UK Graduate and Interns. TAS Basic Fundamentals & Process Guide

Transcription

1 UK Graduate and Interns TAS Basic Fundamentals & Process Guide

2 Document Revision History Version Revised by Status Date Reviewer(s) Notes 1.0 Amy Patton Release Release and Approval History Issued to Role Approval Date Approval Evidence insert or URL to approval evidence Note all in Approve column must approve this document Approve (insert X) Review (insert X) Info (insert X)

3 CONTENTS UK Graduate and Interns... 1 TAS Basic Fundamentals & Process Guide Introduction Logging into TAS TAS Terminology TAS Homepage Candidate Grid Action Toolbar in Candidate Grid Searching Talent record Updating Candidate address Printing Requisitions Creating requisitions Editing Requisitions Filtering Your My Open Reqs Panel Modifying your My open Reqs Panel Reviewing and modifying Posting Options UKG Talent Gateways HR Statuses Candidate Communications Watchlist Candidates Moving/COPYING candidates across disciplines Candidate Application, Pre-Screening & Screening Process UKG Application - Part Gradweb PreScreening / Degree Matcher validation UKG Application Part SCREENING GradWeb SuperUser GradWeb Screeners Online test Requests for Extra Time Resetting the test Viewing Online Test scores Personal Interview Technical Interview managing interview schedules elinking Technical interview forms Reviewing technical interview scores Assessment Center managing interview schedules elinking Technical interview forms Reviewing Assessment Centre scores Candidate Feedback Intern Conversions Stem Scholars in TAS UFT in TAS Offers UKG Initial Offer Form Verbal Offer Form UKG Initial Offer Doc Pre-employment Checks Vetting Health Assessments Placement Details & Document Generation Checking Input from HR Creating the Placement Letter and Contract Personal Details Forms... 34

4 19. SAP Upload Candidates without UK Bank Account details Exporting candidates into excel Dispositions after offer Reporting Appendix A HR Statuses Graduates and Interns... 40

5 1. INTRODUCTION The purpose of this document is to review the basic fundamental of how to use TAS for the UK Grads process. Appendix A details the HR statuses used during this process and what the purpose of each HR status is. Appendix B contains the content and at which point of the process each is sent out LOGGING INTO TAS BP users can use single-sign on site: Click on the Login button under Certificate Login if connected to the BP network, or your NTID and NTID password under the Non-certificate Login. Non-BP users can access the TAS Live site: Enter your username and password. You will need to change your password when you login for the first time. Once you have logged-in successfully, you will see the TAS Homepage TAS TERMINOLOGY IBM Kenexa = Vendor who provides TAS (a.k.a. Kenexa 2xBrassRing) TG (Talent Gateway) = application portal on bp.com GQ (Gateway Questionnaire) = application form Req = Requisition (discipline/event specific) Talent Record = Candidates efile HR Status = stages elink = ability to send Talent Record & Forms to TAS and non-tas users QuickSearch = by name or requisition Portal panel = user interface when logged into TAS Subpanel = broken out by stages to display the right info at the right time DIT (Data insight tool) = Reporting tool Event Manager = TAS tool for booking personal interviews, technical interviews, and assessment centres, and feedback Candidate Zone = candidate portal available post-application 1.3. TAS HOMEPAGE On the TAS Homepage, in the My Open Reqs panel, you will see the UK Graduate and UK Intern requisitions. To view the candidates in a requisition, click on the number link in the Total Candidates column. This will open the Candidate Results Panel. Maximise the candidate panel by clicking on the maximise icon on the top right corner of the panel. To view candidates at a specific HR status, click on the subpanel icon under the stage in the My Open Reqs panel.

6 1.4. CANDIDATE GRID The candidate grid provides access to all the following: HR Status Forms (application & interview results) Communication history & ability to send comms Relevant profile/scoring information for the stage Actions toolbar & filtering options Within the candidate grid you have the ability to SORT any column where the heading is underlined by clicking on the column heading and FILTER on custom filtering fields within the Filters menu in the upper right hand corner of the grid Action Toolbar in Candidate Grid The actions toolbar in the candidate grid allows you to take the following actions on single or multiple candidates at a time. To action a candidate, place a checkmark next to the candidates name(s) and select the action from the actions menu in the upper right hand corner of the grid. The actions you are able to administer from the action bar are based on your user profile. The following actions are available: Send elink - This action allows you to send candidate information to non-tas or other TAS users. Send Candidate Communication - Send communications to a candidate. Add Note Ability to add a note to a candidate record and set a reminder for a follow-up action. Move / copy to req Ability to move candidates between reqs (defined by user privileges). Browse multiple candidates Ability to navigate between multiple talent records. Print Talent Record Ability to print various parts of the candidate record. Export to Excel Downloads all candidate data displayed on the grid. Update Status - Ability to move candidate to the next stage in the process (defined by user privileges).

7 1.5. SEARCHING To find a specific candidate, click on the Search link at the top of your screen, enter the candidate name in the box and click on the blue arrow 1.6. TALENT RECORD The talent record holds the entire history of the candidate including their contact details, documents created, s sent to them and forms complete about them. Most of this information is available in the Actions Log. The Actions Log can also be filtered to just show the type of information you are interested in.

8 1.7. UPDATING CANDIDATE ADDRESS If you need to update the candidate's address, you can do this by clicking on Contact Details and then the Edit button. Standard practice should be to advise candidates they can do these themselves by logging into their candidate zone and clicking on edit personal details at the top of the page PRINTING To print a form in TAS, open the form and right click in the form to select the print option. To print the action log, access the Candidate Record and click on the Print button.

9 2. R EQUISITIONS The UK Grads TAS model will use requisitions based on discipline and type of role (e.g. Graduate or Intern). Requisitions will be maintained centrally by the UKG Advisor team. Users will have access to requisitions based on their role. The homepage upon login will list all the open reqs that the user has access to in the My Open Reqs panel: 2.1. CREATING REQUISITIONS- To create a new requisition, complete the following steps: 1. Click on Reqs --> Add new req 2. Select the appropriate Job Code from the list. This will help auto-populate some fields on the req form. 3. Complete all the relevant fields 4. Click Save 5. Click Open Req (this will send auto message to all req team members) 6. Review / Select appropriate Posting Options (see Posting options section below) 7. Click on Update all postings 2.2. EDITING REQUISITIONS UK Grad Resourcing Team members will have the ability to edit the Requisition Team for their reqs. A TAS user must be listed within the requisition team to be able to access the requisition and the candidates in the requisition. Adding Req Team Members Complete the following steps to add req team members to your reqs. 1. Select the req(s) by placing a checkmark in the box next to the Req ID 2. Click on Actions --> Edit 3. Use the list button to look up and add TAS users to your req team & check Append to Existing a. To remove users click on the name in the Select to Remove from Req Team box 4. Click Save Editing Other Req Fields Complete the following steps to edit other req details (e.g. description, demand numbers, etc). 1. Click on the hyperlink of the Req ID number 2. Click Edit Req 3. Modify the relevant fields 4. Click Save

10 2.3. FILTERING YOUR MY OPEN REQS PANEL UK Grad Resourcing Team members will have the ability to filter their My Open Reqs panel by clicking on the filter menu to minimize the number of reqs in view. A useful filter for the UKG Central team is the Recruiter filter. This filter will allow you to narrow down your view to the reqs you are directly responsible for managing MODIFYING YOUR MY OPEN REQS PANEL To modify the columns that appear in the My Open Reqs panel, click on Display -> Edit Columns to make changes and then click on Save REVIEWING AND MODIFYING POSTING OPTIONS The Posting Options column will include a push pin icon if the requisition has ever been posted to a Talent Gateway, meaning made visible for candidates to submit applications. If this column is empty, it has never been made visible to candidates. The orange pushpin indicates the requisition is currently posted to a gateway. The white pushpin indicate the requisition used to be posted to a gateway UKG Talent Gateways There are 5 gateways used in this UK Grads process: The main UKG Talent Gateway for Grads & Interns The UKG Alternate Gateway for candidates who do not submit to the proper opportunity the first time and are given a second chance to apply The UKG UFT Programme gateway The UKG STEM Programme gateway The Candidate Zone gateway* *In order for candidates to see their status in a requisition, the requisition must at all times be posted onto the Candidate Zone gateway. To make modifications to the posting options, tick or untick the boxes next to the appropriate gateway and click Update all postings.

11 3. HR STATUSES Most automated processes and notifications in TAS are triggered by HR Status changes. You can update the HR status for a single candidate by clicking on their current HR status, selecting the new HR status and clicking on Save. To update the HR status for more than one candidate, first check that all the candidates you want to update are in the same current HR status. Then, check on the box next to their names. Click on the current HR status of one of the candidates, select the new HR status and click on Save. All the HR statuses used in the UKG process are outlined in Appendix A.

12 4. CANDIDATE COMMUNICATIONS Most candidate communications are sent automatically when a HR status is updated. However, a number of communications templates exist for TAS users to be able to send additional correspondence to a candidate directly from TAS. To access the communications history on a candidate, click on the Communications icon. This will bring up a page that will show the date, title, and content of communications that have been sent to a candidate, as well as provide you with the option to send a communication template. To send a communication to a candidate follow these steps: 1. Select the tick box next to the candidate s name 2. Either click on the icon for communications (see above) or click on Actions --> Send Communication 3. From the communication template drop down, select the template and click on the Go button next to the communication template box 4. Review the From address, subject line and content 5. Modify template, if applicable. Caution: Do not modify tokens (e.g. content that contains brackets such as [#candidatename#]) 6. Preview by clicking on the preview button 7. Click Send Candidate communications used in the UKG process can be found in Appendix B.

13 5. WATCHLIST CANDIDATES TAS offers the ability to track and communicate to your Watchlist candidates. Use the following steps to add candidates or flag candidates as a Watchlist. 1. Search for the candidate via Candidate Quick Search a) If candidate exists, take note of the spelling of their name and the address on their profile as you will need to replicate these when taking the steps below to flag the candidate as watchlist b) If candidate does not exist in TAS, proceed to the next step 2. Click on Candidates Add a Candidate 3. Complete the required fields (*) on the screen and click Submit 4. If the candidate was already in TAS, they will now appear with a Yes checkmark in the Watchlist column in the candidate grid 5. If the candidate was not already in TAS, now when the candidate applies using same name and that you used when adding them, the system will flag the candidate within the req with a Yes checkmark in the watchlist column 6. You will receive a daily report informing you of any movement in the process including candidates who are entering the process for your Watchlist candidates. You can also check on their status at any time within TAS. 7. At Screening Stage, Gradweb will move all Watchlist Candidates to Update after regardless of their score so you can have the relevant conversations with your stakeholder before either progressing or declining them. 8. Watchlist candidates are excluded from negative Online Test automation, so again regardless of their overall percentile they will come through to you to make the decision after having the relevant conversation. 9. At all other stages you need to be vigilant in looking at the Watchlist column before making any updates as all other status updates have automated comms so you need to have the conversation before updating them. If they are not your candidate but under your discipline you can check who s candidate they are by clicking on the form icon next to their name and clicking on the form titled Basic TG response UKG Watchlist. If you are searching for a candidate by name using the Quick Search function, you will be able to see if they are Watchlist by their candidate type that appears in the results page:

14 6. MOVING/COPYING CANDIDATES ACROSS DISCIPLINES In the event that you need to move a candidate from one requisition to another follow these actions steps to properly manage the candidate workflow: 1. Locate the candidate in their requisition 2. Update the HR status to Copied to Another Req (UKG) 3. Tick the box next to the candidate name 4. Select Actions --> Move/Copy to Req 5. Find the new req title from the options list 6. Depending on the circumstances, select the proper HR status action: a. Retain HR Status history will copy all the statuses the candidate has been through for the current discipline into the new discipline b. Do not retain HR Status history will put the candidate into the new requisition at the UKG Start Status (this is the preferred option) 7. Notify TAS HR Support for assistance in setting the candidate to the proper next stage in the new requisition if needed.

15 7. CANDIDATE APPLICATION, PRE- SCREENING & SCREENING PROCESS 7.1. UKG APPLICATION - PART 1 The UK Grads application process for hires and interns is a two-step application process. Candidates will visit bp.com/ukgraduates to review open opportunities and submit the first part of their application which includes all the following categories of information: Personal details and contacts information Pre-qualifying questions (i.e. knock-out questions) on the following details o 2:1 o Year of study o Have you completed an internship in current year o If IST business, then UCAS points qualifier o If IST analytics, then UCAS and B or above in A level Math qualifier Education details Languages Anti-bribery & Corruption disclosure EEO Sub discipline preferences for Geoscience, Chemistry, Subsea, and Projects disciplines Upon completion of Part 1 of the application, the candidate will receive an automated confirmation with a unique candidate reference number GRADWEB PRESCREENING / DEGREE MATCHER VALIDATION Engineering, science, and non-uk accredited degree candidates will come into TAS at an HR Status of Prescreening (UKG) for GradWeb Super Users to assign to Pre-screeners by updating HR Status to Prescreener Allocated (UKG). The Pre-Screeners will complete the analysis of whether the candidate has the appropriate degree combination for the opportunity. Business candidates (non-international) will be automatically sent through the form to submit part 2 of the application and will bypass the pre-screening stage.. To conduct the prescreen, GradWeb pre-screener will review the Prescreen Form to see the degree level and degrees the candidate indicated in part 1 of their application and compare the responses against the degree matcher to confirm eligibility for the role. For international students, GradWeb will check their qualification equivalent. For all candidates, GradWeb will double check the year of study aligns with the role the candidate applied for. The GradWeb Prescreener will also complete the Accreditation field on the Pre-screen form to indicate if the candidate attend(s)/attended an accredited University course. If there are any queries at this stage, the GradWeb Prescreener will input information into the query section on the Pre-screen form and update the candidate to Pre-screening Query (UKG) status. At the conclusion of the pre-screen, the Prescreener will one of the following actions: 1. Candidate has proper requirements i. GradWeb prescreener will update candidate HR status to UKG Application Sent (UKG) ii. Candidate will receive with link to proceed and complete part 2 of the application 2. Candidate does not have proper requirements, but may qualify for alternative opportunities i. GradWeb prescreener will update candidate HR status to Invited to Re-apply to Alternate Prog (UKG) ii. Candidate will receive with link to the hidden gateway and the opportunity to try a second time to submit an application to the proper role iii. If candidate still not successfully matched after second try, GradWeb Screener will update candidate to Reject During Pre-Screening (UKG)

16 3. Candidate does not have proper requirements for any opportunity o GradWeb prescreener will update candidate HR status to Reject During Pre-screening Candidate will receive notification that he is not qualified to apply To complete these pre-screening steps, pre-screeners should login to TAS to view their open reqs: 1. Review the Job Title column to determine requirements 2. Click on hyperlink number in Prescreener Allocated column to access candidates 3. Review the degree information and accreditation for the candidate in the Pre-screen Form 4. Review which # of Application submission the candidate has completed if 2 nd application, and the candidate s degrees do not match the opportunity they should be rejected at this stage. 5. Make a determination of the next step for the candidate and update the HR status by clicking on the HR Status name and selecting the relevant next status 7.3. UKG APPLICATION PART 2 Once pre-screening has been confirmed, the candidate will receive an with a link to complete the remainder of the application form that includes the following sections: Prior work experiences Prior engagements with BP Essays Candidates will have the ability to save their form as draft and return to the link in their to retrieve their work. Upon completion of the form, candidates HR status will be updated to Application Completed (UKG). This status will be visible to the GradWeb SuperUser for assigning to Screeners.

17 7.4. SCREENING GradWeb SuperUser The GradWeb Super User will complete the following actions to assign candidates to Screeners: 1. Click on the number in the Application Completed (UKG) column in the My Open Reqs panel 2. Single or Multi-select students by checking boxes next to the name, or grey box at top to select-all 3. Update HR status to Screening (UKG). This will cause the UKG Application Form to pop-up 4. Select the screener name on the form and click Save GradWeb Screeners The GradWeb Screener will access candidates by clicking on the number in the Screening (UKG) column in the My Open Reqs panel and completing the following steps: 1. Filter candidate grid by screener name by 1- Clicking Filter --> Screen --> Choose. 2 Dragging the name from the left to the Selected Box on the right, and 3-Clicking Save. 2. For assigned candidates, 1 - Click on the Paper/Pencil icon for the candidate, 2 - Locate UKG application form and click on the pencil to view 3. Review the responses and input scores 4. Click on Save 5. Return to candidate grid to ensure scores populate 6. If a screener has a query they will add notes to the query fields explaining what the query is and update the candidate to the HR Status Screening Query. An automated comm is

18 then sent to the candidate asking them to call the hotline because we require extra information. Once the issue has been resolved, the screener team will update the HR status as appropriate. 7. GradWeb SuperUsers will update HR status by clicking on the status name and selecting the appropriate next status based on the score: a. Greater than or equal to 7 --> Update after Screening (UKG) b. Less than 7 --> Reject after Screening (UKG) c. Less than 7 but a Watchlist candidate --> Update after Screening (UKG)

19 8. ONLINE TEST When a candidate s status is updated to Testing Initiated (Graduate), an automated is sent to the candidate with a link to complete the test online. When the candidate completes the tests, their scores will be put onto the Saville Swift Assessment Form in the candidate s talent record and displayed in the candidate grid within the Online Test subpanel. TAS will review the scores against the cutoff scores for the discipline the candidate has applied for. If the threshold is not achieved, TAS will automatically update the candidate to Reject after Online Test Status. If the candidate passed the minimum threshold, TAS will automatically update the candidate to Update after Online Test All Watchlist candidates will automatically be updated to Update after Online Test regardless of their score. Graduate Advisors will review the candidate scores in the candidate grid and update HR status to one of the following: Personal Interview (UKG) On hold after Online (UKG) Opportunity full after Online Test (UKG) Reject after Online Test (UKG) 8.1. REQUESTS FOR EXTRA TIME Candidates can submit requests to be allowed additional time for the completion of the Online Test by contacting the GradWeb hotline to request additional time. The Saville Extra Time form contains three fields that feed the integration to allow for additional time to be added to the candidate s test. To add this form to the candidate s record: 1. Locate the candidate in TAS and click on the paper/pencil icon next to the candidate s name 2. Find the Saville Extra Time and Languages preferences form and click on the Pencil to edit 3. Select Yes in the Extra Time? Field 4. Input the percentage (number only) 5. Input the reason for extra time Resetting the test 8.2. VIEWING ONLINE TEST SCORES If a candidate needs to have the test reset before the test has been started, the candidate s HR status should be undone and re-updated to Testing Initiated (UKG) after the Saville Extra Time form has been updated. If a candidate needs to have the test reset after the test has been completed, Saville will need to be contacted to reset the candidate. To review candidate s scores in the grid, you can click on the column headers to sort and/or export the grid to excel using the Actions menu.

20 9. PERSONAL INTERVIEW When a candidate s status is updated to Personal Interview (UKG), an automated is sent to the candidate with a link to self-register for a Telephone Personal Interview conducted by Associates. TAS Event Manager facilitates the delivery of the invitations and confirmations to the candidate. For additional information about the candidate experience and events management, refer to the Event Manager User Manual. Associates will access their candidates via Event Manager to complete the UKG Personal Interview Form. Upon completion of the form, the candidate s HR status will automatically be updated to Update after Personal Interview Advisors will access candidates via the Personal Interview subpanel to review scores and update candidate s HR Status to one of the following: Technical Interview (UKG) Opportunity full after Personal Interview (UKG) Reject after Personal Interview (UKG)

21 10. TECHNICAL INTERVIEW When a candidate s status is updated to Technical Interview (UKG), an automated is sent to the candidate with a link to self-register for a Technical Interview at a BP location.. TAS Event Manager facilitates the delivery of the invitations and confirmations to the candidate. For additional information about the candidate experience and events management, refer to the Event Manager User Manual MANAGING INTERVIEW SCHEDULES Coordinators will manage interview schedules outside of TAS by matching assessors and interviewees based on assessor availability. Event Manager will only be used as a candidate booking tool for this stage of the candidate journey ELINKING TECHNICAL INTERVIEW FORMS Coordinators will provide interviewers with elinks of the Technical Interview form by completing the following steps. 1. Accessing the requisition for the candidate(s) being interviewed 2. Single or multi select candidates 3. Click on Actions --> elink 4. Input non-system username address 5. Select forms to view, if applicable (e.g. UKG Application) 6. Select form(s) to complete 7. Input message text (optional) 8. Click send REVIEWING TECHNICAL INTERVIEW SCORES Advisors will access candidates via the Technical Interview subpanel to review scores and update candidate s HR Status from Update After Technical Interview (UKG) to one of the following: Assessment Centre (UKG) Opportunity full after Technical Interview (UKG)

22 Reject after Technical Interview (UKG)

23 11. ASSESSMENT CENTER When a candidate s status is updated to Assessment Centre (UKG), an automated is sent to the candidate with a link to self-register for an Assessment Centre at a BP location.. TAS Event Manager facilitates the delivery of the invitations and confirmations to the candidate. For additional information about the candidate experience and events management, refer to the Event Manager User Manual MANAGING INTERVIEW SCHEDULES Coordinators will manage interview schedules outside of TAS by matching assessors and interviewees based on assessor availability. Event Manager will only be used as a candidate booking tool for this stage of the candidate journey ELINKING TECHNICAL INTERVIEW FORMS Coordinators will provide interviewers with elinks of the Technical Interview form by completing the following steps. 9. Accessing the requisition for the candidate(s) being interviewed 10. Single or multi select candidates 11. Click on Actions --> elink 12. Input non-system username address 13. Select forms to view, if applicable (e.g. UKG Application) 14. Select form(s) to complete 15. Input message text (optional) 16. Click send REVIEWING ASSESSMENT CENTRE SCORES Advisors will access candidates via the Assessment Centre subpanel to review scores and update candidate s HR Status. To view all scores across all stages, Advisors may wish to select all the candidates in the Assessment Centre grid and use the Actions --> Export to Excel feature. After the wash-up session, the Advisor will update candidate s HR status to one of the following:

24 Initial Offer (UKG) Initial Offer Deferred (UKG) Opportunity full after Assessment Centre (UKG) On-hold after Assessment Centre (UKG) Reject after Assessment Centre (UKG)

25 12. CANDIDATE FEEDBACK All candidates will be invited to participate in a feedback session at the conclusion of the Assessment Centre. All HR statuses the follow Assessment Centre will send an automatic invitation to the candidate to sign up for this optional session. Event Manager facilitates the booking of feedback sessions, and feedback is conducted over the phone by Associates.

26 13. INTERN CONVERSIONS For interns who will be receiving offers to return, they must be copied into the proper discipline req to progress their offers for the new season. Follow these steps to manage intern the intern conversion offer process: 1. Search the candidate by name 2. Check the tick box next to the name 3. Click on File to Req 4. Find the proper discipline and role req from the drop down list 5. Select File to Req 6. Quicksearch the Req number you just filed the candidate into 7. Locate the candidate 8. Click on the HR Status that reads UKG Start Status a. Select Intern Conversion (UKG) b. Select the Update and Next button c. Select Initial Offer (UKG) d. Wait about 10 minutes for the Initial Offer form to create e. Edit the Initial Offer form for the required fields and select Yes next to the Intern Conversion field

27 14. STEM SCHOLARS IN TAS Each year the Scholarship team will all existing STEM Scholars asking if they are planning to apply for an Internship or a Graduate position. If a scholar IS planning to apply they will be asked what they are planning to apply for and the Scholarship team will check their degree combination to check they are eligible. If they are, they will be told to log onto the website and apply as any other candidate would complete an application form. The relevant Advisor will be notified by the Scholarship team that a STEM Scholar is applying and the Advisor will add them to the Watch list. Once the candidate is progressed to Update after screening the advisors will have the option to update them to Technical Interview fastracking them through the process. They will then be progressed in the same way as any other candidate would. Scholarship Application process The tables below lists the different HR statuses used during the STEM Scholar process and the purpose of each one. Ref TAS HR Status / Process Description 1 UK Grads Start Status (UKG) This is the status a candidate enters the system in on which is not visible to the grad team. 2 Screening (STEM) Candidates at this status are sitting with the Scholarship team being screened 3 Reject after screening (STEM) Rejected after screening. Did not meet requirements. 4 Testing Initiated Grad The candidate has been invited to take the Online Tests. 5 Reject after online test (UKG) Rejected after online test. Did not meet the minimum cut off score. 6 Send to BP University Manager (STEM) 7 Update after Online Test (UKG) 8 Personal Interview (UKG) 9 Reject after personal Interview Candidate details sent to University contact to confirm all details around the candidate are correct. Candidate has met scored the minimum or above on the Online Test and sitting with the Scholarship team to be updated. Candidate has been invited to book onto a Personal Interview slot which they will attend on campus. Candidate has had a Personal Interview and not met the requirements. 10 Successful Recipient Candidate has been offered a STEM Scholarship

28 15. UFT IN TAS The tables below lists the different HR statuses used during the UFT process and the purpose of each one. Ref TAS HR Status / Process Description 1 UK Grads Start Status (UKG) This is the status a candidate enters the system in on before being sent the online quiz. 2 Online Quiz (UFT) 3 Online Quiz Complete (UFT) At this stage the candidate is sent an once they register welcoming them and advising the team to complete the online quiz. This is the status the team moves to once they submit their Online Quiz answers. The Grad team will then review the answers and progress accordingly. 4 Reject After Online Quiz (UFT) Rejection sent to candidates after online quiz. 5 Invited to Submit Slides (UFT) sent to candidates with instructions, inviting them to submit their slides. 6 Slide Submission Received (UFT) 7 Reject After Slide Submission (UFT) 8 Invited to Semi-Final (UFT) sent to candidates confirming slides have been received and are being reviewed by the Grad team. Rejection sent to candidates after slide review. sent to candidates inviting them to semi-final along with instructions. 9 Reject After Semi-Final (UFT) Rejection sent to candidates after semi-final. 10 Invited to National Final (UFT) sent to candidates inviting them to national final. 11 Reject After National Final (UFT) Rejection sent to candidates after final. 12 Successful recipient (UFT) The Winning team are moved to this status after the Grand Final.

29 16. OFFERS When the candidates are updated to Initial Offer UKG HR status, the UKG Initial Offer form is created against the candidate record in TAS. This form can be accessed from the Forms icon on the candidate grid UKG INITIAL OFFER FORM This form has information on the HR contact and Graduate advisor, the salary, the OH and vetting requirements and other data used throughout the process. It is automatically created when a candidate s status is updated to Initial Offer (UKG). Prior to sending out the Initial Offer docs to a candidate, the Resourcing Coordinator will be required to review and update the form to include the Segment the candidate will be offered against. You can update this form at any time by clicking on the Edit Form icon. For example, if there is a change in vetting requirements or the OH risk profile of the job (before these processes are triggered). After the managed moves meeting, this form will be updated to add the HR contact names and Line Managers VERBAL OFFER FORM This form will be completed by HR later in the process. However, it has been pre-filled wherever we know the data already. When you are creating the placement letter, you can update this form if needed UKG INITIAL OFFER DOC After the Initial Offer Form is created and edited, the Resourcing Coordinator will be required to create the Offer Document by selecting the candidate, creating the offer doc, posting the offer doc the candidate portal, sending an to the candidate to let them know their offer document is online and then updating the HR status to Offer Docs Sent. 17. PRE- EMPLOYMENT CHECKS VETTING When the candidate is ready to start vetting, update the HR status to Vetting Initiated (UKG). This will automatically send an to the candidate from Back Check to provide information for the vetting process. You will be able to track the progress of the vetting process by looking at the Order Status and Order Result fields on the candidate grid. Note: Do not update Locog candidates if their vetting was initiated offline. The Order Status field will be set to Complete when the vetting is completed, with either a Green, Red or Amber result. If the result is Amber or Red, you will receive an notification with instructions on next steps.

30 The order statuses tracked in TAS are: Status Screening Request Received Candidate Invitation ed Error Creating Candidate Candidate Logging Into econsent Candidate Has Submitted Their Information Complete Missing Information Expired Explanation The candidate details have been transferred from TAS to Back Check. The candidate has been sent an inviting them to submit their information to Back Check. An error has occurred in transferring the candidate data. Contact HR Support if you encounter this. The candidate has received the invitation and started the process of submitting their information. The candidate has checked and submitted their information to Back Check. The vetting process has been completed for this candidate. Information is missing from the vetting report, log in to Back Check to see more. The candidate has not responded within the 15 day limit HEALTH ASSESSMENTS Whilst vetting is in progress, you can initiate health assessments for candidates by updating their HR status to Medical Initiated (UKG). If the job of the candidate is low risk i.e. the candidate will be desk based and no SAT is needed, the candidate will receive a short online questionnaire with 5 questions to complete. If they answer no to all of the questions, they will be passed as fit. If they select yes to any of the questions, they will need to be screened by BUPA. An will be sent to them automatically by the system with a Health Declaration Questionnaire and Aon Hewitt/BUPA will be notified. For candidates going into higher risk roles that are not desk based or roles that require a SAT (eg Wells), when they are updated to Medical Initiated (UKG), the candidate will receive an with a Health Declaration Questionnaire attached and a freepost address to post the completed questionnaire directly to BUPA. The Aon Hewitt Service Centre will also receive an automatic notification that the candidate will require a medical, and will be sent the OH Task Checklist via to forward onto BUPA. Once the medical screen is completed by BUPA, they will complete the OHD1 form online in TAS with the result. If the candidate failed their medical, you will receive an informing you of that. If the candidate passed but needs adjustments to the workplace, the Service Centre will send you the details for you to forward to the line manager. The following columns on the candidate grid will allow you to view the progress of candidates with regards to their medical: Overall Result, Candidate submitted online post offer health assessment questionnaire. The Aon Hewitt Service Centre will chase BUPA if there are any delays. They will also track whether or not candidates have returned their Health Declaration Questionnaire to BUPA. If there are any candidate delays they will notify you so that you can follow-up with the candidate.

31 If you are unsure of the risk profile of the job, you can wait until the placements are agreed and then either update the risk profile in the UK Grad Import form yourself or let HR do it on the Verbal Offer Form. You can then update the candidate to Medical Initiated (UKG) later in the process. 18. PLACEMENT DETAILS & DOCUMENT GENERATION Following the managed moves meeting, you will need to update all the Initial Offer forms in TAS: HR contact for each candidate Whether or not Interns will be taking up the intern accommodation offer Which candidates will be managed by Heather Jackson / North Sea You should then update the candidate HR status to Offer (UKG). This will send an notification to the HR contact as specified on the UK Initial Offer form with a link to the Verbal Offer Form. The HR contact will update the Verbal Offer form. (For the candidates tagged to Heather Jackson, a spreadsheet version of the Verbal Offer Form will be created so that we can update this in mass.) In order for you to see whether the Verbal Offer Form has been update by HR, refer to the Job Location field on the candidate grid. The job location field on the Verbal Offer form will only be completed after HR updates the verbal offer form. The HR contact will receive a reminder if they do not complete the form within 7 days of receiving the (the system checks if the candidate is at Verbal Offer Accepted see below) When you see that the Verbal Offer Form has been completed, you should update the HR status to Verbal Offer Accepted UK/US External. You need to do this so that the candidate can join the standard process flow used by the professionals in order to enable the SAP upload CHECKING INPUT FROM HR Before creating the placement letter and contract, you can run a report to check that HR has completed all of the information as expected. If there are any errors in the data, you can edit the Verbal Offer Form directly to correct this before generating the documents. Go to Reports / Data Insight Tool / Manage Templates. Click on Public Templates, select UKG Placement Contract Check and click on Run Now. There is also another report available to you called UKG SAP Interface Data Check where you can check a fuller set of data.

32 Scroll to the bottom of the Select Filter pop up window and click on the green arrows to select the disciplines and type (intern/grad/locog) of the candidates you want included in the report. Select your filters from the left hand list and click on the arrow in the centre to move them into the Selected Criteria list on the right. When you are finished, click on Save. When the report has finished running you will receive an with a link to where you can download it CREATING THE PLACEMENT LETTER AND CONTRACT Once you have checked the HR data, select the candidates from the grid, then click on the Actions menu at the top right corner of the panel and select the Create Document option. We recommend not selecting more than 10 candidates at a time for performance reasons. This will display the Document template page.

33 Select the UK19 External Graduate New Hires document template for graduates, and the UK20 External - Intern New Hires template for interns and click on Go. Click to Preview the documents. If you have more than one candidate, you can preview their docs by clicking on arrows by the candidate numbers at the top of the preview window: If there is any missing information required for generating the documents, a red flag will be displayed next to the candidates name and you or the HR contact will need to update the Verbal Offer Form to complete the missing fields. You can do this by expanding the candidate and the verbal offer form by clicking on the plus sign next to each. Then click on the Edit link on the right hand side of the Verbal Offer form. The missing required fields will also be listed on this form. Once the missing fields have been captured in the Verbal Offer Form, the page will be refreshed and you will be able to Preview the document. After previewing the document, select to Save as PDF. To view the saved document on the candidates Talent Record, in the candidate grid, click on the candidate name to open their talent record and you will be able to see the document in their Actions Log.

34 Once the document has been generated, update the HR status to External Offer Docs Ready for Sending. This will send an to the Service Centre to tell them to post the document to the candidate portal and the candidate to let them know. After the Service Centre has sent out the letter to the candidate, they will update the HR status to External Offer Docs Sent. The candidate will receive an with a link to the candidate portal where they can accept their placement letter online and view other documents like benefits, pension, the life assurance expression of wishes form, the employee fair processing statement and a P46. The HR status will automatically be updated to Offer Docs Accepted (UKG) or Offer Docs Declined (UKG) based on whether the candidate accepts or declines the documents. If the candidate declines the offer, you will receive an notification to inform you. If the candidate declines the offer, and after negotiation they would like to accept the offer, you need to update the HR status to Offer Docs Accepted (UKG) PERSONAL DETAILS FORMS In the placement , non-locog candidates will find a link to complete the Personal Details form. To see whether a candidate has completed the personal details form, refer to the Town / City column in your grid. If that column is completed, the candidate have completed it. Candidates will receive reminders if they don't complete their Personal Details form within 7 and 14 days. Note: Locog candidates will be sent the Personal Details form after they are loaded into TAS.

35 19. SAP UPLOAD When the candidate is moved to External Offer Docs Sent, an SAP eform is created. This is a form that is accessed by OM and HR via the BPpeople portal. Important: The OM team have request grad recruitment to monitor the completion of External Offer Docs Sent and notify them when the majority are completed so they can complete the next steps in bulk. Data is sent to the eform from the Verbal Offer Form and OM use this to create a position in SAP for the candidate. The eform is then routed to HR (the SAP eform administrator on the Verbal Offer Form) who adds some information about work schedule and allowances. Together with the information from the eform and the Personal Details form in TAS, the Service Centre will create a GPID for the candidate and then create the new hire record in SAP. Before they do this a confirmation report will need to be run to ensure that all of the candidates have a Right To Work checklist, have cleared medical and have cleared vetting. This can be arranged through the TAS team.

36 20. CANDIDATES WITHOUT UK BANK ACCOUNT DETAILS For candidates without UK bank account details at the time of completing the personal details form, when the bank details becomes available you will need to enter the details into the UK Grad Import form in order for the Service Centre to setup their details in SAP. Navigate to the candidate and click on the Forms icon. This will open a list of forms for the candidate. Select to edit the UK Grad Import form. Scroll to the bottom of the form and enter the candidate s bank details into the Bank Account if BP Setup field.

37 21. EXPORTING CANDIDATES INTO EXCEL Candidates can be exported into excel from the grid. You can either select specific candidates by checking the box next to their name, or select all candidates in your grid by checking the Select All checkbox on the column heading next to the Name column. Once you have selected the candidates you would like to export, click on the Actions menu at the top right corner of the panel and select the Export to Excel option. This will generate an excel document with the list of selected candidates.

38 22. DISPOSITIONS AFTER OFFER Candidates can be dispositioned (rejected) at any point in the process. No automated notifications will be sent out to the candidate. It is up to HR or the UK Grad Admin team to contact the candidate directly. To disposition a candidate, update the HR status of the candidate to Prepare to Disposition - After Interviews. The Candidate Disposition form will be displayed. Specify a Disposition Category and Reason on the form and submit. Finally, update the HR status of the candidate to Dispositioned no after interviews.

39 23. REPORTING Customized reports based on your role are available in the TAS Data Insight Tool (DIT). To access the reports click Reports Data Insight Tool Manage Templates To run a report, select the radio button next to the report name and click on the Run Now button in the left hand navigation. The report will be delivered to your when completed. (need new screenshot_) To Schedule a report to automatically deliver to your on your preferred frequency (or to schedule it to deliver to a distribution group), select the radio button next to the report name and click on the Schedule button in the left hand navigation. Select the Frequency, start & end dates, recipients, and content, click SAVE Manage schedules in the My Scheduled Jobs tab by selecting the report and clicking Edit or Cancel in the left hand navigation

40 APPENDIX A HR STATUSES The tables below lists the different HR statuses used during the UK Graduates process and the purpose of each one. GRADUATES AND INTERNS HR Status UK Grads Start Status (UKG) Invited to Re-apply to Alternate Prog (UKG) Pre-Screening (UKG) Pre-Screener Allocated (UKG) Pre-Screening Query (UKG) Reject During Pre-Screening (UKG) Application Sent (UKG) Application Completed (UKG) Screening (UKG) Screening Query (UKG) Reject After Screening (UKG) Update after Screening (UKG) On Hold After Screening (UKG) Opportunity Full After Screening (UKG) Testing Initiated Graduate Update After Online Test (UKG) Purpose All Candidates who apply enter the system at this status. Candidates who do not have the right degree, UCAS Points or A Level Results for Analytics are invited to reapply to a different discipline. They only have 1 additional chance to do this. Candidate has completed Part One of the application form and is waiting to be allocated to a Pre-Screener. Candidate has been allocated to a Pre-Screener. The Pre-Screener has a query and is unable to update the candidate until it is solved. The Candidate has not met the minimum requirements for the role. The second part of the application form has been sent to the candidate. Candidate has completed the second part of the application form. The candidate has been allocated to a screener to receive a full application screen. The Screener has a query and is unable to update the candidate until it is solved. Candidate has not met the minimum criteria in order to be progressed. Candidate has met the minimum criteria and is now sitting with a GRT Advisor awaiting an update. Candidate has been moved to a Hold status whilst a decision is being made. Candidate has met the standard required but there are no more roles available. The Candidate has been invited to take the Online Tests. The Online Tests have been completed and the Candidate has scored the minimum score in order to be progressed.

41 On Hold After Online Test (UKG) Reject After Online Test (UKG) Opportunity Full After Online Test (UKG) Personal Interview (UKG) Update After Personal Interview (UKG) Reject After Personal Interview (UKG) On Hold After Personal Interview (UKG) Opportunity Full After Personal Interview (UKG Technical Interview (UKG) Update After Technical Interview (UKG) Reject After Technical Interview (UKG) On Hold After Technical Interview (UKG) Opportunity Full After Technical Interview (UKG) Assessment Centre (UKG) Reject After Assessment Centre (UKG) On Hold After Assessment Centre (UKG) Opportunity Full After Assessment Centre (UKG) Copied to a different Req (UKG) Withdrawn After Assessment Centre (UKG) Duplicate Withdraw (UKG) Candidate has been moved to a Hold status whilst a decision is being made. The Candidate has either not met the minimum score required or the score is not strong enough in order for the candidate to be progressed. Candidate has met the standard required but there are no more roles available. Candidate has been invited to book onto a Personal Interview via Event Manager. Candidate has completed the Personal Interview and the Interviewer has updated the scores. The GRT Advisor will now update the Candidate accordingly. The Candidate has not met the minimum requirement. Candidate has been moved to a Hold status whilst a decision is being made. Candidate has met the standard required but there are no more roles available. Candidate has been invited to book into a Technical Interview slot via event manager. The Technical Interview has been completed and is awaiting update by a GRT Advisor The Candidate has not met the minimum requirement. Candidate has been moved to a Hold status whilst a decision is being made. Candidate has met the standard required but there are no more roles available. Candidate has been invited to book onto an assessment centre via event manager. The Candidate has not met the minimum requirement. Candidate has been moved to a Hold status whilst a decision is being made. Candidate has met the standard required but there are no more roles available. Candidate has been moved out of the original req folder and into a different one. Candidate has withdrawn their application after the assessment centre. More than one applications have been submitted by the same candidate. Initial Offer Accepted (UKG)