employer records structure high-level concept

Release date March 9, 2015

Transitioning to WaterlooWorks

structural concepts: EMPLOYER RECORDS Revision 0

WaterlooWorks can be divided into the following high-level concepts, which when combined, work together as a functioning whole:

• Dashboard • Service teams • Employer record structure • Student record structure • Interactions

This document explains the concept of Employer Records Structure.

Page | 2 Co-operative Education & Career Action

Table of Contents document conventions ................................................................................................................................. 3

overview: a snapshot .................................................................................................................................... 4

organization .................................................................................................................................................. 5

division .......................................................................................................................................................... 6

employer contact .......................................................................................................................................... 7

job posting .................................................................................................................................................... 8

work term record .......................................................................................................................................... 9

employer records structure graphical representation ............................................................................... 10

dashboard locations of relevant search fields ............................................................................................ 11

overview screen – employer organizational level ...................................................................................... 12

employer organizational level - navigational tabs ...................................................................................... 13

overview screen – employer level .............................................................................................................. 19

posting detail screen – job posting level .................................................................................................... 25

Transitioning to Waterloo Works High-Level Concepts: Employer Records Structure


document conventions

This symbol indicates a Note, where additional information is provided to clarify an explanation, or provide a tip.

The caution symbol Is used to warn of situations where sensitive information may be visible to all, or to prevent errors that may incur negative fallout.

The attention symbol indicates a piece of information, or a step in a procedure, that cannot be neglected. Neglecting the information beside an attention symbol results in rework.

Cross references

Links to related information are provided as shown, in italicized burgundy text.



overview: a snapshot

The Employer Record Structure in WaterlooWorks is arranged in five hierarchical levels:

• organization • division • employer contact • job posting • work term record



organization

The organizational level is the top level of the employer record, and reports the organization name, status, type, website address, number of employees, creation date and creator name, updates on the record (with name of updater and date of updates), service team, groupings and usage statistics on the initial ORGANIZATION

INFORMATION tab.

Links are provided to the following:

• INTERACTIONS • SERVICE TEAM • TAGS • ALL DIVISIONS • ALL CONTACTS • ALL JOBS POSTED • ALL WORK TERMS

WaterlooWorks allows record searching at the organizational level from the dashboard via organization name.



division The divisional record is the second level of the employer record, and reports the

division name, status, type, website address, creation date and creator name, updates on the record (with name of updater and date of updates), service team, groupings and usage statistics on the DIVISION INFORMATION tag. Multiple divisions may exist, any of which may report multiple contacts.


• INTERACTIONS • SERVICE TEAM • TAGS • ALL CONTACTS • ALL JOBS POSTED • ALL WORK TERMS

WaterlooWorks allows record searching at the divisional level from the dashboard.



employer contact When you search on the name of the employer contact, the resulting screen reports

status, company name and address, employer contact name, title and email address, the record creation date and creator name, last employer contact login date, service team, groupings, tag cloud, and an interactions breakdown in chart

format, highlighting recent interactions.


• INTERACTIONS • SERVICE TEAM • TAGS • JOBS POSTED • APPLICATIONS • INTERVIEWS • WORK TERMS • EVENTS • EMAILS • AGREEMENTS

WaterlooWorks allows record searching at the employer contact level from the dashboard.



job posting When you search on a job posting, the resulting screen of access reports term posted, date of job creation, any updates to the posting (when and by whom), the live posting date, the organization/division, the name of employer contact, job type, application deadline, job expiry date and the application method (e.g. Waterloo Works). Job Posting information also includes job title, number of openings, job category, job location and description, compensation, targeted degrees and disciplines, documentation required to apply, employer contact name/company name and contact information. The Service Team is listed, as are other job specifics relevant to staff, presented in chart format.


• EMPLOYMENT DETAILS • MAPSERVICE TEAM • TAGS • INTERACTIONS • APPLICATIONS • INTERVIEWS • RANKINGS • WORK TERM RECORDS • STATISTICS • HISTORY • AUDIT • EDIT POSTING

WaterlooWorks allows record searching at the job posting level from the dashboard.



work term record When you enter a work term record (more than one way to navigate to a work term record exists), the resulting screen of access provides the student name, co-op term type and program, AM and WTS assigned, total number of weeks, date of creation and by whom, status and dated updates if any available, job posting name and number, and name of employer and company. Information, divided by type, is presented under the following headings: ECheckin, Employment Information, Hiring Contact Information, Supervisor Information, Student Contact Information and Residence Information.

Links—from either an organization or division profile—are provided to the following:

• WORK TERM DETAILS • EMPLOYMENT DETAILS • MAP • INTERACTIONS • SERVICE TEAMS • TAGS • WORK TERM AUDIT

WaterlooWorks allows record searching at the work term record level either via the employer or the student record. From an employer record, starting from the dashboard: Company name>ALL JOBS POSTED>click into desired job from the search results list>WORK TERM RECORD>then click the work term record (or the employer can go directly to the WORK TERM tab without going to the job posting) From a student record, starting from the dashboard: Student name>CO-OP>VIEW RECORD>click the blue VIEW button>click the company name in the co-op sequence table on the right side of the screen



employer records structure graphical representation



dashboard locations of relevant search fields

WaterlooWorks Dashboard Overview Screen

Employer Contact Name Search Field

Employer Organization/Division Search Field

Employer Job Posting Search Field



overview screen – employer organizational level

When you enter the employer organizational name into the Employer Organization/Division search field on your dashboard, this is where you land.

Navigational Tabs



employer organizational level - navigational tabs INTERACTIONS tab

The INTERACTIONS tab presents a screen of notes, messages and tasks in most recent to oldest format.

Throughout WaterlooWorks, columns with blue headers (like the ones shown above) are searchable. If a column header appears in black text, you cannot sort results using that column’s criteria.



SERVICE TEAM tab

The SERVICE TEAMS tab allows for editing of the assigned Service Team and groupings.



ALL DIVISIONS tab

The ALL DIVISIONS tab displays all divisions within the organization, providing status, division location, model and number of contacts for each, as well as a full descriptor of each division’s service team. Click on the divisional name links to go to that division.



ALL CONTACTS tab

The ALL CONTACTS tab displays all the divisions of an organization, with all associated employer contacts listed; complete with their titles and contact information. The assigned Service Team members and the employer groupings are also shown. On this screen, both the division names and contact names are links. Click on a division name to go to that division record, or a contact name to go to that contact record.



ALL JOBS POSTED tab

The ALL JOBS posted tab displays a list of all jobs posted by the organization, in most-to-least recent order. The posting and approval dates, the job status, number of views, number of applications and placements also display. As seen in the previous two described screens, links are blue, and on this screen, lead to job postings and contacts.



ALL WORK TERMS tab

The ALL WORK TERMS tab shows all work term records that have been created for the organization, who created them, and for which work term and student. The module, division of the employer organization, and the associated employer division contact also display. Click VIEW to go to the work term record, or the student’s name to go to the student’s co-op record.



overview screen – employer level

Navigational Tabs

When you enter the employer contact name into the User search field on your dashboard, you land on this screen.



INTERACTIONS tab Please refer to the previous segment of the same name, on page 13.

SERVICE TEAM tab Please refer to the previous segment of the same name, on page 14.

JOBS POSTED tab Please refer to the previous segment of the same name, on page 18.



APPLICATIONS tab

The APPLICATIONS tab displays a complete listing of all jobs (by job ID number and title) ever posted by the contact. The deadlines for applications display, as do the number of applications received for each job. Whether or not interviews are scheduled appears in the column on the far right (accessible via the scroll bar). Dropdown selectors and search fields allow for filtering of onscreen results.



INTERVIEWS tab

The INTERVIEWS tab displays all pending interview requests and interview schedules, defined by module, job ID number, title, division, status, type, location, method and interview date per defined work term. Drop down selectors and blue column headers allow for data filtering.



WORK TERMS tab

The WORK TERMS tab displays all work term records created in WW to date, defined by module, job ID number and title, division of hire, associated student name and term, and the creator of each. Dropdown selectors and search fields allow for filtering of onscreen results.



EMAILS tab

The EMAILS tab displays a sortable list of all email messages sent since the employer signed up in WaterlooWorks. Dropdown selectors and search fields allow for filtering of onscreen results.



posting detail screen – job posting level

When you enter the job name or ID number into the Posting search field on your dashboard, you land on this screen.

Navigational Tabs



EMPLOYMENT DETAILS tab

This tab, which becomes part of the student’s work term record, can be used to convey important information to students before arriving on the job; for example, any specific actions that the student should take before or shortly after arriving at the workplace.



MAP tab

The MAP tab transfers the user to a map of the job location as shown above.



SERVICE TEAM tab

The SERVICE TEAM tab allows editing of the Service Team, either by selecting one of the suggested service teams on the right (based on searching the Service Team Distribution Table using known criteria), or by directly selecting the person for a given role using the dropdown lists at the top.



TAGS tab

The TAGS tab allows additional information to be applied to jobs, students or employers to flag or categorize them so that staff can easily search and identify items that meet certain conditions; for example, flag an employer as new.



INTERACTIONS tab

Please refer to the previous segment of the same name, on page 13.

APPLICATIONS tab Please refer to the previous segment of the same name, on page 22.

INTERVIEWS tab Please refer to the previous segment of the same name, on page 23.



RANKINGS tab

The RANKINGS tab displays ranking information submitted by the employer.



WORK TERM RECORDS tab

The WORK TERM RECORDS tab lists all student work term records created in WaterlooWorks to date.



STATISTICS tab

The STATISTICS tab transfers the user to a screen that displays which students have viewed job postings, and the number of times each student has viewed them.



HISTORY tab

The HISTORY tab provides links to cloned jobs; both the original jobs from which the current job was created (if it was cloned), as well as any new job(s) created using this job.



AUDIT tab

The AUDIT tab highlights changes made to job postings and displays how they have progressed through the posting process.



EDIT POSTING tab

The EDIT POSTING tab transfers the user to a screen containing all details of the job posting. From this screen, the job can be edited or deleted. This screen is a critical one when approving a job.

employer records structure high-level concept

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