on the Personal Data Form before you did the PeopleSoft Validations you must go back to that form ( Personal Data Form) and make corrections to that field before proceeding with the rest of the hiring process. If you do not complete this step at this point in the process, once you try to hire the employee you receive errors and the hire will not be able to be processed until the data is corrected. Another benefit of reviewing the PeopleSoft Validation Form is that you can see what the current PeopleSoft Name is for an employee. This may alert you to let the candidate know that they need to complete the name change process in PeopleSoft.
The HR Status of my candidate is “PeopleSoft Validations failed.” What does this mean and how should I proceed?
This means that there was a problem with the data that was submitted for validations. See the appendix for the most common errors and how you should resolve them.
The best practice is to always review this form regardless of a pass or fail, because there will likely be additional information that will be useful to you before extending the conditional offer. (For instance, additional approvals that will be needed on a student position will be indicated or if the employee has current job data, this could be useful to compare before extending the offer.)
Description of step: once the PeopleSoft validations step is complete, the Hiring Manager can proceed to the conditional offer by (1) adding the Offer Form, (2) updating the HR Status to “Conditional Offer,” (3) receiving approval, and (4) extending the offer verbally. The offer should only be extended after the offer form has been approved by the Recruiter. The hiring manager should not discuss any details about an offer with the candidate until the HR Status is “Conditional Offer Approved.”
I submitted the “Conditional Offer Form” more than 48 hours ago but my recruiter has not approved it, what has happened?
There can be a few reasons why this is happening:
1. In order for the Recruiter to approve the offer you must have saved and started the workflow. To check to make sure you have completed this step, please complete the following steps:
2. For students: The offer is stuck at a different level of approval. To review what level of approval is currently needed please complete the following steps:
3. The recruiter is still working on approvals that was submitted prior to your request and will be updating it as soon as they can.
I submitted the conditional offer form and my Recruiter approved it, why am I unable to update the HR Status?
After saving the conditional offer, Smart Approvals start but you must update the HR Status to “Conditional Offer” before approval is granted. Otherwise, the HR Status will become stuck. You will need to contact Jira.Kenexasupport@asu.edu to correct this problem. Please include the Requisition Number and Candidate Name.
My Candidate accepted the verbal offer but after I updated the HR Status to “Conditional Offer Accepted” I am unable to move forward. What should I do?
If you are working with an External or Past employee candidate type, once you update the status to “Conditional Offer Accepted” the system automatically updates the status to “Personal Data Requested.” This could take up to 30 minutes. If the status does not update after this, contact jira.kenexasupport@asu.edu.
If you are working with an Internal or Student candidate type, the system automatically checks if fingerprint/background check is needed. This could take up to 30 minutes. If the status does not update after this, contact jira.kenexasupport@asu.edu.
My conditional offer was “Denied,” how should I proceed?
This depends on the reason for denial. You should contact Jira.Kenexasupport@asu.edu to find out what your options are. Please include the Requisition Number, Candidate, and the denial reason.
For example, the offer may be declined because the salary offer is too high/low. The Recruiter would need to undo the HR Status. The hiring manager would need to edit the offer form, click “Save and re-route,” then “Restart Workflow,” and then update the status to “Conditional Offer” again before receiving approval.
On the other hand, the Recruiter may find an error with the candidate that is irreparable. You may need to disposition to a “Declined” status and proceed with another candidate.
I updated the HR Status to “Conditional Offer Accepted” and it automatically updated to “Personal Data Requested,” but the candidate is unable to update their information from the e-mail link provided?
When the HR Status is updated to “Personal Data Requested” the candidate will receive an automated email with a link to fill out the Personal Data Form. If the candidate previously completed the Personal Data form prior to this step, the candidate will receive this message after clicking the link from the automated email: “This form has already been completed for this candidate for this req.”
The hiring manager should contact Jira.Kenexasupport@asu.edu in order to delete the Personal Data Form and then undo the HR Status to “Conditional Offer Approved.” The Hiring Manager will need to update the status to “Conditional Offer Accepted” again and a new e-mail will be generated after the HR Status automatically updates to “Personal Data Requested.” Please see the Appendix for more information on undoing statuses.
Description of step: if the position created in PeopleSoft that you used to set up your requisition had fingerprinting or background check selected, this step will be required for all candidates applying to this requisition. If fingerprinting was not selected on the position, then it will not be required in Kenexa BrassRing. Fingerprinting can take two weeks to process and is handled outside of the system while the background check is performed within the system through HireRight and can take up to 48 hours.
I thought background checks are not required for internal/student/graduate candidates, why is my candidate’s HR Status “BGC Required”?
Background checks are required for all external and past employee candidate types who have not already had a background check processed through ASU’s BrassRing/HireRight system within the past 180 days.
Internal, student, and graduate candidate types do not typically require a background check. However, if background check is requested in Position Management then a background check will be required for all candidates on the requisition, regardless of all other factors.
I need to cancel fingerprinting or a background check, how can I do this?
Contact jira.kenexasupport@asu.edu. Please provide the Req Number and Candidate Name.
Do I need to wait for the fingerprint and background check results to come back before proceeding to the Final offer?
Since fingerprinting is performed outside of the system and background check is not, you will only need to wait for the background check before proceeding. Here are possible scenarios:
Description of step: now that the conditional offer has been accepted and the employee’s fingerprinting/background check has met policy, the final offer can be extended and the last steps in Kenexa BrassRing can be performed. The Hiring Manager will need to create the offer packet and send it to the candidate portal where the candidate must accept/decline before the expiration date. Once accepted, the I9 process can begin.
What does a red flag on the offer letter mean?
This indicates missing information in the merged field that the flag appears next to. A merged field is a data element that is being used in the blurb or being used as a condition for one of the blurbs.
Kenexa BrassRing pulls information from forms into the offer letter from many other locations. In order to correct information that is being pulled from another place, you need to edit the appropriate information in the source location—the location the information was originally entered. Potential source locations include: Application data, Requisition, and Offer Form. Please see the Appendix for more information on forms and source locations.
IMPORTANT: Make sure merged fields are fixed before editing the blurbs or you will lose the editing you have done on the blurbs.
I can’t find the “Create Document” option from the Action menu? Do I have permission to create offer letters?
In order to create an offer letter, you must open you panel of candidates from the My Open Reqs panel. From the My Open Reqs panel, click on the number of candidates to open the subpanel and from there, select your candidate and go to the “Actions” menu. If you start off from the “My Candidates” panel, you will not see the “Create Document” option.
The start date/response deadline date appears on its own line in the offer letter. How do I fix this?
Open the blurb edit window and select the “Source” icon (it will say “source” when you hover your mouse over it). You will see either a) one or more <br> HTML tags after the date, and/or b) the whole text may be enclosed with <p> at the beginning and </p> at the end. Delete these HTML tags and save the blurb. Then preview the offer letter again to verify that the line breaks have been removed.
The “Source” icon is the third one from the left (as above).
There is an extra line/double space in the offer letter. How do I remove this?
Open the blurb edit window and select the “Source” icon (it will say “source” when you hover over it). You will see one or more <br> HTML tags where the spaces go. Delete these tags and save. Then preview the offer letter again to verify that the line breaks have been removed. Note: if you delete all <br> tags you will remove all line breaks in the blurb. Leave one <br> behind if you want only one line break.
My header logo/signature photo is too large. How do I resize it?
You can resize the image inside the blurb edit window with a click-and-drag action from one of the corners of the image. If this doesn’t work, you will need to resize the original image file using some image editing software. It is recommended that you resize the image so that it’s no more than 100 pixels in height and 400 pixels in width (preferably smaller).
The “Edit” link opens the wrong blurb! I click “Edit” next to Start Date and I get the Reports_To_Statement blurb.
This is a known issue with Chrome and FireFox. The “Edit” blurb links are not lined up correctly with the blurb name in these browsers. To continue working in Chrome or FireFox, you will have ignore the blurb names and simply start from the top “Edit” link and work your way down.
Where can I add extra terms, conditions or information on the offer letter?
There is at least one blurb where you can add more information (such as department-specific statements, or additional items such as relocation pay) to the offer letter. In the Staff Offer Letter Template, you may enter additional information in both the “Reports_to_Statement” blurb, and the “Requirements - Benefits Eligible” blurb. The Student Worker and Grad Student Offer Letter templates are much more flexible and have an all-purpose blurb where you can freely insert additional information. This is typically indicated with an instructional text that states “Enter any additional information you want to include about this job or the department.”
When I click “upload” to insert a header logo or signature photo, nothing happens. How can I upload a signature photo/header logo?
This is a known issue with Chrome and Internet Explorer. Please use FireFox to upload images to the offer letter.
The phone number for the contact is not showing properly in the offer letter (no dashes, only five-digits, no area code, etc). How do I fix this?
The phone number is populated exactly as it was entered in the OFFER FORM. Please remember to type in the full phone number, including area code and dashes when filling out the offer form.
I received an error message when trying to post the offer letter to the candidate portal. What should I do?
Below is the most common posting errors and steps to resolve:
cellpadding="0" cellspacing="0" class="c21">Error
How/Why
Steps to fix
Matching orphaned Talent Gateway profile(s) found
This indicates that a matching candidate account has been found on the Talent Gateway but it has not applied to any Requisitions.
1. On the message that appears, you can check the “Delete orphaned profile and create a new one” checkbox and select Continue
Matching Talent Record
This indicates that a matching candidate account has been found on the Talent Gateway and it is associated to other Requisitions.
1. Contact Jira.Kenexasupport@asu.edu to ask that the duplicate accounts be stacked together. Please include Requisition Number, Candidate Name and error message.
Unable to create the Talent Gateway profile
This indicates that there is a system issue that needs to be corrected.
1. Contact Jira.Kenexasupport@asu.edu Please include the Requisition Number, Candidate Name, and error message.
Accepting the Final Offer
Description of step: The Hiring Manager has created the offer packet and posted it to the candidate portal where the candidate must accept/decline before the expiration date. Once accepted, the I9 process can begin.
The candidate received an email with instructions to click on a link below to accept the offer, but there are only empty brackets. Where is the link?
This occurs when the communication email was sent to the candidate before the offer letter was added to the portal. When the hiring manager selected “Send Candidate Communication,” if the “Communications template” was sent before the “Document packet template” then the link will not appear.
The hiring manager will either need to resend the communication if the offer indeed was posted to the portal, or the manager will need to post it to the portal and then resend the communication. To do this, the hiring manager should select “Send Candidate Communication” from the actions menu. Then select the offer letter packet from the “Document packet template” menu and click “Go.” Review/edit the removal date, select the attachment to upload, and click on “Post to Candidate portal.” A pop-up will state that it was posted successfully and now the offer letter communications can be selected. The hiring manager should select “Preview” before sending to ensure the links are present.
Why can’t the candidate find the final offer on the talent gateway?
If applicable, you can resend the final offer with a new expiration date. Please note that the offer letter will contain dates that have likely passed unless you elect to recreate it. You can still resend it but you should communicate the situation with the candidate.
Why can’t my candidate log into the candidate portal for a position that is waived?
For waived positions, the candidate’s account is created by the Hiring Manager in BrassRing. Once the document packet has been posted containing the offer letter, the candidate’s account will be active on the candidate portal. If the document packet has been unposted, the candidate’s login and password will not work. The hiring manager will need to post the document packet again.
The document packet and offer letter has been posted. Why can’t my candidate log into the candidate portal (waived position)?
It is possible that your candidate has previously applied to a competitive hire position. In this case, Kenexa BrassRing may recognize that this is a duplicate and the candidate account will not be created. The candidate should log into the the Talent Gateway where they created their account to access the offer letter.
For example, if a student applied to a student worker position on the Student Talent Gateway and then was waived into a graduate position, their offer letter will be posted to the Student Talent Gateway if the accounts are seen as duplicates.
This is my candidate’s 2nd graduate position. Why can’t my candidate log into the candidate portal (waived position)?
When the candidate’s account is initially created by the Hiring Manager, the username defaults to the email address and the password the phone number. The graduate was required to change the password when logging into the system the first time.
If the candidate does not remember their password, they can reset it by accessing the External Staff Talent Gateway and use the “Forgot your password” option on the Welcome page.
Why can’t my candidate log into the Talent Gateway for a competitive hires?
Access to the Student and Internal Staff Talent Gateways is controlled by ASU’s single sign on system. The candidate will need to create a Help Desk ticket if to have their single sign password reset.
For the External Staff Talent Gateway, the candidate can reset their password by using the “Forgot your password” option on the Welcome page.
The candidate accepted the final offer, why am I unable to proceed to the HR Status of Final Offer Accepted?
If you do not update the HR Status to “Final Offer” before the candidate accepts the final offer, then you will be stuck. Please contact Jira.KenexaSupport@asu.edu for manual intervention. Please include the requisition number and the candidate name.
The candidate has accepted the final offer, where can I find the signed Offer Letter?
Navigate to the candidate’s Talent Record by clicking on their name link in the Candidate Results panel. At the top of the page click on the “Add/View” link next to “Attachments”. In the window that populates, click on the icon under the “Document sub form” column heading.
Description of step: after the candidate has accepted the final offer and completed the I9 process (if needed) the hiring manager updates the HR Status to “Ready to Hire,” which will trigger integration into PeopleSoft. If the data in Kenexa BrassRing can be verified in PeopleSoft, then a new hire PTR will automatically be created with the information pulled from Kenexa BrassRing, job data and the New Hire Form will be updated, and the HR Status will automatically move to “Hired.”
My candidate’s HR Status is “I9 required,” can I proceed to “Ready to Hire” before the candidate completes the I9 process?
The best practice is to wait until the employee completes the I9 process. An employee may prove to be ineligible to work, at which point it may be best to proceed with an alternative candidate. If you were to proceed to the “Ready to Hire” HR Status before I9 completion, this could cause problems if the employee is hired in the system but ends up proving to be ineligible to work.
Will Kenexa process the I-9?
The I-9 is still a paper process and is not documented in Kenexa. Please direct the employee to visit the employe service center for assistance in filling out the required paperwork.
Why is the HR Status not updating from “Ready to Hire” to “Hired”?
There are many possible reasons as to why the candidate is not changing from Ready to Hire to Hired:
I have noticed that the data that I entered into the New Hire form is now incorrect but I have already triggered to PeopleSoft. What can I do?
In most circumstances, you will be required to create a Data Management Exception form to correct the data in PeopleSoft as well as create a new offer letter in Kenexa to support the change in data. The Kenexa offer letter is the official offer letter of the university and must be corrected to match job data. Please contact Jira.KenexaSupport@asu.edu for further assistance with these kinds of issues. Please include the Requisition Number, Candidate Name, and what is incorrect.
I received an email that says “ACTION REQUIRED” but I do not understand what the error message means. What should I do?
First you will need to review the New Hire Form in Kenexa for the candidate. In the Action Reason/ PeopleSoft Message, will be a message that lets you know what part of the process had an error. Refer to the Ready to Hire Error table at the bottom of this document to find out possible steps to fixing the error message. If you are unable to determine the next steps based on the error message and the document, please email Jira.KenexaSupport@asu.edu for assistance. Please include the Requisition Number, Candidate Name, and copy of the error message from the New Hire Form.
Description of step: as a best practice, all requisitions should be closed once you have met your hiring need. In order to close a requisition, all candidates filed to the requisition must be in a final HR Status—either “Hired,” “Additional Hire” or “Declined.” Congratulations on your new hire, your work here is done!
I have completed the hiring process and want to edit the position, why is it locked?
For positions that are created with the Positions to be Filled set to more than 1, the Recruiter must manually unlock the position by unchecking the ready for recruitment box. If your position is set to hire more than one person onto it, you should contact your Recruiter after closing the requisition.
What is the difference between Closing a Requisition, Cancelling a Requisition and Deleting a Requisition?
It depends on what the situation is and if applicants have applied to the requisition. Below are some example situations:
Type | Situations in which you would use |
Closed | 1. You have completed the hiring process and have hired all candidates you intend to from the requisition |
Cancelled | 1. You have lost funding for the position and applicants have applied 2. You have made a mistake on the requisition and applicants have applied to the position. 3. You have completed the hiring process but are not hiring any of the people who applied to requisition. |
Delete | 1. You have lost funding for the position but no applicants have applied to the position 2. You have made a mistake on the requisition and no applicants have applied to the position. |
All of these actions can be taken from within the requisition.
General Support:
I emailed Jira.KenexaSupport@asu.edu with my question or problem and have not had a response. What should I do?
Support Cases are worked on a first come first served basis and assigned to various areas for resolution by one central point of contact. These areas include OHR Staffing, Compensation, Data Analytics, Student Recruitment, Graduate Education, Data Management, and Business Technology Services (BTS).
You should be contacted within 24 hours of your support case being submitted during work hours. Cases submitted after work hours or over the weekend can take up to 48 hours for initial contact.
Requests for new base job codes or adding additional questions can take up to 3 days once the request is received from Compensation.
Requests to undo status or fix a transaction that was not completed in the proper sequence can take up to 2 days to complete.
If you do not receive a response within these time frames, please call Kelly Steiner in BTS at (480)965-0340.
In addition, please see the available resources and training materials at https://cfo.asu.edu/hr-recruitment for possible solutions to your questions.
I have requested a role for Kenexa in PeopleSoft and still do not have access to Kenexa. What should I do?
In order to get access to Kenexa you must have taken the Blackboard Class and passed the test with an 80% or higher. You also must have your supervisor approve the request in PeopleSoft. Finally, once those two steps are complete the integration between PeopleSoft and Kenexa must run to update your information in Kenexa. Please contact (PSSECTEC) with questions about your security role.
How can I learn more about the Kenexa Process?
There are many different training materials available to you. Blackboard has a course called “Kenexa: Hiring People at ASU”. From within this course you can link out to other training materials including the Digest and Handbook. The OHR Recruitment website also has a lot of different materials available to you.
HR Status
What does this status mean?
Required work at this HR status
0-Filed
The candidate was created manually
File to a requisition
Application Submitted
The candidate has a resume on file
Review the TG Rank and compare to the resume
Declined-Ineligible for Rehire
This final status should be used when the applicant is ineligible to be rehired
Create a disposition form prior to selecting this status. Proceed with alternate applicant(s).
Declined-Min Quals Not Met
This final status should be used when the applicant does not meet the minimum qualifications for the job
Create a disposition form prior to selecting this status. Proceed with alternate applicant(s).
Declined-Desired Quals Not Met
This final status should be used when the candidate does not meet the desired qualifications for the job
Create a disposition form prior to selecting this status. Proceed with alternate applicant(s).
Declined-Resume Review
This final status should be used when the applicant’s resume fails to convey a good fit for the job
Create a disposition form prior to selecting this status. Proceed with alternate applicant(s).
Waived Application Submitted
The candidate was created manually and has a resume on file
Review the talent record and ensure data is correct
Declined-Candidate Withdrew via Manager
This final status should be used
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Additional Hire-Copied to Waiver
Candidate will be processed on Additional Hire requisition
Proceed to the next step by updating the HR status
References Requested
Candidate did not include adequate reference information on application
Wait for candidate to complete Reference Check Form
Min/Desired Quals Met
Candidate is qualified for the job
Contact candidate for next steps (i.e. interview or assessment)
Declined-Position Cancelled
This final status should be used when a position needs to be cancelled
Create a disposition form prior to selecting this status. Cancel the requisition.
Initiate Assessment-PD only
PD candidate needs to take assessment
Candidate completes assessment (PD only)
Declined-Assessment
This final status should be used when the PD candidate does not successfully complete the assessment
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Assessment Successful
PD candidate passed the assessment
Contact candidate for next steps (i.e. interview)
Alternate 1st Interview
Alternate candidate has interview set
Prepare for interview and conduct on set date. Move to primary IF APL
Declined-Alternate 1st Interview
This final status should be used in order to proceed with another candidate after the alternate 1st interview
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Primary 1st Interview
Primary candidate has interview set
Prepare for interview and conduct on set date
Declined-1st Interview
This final status should be used in order to proceed with a different candidate after the 1st interview
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
1st Interview Successful
1st interview completed
Add Interview 1 - Evaluation Form before updating to this status
Additional Hire-Copy to Waiver
Positions to fill max reached. Candidate will be moved to Additional Hire requisition.
Copy to Additional Hire req before updating to this status. Update status to Additional Hire-Copied to Waiver in new req. Close this req.
2nd Interview
Primary candidate has 2nd interview set
Prepare for 2nd interview and conduct on set date
Declined-2nd Interview
This final status should be used in order to proceed with a different candidate after the 2nd interview
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Declined-Candidate Withdrew via Gateway
This final status should be used when the candidate withdraws him/herself via the Talent Gateway
Create a disposition form prior to selecting this status. Proceed with alternate candidate.
2nd Interview Successful
2nd interview completed
Add Interview 2 - Evaluation Form before updating to this status
3rd Interview
Primary candidate has 3rd interview set
Prepare for 3rd interview and conduct on set date
Declined-3rd Interview
This final status should be used in order to proceed with a different candidate after the 3rd interview
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
3rd Interview Successful
3rd interview completed
Add Interview 3 - Evaluation Form before updating to this status
Reference Check
Candidate has completed interview(s), needs references contacted/verified
Contact/verify references, take notes
Declined-Reference Check
This final status should be used when the reference check results are not favorable
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Reference Check Successful
References successfully contacted/verified
Add Reference Check Results Form before updating to this status
PeopleSoft Validations Check
System will verify if candidate type merits a validation
Wait for system to indicate if validations required/not required
PeopleSoft Validations Not Required
External/Past candidate, ready for conditional offer
Add Offer Form - Staff/Students OR Graduates. Start workflow.
PeopleSoft Validations Required
Internal/Student/Graduate candidate, requires PeopleSoft data to be validated
Add Personal Data Form and update to next status
PeopleSoft Validations
System will run affiliate ID, ASURITE, and student checks
Wait for system to update to passed or failed
PeopleSoft Validations Passed
All data was verified successfully, ready for conditional offer
Review PeopleSoft Validations Form; Add Offer Form - Staff/Students OR Graduates. Start workflow.
PeopleSoft Validations Failed
Error identified: affiliate ID or ASURITE may not exist or match; may be missing student credentials
Review PeopleSoft Validations Form - Correct error(s) if possible, contact Recruiter or candidate if needed
Declined-PeopleSoft Validations
This final status should be used when PeopleSoft validations failed and cannot be reconciled
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Conditional Offer for Graduates
Graduate verbal offer is being reviewed by Recruiter
Wait for Recruiter to approve/decline offer
Conditional Offer
Staff/Student verbal offer being reviewed by Recruiter
Wait for Recruiter to approve/decline offer
Declined-Conditional Offer Student/ OHR/Provost
This final status should be used when the candidate declines the conditional offer
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Conditional Offer Approved
Recruiter has approved offer details, ready to extend verbally
Contact the candidate to extend the offer details verbally
Declined-Conditional Offer
This final status should be used when the candidate declines the conditional offer
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Conditional Offer Accepted
Candidate has accepted the details of the verbal offer
Wait for system to update the next HR Status
Declined-Offer Withdrawn
This final status should be used when the offer needs to be withdrawn
Create a disposition form prior to selecting this status. Proceed with alternate candidate(s).
Personal Data Requested
External/Past candidate, Personal Data Form sent to candidate via email
Wait for candidate to complete Personal Data Form – system will update HR Status upon completion
Fingerprint Required
Fingerprinting was selected in Position Management
Candidate needs to contact Recruitment & Selection to set up an appointment
Fingerprint Initiated
Recruitment & Selection has begun processing the fingerprint
The recruiter needs to initiate the BGC (if required) or you can proceed to creating the offer letter packet
BGC Not Required
Internal/Student/Graduate candidate, ready for final offer
Create offer letter packet
BGC Required
BGC was selected in Position Management or External/Past candidate and >180 days since last BGC
Wait for the recruiter to process and relay data, if needed
BGC Initiated
Recruiter has initiated the BGC through HireRight. Results will be received in approximately 48 hours.
Notify candidate that consent must be given to complete the BGC and he/she should grant authorization through the email to be received
Declined-BGC Does Not Meet Policy
Background check results show candidate is ineligible to hire
Proceed with an alternative candidate
BGC meets policy
Background check results successful, ready for final offer
Review Background check results details form added by Recruiter; Create offer letter packet
Final Offer
Final offer packet has been sent to candidate's talent gateway
Wait for candidate to accept/decline offer from talent gateway
Declined-Final Offer
Candidate has declined the details of the final offer
Proceed with an alternative candidate
Final Offer Accepted
Candidate has accepted the details of the final offer
Wait for system to indicate if I9 is required/not required
I9 required
Candidate does not have an employment eligibility form I9 on file and must complete one
Candidate needs to complete I9 process at Employee Service Center; Add New Hire Form when complete
I9 not required
Candidate has an employment eligibility form I9 on file
Add New Hire Form
Ready to Hire
Search/match process will run to import candidate into PeopleSoft and create PTR/update job data
Wait for courtesy affiliate and job data creation;
Review New Hire Form periodically for possible errors
Hired
PeopleSoft has successfully created the new hire PTR and updated job data
Disposition remaining candidates on requisition and close; if more than 1 positions to be filled contact Recruiter to unlock position once all hires made
Form | Purpose | Contains source data? | Pulls data from which form(s)? |
Background Check Result Details Form | Created by the Recruiter, contains the results of the background check | No | Application, Requisition |
Background Check Results- HireRight | Contains the results of the background check, filled out by HireRight and sent to the Recruiter | No | Application, Requisition |
Disposition Form | Used to complete disposition for candidate updated to "Decline" HR status | No | Application, Requisition |
EEO Form | Contains gateway responses to EEO section of application | Yes (gender) | None |
Fingerprint Results Form | Contains results of the fingerprinting, filled out by the Recruiter | No | Application, Requisition |
Gateway questionnaire job response | Contains resume and cover letter submitted through gateway, as well as job response questions and score | No | Application, Job response |
GQ Questions | Contains responses to gateway questionnaire, which include identification of the ASURITE, Affiliate/Empl ID, How applicant found out about the job | Yes (ASU PS HCM Empl ID, ASURITE) | None |
Interview 1 - Evaluation Form | Used to document the first interview | No | Application, Requisition |
Interview 2 - Evaluation Form | Used to document the second interview | No | Application, Requisition |
Interview 3 - Evaluation Form | Used to document the third interview | No | Application, Requisition |
Job response | Contains response to job questions and score | No | Application |
New Hire Form | Used to document the final job/candidate details, PeopleSoft integration verifies data on this form | Yes (becomes the source for PTR/Job Data) | Application, PeopleSoft Validations form, Offer form, Personal Data form, Requisition |
Form | Purpose | Contains source data? | Pulls data from which form(s)? |
Offer Form - Graduates | Used to establish the conditional offer for graduates | Yes (rate of pay; additional pay details) | Application, PeopleSoft Validations form, Personal Data Form, Requisition |
Offer Form - Staff/Students | Used to establish the conditional offer for staff and student workers, must be approved by Recruiter | Yes (rate of pay; additional pay details) | Application, PeopleSoft Validations form, Personal Data Form, Requisition |
PeopleSoft Validations Form | Created by the system, results of PeopleSoft validations indicated | Yes (Affiliate ID, current job information, validations passed, additional approvals needed) | Application, Requisition |
Personal Data Form | Used to establish personally identifying data, PeopleSoft integration verifies data on this form | Yes (additional job or replacement; student hourly rate; previous employee; personal info i.e. SSN, former name, DOB, marital, etc.; mailing address; emergency contact info) | Application, Gateway Questions, Requisition |
Reference Check Form | Contains reference information, filled out by candidate on application or hiring manager for waivers | Yes (prof ref #1, prof ref #2, prof ref #3) | Application, Requisition |
Reference Check Results Form | Used to document the reference check | No | Application, Reference Check form, Requisition |
Talent-Gateway | Serves as storage for all talent gateway questions and automatically records application responses, should not be used manually | No | None |
When addressing system or user errors, it may become necessary to move a candidate’s HR Status backward. This is known as undoing a status and may be appropriate (a) if a hiring manager accidentally updates to the wrong HR Status, (b) if the results of an automatic status update is unexpected or (c) if there is an error at a given step and an integration needs to be retriggered.
Some, but not all, statuses can be undone by the hiring manager while other status changes can only be done by the Recruiter or with the help of the Recruiter. Below are three examples for undoing statuses. Please refer to the table at the end of these examples to see which statuses can be undone by the hiring manager and what steps will likely be needed to correct possible errors.
It is possible to accidentally change an HR Status too early or to select the wrong status. For instance, you may select second/third interview for two candidates that are competing closely for the position, but then one candidate withdraws. You will no longer need the second/third interview but the only selection you can make for the HR Status is “2nd/3rd Interview Successful” or a “Declined” status. Follow these steps to return to the last status:
button.
button to finish.
Tip
If you, as the hiring manager, are unable to undo a status, you will receive the following message: “You cannot perform undo HR status because you do not have access to update a candidate to the following status:” You will, therefore, need to contact your Recruiter for assistance.
Below are screenshots of the previous steps:
If you need to undo a status further you can click the button again. You can also use the advanced menu to progress the HR Status by selecting the appropriate radio button and then clicking the 
button. Use the 
button to progress the selected candidate’s status and then automatically open the same advanced option menu for the next candidate in your portal.
Another reason to undo an HR Status is if an automatic update by the system is unexpected and requires intervention upon research. For example, the candidate type may be incorrect. At the “PeopleSoft Validations Check” status, the system does not seem to be updating the status to "PeopleSoft Validations Not Required,” as expected. This could happen for waivers, because candidate type defaults to “Student/Graduate.” The status will get stuck if the requisition is for a University Staff position. The hiring manager needs to remember to change the candidate type before this step to avoid the error in the future. Follow these steps to correct the status:
button. button. button.
button to finish.
Tip
In order to retrigger an automatic process, such as a system check or integration, you must undo to the status that comes before the trigger and then update to the status where the system check or integration takes place i.e. undo to PeopleSoft Validations Required and update again to PeopleSoft Validations to retrigger the integration.
This example applies to one kind of candidate type error, but these steps are similar for any part of the process where the system is supposed to automatically update a status but there seems to be a prolonged delay. It will often be best to seek assistance from your Recruiter if you are unsure of what is causing the problem. Hiring managers are capable of correcting some errors on their own, while others require assistance, and still others can only be corrected by the Recruiter or a Super-user. Please refer to the table at the end of these examples for more information.
Yet another reason for undoing a status could be due to a failed step and/or an error in the hiring process. This could come in the form of a candidate export fail, a results fail (“PeopleSoft Validations Fail”), or failure to match candidate data to system data at the “Ready to Hire” step. These kinds of situations will require research and correction of incorrect data and will often require assistance from the Recruiter. For example, if the HR Status updates to “PeopleSoft Validations Failed” you should follow these steps to correct the problem:
icon.
icon of the source form. button. button again until you reach the status that comes before the system check.
button, if needed, to update your panel in the Candidate Results panel.
button.
Tip
When a process fails due to incorrect data, you must correct the source location where the data is being pulled from. In addition, you may need the form that is pulling the information to be deleted in order to create a new form that pulls the correct data. In most cases, Recruiter assistance is required.
The status should now update to PeopleSoft Validations Passed. If it fails again then repeat the steps above to discover where the error is occurring and contact your Recruiter (if needed) for assistance in correcting.
HR Status | Can Hiring Manager undo? | Possible reason for undoing: | Required work to correct an error |
0-Filed | N/A | N/A | N/A |
Application Submitted | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Waived Application Submitted | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Additional Hire-Copied to Waiver | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
References Requested | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Min/Desired Quals Met | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Initiate Assessment-PD only | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Assessment Successful | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Alternate 1st Interview | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
HR Status | Can Hiring Manager undo? | Possible reason for undoing: | Required work to correct an error |
Primary 1st Interview | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
1st Interview Successful | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
2nd Interview | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
2nd Interview Successful | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
3rd Interview | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
3rd Interview Successful | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Reference Check | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Reference Check Successful | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
HR Status | Can Hiring Manager undo? | Possible reason for undoing: | Required work to correct an error |
Additional Hire-Copy to Waiver | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
PeopleSoft Validations Check | Yes | The automatic update appears stuck; Unexpected results | Check the candidate type and change if incorrect. Undo to “Reference Check Successful” and then update to “PeopleSoft Validations Check” again. |
PeopleSoft Validations Required | Yes | Unexpected result | Check the candidate type and change if incorrect. Undo to “PeopleSoft Validations Check”. |
PeopleSoft Validations Not Required | Yes, but not applicable | N/A | N/A |
PeopleSoft Validations | Yes | (a) Candidate export fails; (b) Result of validation is fail | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
PeopleSoft Validations Failed | Yes, but not applicable | System found error during integration | Review PeopleSoft Validations Form and identify the error and source location. Edit the source form and save. Re-select “PeopleSoft Validations”. |
PeopleSoft Validations Passed | Yes, but not applicable | N/A | N/A |
Conditional Offer | No | (a) Inadvertently added wrong form; (b) To resend the offer for approval | (a) If you should have added Offer Form – Graduates, then contact Recruiter to delete and undo status. Add correct form and submit for approval. (b) Discuss the reason for declined offer with the Recruiter and request undo of status. Edit the offer form and resend for approval. (a & b) Update to “Conditional Offer” again. |
HR Status | Can Hiring Manager undo? | Possible reason for undoing: | Required work to correct an error |
Conditional Offer for Graduates | No | (a) Inadvertently added wrong form; (b) To resend the offer for approval | (a) If you should have added Offer Form – Staff/Students, then contact Recruiter to delete and undo status. Add correct form and submit for approval. (b) Discuss the reason for declined offer with the Recruiter and request undo of status. Edit the offer form and resend for approval. (a & b) Update to “Conditional Offer” again. |
Conditional Offer Approved | No | N/A | N/A |
Conditional Offer Accepted | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
Personal Data Requested | Yes | Inadvertently added form to be filled out by candidate | Ask Recruiter to delete Personal Data Form. Undo status to “Conditional Offer Approved.” Update to “Conditional Offer Accepted.” |
Fingerprint Required | No | N/A | N/A |
Fingerprint Initiated | No | N/A | N/A |
BGC Not Required | No | N/A | N/A |
BGC Required | No | N/A | N/A |
BGC meets policy | No | N/A | N/A |
Final Offer | No | To edit source data from an earlier status | If the candidate fails to accept the final offer by the removal date, it is at the department's discretion to resend the offer packet. You may need to recreate the offer packet and must resend the new communication. If data in the final offer has changed, you will need to edit the source form and undo to the appropriate status. Contact jira.kenexasupport@asu.edu for assistance. |
HR Status | Can Hiring Manager undo? | Possible reason for undoing: | Required work to correct an error |
Final Offer Accepted | Yes | Inadvertently selected | Select the Advanced Options menu and click the Undo Status button. Wait for the menu to update. Select the radio button for the correct status and click the update button. |
I9 required | No | N/A | N/A |
I9 not required | No | N/A | N/A |
Ready to Hire | Yes | (a) Candidate export fails; (b) Multiple or no matches found during integration | (a) If export fails contact jira.kenexasupport@asu.edu. (b) If export successful but status not updating, then review the New Hire Form. Issues detected by the system will be noted. Take the appropriate action to correct. Contact the Recruiter to delete the old New Hire Form, and add the New Hire Form again. Undo the status. Update to Ready to Hire. |
Hired | N/A | N/A | N/A |
PeopleSoft Validation Errors and Recourse:
Error | How/Why | Recourse |
Insufficient Enrollment for Hourly Employment | Based on your Estimated Start Date, your student is not enrolled in the proper semester/term. |
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No FASFA for Federal Work Study Employment | Your Job Req is specific to work study eligible students only. Your student has not applied for financial aid which is a requirement for work study. | Your student must submit a financial aid application at www.fafsa.ed.gov . The time frame to receive a work study award is approximately 2 to 4 weeks. Once this application is on on file you can Change the HR Status to PeopleSoft Validations. If the student does not qualify you will need to change their HR Status to Declined PeopleSoft Validations |
No Package for Federal Work Study Employment | You Job Req is specific to work study eligible students only. Your student applied for financial aid, but is missing documents to complete the process to determine if he/she is eligible for work study. | Your student must contact the Financial Aid Office to determine what documents are needed to continue their process in financial aid. Once the missing documents are on on file you can Change the HR Status to PeopleSoft Validations. If the student does not qualify you will need to change their HR Status to Declined PeopleSoft Validations |
Insufficient Need for Federal Work Study Employment | Your Job Req is specific to work study eligible students only. Your student has received their maximum awards, and is not work study eligible. | Your student must contact the Financial Aid Office to determine if he/she can qualify for work study. Once the missing documents are on on file you can Change the HR Status to PeopleSoft Validations. If the student does not qualify you will need to change their HR Status to Declined PeopleSoft Validations |
Hourly Rate for position is outside job code range | Your pay rate on the Personal Data Form is above or below the standard wage scale for the Job Level of the Req. | 1. Edit the Personal Data Form and adjust your pay rate to be within the wage scale. |
No Match on waiver EMPLID - XXXXXXXXX | The employee ID that was provided on the Personal Data Form does not match an ID that exists in PeopleSoft. | 1. Review the Personal Data Form 2. Correct the Employee ID 3. Change HR Status from PeopleSoft Validations Failed to PeopleSoft Validations |
No Match on EMPLID - XXXXXX (Name) and ASURITE - 120 () | The Employee Id and ASURITE that was provided on the Personal Data Form do not match in PeopleSoft. | 1. Review the Personal Data Form 2. Correct the ASURITE to match with the Employee ID you have provided 3. Change HR Status from PS Validations Failed to PeopleSoft Validations |
No Match on EMPLID -( ) and ASURITE - 120 (XXXX) | The Employee ID and the ASURITE that was provided on the Personal Data Form do not match in PeopleSoft. | 1. Review the Personal Data Form 2. Correct the Employee ID to match with the ASURTIE you have provided 3. Change HR Status from PS Validations Failed to PeopleSoft Validations |
Search Match Errors:
Error | How/Why | Recourse |
Transaction - HSCANDXXXXXX - is missing one or more required fields to create a person | This error is typically encountered when an external/ past employee type in Kenexa has not filled out the personal data form. In order for the search/match to work appropriately it needs all the information. | In Kenexa:
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Search/Match inconclusive for Transaction HSCANDXXXXXX- Rule NAME+DOB - Order 50 | This error is encountered when the system finds someone who might be a potential match for the transaction but the match is not a high degree of confidence. | In PeopleSoft:
If a match is found:
If no match is found:
|
Emergency Contact was not created for Transaction HSCANDXXXXXX - Emplid XXXXXX | This error typically happens when a piece of the emergency contact data was not filled out correctly on the Personal Data Form. This should not prevent the hire from continuing. | Ask the employee to update their emergency contact information through MYASU once the hiring process is complete. |
Search/Match inconclusive for Transaction HSCANDXXXXX - Rule DOB+1STNAME+SSN - Order 20 | This error typically happens when a partial match is found for the data elements that are listed in the message. The process cannot continue because the system is not sure if the ID it has identified is the one that should be used. | In PeopleSoft:
If match is found:
If no match is found:
|
Missing mailing address country for Transaction HSCANDXXXXXX | This error typically happens when partial information was entered in the mailing address by the candidate on the Personal Data Form. |
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PTR Errors:
Error | How/Why | Recourse |
Msg: | Data being updated does not exist. (18,4) | | When trying to save your changes, the system could not find the existing data in the database. | | This problem can happen if another user deleted the information while you were making changes. | This is a technical error in PeopleSoft. |
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Msg: | Invalid value -- press the prompt button or hyperlink for a list of valid values (15,11) | | The value entered in the field does not match one of the allowable values. You can see the allowable values by pressing the Prompt button or hyperlink | This generally means that a field that was trying to be selected in PTR does not have the value that it should. This is most commonly associated with the position number. In a lot of cases you will see that the message also contains the field name that it had a problem with. | For Position Issues: PeopleSoft Steps
Kenexa Steps:
For other issues: Contact Jira.KenexaSupport@asu.edu. Please include error message, Req # and Candidate Name. |
Msg: | Effective date exceeds back-dating maximum of 200 days which equals 2013-06-28 (21025,26) | The effective date you have picked for the person is backdated more than what the PTR will allow. |
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Selected action of Replacement, but there are 0 job rows (21025,358) | The person you are trying to hire does not have any job data records in PeopleSoft. This can be viewed by looking at the PS Validations form. This most commonly occurs for internal and student/grad candidate types. If the person has an incorrect candidate type (is internal but should be external) then you should consult Recruitment before doing anything further. |
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Msg: | Cannot change Job Code in a manner that would be a change to the BEN record number. (21025,135) | | Please cancel the PTR and re-submit as an additional job, and terminate current job. | This error most commonly happens when you have picked “replacement” in Kenexa and there is a difference in benefit eligibility between the old job and the new job. This also happens when you replace an hourly student worker with a graduate assistant job. |
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Replacement job is for a currently a grad on short work break. (21025,371) | The record that you have chosen to replace in currently in short work break. Kenexa is unable to create the renewal record through PTR at this time. | To use the original record you chose for replacement: In PeopleSoft:
In Kenexa:
To use a different record: In Kenexa:
In PeopleSoft:
|
Msg: | Effective date exceeds back-dating maximum of 200 days which equals 2013-06-21 (21025,26) | The effective date you have chosen for the start date is greater than what is allowed in PTR. |
Incorrect Date Steps:
Correct Date Steps:
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Object not found, or Frame access denied | This is a system technical error. It generally means that there was a problem with the transfer of data from Kenexa to the PTR. |
If error persists after retriggering the hire contact your jira.kenexasupport@asu.edu for assistance. |
Msg: | Please cancel at least one additional pay in order for PTR to be saved. (21025,187) | The employee you are trying to hire has a current additional pay that will need to be cancelled before you can make the hire. | Steps In PeopleSoft:
Steps in Kenexa:
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Msg: | Retro could not be calculated and is being set to manual for Payroll Dept review (21025,173) | In some cases where a retro is detected the integration cannot take the appropriate steps to complete the transaction |
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Replacement job is for a currently active grad. (21025,370) | The record you have picked for replacement is an active grad job. Since there is a difference in the potential end of the current job and the new job, the PTR is unable to process the transaction | In Kenexa:
In PeopleSoft:
|
Msg: | You have exceeded the maximum number of Additional Jobs to have open as PTRs at one time. (21025,121) | | The maximum number of open PTRs for Additional jobs is set at 10. | This error occurs for one of the following 3 reasons: 1. Hiring Manager has more than 10 additional jobs that are not archived off of their PTR work list 2. Addition/Replacement is set to Not currently employed but the employee has job data records. 3. There is an open PTR for an additional job for this employee by another hiring manager. | In PeopleSoft:
OR
Once Complete, In Kenexa:
In the scenario where you find you addition/replacement selection is not correct:
In the scenario where there is another additional job open by a different department: 1. Work with that department to get the PTR archived. 2. Email Jira.KenexaSupport@asu.edu to request that the new hire form be deleted. Please include Req # and Candidate Name. 3. Recreate the New Hire Form 4. Undo the HR Status 5. Change the HR Status to Ready to Hire. 6. Check back and make sure that the status changes to Hired. |
Page Tab not found for: PTR Pay Data | This error occurs when the transaction contains a retro payment that needs to be processed but the amount that is being entered is 0, so it is not able to calculate the retro appropriately. | In Kenexa:
If amount is blank on the New Hire Form:
If the amount is not blank on the New Hire Form:
|
Msg: | Change in effective date causes Position Number 181822 to be invalid as no data exists for this date. (21025,29) | The error occurs when the effective date of the position number is greater than the effective date in which the person will be hired. | If Hire date cannot be changed:
Note** if there are multiple effective dates on the position this can make things very complex and may require extra steps
If Hire date can be changed:
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A PTR already exists for Emplid Replacement, Empl Rcd 1. (21025,368) | This error occurs when the employee record that was picked to be replaced already has an outstanding PTR that is not archived. |
If the Kenexa transaction is supposed to continue:
If the Kenexa transaction is not supposed to continue:
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Msg: | Overpayment required for backdated transaction (21025,161) | | Please click on PTR Pay Data tab, if not already selected, and enter Overpayment details if necessary. | This error occurs when the transaction is backdated and the PTR has detected that an overpayment is required. |
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Msg: | Invalid value -- press the prompt button or hyperlink for a list of valid values (15,11) | | The value entered in the field does not match one of the allowable values. You can see the allowable values by pressing the Prompt button or hyperlink Text -> Set_Value -> Name=ASU_PTR_DRVPG_W_ACTION_REASON$0 Unhandled Error. Aborting. ObjName=text, Value=Name=ASU_PTR_DRVPG_W_ACTION_REASON$0, PageName: ASU_PTR_DATA | The Action Reason that is selected is not an available choice in the lookup on the PTR. | 1. Email Jira.KenexaSupport@asu.edu for assistance. Please include the Req # and Candidate Name. |
Last Updated February 2014 Candidate Management and Error Handling Page