Business Process Guide Process: Manage Applicants Module: Recruiting Solutions High Level Description Process Module Document Type Manage Applicants Recruiting Solutions Business Process Guide Revision Control Date By Action Pages 02-22-2011 T Mistry Document created 16 12-23-2011 M Walker Modified 17 Table of Contents Table of Contents... 1 Overview... 1 Notice about the new version of PeopleSoft.2 Review Job Applications (PDF report)... 3 Mark reviewed applicants as screened... 6 Route Job Applicants... 8 Mark Applicants for Interview... 11 Send Email Correspondence to Applicants... 13 Whom to Contact for Help?... 17 Overview This business process guide demonstrates how to review job applications, change applicant s disposition status, route applicants to the hiring team, and send email correspondence to applicants via PeopleSoft. These business processes are only applicable for Staff and/or MPP recruitment. The designated employee in the Human Resources (HR) office will perform the recruitment business processes described in this guide. After HR starts receiving job applications via the internal and external Careers website, they follow their internal business processes related to Staff and MPP recruitment to manage all the applicants in PeopleSoft. Business Process Guide Page: 1
Notice about the new version of PeopleSoft All page shots used in this guide are from the previous version of PeopleSoft (HCM 8.9). Please be advised that from the fourth week of February 2012, we are using the new version of PeopleSoft (HCM 9.0) and you may experience a difference in the way the new pages look and feel. In the new version of PeopleSoft (HCM 9.0), the format of how the Main Menu expands has changed, but the actual navigation path and functionality has not changed. See the sample page shot. Other minor changes include the following: Improved color scheme New look for Processing and Save indicators Pop-up Search Window and Edit Boxes Number of Search Results Option Type Ahead Matching Business Process Guide Page: 2
Review Job Applications (PDF report) This section demonstrates how to review incoming job applications for your current Staff and/or MPP recruitments. The View Applications process collates all of the applicants application data in one PDF report, including any attachments. This process can be run for any number of applicants. The HR office must review each job application and ensure that all attachments can be opened. If an applicant has attached a problematic file/document, the View Application process will not be able to open it. This includes password protected files/documents, other bad files that cannot be opened even if they were emailed, or files that are enormous in size (for example, a non-scaled jpg). Some applicants rename the files just to attach to their job application and do not do an actual conversion and these kinds of files cannot be opened nor converted to the PDF report. In such cases, it is the sole responsibility of the applicant to attach files that are of a reasonable size and that can be opened by HR. Navigate to Recruiting > Find Job Openings 1. Job Opening: Enter the Job Opening ID whose incoming job applications you wish to review 2. Click the Search button The Find Job Openings 3. Click the Job Opening hyperlink Business Process Guide Page: 3
The Manage Applicants 4. Review the applicants data, such as name, applicant id, applicant type, disposition status, and last update date (application date) 5. Click the check box next to the name of the applicant whose job application you wish to review Note: You may click the Select All hyperlink to review all job applications. 6. Group Action: Select View Applications 7. Click the Go button Business Process Guide Page: 4
The report Administration Note: The process may take up to an hour to complete depending on the number of applicants selected and the number and size of the documents they have attached to their job application. 8. Wait at least 15 seconds, and then click the Refresh button 9. Continue waiting and then clicking the Refresh button until Status changes to Posted The Posted Status displays. 10. Click the View Applications hyperlink Note: You need Adobe Reader installed on your computer to view this PDF report. The PDF application displays. 11. Review all sections of the job application. Note: Only the HR Managers (people with erecruit Administrator security role) have access to view the Conviction History section in this PDF report. 12. Check the how many attachments types each applicant has attached with their job application and ensure that all attachments open in this PDF report Business Process Guide Page: 5
Mark reviewed applicants as screened After you review the job applications and all the attachments via the View Application PDF report, change the disposition status of those applicants from Applied to Screen so that they are ready to be routed to the hiring team. Marking the applicants as screened serves as an indicator for the HR Managers that applicants data and all the attachments opened fine in the View Applications PDF report mentioned in the previous section. Navigate to Recruiting > Find Job Openings > and search by Job Opening ID > select the Job Opening hyperlink The Manage Applicants 1. Click on the name of the applicant whose disposition status you wish to change The Applicant Activity page displays for the selected applicant. Note: The Applicant Activity page displays all the jobs this applicant has applied for. 2. Under the Applicant Activity Job Opening section, click the disposition hyperlink for the appropriate Job Opening Business Process Guide Page: 6
The Dispostion Details page displays. 3. Click the arrow icon to expand the edit disposition details section 4. Status Code: Select Screen 5. Click the Save button 6. Click Return to Previous Page hyperlink The Applicant Activity page now displays the disposition status as Screen for the selected Job Opening of this applicant. Business Process Guide Page: 7
Route Job Applicants This section demonstrates how to electronically route job applicants to the hiring team. An automatic email is sent to all the members of the hiring team when you route job applicants to them. Navigate to Recruiting > Find Job Openings 1. Job Opening: Enter the Job Opening ID whose job applicants you wish to route 2. Click the Search button The Find Job Openings 3. Click the Job Opening hyperlink Business Process Guide Page: 8
The Manage Applicants 4. Review the applicants data, such as name, id, applicant type, disposition status, and last update date (application date) 5. Before routing the applicants, make sure their disposition status is Screen Note: Do not route any applicants who are still in Applied status. Applied status means that HR has not yet screened their application data and attachments. Screen status means that there is no problem with the application data or the attachments and they appear fine in the View Applications PDF report. 6. Click the check box next to the name of the screened applicant Note: You may check mark multiple screened applicants to route to the hiring team. 7. Group Action: Select Route Applicant 8. Click the Go button Business Process Guide Page: 9
The Route Applicant page displays. 9. Check the Applicants Being Routed section to see names of the job applicants you have selected to route 10. Check the Routing Details section to see the names of all the members of the hiring team Note: You may click the minus sign to remove any of the hiring team members. For example, if you wish to only route the job applicants to the hiring team coordinator first, then remove the unnecessary members. 11. Click the Submit button Note: The hiring team members whom you routed the job applicants will receive an automatic email indicating these applicants are ready for their review. The Manage Applicants page now displays, the disposition status as Route for this applicant. Business Process Guide Page: 10
Mark Applicants for Interview This section demonstrates how to mark an applicant s disposition status to Interview. After HR approves the hiring team s selected applicants for interview, HR changes the disposition status of these applicants from Route to Interview. Navigate to Recruiting > Find Job Openings > and search by Job Opening ID > select the Job Opening hyperlink The Manage Applicants 1. Click the hyperlink disposition status of the applicant whose status you wish to change Business Process Guide Page: 11
The Disposition Details page displays for the selected applicant. 2. Under the Routing Details section, change the Overall Routing Status to Invite for Interview 3. Click the arrow icon to expand the edit disposition details section 4. Status Code: Select Interview 5. Click the Save button 6. Click Return to Previous Page hyperlink The Applicant Activity page now displays, the disposition status as Interview for the selected Job Opening of this applicant. Business Process Guide Page: 12
Send Email Correspondence to Applicants This section demonstrates how to send email correspondence to job applicants. Navigate to Recruiting > Find Job Openings 1. Job Opening: Enter the Job Opening ID 2. Click the Search button The Find Job Openings 3. Click the Job Opening hyperlink Business Process Guide Page: 13
The Manage Applicants 4. Click the check box next to the name of the applicant whom you wish to send a correspondence Note: You may click multiple check boxes to send the correspondence to more than one applicant or you can Select All if you wish to send a general correspondence to all applicants. 5. Group Action: Select Send Correspondence 6. Click the Go button Business Process Guide Page: 14
The Send Correspondence 7. Cc: Delete your email address 8. Bcc: Enter your email address and any other HR Manager s email address who should receive a copy of this correspondence 9. Subject: Type the subject 10. Message: Type the message Note: Use the spell check icon to check your spellings. 11. Click the Preview button Business Process Guide Page: 15
The Send Correspondence Preview page display. 12. Verify the correspondence and click the Return button The Send Correspondence 13. Click the Send button 14. You will be taken back to the Manage Applicants page Business Process Guide Page: 16
15. To view correspondence history of an applicant, navigate to the Applicant Activity page and click on the Contact Notes hyperlink The Contact Notes page displays the correspondence history. Whom to Contact for Help? For additional help or to report problems with this functionality, please log a ticket via the Service Desk (http://www.csueastbay.edu/servicedesk). Business Process Guide Page: 17