Using the Agenda and History Functions

This chapter provides an overview on using the agenda functions in Staffing Front Office and discusses how to:

Work with your agenda.
Research history.

Understanding the Agenda

Use the agenda to organize future tasks. In the course of a day, you are likely to access many different applicant, employee, customer, order, and assignment records. In doing so, you might have to contact several individuals. The agenda helps track what you need to do in the immediate and near future and helps you manage time, contacts, and future work.

Working With the Agenda Function

The agenda is your personal to-do list. Agenda items can be added to your list a number of ways:

You can manually place items on your agenda from many pages in the application by using the Add Agenda link.
The system can automatically place items such as the confirmation call, arrival call, and follow-up call on the agenda when a candidate accepts an offer.

Working with Your Agenda

This section discusses how to:

Use the agenda features.
Enter agenda details.
Review agenda details.

Pages Used to Work with Your Agenda

Page Name	Object Name	Navigation	Usage
Agenda	FO_AGENDA	Staffing, Agenda and History, View/Update My Agenda Staffing, Agenda and History, Add/Update Manager Agenda	Keep track of action items that you want to schedule for completion on a particular day.
Agenda Detail	FO_AGENDA_DETAIL	Staffing, Agenda and History, View/Update My Agenda, Agenda Detail Staffing, Agenda and History, Add/Update Manager Agenda, Agenda Detail	View additional information about an item or update information for an existing item
Review Agenda	FO_AGENDA_INQUIRY	Click the Agenda Date Range Search link on the Agenda page. Staffing, Agenda and History, Review Agenda	Recall and search for agenda items by event type, setID, order, date range, and so on.

Using the Agenda Features

Access the Agenda page.

Completed

After you complete the action associated with an agenda item, select the associated check box to mark the item as completed, after which it becomes unavailable for entry and updates. .

Start Time and End Time

Enter the beginning and ending times for the agenda item.

Description

The agenda event type.

Detail

Click the icon in the Detail column to view more information for the agenda item. On the Agenda Detail page, you can review (or change) all information about the agenda item. You can also copy or transfer an agenda item to another user by entering Copy or Reassign in the Change User field, and saving the page. The reassign function transfers the item to the appropriate user's list and removes it from the current user's list upon saving. If you are using the copy function, the system adds the item to the appropriate user's list and does not remove it from the current user's list.

To reschedule an item, change the Date, Start Time or End Time fields on the Agenda Detail page. When you reschedule an item, the system automatically reschedules it to the new date and removes it from the list for the date on which it was originally scheduled.

Customer Name

Name of the customer for whom the item is scheduled (if applicable).

Resource Name

The name of the applicant, employee, or non-employee for whom the item is scheduled (if applicable).

Priority

You can change this value on the Agenda Detail page.

Click the Add button to add a new item. Enter the Start Time and End Time,and then click the Detail button. On the Agenda Detail page, enter all information that is relevant to the agenda item, including the event type and contact method.

Note. Both times default as AM so you may need to manually enter PM, or enter the time in military time when relevant. For example, enter 1300 to represent 1:00 PM.

Previous Day, Next Day, Next Week, Next Month, and Today

Click these links to view your agenda items for the respective time period.

Click the Agenda Date Range Search link to search more specifically for agenda items.

Show Completed Items and Hide Completed Items

Completed items remain on the agenda for that day as part of the history of that record. However, you can click theHide Completed Agenda Items button to remove the items from view; and you can click theShow Completed Agenda Items button to display them.

Mark All Items Completed

Click this button to select all check boxes in the Completed column.

Entering Agenda Details

Access the Agenda Detail page.

Date

Enter the date on which the item is scheduled.

Contact Method

Enter the method of contact for the item: Call, Email, In-Person, Verbal, or Written.

Completed

Select this check box when you complete the item. After you do so and save the record, you can hide the item.

Start Time and End Time

Indicates the scheduled start and end time for the item.

Priority

Indicate the priority level of the item: High, Low, or Medium. This is useful when sorting through long lists of items on the Agenda page.

Event is Recurring

Select this check box to have the system schedule the item for a future date after this occurrence has been completed.

On the Contact component, Staffing Information page, you can specify a default number of recurring event days. When you create an agenda item, you can set the item to be recurring. When you complete the item, the system creates a new item for the specified number of days after the original.

Note. To trigger the creation of the next item, you must first complete the current item. The system then displays the Next Event Date field.

Duration

Calculates the duration of the item based on the start and end time values.

Date Time Added

Indicates the date and time that you added the item.

Event Type

Enter the type of event associated with the agenda item, such as Availability or Call. You define event types as part of your Staffing Front Office configuration.

SetID and Customer ID

Enter the ID of the customer associated with this agenda item (if applicable).

Click the adjacent customer name link to open and view the customer's information on the Customer General Information page in a new window.

SetID and Contact ID

Enter the ID of the contact associated with this agenda item (if applicable).

Candidate

Select Appl (applicant) or Empl (employee or non-employee) to designate the status of the candidate associated with this agenda item (if applicable), and then enter the person's ID in the adjacent field.

Staffing Branch, Business Unit, Order, and Assignment ID

Enter the branch and PC business unit with which the agenda is associated, and, if applicable, the order and assignment IDs.

User ID

Enter the ID of the person associated with the agenda record.

Change User

Enter Copy to send a duplicate of the item to another user's agenda. Enter Reassign to transfer the item to another user's agenda.

Comments

Enter additional information about the agenda item.

Reviewing Agenda Details

Access the Review Agenda page.

To search for agenda items, in the top part of the page enter the field values for which you want the system to search. The more information that you enter the more specific the search is. To view details for an item, click the detail icon at the end of the item's row.

You can save each inquiry's criteria as a unique name to be accessed at a later time. For example, you can save an inquiry that you want to run each week.

Completed, Reassign Work, and New User ID

Click the check box next to an item that you want to reassign, enter the user ID of the person to whom you want to transfer the item, and click the Reassign button.

When you save the page, the system transfers the item to the appropriate user's list and removes it from the current user's list.

Researching History

Use the history functions in Staffing Front Office to help keep track of tasks you completed in the past.

In Staffing Front Office, you can view, update, and save information about transactions or conversations that have already occurred. These include many of the events in which an employee has been involved, such as past orders and assignments. The system automatically saves some events to history. However, you can add other items at your discretion.

To add history, use the Add History link found on many pages in the application. There is no limit to the number of history rows that you can add to a record. However, you may periodically have to purge history records to reduce volume, increase storage capacity, and improve your system performance.

This section discusses how to:

Use the history review features.
View and enter history detail.

Pages Used to Research History

Page Name	Object Name	Navigation	Usage
Review History	FO_HISTORY_INQ	Staffing, Agenda and History, Review History	Recall and perform predefined history searches.
History Detail	FO_HISTORY_DTL	Click a View History button on the Review History page.	View, update, and save records of transactions that have already occurred.

Using the History Review Features

Access the Review History page.

You can view history records across specific dates, users, or history types. You can also create history inquiries and save them.

This page functions similar to the Review Agenda page, but includes three additional fields.

See Reviewing Agenda Details.

To view the details about a specific row of information, click its View History button.

Offer Result	Enter a candidate's decision to take or not an assignment to further narrow your search, such as Accept,Assign, Consider, Decline, or Other.
Decline Reason	Enter a candidate's reason for declining an assignment to further narrow your search, such as Benefits, Hours, orPay.
Other Reason	Enter the other reason status, such as No Answer, or Phone Busy.

Viewing and Entering History Detail

Access the History Detail page.

The layout of the history page is the same for all types of history records. The only difference is the type of history that the system retrieves. History items can be added using this page, or through links in the Applicant, Employee, Order, Assignment, Customer, and Contact components.

Actual End Date	Indicates the date on which the history item was completed.
Red Flag Item	Select this check box to indicate that the history item is of significant importance.
Date	Displays the date for which the history item was scheduled.
Event Type	Classifies the history item based on an event category, such as Availability or Call. Event types are defined as part of your Staffing Front Office configuration.
Start Time and End Time	Indicates the scheduled start and end time for the history item.
Contact Method	Indicates the method of contact for the item, such as Call or Verbal.
Agenda Priority	Indicates the priority of the item when it was scheduled in the agenda. Priority is useful when you are sorting long lists of agenda items.
Customer SetID, Customer ID, Contact SetID, Contact ID, Order, and Assignment ID	These enable cross-referencing history items with customers, contacts, orders, and assignments.
Offer Result	This field only applies to history items associated with the creation of assignments. It indicates the result that best represents why the applicant or employee accepted or declined a position.
Decline Reason	This field only applies to history items associated with the creation of assignments. I indicates the reason why the employee declined the position or assignment.
Other Reason	This field only applies to history items associated with the creation of assignments. It indicates the reason for an offer result of Other.
Comments	Enter additional information about the history item.
Date Time Added	Indicates the date and time that a user added the history record.

Completed	After you complete the action associated with an agenda item, select the associated check box to mark the item as completed, after which it becomes unavailable for entry and updates. .
Start Time and End Time	Enter the beginning and ending times for the agenda item.
Description	The agenda event type.
Detail	Click the icon in the Detail column to view more information for the agenda item. On the Agenda Detail page, you can review (or change) all information about the agenda item. You can also copy or transfer an agenda item to another user by entering Copy or Reassign in the Change User field, and saving the page. The reassign function transfers the item to the appropriate user's list and removes it from the current user's list upon saving. If you are using the copy function, the system adds the item to the appropriate user's list and does not remove it from the current user's list. To reschedule an item, change the Date, Start Time or End Time fields on the Agenda Detail page. When you reschedule an item, the system automatically reschedules it to the new date and removes it from the list for the date on which it was originally scheduled.
Customer Name	Name of the customer for whom the item is scheduled (if applicable).
Resource Name	The name of the applicant, employee, or non-employee for whom the item is scheduled (if applicable).
Priority	You can change this value on the Agenda Detail page.
	Click the Add button to add a new item. Enter the Start Time and End Time,and then click the Detail button. On the Agenda Detail page, enter all information that is relevant to the agenda item, including the event type and contact method. Note. Both times default as AM so you may need to manually enter PM, or enter the time in military time when relevant. For example, enter 1300 to represent 1:00 PM.
Previous Day, Next Day, Next Week, Next Month, and Today	Click these links to view your agenda items for the respective time period. Click the Agenda Date Range Search link to search more specifically for agenda items.
Show Completed Items and Hide Completed Items	Completed items remain on the agenda for that day as part of the history of that record. However, you can click theHide Completed Agenda Items button to remove the items from view; and you can click theShow Completed Agenda Items button to display them.
Mark All Items Completed	Click this button to select all check boxes in the Completed column.

Date	Enter the date on which the item is scheduled.
Contact Method	Enter the method of contact for the item: Call, Email, In-Person, Verbal, or Written.
Completed	Select this check box when you complete the item. After you do so and save the record, you can hide the item.
Start Time and End Time	Indicates the scheduled start and end time for the item.
Priority	Indicate the priority level of the item: High, Low, or Medium. This is useful when sorting through long lists of items on the Agenda page.
Event is Recurring	Select this check box to have the system schedule the item for a future date after this occurrence has been completed. On the Contact component, Staffing Information page, you can specify a default number of recurring event days. When you create an agenda item, you can set the item to be recurring. When you complete the item, the system creates a new item for the specified number of days after the original. Note. To trigger the creation of the next item, you must first complete the current item. The system then displays the Next Event Date field.
Duration	Calculates the duration of the item based on the start and end time values.
Date Time Added	Indicates the date and time that you added the item.
Event Type	Enter the type of event associated with the agenda item, such as Availability or Call. You define event types as part of your Staffing Front Office configuration.
SetID and Customer ID	Enter the ID of the customer associated with this agenda item (if applicable). Click the adjacent customer name link to open and view the customer's information on the Customer General Information page in a new window.
SetID and Contact ID	Enter the ID of the contact associated with this agenda item (if applicable).
Candidate	Select Appl (applicant) or Empl (employee or non-employee) to designate the status of the candidate associated with this agenda item (if applicable), and then enter the person's ID in the adjacent field.
Staffing Branch, Business Unit, Order, and Assignment ID	Enter the branch and PC business unit with which the agenda is associated, and, if applicable, the order and assignment IDs.
User ID	Enter the ID of the person associated with the agenda record.
Change User	Enter Copy to send a duplicate of the item to another user's agenda. Enter Reassign to transfer the item to another user's agenda.
Comments	Enter additional information about the agenda item.