QTalent. User Guide. QuantiQ Technology Ltd. 18 King William Street London EC2N 7BP United Kingdom. Date: 15 March Version: 1.

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1 QuantiQ Technology Ltd QTalent User Guide 18 King William Street London EC2N 7BP United Kingdom Date: 15 March 2017 Version: 1.0 Product: Microsoft Dynamics 365

2 Table of Contents 1 Talent Settings Entities Business Areas Candidate Sources Closure Reasons Closure Reasons A (Applications) Closure Reasons V (Vacancy) Job Boards Nationalities Places of Work Skills & Certifications Skill Levels Visa Types Contacts Recruitment Contacts Employees Candidates Create a Candidate Record Candidate Source Agencies Create an Agency record Adding Recruiters Recruitment Process Create a Vacancy Template Create a Vacancy Vacancy Type Track a Vacancy Single Position Vacancies Multiple Position Vacancies Applications Sub Grid Number Recruited Early Closure of Vacancy Create an Application for a Vacancy Track an Application Application Business Process Flow Application Stage QuantiQ Technology Ltd E&OE version 1.0 Page 1 of 33

3 4.5.3 Closing an Application Create an Offer Auto Creation of an Offer Record Manual Creation of an Offer Record Agency Commission Employment Outlook & CRM Creating Activities in CRM Tracking Activities to CRM Housekeeping Deactivating applications when the vacancy is closed Deactivating offers when the application is closed Archiving applications Stages & Statuses for reference Application Status & Stages Vacancy Status & Stages Process Flows for reference Process Flow for Candidates Process Flow for Candidate Source Process Flow for Applications Process Flow for Offers Process Flow for Vacancies QuantiQ Technology Ltd E&OE version 1.0 Page 2 of 33

4 1 QTalent Settings There are many types of records that should be set up before you start using QTalent. The setup of these records enable you to configure the solution to meet your requirement and record the data that is relevant to your organisation and that you may wish to report against. Any of the Recruitment Settings records can be accessed by selecting the applicable tile from the Talent Settings section of the QTalent menu. You will be presented with a view of any existing records. Click to create a new record. (Access to the creation of many of these records is restricted to users with the Recruitment Administrator security role). 1.1 Business Areas To record applicable business areas so that they are available in CRM for recording against: - Employees Candidates Vacancy Templates Vacancies 1.2 Candidate Sources To record the source of candidates if they have not been sourced by an agency, an employee or a job board. This enables you to create your own values for the sourcing of candidates to assist with evaluation and reporting 1.3 Closure Reasons These are entities for recording closure reasons for Applications and Vacancies. A closure reason should be entered by a user if an application or vacancy is deactivated before it has successfully completed Closure Reasons A (Applications) This entity enables you to set up any reasons you may wish to use for recording the reason an Application is closed. QuantiQ Technology Ltd E&OE version 1.0 Page 3 of 33

5 Examples of closure reasons for an Application could include: - Not selected Candidate withdrew Salary not enough Closure Reasons V (Vacancy) This entity enables you to set up any reasons you may wish to use for recording the reason a Vacancy is closed (if it closes before the vacancy is filled). Examples of closure reasons for a Vacancy could include: - Withdrawn Budget restraints 1.4 Job Boards Job Board records enable you to record any Job Boards that might source Candidate records 1.5 Nationalities An import file can be provided for Nationalities containing all or most nationalities if required. This can be imported into Dynamics 365 to populate the values. 1.6 Places of Work Places of Work enable you to record any locations that apply to your recruitment. These can include your offices, other locations and home if work with vacancies that are or could be home-based. These records will be used within Qtalent for recording against: - Vacancies place(s) of work relating to the vacancy i.e. where it is or could be based Candidates place(s) of work where they could be based Employees to record their main work location 1.7 Skills & Certifications Skills & Certifications enable you to record any skills and/or certifications relating to your recruitment. These records will be used within QTalent for recording against: - Vacancies any skills and/or certifications required for the vacancy Candidates any skills and/or certifications relating to their profile 1.8 Skill Levels Skill Level records enable you to record a skill level against a Skill. Their use is optional. 1.9 Visa Types Visa Type records enable you to record any types of visa that a candidate may possess. QuantiQ Technology Ltd E&OE version 1.0 Page 4 of 33

6 2 Contacts Any people with a relationship to the Qtalent recruitment process should be recorded as contacts within Dynamics 365. These contacts can be flagged as one or more of the following: - Candidates Recruitment Contacts Employees The Qtalent Contact Form should be used by all users working with the Qtalent App and the recruitment process. 2.1 Recruitment Contacts Recruitment contact records enable you to record any external contacts you deal with in relation to your recruitment contact. All contacts who are recruitment contacts working for an agency or independently should be flagged as Recruiters. Set the value for Recruiter? to Yes. If they are flagged as recruiters, applicable fields that only relate to recruiters will be displayed on the Qtalent contact form. You should record the agency they work for in the Agency field. 2.2 Employees Employee contact records enable you to record all your employees on Dynamics CRM. This will be useful as employee records are used within the Qtalent solution. All contacts who are employees should be flagged as Employees. Set the value for Employee? to Yes. If they are a manager, the Manager? field should also be set to Yes. If contacts are flagged as employees, applicable fields that only relate to employees will be displayed on the Qtalent contact form. If an employee is flagged as an employee, the following are examples of where employee records are used within the Qtalent solution. Employee source for a candidate they have referred or recommended Hiring manager for a vacancy (managers only) Authorising a vacancy (managers only) Authorising an Offer (managers only) If a candidate s application is successful and the candidate commences employment, there is a workflow process that converts their record from a candidate to an employee. 2.3 Candidates Candidate records allow a database of past, current and potential candidates to be maintained. All contacts who are candidates or potential candidates should be flagged as Candidates. Set the value for Candidate? to Yes. If they are flagged as candidates, applicable fields that only relate to candidates will be displayed on the Qtalent contact form. QuantiQ Technology Ltd E&OE version 1.0 Page 5 of 33

7 2.3.1 Create a Candidate Record Navigate to Candidate records by selecting the Contacts tile from the QTalent menu. Click to create a new record Enter all known applicable data in the fields on the left-hand side of the form & then save to create the new contact record for the contact. QuantiQ Technology Ltd E&OE version 1.0 Page 6 of 33

8 2.3.2 Candidate Source It is important to collect the source for your candidates as this helps understand where your candidates are sourced from, understanding where to direct effort and budget for obtaining more candidates and if commission payments may be applicable. The Source field will capture the high-level source of the candidate which could be: - Agency Employee Job Board Other Dependent on the entry above, further relevant source field(s) will be displayed to capture additional information relating to the source of the candidate. Agency - Recruitment Agency must be recorded (look up to Agency records) Employee Referral - Employee must be recorded (look up to Employee records) Job Board Job Board & Team Member source must be recorded (look up to Job Board & User records) Other - Candidate Source & Team Member source must be recorded (look up to Candidate Source & User records) Referral date should be recorded for all candidates Note the team member source relates to the user in the Internal Recruitment Team. This is then captured and can be kept against the candidate record, whilst the owner of the candidate record may change. Please refer to section 8.2 of this document for a graphical illustration of the process for the capture of the source of a candidate. QuantiQ Technology Ltd E&OE version 1.0 Page 7 of 33

9 Applications The Applications sub grid on the top right of the form will display all Applications relating to the candidate (except for archived applications), so that you can quickly see the status of any applications for the candidate. These Applications could be Open & Closed Applications. The application stage column will show: - How far an open application has progressed How far a closed application progressed before the candidate was rejected or withdrew their application A different view can be selected if you wish to only view a sub section of these records: - QuantiQ Technology Ltd E&OE version 1.0 Page 8 of 33

10 Add additional detail to sub grids When the candidate record has been created, additional information relating to the candidate should be recorded in the following sub grids on the form: - Skills & Certifications any skills or certifications the candidate possesses as this will assist with searching and vacancy matching Places of Work any locations that the candidate is prepared to be based at as their main place of work The button (on above screen) is for creating a new (Skill & Certification) record if there is no existing record in CRM. (This is only available for users with the Recruitment Administration security role) QuantiQ Technology Ltd E&OE version 1.0 Page 9 of 33

11 3 Agencies Agency records will record details for recruitment agencies and related recruiter contacts. 3.1 Create an Agency record Navigate to Agency records by selecting the Agencies tile from the QTalent menu. Click to create a new record. Agency records will record details for recruitment agencies and related recruiter contacts. The information that can be recorded for an Agency will include the following: Name of the Agency Default commission rate for the Agency Contact & address details Sub grid of related recruitment contacts who work for the Agency Key contact at the Agency QuantiQ Technology Ltd E&OE version 1.0 Page 10 of 33

12 When the record has been created, an agency number will be automatically created & allocated to this record (agency number field) Adding Recruiters When the record has been created, recruiters (contacts flagged as recruiters) can be connected to the Agency. QuantiQ Technology Ltd E&OE version 1.0 Page 11 of 33

13 Any recruitment contacts connected to this Agency will now be displayed in this sub grid on the top right of the Agency form. A key contact can also be recorded for the Agency. QuantiQ Technology Ltd E&OE version 1.0 Page 12 of 33

14 4 Recruitment Process 4.1 Create a Vacancy Template Vacancy Templates allow vacancy templates to be created so that they can be used to quickly create Vacancy records when required. Navigate to Vacancy Template records by selecting the Vacancy Templates tile from the QTalent menu. Click to create a new record When you have created the record you can then add the following additional detail for this Vacancy Template in the sub grids on the right hand side of the form:- Skills & Certifications any skills & certifications that would be required for this Vacancy Places of Work any places of work where a candidate could be based at for this Vacancy (e.g. could it be home based or based at a specific office or both) QuantiQ Technology Ltd E&OE version 1.0 Page 13 of 33

15 4.2 Create a Vacancy Vacancy records will hold all the detail for a specific Vacancy that you are recruiting for. It will allow the tracking of related Applications & Offers. You can see an overview of the current situation as well as access to specific detail. Vacancy records would generally be created from a Vacancy Template that has already been created (see section 4.1 of this document). Navigate to Vacancy Template records by selecting the Vacancy Templates tile from the QTalent menu. QuantiQ Technology Ltd E&OE version 1.0 Page 14 of 33

16 The applicable Vacancy Template will now be presented on the screen & you should select Create Vacancy option from the ribbon at the top of the screen (note - ensure you allow pop ups from this URL) The details from the Vacancy Template should now be displayed in the Vacancy form. These can be checked and amended if applicable. (If they are updated, this will not affect the original vacancy template). Additional information relating to this specific vacancy should also be entered. Any fields marked with * are required fields and must be entered before the new Vacancy record can be created Vacancy Type The Vacancy type must be entered before the Vacancy record is created. This must be either: - Rolling where the vacancy will be open for the ongoing recruitment of an undefined number of vacancies over an extended period Specific where the vacancy relates to a specific vacancy at a specific time and all the candidates are likely to be processed within the same timeframe If the vacancy is specific, the number of positions must be entered. 4.3 Track a Vacancy The tracking of a vacancy is different dependent upon the position type of the vacancy. Single recruitment for a single position for a vacancy so applications are concurrent Multiple recruitment for multiple positions, so applications are likely to be over a prolonged period and at multiple stages of their progress The Business Process Flow at the top of the Vacancy Form should be used for recording the progress of the Vacancy and this will automatically update the Vacancy Stage for the vacancy Single Position Vacancies The Business Process Flow and automatic updating of the Vacancy Stage will assist with the tracking for a single position vacancy. The Business Process Flow at the top of the screen allows the fields to be completed as the vacancy progresses. As the fields are populated for each stage, the Vacancy Stage will automatically update to the applicable value. This will enable you to easily see & report against which stage a vacancy is at in the recruitment process. QuantiQ Technology Ltd E&OE version 1.0 Page 15 of 33

17 When the Vacancy progresses to the Offer stage of the business process flow there are 2 fields: - Signed Contract received? when this is updated to Yes the Vacancy Stage will automatically update to Accepted Candidate Started On when populated the following will automatically update: - o Vacancy Stage will update to Vacancy Filled o Vacancy Status will update to Vacancy Filled o Vacancy will become inactive Multiple Position Vacancies The business process flow for vacancies with multiple positions is simpler as the vacancy does not progress through the same stages as for a single position vacancy. The Applications sub grid on the form enables you to track all related applications both active and inactive. When all the positions have been filled, the all employment started field should be populated. All Employment Started when populated the following will automatically update: - o Vacancy Stage will update to Vacancy Filled o Vacancy Status will update to Vacancy Filled o Vacancy will become inactive QuantiQ Technology Ltd E&OE version 1.0 Page 16 of 33

18 4.3.3 Applications Sub Grid Number Recruited The Number Recruited field on the Vacancy form will update to show the number of candidates that have completed through to employment. The screenshot below is for a rolling vacancy where the number of positions to be filled is unknown. The screenshot below is for a specific vacancy where the number of positions is known. QuantiQ Technology Ltd E&OE version 1.0 Page 17 of 33

19 4.3.5 Early Closure of Vacancy Sometimes it may be necessary to close a vacancy early before a candidate has been recruited due to other circumstances. Examples could include: - Budget constraint Loss of business contract You can close an active vacancy record by deactivating the vacancy record. When a vacancy record is deactivated you will be prompted to add a vacancy closure reason. 4.4 Create an Application for a Vacancy Application records will record and track a Candidate s application for a Vacancy. Navigate to Application records by selecting the Applications tile from the QTalent menu. Click to create a new record QuantiQ Technology Ltd E&OE version 1.0 Page 18 of 33

20 Applicable detail relating to the Application can be entered on the Business Process Flow shown at the top of the screen or on the main form below. More information on the business process flow for Applications is detailed in section 4.5 below. The main form enables all detail relating to the Application to be recorded and viewed. QuantiQ Technology Ltd E&OE version 1.0 Page 19 of 33

21 4.5 Track an Application Application Business Process Flow There is a business process flow at the top of the form to guide users through each stage of the Application process. The User should enter data in the fields for each stage and then click on Next Stage to progress to the next stage (which will then display the required information for this stage) Application Stage The Application Stage is read only and will track the stage of the Application and updates automatically when the applicable information is entered in the process. The Application stage can be used for reporting on: - The current stage of any open Application record (with an application status of Open) The stage an Application record was closed or withdrawn (with an application status of Closed. Please refer to section 8.1 of this document for the business process flow diagram of the Application process stages Closing an Application An Application record can be closed at any time. There can be many reasons for the closure of an application and it s important to capture the reason an Application is closed. An Application can be closed at any time by selecting Deactivate from the ribbon at the top of the screen. A Closure Reason & Closure Note should be recorded if you don t enter a closure reason, you will get an error message (excluding successful applications). If an application is successful, the system will automatically close the application record and add a closure note. 4.6 Create an Offer An Offer record would be created when an Offer is to be made to a Candidate for a Vacancy. QuantiQ Technology Ltd E&OE version 1.0 Page 20 of 33

22 4.6.1 Auto Creation of an Offer Record When the Selected for Offer? field is updated to Yes, a new Offer record will automatically be created for this Application (please note this may take a few minutes for the workflow to complete). The Offer will be displayed in the Offers sub grid on the Application form and can be accessed by clicking on the hyperlink. The automatic creation will enable HR users to see all Offers that they need to administer. They can then track progress of the Offer. It also enables the Offer details to be kept secure if required. When Offer Accepted? is updated to Yes the related Application record will be updated: - Offer Accepted on the Application will auto update to Yes Confirmed Start Date on Application will update to the Candidate Start Date from the Offer When Offer Accepted? is updated to No the related Application record will be updated: - QuantiQ Technology Ltd E&OE version 1.0 Page 21 of 33

23 Offer Accepted on the Application will auto update to No If Offer Accepted? is updated to No, the user should do one of the following: - Deactivate the Offer & Create a new revised offer OR Deactivate the Offer & Deactivate the related Application with applicable closure reason Unable to see or access the Offer? If you cannot see the Offer record, you probably don t have the security permission. If you should have access, please request the applicable security role from your Dynamics 365 system administrator. QTalent: Offers Users who manage recruitment offers typically HR personnel Allows your organisation to restrict access to Offers to users with this security role QTalent: Offers (view but not update) Users who should have visibility of offers, but don t manage them This security role can be assigned if you wish users to be able to view but not update Offers If you should be able to see the salary fields for an Offer, you need to be added as a user to the Field Security profile for QTalent: Offer restricted fields Manual Creation of an Offer Record If an Offer is rejected, you may wish to raise a revised Offer for this application. This can be done from the Offers sub grid on the Application form QuantiQ Technology Ltd E&OE version 1.0 Page 22 of 33

24 4.6.3 Agency Commission If there was an Agency & Agency Commission recorded against the Application, these will be mapped across to the Offer record (when it is created from the Application record), but they can be updated on the Offer record. The Calculated Commission field will auto calculate the commission due to the Agency The Actual Commission field allows you to enter a different value may have QuantiQ Technology Ltd E&OE version 1.0 Page 23 of 33

25 negotiated something different. 4.7 Employment If Offer Accepted? is updated to yes on an Application, a workflow is created. This will create a Reminder Task for the owner of the Application on the confirmed start date for them to check that the candidate turned up for work on the first day. If the candidate did not turn up, the Application record should be deactivated with the applicable reason. If the candidate did start employment, the Employment Commenced date should be populated on the Application record. When this date is populated on the Application, the following will update: - Application Application stage will update to Employment Application status will update to Employed Application will be deactivated to Inactive Contact Candidate flag will update to No Employee flag will update to Yes Job Title will update to job title from the related vacancy Business area will update to business area from the related vacancy Employed in role will update to the date of employment commenced from the application QuantiQ Technology Ltd E&OE version 1.0 Page 24 of 33

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27 5 Outlook & CRM 5.1 Creating Activities in CRM The Activity pane on the QTalent forms enables you to track activities for the candidate and application. The screenshot below shows an example of recording a new phone call. The regarding field should be populated with the applicable Application record. The same applies to s and appointments. When this phone call record is saved, it will then be visible on the forms for both the Contact and the Application. 5.2 Tracking Activities to CRM If you receive or send an from Outlook, you can track and set regarding to the Application record. The will then be visible from the Contact & Application record in Dynamics 365. QuantiQ Technology Ltd E&OE version 1.0 Page 26 of 33

28 6 Housekeeping 6.1 Deactivating applications when the vacancy is closed It will be useful to close any related applications after the vacancy is closed. The Open Applications for a Closed vacancy view will display applicable records which should be deactivated. You can deactivate a vacancy record from the system view or within the record. 6.2 Deactivating offers when the application is closed It will be useful to close any related offers after the application is closed. The Open Offers for a closed application view will display applicable records which should be deactivated. 6.3 Archiving applications It is useful for recruiters to be able to see active and inactive records relating to Vacancies and Applications. However, when records are older or no longer relevant you may wish to archive Application records, so that they no longer appear on sub grids. To archive application records: - QuantiQ Technology Ltd E&OE version 1.0 Page 27 of 33

29 When the workflow has run, the Archived field will be set to yes for the selected application records. They will then be excluded from the sub grid views available on the QTalent forms for Candidates and Vacancies. QuantiQ Technology Ltd E&OE version 1.0 Page 28 of 33

30 7 Stages & Statuses for reference This section shows the stages and statues that are automated in the QTalent App to enable you to track Vacancies & Applications and may be a useful reference. 7.1 Application Status & Stages Status Application Status Application Stage Notes Active Open Qualifying Screening Interview Offer The Application Stage automatically updates as the application progresses Inactive Closed Qualifying Screening Interview Offer If you deactivate an Application before the end of the process, the application status updates to closed & the application stage is captured from the time of closure. This enables you to track the stage the application was closed at. A closure reason must also be recorded when an application is deactivated. Inactive Employed Employment These fields automatically update to these values when the employment commenced field is populated on the application to confirm that the applicant actually commenced work 7.2 Vacancy Status & Stages Status Vacancy Status Vacancy Stage Notes Active Active Pending Multiple Positions Applications Screening Interview Offer Accepted The Vacancy Stage automatically updates as the application progresses Inactive Closed Pending Multiple Positions Applications Screening Interview Offer Accepted If you deactivate a Vacancy before the end of the process, the vacancy status updates to closed & the vacancy stage is captured from the time of closure. This enables you to track the stage the vacancy was closed at. QuantiQ Technology Ltd E&OE version 1.0 Page 29 of 33

31 A closure reason must also be recorded when a vacancy is deactivated. Inactive Vacancy Filled Vacancy Filled These fields automatically update to these values when either of the following fields are populated on the vacancy to confirm that the vacancy has been filled: - Candidate Started On (for single vacancies) All employment started? (for multiple vacancies) QuantiQ Technology Ltd E&OE version 1.0 Page 30 of 33

32 8 Process Flows for reference This section shows the process flows for some of the processes used by CRM and may be a useful reference 8.1 Process Flow for Candidates 8.2 Process Flow for Candidate Source QuantiQ Technology Ltd E&OE version 1.0 Page 31 of 33

33 8.3 Process Flow for Applications 8.4 Process Flow for Offers QuantiQ Technology Ltd E&OE version 1.0 Page 32 of 33

34 8.5 Process Flow for Vacancies QuantiQ Technology Ltd E&OE version 1.0 Page 33 of 33