Setting Up Recruiting Statuses

This chapter provides overviews of recruiting statuses and the setup of recruiting statuses, and discusses how to set up recruiting statuses.

Understanding Recruiting Statuses

Recruiting statuses help a recruiter identify the circumstances of an applicant and job opening. PeopleSoft has identified six areas (known as recruitment areas) in which statuses are tracked:

Job Openings helps identify where to focus efforts regarding a job opening: Is it open, on hold, or closed?
Applicants helps identify who to act on, and what actions to take.
Recruitment Summary identifies how far an applicant has progressed in the recruitment process.
Route identifies whether an applicant has been given to the hiring manager for consideration.
Interview identifies the progress of an applicant within the interview stage and the interviewers' recommendations.
Offer identifies the progress of an applicant within the offer stage.

Status codes within these recruiting areas provide a convenient way to assign consistent business rules to your recruiting activities. When you define status codes, the rules that you assign to a recruitment area can affect the values that are assigned in another recruiting area. This cascading effect relieves you of the responsibility for managing some of your recruiting processes.

For example, when you hire an applicant into a job opening, you want the system to change the applicant's status to hired so that they are no longer considered as a candidate for any other job opening. In turn, you will probably want the status of the job opening to be set to closed so that no other candidates are allowed to submit an application for that job opening.

Note. Setting up status codes is optional. PeopleSoft supplies a set of codes and associated rules for status changes. You should use the delivered statuses and rules.

Understanding the Setup of Recruiting Statuses

The two steps to setting up recruiting statuses are:

Define status codes and associated reasons.
Define the rules that govern how the statuses are processed.

Define Status Codes and Associated Reasons

The following table identifies the recruitment area and associated statuses that are delivered by PeopleSoft:

Recruitment Area	Purpose	Status Code	Table
Job Opening	Tracks the status of a job opening.	Draft Pending Approval Denied Open Hold Filled/Closed Canceled	HRS_JOB_OPENING
Applicant	Tracks the status of an applicant	Active Hired Inactive Queued	HRS_APPLICANT
Recruitment Summary	Tracks the disposition of an applicant relative to that applicant's application	Draft Review Linked Applied Screened Route Interview Preliminary Offer Decided Offer Offer Accepted Preliminary Offer Notified Preliminary Offer Accepted Preliminary Offer Rejected Hire Decided Ready to Hire Hired Hold Reject Withdrawn Inactive	HRS_RCMNT
Route	Tracks the disposition of an applicant relative to that applicant's application	Routed Invite for Interview Hold Reject Withdrawn	HRS_APP_RTE
Interview	Tracks the disposition of an applicant relative to that applicant's application	Interview Make Offer Hold Reject Withdrawn	HRS_RCM_INT
Offer	Tracks the disposition of an applicant relative to that applicant's application	Draft Pending Approval Denied Extend Accept Acceptance Withdrawn Hold Offer Rejected Offer Withdrawn	HRS_OFFER

For each status code, you can define the progression from one status code to another. For each status code, you specify the typical statuses that occur after the current status.

For example, the progression for a job opening with a status of Open might be from Open to Hold, Filled/Closed, or Canceled. The system uses the successor information to determine what status code to assign as the next in the progression when a status change is initiated by the system.

Effect of Status Changes

When the status of an applicant, job opening, or application changes, this may affect the status of other records.

For example, when a recruiter decides to hire an applicant, this affects the Recruitment Summary status of other applicants and affects the job opening status. The following table explains the rules that PeopleSoft supplies for the Hire status.

Recruitment Area	Records Affected	Impact
Recruitment Summary	Hired applicant	Set status to Hired for the selected job opening.
Recruitment Summary	Hired applicant’s other applications	If the hired applicant is linked to other job openings, set the Recruitment Summary status for those applications to Reject and reason code to Selected for Another Position.
Recruitment Summary	Other applicants for the job opening	If all the openings for the job opening are filled, set the Recruitment Summary status to Reject and reason code to Another Applicant was Hired.
Job Requisition	Job Requisition	If all the openings are filled, set the Job Opening Status to Filled/Closed.

Note. This table shows the PeopleSoft-delivered rules. However, you can adjust the status codes and rules to suit your organization.

Some status codes don’t affect other statuses and there are restrictions on the changes allowed. Changing an applicant’s status to Inactive, for example, doesn’t have an impact on the status of a job requisition. However, it does have an impact on the status of the applicant’s open applications. The following example illustrates how status values in each recruitment area impact statuses in other recruitment areas.

You define the rules for changing status values on the Effects of Status Change page.

For each rule, you define:

Recruitment area affected.
The records within the recruitment area that are affected by the status change.
New status and reason code that the system applies to those affected records.

Here is an example of the Effects of Status Change page for the Disposition status of Hired.

Example of the Effects of Status Change page

In this example, when an applicant’s application is set to 090 Hired,the following rule is applied:

The recruitment area that is affected is Job Opening.
The new status that the system applies is 110 Filled/closed.

Note. This example shows only one of the PeopleSoft-delivered rules for the Hired status. The Hired status has other rules that you access by clicking the navigation buttons.

Summary of Delivered Recruiting Statuses and Their Effects

The following table summarizes the delivered impact that changing recruiting statuses has on other recruiting areas and statuses:

If the recruitment area equals:	And the status equals:	Then look for statuses equal to:	In this recruitment area:	And change the status - reason to:
Job Opening	Open	Hold	Recruitment Summary	Last Status - Reason
Job Opening	Hold	Review Linked Applied Screen Route Interview Offer	Recruitment Summary	Hold
Job Opening	Filled/Closed	Review Linked Applied Screen Route Interview Offer Hold	Recruitment Summary	Reject - Another Applicant was Hired
Job Opening	Canceled	Review Linked Applied Screen Route Interview Offer Hold	Recruitment Summary	Reject - Job Opening Cancelled
Applicant	Inactive	Review Linked Applied Screen Route Interview Offer Hold	Recruitment Summary for other positions	Withdrawn
Recruitment Summary	Offer Offer Accepted	Hold	Offer	Last Status - Reason
Recruitment Summary	Hired	Open Hold	Job Opening	Filled/Closed
Recruitment Summary	Hired	Active	Applicant	Hired
Recruitment Summary	Hired	Review Linked Applied Screen Route Interview Offer Ready to Hire Hold	Recruitment Summary for current application and other job openings	Reject - Selected for Other Position
Recruitment Summary	Hired	Review Linked Applied Screen Route Interview Offer Hold	Recruitment Summary for other applicants and current job openings	Reject - Another Applicant was Hired
Recruitment Summary	Hold	Routed Invite for Interview	Route	Hold
Recruitment Summary	Reject	Routed Hold	Route	Reject
Recruitment Summary	Reject	Interview Hold	Interview	Reject
Recruitment Summary	Reject	Extend Hold	Offer	Reject
Recruitment Summary	Withdrawn	Routed	Route	Withdrawn
Recruitment Summary	Withdrawn	Interview Hold	Interview	Withdrawn
Recruitment Summary	Withdrawn	Extend Hold	Offer	Withdrawn
Recruitment Summary	Inactive	Extend Hold	Offer	Last Status - Reason
Route	Routed	Review Linked Applied Screen Hold	Recruitment Summary	Route
Route	Invite for Interview	Review Linked Applied Screen Hold	Recruitment Summary	Route
Route	Hold	Review Linked Applied Screen Route	Recruitment Summary	Hold
Route	Reject	Review Linked Applied Screen Route Hold	Recruitment Summary	Reject
Route	Withdrawn	Review Linked Applied Screen Hold	Recruitment Summary	Withdrawn
Interview	Interview	Review Linked Applied Screen Route Hold	Recruitment Summary for current applicant and job opening	Interview
Interview	Make Offer	Review Linked Applied Screen Route Hold	Recruitment Summary for current applicant and job opening	Interview
Interview	Hold	Review Linked Applied Screen Route Hold	Recruitment Summary for current applicant and job opening	Hold
Interview	Reject	Review Linked Applied Screen Route Interview Hold	Recruitment Summary for current applicant and job opening	Reject
Interview	Withdrawn	Review Linked Applied Screen Route Interview Hold	Recruitment Summary for current applicant and job opening	Withdrawn
Offer	Extend	Review Linked Applied Screen Route Interview Hold Reject - Offer rejected	Recruitment Summary for current applicant and job opening	Offer
Offer	Accept	Review Linked Applied Screen Route InterviewOffer Hold	Recruitment Summary for current applicant and job opening	Accepted
Offer	Accept	Review Linked Applied Screen Route InterviewOffer Hold	Recruitment Summary for current applicant and other job openings	Hold
Offer	Accept	Review Linked Applied Screen Route InterviewOffer Hold	Recruitment Summary for other applicants and current job openings	Hold
Offer	Acceptance Withdrawn	Review Linked Applied Screen Route InterviewReady to Hire Hold	Recruitment Summary for current applicant and current job openings	Offer
Offer	Acceptance Withdrawn	Hold	Recruitment Summary for current applicant and other job openings	Last Status - Reason
Offer	Acceptance Withdrawn	Hold	Recruitment Summary for: Current applicant and other job openings. Other applicants and current job opening.	Last Status - Reason
Offer	Hold	Hold	Recruitment Summary for current applicant and other job openings	Last Status - Reason
Offer	Offer Rejected	Review Linked Applied Screen Route InterviewOffer Hold	Recruitment Summary for current applicant and other job openings	Reject - Offer rejected
Offer	Offer Withdrawn	Review Linked Applied Screen Route InterviewOffer Hold	Recruitment Summary for current applicant and other job openings	Withdrawn

Setting Up Recruiting Statuses

To set up recruiting statuses, use the Status and Reasons (HRS_STS_DFN) and Status Area (HRS_STS_AREA) components.

This section discusses how to:

Define statuses and reason codes.
Set up recruitment rules.
Define successors.
Define the effects of status changes.

Pages Used to Set Up Recruiting Statuses

Page Name	Object Name	Navigation	Usage
Status/Reason Definition	HRS_STS_DFN	Set Up HRMS, Product Related, Recruiting, Status Reason, Status/Reason Definition	Define status values and associated reasons.
Recruitment Area Rules	HRS_STS_AREA	Set Up HRMS, Product Related, Recruiting, Status Area, Recruitment Area Rules	Set up recruitment rules.
Status Successors	HRS_STS_SUCC_TBL	Click the Successors link on the Recruitment Area Rules page.	Define the progression from one status code to another.
Effects of Status Change	HRS_STS_EFF_TBL	Click the Effects of Status Change link on the Recruitment Area Rules page.	Define the effects of status changes.

Defining Statuses and Reasons Codes

Access the Status/Reason Definition page.

Status

Identifies the status code that is associated with the recruitment area.

Status Attributes

Select the attribute that determines whether job openings with this status code are:

Draft: The job opening is considered work-in-progress and is not yet available.

Open: The job opening is active and available.

Approval Status Attributes

Selecting any of the approval status attributes determines whether the status is an approval status.

Approval Status: This makes the status an approval status.

Approval Default: Determines whether the status should be the default for approval statuses.

Approval Denied: Indicates that approvals go no further in the approval process.

Note. These fields are not available if Draft is selected in the Status Attributes group box.

Associated Reasons

Enter the reason codes and descriptions for the status code.

Setting Up Recruitment Rules

Access the Recruitment Area Rules page.

Default

Select if the status is the first status used in the recruitment area. You can select one status only as the default. The system uses this check box to determine which status to apply initially.

Complete

Select if the status indicates the successful completion of the recruitment process. The system uses this check box to determine when an application is ready to move to the next stage in the recruitment process. You can select one status only as the complete status.

This check box should be set up correctly as it affects processing throughout the system.

Notification

Select if you want a notification sent to the hiring manager or recruiter when a status change occurs.

For Job Openings, the JobOpeningStseffct template is used.

For Applicants, the ApplicantStsEffct template is used.

For all other areas, the OtherStsEffct template is used.

Successors

Click to display the Status Successors page.

Effects of Status Change

Click to display the Effects of Status Change page.

Defining Successors

Access the Status Successors page.

Status Successor

Add the status codes that are valid successors to the status that is shown in Description.

Default

Select for the status that is the most likely successor.

Defining the Effects of Status Changes

Access the Effects of Status Change page.

Status Changes

Recruitment Area	Use this field to identify the recruitment area that is affected by the status that is shown in the Description field. If the displayed Description status is in the Recruitment Summary area, you can select other recruitment areas that are affected by the status change. Otherwise, the system automatically selects Recruitment Summary.
Affected Applicant	Available in Recruitment Summary area. Select Current Applicant - Current Job if the new code should be applied to the current applicant that is linked to the current job where the status change is being made. Select Current Applicant - Other Jobs if the new status and reason should be applied to the other positions that the current applicant has been linked to. Select Other Applicants - Current Job if the new status and reason should be applied to other applicants that are linked to the same job and no more openings on the job are available.
New Status	Select the status that is applied to the affected records.
New Reason	Select the reason that is applied to the affected records.
Revert to Last Status/Reason	Select if the status reverts to the previous status and reason code that was assigned. Leave the New Status and New Reason fields blank if you select this check box.

Apply To

Status

Select the statuses that are affected by the status change. You can choose from the status values that are defined for the recruitment area that you selected in the Status Changes group box.

If the status change should be applied to all reason codes that are associated with the status, select the All Reasons check box. Otherwise, select one reason code in Specific Reason.

Status	Identifies the status code that is associated with the recruitment area.
Status Attributes	Select the attribute that determines whether job openings with this status code are: Draft: The job opening is considered work-in-progress and is not yet available. Open: The job opening is active and available.
Approval Status Attributes	Selecting any of the approval status attributes determines whether the status is an approval status. Approval Status: This makes the status an approval status. Approval Default: Determines whether the status should be the default for approval statuses. Approval Denied: Indicates that approvals go no further in the approval process. Note. These fields are not available if Draft is selected in the Status Attributes group box.
Associated Reasons	Enter the reason codes and descriptions for the status code.

Default	Select if the status is the first status used in the recruitment area. You can select one status only as the default. The system uses this check box to determine which status to apply initially.
Complete	Select if the status indicates the successful completion of the recruitment process. The system uses this check box to determine when an application is ready to move to the next stage in the recruitment process. You can select one status only as the complete status. This check box should be set up correctly as it affects processing throughout the system.
Notification	Select if you want a notification sent to the hiring manager or recruiter when a status change occurs. For Job Openings, the JobOpeningStseffct template is used. For Applicants, the ApplicantStsEffct template is used. For all other areas, the OtherStsEffct template is used.
Successors	Click to display the Status Successors page.
Effects of Status Change	Click to display the Effects of Status Change page.

Status Successor	Add the status codes that are valid successors to the status that is shown in Description.
Default	Select for the status that is the most likely successor.