A Job Posting created in dotStaff™ provides the job requirements to suppliers in a standardized and detailed format. A new job posting can either be created using our parsing technology, from a template or from an existing Job Posting, giving the flexibility to rapidly quantify requirements and submit them to the supply base.

To create a new Job Posting, hiring managers can utilize our embedded parsing technology to automate the Job Posting creation process. Users may upload a job description, project definition or SOW and our leading edge technology will automatically build a job posting that will include a job description and title, but also the required qualifications. Our technology does not simply extract key words or phrases, but looks for context to provide a detailed and comprehensive list of the categories, skill descriptions and level of expertise that is required.

Job Posting templates are created during the implementation process and reflect job titles, descriptions and qualifications. These templates streamline the number of job titles, and ensure uniform descriptions for the positions hired.

Users may also create a Job Posting from an existing Posting. Simply review the details of the opportunity, change the start and end dates, and the Posting is ready to be submitted for approval.

Job Postings include a comprehensive description of the opportunity, in order to provide hiring managers, suppliers and recruiters with all the information necessary to find the best candidate for the position. The information on a Job Posting includes detailed information regarding:

Job Details - such as job title, description, assignment start and end dates, and location.

Qualifications - specify information on the types of skills and experience required for the job. dotStaff™ requisitions ask for skill levels, not just skills; and depth of experience, not just types of experience. This amount of detail streamlines the selection process for suppliers to submit candidates that are more likely to fit the exact profile requested and ensures that only qualified candidates are submitted to fill positions.

Approval Processes - which can be configured by business area and labor type to allow for flexible, yet enforced approval prior to the job posting being distributed to suppliers.

Approved Suppliers - who will automatically receive the Job Posting.

dotStaff™ simplifies the job posting creation process. In addition to our parsing technology, we also utilize dropdown lists and pre-filled data fields based on the manager’s profile. This allows users to rapidly create a Job Posting with comprehensive details about the position, skills and qualifications required.

Candidate information is entered into the dotStaff™ VMS application using the same parsing technology used to create Job Postings.  Resumes are parsed to create a candidate profile which includes career objectives, skills and qualifications, employment history, education, certifications and references. Once Postings have been submitted to the supply base, suppliers will receive an email notification regarding the position.  When they open the Posting to review the requirements, they are automatically presented with a list of the most qualified candidates in the database.   To submit a candidate, the recruiter only needs to select the candidate name, input a bill rate and submit the candidate. 

Once a candidate is submitted, the program office may review each candidate and create a short list of the best candidates for the hiring manager to review.  Hiring managers may compare candidates against the job posting requirements and against each other, and then interview the candidate.

dotStaff™ provides comprehensive web-based time and expense sheet functions that include approval workflows, daily entry of time worked, time and expense entry against one or more cost centers/projects, and integration with third party time/attendance applications.

dotStaff’s powerful workflow engine allows approvals to be modeled according to existing or desired business processes and can include multiple levels of serial and parallel approvals. Approvers are notified by email of any time sheets that need approval and this information can also be tracked directly within the application.

When time or expense data is entered in the dotStaff™ Vendor Management Application, accounting information such as cost centers and project codes are associated to each worker’s time and expense sheets. As a result, there is certainty that contractor charges are accounted for accurately.
Contractors can charge time and expenses against multiple projects as required, which can allocatethe time and expenses against different projects, capital vs. expense allocations, as well as billable and non-billable charge codes.

The dotStaff™ Vendor Management System provides invoicing (both individual and consolidated) for clients which may be accessed directly from the application or the data may be downloaded to a back office system for AP processing.  Invoices are created within the system, eliminating dual entry of time and expense data.  The invoices include only approved charges (time/expense sheet) for contractors and suppliers and will be submitted for approval according to the specified workflow.  Because only approved time/expense sheets may be included in an invoice, and they include the time and date stamp for any approvals, the invoice approval process is greatly simplified and errors associated with a manual reconciliation process is dramatically reduced or eliminated.  In addition, users may view each invoice within the application and drill down on each line item to view greater detail all the way to the specific hours worked on a particular day.

Contingent workforce programs extend across the enterprise, including Procurement, HR, IT, Manufacturing, and Finance, and dotStaff™ has a tremendous wealth of information available to these users.  When it comes to collecting and analyzing data, dotStaff™ goes beyond the traditional concept of reporting – we provide users with “actionable information.”  This information is available throughout the application, and not just in the form of reports. 

Active Dashboards - When users log into the system, they are presented with a series of charts that display key metrics for the program.  Users see a snapshot of the data relevant to them, and by selecting an element of a chart, can drill down to see the underlying data.  For example, if looking at a time sheet approval status chart, users can drill down to view the actual time sheets whose approvals are past due and take the appropriate action.

Data Grids - Throughout the VMS application, data is presented in tables and grids, which may be sorted, queried and re-ordered, without the need to expert to a spreadsheet for additional analysis.  Users can export this information to external applications for analysis as well.

Custom Views - Custom views may be created by users to display specific information they need to manage their responsibilities.  Once created, these views are saved within the application and available with a single mouse click.  As with the data grids, this information may also be exported with a single mouse click.

Reports – Of course, the dotStaff™ VMS also includes comprehensive standard and ad hoc reporting which allows users to view and analyze program data.  dotStaff™ tracks information across the program, including information on Job Postings, approvals, candidates, contractors, time sheets, and invoices.  For supplier performance, we track information regarding response time, fulfillment ratios, bill rates, and supplier classification (diversity, small business, hub zone, in-state or other spending initiatives.)    Standard reports available within the application include:

Spend Report	Retention/Attrition Rate
Timesheet Status	Diversity Spend
Candidate Comparison	Submission Comparison
Candidate Quality	Project Management Report
Supplier Performance	Rate Analysis
Rate Analysis	Invoice Status
Turnover/Retention Performance	Headcount Report
Resume Submittal Response Time

 

Reports may be exported to Excel, Word or PDF files for off-line use. Should a customized report be required, dotStaff™ can create a report definition that matches the unique requirements.