Applicant Tracking System Training Reporting Guide

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Harriet Dennis
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1 Reporting Guide Version

2 Table of Contents REPORTING OVERVIEW 3 ACCESSING THE REPORTING MODULE 4 GENERATING REPORTS 6 Option 1: Download an Excel spreadsheet (RECOMMENDED) 7 Option 2: View the Raw Data in Browser Window 8 Option 3: Download as a CSV File 10 REPORT DETAILS 11 Applicant List Reports 11 EEO Summary Reports 12 Search Committee Ratings Reports 14

3 REPORTING OVERVIEW Reports are contained in one central location in the Applicant Tracking System, making it easy to access information about multiple postings at once. Your permission group and Job Card Role will determine the reports you can view for a particular posting. The Search Chair listed on the Job Card can run the following reports for that posting when it is active: Search Committee Ratings (Search Chair) The Primary Staffing Coordinator listed on the Job Card can run the following reports for that posting when it is active: Applicant List (Primary Staffing Coordinator) Faculty/Aca Staff EEO Summary (Primary Staffing Coordinator) Support Staff EEO Summary (Primary Staffing Coordinator) Search Committee Ratings (Primary Staffing Coordinator) Users with Dean/VP/Director or Dean/VP/Director/Delegate permission group can run the following reports for all active postings within their MAU: Applicant List (Dean/VP/Director/Delegate) Faculty/Aca Staff EEO Summary (Dean/VP/Director/Delegate) Support Staff EEO Summary (Dean/VP/Director/Delegate) Page 3 of 15

The Reporting Module will appear and display all reports available to you.

4 ACCESSING THE REPORTING MODULE To access reports: 1. Log in to the ATS by clicking on the Applicant Tracking System tile in the EBS Portal. 2. Click on the Main Menu in the upper right corner of your screen. 3. Click on the Reports link at the bottom of the Main Menu. The Reporting Module will appear and display all reports available to you. The Reports Dashboard contains multiple sections: My Recent Reports o Displays the reports that you have recently viewed or downloaded. My Favorite Reports o Displays the reports that you have added as a favorite. To add a report as a favorite, click on the heart icon next to the appropriate report. To remove it as a favorite, click on the heart icon again. Page 4 of 15

5 Applications (Custom) o Displays Applicant List and EEO Summary reports if you have permission to view these reports Panel Multi-stage reviews (Summary) o Displays Search Committee Ratings reports if you have permission to view these reports Page 5 of 15

GENERATING REPORTS There are three options for generating reports: Option 1: Download an Excel spreadsheet (RECOMMENDED) Option 2: View the raw data in the browser window Option 3: Download as a CSV

Many reports use Excel formulas to organize and manipulate the data into a meaningful report, which can only be activated when downloading as an Excel spreadsheet.

6 GENERATING REPORTS There are three options for generating reports: Option 1: Download an Excel spreadsheet (RECOMMENDED) Option 2: View the raw data in the browser window Option 3: Download as a CSV file It is highly recommended that you download reports as Excel spreadsheets, rather than viewing the raw data in the browser window or downloading as a CSV file. Many reports use Excel formulas to organize and manipulate the data into a meaningful report, which can only be activated when downloading as an Excel spreadsheet. See an example below of how the view of the Faculty/Aca Staff EEO Summary Report differs based on the option used to generate the report. Option 1: Downloaded as an Excel spreadsheet Option 2: Viewed in the browser window Option 3: Downloaded as CSV File Page 6 of 15

Option 1: Download an Excel spreadsheet (RECOMMENDED) To download the report as an Excel spreadsheet: 1. Click on the icon next to the report that you would like to download. 2.

7 Option 1: Download an Excel spreadsheet (RECOMMENDED) To download the report as an Excel spreadsheet: 1. Click on the icon next to the report that you would like to download. 2. The View: Report window displays. While the report is being generated, the page will read Gathering data 3. Once the report has been generated, the Download Report link will appear. Click the link. 4. The file will download. Click on the file to download the Excel spreadsheet. 5. The spreadsheet will open. Click the Enable Editing button located at the top of the spreadsheet. 6. Some reports may prompt you to enter a requisition number (posting number). When prompted, enter the requisition number in the appropriate cell. Then, hit the Enter key on your keyboard to display the information for that posting. Page 7 of 15

The user is generating a Primary Staffing Coordinator report and is not the Primary Staffing Coordinator on the posting.

8 Note: If the requisition number cannot be found, the message Requisition Not Found will be presented. This message may appear for the following reasons: Requisition number was entered incorrectly. The posting is no longer active (i.e., filled or cancelled). The user is generating a Primary Staffing Coordinator report and is not the Primary Staffing Coordinator on the posting. The user is searching for a Support Staff posting using a Faculty & Academic Staff report (or vice versa.) Option 2: View the Raw Data in Browser Window Note: This option is most feasible for Search Committee Ratings reports. To view the raw data in the browser window: 1. Click on the title of the report you would like to view. 2. The Report window will open displaying the raw data. Page 8 of 15

While the report is being generated, the page will read Gathering data 6.

9 3. To export the data into an Excel spreadsheet or CSV file, select an option from the Select a format drop-down menu at the bottom of the window. 4. Click Export. 5. The View: Report window displays. While the report is being generated, the page will read Gathering data 6. Once the report has been generated, the Download Report link will appear. Click the link. 7. The file will download in the bottom left corner of the window. Click on the file to download. Page 9 of 15

Option 3: Download as a CSV File To download a report as a CSV (comma delimited)

Once the report has been generated, the Download Report link will appear.

10 Option 3: Download as a CSV File To download a report as a CSV (comma delimited) file: 1. Click on the icon next to the report that you would like to download. 2. The View: Report window will open. While the report is being generated, the page will read Gathering data 3. Once the report has been generated, the Download Report link will appear. Click Download Report. 4. The file will download in the bottom left corner of the window. Click on the file to download it. Page 10 of 15

REPORT DETAILS Applicant List Reports The Applicant List Report contains the following information about all active applicants for a posting.

11 REPORT DETAILS Applicant List Reports The Applicant List Report contains the following information about all active applicants for a posting. Applicant name Address Phone Employee group Candidate type Seniority date Current Department Date of interview(s) Current application status Note: Only a portion of the Applicant List Report shown here. There are two different Applicant List reports: Applicant List (Primary Staffing Coordinator): This report can be generated by the Primary Staffing Coordinator when the posting is active. Applicant List (Dean/VP/Director/Delegate): This report is available to users with the permission group of Dean/VP/Director or Dean/VP/Director/Delegate. This report can be generated for any active postings within the MAU. Page 11 of 15

12 To generate an Applicant List Report: 1. Download the appropriate report as an Excel spreadsheet. (Click here for instructions on how to download as an Excel spreadsheet.) 2. Enter the requisition number of the posting you would like to view. 3. Press the Return or Enter key on your keyboard to generate the report. Note: The report will appear blank while it processes. If there is an error, a Requisition Not Found message will appear in the Posting Information fields below. 4. To search for another posting: a) Delete the current requisition number listed. b) Enter the new requisition number. c) Press the Return or Enter key on your keyboard. EEO Summary Reports The EEO Summary Reports provide demographic summaries of applicants for a posting and includes gender, ethnicity and race. Each report is broken into two sections: 1. The first section aggregates the demographics of all applicants that were forwarded to the department. 2. The second section aggregates the demographics of all applicants that were interviewed. Because the position type dictates when applicants are forwarded to the department, there are separate EEO Summary reports for Faculty/Academic Staff/Executive Management and Support Staff. In total, there are four different EEO Summary reports: Faculty/Aca Staff EEO Summary (Primary Staffing Coordinator) This report can be generated by the Primary Staffing Coordinator when the posting is an active Faculty, Academic Staff or Executive Management posting. Support Staff EEO Summary (Primary Staffing Coordinator) This report can be generated by the Primary Staffing Coordinator when the posting is an active Support Staff posting. Faculty/Aca Staff EEO Summary (Dean/VP/Director/Delegate) This report is available to users with the permission group of Dean/VP/Director or Dean/VP/Director/Delegate. This report can be generated for any active Faculty, Academic Staff, or Executive Management postings within the MAU. Support Staff EEO Summary (Dean/VP/Director/Delegate) This report is available to users with the permission group of Dean/VP/Director or Dean/VP/Director/Delegate. This report can be generated for any active Support Staff postings within the MAU. Page 12 of 15

Note: Only a portion of the Applicant List Report shown here. The demographic information used in the EEO Summary reports is collected from the applicant at the time of application submission.

13 Note: Only a portion of the Applicant List Report shown here. The demographic information used in the EEO Summary reports is collected from the applicant at the time of application submission. The demographic questions on the application are optional and the applicant can choose to answer Do not wish to disclose or skip the question. These two actions are captured separately in the report as Do not wish to disclose and Not answered. Note: The race question on the application is dependent on the applicant s response to the ethnicity question. Per federal guidelines: Applicants who answer Yes to the question, Are you Hispanic or Latino?, are not provided with the option to report race(s). Applicants who skip the question, Are you Hispanic or Latino?, are not provided with the opton to report races(s). Applicants who answer No to the question, Are you Hispanic or Latino?, are provided with the option to report race(s). Applicants who answer Do not wish to disclose to the question, Are you Hispanic or Latino?, are provided with the option to report race(s). Consider the following scenario: Applicant #1 identified as: Gender? Female Hispanic/Latino? Yes Race? Not provided with the option to provide race Page 13 of 15

Based on Applicant #1 s answers, the EEO Summary Report will count the applicant: 1. as one (1) female applicant who identified as Hispanic or Latino; and 2.

14 Based on Applicant #1 s answers, the EEO Summary Report will count the applicant: 1. as one (1) female applicant who identified as Hispanic or Latino; and 2. as one (1) female applicant who did not answer the race question. As such, the numbers in a given row or column will not be additive and may not coincide with the total presented in the Total row or column. In this instance, if you were to manually add the numbers in the Female row, the sum total of 2 would be an inaccurate reflection of the total number of applicants who identified as female. The report, on the other hand, has calculated the accurate number of applicants who identified as female as 1. Search Committee Ratings Reports The Search Committee Ratings Report contains the search committee ratings and search chair rankings that have been assigned to applicants at various application statuses. There are two versions of Search Committee Ratings reports: Search Committee Ratings (Search Chair) This report will pull data for any active postings for which the user is listed as the Search Chair on the Job Card. Search Committee Ratings (Primary Staffing Coordinator) This report will pull data for any active postings for which the user is listed as the Primary Staffing Coordinator on the Job Card. This report can be viewed in the browser window or downloaded as an Excel or CSV file. If viewing the report in the browser window, the data will be categorized by requisition number/job number. To display data for a particular posting, click on the job number. The data will display as follows: Page 14 of 15

An applicant s name will appear multiple times in the report if: The applicant has been rated by multiple search committee members (see Search committee member column to determine who provided the

15 An applicant s name will appear multiple times in the report if: The applicant has been rated by multiple search committee members (see Search committee member column to determine who provided the outcome/rating) The applicant has been rated at different application statuses (see Application Status at review column to determine at what point in the process this applicant was rated.) Page 15 of 15

PeopleAdmin 7 User s Guide. Applicant Tracking System - Faculty Positions -

PeopleAdmin 7 User s Guide. Applicant Tracking System - Faculty Positions - PeopleAdmin 7 User s Guide Applicant Tracking System - Faculty Positions - - Table of Contents Introduction... Getting Started... User Roles Logging Into Your Account Home Page Posting a Position... Creating