Setting Up Recruiting Processes

This chapter provides an overview of implementing recruiting processes and discusses how to:

• Set up implementation defaults.

• Set up Talent Acquisition Manager implementation defaults.

• Set up job openings.

• Set up job postings.

• Set up applications.

• Set up applicant communications.

• Set up questionnaires.

• Set up applicant screening.

• Set up interview evaluations.

• Set up job offers.

• Set up the hiring process.

Understanding Recruiting Processes Implementation

To implement recruiting processes, you must set up the following Human Resources tables:

• Foundation Tables

• Common Definitions

• Product Related

Foundation Tables

Recruiting Solutions uses Human Resources Management (HR) tables to extract all the basic information about your company that will be used during recruiting processing. You must set up these tables before you establish any other tables in the system. The HR tables and data used by Recruiting Solutions include:

• Address information

• Business units

• Company

• Citizen Status

• Currency codes

• Departments

• Establishments

• Job Codes

• Job Families

• Locations

• Name information

• National IDs

Common Definitions

Recruiting Solutions uses the following common definition tables:

• Approvals

• Text Catalog

Product Related

Recruiting Solutions uses the following product related tables:

• Profile Management

• Organizational Development

• Contract Administration

• Labor Administration

Setting Up Implementation Defaults

To set up implementation defaults, use the Installation Table (INSTALLATION_TBL) component.

This section discusses how to select PeopleSoft applications for your installation.

Page Used to Set Up Implementation Defaults

Selecting PeopleSoft Applications for Your Installation

Access the Products page.

Select the check boxes next to Candidate Gateway and Talent Acquisition Mgmt (Talent Acquisition Management).

See Selecting PeopleSoft Applications for Your Installation.

Setting Up Talent Acquisition Manager Implementation Defaults

To set up Talent Acquisition Manager implementation defaults, use the Recruiting Installation (HRS_INST) component.

This section discusses how to:

• Define recruiting installation defaults.

• Specify starting numbers for system-assigned numbers.

Pages Used to Set Up Talent Acquisition Manager Implementation Defaults

Defining Recruiting Installation Defaults

Access the Recruiting Installation - Installation Options page.

Template Settings

Default Templates

Apply Online

Use this group box to define implementation defaults for PeopleSoft Enterprise Candidate Gateway.

Approvals Required

This group box is used to activate the two approval processes, JobOpening and JobOffer, used by Talent Acquisition Manager. Approvals are created using the Approval Workflow Engine (AWE) framework.

See Setting Up and Working with Approvals.

Job Opening

Search/Match

Duplicate Processing

Specifying Starting Numbers for System-Assigned Numbers

Access the Recruiting Installation - Last Assigned Ids page.

Identification numbers are system-assigned values that you use to track specific records within the database. These values typically do not require manual assignment unless data conversion has occurred. The system uses these numbers to identify the point at which the system will begin assigning identification numbers for various recruitment records. The system automatically increases the number by one when it assigns a new number and updates this page with the new number.

Setting Up Sites

To set up sites, use the Setup Site ID (HRS_SITE_ID) component.

This section provides an overview of sites, lists prerequisites, and discusses how to set up sites.

Understanding Sites

Candidate Gateway enables organizations to manage the look and feel of the application for each of their career sites by creating a site ID for each site. Site IDs define the details of a Recruiting Solutions online application site, including the jobs that applicants can access through the site.

The system requires that you associate a resume template to each site. If there is no resume template associated to the job opening to which an applicant applies online, or if the applicant applies online without applying to a specific job opening, the system uses the resume template that you assign to the site.

After you set up sites, specify a default site ID on the Recruiting Installation - Installation Options page. The system uses the default site ID when it cannot determine a specific site.

You can set up an unlimited number of sites for an organization. For example, an organization can have a unique site for each business unit in the organization, and applicants accessing those sites can have access to job openings for each specific business unit. Sites are either for internal applicants that are employees, internal applicants that are non-employees, or external applicants. You can also utilize the text catalog to target different audiences. For example, you can have different text on the pages for internal and external applicants.

See ““Recruiting Solutions Using Sites Red Paper,” http://www.peoplesoft.com/corp/en/iou/red_papers/index.jsp”

See Also

Configuring the Text Catalog

Prerequisites

Before you can set up sites, you must:

• Set up row security.

  See Setting Up and Administering HRMS Security.

• Set up resume templates.

  See Setting Up Resume Templates.

• (Optional) Set up resume extractor vendors.

  See Setting Up Recruiting Vendors.

• Set up portal definitions.

  See Enterprise PeopleTools PeopleBook: Internet Technology, “Administering Portals”

Pages Used to Set Up Sites

Setting Up Sites

Access the Site Setup page.

Site ID	Displays the ID that you entered when you added a new site ID value. This is used as a parameter on the URL to direct users to the correct site.
Resume Template ID	Select the resume template that you want to associate with this site. If the job opening to which the applicant is applying is associated with a resume template, the system uses that resume template. If the job opening to which the applicant is applying is not associated with a resume template, or if the applicant is not applying to a specific job opening, the system uses the resume template that you specify here. Define resume templates by using the Setup Resume Template component.
Applicant Type	Select the type of applicant that uses this site. Values are: Employee, External Applicant, and Non-Employee. The system assigns the applicant type that you select here to all applicants that apply through this site. For example, if you select External Applicant for site B, the system adds all applicants that apply through site B to the system as external applicants. This applicant type appears on several pages in Talent Acquisition Manager. For example, you can search for applicants based on applicant type by using the Find Applicants (HRS_REC_SCHAPP) component.
Country	Select a country to use for resume extraction. Some resume extractors require a country to format names and addresses. Define countries by using the Country Table (COUNTRY_TABLE) component.
Default Extractor	Select a default extractor. The system uses the resume extractor that you specify here to extract information from applicant's resumes. If you do not select a value, applicants can attach resumes but the system cannot extract information from the resumes. Set up resume extractors by using the Setup Vendor (HRS_VENDOR_SETUP) component.
Default SetID	Select a default setID. The system uses this setID to determine the appropriate information to present to applicants that access the system through this site. Define setIDs on the TableSet Control page.
Default Portal	Select the default portal. The system uses this portal, and the node associated with the portal, to define the URL for redirection to this site from sources such as job board providers. Define portals on the Portal Definitions page.
External ERP Site	Identify the location where external candidates are directed to view and update information when their application is submitted through an employee referral or automatch search.
Test Links	The system uses the specified test links to verify the layout of a particular site and to easily retrieve the full URL path. The separate URLs, Internal Link and External Link, allow the site to be viewed from either an internal employee's perspective or as an external applicant, respectively.

Setting Up Job Openings

To set up job openings, use the Recruiting Locations (HRS_LOCATION), Recruiter Roles (HRS_JO_RCTR_ROLE), and Teams (HRS_TEAM) components.

This section discusses how to:

• Define recruiting locations.

• Define recruiter roles.

• Create teams.

Pages Used to Set Up Job Openings

Defining Recruiting Locations

Access the Recruiting Locations page.

Recruiting locations are used by job searches to help narrow the location of a job opening. For example, if an applicant is only interested in finding jobs in a specific region, you can create a recruiting location for that particular region and assign it to the job opening. The job search looks at the recruiting location associated to that job opening, and if a match is found, it displays that job opening to the applicant.

Defining Recruiter Roles

Access the Recruiter Roles page.

Recruiter Roles

Select the roles that you want to be available when assigning a recruiter to a job opening in the Assignments group box on the Job Opening page. Only the IDs in these roles are available.

Creating Teams

Access the Teams page.

Teams are used to associate a group of recruiters, hiring manager, interviewers, or interested parties to a job opening. When you create a job opening, you identify the recruiter, hiring manager, interviewers, and interested parties for the job opening. If you have more than one person in each of these roles, creating teams can save you the time of individually entering each one.

When a team is added to the job opening, the team ID does not actually get added to the job opening. Instead, users who currently belong to the team are added individually to the job opening. Only active teams can be added to a job opening. If a team is made inactive after it has been assigned to a job opening, it continues to be assigned to the job opening. Administrators can remove an individual from a job opening at any time and that individual no longer has access to the job opening.

There is no limit to the number of teams you create, nor to the number of teams to which an employee can belong.

Setting Up Job Postings

To set up job posting descriptions, use the Posting Descriptions (HRS_JO_PST_DSC_TBL) and Posting Descriptions Library (HRS_JO_PST_LIB_TBL) components.

This section provides an overview of job posting setup and discusses how to:

• Define posting description types.

• Create posting descriptions.

Understanding Job Posting Setup

Job posting are made up of posting descriptions and items from the posting description library. When you create a job opening, you select from these components to build the text that makes up job posting that is posting to a job board or intranet site.

Posting Descriptions

A posting description is a category by which the job posting can be organized. These categories can be put together to form the structure of the job posting description. For example, you may want a statement that:

• Positions your organization within the market.

• Outlines the job responsibilities.

• Lists the qualifications that an applicant must have for this job opening.

• Explains how to apply for the job opening.

PeopleSoft delivers the following statement categories or posting description types:

• B - Basis of Rating.

• C - Closing Statement.

• D - Department Marketing Statement.

• E - Equal Employment Opportunity.

• H - How to Apply.

• I - Other Information.

• L - Conditions of Employment.

• M - Major Duties.

• O - Organization Marketing Statement.

• P - Pay, Benefits, & Work Schedule.

• Q - Qualifications.

• R - Responsibilities.

• T - How CTAP &/or ICTAP May Apply.

• V - How to Claim Veterans Preference.

• W - Who May Apply.

Posting Descriptions Library

The posting descriptions library provides the content that will go into each of the posting description types. You can enter the content at the time you create a job opening, but using the posting description library enables you to standardized the content and help your organization provide some standardization between similar job postings.

Pages Used to Set Up Job Postings

Defining Posting Description Types

Access the Posting Description Type page.

Creating Posting Descriptions

Access the Posting Description Library page.

Description Label	Enter the description that will be used as a section label in the job posting.
Description	Enter text that describes the posting entry that you created. If this posting description is assigned to the job opening, it will print on the job posting.

Setting Up Applications

To set up applications, use the Attachment Types (HRS_ATCHTYPE_TBL) component.

This section provides an overview of attachment types and discusses how to define attachment types.

Understanding Attachment Types

The Attachment Types component enables you to identify the types of documents that the system will accept from applicants, as well as set limits on the number of documents an applicant can submit. You also identify the directory where those documents are stored.

PeopleSoft delivers the following attachment types:

• Resume.

• Reference.

• Transcripts.

• Cover letters.

• Personal References.

• Professional References.

• OIF (Open Integration Framework).

See Also

Submitting Attachments

Entering References

Page Used to Set Up Applications

Defining Attachment Types

Access the Attachment Type Setup page.

Attachment Type Code	Displays the three-digit code that is assigned to the attachment type.
Status	Identifies the maximum number of attachments that an applicant can submit for this specific attachment type.
URL Identifier (uniform resource locator identifier)	Select the URL address that will house the documents for this attachment type.
Edit	Click the link to display the URL Maintenance page, which you can use to define the URL address that is used to store the attachments.
URL (uniform resource locator)	Displays the URL address for the selected URL identifier.
Processing Type	Identifies the type of attachment. This is used when the applicant applies for a job online or submits additional attachments, or you request references from the applicant. Values are: OIF Other Reference Resume

Setting Up Applicant Communications

To set up applicant communications, use the Contact Method Types (HRS_CNTCT_MTHD) component.

This section discusses how to define contact method types.

Pages Used to Set Up Applicant Communications

Defining Contact Method Types

Access the Contact Methods page.

PeopleSoft delivers these contact methods. You can add as many as you like.

Working with XML Publisher

Recruiting Solutions uses Oracle's XML Publisher to generate recruitment letters. There are three types of recruitment letters:

• Applicant

• Interview

• Offer

The XML Publisher is a template-based reporting solution that separates the data extraction process from the report layout and allows the reuse of extracted application data into multiple report layouts. Letters are generated when:

• New applicants are added using the Add New Applicant page.

• Existing application are updated.

• Interviews are scheduled using the Interview Schedule page.

• Offers are defined using the Prepare Offer page.

These generated letters can be printed immediately from the originating pages or at a later date using the Print Recruitment Letters process.

Talent Acquisition manager delivers the following recruitment letter templates:

See Also

Enterprise PeopleTools PeopleBook: XML Publisher for PeopleSoft Enterprise

Interviewing Applicants

Entering Applicants

Making Job Offers

Setting Up Questionnaires

To set up questionnaires, use the Answer Definition (HRS_ANSWER_DEF), Question Definition (HRS_QSTN_DEF), and Question Set Definition (HRS_QSTN_SET_DEF) components.

This section provides an overview of questionnaire setup and discusses how to:

• Set up answer definitions.

• Set up question definitions.

• Set up question set definitions.

Understanding Questionnaire Setup

Many organizations use questionnaires as part of their screening process. Recruiting Solutions enables you to create questionnaires that are completed by applicants when they apply for a job opening online. Questionnaires can be general in nature or tailored to a specific job opening.

Questionnaires can be comprised of one or more question set definitions. Question set definitions are comprised one or more question definitions. Question definitions are comprised of one or more answer definitions.

To create a questionnaire:

1. Create an answer definition for each answer.

2. Create a question definition for each question and link answers to the question.

3. Create a question set definition and link questions to the question set.

4. Add a section for online questionnaire to the resume template.

5. Add a section for screening questions to the job opening template.

When you create a job opening, you can link questions or question sets to the job opening.

If you plan to use these questions as part of the screening process, remember that only applicants that apply online have access to the questions. Applicants that send their resumes through a job board or email address, or that are entered by a recruiter or administrator using the Add New Applicant component, cannot answer these questions. When you run screening, you may not get the results you were expecting.

See Setting Up Job Opening Templates.

See Creating Job Openings.

Pages Used to Set Up Questionnaires

Setting Up Answer Definitions

Access the Answer Definition page.

Answer ID	Displays the ID that you entered to identify this answer definition.
Answer Code	Enter a code that identifies this answer.
Description	Enter a description for this answer. This description appears in conjunction with the answer code.
Long Description	Enter the complete answer to a question. This text appears when you link an answer to a question using the Question Definition page.

Setting Up Question Definitions

Access the Question Definition page.

Question ID	Displays the ID that the system assigned to this question.
Question Code	Enter a code that identifies the question.
Description	Enter the description for this question.
Long Description	Enter the complete description for this question. This text appears when you link a question to a question set by using the Question Set Definition page.

Answers

Setting Up Question Set Definitions

Access the Question Set Definition page.

Question Set ID	Displays the ID that is assigned to the question set.
Question Set Code	Enter a code that identifies this question set.
Description	Enter text that describes this question set.
Competency	Select a competency to link to this question set.
Short Descr (short description)	Enter a description for this question set.
Explanation	This is used only for information purposes to explain the use or content of the question set.

Questions

Setting Up Applicant Screening

To set up applicant screening, use the Screening Levels (HRS_SCREEN_TBL), Veterans Preference (HRS_G_VET_PRF_TBL), and Priority Placement (HRS_G_PR_PL_TBL) components.

This section provides overviews of screening definitions, veterans preference codes, and priority placement codes and discusses how to:

• Set up screening definitions.

• (USF) Set up veterans preference codes.

• (USF) Set up priority placement codes.

Understanding Screening Definitions

Screening applicants is the process of identifying applicants whose qualifications match the requirements of a job opening, placing them in some sort of ranking order, narrowing the list, and then routing the best qualified applicants for interviews.

To help you with this process, Recruiting Solutions enables you to define your own screening levels. To define screening levels:

1. Create screening definitions to define the statuses that will be assigned for passing or failing the screening level and the points awarded for passing or failing.

2. Assign one or more screening definitions to a screening template to create screening levels.

   See Setting Up Screening Templates.

3. Use the Create New Job Opening component to assign specific screening criteria to each screening level.

   See Adding Screening Criteria to Screening Levels.

PeopleSoft delivers the following screening definitions:

• Basic Screening, which is designed for commercial users.

• Basic Eligibility, which is designed for federal users.

• Minimum Qualifications, which is designed for federal users.

• Quality Ranking, which is designed for federal users.

(USF) Understanding Veterans Preference Codes

Veterans preference is an employee's category of entitlement to preference in the federal service based on active military service that was terminated honorably. Veterans preference is defined according to the internal policies and regulations issued by the Office of Personnel Management (OPM).

PeopleSoft delivers the following veterans preference codes:

To create a veterans preference code, you enter a description, recruitment code, and number of points to add to the applicant's score.

The veterans preference is used when the Consider Veterans Preference option is selected; the veterans preference codes, and their associated values, will be added to the employee’s existing scoring to enhance their numerical rating. The veterans preference code that is assigned to an employee also determines where the individual ranks on the order of certification (Certificate of Eligibles). Veterans preference can also be applied to break a tie between candidates and determine the correct ranking order.

(USF) Understanding Priority Placement Codes

Some applicants are entitled to automatic consideration for job openings that meet certain criteria whether they apply for them or not. An applicant is given this special consideration entitlement as the result of being involuntarily displaced or an involuntary position change. Priority placement is defined according to the internal policies and regulations issued by the OPM.

PeopleSoft delivers the following priority placement codes:

Pages Used to Set Up Applicant Screening

Setting Up Screening Definitions

Access the Screening Definition page.

Screening Level Description

Enter basic information about the screening level.

Status Definition

Select pass and fail statuses and their associated reasons. Enter the letter code that you want sent to the applicant when they fail the screening level.

Scoring Definition

This group box defines the points that are used to calculate an applicant's screening score.

Assign Points

This group box is available if the Manual Screening check box is not selected.

(USF) Setting Up Veterans Preference Codes

Access the Setup Veterans Preference page.

Veterans Preference Information

Enter the basic information about the veterans preference. Select a recruitment code and assign the points to it.

(USF) Setting Up Priority Placement Codes

Access the Priority Placement page.

Priority Placement Information

Enter the basic information about the priority placement code and assign a weight to it. A value of 1 is the highest weight. A priority placement program with a weight of 1 will carry more weight during the ranking process than a priority placement program with a weight of 2 and so on.

Requisition Types

Define the selection criteria for each type of requisition. You can select from None, Must Consider, and Must Select.

For example, for an internal requisition, you would determine whether applicants with this priority placement code must be selected or considered during the selection process or whether no special placement exists for this requisition type.

Setting Up Interview Evaluations

To set up interviews, use the Interview Evaluation Category (HRS_INT_CTG_TBL), Interview Evaluation Ratings (HRS_INT_RTG_TBL), and Interview Types (HRS_INT_LVL_TBL) components.

This section provides an overview of interview evaluation setup and discusses how to:

• Create interview evaluation categories.

• Create interview ratings.

• Create interview types.

Understanding Interview Evaluation Setup

Three criteria make up an interview evaluation:

• Interview categories define the areas in which you want to evaluate applicants.

  PeopleSoft delivers four categories: Communication Skills, Education/Training, Work Experience, and Technical skills. You can add as many categories as necessary.

• Interview ratings define how you rate the applicant within the category and associate a score to that rating.

  PeopleSoft delivers three ratings: Excellent, which has a score of 2; Average, which has a score of 1; and Not Qualified, which has a score of 0. You can add as many ratings as necessary.

• Interview types define how you conduct the interview.

  PeopleSoft delivers five interview types: Inhouse1, Inhouse2, Inhouse3, Campus, and Phone.

After you set up these tables, you can create interview evaluation templates. Interview evaluation templates enable you to group categories and ratings so that you can create interview evaluations that target a specific job opening or group of job openings.

See Setting Up Interview Evaluation Templates.

Pages Used to Set Up Interview Evaluations

Creating Interview Evaluation Categories

Access the Interview Evaluation Category page.

Creating Interview Ratings

Access the Interview Evaluation Ratings page.

Score

Enter a score for this evaluation rating.

Creating Interview Types

Access the Interview Types page.

Enter a description that describes how an interview may be conducted. This description is used when you schedule an interview.

Setting Up Job Offers

To set up job offers, use the Offer Component Type (HRS_OFF_TYPE_TBL) and Offer Component (HRS_OFF_CMPNT_TBL) components.

This section provides an overview of job offer setup and discusses how to:

• Create job offer component types.

• Enter job offer component information.

Understanding Job Offer Setup

Often, job offers comprise multiple elements, of which the base salary is just one component. You may offer applicants a bonus, stock options, or car allowances in addition to a salary. To track all elements of job offers, you need to set up job offer components and job offer component types for your organization.

Use job offer component types to group similar offer components. For example, you might have a type for the salary job offer components. Hiring managers, recruiters, and recruiting administrators select from the predefined components when entering applicant job offers.

See Making Job Offers.

Pages Used to Set Up Job Offers

Creating Job Offer Component Types

Access the Offer Component Type page.

Role Name	Select the role that is responsible for administering the offer component type. For example, if you create a component type for stock options, you would link this to the stock administrator role. If you set up email workflow, the system sends an email to the person with the selected role to notify that person of new hires. See Enterprise PeopleTools PeopleBook: Security Administration
Base Salary Indicator	Select this check box if the component type forms part of the base salary. The system uses this check box to calculate the total base salary. When a job offer is entered, the system checks whether the base salary exceeds the maximum salary grade range for the job. You define the salary grades for a job opening on the Salary Grades page.

Entering Job Offer Component Information

Access the Offer Component page.

Offer Type	Select the type of offer from the available component types. Define component types on the Offer Component Types page.
Cash	Select this check box if the offer component is received as cash. For example, base salary is a cash component, so you would select this check box, but for stock options, you would leave the check box clear because stock options are not paid out as cash. When this check box is selected, the system will verify that the frequency and currency codes are defined on Offer Component page. This check box appears on the Offer Details page.
Frequency	Enter the frequency at which this component will be paid.
Currency Code	Enter the currency that will be used to pay this component.

Setting Up the Hiring Process

The Manage Hire Setup page enables you to select the information you want to transfer from the recruiting tables to the HR tables. To define the data to transfer, use the Data Transfer to HR (HRS_MNG_HIR_STP) and Hire Notification (HR_HIRE_NOTIF) components. When you hire an applicant, the system uses the information defined here to determine the data to transfer.

This section discusses how to define the recruiting data to transfer to HR.

Pages Used to Set Up the Hiring Process

Defining Data to Transfer

Access the Manage Hire Setup - Person page.

Type of Hire	Select the type of hire you are performing. Your choices are: Add Concurrent Job Add Contingent Worker Hire Rehire Transfer
Transfer to HR (transfer to human resources)	Select the check box next to the information that you want transferred to the HR database for this type of hire.

Competencies

Select the Competencies link.

Other

Select the Other link.