Alexis Brennan September...

Recruiting Solutions Training Manual – Site Administrators

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Alexis Brennan September 2004


PeopleSoft Training - HCM

November 2004

DISTRICT WIDE APPLICATIONS


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Table of Contents

Table of Contents ............................................................................................................................ 2

Chapter 1 - Understanding Recruiting Solutions............................................................................. 4

Recruit Workforce Business Process........................................................................................... 4

Overview ................................................................................................................................. 4

Certificated Personnel Clerk/Staffing Administrator Roles .................................................... 4

HR Input Role ......................................................................................................................... 4

eRecruit Business Process ........................................................................................................... 4

Overview ................................................................................................................................. 4

Applicant Role......................................................................................................................... 4

Site-Administrator Role........................................................................................................... 5

Chapter 2 – Location Alpha Report................................................................................................. 6

Run Location Alpha Report......................................................................................................... 6

Chapter 3 – Applicant Routing and Selection for Post & Bid....................................................... 13

Requisition Screening/Applicant Routing ............................................................................. 13

Run the Routed Applicants Report........................................................................................ 13

Applicant Selection in eRecruit................................................................................................. 19

View Routed Applicants........................................................................................................ 19

View Routing Reason/Interview Requirements .................................................................... 23

Reject/Select Applicant ......................................................................................................... 25

Chapter 4 - Post & Bid Applicant Transfer ................................................................................... 28

Run Selected Applicants Report................................................................................................ 29

PAR Submission........................................................................................................................ 36

Review Requisition Status History........................................................................................ 38

Track Application Status History .......................................................................................... 39


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Chapter 5 - Applicant Offer & Selection for Summer/Intersession .............................................. 40

Run the S&I Selected Applicant Report.................................................................................... 40


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Chapter 1 - Understanding Recruiting Solutions PeopleSoft Recruiting Solutions automates the recruitment tasks of opening job requisitions, applying for jobs, screening and searching for qualified applicants, extending offers, hiring successful applicants, and running related reports. Recruiting Solutions can be broken down into two major business process areas: Recruit Workforce and eRecruit.

The purpose of this document is to discuss the approach to using PeopleSoft Recruiting Solutions at San Diego City Schools for the certificated recruitment periods of Post & Bid and Summer/Intersession.

Recruit Workforce Business Process

Overview

Recruit Workforce refers to the core functionality only accessible to central office personnel (as opposed to self-service users). This entails all the setup and legwork required to run a successful recruitment for Post & Bid or Summer/Intersession.

Certificated Personnel Clerk/Staffing Administrator Roles

Personnel Clerks and Certificated Staffing Administrators will be responsible for the following tasks:

• Establishing job requirements • Creation and posting of job requisitions • Screening/routing of qualified applicants • Managing job offers • Generation of recruitment letters

HR Input Role

In addition to the roles of central office staffing personnel, HR input will play a key role in the Recruit Workforce process. They will be responsible for the following tasks:

• Transferring applicants selected in the Post & Bid process • Hiring applicants into summer/intersession additional assignments

eRecruit Business Process

Overview

Building on the underlying Recruit Workforce business process foundation, eRecruit provides applicants and site-administrators convenient access to recruiting information through employee and manager self-service.

Applicant Role

Internal applicants for certificated Post & Bid and Summer/Intersession assignments will perform the following duties:

• Creation of applicant demographic information • Submission of applications (also referred to as resumes) to job requisitions


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• Tracking application status

Site-Administrator Role

Site Administrators will perform the following duties:

• Intersession/Summer School o Run the S&I Selected Applicant Report

• Post & Bid o Run recruitment reports o Select applicants for Post & Bid o Submit PAR for selected applicants


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Chapter 2 - Location Alpha Report Run Location Alpha Report

Site Administrators can run the Location Alpha report to see which employees at their site are requesting transfers through Post & Bid, or applying for Summer/Intersession jobs.

Step 1 Navigation: Recruiting Reports Location Alpha Report

Step 2 Click the Add a New Value tab. Enter a Run Control ID. (Use your initials, or create a name for

your report parameters.) Click the button.

Location Alpha Report – Add a New Value page


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Location Alpha Report – Run Control page

Step 3 Enter the following fields:

Field Information to Enter Date Opened This refers to the Open Date field on the Job Posting page.

All jobs for a certain recruitment period should have the same Open Date.

Location Code This refers to the Location where the applicants’ current assignments exist.

Recruitment Template Select ‘CERT_POST_&_BID’ or ‘CERT_SUM_INTERS’ depending on the recruitment period.

Sort Order Select ‘Sort By Alpha’ when running for Site Administrator use.

Note: The Open Date will be posted under the Employment website www.sandi.net/personnel in the 'SDCS Hot Topics' area.

Click the button.


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Step 4

Select PSNT from the drop-down menu for Server Name.

Click the button.

Step 5

Note your Process Instance number and click the Process Monitor link.


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Step 6

Click the button to update the . When the reads “Success”, click the Details link.


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Step 7

Click the View Log/Trace link.


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Step 8

Click the .PDF link that contains the Process Instance number that you noted above.

Step 9

Your report will open in Adobe Acrobat. You can now view and/or print the report.


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Note: If you receive a Protocol Error instead of the report shown above, close the window and keep trying to click on the Process Instance link (Step 8) until the report shows. Depending upon the system load at the time you are running the report, it may take a few tries to get the report to open up. If the Protocol Error continues, try running the report one more time before you call for assistance. PeopleSoft support line (858) 496-2117.


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Chapter 3 - Applicant Routing and Selection for Post & Bid Requisition Screening/Applicant Routing

The Personnel Clerks can see which applicants applied for a particular job requisition through the Requisition Screening pages. Based on the eligibility screening report (the Position Report), the top candidates will be routed to the site administrator via the Route To functionality. Note that this chapter only pertains to Post & Bid recruitment, not summer/intersession.

Run the Routed Applicants Report At this point, the Routed Applicants Report needs to be generated to show all the applicants that are routed to a site administrator during Post & Bid for each Job Requisition.

Step 1 Navigation: Recruiting Reports Routed Applicants Report



Routed Applicants Report – Add a New Value page


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Routed Applicants Report – Run Control page




Location Code This refers to the Location on the Job Requisition Information page. Enter your site’s location code.

Project Template Select ‘CERT_POST_&_BID’


Click the button.


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Step 4


Click the button.

Step 5



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Step 6



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Step 7



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Step 8


Step 9




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Applicant Selection in eRecruit

Site Administrators must review routed applicants for each Job Requisition through the Track Applicant Activity pages. They will use these pages to document rejections and to indicate selected applicants.

Note: Site Administrators are only to view requisitions that are for their site.

View Routed Applicants Site Administrators must view all applicants routed to them by Job Requisition from the Select Applicant search page. From this list, the administrator must view the individual applicant information, then select the applicant name to either select or reject them.

Step 1

Navigation: Manager Self Service Recruiting Activities Recruiting Activities Home Track Applicant Activity

Step 2 Click on the Track Applicant Activity link


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Applicant Activity – Select Applicant page

Step 3

You must select the Job Requisition number from the dropdown box and click New Search to view all applicants routed for that requisition.


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Step 4

The App Info hyperlink will access a page displaying the applicant’s demographic information and current location.


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Applicant Activity – Applicant Information page


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View Routing Reason/Interview Requirements On the Applicant Activity – Select Applicant page, the applicant name also serves as a hyperlink to access the Applicant Activity – Applicant Detail page where the applicant’s routing reason is displayed.



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Applicant Activity – Applicant Detail

The Site Administrator is required to interview, hire, or take action as noted in the Disposition Reason. If it is blank, they should assume they do not.

Note: Site Administrators are only to view requisitions that are for their site.


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Reject/Select Applicant The Applicant Activity – Applicant Detail page will be used to document the Site Administrator’s rejection or selection of the applicant as well. After interviewing routed applicants, the site administrator updates the applicant’s Disposition. Site Administrators must review all routed applicants in order to view Disposition Reason. Note: Site Administrators are only to make changes to requisitions that are for their site.

Applicant Activity – Applicant Detail page; Applicant Selection Displayed


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Field Information to Enter Status Date Allow default of today’s date. Disposition The Site Administrator will update the Disposition with either

‘110-Reject’ or ‘078-Hire Decided.’ You should only indicate ‘078-Hire Decided’ for one applicant, for each opening.

Reason If the applicant is rejected, the reason should be documented. See the table on the next page with the reasons available.

Applicant Activity – Applicant Detail page; Applicant Rejection Displayed

Click the button.


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When applicants are rejected for a specific reason, the Reason field should be populated.

If no specific Reason is indicated for the rejection, when the selected applicant is hired, the Reason will default to ‘Another Applicant was Hired.’

Rejection Reasons

Another Applicant was Hired

Unable to Make Contact

Interview Standards Not Met

Interview Declined

No Show for Interview

Selected for Other Position

Bid Withdrawn

Other

Lacks Required Credentials

Not Selected

Declined Position

Requisition Cancelled

No Opening

Another Job

Offer Rejected

Previous Yr Sum/Intersession


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Chapter 4 - Post & Bid Applicant Transfer After the Site Administrator tags their applicant for selection, the following transactions must take place in order to successfully hire the applicant:

• Personnel Clerks monitor applicant selections via queries and through the Track Requisition Activity pages.

• Personnel Clerks update the Applicant Data with the new Disposition of ‘Ready to Hire,’ and tag the applicant for ‘Post & Bid Selection Letter’ generation.

• HR staff generates recruitment letters.

• Site Administrators run the Selected Applicants Report.

• The Site Administrator verifies the Disposition update, and submits an Assignment Change PAR.

• HR Input transfers the applicants.


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Run Selected Applicants Report

At this point, the Selected Applicants Report needs to be generated to show a list of applicants selected at the end of the Post & Bid recruitment process by Job Requisition Number. HR will publish a timeline indicating when this report can be run. The report will also serve as your list of Assignment Change PARS you need to create.

Step 1

Navigation: Recruiting Reports Selected Applicants



Selected Applicants Report – Add a New Value page


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Selected Applicants Report – Run Control page





Requisition Template Select ‘CERT_POST_&_BID’ Sort Order Select ‘Requisition’. SDEA Use This checkbox is for Central Office use only.


Click the button.


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Step 4


Click the button.

Step 5



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Step 6



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Step 7



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Step 8



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Step 9




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PAR Submission

After the posting is closed, applicants have been selected, and the Selected Applicant report is run, the Site Administrator must submit a PAR for the selected applicant’s transfer. The PAR has been modified to track requisition information for applicants. The PAR you submit is the Assignment Change.

Step 1

Navigation: Workforce Administration Personnel Action Request

Step 2

Click the drop down list box and select EE - Assignment Change for PAR TYPE.

PAR-Personnel Action Request – Add a New Value page

Step 3

Click the button.


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Assignment Change page

Field Information to Enter Empl Dept Department on the Job Requisition Effective Date Date transfer is to go in effect Emplid Applicant ID who is to be transferred Action Transfer Reason INT (Internal Recruitment) Job Requisition When clicking on the search icon, only the Job Requisition

for which the applicant is in a status of ‘Ready to Hire’ should appear. Upon selection, the Department, Location and Job Code will be populated. Note: For Summer/Intersession, the Position will also populate, but not for Post & Bid.

Position Enter the Post & Bid position information required based on the Allocations Status report. Note: For Summer/Intersession, the Position will default from the Job Requisition.


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Review Requisition Status History The Site Administrator can see that the Post & Bid requisition process is complete through the Review Requisition Status pages. The indicator of completion is that the most recent Status is ‘110-Filled/Closed.’

Navigation: Manager Self Service Recruiting Activities Job Requisitions/Postings Review Requisition Status

Job Requisition Status History page


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Track Application Status History Application Status History is only available in Manager Self Service. This page lists all the job requisitions to which the applicant is linked, and you are able to view the status history of each of the applicant’s applications.

Navigation: Manager Self Service Recruiting Activities Recruiting Activities Home Application Status History

Application Status History


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Chapter 5 - Applicant Offer & Selection for Summer/Intersession Overview

At this point in our training manual, we have discussed understanding Recruiting Solutions (chapter 1). Chapters 3-4 were devoted to the routing, selection, and transfer processes in Post & Bid recruitment. In chapter 5, we will focus on the Summer/Intersession recruitment processes of running the S&I Selected Applicant reports.

Run the S&I Selected Applicant Report

Once the recruitment period has closed, the Site Administrators should generate the S&I Selected Applicants report. This will show all applicants staffed for Summer/Intersession assignments. It can be run for one location at a time. The report includes the chosen applicants’ names, current locations, home phone numbers, and their new summer school assignment information. Only applicants in a status of ‘Ready to Hire’ or ‘Hired’ will be displayed. Positions determined after eRecruit close date must be reported by an Add a Concurrent Job PAR for documentation purposes.

Step 1

Navigation: Recruiting Reports S&I Selected Applicant Rpt



S&I Selected Applicants Report – Add a New Value page


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S&I Selected Applicant Report – Run Control page


Field Information to Enter Requisition Date Opened This refers to the Open Date field on the Job Posting page.




Click the button.


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Step 4


Click the button.

Step 5



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Step 6



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Step 7



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Step 8


Step 9



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