Working with BrassRing

 

  New terms to know
Req process overview

Of course with any new system, process, or operation, things have to change. We are moving from the current system, parts of which have been in use since 1991. The online application portion is the newest but even that has been around for over four years. The chart below is intended to help you learn some of the terms we will use in the new system. To help you learn them, this chart will also include, whenever possible, how that new term translates to the old system.

New term
What it means
 What it used to be called
1 Department HR Staff
The users of the BrassRing Enterprise system who have department hiring authority access.
PA, ML

2

 Recruiter

DAS-HRE Employment staff

 HRE Employment Specialist
3 Requisition, req
Initial request completed by the Department HR staff to fill a position.
 Multiple List Request, MLR, Vacancy
4 Requisition ID, req ID
System assigned number for the req.
Certificate number, cert number, vacancy number
5 Requisition folder, req folder
System folder which contains all names referred for a specific vacancy.
Certificate, cert
6 Candidate BrassRing name for an applicant Applicant
7 Working folder System folder which contains all names of applicants who have applied for a specific req or open class.
Prospect list
8 HR status, HR action

Codes used to give information about an applicant. The following chart shows some of these codes.

  • 0-filed
  • Applicant Review
  • Qualified
  • Not Qualified
  • Notice to Appear
  • Excluded
  • Expired
  • Failed Test
  • Recall Letter Sent
  • Recall Bypass
  • Screening
  • Not Interested
  • Considered, Not Hired
  • Considered, Not Interviewed
  • Interviewed
  • Hired
  • Offer Extended
  • Offer Accepted
  • Offer Rescinded
Status code
9 Req status

Shows the current stage of the req. Req statuses are:

  • Pending
  • Approved
  • Open
  • Closed
  • On Hold
  • Cancelled
  • Deleted
MLR Status
10

Letter templates
email templates

 Set of emails and letters which can be used to correspond with applicants. Notices, general correspondence from departments
11 Talent Gateway, TG Set of web pages used to enter applicant information into BrassRing. There are three Talent Gateways:
  • External Gateway for all applicants
  • Internal Gateway for current state employees who are within the State internet network
  • HRE Gateway which HRE staff will use to enter applicant data for paper applications received in the office
 Job postings online
12 Pay Policy System term for the pay plan from which a job class is paid. Pay Plan
13 Requisition team, req team List of all hiring department HR staff who will have access to a particular req. An Enterprise User cannot view a req unless he or she is listed as either the PA who created the req, the Employment Specialist assigned to the req, or a member of the req team.
14 Image of Expanded view link Link on many of the BrassRing forms found under a text box. Clicking on this link enlarges the text box so that the viewer can see the entire contents of the box.
15 Image of Selection details link Link on many of the BrassRing forms found under a selection field in which you can select more than one option. Clicking on this link displays a list of all available values for the field. To select one or more items, click on the check box to the left of the option. Click Save at the bottom of the pop up window when finished.  
16 * A red asterisk in front on any field on a form means that field is required in order for that form to be processed.

 

The hire process will begin in BrassRing when the hiring department enters a requisition (known as a Multiple List Request, or MLR, in the previous system.) The following chart shows in a simplified way the basic flow for the processing of a requisition, showing what is done, who does it, and when it is done. It is meant just to be a broad overview.

Who
What
When
1 Department HR Staff
Complete the online req form
 Any time the department is ready fill a position

2

 HRE Employment Specialist (Recruiter)

1. Review the information on the req and make any needed edits.
2. Open the req to create a req folder into which qualified applicants will be placed.
3. Check for recall or outplacement applicants. If there are recall or outplacement applicants, copy their record into the req folder and notify the department HR staff.

 After being notified by the system that a req has been completed and approved
3 Department HR Staff
If there are recall or outplacement names, process those names in the same manner as always. If no recall hire is made, contact Recruiter to continue with the req.
 When recall apps have been placed into the req folder and the Recruiter has notified the department.
4 HRE Employment Specialist (Recruiter)

1. Post the job to the Talent Gateways as requested in the req (internal-promo or external-non promotional.)
2. Create a working folder into which all applicants for that req will be placed.
3. Create the overnight search to locate applicants who apply for the req.
4. Identify if the position is underutilized.

 If there are no recall names, or after any recall names have been processed by the department and no hire was made.
5 Applicants Apply for the position.
As soon as the job is posted to the Talent Gateways.
6 BrassRing System
Each night, the system will run the overnight search created for the req by the Recruiter. Any applicants found who have applied for that req will be placed in the working folder for that req.
 Nightly
7 HRE Employment Specialist (Recruiter) As applicants are placed into the working folders, the Recruiter can run additional searches or otherwise make qualification decisions on the applicants. As they are qualified, applicants will be copied into the req folders by the Recruiters. Daily
8 Department HR Staff As applicants are placed into the req folders, Department HR staff can begin to review applicant information. However, no hire decisions can be made until the req is no longer posted, all applicants have been qualified, and the "official" list has been created. Daily
9 BrassRing System Each night, the system will automatically remove any postings from the Talent Gateways on the dates they were scheduled to be removed. Nightly
10 HRE Employment Specialist (Recruiter) After a req posting has been removed from the Talent Gateways, the Recruiter will complete the qualifying of all applicants who applied for the req. When all applicants have been processed and copied from the working folder into the req folder, the Department HR staff will be notified that the req folder is complete and the department may proceed with their interview/hire process. Daily