Cyber Recruiter Version 6.4

User’s Manual Cyber Recruiter Version 6.4 July 2007

Visibility Software Proprietary and Confidential 1 Table of Contents

CYBER RECRUITER OVERVIEW 5

GETTING STARTED 7

CYBER RECRUITER WORKFLOW PROCESS 7

SHORTCUT LINKS 8

HOME PAGE 8

LEFT-HAND MENU BAR 8 ITEMS REQUIRING ATTENTION 11

INBOX 13

REQ LIST 13

MAIN MENU BAR 14

REQUISITIONS 14

FIND REQUISITION 14 LAST REQUISITION 15 CREATE REQUISITION 15

APPLICANTS 15

FIND APPLICANT 15 LAST APPLICANT 16 ADD APPLICANT 16 SEARCH APPLICANTS 16 EMPLOYEE REFERRALS 24

HELP 26

FEEDBACK 26 TECH SUPPORT 27 USER MANUALS 27 ABOUT 28

CREATING A NEW REQUISITION 28

FROM SCRATCH 30

FROM EXISTING REQUISITION AND FROM TEMPLATE 32

MANAGING REQUISITIONS 33

REQUISITION LIST 33

NAVIGATING WITHIN A REQUISITION FILE 34

MAIN PAGE 34

Visibility Software Proprietary and Confidential 2 POSTING REQUISITIONS 36

JOB DESC/KSA PAGE 37

REQ QUESTIONS PAGE 38

ASSIGNED APPS PAGE 39

DELETE BUTTON 39 EMAIL BUTTON 39 ROUTE BUTTON 41 CHANGING STATUS BUTTON 43 COPY TO NEW REQ BUTTON 44 PRINT RESUMES BUTTON 45 APPLICANTS ASSIGNED PROPERTIES 45 SCORE COLUMN 46

APPROVALS PAGE 47

HISTORY PAGE 48

NOTES PAGE 49

REQUIREMENTS PAGE 50

COSTS PAGE 51

ATTACHMENTS PAGE 52

PRINT REQ LINK 53

JOB BOARDS 53

ADDING A NEW APPLICANT 54

ONLINE APPLICATION – WEBSITE 54

FROM CLIPBOARD 54

FROM FILE/ADVANCED IMPORT 56

MANAGING APPLICANTS 58

CYBER RECRUITER INBOX 58

EMAIL BUTTON 58 ROUTE BUTTON 60

NAVIGATING WITHIN AN APPLICANT FILE 62

ACTIVITY PAGE 62

ASSIGNED REQS TAB 63 ROUTING TAB 66 INVITES TAB 68 OFFER APPROVALS TAB 71

EXPERIENCE PAGE 74

SKILLS TAB 74 EDUCATION TAB 75

Visibility Software Proprietary and Confidential 3 EMPLOYMENT HISTORY TAB 76 MILITARY HISTORY TAB 77 SECURITY CLEARANCE TAB 78

APPLICATION PAGE 79

STATUS/HISTORY PAGE 80

CORRESPONDENCE PAGE 81

NOTES PAGE 83

DEMOGRAPHICS PAGE 85

MISCELLANEOUS (APP DETAILS) PAGE 86

REFERENCES PAGE 86

ATTACHMENTS PAGE 87

RESUME PAGE 88

PRINT APPLICATION PAGE 90

REPORTING 91

APPLICANT REPORTS 91

GENERAL APPLICANT REPORTS 91 AFFIRMATIVE ACTION APPLICANT REPORTS 93

REQUISITION REPORTS 95

DATA DICTIONARY 97

EXPORT DATA TO EXCEL 98

REPORT WRITER 100

APPENDIX 102

QUICK FIND 102

APPENDIX A – CREATING ADVANCED CRITERIA 103

Visibility Software Proprietary and Confidential 4 Cyber Recruiter Overview

This section introduces the pieces of the Cyber Recruiter along with terminology clarification.

Shortcut Links These links provide shortcuts to key areas and are available throughout Cyber Recruiter. - Home Page – Provides a hub of information about the system (statistics, action items, shortcuts, etc…) - Inbox – Acts like a clipboard and holds Applicants who current need attention - Req List – Contains all system requisitions, as Users are able to see them - Logout – This is how Users logout of Cyber Recruiters properly

Main Menu Bar This is the main navigational tool and will apply throughout all of Cyber Recruiter. - Requisitions – Helps to create, find and manage requisition o Find Requisition – This search option provides many ways to find a particular requisition o Last Requisition – Takes Users back to the last requisition he/she was viewing o Create Requisition – Allows Users to create new requisitions - Applicants – Helps to add, find, search and manage Applicants o Find Applicant – This search option provides many ways to find a particular Applicant o Last Applicant – Takes Users back to the last Applicant file he/she was viewing o Add Applicant – How Users manually add Applicants to Cyber Recruiter o Search Applicants – How Users search Applicants (Resume, Database and/or Cyber Search) - Reports – Provides standard reports, a data dictionary and the ability to export specified fields to excel o Applicant Reports – Standard reports on general information or affirmation action for Applicants o Requisition Reports – Standard reports on general information for requisitions o Data Dictionary – Provides a list of all the tables and fields in Cyber Recruiter o Export Data to Excel – Allows Users to export specified tables/fields to Excel o Report Writer – Allows Users to create their own reports - Admin – Holds all the pertinent information that drive the system - Help – Provides Users with some self-managing options, feedback about the product, and other help o Feedback – Allows Users to provide Visibility Software with enhancement requests/feedback o Tech Support – Allows Users to enter/track cases and use the knowledgebase to find answers o User Manuals – All documentation needed to understand Cyber Recruiter o About – This page contains generic information about the product

Requisition Management This section discusses how requisitions are created and managed throughout Cyber Recruiter. - Creating a Requisition: o Manually – Enter a requisition from scratch o Copy Existing Requisition – Copy existing requisitions to create a new requisition o Use a Req Template – Copy a template to create a new requisition - Requisition List – Contains all requisitions as Users are allowed to see them - Requisition File – Contains all information that makes up the requisition: o Main Page – Contains the main requisition information o Job Desc/KSA Page – Contains the requisition’s job description information o Req Questions Page – Lists all the questions that will be asked with the requisition o Assigned Apps Page – Contains all the Applicants assigned to the requisition o Approvals Page – Contains a list Users who approved the requisition o History Page – Audit trail of the requisition o Notes Page – Contains all the requisition notes o Requirements Page – Searches Applicants based on requirements entered here o Costs Page – Tracks the recruiting costs for the requisition o Attachments Page – Lists all the attachments for the requisition

Visibility Software Proprietary and Confidential 5 o Print Req Option – Allows Users to view and print the requisition file

Application Management This section discusses how Applicants are added and managed throughout Cyber Recruiter.  Adding Applicants: o Manually – Allows Users to create an Applicant File o From File – Allows Users to create an Applicant File from a resume saved on the system  Applicant File – Contains all information that makes up the Applicant File o Activity Page – Internal correspondences and management of Applicants . Assigned Reqs – Lists all the requisitions attached to Applicants . Routings – Lists all the routings for Applicants . Invites – Lists all the interviews for Applicants . Offer Approval – Lists all Users involved in the Offer Approval Process o Experience Page – Contains Applicant’s skills/education/employment/military/security information o Application Page – Contains main application information o Status/History Page – Audit trail of the Applicant File o Correspondence Page – Lists all interactions with Applicants (emails/letters) o Notes Page – Contains all the Applicant notes o Demographics Page – Contains the Applicant’s Contact and EEO information. o Misc Info Page – Lists additional fields of Applicant information o References Page – Contains the Applicant’s references o Attachments Page – Lists all the attachments for Applicants o Resume Page – Holds the Applicant’s text/formatted resumes and cover letter o Print Application – Allows Users to view and print the application o Add/Remove to Inbox Option – Adds/removes the Applicant to the User’s Inbox

Visibility Software Proprietary and Confidential 6 Getting Started

Thank you for purchasing the Cyber Recruiter Applicant Tracking System from Visibility Software, LLC. This User’s Guide provides process-oriented instructions to Users, such that it is organized along the same timeline and workflow as the typical recruiting process, from creating a new requisition to hiring the right candidate.

‘How to Read’ this User Guide: The Guide is broken down by sections. Each section describes the functionality available using screen prints and information. The screen prints, when appropriate will have RED boxes/YELLOW highlights to emphasis a piece of the system. Some areas will have the below look and feel to give Users information about the section along with tid- bits of helpful suggestions, dependencies, hints or tricks.

Cyber Recruiter Workflow Process

Legend

Some of the pages Based on security permissions in the Cyber Recruiter system, Users will be able will contain the to: following icons to provide Users with  Utilize options off of the Main Menu Bar (Requisitions, Applicants, more information. Reports, etc…)

 Create new requisitions (manually, from a template, and or copying from Tip – This will be a  an existing requisition) hint or shortcut on how to do something  Manage requisitions using all tools and features (Requirements, Approvals, Notes, etc…) Dependency – This will be an area of the  Add Applicants (manually, from email, from a file, from the online system relates to application) another area. So if a change is made in  Manage Applicants using all tools and features (Assigned Requisitions, one place, Routing/Invites, Offer Letters, References, etc…) consideration to another place in the  Perform Applicant searches (resumes, database, using advanced criteria system might be etc…) necessary.  Create & Run reports (Applicant & Requisition specific)  Process – This will be a suggestion  Manage the “My Preferences” (Change Password, Defaults etc…) and/or example on how to utilize this area  Ask for Help (Feedback, Technical Support, User Manuals, etc…) of the system.  Operate and navigate through the recruiting process from start to finish

Visibility Software Proprietary and Confidential 7 Shortcut Links

The Shortcut Links are in an easy to locate spot at the top of the page: - Home link gives Users a glimpse of what is going on in the system as well as what actions that might require their attention - Inbox contains Applicants who need attention whereas the Req List contains all applicable requisitions as determined through security permissions - Logout link is how Users properly close out the system Home Page

The Home Page allows Users to get on overall picture of what is going on in Cyber Recruiter such as what items require attention, and determine certain default preferences.

Most Users like to  The User’s name will default across the top in the Welcome Banner once he/she see the Home Page is logs into Cyber Recruiter (CR). This helps to identify each particular User who upon logging into CR. logs into the system. The left-hand menu bar gives Users a preview of what is Set this default (or going on in the system. Any underlined number acts as a shortcut for Users to change it) by clicking on find more information about that particular situation. My Preferences. Make the Login Page field equal Home Page. Left-Hand Menu Bar Users can gain an overall view of the system as well as quickly access the Open Activities, My Preferences, Interview Calendar, and any other links that might  Info on the Home be set up for the Administrator. Page depends on each User’s level of security. Open Activities allow Users to see what kinds of activities are still outstanding. If the User does not see For example, if a User sent out an Interview Evaluation form to be completed, something he/she he/she can check here to see if it has been done or not. If necessary, send an should, contact the Email Reminder by checking the boxes next to the names listed. Administrator.

Visibility Software Proprietary and Confidential 8 Make sure the  My Preferences allows Users to set up their own Password, General, Default Report Viewer Requisition List, and Applicant Search defaults. Passwords are modified equals a value. If through the nothing is selected, the Print option in CR will Click here to change your password link. Passwords can contain letters, not be accessible. numbers, or special characters up to 15 characters in length, but it CANNOT be Suggested to use PDF blank (Note: Passwords also depend on certain security settings determined by but there are other the Administrator). options.

Open Resumes in  General Defaults New Window? is best This area determines general defaults for what the User’s Login Page should be set to YES. It opens a and what Default Report Viewer the User applies often. Users can also decide new Internet Browser to whether to Open Resumes in New Window or not. Lastly, there is the option to review resumes. If NO, Add Headers when Printing Resumes, which will add the Applicant’s contact resumes replace the information to the top of each resume page printed out. current CR session & Users will have to click Req list Defaults the Back button to This area allows Users to set defaults/filters for the kind of requisitions they want return to the CR. to see in the Req List. These defaults work upon entering the Req List for the first time in the current Cyber Recruiter session. If Users change the view in the  Selections are only Req List, then for that session of Cyber Recruiter, the new changes are held. defaults & can be Upon logging into Cyber Recruiter again, the defaults set here will re-apply. changed as needed. Applicant Search Defaults Click Save Changes This area allows Users to set defaults/filters for the Applicant statuses they want button or changes will to see when doing a Find Applicant search as well as if want to determine a not be applied. sorting method and application date range.

Visibility Software Proprietary and Confidential 9 Interview Calendar allows Users to see all the interviews setup by month. If there are  Additionally, Users can filter the view by looking at All Users/Single User view interviews listed on a as well as Interviews by Applicant/Interviewer. The interviews are color coded certain date, the date for Users convenience. GREEN means the Interviewer has ACCEPTED the becomes a hyperlink invite request and will attend the Interview whereas BLACK means the allowing Users to see Interviewer has not yet confirmed their intentions. If the User DENIES the invite more information about request, the Interviewers name will drop off the calendar. the interview.

 Users can send out an email remainders to those who confirmed their attendance as well as see more information about the Applicant, Requisition or Print the list of Interviewers who will be in attendance. This is especially helpful for organizations who like want to give their Front Desk person a list of persons who will be coming daily.

Visibility Software Proprietary and Confidential 10 Items Requiring Attention ‘Action Items’ are unique for each User.

The middle section of the Home Page is a tree like structure that contains ‘Action To expand or  Items’ requiring attention when there are ‘Action Items’. collapse a section, click on the arrow next to the If the ‘Action Item’ is completed through email or on the Home Page, it will fall off header. the list. Otherwise, ‘Action Items’ will remain here until the necessary action is taken.  Right-Click on the Main Menu Bar - Right-Click to see more information about the ‘Action Item’. Depending (anywhere in the on the ‘Action Item’ a menu of options will appear and the hyperlink will system) to ‘Add a Note’. take Users to the appropriate place in the system. Users can add a note, - Left-Click to complete the ‘Action Item’ on the Home Page. task, or remainder for themselves or other Items on Your To-Do List is the last section on this page. These items are Users as needed. This tasks/reminders that are set up by Users. They default here when the due date note will not be tied to a entered for the task/note equals the current day or past. To see a complete list requisition. of all tasks, regardless of date, click on the Your To Do List link in the ‘Preview Box’.

Visibility Software Proprietary and Confidential 11

To add a To-Do List ‘Action Item’, right-click anywhere on the Main Menu Bar. If the To-Do Item pop-  Once the Add To-Do box comes up, left-click on it. This opens a post-it note box up does not appear, see for Users to enter the ‘Action Item’. if there is a SPAM pop- up blocker enabled. If it This box allows Users to enter details about the To-Do Item as well as Date Due is enabled, disable it for and User assigned to complete the task. Click the Save Changes button when this feature to work. done.

Users have the ability in the Your To-Do List section to filter the To-Do ‘Action Changing the settings  Items’ they want to see using the Show Incomplete Only and/or Hide Future in here does not affect Items. Users can also indicate whether To Do ‘Action Items’ are Completed by how they show up on toggling the No/Yes option or change the details of the To-Do ‘Action Items’ by the Home Page. clicking the Reassign/Reschedule link.

Visibility Software Proprietary and Confidential 12 Inbox

The Inbox allows each User to track Applicants applying to requisitions he/she is responsible for as well as Applicants he/she adds manually.

The term Inbox  The Inbox hyperlink takes Users to their specific Cyber Recruiter Inbox. Any refers to this Inbox for Applicant highlighted PINK means that he/she is an Employee Referral. (Note: CR. Not the User’s See the Applicant section to learn more about the User’s Cyber Recruiter Inbox in Outlook or Inbox). other emailing system.

Req List

The Req List allows Users to manage all requisitions based on set security permissions.

Change the selected  The Req List hyperlink displays all requisitions in the Cyber Recruiter database defaults from the Home as each User is allowed to see them determined by set security permissions Page – My (Note: See the Requisition section to learn more about the Req List). Preferences Link.

Visibility Software Proprietary and Confidential 13 Visibility Software Proprietary and Confidential 14 Main Menu Bar

The Main Menu Bar allows Users to navigate through the Cyber Recruiter system. From the - Users quickly create Requisitions - Find and/or input Applicants, - Create/Run Reports, - Receive Help as needed, and/or perhaps have the ability to enter into the Admin features. Learn more about the Main Menu Bar in this section. (Note: Reporting features will be discussed later in this User Guide and there is a Reports Catalog located in Help/User Manuals. Additionally, the Admin features are discussed in another guide – Admin Manual). Requisitions

The Requisition section contains the following options: Find Requisition, Last Requisition, and Create Requisition.

Find Requisition The Find Requisition option helps Users to find requisitions based on specified criteria.

First, Users select the criteria they want to use to find the requisition. Users can If the number of  make the criteria list as specific or general as desired. Leaving all options blank requisitions (or will show ALL requisitions in the Cyber Recruiter database depending on set Applicants) being security permissions. Find Requisition also allows for partial searching. returned is greater the Meaning perhaps Users only know part of the Job Title, they can enter that and maximum number still find requisitions. allowed (set up by the Administrator), CR will For example, let’s say that the User wants to all ‘Open’ Requisitions. So the only force the User to criterion selected is the Status. If the search was too narrow, such that no redefine the search. requisitions defaulted, click the Back button and change the filtering criterion. If it is within the maximum number allowed, the results will display.

Visibility Software Proprietary and Confidential 15 Visibility Software Proprietary and Confidential 16 Last Requisition Last Requisition takes Users to the last requisition reviewed. If Users have not reviewed a requisition in this session yet, this option will take Users to the Requisition List to find the desired requisition.

Create Requisition Create Requisition allows Users to create requisition opportunities to recruit. (Note: The Create Requisition option is discussed in greater detail in the Requisition section of this User Guide).

Applicants

The Applicants section contains the following options: Find Applicant, Last Applicant, Add Applicant, Search Applicants and Employee Referrals.

Find Applicant The Find Applicant option helps Users to find Applicants based on specified criteria.

This page allows Users to see search results. If the search was too narrow, such that no Applicants defaulted, click the Back button and change the filtering criteria.

Visibility Software Proprietary and Confidential 17 First, Users select the criteria they want to use to find the Applicant. Users can Be sure the Range  make the criteria list as specific or general as desired. Leaving all options blank field equals the will show ALL Applicants in the Cyber Recruiter database depending on security appropriate date for the permissions. The Original Application Date is the date the Applicant first desired Applicant. This applied whereas the Last Assign Date is the last date the Applicant applied to a field can have a value requisition for consideration. The Overall Status option filters the list to defaulted if that would acceptable Overall Applicant Statuses to use whereas the Req Status option be more helpful: Home filters the list to all acceptable Requisition Applicant Statuses. Page - My Preferences. For example, let’s say the User cannot remember the name of the Applicant but the Applicant did apply last month. Here is how the User would probably enter the search to find the Applicant.

Last Applicant Last Applicant takes Users to the last Applicant file reviewed. If Users have not reviewed an Applicant File in this session yet, this option will take Users to the Find Applicant to find the desired Applicant.

Add Applicant Add Applicant allows Users to manually add Applicant to Cyber Recruiter. (Note: The Add Applicant option is discussed in greater detail in the Applicant section of this User Guide).

Search Applicants Search Applicants allows Users to perform Applicant Searches depending on the searches made available to them through set security permissions. Users can perform: a Resume Text Search; a Database Search; or a Cyber Search. (Note: All searches have the ability to be OFCCP Compliant).

Visibility Software Proprietary and Confidential 18 Resume Text Search The Resume Text Search retrieves Applicant File’s based on desired keywords.

Visibility Software Proprietary and Confidential 19 Required Text vs. Optional Text Advanced Criteria it  The Required Text column must be found in the text resume in order for the can pull any field from Applicant to display in the search results. Additionally if more than one field is the Applicant table in used for the Required Text column, it will act like an ‘AND’ feature. Each field SQL. Use Appendix A used in the Optional Text column will return Applicants with resumes that match for helpful tips/rules. what is entered. If more than one item entered in the Optional Text column, it will act like an ‘OR’ feature. If using Required Text and Optional Text together,  OFCCP Search Log the Required Text will take precedent and the Optional Text will be consider is option that can be only in the resumes returned through the Required Text search. turn on/off. If a Requisition is required Other Filtering Options with searches, this is The Status drop-down list allows Users to search Applicants with a certain the view Users will see. Overall Status. The Date Range is another filter and only pulls in Applicants If at least a comment is within the specified Application Dates range (Note: The Application Date is required, an open text pulled from the Applicant/Status/History Page). Then sort by drop-down list box will be available. If decides how to sort the results. nothing is required, the OFCCP section will not Once all the necessary information is entered, click the Search button to appear. complete the action. In this example, there is a new opportunity and the Recruiter wants to consider someone in-house first so the status is set to ‘HIRED’ and the desired keywords are entered.

 Rank - highest  Remember to click the gray icon, NOT the one with the F, to see how the number of hits for the keywords are color coded resume. entered keywords. The rest are ranked based When the results are returned on the Resume Text Search results there are on that setting. several options: - Route the Applicants/Employees to the appropriate Hiring Manager for consideration; - Email to see if they are still interested (good when it is an Applicant who applied a long time ago); - Refine the Search if necessary; and

Visibility Software Proprietary and Confidential 20 - Review the File/Resume - Click on the Applicant Name, Experience or Resume Applicant icons to see more information

To review the resume and see how the keywords are being used, click on the gray blank square. The gray blank square is the text resume and the other gray square with the F is the formatted resume. The keywords are highlighted in different colors to make it easy for Users to see how the keywords are being used

Database Search The Database Search options allows for Applicant Searches based on one of the following choices: Degree Search, Major Search, Referral Source Search, Position Desired Search, Skills Search, and/or Req Requirement Search.

In order to use  A Database Search explores specific values in the Applicant’s file (SQL Database Searches, database tables). the information must be something the A Skill Search is a common database search and used to find qualified organization has Applicants. It uses the Skills Code Table against the Applicant’s skills listed on decided to capture in the Applicant File/Experience Page/Skills Tab. the Applicant File.

Visibility Software Proprietary and Confidential 21  Advanced Criteria it can pull any field from Users fill in the search criteria for the Applicant search. Use the Skill drop-down the Applicant table in lists to set the filters. The radio buttons define how to use the skills selected. SQL. Use Appendix A The next three fields allow Users to specify additional filtering criteria. for helpful tips/rules. Again, depending on whether the organization is responsible for OFCCP  Date Range pulls off reporting or not, the Administrator will require a requisition and/or a comment to the Application Date be entered when doing Applicant searching. If nothing is needed to the field in the Applicant searching Users will not see the OFCCP Search Log section. Once all the File/Status/History necessary information is entered, click the Search button to complete the action. Page

Database Search results will display above the search. Users have the same options of reviewing the Applicant information as with Resume Text Searching capabilities however with this search, the Experience is link is more appropriate to review.

Visibility Software Proprietary and Confidential 22 Depending on the search, there a different places to look for information:

Degree Search – Use Experience Link (Applicant File > Experience Page > Education Tab) Major Search – Use Experience Link (Applicant File > Experience Page > Education Tab) Referral Source Search – Use Applicant Name (Applicant File > Application Page) Position Desired Search – Use Applicant Name – (Applicant File > Application Page) Skills Search – Use Experience Link (Applicant File > Experience Page > Skills Tab) Req Requirement Search – Use Experience (Requisition File > Requirements Page AND Applicant File > Experience Page > Skill Tab)

Cyber Search The Cyber Search allows Users to develop and their own searches to find qualified Applicants in the database.

The initial page of Cyber Search holds the current searches with the ability to Users have the  either Run or Copy a search in the efforts to create another one. If a completely ability to create custom new search is needed, click the Add button. criteria. Click here to manage your saved The Requisition drop-down list is a required field (OFCCP regulation) when criteria to edit/delete Users click the Run link. This required step is only available to organizations established custom who need to be OFCCP compliant. Check with the Administrator for further criterion. information.

To Edit a current search, click the green-circled E at the beginning of the search line.

The more criterions  The Title of the search is not updateable but the Description is. The Share added here, the more checkbox makes the search available to all Users who have access to Cyber the search will filter. CR Search. Otherwise, the search will be available to only the Creator. The table in uses an ‘AND’ the middle of the page is where the criterion for the search is defined. Click the relationship to the entire Add link to include more criteria. Each selected Criteria has its own appropriate list. options.

Visibility Software Proprietary and Confidential 24 Click here to choose the columns to appear in this search (Excel export By default: Applicant  only) link defines the columns that should display in the report. Select all the Number, First, Last columns that should display in the excel spreadsheet (Note: Hold the CTRL key Name & Application down to select more than one column.) Click Run from the initial Cyber Search Date fields are included. Page or Run this Search from the Edit Page.

Visibility Software Proprietary and Confidential 25 Depending on the criterion included in the search, Users might have to look at The Results Page  the Resume (gray square box) and/or the Applicant File/Experience page. will have the same options available to the Select all the desired Applicants for the spreadsheet by checking the box at the User as the other beginning of the Applicant line and then click Export to Excel. (Note: Use the Searches. Select All and DeSelect All links to highlight/unselect all Applicants as needed).

Employee Referrals Employee Referrals holds and tracks all Applicants either entered as Employee Referrals or Applicants who indicate their Referral is an Employee.

This is the Employee Referrals is the tracking piece of the system for referrals:

- If Applicants fill out an online application and indicate they are an Employee Referral, they will be entered into the system as an Applicant and Employee Referrals here as well. - If an Employee submits a referral, the Referral is not in the system yet. If the organization decides that an email should be sent to referrals upon submission, the Applicant can be instructed in the email to fill out an online application if interested. - If the organization decides not to send an email but Users wants the Referral in the system as an Applicant they can move them over through Employee Referrals having them fill out an application at the right time.

Visibility Software Proprietary and Confidential 26 - Additionally Users can add Referrals through here too.

This feature allows Users to link up Applicants to Employees should an Applicant already be in the system. For example, the Applicant could have answered the Referral Source question wrong or the Applicant could have applied a long time ago and recently an Employee refers that same Applicant for a new position.

Any Referrals, who are not interested in the positions or for whatever the reason, do not make it past the initial step can be deleted by Users as needed. Users can manually move the Referrals from the Referral Tab to the Applicant Tab; click the green-circled E at the beginning of the Referral line.

The Referral Information defaults at the top of the page and the Employee Information at the bottom. Verify the information and then click the Transfer to Applicant Database to move the Referrals in as Applicants.

Visibility Software Proprietary and Confidential 27 The information as it was entered by Employee about the Referral will default here. At this point, Users might not have more information about the Referral but it is important to review the Application Date and Overall Status to make sure the information is coming at the right point. Click Save Changes when done.

All General  If the Applicant is an Employee Referral, the Applicant will have an added Applicant Reports Employee Referred Page. The Bonus Date and Bonus Amt can be filled in have Referral Source should the organization have a monetary bonus for Employee Referral hires. The as a filter. Use the Paid field creates an action item on the Home Page for the bonus to be paid out. Employee Referral If there is not a bonus program change the value from Pending to No at this value to filter any report point, otherwise leave it at Pending to have the action item reminder. If the to see more about the Employee Referral is hired, the Applicant will move from Main Menu Tab > Employee Referral Applicants > Employee Referrals > Applicant Tab to the Hired Tab. activity for the organization. Help

Visibility Software Proprietary and Confidential 28 The Help section of Cyber Recruiter contains information to assist Users, as they need assistance. The following options are available through this section: Feedback, Knowledgebase, Manuals, and About.

Feedback The Feedback option allows Users to make real-time comments/suggestions about Cyber Recruiter.

This page allows Users to enter the suggestions/comments about future enhancements for the product. Anything entered in the Feedback page will be emailed directly to the development team at Visibility Software for consideration. All suggestions are taken very seriously as they help to continual evolve Cyber Recruiter and if the suggestion is accepted; it will be made available in a future release.

Tech Support The Tech Support option allows Users to access Technical Support and/or check solutions for quick answers.

Tech Support Login  This page provides information about Visibility Software’s Technical Support is different from the CR system. Click on Email address hyperlink to send Tech Support an email if Login. Contact Tech needed. Click on the Access My Account Login link to enter/review technical Support by Phone or support cases and/or find solutions in the knowledgebase. (Note: There is a Email address provided separate Technical Support Manual to help Users maneuver through the Case to get set up.

Visibility Software Proprietary and Confidential 29 Management System). See Appendix B for more information on how to utilize Technical Support.

User Manuals The Users Manuals option allows Users access to all available documentation about the product. These manuals are continually updated and will always pull the latest information.

About The About option provides Users with information about their Cyber Recruiter system.

Creating a New Requisition

Cyber Recruiter makes the process of creating new requisition easy by using a wizard based program from the Main Menu Bar > Requisitions > Create Requisition. The wizard is configured by Administrator to fit an organization’s recruiting needs. Users could have up to three (3) methods for creating a requisition (All of these option titles are User-Defined): - From Scratch - Create a brand new requisition - From Template - Create a new opportunity from pre-established templates - From Existing Requisition - Create a new opportunity from requisitions already in the system - Finish previous req… - Finishing creating a requisition that was started and not completed (this option only appears if there is an unfinished requisition.)

Visibility Software Proprietary and Confidential 30 If the organization has several different companies and/or locations that have separate departments, divisions, projects, business units, and so forth, the Administrator might include this Organizational Levels Page as part of the ‘Create Requisition’ process.

This page walks Users through selecting the appropriate levels for the requisitions. For example, if the organization has different departments and divisions based on location, the User would select the necessary location first. Then Cyber Recruiter will update the other fields with the appropriate options based on the selected location. To inquire more about this option, talk to the Administrator for Cyber Recruiter.

Visibility Software Proprietary and Confidential 31 From Scratch

The From Scratch allows Users to create a new requisition by filling in the all the blank fields.

Organizational  Position Details Page is allows for the fundamentals of the requisitions to be Levels should only entered. All fields on this page with asterisks (*) are required and must be display here IF the completed before continuing on in the process. This page is highly configurable Organizational Levels and is set up according to the organization’s needs. Should there be questions Page is NOT being about the requested information, contact the Administrator. Click the Continue utilized. button to continue the process.

Position Description Page allows Users to enter information about the position. Click the Continue button continue the process.

Visibility Software Proprietary and Confidential 32 Requisition  Requisition Questions Page is where Users add questions to the requisitions Questions are a great as needed. These questions can be questions that will be asked of the Applicant way to ask specific when the Applicant applies to this requisition or questions that will be used for questions related to a internal purposes such as interview or phone screen questions. If this page is position. They have the part of the create requisition process and is not needed, click Continue to ability to score an bypass. Applicant’s response as well as stop the Requisition Questions need to be populated prior to this point in order for the Applicant in the functionality to work here. Additionally, depending on the setup, some of the recruiting process if an questions might default here. unacceptable answer is given.

Attachment Page allows Users to include additional documentation that needs to be included with the position. For example, a test that should be administered to potential interviewees, Interview Questions and/or Phone Screen Questions to ask; Benefit Packages; additional government form and/or regulation to follow, etc… Click Add to enter an Attachment (see the Applicant and/or Requisition Attachment section for further information how Attachments operate) or click Continue to bypass.

Visibility Software Proprietary and Confidential 33 Approvals Page allows Users to select the appropriate order of Approvers for this requisition. This page might have Approvers default in for Users, some might be grayed out so Users cannot change the selected Approvers, and/or Users might have to enter all information. Click the Continue button finish the process. A typical Confirmation Page is illustrated below.

From Existing Requisition AND From Template

Both options produce the same flow of pages the Create From Scratch option does. - From Existing Requisition utilizes established Requisitions in the system to find on that closely matches the new opportunity or is the exact same position. - From Approved Template can be used for positions that the organization find high turnover for and/or job position information does not change. These will have to be set up prior to Users having this option.

To populate Templates: 1. Create a Requisition through Create From Scratch or From Existing Requisition. 2. Go to the Requisition File > Main Page 3. Set the Status field equal to Template

Visibility Software Proprietary and Confidential 34 Managing Requisitions

Cyber Recruiter makes managing requisitions easy to do. - Req List is like a filing cabinet and holds all Requisition Files created in Cyber Recruiter as Users have security permissions to view them. - Home Page > My Preference allows Users to set defaults to show particular kinds of Requisition Files upon entering the Req List. - Requisition Files each have a left-hand menu that organizes and stores the information in a logical order. Requisition List The Cyber Recruiter Requisition List is a central location in which all Requisition Files are located.

Defaults can be set  Requisition Files are sorted by the Code column initially but Users can sort up in Home Page > My (ascending/descending) the Req List by any other column where the header is Preferences to show underlined. To open a Requisition File, click on the Code hyperlink field. The certain kinds of Req List can also filter Requisition Files as needed using Requisition Requisition Files upon Statuses (Checkboxes and Other Status drop-down list) and/or the User’s entering the Req List. Role. Click the Refresh button to apply changes to the filters.

Requisition statuses are comprised of the three (3) checkboxes and the Other Templates are not  Status drop-down list which contains statuses developed by the organization. included in the ‘ALL’ The checkboxes are typical requisition statuses and therefore are put at the top option. To preview of the page for the User’s convenience. These filters work together using an ‘OR’ Templates, the option features. For Example: When all three (3) are selected it is telling Cyber needs to be selected. Recruiter to show Requisition Files with the status of Open ‘OR’ Closed ‘OR’ On Hold. The All drop-down option shows all the organization’s specific statuses. Click the Refresh button to update filtering criteria.

These filters are tied to the Requisition File > Main Page Recruiter/Hiring Delete if this option is  Manager fields. So that when Users select a role, it displays only the made available to Requisitions Files based on their role. Located at the end of each requisition Users; be careful line are the following options: Copy, Change Code, and Delete. Given the because this will appropriate security permissions, Users may not be able to perform these permanently remove the functions. Copy takes Users through the Copy Existing Requisition process Requisition File from (review the Create a Requisition section for more information on copying the system. requisitions.) The Change Code link allows Users to change the code and Delete permanently removes Requisition Files from the system.

Visibility Software Proprietary and Confidential 35 Visibility Software Proprietary and Confidential 36 Navigating within a Requisition File

Cyber Recruiter makes navigating in requisition files very simple. Once Users are within the Requisition File:

- Banner contains the requisition Code/Job Title, Status and Open Date. - Scrolling Feature < > works with the Requisition List and Find Requisition areas. Results returned from either of these searches, allow Users to scroll through the Requisition Files one at a time here. - Left-hand Menu helps Users navigates through the pages of the Requisition File. This section discusses these pages in more detail to a gain a better understand of where requisition information is located.

Some of the pages in the Requisition File are completed by submission of the Requisition Form, other completed as Users go through the recruiting process, and in some cases it is a little bit of both. The table below is common flow of page to show complete utilization. Depending on the organization’s need, Users may not use all these pages on a daily base.

Administrator’s Print Req is the Requisition Form Recruiting Process  setup) quickest way to see the Main Page Req Questions (as needed) Requisition File in full Job Desc/KSA Page Assigned Apps (depending on the Req Questions (depends) Notes Approvals Requirements (as needed) Notes (depends) Costs (as needed) Attachments (depends) Attachments (as needed) Print Req Job Boards (as needed) Main Page Print Req

The Requisition Main Page contains the primary information that makes up a Requisition File.

Status & Posted fields are the ones that determine if the Requisition posts out to the organization’s website.

Visibility Software Proprietary and Confidential 37 This page is highly configurable to meet the organization’s needs and is split up Hot Jobs field  into three (3) tabs: General Tab, Job Info Tab, and Misc Tab (User-defined makes the requisition as title). If Users have the ability to make changes to the General Tab, click the ‘Featured Job’ on the Save Changes button when finished. website. General Tab holds basic information about the position such as all the Main Page allows organizational levels, who is the Recruiter/Hiring Manager is, the status of the Users to review/update position etc... Application Template field is used for organizations that have the Requisition File multiple applications. Filled By and Fill Date fields are automatically filled in details as necessary. when an Applicant is HIRED for the Requisition.

Job Info Tab contains the salary related information and other perhaps HR-related fields that everyone does not need to review (EEO Class, Exempt, etc…).

Misc Tab captures organization specific information about the requisition (including the Tab Header.) These fields are usually developed by the Administrator to handle information that is not available on the General Tab. This tab can hold up to twenty (20) fields. Contact the Administrator if additional fields are needed here.

Visibility Software Proprietary and Confidential 38 Posting Requisitions

There are three (3) fields that work together in posting approved requisitions: Posting  Posted, Status and Auto-Post. Requisitions deserves some thought as there Posted field indicates where the approved requisition should post: are several options and - Both – Posts on the corporate website and the Self Service for both each required setup by Applicants and Employees the Administrator. Most - Corporate Website- Posts just to the corporate website for both common process is to Applicants and Employees have Requisitions - Internal Website – Posts just to the Self Service for Employees only automatically post after the approval process. Auto-Post? field is ties directly to the Status field: Various checks (Users) - YES – automatically changes the Status field to Open after the can be built into the approval process is completed approval process to - NO – retains the original status (Example: Needs Approval) and allows make sure the Users manually change the field to Open. Requisition is good to go before the final When the Status and Posted fields equal the appropriate combination as approval. determined by the Administrator, the approved requisition will be made available.

Visibility Software Proprietary and Confidential 39 Job Desc/KSA Page

The Job Desc/KSA Page contains the official Job Description, KSA’s (Knowledge/Skills/Abilities), Public Job Description, and/or other necessary text information about the Requisition.

Job Des/KSA Page breaks up the job description information as needed. Job Desc Tabs are  Depending on the requisition form, some or all of these tabs will contain setup during information and it will post out as configured by the Administrator. Some implementation to organizations house requisition information in the Notes Page. For example, the operate a certain way Administrator puts a section on the requisition form for User to indicate preferred pulling info to the places to advertise. That information can be set up to be captured as a note and website, Self Service, leave actual job description information for this page. Job Boards, Employee Referrals, etc.. Discuss Another example of process, the Job Desc Tab and KSA Tab can be used to all changes to current capture the position details in full on the requisition form and they also post setup with the directly to the corporate website. The Public Job Desc Tab can be used as an Administrator. advertisement for integrated Job Boards to bring Applicants to the corporate website.

Visibility Software Proprietary and Confidential 40 Req Questions Page The Req Questions Page stores any requisition specific questions for internal and external use as needed.

Groups drop-down  Req Questions Page displays the specific questions about a requisition. list not only filters the Questions can only be added to a Requisition File, they can not be developed view to a particular here. Contact the Administrator if there are additional questions that should be group, if a group is available. selected prior to the clicking Add, only group - Pre-Qualifications Questions are usually Public and Required of questions become because they are questions the Applicant answers when applying for a available to attach. The position. These kinds of questions aim at getting more information about All Groups option a specific skill set/experience level. Users might have a general group displays everything so called ‘Pre-Qualification Questions’ to choose from or several more that when Users click specific groups by category. This depends on the Administrator’s setup. Add, they either pick - Interview Questions/Phone Screen Questions are usually not any question from the something the Applicant see upon applying. Rather they are questions long list or still have the Users can follow with later in the recruiting process. By adding them option of filtering the here, the questions become available within the Applicant File > questions by selecting a Application Page for answers to be captured. If these kind of internal group. questions are added to the Requisition File, then for every position the Applicant applies to, Users can do an interview for each and record the  Questions default different answers. For example, the Applicant applies to a position, and from how the the interview is done but they are not qualified. Six months from now, Administrator set it up the Applicant applies to another position and the interview is done for (Order, Public, & that one as well. The questions/answers can be kept separate from one Required fields can be another. modified as necessary.)

Visibility Software Proprietary and Confidential 41 Assigned Apps Page The Assigned Apps Page contains all Applicants/Employees considered for the position.

Assigned Apps Page lists all the Applicants assigned to the requisition by either Print link works with  applying to the position online and/or Users manually addition. Applicants are the Applicants listed automatically sorted by Applicant Name (first column) but can be changed with here. If the view is the Sort by drop-down list. filtered, Print will display the filtered view. Basic summary information about each Applicant is displayed here. The Applicant Name and Route links are shortcuts to the Applicant File should  Status Box is Users want to see more information and/or route the Applicant individually. The actually located at the Status is where the Applicant is in the recruiting process for this particular very bottom of the page, requisition. The Assign Date is the date the Applicant was attached to the so don’t forget about requisition whereas the Status Date is the date the Status was last updated. this filter! Score tracks accumulated scores associated with application questions, requisition questions and interview evaluation questions should the organization decides utilize a grading system to help evaluate Applicants.  Assigned Apps # as the Applicant pool in In addition to evaluating Applicants, Users can also manage each of them (or as here increases, so will a group) by utilizing the buttons at the bottom of the screen. These buttons work the number on the left- in conjunction with the checkboxes at the end of the Applicant record. Select the hand menu bar. Applicants individually or use the Select All or Deselect All links to pick and choose the appropriate Applicants.

Delete Button Delete eliminates the association between selected Applicant(s) and Requisition File. A system security check will prompt Users to verify this is the action they really want to take. (Note: This button only deletes the association between the Applicant File and the Requisition File; it does NOT delete the Applicant from the system.)

Email Button Email allows Users to send an email to all the selected Applicant(s). For example, ten (10) Applicants were considered for this position. After hiring the one that was most qualified, the other nine (9) are sent an ‘Applicant Not Selected’ email. One email can be created for the entire group considered.

Visibility Software Proprietary and Confidential 42 If Users believe the  Users select the Applicants by clicking the box at the end of each Applicant line email did not send out, and then click the Email button. A quick way to select the majority of Applicants contact Administrator to is to use Select All link and then deselect any Applicant not needed manually. check the Email Log.

Visibility Software Proprietary and Confidential 43 A series of prompts take the User through sending out the email. First, Users Errors/Missing Info  decide whether to use a template or to create an email from scratch. Second, if such as an email a template was selected, Users select the template. Third, Users preview the address will default on email template or create it if from scratch. Users can make modification as this screen above the needed at this step. Lastly, Users can see how the email will look in full to each email preview. Applicant before clicking the Send button. Select any necessary attachments by highlighting them in the box next to the Send button.

Route Button Route allows Users to route the Applicant(s) as group to other Users who need to evaluate them.

Users select the Applicants by clicking the box at the end of each Applicant line and then click the Route button.

Visibility Software Proprietary and Confidential 44 People Icon next to  Route Resume Page allows Users to set up the routing details. The the Req field to selects Requisition will default the Req field. More than one User can be selected by the Hiring Manager and holding down the CRTL key and highlighting all names necessary. Add to produces a red Inbox(es) checkbox automatically adds the Applicants being routed to the message indicating who User(s) selected here. Type additional instructions/messages in the Email Text was selected. section as needed. Click the Save Changes button to complete the process.

Communication Options: The Email drop-down list provides the following options: - Send one email with all Applicants listed – sends a short email with the names of the Applicants who they should log into Cyber Recruiter to review. - Do NOT Email – relies on the User(s) to check his/her Home Page for new routings that require his/her attention. - Send a separate email for each Applicant – utilizes an email template which is setup by the Administrator to give full detailed information about each Applicant and works with the checkbox options: o Allow response from email option allows these selected User(s) to make a decision about these Applicant(s) from within the email sent. If this option is not selected, the selected User(s) can log into Cyber Recruiter make their decisions about Applicant(s). o Email response back to me option sends an email notification to the User who sent the routing. If this option is not checked, the User who sent the routing can log into Cyber Recruiter to see where the Applicant(s) are in the recruiting process for this requisition. o Update Req Status option is available only when the routing is being sent to one User. If more than one User is selected, this option is grayed out. When available, it allows the

Visibility Software Proprietary and Confidential 45 User’s response to update the Applicant’s Status for the requisition. If more than one User is selected, the Recruiter (or the User who routed the Applicants) needs to evaluate all the responses and decide what the Applicant’s Status for the requisition should be. To see all the responses for the Applicant, check the Applicant File > Activity Page > Routings Tab > Response Column.

Changing Status Button Change Status allows Users to change the Applicant(s) status for the requisition.

Status on the Requisition File > Assigned Apps Page is a typical concluding recruiting process (hiring the Applicant.)

To HIRE an Applicant, three (3) must happen: 1. Change the Applicant Status for the requisition to HIRED – indicates what position the Applicant is hired 2. Change the Applicant Overall Status to HIRED – indicates the Applicant is an Employee 3. Change the Requisition Stats to CLOSED – Pulls the requisition from the website and fills in the closed date

These things can be completed from several locations in the system. However, all three (3) of them can be handled at simultaneously here as well as in the Applicant File > Assigned Reqs Page. Where Users complete the process: Requisition File, Applicant File or through over various places in the system, depends on what else the organization needs to do. If follow up with the other Applicants considered for the position for is needed, do it from the Requisition File. If the next step includes several on-boarding steps (getting IT to set up a location, getting training situated, etc…) is needed, do it from the Applicant File.

Users can also change selected Applicant(s) Statuses as a group by clicking the box at the end of each Applicant line and then clicking the Change Status button.

Visibility Software Proprietary and Confidential 46 Change Applicant Statuses Page allows Users to change a group of Applicants statuses for the requisition. If a notification to the Recruiter/Hiring Manager needs to be send as well, check the appropriate boxes before clicking the Save Changes button. For example, three (3) Applicants need to have their Applicant Status changed to Phone Screen. Another example, once an Applicant is hired the other Applicants need to have their statuses changed to Position Filled.

Copy to New Req Button The Copy to New Req button allows Users to add Applicant(s) to another requisition as needed.

First, Users select the Applicant(s) clicking the box at the end of each Applicant line and then clicking the Copy to New Req button.

Visibility Software Proprietary and Confidential 47 Copy Applicants to a New Requisition Page allows Users to select the Req Copying does not  and Applicant Status for the requisition the Applicant should start at. For move the Applicant off example, there is another position that might better suit this Applicant’s skill set a the current requisition, more entry level position. Another example, there are several of the same rather just adds them to position open. So for tracking purposes and to maintain a one to one ratio of another requisition for hiring Applicants to requisitions, several other requisitions of the same position consideration. are created.

Print Resumes Button The Print Resumes button allows Users to print the selected Applicant(s) resumes.

First, Users select the Applicant(s) clicking the box at the end of each Applicant line and then click the Print Resumes button.

Applicants Assigned Properties Users with the appropriate security permissions can edit Applicant Files connected to the Requisition File.

Visibility Software Proprietary and Confidential 48 Click on the green-circled E at the beginning of the Applicant line if the Assign Date or Status Date needs to be altered. Current Status hyperlink will do the same thing as the clicking on the Status in the Applicant line does. Please review the Change Status section of this area for more information.

Score Column The Score column allows Users to preview Applicants scores based on how they have answered questions.

Visibility Software Proprietary and Confidential 49 The Applicant Score Report tracks scoring on three (3) different types of Scoring is only  questions: Application, Requisition, and Interview Evaluations. If scoring is an possible on questions additional tool necessary in evaluating Applicants and the organization is not that contain drop-down currently utilizing it, discuss options with the Administrator. The Application answer types. It is not Questions and Requisition Questions are based on questions answered by available for answer the Applicant. The Interview Evaluation Questions will be based on Users types where the (Interviewers) who give feedback about the Applicant. answers are typed in. Approvals Page The Approvals Page displays all of the Approval levels for the requisition.

Approvers as determined during the Create Requisition process. If Approvals Approvals # reflects  was not part of the Create Requisition process or additional Users should be the number of Approval added, click Add to do so. Users click Print for a list of Approvers or click Email levels for the requisition. Reminder hyperlink if one Approver is holding up the process. Reminders can also be sent from the Home Page > Open Activities. A completed ‘Approval Approvals Page Process’ will have an Approval Date and Approved? fields filled in as shown. contains all the

Visibility Software Proprietary and Confidential 50 To manually override an approval, click on the green-circled E at the beginning of the Approver line.

In order to do a manual override, Users must enter their password as well as have Administrator rights. Additional Information can be entered as well as Update Additional Information for all approvers which sends out the new information entered for the rest of the ‘Approval Process’. Click the Email next approver when it is the appropriate situation to do so. History Page The History Page displays and records all core actions as related to the requisition.

The History Page cannot be updated or changed. However, Users can click Print to obtain a hardcopy or delete a record by clicking on the red-circled X at the end of each record, given the appropriate security permissions. Additionally, Users can see more information by clicking on any hyperlinks (when available) on this page.

The following events/actions create history records in Cyber Recruiter: - Creating a new requisition - Adding an attachment - Changing the status of a requisition - Adding a requisition cost - Attaching an Applicant to a requisition - Changing a requisition cost - Changing the Applicant status attached to a - Adding a requisition note requisition - The approval or disapproval of a requisition - Adding a note - Deleting an Applicant association

Visibility Software Proprietary and Confidential 51 Visibility Software Proprietary and Confidential 52 Notes Page The Notes Page tracks in-depth notes and tasks for a requisition.

Notes Page holds Users entered notes as they pertain to the Requisition File. Click Print to see all notes in a list. Users can Add new notes as needed and/or Edit existing ones by clicking the green-circled E at the beginning of the note record.

Notes Types are  Add/Edit Requisition Note Page allows User to supply details about the note. important to consider as Select the appropriate Note Type from the drop-down list and enter the Note every note requires one. Date. The Follow-up Date field indicates whether this note is passive (FYI) or active (task to follow up). Leaving the field blank makes the note passive,  Note Templates - whereas entering a date acts like the due date for the task. The day the task is Right-click in the Notes due, is the day it will show up on the Home Page as an item requiring attention. text box for list of (Note: To learn more about how To Do Items show up on the Home Page as Templates & Left-click tasks and how to manage them, refer to the Main Page section). to populate the text box with a Template. The Note text box is where the note is entered. All Users defaults in the Email Contact Administrator to this note to… drop-down list (when adding a note) or in the Email to somebody add Templates. else link (when editing a note). Select Users by holding the CRTL key down and highlight the names as needed.

Visibility Software Proprietary and Confidential 53 Requirements Page The Requirements Page sets required skills and/or education needed for the requisition.

Requirements Page allows Users to find Applicants in the database based on This search works only  Skills entered here or this can be used a guideline of what is needed for the if the organization position. Users can Copy Requirements from another requisition or Perform utilizes Skills in the Req Requirement Search to perform the actual search. The more requirements Applicant File. added, the narrower the search (works like an ‘AND’ feature.) The search reviews the Applicant File > Experience Page > Skills Tab to find a match.  Education can be tracked here as a The search will only look for the Skill, entering desired Years or Comment will requirement but it is not be additional information for Users to consider when reviewing the results. tied to the search. Lastly, Users can hide a section that does not apply by clicking the section title header (Skills or Education) hyperlink.

One (1) Applicant in the database met these requirements. To further investigate, there are several options: Applicant Name – Applicant’s file; the Experience hyperlink – Applicant File > Experience Page > Skills Tab; and the gray little squares – Applicant’s resume. If some of these Applicants could be considered for the position, Users can Email to check interest or Route to the Hiring Manager using the buttons and checkboxes located at the beginning of the Applicant line.

Visibility Software Proprietary and Confidential 54 Costs Page The Costs Page tracks any items, which incur costs while recruiting for the requisition.

Costs Page keeps an audit trail items that cost the organization money to fill the position. Users can Print the Cost Items in a list, Add throughout the recruiting process as needed, and edit details by clicking the green- circled E at the beginning of the Cost Item line.

Add/Edit Requisition Cost Page allows Users to enter the Cost Item details. Cost Items are  Select the Cost Item through the drop-down list. Users then enter the necessary important to consider as information such as Cost Date, Amount, and Note. When adding a Cost Item every entry requires first time around, Users can check the Recruiter/Hiring Manager checkboxes to one. send an email those associated costs. Click the Save Changes button to complete the action.

Visibility Software Proprietary and Confidential 55 Attachments Page The Attachment Page holds external files and documents to a requisition (Word docs, Spreadsheets, pdfs, etc.)

Attachments Page holds any other information necessary to keep with the Attachments are  Requisition File that does not already have a home in Cyber Recruiter. Users saved in CR, so once can click Add to create a new attachment or edit an existing attachment click the they are uploaded, green-circled E at the front of each attachment line. To view the attachment, click Users can delete them on the Description link. The file will be opened in a new internet browser in the from where they were if proper application format (Word, Excel, Adobe Viewer, etc). It is not possible to they would like. modify a document from here; however, the document can be saved as another filename in order to make changes.

Types are important  Add/Edit Requisition Attachment Page allows Users to enter the attachment to consider as every details. Select the Type of attachment by using the drop-down list. Enter the attachment requires Date, Description, and Note. (Note: Description will be the actual hyperlink to one. the attachment.) Click the Browse button to find the Attachment and match it up to the File Type. When editing an Attachment, Users can modify the details but  File Type has not the actually attachment itself. Open the Attachment from the previous validation such that an screen, make the changes necessary, save on the computer and re-attach by unaccepted file type will editing here. Click the Save Changes button when done. not be uploaded.

Visibility Software Proprietary and Confidential 56 Print Req Link The Print Req link prints the current requisition.

The Print Req link displays the requisition information as determined by the Administrator. The report will be viewed in the default report viewer selected in the Home Page > My Preference. The information in this link changes as the information changes with the requisition. Job Boards

The Dice, HotJobs, Monster, & CareerBuilder links are made available in the Requisition File when an organization chooses to integrate with this Job Boards through Cyber Recruiter. When the relationship exists, this link will be turned on. Posting requisitions to Job Boards is NOT an automated process; in fact it is a 2-step process: 1. Requisition File > Dice – to determine the fields necessary for the specific Job Board to post the requisition 2. Main Menu Bar > Requisition > Job Boards > Dice – to post all the necessary requisitions to the Job Board

For more information on posting to Job Boards review the Main Menu Bar > Help > User Manuals > Job Boards Link.

Visibility Software Proprietary and Confidential 57 Adding a New Applicant

Applicants can be added to the system through various avenues to obtain an Applicant pool: - Applicants can add themselves through the corporate website’s online application - Job Boards can re-direct Applicants to the corporate website. - Users can add Applicants they find from Job Boards, newspapers, faxes, etc… through Main Menu Bar > Applicants > Add Applicant > From File, From Clipboard or Advanced Import. - Applicants can be added through Employee Referral System

Online Application – Website

The online application is created and maintained by the organization’s Incomplete  Administrator. Depending on the setup as Applicants apply to positions the Applicants are typically Recruiter/Hiring Manager can be notified by email and the Applicant placed in the ones who have not Recruiter/Hiring Manager’s Inbox for quick access. If there needs to be a change completed the online to the online application or actions that happen as Applicants apply, consult the application process. Administrator.

From Clipboard

From Clipboard allows Users to enter Applicants by cutting/copying and pasting the resume into this textbox provided.

Visibility Software Proprietary and Confidential 58 Before the Applicant is added to the system, this page attempts to parse out the Self Service field if  Contact Information and Skills. Users should verify that the information is set to Wizard will force correct before clicking the Save Change button. There are a few required fields the Applicant to fill out on this page: Application Date; Current Status; First Name and Last Name. an Application upon entering the Self The Application Date field tracks the date Applicants are entered into the Service area of the system and is recommended to capture this information for reporting purposes. website. Normal will The Current Status field typically defaults New Applicant to indicate a new display the regular view Applicant in the system whereas Web Applicant status is usually reserved for where Applicants can Applicants who come through the website). The First Name and Last Name maintain their fields identify each Applicant’s record. information and apply to additional positions. Click the Saves Changes button continue the process.

Visibility Software Proprietary and Confidential 59 Email Address – if  Users can then preview a suggested email. The email could have detailed the Applicant does not instructions on how to fill out an online application if interested in the position or a have one the Send notification that their qualifications look good and would like to bring them in for Email to New an interview for example. Click Skip This Step button if the email is not needed Applicant Page is or click the Send button to send it to Applicants. automatically skipped. From File/Advanced Import These two (2) options produce the same flow of pages. The only difference is that the From File option is for word documents (doc) and text files (txt) and is made available with purchase of the product. The Advanced Import option is made available through an optional service allowing for more complex parsing and/or data conversion. Contact Visibility Software to turn the Advanced Import option on for the organization.

From the Main Menu Bar > Applicants > Add Applicant > From File:

Users click the Browse button to find and enter the resume file on the computer and/or network system and then click the Process button to parse the resume.

Visibility Software Proprietary and Confidential 60 Duplicate Check  Before the Applicant is added to the system, this page attempts to parse out the occurs as soon as Contact Information and Skills. If using the Advanced Import feature, in Users click the Save addition, the system will parse Education, Previous Employment, Security Changes button. It Clearance and Military History. Users should verify that the information is searches for duplicates correct before clicking the Save Change button. There are a few required fields based on the on this page: Application Date; Current Status; First Name and Last Name. Administrator’s setup for the check. The Application Date field tracks the date Applicants are entered into the system and is recommended to capture this information for reporting purposes.  Users should fill in The Current Status field typically defaults New Applicant to indicate a new the Referral Source & Applicant in the system whereas Web Applicant status is usually reserved for Position Desired fields Applicants who come through the website). The First Name and Last Name on this page if fields identify each Applicant’s record. searches/tracking or reporting are necessary. Click the Saves Changes button continue the process

Duplicate Check only alerts the Users when there is a match. The Applicant in GRAY is the one that currently exists in the system and the Applicant in PINK is the one you just added. If the information looks the same like it does this in case, choose the Delete this new Applicant radio button and then click the Submit button. If this Applicant is indeed a new Applicant, select the Keep this new applicant radio button and then click the Submit button.

Visibility Software Proprietary and Confidential 61 Managing Applicants

Cyber Recruiter facilitates the process of managing Applicants. - Applicant System is like a filing cabinet and holds all Applicant Files created in Cyber Recruiter as Users have security permissions to view them. - Inbox is like a clipboard or a physical ‘Inbox’ on the desk that holds current Applicant Files as Users need quick access - Applicant Files each have a left-hand menu that organizes and stores the information in a logical order. Cyber Recruiter Inbox The Cyber Recruiter Inbox is a temporary location for Users to manage Applicants they need to follow up. The difference between the Requisition List and the Cyber Recruiter Inbox is that the Requisition List shows Users all requisitions available depending on security permissions. The Cyber Recruiter Inbox only lists Applicants pertinent to each User.

The Inbox defaults to the User who is currently logged into the system. Use the Inbox is highly  drop-down list under the Inbox title to see another User’s Inbox given the configurable, contact appropriate security permissions. the Administrator if other columns of The Inbox automatically sorts Applicants by the Applicant column. Users can re- information would be sort the list in ascending/descending order based on other columns that have an more helpful. underlined header. Hyperlinks in the Applicant line are shortcuts to that specific piece of Applicant information. To enter the Applicant file overall, click the  Delete Button does Applicant’s full name. not delete the Applicant from the system, rather There are several actions Users can take advantage of in the Inbox such as the jus the Inbox. ability to: Email, Route, Print and Delete Applicant files as needed. Print will pull the resumes of those selected to print as needed.

Email Button Email allows Users to send an email to all the selected Applicant(s). For example, three (3) Applicants are coming in for a group interview. They need to know who they will be seeing, driving directions to the office and any other contact information necessary. Users can create one email for the entire group considered.

Visibility Software Proprietary and Confidential 62 Users select the Applicants by clicking the box at the beginning of each Applicant If Users believe the  line and then click the Email button. A quick way to select the majority of email did not send out, Applicants is to use Select All link and then deselect any Applicant not needed contact Administrator to manually. check the Email Log.

A series of prompts take the User through sending out the email. First, Users Errors/Missing Info  decide whether to use a template or to create an email from scratch. Second, if such as an email a template was selected, Users select the template. Third, Users preview the address will default on email template or create it if from scratch. Users can make modification as this screen above the needed at this step. Lastly, Users can see how the email will look in full to each email preview. Applicant before clicking the Send button. Select any necessary attachments by highlighting them in the box next to the Send button.

Visibility Software Proprietary and Confidential 63 Route Button Route allows Users to route the Applicant(s) as group to other Users who need to evaluate them.

Users select the Applicants by clicking the box at the beginning of each Applicant line and then click the Route button.

Visibility Software Proprietary and Confidential 64 Route Resume Page allows Users to set up the routing details. Be sure to People Icon next to  indicate the Requisition these Applicants are being considered for in the Req the Req field to selects field. More than one User can be selected by holding down the CRTL key and the Hiring Manager and highlighting all names necessary. Add to Inbox(es) checkbox automatically produces a red adds the Applicants being routed to the User(s) selected here. Type additional message indicating who instructions/messages in the Email Text section as needed. Click the Save was selected. Changes button to complete the process.

Communication Options: The Email drop-down list provides the following options: - Send one email with all Applicants listed – sends Users a short email with a list of Applicant names that they can review in Cyber Recruiter. - Do NOT Email – relies on the Users to check the Home Page for routings that require attention. - Send a separate email for each Applicant – utilizes an email template which is setup by the Administrator to give information about each Applicant and works with the checkbox options: o Allow response from email option allows these selected User(s) to make a decision about these Applicant(s) from within the email sent. If this option is not selected, the selected User(s) can log into Cyber Recruiter make their decisions about Applicant(s). o Email response back to me option sends an email notification to the User who sent the routing. If this option is not checked, the User who sent the routing can log into Cyber Recruiter to see where the Applicant(s) are in the recruiting process for this requisition. o Update Req Status option is available only when the routing is being sent to one User. If more than one User is selected, this option is grayed out. When available, it allows the User’s response to update the Applicant’s Status for the requisition. If more than one User is selected, the Recruiter (or the User who routed the Applicants) needs to evaluate all the responses and decide what the Applicant’s Status for the requisition should be. To see all the responses for the Applicant, check the Applicant File > Activity Page > Routings Tab > Response Column.

Visibility Software Proprietary and Confidential 65 Navigating within an Applicant File

Cyber Recruiter makes navigating in requisition files very straightforward. Once Users are within the Applicant File: - Banner contains the Applicant’s Last Name, First Name, Overall Status, and Status Date. - Scrolling Feature < > works with the Inbox and Find Applicant areas. Results returned from either of these searches, allow Users to scroll through the Applicant Files one at a time here. - Left-hand Menu helps Users navigates through the pages of the A File. This section discusses these pages in more detail to a gain a better understand of where requisition information is located.

Some of the pages in the Applicant File are completed by submission of the Online Application Form, other are completed as Users go through the recruiting process, and in some cases it is a little bit of both. The table below is common flow of page to show complete utilization. Depending on the organization’s need, Users may not use all these pages on a daily base.

 Print Application is Online Application Form Recruiting Process the quickest way to see Experience Page Activity Page the Applicant File in Application Page Correspondence Page full (Except for EEO Notes Page (depends) Notes Page Information which is excluded from this view) Demographics Page Demographics Page App Details Page (depends) App Details (as needed) References Page (depends) Attachments (as needed)  Add/Remove from Attachments Page (depends) Add/Remove from My Inbox My Inbox displays the Resume appropriate wording for the action that is available.

Activity Page Activity Page tracks the User’s activity with the Applicant File as security permissions allow. Internal activity is considered:

Visibility Software Proprietary and Confidential 66 - Adding Requisitions – positions the Applicant applied to Activities done thru  - Routing Applicants – sending Applicants to Users (Hiring Managers) for the Activity Page is review of qualifications ‘Internal’ to the - Setting up interviews – gathering the User(s) in-house who will be organization, nothing interviewing the Applicant goes to the Applicant. - Approving Offer Terms – engaging in an offer approval process prior to sending out the offer letter

Assigned Reqs Tab The Assigned Reqs Tab is where Users can see all the assigned requisitions to the Applicant.

Requisition  Assigned Reqs Tab displays all requisitions the Applicant is being considered Applicant Statuses for. The Applicant Requisition Status field indicates where the Applicant is in differs from the the recruiting process per each requisition. To see more information about the Applicant’s Overall requisition, they can click on the Job Title/Code to quickly access the Status. Requisition Requisition File. Assign Date (date the Applicant is being considered for the Status indicates where position) and Status Date (date of the last Applicant status change for the Applicants per that requisition). requisition where the Overall Status indicates Users should also take note of the first number next to the Activity Page on the where the Applicant is left-hand menu bar which correspondences to the Assigned Reqs Tab. This in the overall recruiting number indicates how many requisitions are attached. If the number on the left- process. hand menu bar equals three (3) but Users only sees two (2) on this page, be sure to review the Show non-closed only checkbox. This current setting hides  Delete button closed requisition from the User’s view. removes the requisition from consideration NOT To attach a new requisition to an Applicant File, click the Add button. the system.

Visibility Software Proprietary and Confidential 67 Add Requisition to Applicant Page allows Users to attach a Requisition File to Update overall  the Applicant File by filling in the Req, Assigned Date and Status fields. If status also checkbox Users want to route the Applicant in addition, consider the rest of the page. can be used to update Select the User who needs to review the Applicant’s qualification, hold down the the Overall Applicant CRTL key to select more than one. Add to Inbox(es) checkbox automatically Status if Users need to adds the Applicants being routed to the User(s) selected here. Type additional adjust the overall status instructions/messages in the Routing Note section as needed. Click the Save Changes button to complete the process.

Visibility Software Proprietary and Confidential 68 Other actions that could status can be done per requisition by clicking on the hyperlink in the Status happen on this page are column for each requisition. Using the button, Users can change the status of offered by the buttons to multiple requisitions at the same time. If the requisition was attached to the Change Status and Applicant file in error, use the Delete Button to rectify the situation. Delete Reqs. The ability to change the

Change Status allows Users to change the Applicant(s) status for the requisition.

Status on the Applicant File > Activity Page > Assigned Reqs Tab is a common place to change the Applicant’s per requisition. As Applicants go through the recruiting process, Users will want to update statuses to reflect different stages.

To HIRE an Applicant, three (3) must happen: 1. Change the Applicant Status for the requisition to HIRED – indicates what position the Applicant is hired 2. Change the Applicant Overall Status to HIRED – indicates the Applicant is an Employee 3. Change the Requisition Stats to CLOSED – Pulls the requisition from the website and fills in the closed date

The Change the applicants overall status checkbox only becomes available on this page when the Status field equals a status that is used for both Applicant Status for requisitions and Overall Applicant Status. For example New Applicant, Offer Accepted, No Match, and Hired are typical statuses that are used for both purposes.

Users can also change the Applicant’s status for the selected Requisition(s) as a group by clicking the box at the end of each Requisition line and then clicking the Change Status button.

Visibility Software Proprietary and Confidential 69 Change Applicant Statuses Page allows Users to change the Applicant’s status for a group of requisitions. If a notification to the Recruiter/Hiring Manager needs to be send as well, check the appropriate boxes before clicking the Save Changes button. For example, this Applicant is going to be hired for a position and there are three (3) other positions attached to the Applicant’s file. Users can select all three (3) of the requisitions the Applicant is not going to be hired for and change the status to Filled Another Position.

Routing Tab This Routing Tab is where Users can see all the routing activity for the Applicant.

Routing Tab lists all Users who received a routing to review this Applicant’s Use the scrolling bar  information. When the activity is created a record is inputted here. When the to see more about the activity is completed, a Response Date and Response default in. If it has been routing details & if was awhile and nothing is recorded here to show the activity is completed, click the Emailed and Inbox to Email Reminder link to resend the routing (OR from the Home Page > Open see if was put in that Activities.) If the requisition details need to be reviewed, Users can click on the User’s Inbox. requisition hyperlink under the Req column.

To see more information about that routing activity, click the green-circled E at the beginning of the routing line. To add a routing activity, click the Add button.

Visibility Software Proprietary and Confidential 70 This page allows Users to set up the routing details as needed. Users can select the User(s) who should receive this Applicant’s information manually (Hold the CRTL button down to select more than one User). Or click the people icon at the end of the Req field, after selecting the requisition, to have the listed Hiring Manager for the position to be selected. If the Add to Inbox(es) option is checked, then the selected User(s) in the Route To list will have Applicant file available in their Cyber Recruiter Inbox as needed. Once the routing information is setup as desired, Users click the Save Changes button to complete the process.

Visibility Software Proprietary and Confidential 71 Invites Tab The Invites Tab holds all the interview activity as it relates to the Users for the Applicant.

contain merge fields (Date, Time, and Location). Those fields are located here in Invite Tab is strictly  the Invites Tab. internal activity. Nothing entered here is made Invites Tab is used to set up interviews with the Users in house for an Applicant. available to the If organizations have the Recruiter, for example, set up the Interviews for the Applicant. Hiring Manager, Human Resources, etc… Setting up interviews in here, puts the Corresponding with the interview details on the Home Page > Interview Calendar for all to see and Applicant about an create Actions Items on the Home Page as well. interview is done either over the phone or When the activity is created a record is inputted here. When the activity is through the completed, the To See column and Score Column (only if using scoring with Correspondence Interview Evaluation Questions – See Scoring in Requisition section for more Page. information) will have information included. In the To See column, under each recipient’s name, Users will see: If the organization wants to send an - Accepted/Denied - acknowledgment of the interview with a response. Applicant an email This signifies the User has made a decision about the interview using a template, - Eval Complete – signifies the Interview Evaluation form has been setting up the interview completed (only if the organization chooses to use this form) internally NEEDS to - Canceled – if/when necessary to reschedule/cancel the interview happen first. Most times the template will Use the Email Reminder and Email Eval Form as needed if activities remain outstanding. These links resend the invite request and Interview Evaluation Form (OR from the Home Page > Open Activities.) If the requisition details need to be reviewed, Users can click on the requisition hyperlink under the Req column. To add an invite activity, click the Add button.

Visibility Software Proprietary and Confidential 72 update their email calendars as needed OR send Invites separately with the Sending out Invites,  correct time for each. produces an attachment to the email. Users can Add Applicant Invite Page allows Users to fill out the interview details. Select click on the attachment the User(s) who the Applicant will be interviewing with in the To See drop-down to update their list, (Hold CRTL key down to select more than one). Determine all the logistics Calendars in the email such as Invite Date, Time, Duration, and Location. Be sure to select the system used by the appropriate Requisition as an Applicant could be considered for more than one organization. and any Notes as necessary.

 Attachments only Select the Email checkbox to send an email notification out to the User(s) being consider the Duration invited. Selecting the Request Confirmation checkbox in conjunction with the and Time fields as Email checkbox allows the responses from the User(s) to be emailed back to the entered in the Invite User who set up the interview. details overall NOT individually should each Interview Evaluation Questions will appear at the bottom of the page, if the Interviewer have a organization is using them, if not, they will not be displayed. Users setting up the different time slot. Use Interview DO NOT fill out these questions rather this just gives Users an idea of the Notes section to what kind of information will be asked after the interview. These questions will be indicate each time slot filled out by the Interviewer after the interview is completed. and Interviewers can Users decided when to send the questions to the Interviewer with the invite or later in the process after the interview as needed. To send with the Invite, check the Include Link to the Evaluation Form checkbox.

Click the Save Changes button when this page is completed.

Visibility Software Proprietary and Confidential 73 Cancel Interview pulls  Cancel Interview allows Users to send out an email to all those who need to the Invite off the know. The email here is a template that can be set up by the Administrator. Interview Calendar on Whether the template is set up or not, Users can modify/create as needed. Click the Home Page. It does the Append this email text to the note for this invite if this should update in NOT cancel the the Status/History Page. Use the Also copy these people… drop-down list as interview in Outlook/ necessary. Click the Cancel This Interview button when done. Groupwise or other email calendar.

Visibility Software Proprietary and Confidential 74 Offer Approvals Tab This Offer Approvals Tab is where Users create the offer approval terms and send out offer letters to Applicant.

Offers Tab  Offers Tab is where Users will do ALL offer approval activity. When it comes incorporates the time to get the offer terms approved before sending out the Offer Letter, the User process of sending offer starts here by clicking the Add button. When an activity is started a record is letters via email with inputted. When the activity is completed, the Status will change from Pending electronic signatures for to Approved. If the requisition details need to be reviewed, Users can click on organizations who the requisition hyperlink under the Req column. To add an offer approval choose to do this. activity, click the Add button.

Add Offer Page allows Users to fill out the offer approval details. Users will Offer Approval  select the appropriate approval levels, up to five (5). The Requisition, when the Questions should be terms Expire, as well as the expected Start Date and Starting Salary are filled at this point, if the important to fill in as organizations usually have offer letters that pull these fields. organization is utilizing them. They provide the Approvers more info To automate the process, select the Email First Approver checkbox to send the about the terms. first Approver an email notification. Selecting Email Recruiter/Hiring Manger of the Req checkboxes sends an email notification to keep them in the loop.

Any Offer Approval Questions will default at bottom of the page. Click the Saves Changes button to complete this action.

Visibility Software Proprietary and Confidential 75 Once the offer terms are created, to review/edit the information, click the green-circled E at the beginning of the offer process line.

For the activity to be completed, the Approvers section needs to have the Use the Email  Approval Date and Response listed. Once all the Approvers have responded Reminder as needed if and the Status equals Approved, Users can click on the Add Letter link here to activities remain get the Offer Letter started. outstanding. This link resend the offer Add Letter utilizes the Correspondence Page to create the Offer Letter. Users approval request (OR select the right letter template and then make any necessary modifications. from the Home Page > Upon clicking Save Changes, the letter is saved to the Correspondence Page Open Activities.) and Users return back to this Offers Tab to continue the process.

Visibility Software Proprietary and Confidential 76 Offer Letters &  Once the letter is created, Users can View Letter, Change Letter or Email Emails do not have to Letter. If organizations would like utilize the E-Offer process (meaning that they be handled here. Users want an electronic offer letter with the capability of an electronic signature) can do these steps from continue the offer from here using the Email Letter link. the Correspondence Page. However, the Email Letter utilizes the Correspondence Page to create the email. Users electronic signature select the right email template and then make any necessary modifications. ONLY works if the Upon clicking Send, the letter is saved to the Correspondence Page. process is continue here.

Visibility Software Proprietary and Confidential 77 From email, Applicants can click on the link to sign their name electronically. Clicking I Agree, will default the Signed, Signature, and Sign Date in the Offers details. Experience Page The Experience Page lists all the Skills, Education, Employment History, Military History and Security Clearance information for the Applicant.

Skills Tab The Skills Tab lists all the Cyber Recruiter database skills entered for the Applicant.

Visibility Software Proprietary and Confidential 78 Skills Tab is used to hold information about the Applicant’s skill set. If the online Read Resume for  application has place for Applicants to enter their skill set, this page will contain Skills compares the information on it upon completion of the online application. Users can resume to the Skills in add/modify each skill as needed. For example, let’s say the Applicant provided the database and these skills. After a phone interview, the Recruiter wants to go back and clean places any matches up this page. Delete the skills that the Applicant did not appear to have, Add here. ones they did not list and Edit existing ones to provide more information.

Keeping Skills up-to-date keeps the database clean and makes Applicant searching by skills more effective.

Education Tab The Education Tab lists all educational information entered for the Applicant.

Education Tab is used to hold information about the Applicant’s educational Applicants can  background. If the online application has place for Applicants to enter their maintain their own info education, this page will contain information on it upon completion of the online thru the Self Service application. Users can add/modify each experience as needed. Module. However, there might be For example, let’s say the Applicant provided an experience but they are still in occasions where Users school. During the recruiting process, the Applicant completes his/her education can make the update and earns a degree. Click the green-circled E at the beginning of the line. too.

Visibility Software Proprietary and Confidential 79 If the organization utilizes Main Menu Bar > Applicant > Applicant Searching > Degrees or Majors, here is where the system looks for the information in the search.

Employment History Tab The Employment History lists all previous/current employment experiences entered for the Applicant.

Employment History Tab is used to hold information about the Applicant’s When contacting  employment background. If the online application has place for Applicants to Employers, enter enter their employment history, this page will contain information on it upon information gathered in completion of the online application. Users can add/modify each experience as the Notes sections of needed. each experience as needed. For example, Users want to check the employment. Click the green-circled E at the beginning of the line to look up the Supervisor Name & Number.

Visibility Software Proprietary and Confidential 80 Military History Tab The Military History Tab lists all military experiences entered for the Applicant.

Military History Tab is used to hold information about the Applicant’s military background (if they have one). If the online application has place for Applicants to enter their military history, this page could potentially contain information on it upon completion of the online application. Users can add/modify each experience as needed.

To see more information like Specialty, Serial #, & other Notes click the green-circled E at the beginning of the line.

Visibility Software Proprietary and Confidential 81 Security Clearance Tab The Security Clearance Tab lists all security clearances entered for the Applicant.

Security Clearance Tab is used to hold information about the Applicant’s security clearance information (if they have one). If the online application has place for Applicants to enter their security clearance, this page could potentially contain information on it upon completion of the online application. Users can add/modify each experience as needed.

To see more information about the Investigation, Expiration Date & other Notes click the green-circled E at the beginning of the line.

Visibility Software Proprietary and Confidential 82 Application Page The Application Page contains all the main application information for the Applicant.

Application Page is  Application Page contains basic information through fields and questions asked highly configurable, talk of the Applicant. The Referral Source and Employee Referral are used to to Administrator. capture the information on how this Applicant found the position. Desired Salary does have security around it so some Users may or may not see this information SS Login is filled in and Position Desired is used when the organization collects unsolicited when organizations applications. When Applicants finish the application and sign the Applicant allow Applicants to pick Agreement, the Signed Agreement, Signature, and Sign Date are filled. their own Login ID.

Visibility Software Proprietary and Confidential 83 The SS Password also referred to as the PIN, is automatically generated when When adding  an Applicant File is created in Cyber Recruiter. Click the Reset link to email the Applicants manually, Applicant the password as needed. Users might want to set the Self Service field to The Self Service field has two (2) options. This field defaults to Wizard but when Wizard. This way the the Applicant applies to a position and switches to Normal when the application Applicants have a is completed. This flag indicates whether Applicants see the Self Service Module chance to fill out the in a normal setting (review information and apply to positions) or if they are application is they are prompted to finish the application first. interested in the position Users found Application Questions and answers are listed on this page at the bottom. If them. scoring is tied to the drop-down answer questions, the overall application score is generated. (Note: See the Requisition section on scoring for more information).

Requisition Questions and answers are also listed on this page at the bottom. If scoring is tied to the drop-down answer questions, the overall score per requisition generated. The drop-down list above the score allows Users to review requisition questions and answers as well.

 Remember Application Questions are asked of every Applicant and come from the online application. Where as Requisition Questions are specific to the position and come from the Requisition File > Req Questions Page. Status/History Page The Status/History Page contains the Applicant Overall Status as well as all history created for the Applicant.

Visibility Software Proprietary and Confidential 84 Applicant Number  The Status part of the page can be modified but the History part cannot be automatically generates updated or changed. The Original Application Date equals the date the the unique ID. The code Applicant entered the system and the As of Date updates with the Overall is AppNum. Status (where the Applicant is in the overall recruiting process.)

Standard Tab tracks Users can click Print to obtain a hardcopy or delete a record by clicking on the changes made in CR; red-circled X at the end of each record, given the appropriate security Self Service tracks permissions. Users can see more information by clicking on any hyperlinks changes from the (when available) on this page. Applicant.

The following events/actions create history records in Cyber Recruiter: - Accepting an interview request - Adding a routing (via email or home page) - Deleting a requisition from an - Answer a routing (via email or Applicant home page) - Deleting a routing - Sending correspondence email - Deleting an invite - Adding correspondence letter - Deleting an offer approval - Emailing correspondence letter - Changing the signature on the (creates 2, one for letter, one for email) Application Page - Adding attachment - Changing bonus paid to Yes for - Adding invite record Employee Referred Page - Keying in or importing an - Canceling an Interview Applicant - Emailing an offer approval - Adding note reminder - Adding offer approval - Emailing references to somebody - Attaching new requisition to - Transferring Employee Referral Applicant Manually to an Applicant - Changing overall status - Completion of interview evaluation - Changing requisition status for form Applicant

Correspondence Page The Correspondence Page is where communication with the Applicant is created and tracked.

Visibility Software Proprietary and Confidential 85  Email & Letter Correspondence Page allows Users to create emails and letters to send to the checkboxes filter the Applicant throughout various stages of the recruiting process. (Note: Email and view Letter Templates are set up by the Administrator, if additional ones are needed for ease of workflow, contact the Administrator.) To add a correspondence for to the Applicant, click the Add button. .

 Users do NOT have the option of creating an email from scratch when emailing letters. Those emails need to be templates.

Visibility Software Proprietary and Confidential 86 First Users decide what one from scratch. All three (3) of the options exist here. This page allows Users they are creating an to create Click the Next button to continue. email or letter. If it is an email, then Users select Preview the letter being sent to the Applicant, making changes as necessary. whether to use a After the Save Changes button is clicked, Users have the option to print (from template or to create within the HTML editor) or to Email the letter to the Applicant.

Select the appropriate email template. If a variable in the email template (or letter template for that matter) cannot be determined because there is more than one possibility, a box to clarify will default next. In this example, the Applicant is being considered for two (2) positions, and since the {Position} variable is used in the email template, the system wants clarification as to which on to bring into the email.

Preview the email and Preview Letter as needed. Make sure all Email Address is Users can NOT edit  entered and all the available attachments that need to be included in this email sent email but can see are selected (Hold the CRTL key down to select more than one.) Select the more info about it by Copy Me option if a copy should be sent to the User as well. Once all the clicking the green- important information is captured, click the Send button to complete this action. circled E. Notes Page The Notes Page is a general page for tracking in-depth notes and tasks for Applicants.

Visibility Software Proprietary and Confidential 87 Notes Page holds Users entered notes as they pertain to the Applicant File. Click Print to see all notes in a list. Users can Add new notes as needed and/or Edit existing ones by clicking the green-circled E at the beginning of the note record.

Notes Types are  Add/Edit Applicant Note Page allows Users to supply details about the note. important to consider as Select the appropriate Note Type from the drop-down list and enter the Note every note requires one. Date. The Follow-up Date field indicates whether this note is passive (FYI) or active (task to follow up). Leaving the field blank makes the note passive,  Note Templates - whereas entering a date acts like the due date for the task. The day the task is Right-click in the Notes due, is the day it will show up on the Home Page as an item requiring attention. text box for list of (Note: To learn more about how To Do Items show up on the Home Page as Templates & Left-click tasks and how to manage them, refer to the Main Page section). to populate the text box with a Template. The Note text box is where the note is entered. Add more information to the Note Contact Administrator to as needed by clicking the green-circled E at the beginning of the line. All Users add Templates. defaults in the Email this note to… drop-down list (when adding a note) or in the

Visibility Software Proprietary and Confidential 88 Email to somebody note). Select Users by holding the CRTL key down and highlight the names as else link (when editing a needed.

Visibility Software Proprietary and Confidential 89 Demographics Page The Demographics Page contains Applicant contact and EEO information.

Demographics Page holds sensitive information about the Applicant and usually EEO option - Info  has tight security surrounding it. A copy of the text resume is held here for a Withheld allows for the quick review as needed. Many times Users will need to come back to this page EEO info to be required before hiring an Applicant into another HR System because the SSN, Birth Date, with online application or other information is needed for the transfer. process but allowing the Applicant the right to not answer.

Visibility Software Proprietary and Confidential 90 Miscellaneous (App Details) Page The Miscellaneous Page (User-defined Title) holds specific Applicant information that cannot be captured anywhere else in the system.

Miscellaneous Page is highly configurable to organization’s needs. For example, the Applicant is going to be hired and so the Orientation and Review Dates are captured here. Then those fields can be used in the Offer Letter as needed. Or, before a background check, Users can ask Applicants to supply them with Driver’s License information. These necessary fields can be turned on in the Self Service Module so that the information defaults into the Applicant File here. References Page The Reference Page contains all references types provided by the Applicant.

References Page is used to hold information about the Applicant’s references. If Email references to  the online application has a place for Applicants to enter references, this page somebody usually is could contain information on it upon completion of the online application. Users done after the reference Print the list of references and Add them as needed. is verified.

Visibility Software Proprietary and Confidential 91 Add/Edit Applicant Reference Page allows Users do complete a reference check as needed. If the organization has standard questions to ask the Reference, they will be listed at the bottom of the page and can be used as a guide. Users check the Verified radio button and fill in the Date Contacted and Verified By after the reference check is complete. Attachments Page The Attachments Page is used to attach external files and documents to the Applicant File.

Attachments Page is used to hold additional information with the Applicant File. For example, a test the Applicant took, portfolio examples, any signed documentation, returned background check results, etc… To add an attachment, click the Add button.

Visibility Software Proprietary and Confidential 92 Types are important  Add/Edit Requisition Attachment Page allows Users to enter the attachment to consider as every details. Select the Type of attachment by using the drop-down list. Enter the attachment requires Date, Description, and Note. (Note: Description will be the actual hyperlink to one. the attachment.) Click the Browse button to find the Attachment and match it up to the File Type. When editing an Attachment, Users can modify the details but  File Type has not the actually attachment itself. Open the Attachment from the previous validation such that an screen, make the changes necessary, save on the computer and re-attach by unaccepted file type will editing here. Click the Save Changes button when done. not be uploaded. Resume Page The Resume Page houses the Applicant’s resume and cover letter.

Resume Page allows Users to review the Applicant’s resume and cover letter. Select the Create  The resume in the text box displayed is the current text resume used in the Main History checkbox if Menu Bar > Applicants > Applicant Searching > Resume Text Search. changes to the resumes are made Users want to All files in the Resume History section are resumes previous to the one listed keep the original intact. here and/or the formatted uploaded one. Even when the Applicant is the one who updates his/her resume from the Self Service Center, the original will be stored.  Acceptable file types To see more information, click the View Text or View File hyperlinks as to upload are: doc, .rtf, necessary. html and .pdf files

Visibility Software Proprietary and Confidential 93 The Click here to view the original document link opens the Applicant’s uploaded formatted resume and Cover Letter Tab opens the Applicant’s cover letter (if supplied). To replace the current formatted resume, click the Click here to upload a new document link. This feature allows Users to Browse the computer and/or network drive to find and upload the document as needed. Select the Keep old resume document in history is a record of the original should be kept and type in a Description so that Users know what the file is.

For example, the organization is a staffing firm and needs to have several formatted resumes that emphasis a different skill set ready for new opportunities. The ability to keep all those resumes is here however, the text resume should be something that is inclusive for all so that the Resume Text Search will find all scenarios.

Visibility Software Proprietary and Confidential 94 Print Application Page The Print Application Page pulls the Applicant information into a printable report.

 Print Application does not include EEO Users click the Print Application link to open a new internet browser with the Info Applicant’s information. It displays all possible information collected about an Applicant.

Visibility Software Proprietary and Confidential 95 Reporting

Cyber Recruiter simplifies reporting. In addition to standard Applicant Reports and Requisition Reports, there is a Report Writer where Users can build and maintain their own reports as needed. The Data Dictionary assists Users to locate what tables and fields go together and the ability to Export Data to Excel, allows Users to pick a table and all necessary fields in that table to send out to a spreadsheet. Learn more about reporting features through Help > User Manuals > Reports Catalog. Applicant Reports The Applicant Reports are divided into General and Affirmative Action categories. Applicant Reports are located off of the Main Menu Bar > Reports > Applicant Reports.

General Applicant Reports These standard reports that give universal information about the Applicants.

As Users click on a report, the bottom message gives a summary of information about what the report will include. Make a selection and click the Next button to continue.

Visibility Software Proprietary and Confidential 96 Users set the filters next. Enter the Date Range and decide whether it should be Use Appendix A –  set to the Original Application Date (when the Applicant first entered the Creating Advanced system) or to the Last Assigned Date (the last requisition the Applicant applied Criteria for helpful to). Referral Source(s) and Position(s) Desired should only be used as filters if tips/rules when creating the organization decides to track this information. If not, then just ignore these custom criterion here. filters.

(General Applicant Reports Sample)

Visibility Software Proprietary and Confidential 97 Affirmative Action Applicant Reports These standard reports that give detailed information about the Applicants for Affirmative Action.

Visibility Software Proprietary and Confidential 98 Enter the Date Range and decide on an Applicant option:  ‘Who’s an Applicant?’ deserves - All applicants with an Application Date within a given range works some consideration as it well with organizations who everything off of the Application Date. is important to be - All applicants with an Application Date & at least one requisition consistent with AAP attached works well for organizations collect unsolicited report. resumes/applications but do not want to count them toward their reporting unless considered for the requisition.  Blank DOES NOT - All applicant with at least one requisition attached & an Assign Date mean all. Most places works well for organizations who want to track Applicants who are in the system, if nothing considered for requisitions only but also allows for Applicants who might is selected, the have applied 6 months ago but recently applied to another position assumption is to choose - All applicants with an Application Date & one of the following all. This is an status(es) works well for organizations who want to track off of statuses exception; Users need and they would not have to include Applicants who are ‘Incomplete’ or to select all statuses ‘Withdrawn’. needed. Click the Preview button to achieve the report.

(Affirmative Action Applicant Reports Sample)

Visibility Software Proprietary and Confidential 99 Requisition Reports Requisition Reports are located off of the Main Menu Bar > Reports > Requisition Reports. These standard reports that give general information about the requisitions.

As Users click on a report, the bottom message gives a summary of information about what the report will include. Make a selection and click the Next button to continue.

Visibility Software Proprietary and Confidential 100 Use Appendix A –  Users set the filters next. Enter the Open Date Range and decide how to Sort Creating Advanced by the report. Remember the more filters put on the report the more restricted Criteria for helpful the view becomes. If filters are not producing any results, click the Back button tips/rules when creating and change the filters as needed. custom criterion here.

(Requisition Reports Sample)

Visibility Software Proprietary and Confidential 101 Data Dictionary Data Dictionary is located off of the Main Menu Bar > Reports > Data Dictionary. This feature lists all the fields in all the Cyber Recruiter tables.

 Data Dictionary is a All fields available are listed for each table: helpful tool to use with the Report Writer and - The Column Name is the field in the table. Advanced Criteria - The Data Type indicates what kind of information the field can hold. options. - The Length indicates how many characters can be held in that field.

Visibility Software Proprietary and Confidential 102 Export Data to Excel Export Data to Excel is located off of the Main Menu Bar > Reports > Export Data to Excel. A wizard assists Users in sending data to an Excel spreadsheet.

Users select the desired Table first and then all the fields they want to see in the Use the Data  spreadsheet. Select the desired Fields (Hold CTRL key down to select more Dictionary as needed. than one) and click the Next button to continue.

Visibility Software Proprietary and Confidential 103 Specify any advanced criteria here or leave the text box blank, click the Finish button to see the spreadsheet.

Once in a spreadsheet format, Users can manipulate the data for reporting purposes. (Note: Users can expect to see codes here NOT descriptions. Example: Recruiter ‘Kristen Earp’ is the description whereas the code is ‘KEARP’.)

Visibility Software Proprietary and Confidential 104 Report Writer Report Writer is located off of the Main Menu Bar > Reports > Report Writer. Users can create and maintain reports that cannot be found in the standard reports.

This tool walks Users through creating (use the tabs across the top in order) and maintaining (verify the tables/fields are correct for the kind of report needed). Utilize the Help on the Right-hand menu bar for more assistance.

Visibility Software Proprietary and Confidential 105 Recruiting Process Sample

The following is a step-by-step example of a typical recruiting process from start to finish:

1. Hiring Manager creates a new requisition by: From scratch, Copying an existing requisition or From a Template. Furthermore, requisitions with the status of Open are generally posted directly to the corporate website, thus requisitions usually start with the status Pending or Need Approval.

2. The first Approver in the process approves the requisition and then the next Approver is emailed for his/her approval. After each approval, both the Hiring Manager/Recruiter for the requisition receive emails, updating them on the approval process. If any Approver ever disapproves of a requisition, the approval process ends there and the Hiring Manager/Recruiter for that requisition receive a final email.

3. Approved requisitions can be posted to the corporate website, internal website or both. If the process is automated, upon completion of the approval process the requisition will post. If the process is not automated, Users will need to manually post the requisition using both the Posted and Status fields on the Main Page. Additionally, Users can upload the requisition to job boards as needed.

4. Recruiters search for qualified Applicants within the Cyber Recruiter database by using the resume text search, database search, and/or cyber search as well as through other means like job boards, staffing agencies, referrals, etc… they can add them to the system from a file or a clipboard.

5. Applicants can also apply to the open positions on the corporate website. Applicants are automatically added to the Cyber Recruiter database, attached to the requisition(s) they are interested in and, if set up they will be automatically added to the Cyber Recruiter Inbox of the Recruiter/Hiring Manager of position.

6. Recruiters acknowledge resumes that are continually added to their Inboxes, immediately filtering out ‘No Matches’ candidates. Recruiters route possible candidate to various Hiring Managers.

7. Hiring Managers receive emails for each routing. Emails include the Applicant’s resume as well as a list of Applicant statuses the Hiring Manager can choose (No Match, Call for Interview, etc.) Once a Hiring Manager responds to a routing by clicking a status, the Applicant’s record is updated with the Hiring Manager’s response. Recruiters can be notified by email of the Hiring Manager’s response.

8. If an Applicant is selected for an interview, Recruiters send the interview details to the Interviewer through Invite records. The Interviewer receives an email with a vCalendar attachment to automatically add the appointment to their Outlook calendar.

9. Throughout the routing and interview process, Recruiters are maintaining each Applicant file. This includes changing the status of each Applicant regarding each requisition being considered, entering and emailing notes about the Applicant, verifying references, education, etc. Detailed history records are kept for each pertinent action that is taken on an Applicant.

10. Throughout the recruiting process, the Recruiters can easily keep in contact with the Applicants via predefined email templates on the Applicant’s Correspondence page. This can be used to send acknowledgement emails, thank you emails, interview confirmations, “no thank you” notices, etc. Once a candidate is interviewed, each interviewer can enter their notes with their impressions of the candidate.

11. Users engage in the offer approval process for offer terms if necessary and email the approvers in turn. Approvers can approve/disapprove the offer terms directly from the email. Once approved, the next Approver is immediately emailed until the process is completed. The Recruiter of the requisition will be notified at each step of the approval process.

12. Once the offer terms are accepted, the Recruiter can create and send the Offer Letter to the Applicant. Pending the Applicant’s response, change the Overall Applicant status to Hired, close the requisition by changing the status to Closed, wrap up anything outstanding with the remaining Applicants, and whatever else needs to happen to tie up and close the recruiting process for this opportunity/Applicant.

Visibility Software Proprietary and Confidential 106 Appendix

Quick Find Main Menu Bar/Home Page Main Menu Bar/Requisition Main Menu Bar/Requisition/Find Requisition Main Menu Bar/Requisition/Last Requisition Main Menu Bar/Requisition/Create Requisition Main Menu Bar/Applicants Main Menu Bar/Applicants/Find Applicant Main Menu Bar/Applicants/Last Applicant Main Menu Bar/Applicants/Add Applicant Main Menu Bar/Applicants/Search Applicants Main Menu Bar/Reports Main Menu Bar/Reports/Applicant Reports Main Menu Bar/Reports/Applicant Reports/General Main Menu Bar/Reports/Applicant Reports/Affirmative Action Main Menu Bar/Reports/Requisition Reports Main Menu Bar/Reports/Data Dictionary Main Menu Bar/Reports/Report Writer Main Menu Bar/Reports/Export Data to Excel Main Menu Bar/Help Main Menu Bar/Help/Feedback Main Menu Bar/Help/User Manuals Main Menu Bar/Help/Tech Support Main Menu Bar/Help/About Main Menu Bar/Admin

Within a Requisition: Requisition/Main Page Requisition/Job Desc/KSA Page Requisition/Req Questions Page Requisition/Assigned Apps Page Requisition/Approvals Page Requisition/History Page Requisition/Notes Page Requisition/Requirements Page Requisition/Costs Page Requisition/Attachments Page Requisition/Print Req Option

Within an Applicant File: Applicant/Activity Page Applicant/Experience Page Applicant/Application Page Applicant/Status/History Page Applicant/Correspondence Page Applicant/Notes Page Applicant/Demographics Page Applicant/Misc Info Page Applicant/Reference Page Applicant/Attachments Page Applicant/Resume Page Applicant/Add/Remove to Inbox Option

Visibility Software Proprietary and Confidential 107 Appendix A – Creating Advanced Criteria When creating advanced criteria while performing a search in Cyber Recruiter, use the following rules as a guide…

1. NEVER use double quotes (ex. ") in the criteria, always single quotes (ex. ') when necessary. In T-SQL, text values and date values go in single quotes.

2. Cyber Recruiter uses standard Microsoft T-SQL language. If the User is already familiar with this language, the User can probably proceed without help.

3. The syntax of any advanced criteria must be of the following format...

For example...

To refine a search to Applicants who live in Virginia, type... homestate='VA'

To refine a search to Applicants who applied in March, 2003, type... applicationdate>='3/1/2003' and applicationdate<='3/31/2003'

To refine a search to Applicants with a desired salary less than $30,000, type... desiredsalary<30000

4. If using the OR keyword in the advanced criteria, enclosed the entire criteria in parentheses. For example, to refine a search to Applicants who live in Virginia, Maryland, or Washington, DC, type...

(homestate='VA' or homestate='MD' or homestate='DC')

5. Alternately, the User can use the IN keyword (instead of an equal sign) without enclosing the entire criteria in parentheses...

homestate in ('VA','MD','DC')