EMPLOYMENT & CAREERS

RMS Update

E-Notification Letters

In response to agency requests DHRM continues to offer more e-notification letters.  The “Position Canceled” e-notification letter became available for use on September 15, 2007.

The Position Canceled notification should be sent to applicants when a job posting is canceled.  Agency HR users must manually change applicant statuses to the status “Position Canceled – Send E-mail.” The e-notification will then be generated by the system and sent to applicants. A sample of the letter was included in the September RMS Updates at http://www.dhrm.virginia.gov/recruitment/rmsupdates.html .

Social Security and Position Numbers

Changes were made to the social security and position number fields on the RMS Effective September 15, 2007.

To protect applicants’ personal information, the optional social security number field has been removed from the RMS.  This means that applicants will not have the option of entering a social security number in the RMS.  Agencies are advised to obtain social security numbers at the appropriate time during the hiring process.

The position number is now a required field.  All position numbers must have 5 characters (alpha and/or numeric).

Consistency between PMIS and RMS

Prior to the implementation of RMS, PMIS cross-checked job posting data against established position records.  Positions that were not established in PMIS could not be recruited, and positions could not be recruited under incorrect role or pay band assignments.

Since PMIS and RMS are not currently linked, this automatic cross-check process no longer exists.  However, PMIS remains the position control authority.  The above requirement to enter position numbers in RMS should help ensure consistency.

When listing positions in RMS, agencies should first ensure that positions are established in PMIS.  They should then verify that assigned duties and responsibilities meet agency needs and that current role allocations are correct.  Finally, they should make certain that roles and pay bands listed in RMS match PMIS position records.

Recently, several agencies have had to repeat recruitment processes that were conducted using incorrect position information.

List of Position/Applicant Statuses

A reference listing of position/applicant statuses was sent to HR Directors on September 27, 2007.  The listing will be updated periodically as statuses are added, deleted or changed.

The listing includes all of the position and applicant statuses available for use on the RMS.

• The first column, “Requisition Status,” lists the status of all job postings/requisitions.
• The second column, “Applicant Status,” lists the status of all applicants and their relationship to each requisition.
• The third column, “What Applicants See,” shows what the applicants see when a position is at a certain status during the hiring process. For example, if a requisition is at the status “Posted (Managers can view applicants)” and the applicant status is “Under Review by Department,” the applicant sees “In Progress.”

Please contact Pat Waller at patricia.waller@dhrm.virginia.gov if you have any questions or comments about the RMS.

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