Hiring Applicants

This chapter discusses how to:

Complete pre-employment checks.
Create applicant contracts.
(AUS) Create salary packages.
Hire applicants.
(AUS) Copy salary packages to human resources.

Completing Pre-Employment Checks

This section provides an overview of pre-employment checks, lists a prerequisite, and discusses how to:

Submit pre-employment check requests.
Review pre-employment check details.

Understanding Pre-Employment Checks

Some organizations may use third-party vendors to perform pre-employment checks on applicants. When your organization sets up an agreement with a pre-employment check vendor, you nominate a recruiting administrator or recruiter as the HR manager for your organization. The HR manager has access to the administration functions to define the privileges of other users with access to the pre-employment vendor.

Prerequisite

Before you can request pre-employment checks, you must set up a vendor that performs pre-employment checks.

See Setting Up Third Party Integrations.

Pages Used to Complete Pre-Employment Checks

Page Name	Object Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicants, Find Applicants	Search and select applicants.
Manage Applicant	HRS_MANAGE_APP	Click the applicant name link on the Find Applicants page.	Manage applicants.
Manage Applicants - Pre-employment Check	HRS_PREEMPL_H	Select Pre-Employment from the Take Action field and click Go.	Submit pre-employment check requests.
Pre-employment Check - Pre-employment Check Details	HRS_PREEMPL_D	Click the Details link in the Screening Inquiries group box on the Manage Applicants - Pre-employment Check page.	Review pre-employment check details.

Submitting Pre-Employment Check Requests

Access the Manage Applicants - Pre-employment Check page.

Background Screening Provider

Select the provider that is to perform the background check.

Request New Inquiry

Click to submit the request. The system sends a message to the vendor.

Screening Inquiries

This group box displays the summary information and status of the background check.

Adjudication Status

Displays the status of the adjudication, if you have enabled it on the Open Integration Framework - Pre-Employment Vendor Setup page.

See Defining Settings for Pre-Employment Vendors.

Details

Click to access the Pre-employment Check - Pre-employment Check Details page.

Reviewing Pre-employment Check Details

Access the Pre-employment Check - Pre-employment Check Details page.

Creating Applicant Contracts

This section provides an overview of applicant contracts, lists prerequisites, and discusses how to:

Define basic contract information.
Define contract clause information.
Define the signature date and probation information.

Understanding Applicant Contracts

If your organization uses employment contracts, you can use Talent Acquisition Manager to create applicant contracts and link them to an applicant during the prepare for hire process. If the employee is hired, this information is copied to the human resources database.

Prerequisites

Before you create an applicant contract, you must:

Set up contract types.
Set up contract clauses.
Set up contract templates.

See Setting Up and Tracking Workforce Contracts.

Pages Used to Manage Applicant Contracts

Page Name	Object Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicant	Search and select applicants.
Manage Applicant	HRS_MANAGE_APP	Click the name link in the Search Results group box on the Find Applicants page.	Manage applicants.
Contract Status/Content	HRS_APP_CNTRCT1	Select Manage Applicant Contract in the Take Action field on the Manage Applicant page.	Define basic contract information.
Contract Clause	HRS_APP_CNTRCT2	Select Manage Applicant Contract in the Take Action field on the Manage Applicant page. Select Contract Clause page.	Define contract clause information.
Signature Date/Probation Info (signature date/probation information)	HRS_APP_CNTRCT3	Select Manage Applicant Contract in the Take Action field on the Manage Applicant page. Select the Signature Date/Probation Info page.	Define the signature date and probation information.

Defining Basic Contract Information

Access the Contract Status/Content page.

Applicant Information

Contract Number	Enter the contract number. The system automatically generates a number for you that you can change.
Contract Status	Indicate whether the contract is Active or Inactive.
Contract Begin Date	Enter the date when the contract begins. The current date is the default.
Contract Expected End Date	Enter the date when you expect the contract will end.
Contract End Date	Enter the date when the contract actually ended. This may differ from the date that you expect the contract to end.
Regulatory Region	Select a regulatory region.
Additional Contract	Select if the worker already has at least one contract. Clear this option if this is the workers only contract.
More than one year expected	Select if you expect that this contract will result in more than one year of employment for this worker. Note. This check box is required for contracts with Japanese workers.
Comment	Enter a comment. This comment is used only for informational purposes.
Comment	Enter a comment. This comment is used only for informational purposes.

(ESP) Spain

Probation Period	If this worker's contract includes a probation period, use these two fields to specify how long it will be. Use the first field to enter the appropriate quantity and the second field to select a unit of time. Units of time are none, Days, Months, or Years. For example, if the probation period is six months, enter 6 in the first field, then select Months in the second field.
Vacation Period	Use these two fields to specify how much vacation the worker receives per year. Use the first field to enter the appropriate quantity and the second field to select a unit of time. Units of time are none, Months, Natrl Days (natural days), Weeks, or Work Days. For example, if the vacation period is 20 work days, enter 20 in the first field, then select Work Days from the options in the second field.
Begin/End Week	Specify the days when the worker's work week begins and ends. The default values are Monday and Friday.
Compensation Rate Description	Enter a free-form description of the worker's compensation rate.
Hiring Center	Select the hiring center responsible for hiring this person.
Scheme ID	Select a scheme ID.
Social Security Contribution	Select a social security contribution ID for the contract and scheme ID selected. The system uses both the scheme ID and the contribution ID for social security calculations, to determine the percentage or fixed amount that is applied to the calculation of a worker's contribution.

Defining Contract Clause Information

Access the Contract Clause page.

Application Information

Contract Type	This is a required field that identifies the contract type for this template from the contract types that you have set up on the Contract Type Table page.
Extend Contract	Select if the contract can be extended.

(ITL) Italy

Plan ID	If the worker was assigned a contract type of Training and Labor, you must select a plan ID.
Reason	If the worker was assigned a contract type of Determined Period contract, you must enter a reason for the contract.

Contract Clause

Contract Seq# (contract sequence number)	When you add a clause to the contract, the system assigns a sequence number automatically.
Clause	Select a clause.
Clause Status	Defaults to the status that is associated with the clause that you selected.
Long Description	Enter a description. This description is used only for informational purposes.
Comment	Enter a comment. This comment is used only for informational purposes.

Defining the Signature Date and Probation Information

Access the Signature Date/Probation Info page.

Applicant Information

Signature Date	Enter the contract’s signature date. This information is required in some European countries, including Germany.
Maximum Hours and Minimum Hours	Enter the maximum and minimum contract hours. These values default from the values that you indicate on the Installation table for this contract.
Responsible ID	Enter the company agent who drafted the contract and who is responsible for its language.

Probation Info

Probation Date	Enter multiple probation dates if they are required for this worker. The probation date that you enter here also appears on the job data record for this worker.
Reason	Select a probation reason, including New Date and Un-perform (indicating additional probation time for failure to perform within expectations for the position).

(AUS) Creating Salary Packages

This section provides an overview of salary packages.

Understanding Salary Packages

Salary package modelling enables you to explore different package scenarios to find satisfactory solutions and alternatives for applicant salary packages. You can save and report on any number of package variations during the modelling process.

You can create a salary package at any point in the recruiting process. When modelling salary packages for applicants, combine any number or type of components into a package to suit both the organization and applicant.

Creating salary packages for applicants is discussed in the PeopleSoft Human Resources Administer Salary Packaging 8.9 PeopleBook.

See Pages Used to Model Salary Packages for Applicants.

Hiring Applicants

This section provides an overview of hiring applicants and discusses how to prepare for hire.

Prepare for hire.
Review Search/Match results.

Understanding Hiring Applicants

After the applicant has accepted the job offer and their status is set to Offer Accepted, you can begin the hiring process.

On the Prepare for Hire page, information from the job code or position that is tied to the job opening appears. If the applicant is not linked to a job opening, you must enter a job code or position number. Also, enter the job code, start date, and type of hire.

Verifying the employee ID is required if the Required check box is selected in the Search/Match group box on the Recruiting Installation - Installation Options page. Otherwise it is optional. Verifying the employee ID enables you to check whether the applicant is already in the human resources database.

PeopleSoft delivers two search rules:

Search Rule A (Search Order = 10) First Name, Last Name, National ID, Date of Birth are required.
Search Rule B (Search Order = 10) First Name, Last Name are required.

When you submit the hire request, the system sets the disposition to Ready to Hire and sends a notification to the HR administrator. The applicant's name appears in the Manage Hire Results group box on the Manage Hires page. Applicant data is transferred to the HR database based on criteria defined on the Data Transfer to HR (HRS_MNG_HIR_STP) component.

After the applicant is hired, the system:

Sends a message to the recruiter notifying them the applicant was hired.
Sets the disposition to Hired.
Sets the job opening status to Closed if the Available Openings is zero.
Sets the job opening status is set to Closed.
Updates the applicant record with the employee ID and the applicant status is set to Hired, if the type of hire is Hire or Rehire.
Sets all other dispositions for other job openings for this applicant to Reject.
Sets the disposition for other applicants linked to this job opening to Reject if the available openings is zero.
Uses the Data Transfer to HR component to copy applicant data to the human resource database.
Copies the contract information to the human resource database.

See Setting Up Talent Acquisition Manager Implementation Defaults.

See Setting Up the Hiring Process.

See Working with Search/Match.

See Adding Job Applicants.

Prerequisites for Hiring Applicants

The Integration Broker must be configured in order for the applicant hire process to work. When you set the applicant's status to Ready to Hire, the system uses the HIRE_REQUEST message to pass the data to the HR_REQUEST record. Therefore, the integration broker node must be set up and active, the application server must have the pub/sub server running, and the message channel, HR_MNG_HIRES, and message, HIRE_REQUEST, must be active.

The HR administrator hires the applicant by using the Manage Hires (HR_MANAGE_HIRES) component in Administer Workforce.

See Enterprise PeopleTools 8.45 PeopleBook: PeopleSoft Integration Broker

Pages Used to Hire Applicants

Page Name	Object Name	Navigation	Usage
Find Applicants	HRS_REC_SCHAPP	Recruiting, Find Applicants, Find Applicants	Search for applicants.
Manage Applicant - Prepare For Hire	HRS_PREP_FOR_HIRE	Click the Offer Accepted link in the Disposition column on the Find Applicants page.	Prepare for hire.
Search Results	HCR_SM_RESULTS	Click the Verify Employee ID link on the Manage Applicant - Prepare For Hire page. Click the Submit button on the Add Person of Interest page.	Review Search/Match results to determine whether the applicant was a former employee, contingent worker, or person of interest.

Preparing for Hire

Access the Manage Applicant - Prepare For Hire page.

Prepare for Hire

Use this group box to enter the detail about the hire. The displayed information defaults to the information entered on the job opening.

Job Opening	This defaults to the job opening you selected on the Find Applicants page. You can select another job opening
Job Code	This defaults to the primary job code associated with the job opening selected on the Find Applicants page. You can select another job code if there are more than one job codes associated with the job opening. If the applicant is not linked to a job code or position, you are required to enter one.
Start Date	Select the date on which the applicant is to begin their employment.
Type of Hire	Select the type of employment. For external applicants, you can select Add Contingent Worker and Hire. For internal applicants that are non-employees, you can select only Hire. For internal applicants that are employees, you can select Add Concurrent Job, Add Contingent Worker, or Transfer. External applicants and employees who indicated that they are a former worker on the job application can also select Rehire.
Person Type	Displays the person of interest type if the applicant exists in the HR system as a person of interest. This field only appears on the page if the applicant exists in the system as a person of interest.
Verify Employee ID	Click to search the human resource database to see if the applicant was a former employee, contingent worker, or person of interest.
Comments	Enter any comment you want the administrator to see.
Save & Submit to HR	Click to send an email notification to the administrator. The applicant appears in the Manage Hires component in Administer Workforce. The system also checks to see if Required is selected for the Enforce Empl ID Verification option on the Recruiting Installation - Installation Options page. If it is, you will be required to run the Verify Employee ID process.

Reviewing Search/Match Results

The Search Results page automatically displays if any potential matches to the applicant were found.

Results

Carry ID

Click to copy the employee ID to the Employee ID field on the Prepare for Hire page.

Additional Information

Person Organizational Summary

Click to access the Person Organizational Summary page.

See Reviewing Organizational Relationships.

Relations With Institution

This field is not used by Talent Acquisition Manager

(AUS) Copying Salary Packages to Human Resources

This section provides an overview of how to copy salary packages to the human resource database.

Understanding How to Copy Salary Packages to the Human Resources Database

After you have received confirmation that the applicant has been hired, you want to copy the applicants salary package information to the human resource database.

Begin by searching for applicants with a status of Hired. Click the applicants name link on the Find Applicants page and from the Manage Applicant page, select Copy Applicant to Employee in the Take Action field.

Copying salary package information is discussed in the PeopleSoft Human Resources Administer Salary Packaging 8.9 PeopleBook.

See Copying Applicant Salary Packages to the Employee Salary Package Component.

Background Screening Provider	Select the provider that is to perform the background check.
Request New Inquiry	Click to submit the request. The system sends a message to the vendor.