Talent Plus TalentBank Scheduler s Manual. Scheduler Role. Scheduler s Security Model

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Sherilyn Anderson
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1 Scheduler Role The scheduler is responsible for coordinating and scheduling interviews in the TalentBank system. The scheduler s home page includes the following: + Scheduled Interviews table + To-Be-Scheduled Interviews table + Key graphs + Key reports Scheduler s Security Model A scheduler will have access to interview files for scheduling and rescheduling. The To-Be-Scheduled Interviews table will contain all interview files which have not yet been assigned or scheduled. The Scheduled Interviews table will contain those scheduled/rescheduled interview files which have been assigned. The Interviews Assigned to Talent Plus Groups table will contain those interviews which have been outsourced to Talent Plus. A scheduler will have access to view the individual details of a file but will not have access to view interview assessments or results. Copyright 2014 Talent Plus Lincoln, Nebraska 1

2 Creating Interview Files Create an Interview File 1) On the Shortcuts Menu, select Create Interview. 2) Complete the interviewee s individual information: name, ID numbers, , country and phone number (if you select a different country, the phone number format will be modified based on the country you select). The fields marked with asterisks (*) are required fields. Try to complete as much information as possible, and then select Next. 3) NOTE In cases where TalentBank detects a possible duplicate entry, other options will be displayed on the screen. Compare the information you entered (current) against the list and select the radio button beside either Add New Individual or an existing individual file. Then select Next. 4) Next, complete the interviewee s home address and time zone. Then select Next. Copyright 2014 Talent Plus Lincoln, Nebraska 2

3 5) You will now be asked to enter the Interview Information. There is a great deal of information that can be added and tracked on this page. Take your time to enter as much pertinent data and information as possible for effective tracking of an applicant or employee. The following is a list of critical information to be captured: a) Category/Subcategory/Position - Select the position for which they are applying. b) Interview - Select the appropriate interview to be used. c) Benchmark - Over time, there may be multiple benchmark options used for specific interviews. Select the benchmark appropriate for this individual s interview. d) Location - Select the location where they are applying. e) Interview Language - Select the language in which the interview will be conducted. f) Current Company - Enter the individual s company into the text box. g) Current Position - Enter the individual s current position into the text box. h) Interview Purpose - Identify the purpose of the interview: i) An Internal Prediction denotes someone who currently works in the company and is being interviewed for a job change or promotion. ii) An External Prediction denotes someone outside of the company who is interviewing for a position within the organization. iii) A Profile denotes someone who currently works in the company and is being interviewed to assess their strengths for growth and development purposes. Copyright 2014 Talent Plus Lincoln, Nebraska 3

i) Add Adiences - Select the check box next to the adiences you would like to have included in the interview. 6) Next, you will be asked to enter Additional Interview Information.

4 i) Add Adiences - Select the check box next to the adiences you would like to have included in the interview. 6) Next, you will be asked to enter Additional Interview Information. Complete the Interview Requested By: and Interview Results To: boxes, providing as much information as possible. 7) Then select the following for the last step in creating an interview file: a) Conduct Interview - Allows you to immediately conduct the interview b) Schedule Interview Directly - Allows you to schedule the interview directly onto an analyst s calendar c) Schedule Interview by Availability -Allows you to schedule the interview by selecting an available time slot (cream- colored) on the availability calendar d) Schedule Interview Later - Allows you to schedule the interview later by selecting the interviewee s file on your home page Copyright 2014 Talent Plus Lincoln, Nebraska 4

5 Add an Application Add an Additional Application The Add an Application link allows you to create an application for those individuals who already have a file in the system. To create an additional application: 1) If the interviewee s file is not on the home page, search for the interviewee using the simple or individual search. 2) Select the interviewee s name to view their individual details. 3) Verify that the contact information is correct. If any of the information needs to be updated, select the Paper and Pencil icon to update. 4) To add an application, select the Add an Application Link below the Applications table. 5) The Add Application link will immediately take you to the Assign Interview page where you can create an interview file. Once you have completed the new application, the new position will now appear within the Applications table. Copyright 2014 Talent Plus Lincoln, Nebraska 5

Scheduling an Interview Schedule Interview Directly If you selected Schedule Interview Directly when you created the interview file, you will be taken to a screen that allows you to select the

Please note that you can schedule to an interviewer s schedule even if they do not have their availability entered into the system.

6 Scheduling an Interview Schedule Interview Directly If you selected Schedule Interview Directly when you created the interview file, you will be taken to a screen that allows you to select the schedule date, schedule time, time zone, schedule type and the interviewer. Please note that you can schedule to an interviewer s schedule even if they do not have their availability entered into the system. Schedule Interview by Availability If you selected Schedule Interview by Availability when you created the interview file, you will be taken to a screen that allows you to select a cream-colored block of time to schedule the interview. If you see a red-colored block of time, this means the interviewer is not certified on that interview. Schedule Interview Later If Schedule Interview Later was selected when you created the interview file, the interview file will be located in the To-Be- Scheduled Interviews section of the home page when the scheduler first logs in to TalentBank. The scheduler will then be able to use the notebook with the arrow icon to schedule the interview directly or the Notebook icon to schedule the interview by availability. Copyright 2014 Talent Plus Lincoln, Nebraska 6

7 Reschedule an Interview You may reschedule an interview in three ways: 1) Home Page - Locate the interviewee s file on the home page. Select the two action icons to reschedule the interview or reschedule the interview by availability. Reschedule Interview 2) Individual Details - If the interviewee s file is not on the home page, search for the interviewee using the advanced search. Select the interviewee s name to view their individual details. Then use the drop-down menu to select Reschedule Interview or Reschedule Interview By Availability. 3) Interview Schedule - If you know the exact interviewer and date for which you scheduled the interview, select Interview Schedule from the Shortcuts Menu. Select the interviewer from the Interviewer Filter and input the start and end dates using the calendar icon. All of the interviews scheduled to that individual will appear on the screen. Locate the interviewee and select the Reschedule Interview or Reschedule Interview by Availability icons. Reschedule Interview By Availability When you select Reschedule Interview or Reschedule Interview by Availability, you can schedule the interview as you normally would. An is automatically sent to inform the previous interviewer that the event has been canceled. This button also removes the event from the previous interviewer s calendar and updates their time slot to Available to Interview. Delete a Scheduled Interview If you know the exact interviewer and date for which you scheduled the interview, select Interview Schedule from the Shortcuts Menu. Select the interviewer from the Interviewer Filter and input the start and end dates using the calendar icon. Then select the X icon next to the interviewee to delete the interview. Copyright 2014 Talent Plus Lincoln, Nebraska 7

Updating Interview Files Change Contact Information To change an interviewee s contact information inside of their interview file, locate the interviewee s name in the All Interviewers table on the

8 Updating Interview Files Change Contact Information To change an interviewee s contact information inside of their interview file, locate the interviewee s name in the All Interviewers table on the home page. If the interviewee s file is not on the home page, search for the interviewee using the advanced search. Then select the notebook with the arrow icon, and you will be able to update the location and position. You will also have to reschedule the interview, but you can select the same interviewer and time to reschedule so that just the position or location is updated. Update Interview Details To change an interviewee s interview, benchmark, position or location inside of their interview file, locate the interviewee s name in the All Interviewers table on the home page. If the interviewee s file is not on the home page, search for the interviewee using the advanced search. Using the Action Menu, select Update Interview Details. Interview Schedule To change an interviewee s interview, benchmark, position or location inside of their interview file, locate the interviewee s name in the All Interviewers table on the home page. If the interviewee s file is not on the home page, search for the interviewee using the advanced search. Using the Action Menu, select Update Interview Details. Copyright 2014 Talent Plus Lincoln, Nebraska 8

9 Key Graphs Key Graphs On the home page, you will have access to the total number of requested interviews grouped by week. You can select one of the bar lines to review the specific interviews that have been scheduled/unscheduled during that week. This report is similar to Interview Request Report outlined in the Key Reports section of the manual. Dashboard On the home page, you will have access to the total number of requested interviews grouped by week. You can select one of the bar lines to review the specific interviews that have been scheduled/unscheduled during that week. This report is similar to Interview Request Report outlined in the Key Reports section of the manual. Copyright 2014 Talent Plus Lincoln, Nebraska 9

Key Reports Availability Utilized Report This report details the percentage of availability utilized when scheduling an analyst for interviewing. 1) On the Shortcuts Menu, select Report Center.

4) Select Show. The output fields include: Interviewer, Total Hours Available, Hours Utilized and % Utilized.

10 Key Reports Availability Utilized Report This report details the percentage of availability utilized when scheduling an analyst for interviewing. 1) On the Shortcuts Menu, select Report Center. 2) Select Availability Utilized Report from the Scheduler Key Reports table. 3) Search by date range for interviews that have been scheduled (by Interview Availability) across your organization. 4) Select Show. The output fields include: Interviewer, Total Hours Available, Hours Utilized and % Utilized. Interview Requests Report This report details the Interview Requests by request date or scheduled-for date. 1) On the Shortcuts Menu, select Report Center. 2) Select Interview Requests Report from the Scheduler Key Reports table. 3) Search by date range for interviews requests. 4) Select the Type of Filter: Date the Interview was Requested or Date the Interview was Scheduled. 5) Select Show. The output fields include: Requested On, Scheduled On, Applicant, Interview, Status, Days Unscheduled #, Scheduled for Date and Analyst. Copyright 2014 Talent Plus Lincoln, Nebraska 10

Scheduling Analysis Report This report details four unique ways to analyze how efficiently you are scheduling interviews based on either the request date or the scheduled date.

3) Search by date range for interviews and choose a mode from the drop-down menu.

Review the average number of days Unassigned or average number of days To Completion either by month or position based on the selected report.

11 Scheduling Analysis Report This report details four unique ways to analyze how efficiently you are scheduling interviews based on either the request date or the scheduled date. 1) On the Shortcuts Menu, select Report Center. 2) Select Scheduling Analysis Report from the Scheduler Key Reports table. 3) Search by date range for interviews and choose a mode from the drop-down menu. The mode will include two distinct ways to focus each report: a) Days to completion b) Days unassigned 4) Select Show. Review the average number of days Unassigned or average number of days To Completion either by month or position based on the selected report. Schedule Interview Details Report This report details interviews which have been scheduled. 1) On the Shortcuts Menu, select Report Center. 2) Select Schedule Interview Details Report from the Scheduler Key Reports table. 3) Search by date range for interviews. 4) Select Show. 5) The output files will include: Scheduled For, Interview, Interviewee, Phone No(s), Interviewer and Scheduler. Copyright 2014 Talent Plus Lincoln, Nebraska 11

Viewing Job Requisitions

Viewing Job Requisitions Job Requisition Details To view applications, select Job Requisitions from your Shortcuts Menu. From the Search Requisitions page, enter the Job Title, Req. Code, Pos. Code or