Hiring Manager Talent Acquisition Management (TAM) Reference Guide Human Resource Information System (HRIS)

Transcription

1 Hiring Manager Talent Acquisition Management (TAM) Reference Guide Human Resource Information System (HRIS) V3

2 TABLE OF CONTENTS LOG INTO PEOPLESOFT... 3 Part I: Create a New Job Posting... 5 Job Details (Section 1 of 8)... 5 Job Posting (Section 2 of 8) Hiring Team (Section 3 of 8) Competencies and Advertising (Section 4 of 8) Part II: Managing Applicants Evaluate Applicants (Section 5 of 8) Manage Interviews (Section 6 of 8) Evaluate Interviews (Section 7 of 8) Offer Job (Section 8 of 8) Job Aids Job Details (Section 1 of 4) - Job Aid Job Posting (Section 2 of 4) Job Aid Hiring Team (Section 3 of 4) Job Aid Competencies and Advertising (Section 4 of 4) Job Aid Evaluate Applicants (Section 5 of 8) Job Aid Manage Interviews (Section 6 of 8) Job Aid Evaluate Interviews (Section 7 of 8) Job Aid Offer Job (Section 8 of 8) Job Aid Notes Appendix OASIS PeopleSoft Training Digest for TAM Other Resources Key board Shortcuts Glossary NEXT STEPS

3 Log In LOG INTO PEOPLESOFT Before you can begin any work, you must login to the system. To get there, choose one of three choices; go to ASU Interactive > Recruiting OR, the PeopleSoft website: OR the OASIS website If you click on the OASIS site find the link titled HR & SA Administrative System which is highlighted below. (Note the other information that appears on this page as well.) The HR & SA Administrative System is not PeopleSoft. This takes you to which looks just like PeopleSoft. You should see a login screen like this: Figure 1 The Login Screen Click Here Page 3 of 167 Last Revised March 17, 2007

4 Figure 1 The Login Screen Log In Log in with your ASURITE ID and password. Page 4 of 167 Last Revised March 17, 2007

5 Part I: Create a New Job Posting Job Details Part I: Create a New Job Posting Job Details (Section 1 of 8) NOTE: Before creating a job, the Hiring Manager must request Position Management. Complete a Position Change Request form and submit to Position Management, Kim Rohr. Creation of a New Job Posting in PeopleSoft takes place by completing five distinct processes. They are: Job Details Job Posting Hiring Team Competencies Advertising Entering Job Details creates the new posting in the system. The Job Posting process prepares the system to post it externally. Then the Hiring Team must be designated. PeopleSoft, offers an efficient means of disseminating news to all members of the team. Competencies are automatically populated but, there is an option to remove one of the conditions, which we will cover. Finally, the types of media to be used in Advertising the position must be entered. Human Resources then determines the cost of advertising then notifies the department of the cost before proceeding. We will begin by clicking the Recruiting link on the Home page. Page 5 of 167 Last Revised March 17, 2007

6 Part I: Create a New Job Posting Job Details Figure 1 1 Click on Recruiting This is the Home page. After you log in, you will always start here. All hiring screens are accessed from the Recruiting link. Page 6 of 167 Last Revised March 17, 2007

7 Part I: Create a New Job Posting Job Details Figure 2 2 Click on Create New Job Opening This brings us to the Fan page in PeopleSoft. Page 7 of 167 Last Revised March 17, 2007

8 Part I: Create a New Job Posting Job Details Figure 3 3 Click the Arrow on the drop-down menu for the Job Opening Type field 4 Select your Requisition type A Continuous Job Opening is for a posting that requires several individuals at any one time, and/or it can be for a posting with a continuous turn over rate. Examples of these types of jobs may be police aids, or residence life workers. A Standard Requisition is used to hire one or more people for a specific job. For that reason we are selecting Standard Requisition for the example we use in this exercise. Emergency hires and Waivers are projected to be added in a later implementation phase of PeopleSoft. Page 8 of 167 Last Revised March 17, 2007

9 Part I: Create a New Job Posting Job Details Figure 4 5 Click the Arrow on the drop-down menu for the Business Unit field Next, select your business unit. For the purpose of this series of exercises we are going to post an Office Specialist Sr. position in the ASU Bookstore, within the Business and Finance Business Unit. Page 9 of 167 Last Revised March 17, 2007

10 Part I: Create a New Job Posting Job Details Figure 5 6 Select your Business Unit Page 10 of 167 Last Revised March 17, 2007

11 Part I: Create a New Job Posting Job Details Figure 6 7 Click the Magnifying Glass next to the Department field Page 11 of 167 Last Revised March 17, 2007

12 Part I: Create a New Job Posting Job Details Figure 7 8 Select your Department. Our example shows selection of the D0307 link for the ASU Bookstore Departmental approvals slated for Phase II (January) Page 12 of 167 Last Revised March 17, 2007

13 Part I: Create a New Job Posting Job Details Figure 8 9 Click the Continue button to reach the Job Details page Now select your position from the Position menu. If your position is not in the drop-down menu, then you need to engage in position registration. Requesting a Position Number: The system will not accept a posting unless you have a position number! The form is to be used when requesting any new, changes to or inactivation of a position number. A Position number is required PRIOR to initiating any recruiting activity (Staff Request). Please note: All fields noted below MUST be completed to initiate any action involving positions in PeopleSoft. Fill out the form completely to expedite the processing of your request (see highlighted example). Requests will be processed in the order that they are received. After you have completed this form, please it as an attachment to Kim.Rohr@asu.edu (Tempe, Downtown and Polytechnic campuses) or for West campus to Margot.Monroe@asu.edu. If you have any questions, please call Kim@ (480) or (602) You will receive an notification of the newly assigned Position Number within 24 hours of receipt (earlier if possible). Page 13 of 167 Last Revised March 17, 2007

14 Part I: Create a New Job Posting Job Details Figure 9 This is the first page in Creating a New Job Posting. It displays the links for each of five separate processes. For each process, you will enter information into the PeopleSoft system to create the job opening. Again they are: 1) Job Details 2) Job Postings 3) Hiring Team 4) Competencies 5) Advertising We are on the Job Details page, indicated by the grayed out link. We are going to scroll down this page and look at some of the job details, many of which are automatically pre-populated in PeopleSoft. Note that these links also appear at the bottom of the page so you can navigate to the next step without scrolling back to the top. Page 14 of 167 Last Revised March 17, 2007

15 Part I: Create a New Job Posting Job Details Figure Select your desired Template ID. Required fields in PeopleSoft are indicated with asterisks to guide you through this process. Both the Template ID and the Openings to Fill fields have an asterisk next to them. Indeed they are the only fields you are required to address on this long page of information. The Staff-Short app w attachment template is the default and used most often. It is shorter than the Staff-Long Application because cover letter, resume, three professional references, including samples of your work are combined into ONE document and attached. This results in fewer overall fields for a job applicant to complete in PeopleSoft. Note that professional references are not letters of reference. They are simply the contact information, or name address, phone, , etc. for professional references. The Staff-Long Application is rarely used, however it works best for applicants that don't usually have resumes. In that template, the applicant completes several fields which results in a collection of information that equates the information on a resume. Page 15 of 167 Last Revised March 17, 2007

16 Part I: Create a New Job Posting Job Details Figure Select the type of opening for your job. In our example we will select Limited. Limited openings are to fill a specific number of positions at a specific time. If you have more than one position, change the number in the Available Openings field. Unlimited openings would be equivalent to a Continuous Opening type, so in our example, we need to select Limited for the ASU Bookstore position. A Continuous Job Opening is for a posting that requires several individuals at any one time, and/or it can be for a posting with a continuous turn over rate. Examples of these types of jobs may be police aids, or residence life workers. When the Primary Job Opening Information was filled in previously, that enabled pre-population of the fields on this page. Those selections are: Select the Business Unit. Our example shows selection of the D - Business & Finance Business Unit. Page 16 of 167 Last Revised March 17, 2007

17 Part I: Create a New Job Posting Job Details Select the Department. Our example shows selection of the D0307 link for the ASU Bookstore. Select the Position Description (Descr). Our example shows that the Office Specialist Sr position was previously selected when Primary Job Opening Information was filled in. If the position needed is not listed in the Position field you need to Register the Position Number. The Job Code and Posting Title become automatically populated when the Position is selected. Page 17 of 167 Last Revised March 17, 2007

18 Part I: Create a New Job Posting Job Details Figure Select a Recruiting Location Although the Template ID and Openings to Fill fields are the only required fields on this page it will be helpful to be acquainted with a couple of other fields. Let s take a look at the Recruiting Location options. Recruiting Location Description Tempe campus West campus (Phoenix) Polytechnic (Mesa) Downtown campus Other Short Description Tempe West Poly Downtown Other Page 18 of 167 Last Revised March 17, 2007

19 Part I: Create a New Job Posting Job Details Figure (Optional) Select a projected fill Date. Although it is not required you can enter a projected fill date for the position. Clicking on the calendar icon next to the field allows you to select the date easily. Page 19 of 167 Last Revised March 17, 2007

20 Part I: Create a New Job Posting Job Details Figure Click the Save as Draft button at any time to save your work so far. This completes the Job Details procedure. At any time during the job posting process, work can be Saved as a Draft and returned to at a later time. Another advantage of the Save as Draft process is that a Job ID number will be created. Use of the Job ID number enables an efficient search for the posting. Page 20 of 167 Last Revised March 17, 2007

21 Part I: Create New Job Opening Job Posting Create a New Job Posting Job Posting (Section 2 of 8) In the previous exercise we completed the first step to post a new job in PeopleSoft by completing the Job Details section. For the purposes of this practice at the end of the previous exercise we Saved as Draft so that we could leave the Job Posting and return to it later without having to repeat job details again. Figure 1 1 Click on the Recruiting link If you return to work after an interruption, you can access the saved Draft via the Recruiting menu. Page 21 of 167 Last Revised March 17, 2007

22 Part I: Create New Job Opening Job Posting Figure 2 2 Click on Browse Job Openings Under the menu item Browse Job Openings the description also explains that you may "View your draft job openings and jobs assigned or associated to you." Page 22 of 167 Last Revised March 17, 2007

23 Part I: Create New Job Opening Job Posting Figure 3 3 Click on View Drafts Although a message says "There are no job openings that fit your selected criteria." we only need the View Drafts link. Page 23 of 167 Last Revised March 17, 2007

24 Part I: Create New Job Opening Job Posting Figure 4 4 Click on your Job Opening title. Our example shows selection of the Office Specialist Sr. link. All of your saved drafts will be listed. We are choosing the latest draft by date, which is what distinguished these two listings for an Office Specialist Sr. Page 24 of 167 Last Revised March 17, 2007

25 Part I: Create New Job Opening Job Posting Figure 5 5 Click on Job Postings Now we are ready to start the next process in Creating a Job Posting. Remember that each process is a link at the top and bottom of these pages. They are: 1) Job Details 2) Job Postings 3) Hiring Team 4) Competencies (automatically populated) 5) Advertising We are ready for 2, Job Postings. Page 25 of 167 Last Revised March 17, 2007

26 Part I: Create New Job Opening Job Posting Figure 6 6 Click on Add Job Postings The Job Posting is where you describe the job to the applicant. When they come to the web site to apply for your position, what you put in the next few screens is what they will read. Page 26 of 167 Last Revised March 17, 2007

27 Part I: Create New Job Opening Job Posting Figure 7 7 Click into the Posting Title field and enter the title. Our example shows selection of the Office Specialist Sr. title. This is a required field so if you attempt to move on to the Hiring Team process without it, you will be directed to come back and fill the Posting Title in. The title will be automatically populated for you in most cases. You have arrived at a very long page for Posting Information. Please note that we will be scrolling down this page on up to 26, so keep a sharp eye on the Description Types as we go along. Page 27 of 167 Last Revised March 17, 2007

28 Part I: Create New Job Opening Job Posting Figure 8 8 Click the Magnifying Glass to view a list of Description IDs This page is where the following information about the position is entered: College/Division Scope of Search Grant Funded Position - Yes or No Posted Rate of Pay Essential Functions Duties and Responsibilities Minimum Qualifications Desired Qualifications Department Statement/General Information Background Check Statement Standard Statement Prepare this material beforehand so that you can cut and paste it into PeopleSoft. Some of the information is pre-populated for you. There are two types of rows on this page. Page 28 of 167 Last Revised March 17, 2007

29 Part I: Create New Job Opening Job Posting The first three rows, College Scope of Search Grant Funding are filled in by clicking on the magnifying glass next to the description ID and selecting a value from the list that appears. That selection will be automatically transferred into the larger description field. Now fill in the first 3 rows using this method. The other type of row is a descriptive field that requires verbiage. Page 29 of 167 Last Revised March 17, 2007

30 Part I: Create New Job Opening Job Posting Figure 9 9 Click on your College/Division. Since this position is associated with the ASU Bookstore, we are selecting N/A or Not Applicable for this exercise. Description IDs are pre-populated and un-editable throughout this page. Page 30 of 167 Last Revised March 17, 2007

31 Part I: Create New Job Opening Job Posting Figure Click the Magnifying Glass for Scope of Search. Page 31 of 167 Last Revised March 17, 2007

32 Part I: Create New Job Opening Job Posting Figure Click on the correct Description. Our example shows selection of the Open to Public link Page 32 of 167 Last Revised March 17, 2007

33 Part I: Create New Job Opening Job Posting Figure Click on the Magnifying Glass for Grant Funded Position. Page 33 of 167 Last Revised March 17, 2007

34 Part I: Create New Job Opening Job Posting Figure Click on the correct Description. Our example shows selection of the No link Figure 14 Page 34 of 167 Last Revised March 17, 2007

35 Part I: Create New Job Opening Job Posting 14 Fill in the Posted Rate of Pay. The desired Posted Rate of Pay will be viewed by applicants and it can be expressed as a range or any format. It can also be worded as depending on experience. For the purposes of this exercise click in the text field and enter 33,000/year. There are other rows where you must type directly into the Description field. The next two rows are examples of this: Posted Rate of Pay Essential Function For the Posted Rate of Pay and Essential functions type directly into the large Description field. Page 35 of 167 Last Revised March 17, 2007

36 Part I: Create New Job Opening Job Posting Figure Click into the Description field and enter the Essential Functions for this job. The small icons with a check mark on top of a book are Spell Check icons. We will just use them a couple of times in this exercise, but you should use them more diligently in your day-to-day routine, especially if you are not copying and pasting content. Essential Functions will not be viewed by applicants, but will be viewed internally by HR. Essential Functions are actual duties, such as deliver mail, coordinate requisitions, etc. This is a legal piece of the Job Posting. It must start with a verb or action word. HR will assist with this description. Essential Functions are Required due to the Americans with Disabilities Act. Page 36 of 167 Last Revised March 17, 2007

37 Part I: Create New Job Opening Job Posting Figure Click in the Description field and fill in the Duties and Responsibilities. Before filling in Duties and Responsibilities look up generic job descriptions by going to the HR website at: Click on the Manager Tools tab at the top of the page, then access the Compensation/Classification System link to view descriptions of duties and responsibilities by job. Page 37 of 167 Last Revised March 17, 2007

38 Part I: Create New Job Opening Job Posting Figure 17 Minimum qualifications are an un-editable field. Page 38 of 167 Last Revised March 17, 2007

39 Part I: Create New Job Opening Job Posting Figure Click in the Description field and fill in Desired Qualifications. Type in your desired qualifications here. HR will transfer these to another part of the software for use later on. Avoid listing too many desired qualifications because each must be individually evaluated in the Manage Applicants phase. For the purposes of this exercise, and to show you how it works we will conduct a spell check here. Page 39 of 167 Last Revised March 17, 2007

40 Part I: Create New Job Opening Job Posting Figure Click the OK button We see a message that there are no misspellings found. Page 40 of 167 Last Revised March 17, 2007

41 Part I: Create New Job Opening Job Posting Figure Click in the Description link and enter a Department Statement. The Background Check Statement and the Standard Statement are also set by HR. This field is editable and offers each department the opportunity to sell the position by highlighting their departmental assets and distinguishing characteristics for the applicant. Great! Keep up the good work! We are almost to the end of this process. Page 41 of 167 Last Revised March 17, 2007

42 Part I: Create New Job Opening Job Posting Figure Click in the Description field and enter the Close Date. 21 Click in the Description field and edit the instructions to apply. 22 Click the Preview button For the purposes of this exercise we are entering 08/25/07. The closing date needs to be at least five business days after posting. It may be in any format; , etc. The Instructions to Apply have been automatically populated here, but you can (and should) edit it to tell the applicants how to apply. Note that these instructions inform the applicant that they must create ONE ATTACHMENT that contains cover letter, resume, and professional references. This is the simplest and most reliable way to use this part of PeopleSoft. The fields shown at the bottom of this window are for HR USE ONLY, so you have completed this page. Click the Preview button to preview it before moving ahead. Page 42 of 167 Last Revised March 17, 2007

43 Part I: Create New Job Opening Job Posting Figure Select the Return to Previous Page link This is how your posting will appear to applicants. Page 43 of 167 Last Revised March 17, 2007

44 Part I: Create New Job Opening Job Posting Figure Click the OK button Clicking OK will return us to the main page. Page 44 of 167 Last Revised March 17, 2007

45 Part I: Create New Job Opening Job Posting Figure 24 Notice that the Office Specialist Sr. job is now listed in a new row in the Job Postings table. Now we are ready to start the next process in Creating a Job Posting. Remember that each process is a link at the top and bottom of these pages. They are: 1) Job Details 2) Job Postings 3) Hiring Team 4) Competencies (automatically populated) 5) Advertising We are ready for 3, Hiring Team. From here we can click the Hiring Team, or the Next button. Or, we can click Save as Draft and return to the process later. This brings us to the end of this exercise Page 45 of 167 Last Revised March 17, 2007

46 Part I: Create New Job Opening Job Posting Notes Page 46 of 167 Last Revised March 17, 2007

47 Part I: Create New Job Opening Hiring Team Create a New Job Posting Hiring Team (Section 3 of 8) Figure 1 1 Click the Hiring Team link We are ready to start the next process to create a Job Posting. Remember that each process is a link at the top and/or bottom of these pages. They are: 1) Job Details 2) Job Postings 3) Hiring Team 4) Competencies (automatically populated) 5) Advertising We are ready for 3, Hiring Team. Page 47 of 167 Last Revised March 17, 2007

48 Part I: Create New Job Opening Hiring Team Figure 2 2 Click on the Magnifying Glass to look up Recruiters' names We can see confirmation of our progress through the Posting a New Job Opening Process because of the five links appearing at the top of our page. Hiring Team is grayed out, since that is where we are in the process. The software requires at least one name in the: Recruiter Hiring Manager Interviewer fields. All names are selected by using the magnifying glass. Here we will pick one name from HR s hiring staff. Generally speaking in PeopleSoft if you come to a name field and click the magnifying glass all the names listed in the system will be listed. In the Hiring area the Recruiter, etc. are an exception. To limit the scope of your search enter the last name of the team member THEN click on the magnifying glass. HR will correct your choice if you pick the wrong name. Page 48 of 167 Last Revised March 17, 2007

49 Part I: Create New Job Opening Hiring Team Figure 3 3 Click the name of the person you are looking for. Our example shows the selection of Daniel Klug. Page 49 of 167 Last Revised March 17, 2007

50 Part I: Create New Job Opening Hiring Team Figure 4 4 Click into the Name field for Hiring Managers and enter the last name of the Hiring Manager you are searching for. 5 Click on the Magnifying Glass to look up Hiring Managers' names. For our example we entered the name Novelli. Page 50 of 167 Last Revised March 17, 2007

51 Part I: Create New Job Opening Hiring Team Figure 5 6 Click on the name of the Hiring Manager you need. For our example click on the name Novelli,Patricia Josephi. As you can see, the Search Results are much better targeted when the last name is entered before clicking the Magnifying Glass. More than one Hiring Manager can be added. Page 51 of 167 Last Revised March 17, 2007

52 Part I: Create New Job Opening Hiring Team Figure 6 7 In the same way, select your interviewers by typing in their last name, and clicking on the magnifying glass to select from the list. If more than one person reviews resumes, interviewers must include an AA/EO Representative. Page 52 of 167 Last Revised March 17, 2007

53 Part I: Create New Job Opening Hiring Team Figure 8 The three fields we have just completed, Recruiters, Hiring Managers, and Interviewers are REQUIRED fields. If you try to advance through to the next stage of the process you will be blocked until names are entered in these required fields. For ANY of the fields in the Hiring Team phase you can add more than one person to that area of the team by clicking on the + sign. Page 53 of 167 Last Revised March 17, 2007

54 Part I: Create New Job Opening Hiring Team Figure 9 8 Click on the Magnifying Glass to look up Affirmative Representatives' names. The Interested Party field is NOT required. If needed, use it for your department s Affirmative Equal Opportunity (AAEO) Representative. Creator and Hiring Manager cannot be the Interested Party at this time. (This is a system limitation that will be fixed at a later Phase) Page 54 of 167 Last Revised March 17, 2007

55 Part I: Create New Job Opening Hiring Team Figure 10 That concludes this exercise. We are ready to move on to the last phase of this process. Remember that each process is a link at the top and/or bottom of these pages. They are: 1) Job Details 2) Job Postings 3) Hiring Team 4) Competencies (automatically populated) 5) Advertising We are ready for 4 Competencies and 5 Advertising. We are combining these because Competencies is automatically populated. Remember you can always Save as Draft at any time. Page 55 of 167 Last Revised March 17, 2007

56 Part I: Create New Job Opening Competencies and Advertising Create a New Job Posting Competencies and Advertising (Section 4 of 8) We are ready to move on to the last phase of the process of creating a New Job Opening in PeopleSoft, which is to arrange for advertising. Remember that each process is a link at the top and/or bottom of these pages. They are: 1) Job Details 2) Job Postings 3) Hiring Team 4) Competencies (automatically populated) 5) Advertising We are ready to view 4 Competencies, and execute 5 Advertising. Figure 1 Page 56 of 167 Last Revised March 17, 2007

57 Part I: Create New Job Opening Competencies and Advertising Page 57 of 167 Last Revised March 17, 2007

58 Part I: Create New Job Opening Competencies and Advertising 1 Select the Competencies link Page 58 of 167 Last Revised March 17, 2007

59 Part I: Create New Job Opening Competencies and Advertising Figure 2 2 Click on the Trash Can icon to remove the line that contains OR Equivalency. Competencies are pre-populated so you do not need to spend any time in this link. However if you do not require an Equivalency Statement for the position you are posting, you may eliminate it here. Take no action if you would like to use the Equivalency Statement. Additional competencies will be added in the future. Page 59 of 167 Last Revised March 17, 2007

60 Part I: Create New Job Opening Competencies and Advertising Figure 3 3 Click on the Advertising link We are ready to move on to our last step which is to enter which advertising media will be used to advertise this position. All jobs are advertised in the InSight and the ASU Website. If that is sufficient, you are done and can now click on Save and Submit, providing you have obtained approvals to create this posting. The approvals are: Approval 1 Hiring departments submit Standard Requisitions for approval electronically, they are then approved and posted to the web. Approval 2 Departments electronically submit the offer for approval after selecting the finalist. The final offer is approved. Page 60 of 167 Last Revised March 17, 2007

61 Part I: Create New Job Opening Competencies and Advertising Figure 4 4 Click the Advertisement link in the Advertising Posting box. Page 61 of 167 Last Revised March 17, 2007

62 Part I: Create New Job Opening Competencies and Advertising Figure 5 5 Click the Arrow on the Drop-Down menu next to the Source ID field Notice the asterisk next to the Source ID and SubSource ID to guide you through required fields. These are the only fields that necessarily need to be filled out. HR will contact you regarding the rest of the advertising details. The Account Code is your "agency org information". The Expense Amount will be determined by Human Resources. They will notify you of the amount before placing the ad. If you do choose to fill in the Ad Copy field, HR will make certain that it fits ASU ad copy conventions. Page 62 of 167 Last Revised March 17, 2007

63 Part I: Create New Job Opening Competencies and Advertising Figure 6 6 Click on the Source ID of your choice item 7 Click on the Magnifying Glass for the SubSource ID In our example we use Print Ad. Page 63 of 167 Last Revised March 17, 2007

64 Part I: Create New Job Opening Competencies and Advertising Figure 7 8 Select the type of ad you need. For our example select the Arizona Republic. Page 64 of 167 Last Revised March 17, 2007

65 Part I: Create New Job Opening Competencies and Advertising Figure 8 9 Select the Advertising Date. 10 Select the Removal Date Again, the Account Code is your "agency org information". The Expense Amount will be determined by Human Resources. They will notify you of the amount before placing the ad. Page 65 of 167 Last Revised March 17, 2007

66 Part I: Create New Job Opening Competencies and Advertising Figure 9 In live circumstances Copy/Paste your ad copy from a Word document into this field. HR will double check it to make certain it fits ASU ad copy conventions OR, leave it blank and HR will provide ad copy. When you enter the Advertising and Removal Dates, the number of days Duration automatically populates this field. Or, if you know how many days duration you want, enter them in the Duration field to automatically populate the Removal Date field. Page 66 of 167 Last Revised March 17, 2007

67 Part I: Create New Job Opening Competencies and Advertising Figure Click the OK button Page 67 of 167 Last Revised March 17, 2007

68 Part I: Create New Job Opening Competencies and Advertising Figure 11 The Position Title Office Specialist Sr. now appears in the Advertising Posting box. Note: Tables with column headings in PeopleSoft will sort the table when there is more than one row in the table. For instance if you were to click on a heading titled First Name, the list would be alphabetized according to first names. In this case there is only one row in the table, so be sure to click on the actual row name of Advertisement, NOT the column heading titled Advertisement. Some users have been confused by this because nothing seemed to happen when they clicked the heading. In fact they were sorting the one item in the row, rather than navigating to the Advertisement. Page 68 of 167 Last Revised March 17, 2007

69 Part I: Create New Job Opening Competencies and Advertising Figure Click the Save & Submit button If you are ready to click Save & Submit you must have already obtained all approvals from your department to enter this position into PeopleSoft. Otherwise, Save as Draft until all approvals have been obtained. Typically in creation of a new job posting you would first complete the Job Details, Job Posting, and Hiring Team processes, then obtain the approvals you need before completing the Advertising phase of this process. HR is involved twice in the Hiring Process; their first approval takes place after this step when the Job is Submitted and then approves offer recommendation. Clicking Save & Submit will transmit your Job Posting to HR/EOAA for review. Page 69 of 167 Last Revised March 17, 2007

70 Part I: Create New Job Opening Competencies and Advertising Notes Page 70 of 167 Last Revised March 17, 2007

71 Part II: Managing Applicants Evaluate Applicants Part II: Managing Applicants Evaluate Applicants (Section 5 of 8) Figure 1 1 Click on the Recruiting link At this point, you have submitted your Job Posting to HR, they have approved it, and posted it to the web. Applicants have started to apply. You can evaluate the candidates before the job closes. We are going to evaluate the candidates that have applied for a job and decide who should be interviewed. Page 71 of 167 Last Revised March 17, 2007

72 Part II: Managing Applicants Evaluate Applicants Figure 2 2 Click on the Find Job Openings link This is the fan page that lists all of the links available from the Recruiting menu. Page 72 of 167 Last Revised March 17, 2007

73 Part II: Managing Applicants Evaluate Applicants Figure 3 3 Fill in your Search Criteria and click Search on the Job Opening ID field We start at the search screen. Notice all the different ways that you can search for a job opening. For this example, we wrote down the job opening ID when we created the job requisition - so we will use that to search by. Remember that you can search by any of the fields you see on this page to find your job opening. Page 73 of 167 Last Revised March 17, 2007

74 Part II: Managing Applicants Evaluate Applicants Figure 4 4 Click on the job title Since we searched for a specific job ID, only one job was found. If you had searched more generally (like choosing to see all jobs in a specific business unit, for example) there would be a list of jobs to pick from. Once you locate your job, you click on the job title to select it. Page 74 of 167 Last Revised March 17, 2007

75 Part II: Managing Applicants Evaluate Applicants Figure 5 5 Click on the Resume Icon to open it. Here are the applicants that have applied for your job. Remember that you can be doing this as soon as people apply. You can't interview until the job closes, but you can be evaluating candidates as soon as they enter the system. Our job now is to evaluate each applicant and decide who to interview, and who to reject. To start, we will look at the applicant's resumes. Page 75 of 167 Last Revised March 17, 2007

76 Part II: Managing Applicants Evaluate Applicants Figure 6 When an applicant attaches their resume as a separate file, PeopleSoft will try to open the resume in a new window - (or a new tab, if you are using Internet Explorer 7). Unfortunately, we often set our browser to block pop ups, which makes this difficult. There are instructions in the "Resources" section of this class for setting your browser to allow the resumes to open. This resume displayed because the applicant didn't attach the document as a separate file, but copied and pasted the text directly into the application. You can scroll through the resume by using the scroll bar. Page 76 of 167 Last Revised March 17, 2007

77 Part II: Managing Applicants Evaluate Applicants Figure 7 6 Click the Cancel button Now that you have looked through the resume, you can click the Cancel button to return to the list of applicants. Page 77 of 167 Last Revised March 17, 2007

78 Part II: Managing Applicants Evaluate Applicants Figure 8 7 Click the Evaluate link By pressing Cancel, you were returned to this screen. Your task is to review the applicants' resumes and decide who you will interview and who you will reject. We will start by evaluating. NEXT PAGE PLEASE SEE UPDATED WORK-AROUND 02/21/08 The Evaluate button above is no longer visible. Page 78 of 167 Last Revised March 17, 2007

79 Part II: Managing Applicants Evaluate Applicants Work Around for Screening Applicants in TAM In lieu of using the Evaluate link when you are ready to process resumes in TAM, use the following procedure until or if the problem in PeopleSoft is resolved. Screening Applicants: Click the Evaluate Applicants link in the PeopleSoft menu. Enter Job Opening ID / Search Click on Add Competencies from Job Opening Click Proficiency dropdown to activate menu 1. IF applicant has an incomplete application select No in the complete application field, Click on SAVE, then Click Next in List 2. IF applicant has a complete application select Yes in the complete application field, 3. Choose Yes or No for MQ s=required/equivalency 4. IF No to MQ s, click on Save, then Click on Next in List 5. IF Yes to MQ s, fill out DQ proficiencies and Save, and then Click on Next in List. Repeat for each applicant until through the entire applicant list. When complete, view Applicant Evaluation Summary sheet Use Applicant Evaluation Summary in selecting applicants to interview. Page 79 of 167 Last Revised March 17, 2007

80 Part II: Managing Applicants Evaluate Applicants Figure 9 8 Click on Add Competencies to Job Opening link When you click on the Evaluate link, this screen appears in a new window. If you are using Internet Explorer 7, it will appear as a new tab - if you are using a non-tabbed browser, it will open in a new window. For each applicant, you will: 1. click on the evaluate link, 2. click on the add competencies to job opening link, 3. evaluate their competencies, 4. save the data and 5. Close the window (or tab). Click on the Add Competencies from Job Opening to bring the competencies you described in your job posting into the applicant's area. Page 80 of 167 Last Revised March 17, 2007

81 Part II: Managing Applicants Evaluate Applicants Figure 10 9 Click on the Required Work Experience field Notice that the job competencies have been added. The Minimum Quals are at the bottom of the list. The desired Quals are above that. The only part of the screen that must be filled in is the proficiency column. We start at the bottom - let's pretend that (after reviewing Darrell's resume) you determine that he has the required work experience. If an applicant does not meet Min Qual (MQ), it is not necessary to continue with rest of evaluation or select Desired Quals (DQ). The applicant may be rejected as, "Does Not Meet Minimum Qualifications" - meaning they did not meet minimum education requirement or minimum work experience requirement or equivalent. Each candidate must have the proficiency column filled in (at least the min quals). Page 81 of 167 Last Revised March 17, 2007

82 Part II: Managing Applicants Evaluate Applicants Figure Click on the response to the candidate s work experience In our example, we are going to say that Darrell's resume indicates that he has the work experience for this job. Page 82 of 167 Last Revised March 17, 2007

83 Part II: Managing Applicants Evaluate Applicants Figure Select the Equivalency 12 Select a Required Education Value Page 83 of 167 Last Revised March 17, 2007

84 Part II: Managing Applicants Evaluate Applicants Figure If the candidate meets minimum qualifications, complete the Proficiencies for the desired qualifications. That's the end of the minimum quals - which is required for every candidate. If Darrell had not met any of the minimum quals, then you would be done, and could have clicked the save button, closed the window and gone to the next candidate. But Darrell DOES meet the minimum, so you have to evaluate against all of the desired quals. This is all to help you decide who you should interview. Page 84 of 167 Last Revised March 17, 2007

85 Part II: Managing Applicants Evaluate Applicants Figure Click the Save button 15 Click on Applicant Evaluation Summary Once all of the competencies are evaluated for a candidate, click on the Save button. You can see a table that lists all of the candidates and all of the quals by clicking on the Applicant Evaluation summary link. Page 85 of 167 Last Revised March 17, 2007

86 Part II: Managing Applicants Evaluate Applicants Figure Click on the Show all columns icon. This is the Applicant Evaluation summary screen. See the applicants listed down the side, and the quals across the top? To see all of the quals at once, you click on the show all columns icon. Page 86 of 167 Last Revised March 17, 2007

87 Part II: Managing Applicants Evaluate Applicants Figure 16 Now we see the list of applicant and all the quals. You can print this screen for your use. You fill in the cells in this table by using the previous screen. You can export this to excel by clicking on the highlighted icon. Since we have saved the data, we can close this window (or tab) to return to the list of applicants. Page 87 of 167 Last Revised March 17, 2007

88 Part II: Managing Applicants Evaluate Applicants Figure Click Select Now we have reviewed each resume by clicking on the resume icons. We have evaluated the candidates by clicking on the Evaluate links. In our example, we are going to reject Prathima. To start, click on the down arrow on the menu that says Select action. Page 88 of 167 Last Revised March 17, 2007

89 Part II: Managing Applicants Evaluate Applicants Figure Select the Reject Applicant item Page 89 of 167 Last Revised March 17, 2007

90 Part II: Managing Applicants Evaluate Applicants Figure Select the Status Reason menu. Click Submit. When you reject an applicant, you must select a status reason from the list. You click on the down arrow to view the list of reasons, and then select one by clicking on it. For this example, we will choose Lacks Min Qualifications. Page 90 of 167 Last Revised March 17, 2007

91 Part II: Managing Applicants Evaluate Applicants Figure 20 Notice that the Disposition of Prathima is now Reject. You now have to repeat this process until all applicants are either rejected or will be interviewed - You will learn how to set up interviews in the next section. This is the end of this procedure. Page 91 of 167 Last Revised March 17, 2007

92 Part II: Managing Applicants Manage Interviews Managing Applicants Manage Interviews (Section 6 of 8) Figure 1 1 Click on the Recruiting link In this lesson, you will set up interviews for your selected candidates. Prior to this, you evaluated all of the applicants (using their resumes), rejected some and want to interview the rest. To start, we click on the Recruiting link. Page 92 of 167 Last Revised March 17, 2007

93 Part II: Managing Applicants Manage Interviews Figure 2 2 Click on the Find Job Openings link Page 93 of 167 Last Revised March 17, 2007

94 Part II: Managing Applicants Manage Interviews Figure 3 3 Search for your job We start at the search screen. Notice all the different ways that you can search for a job opening. For this example, we wrote down the job opening ID when we created the job requisition - so we will use that to search by. Remember that you can search by any of the fields you see on this page to find your job opening. Page 94 of 167 Last Revised March 17, 2007

95 Part II: Managing Applicants Manage Interviews Figure 4 4 Click on your job title Since we searched for a specific job ID, only one job was found. If you had searched more generally (like choosing to see all jobs in a specific business unit, for example) there would be a list of jobs to pick from. Once you locate your job, you click on the job title to select it. Page 95 of 167 Last Revised March 17, 2007

96 Part II: Managing Applicants Manage Interviews Figure 5 5 For each interviewee, open the Select menu and select the Manage Interviews item These are the applicants for the job. Notice in the disposition column, two of the applicants have been rejected based on their resume. We want to interview Darrell and Bhakit. To do this, we will use the Select menu to choose Manage Interview. Page 96 of 167 Last Revised March 17, 2007

97 Part II: Managing Applicants Manage Interviews Figure 6 6 Select the Interview Date 7 Select the Interview Type 8 Fill in the Start Time, and End Time, and Location field (optional). Here you will set the details of the interview. At this point, you should be in contact with the applicant to agree on the interview type, date and time. The software requires a date and Interview type. You can also fill in the times and location fields. Page 97 of 167 Last Revised March 17, 2007

98 Part II: Managing Applicants Manage Interviews Figure 7 9 If desired, click on Notify Interview Team and Notify Applicant If you click on these check boxes, the system will send an to the interview team and the applicant telling them the details of the interview. Page 98 of 167 Last Revised March 17, 2007

99 Part II: Managing Applicants Manage Interviews Figure 8 Notice that Darrell's Disposition now shows Interview. You would repeat this process for each applicant that you want to interview. This is the end of this section. Page 99 of 167 Last Revised March 17, 2007

100 Part II: Managing Applicants Evaluate Interviews Managing Applicants Evaluate Interviews (Section 7 of 8) Figure 1 1 Select the Recruiting link In this lesson, we will evaluate the candidates that we have interviewed. To start, we click on the Recruiting link. Page 100 of 167 Last Revised March 17, 2007

101 Part II: Managing Applicants Evaluate Interviews Figure 2 2 Click on the Find Job Openings link Page 101 of 167 Last Revised March 17, 2007

102 Part II: Managing Applicants Evaluate Interviews Figure 3 3 Enter your search criteria for your job and click Search We start at the search screen. Notice all the different ways that you can search for a job opening. Remember that you can search by any of the fields you see on this page to find your job opening. Page 102 of 167 Last Revised March 17, 2007

103 Part II: Managing Applicants Evaluate Interviews Figure 4 4 Click on the job title Since we searched for a specific job ID, only one job was found. If you had searched more generally (like choosing to see all jobs in a specific business unit, for example) there would be a list of jobs to pick from. Once you locate your job, you click on the job title to select it. Page 103 of 167 Last Revised March 17, 2007

104 Part II: Managing Applicants Evaluate Interviews Figure 5 5 Click on Select. Now we have interviewed Darrell, and we want to note down what we thought of him. Page 104 of 167 Last Revised March 17, 2007

105 Part II: Managing Applicants Evaluate Interviews Figure 6 6 Select the Interview Type field. This is the screen to evaluate the applicant. Your task is to fill in the fields on the screen and click on the Save button. In this example, we interviewed Darrell over the phone. Page 105 of 167 Last Revised March 17, 2007

106 Part II: Managing Applicants Evaluate Interviews Figure 7 7 Click in the Communication Skills field. 8 Select the Rating of your choice for all three categories. 9 Select a Rating for Work Experience/Job Knowledge 10 Select a Rating for Technical Skills HR has listed three basic skills that should be evident during the interview. Your task is to put a value in each of the three. Each of the 3 fields has this scale. You only enter one evaluation for each applicant, so if you have multiple interviewers, you need to reach a consensus on the value that goes in each field. Page 106 of 167 Last Revised March 17, 2007

107 Part II: Managing Applicants Evaluate Interviews Figure 8 11 Select an Overall Rating Now you will put in your overall rating - This rating is a combination of the basic skills plus any other skills that you observed during the interview. Give the candidate an overall rating based on the three categories and any other observations you have from the interview. Page 107 of 167 Last Revised March 17, 2007

108 Part II: Managing Applicants Evaluate Interviews Figure 9 12 Select a Recommendation Select your recommendation for this candidate. Look at the list of different recommendations. In this example, Darrell was good, but we want to finish interviewing before we make up our mind. We will recommend to Hold onto Darrell for now. Page 108 of 167 Last Revised March 17, 2007

109 Part II: Managing Applicants Evaluate Interviews Figure Enter general comments 14 Click the Submit Evaluation button You can also put general comments about the candidate in the General Comments fields. Remember that HR will review the records prior to you actually offering the job to the candidate. This is a great place to document any significant findings during the interview. Once you have entered your data about the candidate, click on the Submit Evaluation button. Page 109 of 167 Last Revised March 17, 2007

110 Part II: Managing Applicants Evaluate Interviews Figure 11 You are returned to the Find Job Openings screen. Now you can repeat this process for each candidate that you interview. The next exercise will lead you through offering the job to one of the candidates. This is the end of this section. Page 110 of 167 Last Revised March 17, 2007

111 Part II: Managing Applicants Evaluate Interviews Notes Page 111 of 167 Last Revised March 17, 2007

112 Part II: Managing Applicants Offer Job Managing Applicants Offer Job (Section 8 of 8) Figure 1 1 Select the Recruiting link In this lesson, we will offer the job to a candidate. To start, we click on the Recruiting link. Page 112 of 167 Last Revised March 17, 2007

113 Part II: Managing Applicants Offer Job Figure 2 2 Click on the Find Job Openings link Page 113 of 167 Last Revised March 17, 2007

114 Part II: Managing Applicants Offer Job Figure 3 3 Search for your Job Opening 4 Click Search We start at the search screen. Notice all the different ways that you can search for a job opening. Remember that you can search by any of the fields you see on this page to find your job opening. Page 114 of 167 Last Revised March 17, 2007

115 Part II: Managing Applicants Offer Job Figure 4 5 Click on the job title Since we searched for a specific job ID, only one job was found. If you had searched more generally (like choosing to see all jobs in a specific business unit, for example) there would be a list of jobs to pick from. Once you locate your job, you click on the job title to select it. Page 115 of 167 Last Revised March 17, 2007

116 Part II: Managing Applicants Offer Job Figure 5 6 Select the Prepare Job Offer item from the Take menu. In this example, we have decided to offer the job to Bhakti. Page 116 of 167 Last Revised March 17, 2007

117 Part II: Managing Applicants Offer Job Figure 6 This is the Prepare Job Offer screen. The top part of the screen displays information about the job offer, but there is nothing to edit here. Scroll down to the bottom of the screen. Page 117 of 167 Last Revised March 17, 2007

118 Part II: Managing Applicants Offer Job Figure 7 7 Select Base Pay from the Component menu This is the bottom half of the Prepare Job Offer screen. Here we need to add the base pay component. This is the amount of money you will actually pay the candidate. Remember in the job posting, you stated an amount, but it could have been a range of values, or "DOE", etc. Here you are listing exactly what the person will be paid. Page 118 of 167 Last Revised March 17, 2007

119 Part II: Managing Applicants Offer Job Figure 8 8 Type in the Offer Amount Page 119 of 167 Last Revised March 17, 2007

120 Part II: Managing Applicants Offer Job Figure 9 9 Click the Submit button Now we will submit the offer. At this point, the offer will go to HR & EOAA for review. They will look over all of the applicant evaluation and interview evaluation data that you have entered into PeopleSoft. This is also the point when any other paper work (like the HPM) is processed. HR will contact you about the job offer and work with you to put everything in order. Then you can contact the person and offer them the job. Page 120 of 167 Last Revised March 17, 2007

121 Part II: Managing Applicants Offer Job Figure 10 At this point, the offer will go to HR & EOAA for review. They will look over all of the applicant evaluation and interview evaluation data that you have entered into PeopleSoft. This is also the point when any other paper work (like the HPM) is processed. HR will contact you about the job offer and work with you to put everything in order. Then you can contact the person and offer them the job. Page 121 of 167 Last Revised March 17, 2007

122 Part II: Managing Applicants Offer Job Figure Click on Recruiting Since time has passed, you will likely be back at your home page after HR contacts you to give you the go ahead to offer the candidate the job. You offer the job using your standard procedure. In PeopleSoft, you must document the offer, and reject the other candidates before the job is complete. Let's go document that you have offered the job to the candidate. We need to get back to your job offer - start at Recruiting Page 122 of 167 Last Revised March 17, 2007

123 Part II: Managing Applicants Offer Job Figure Select the Find Job Openings link Page 123 of 167 Last Revised March 17, 2007

124 Part II: Managing Applicants Offer Job Figure Enter the criteria for your job and click the Search button It is always wise to keep a copy of the Job opening ID so that you can enter it and click search. Click on the Search button. Page 124 of 167 Last Revised March 17, 2007

125 Part II: Managing Applicants Offer Job Figure Click on the job title Since we searched for a specific job ID, only one job was found. If you had searched more generally (like choosing to see all jobs in a specific business unit, for example) there would be a list of jobs to pick from. Once you locate your job, you click on the job title to select it. Page 125 of 167 Last Revised March 17, 2007

126 Part II: Managing Applicants Offer Job Figure Click on Offer To complete the process, click on the offer link. Page 126 of 167 Last Revised March 17, 2007

127 Part II: Managing Applicants Offer Job Figure Click on the Scroll bar To complete the process, we need to change the value in the Status field. But it is grayed out at the moment. To make it active (so that we can change it) - we need to scroll to the bottom of the screen. The rest of the screen is on the next page. Page 127 of 167 Last Revised March 17, 2007

128 Part II: Managing Applicants Offer Job Figure Select the Offer link We are now at the bottom of the screen. In order to activate the Status field, we have to click on the Offer link. Notice this Edit Offer button. If you contact the candidate, and they want more money - or special benefits, you can adjust the offer by clicking on Edit Offer. If you edit the offer, it will go through another HR review before you can offer the candidate the revised offer. Page 128 of 167 Last Revised March 17, 2007

129 Part II: Managing Applicants Offer Job Figure Click on the Status field. At the top of the screen, we can see that the Status field is now active. We can now select the field. Page 129 of 167 Last Revised March 17, 2007

130 Part II: Managing Applicants Offer Job Figure Select the 020 Accept item In this example, the candidate has accepted the job, but notice all of the different statuses that you can choose. Page 130 of 167 Last Revised March 17, 2007

131 Part II: Managing Applicants Offer Job Figure Click on Submit Next you click on Submit to register the data in the system Now all that is left to do is to reject the other candidates. To get back to the list of candidate, you can click on this Return to previous Page link. Page 131 of 167 Last Revised March 17, 2007

132 Part II: Managing Applicants Offer Job Figure Select the Reject Applicant item from the Take menu. If (when we did Darrell's interview evaluation) we had put him on hold, his disposition would be hold. Since Bhakti accepted, we can now reject Darrell in the system. Page 132 of 167 Last Revised March 17, 2007

133 Part II: Managing Applicants Offer Job Figure Select the Status Reason 24 Click the Submit button Page 133 of 167 Last Revised March 17, 2007

134 Part II: Managing Applicants Offer Job Figure 23 As stated previously HR is involved twice in the Hiring Process; their first approval takes place after the Job is Submitted (Part 1) and then approves offer recommendation. Typically, it takes 2 days from the time a Job is submitted to approval and its being posted on the HR website It takes less than 1 day to approve offer requests. You're done! You have one candidate that has accepted, and the rest have a Reject disposition. This is the end of this section Page 134 of 167 Last Revised March 17, 2007

135 Part I: Create a Job Posting Job Posting Job Aid Job Aids Part I: Create a Job Posting Job Details (Section 1 of 4) - Job Aid 1 From the Home page click on the Title of the Recruiting link 2 Click on the Create New Job Opening link 3 Select your job opening Type 4 Select your Business Unit 5 Select your Department 6 Select your office Position 7 Click the Continue button to reach the Job Details page 8 Select your Template 9 Select Limited or Unlimited from the Openings to Fill field 10 Select a Recruiting Location field. 11 Select an expected fill date 12 Click the Save as Draft button Page 135 of 167 Last Revised March 17, 2007

136 Part I: Create a Job Posting Hiring Team Job Aid Create a New Job Opening Job Posting (Section 2 of 4) Job Aid This Job Aid assumes you have saved your job as a Draft. If not, skip to 5. 1 From the Home page select the Recruiting link 2 Select the Browse Job Openings link 3 Select the View Drafts link 4 Click on your Draft job title 5 Click on the Job Postings link 6 Click on the Add Job Postings link 7 Click into the Posting Title field and enter the title of your position 9 Select a Department 10 Select a Scope of Search. 11 Type in a Salary Range 12 Type in Essential Functions 13 Type in Duties and Responsibilities. 14 Type in a Department Statement. 15 Type in a Close Date 16 Click the Preview button to review the posting 17 Select the Return to Previous Page link 28 Click the OK button Page 136 of 167 Last Revised March 17, 2007

137 Part I: Create a Job Posting Hiring Team Job Aid Create a Job Posting Hiring Team (Section 3 of 4) Job Aid This Job Aid assumes you are continuing on from Job Posting. 1 Select the Hiring Team link 2 Select a Recruiter s name 3 Select a Hiring Manager NOTE: Type the last name of the manager into the name field prior to clicking on the magnifying glass. 4 Select the Interviewer name 5 Select your (optional) Department Affirmative representative as the Interested Party 6 Click the Save as Draft button Page 137 of 167 Last Revised March 17, 2007

138 Part I: Create a Job Posting Competencies and Advertising Job Aid Create a New Job Posting Competencies and Advertising (Section 4 of 4) Job Aid This Job Aid assumes you are starting from within the Job Description area. 1 Select the Advertising link 2 Click the Advertisement link in the Advertising Posting box. 3 Select a Source ID 4 Select a SubSource ID 5 Select a Removal Date (Optional) 6 Click the OK button 7 Click the Save & Submit button The job now goes to HR for review! Page 138 of 167 Last Revised March 17, 2007

139 Part II: Manage Applicants Evaluate Applicants Job Aid Part II: Manage Applicants Evaluate Applicants (Section 5 of 8) Job Aid This Job Aid assumes you are at the Home page. 1 Click on the Recruiting link 2 Click on the Find Job Openings link 3 To search for your Job Opening ID click search 4 Click on the job title 5 Click on the Resume icon to open the resume for each candidate Regarding PopUp Blockers See the resource section of this class. 6 Click the Evaluate link 7 Click on Add Competencies to Job Opening link 8 Complete the Proficiency fields for the Minimum Qualifications (at the bottom) 9 Complete the Desired Qualifications if the candidate meets Minimum Qualifications 10 Click the Save button 11 Close the tab/window 12 Select the Reject Applicant item from the Take field for candidates you do not want to interview 13 Select Lacks Min Qualification on the Status Reason field 14 Click the Submit button Page 139 of 167 Last Revised March 17, 2007

140 Part II: Manage Applicants Manage Interviews Job Aid Manage Applicants Manage Interviews (Section 6 of 8) Job Aid This Job Aid assumes you are starting at the Home page. 1 Click on the Recruiting link 2 Click on the Find Job Openings link 3 Search for your Job Opening 5 Click on your Job Title 6 Select the Manage Interviews item from the Take menu of the candidate you want to interview 7 Select the Interview Date 8 Select the Interview Type 9 Select the Interview Date 10 Select the Interview Type 11 Fill in the Start Time and End Time. The Location field is optional. 12 If desired, click on Notify Interview Team and Notify Applicant Page 140 of 167 Last Revised March 17, 2007

141 Part II: Manage Applicants Offer Job, Job Aid Manage Applicants Evaluate Interviews (Section 7 of 8) Job Aid This Job Aid assumes you are starting at the Home page. 1 Click on the Recruiting link 2 Click on the Find Job Openings link 3 Search for your Job Opening 4 Click Search 5 Click on the Job Title 6 Click on the Create Interview Evaluation item from the Take field 7 Select the Interview Type 8 Rate the Communication Skills, Work Experience, and Technical Skills of the candidate 9 Select an Overall Rating field 10 Select a Recommendation field 11 Click the Submit Evaluation button Page 141 of 167 Last Revised March 17, 2007

142 Part II: Manage Applicants Offer Job, Job Aid Manage Applicants Offer Job (Section 8 of 8) Job Aid This Job aid assumes you are starting from the Home page. 1 Click on the Recruiting link 2 Search for your Job Opening 3 Click on your Job Title 4 Click on the Prepare Job Offer on the Take field 5 Select the Base Pay item from the Compensation field 6 Type in the amount of the base pay 7 Scroll to the bottom of the screen 8 Click on the Offer link 9 Click on the Status field. 10 Select the 020 Accept item 11 Click on Submit 12 Go to the Job Offer page and reject the other candidates Page 142 of 167 Last Revised March 17, 2007

143 Part II: Manage Applicants Offer Job, Job Aid Notes Page 143 of 167 Last Revised March 17, 2007

144 Appendix OASIS PeopleSoft Training Digest for TAM Appendix OASIS PeopleSoft Training Digest for TAM Strength in People RECRUITMENT & SELECTION - TALENT ACQUISITION MANAGEMENT (TAM) DIGEST A Guide for Classified & Service Professional Positions Using the University s strengths for more successful searches Recruitment & Selection Team: Daniel S. Klug HR Coordinator Gretchen Williams HR Specialist Sr. Socorro Meek Background/Fingerprints Specialist Sr. Irma Christian Advertising Specialist Allison Walas West Campus Specialist Sr. Page 144 of 167 Last Revised March 17, 2007

145 Appendix OASIS PeopleSoft Training Digest for TAM TABLE OF CONTENTS: 1. GAINING ACCESS TO PEOPLESOFT/TAM Schedule Training Class Request PeopleSoft Access Request TAM Access Supervisor s Approval Data Trustee Approval TAM Security Approval 2. CREATING A POSITION NUMBER 3. POSTING A JOB Creating a Job Opening Job Details Job Postings Hiring Team Advertising HR Approval 4. EVALUATING APPLICANTS Viewing Resumes Problems Viewing Resumes Applicant Evaluation Summary Worksheet Evaluating/Screening Applicants Rejecting Applicants 5. SCHEDULE & MANAGE INTERVIEWS: Documenting Interview Schedules in TAM Creating Interview Evaluations 6. PREPARE JOB OFFER/REQUEST HIRE APPROVAL 7. FINAL STEPS: Document Offer Acceptance in TAM Send out Rejection s to Remaining Applicants Notify HR Staffing that Job is Filled Page 145 of 167 Last Revised March 17, 2007

146 Appendix OASIS PeopleSoft Training Digest for TAM TAM PEOPLESOFT TRAINING DIGEST 1. GAINING ACCESS TO PEOPLESOFT/TAM Schedule Training Class: 1. ASU Home page 2. Click on My ASU (OR ASU Interactive, then My ASU Courses) 3. Sign in: ASURite/Password 4. Go to My ASU Course (in the search field type TAM then click GO to get a list of TAM course) 5. Click on: the ENROLL button to the far right of the titled TAM: Talent Acquisition Management Hiring Staff PeopleSoft) 6. Review Program and take test 7. Click on "Submit" for your test score to be recorded in the system. 8. Click on the Next s link in the Blackboard course (left column) to read After-Training Instructions which includes the name of the Security Role to request. Request TAM Access 1. After training is completed, you may request HR Hiring Manager access. Otherwise, you may only have HR Hiring Manager View Only access. 2. Go to: 3. Request Access 4. Type in ASURite ID / Password 5. Type in ASURite ID - click on continue 6. Type in purpose - if initiator is not the supervisor, input Supervisor ASURite ID - click on continue 7. Click on ADD ROLE 8. Click on HR Hiring Manager View Only (to be just reviewing resumes) or HR Hiring Manager (if you need to create postings & evaluate candidates) 9. Click on Save and Return 10. Click on Save and Submit Supervisor s Approval After Employee Requests access: 1. Employee will contact supervisor when online training & testing is completed. 2. click on link 3. Approve Data Trustee Approval Bridgot Allcott & Myra Elias Final Security Approval (Paul Stoll, Debi Carl, John Katan, & Kristen Yolland) Employee can check status at Click on Check Status Request Page 146 of 167 Last Revised March 17, 2007

147 Appendix OASIS PeopleSoft Training Digest for TAM 2. CREATING A POSITION NUMBER: 1. Login PeopleSoft: 2. Click the ASU Customizations link 3. Click on ASU HCM Custom link 4. Click on ASU Position Management 5. Click on Create/Modify Positions 6. Select Create New Position Radio button 7. Select either Clone from Existing Position (if you want to copy attributes from an existing position) or Create from Scratch (if you do not want to copy attributes from an existing position) 8. Click Return to warning message 9. From drop down box select the Empl Class for the position number. 10. Enter job code or click on magnifying glass to look up job code. 11. Click Continue. 12. The system will default today s date as the effective date, please change effective date to appropriate date (i.e. date when position needs to be posted, date change occurred, or new hire date). 13. Enter standard hours, department code, report to position number, Full/Part, & Reg/Temp. 14. A position number can only be PRN if the job code is an hourly or PRN job code. PRN can not be used on Exempt positions. 15. Click Save/Submit button. 16. Take note of new position number and click Return button. 17. Click Return to second warning message. 18. Once position number has been submitted, (if you have Department Financial Manage Role), the Create Funding Distribution link will appear at the bottom, right corner of the screen. Click on the Create Funding Distribution link to add the funding to the position number. 19. Click Continue to proceed to add funding. 20. Enter effective date. (Effective date must be on or before the effective date of the position number). 21. Click Continue. 22. Enter Use Dept ID, (this must be the same department code that was used for the position number). 23. Enter Acct (Account Number) and the distribution on the account. The + button can be selected if you need to add more than one account. (If more than one account, the distributions on each of the accounts must add up to 100). 24. Click Save/Submit button. 25. Click Return. 26. An will be sent once the position number has been approved. Page 147 of 167 Last Revised March 17, 2007

148 Appendix OASIS PeopleSoft Training Digest for TAM 3. POSTING A JOB Creating a Job Opening:(use dropdown buttons) 1. Login Peoplesoft: 2. Click the Recruiting Link 3. Click Create New job Opening 4. Job Opening Type Standard 5. Business Unit- (first letter of dept code) and Department 6. Position Number-(must be in dropdown menu. If not, see above) 7. Other fields will populate themselves. Click Continue. 8. Click Save as a Draft and system auto populates a Job Number. Job Details: 1. Template ID: 1013 Staff-Resume Only 2. Openings to Fill: Limited 3. Target Openings: number of hires desired, normally just 1 4. Click Save As Draft 5. Next or Job Postings Job Postings: 1. Click Add Job Postings 2. Fill out fields (Call HR for assistance on field content if?s (Dan #5-9841) 3. Use eyeglass for Scope of Search, Grant Funded. 4. Normal Close date for job is 2-3 weeks out. 5. Click Preview for review. There are also spell-check icons available to you. 6. Click OK / Click Save As Draft (If want to review click job title, not add) 7. Next or Hiring Team Hiring Team: (Use eyeglass-last Name, First) 1. Recruiters (Klug, Dan) 2. Hiring Managers- Updates System (add if necessary) 3. Interviewers- View Only (add if necessary) 4. Interested Party- AA Rep ( 5. Click Save As Draft 6. Next or Advertising (COMPETENCIES to be completed by HR) Advertising: 1. Click Advertisement Link 2. Source ID dropdown menu (Print or On-line) 3. SubSource ID (Specific Source) 4. Account Code 5. Add Advertising Notes 6. A Member of the Staffing HR Dept. will contact you about Ad copy/cost. 7. Click OK and then Save As Draft 8. When ready to submit to HR: Click Save & Submit HR Approval: 1. HR receives a system generated from PeopleSoft. 2. Job Posting is reviewed for completeness and edited for grammatical, spelling, punctuation and content changes. 3. Job approver will be notified anything serious needs changed. 4. Approval with pertinent information about the job, close date, and advertising (if applicable) will be sent to approver of job w/in 24 hours. Page 148 of 167 Last Revised March 17, 2007

149 Appendix OASIS PeopleSoft Training Digest for TAM 4. EVALUATING APPLICANTS Applicant Evaluation Summary Worksheet: 1. Click Application Evaluation Summary 2. Enter Job Opening ID 3. Search 4. Click on arrow next to Desired Quals (full spreadsheet) 5. Click on icon next to find (printable spreadsheet) 6. Send spreadsheet to interviewers to grade all resumes/applications. 7. Use spreadsheet to manually grade all applicants at the same time, so that, all this data can be entered all at once, at a later date. (Saving you time) Viewing Resumes: 1. Click on Find Job Openings 2. Enter Job Opening ID (Search) 3. Click on Job Title 4. Click on Resume icon (following viewing instructions if necessary) Problems Viewing Resumes - Turn off Pop-up Blockers: 1. Go to Tools on Menu Bar 2. Select Internet Options then select Security (upper left) 3. Select Custom level then scroll down to Downloads subheading 4. Automatic prompting for file downloads should be enable (green dot) 5. Click ok three times as pages prompt you. 6. If you still encounter trouble opening the resumes, hold down the CTRL button as you click on the resume icon. A new window should prompt you to open the document. Evaluating/Screening Applicants: 1. Click Evaluate Applicants 2. Enter Job Opening ID / Search 3. Click on applicant s name 4. Click on Add Competencies from Job Opening 5. Click Proficiency dropdown to activate menu IF applicant has an incomplete resume/application select No in the complete application field, Click SAVE, and then Click NEXT IN LIST. IF applicant has a complete application select Yes in the complete application field, then continue plugging in the rest of the Qualifications. IF applicant is missing any of the Minimum Qualification (Education, Experience or Equivalency), select No in the appropriate field, and you can move on. Click SAVE, and then Click NEXT IN LIST. IF applicant has all MQ s, fill out Yes in appropriate fields. Then fill in Desired Qualifications fields. Click SAVE, and then Click NEXT IN LIST. Repeat for each applicant until entire list is completely entered. 6. When finished, preview the accuracy of your work by pulling up the Applicant Evaluation Summary (instructions in prior section). 7. Use this Applicant Evaluation Summary to select applicants for interview. 8. Officially Reject candidates not being interviewed (see next step below). Page 149 of 167 Last Revised March 17, 2007

150 Appendix OASIS PeopleSoft Training Digest for TAM Rejecting Applicants: 1. Click on Find Job Openings 2. Enter Job Opening ID (Search) 3. Click Job Title 4. Click Manage Applicants (if your applicant list doesn t appear automatically) 5. Click Select All - Unselect candidates you want to interview so you don t accidently place them into Reject status. 6. Use the Group dropdown menu and Select Reject Applicant 7. Click Go 8. A new window will pop up, use the dropdown menu and Select Less Relevant Experience 9. Click Submit SCHEDULE & MANAGE INTERVIEWS: Document Interviews Scheduling in TAM: 1. Click on Find Job Openings 2. Enter Job Opening ID (Search) / Click on Job Title 3. Click Take /Select dropdown to activate menu 4. Select Manage Interviews 5. Click Interview Date icon to choose date. 6. Click Interview Type ; Start Time ; End time ; Location 7. Click Add Interviewer if more involved. (Use eyeglass to find) 8. Repeat entering interview data. 9. Save & Submit 10. The disposition of applicant will change from Applied to Interview. Creating Interview Evaluations: Click on Find Job Openings Enter Job Opening ID (Search) Click on Job Title Click Take /Select dropdown to activate menu of applicant. Select Create Interview Evaluation Click on Interview Date icon and enter date. Click on Interview Type dropdown to activate menu. Use dropdown menu to rate Communication Skills; Work Experience/ Knowledge; Technical Skills (3 excellent to 1 poor). Use dropdown menu to give overall rating and recommendation. You can recommend that an applicant come back for another interview, make offer, or be withdrawn from consideration. Click in General Comment Box to give specific reasons to support rejection or hire. Click the Submit Evaluation button to complete. Repeat process for each candidate interviewed. Return to Reject section and update any remaining applicants that may still be on Hold or Interview Status. Page 150 of 167 Last Revised March 17, 2007

151 Appendix OASIS PeopleSoft Training Digest for TAM PREPARE JOB OFFER/REQUEST HIRE APPROVAL 1. Click on Find Job Openings 2. Enter Job Opening ID (Search) 3. Click on Job Title 4. Click Take /Select dropdown to activate menu of applicant. 5. Select Prepare Job Offer 6. Scroll and click Component dropdown to activate the menu. 7. Select Base Pay 8. Enter Offer Amount 9. Click in General Comment Box to give specific reasons to support hire. 10. Scroll and click on Submit button This action will send an to HR Staffing to review the candidate for hire for approval. The candidates will remain in Interview status until HR approves offer. HR Staffing will review the Applicant Evaluation Sheet, Interview Evaluation, Comments and Pay Offer for AA and EOE compliance. If the offer is approved, an will be sent to the primary hiring manager acknowledging that the approval process is terminated and they can extend the offer, from a member of the HR Staffing team. The disposition status of the applicant will now changed from Interview to Offer. You can now extend the offer to the candidate. 7. FINAL STEPS: Document Offer Acceptance in TAM: 1. Click on Find Job Openings 2. Enter Job Opening ID (Search) 3. Click on Job Title 4. Click on disposition status Offer 5. Scroll and click on Click icon to edit disposition details 6. Click *Status dropdown menu to activate the menu. 7. Click on Accept 8. Scroll and click Return to Previous Page link. 9. Click the Close button at the bottom of the page. 10. Return to Reject section and update any remaining applicants that may still be on Hold or Interview Status. Send out Rejection s to Remaining Applicants: 1. Click on Find Job Openings 2. Enter Job Opening ID (Search) 3. Click on Job Title 4. Click boxes to left of applicant s name that you wish to send Scroll to bottom of page click Select Group dropdown box 6. Select Send Correspondence and click on GO 7. Enter Subject and Message, for example: Thank you for applying for ASU s Job #XYZ, Title. At this time, we have selected another candidate to fill this position. We highly encourage you to continue applying for new jobs as they post to our job website This is a system generated , so replies will not be answered. (Candidates can actually you back, but a statement like this, might save you from multiple random replies). 8. Click on Preview 9. Click on Send 10. s will mail merge and appear individualized to candidates. Page 151 of 167 Last Revised March 17, 2007

152 Appendix OASIS PeopleSoft Training Digest for TAM Notify HR Job is Filled: 1. Once offer is approved, extended, accepted by applicant and rejection letters have been sent to all other applicants, please notify HR that this job is now closed with hire. 2. HR-Staffing Dept. will note this in TAM and close the job. Page 152 of 167 Last Revised March 17, 2007

153 Appendix OASIS PeopleSoft Training Digest for TAM Notes Page 153 of 167 Last Revised March 17, 2007

154 Appendix Other Resources Viewing Resumes in PeopleSoft This document lists the steps to view resumes in PeopleSoft. There are three steps: 1) Request acess to PeopleSoft 2) The hiring manager for the staff requisition must list you as an interviewer in PeopleSoft. 3) Follow the steps at the end of this document to view (and print, if desired) resumes of applicants to your staff requisitions. 1) Request Access to PeopleSoft In order to view resumes, you must request a specific access role in PeopleSoft. You have to do this only once. These links will help you in the request process. This web page contains step by- step instructions and the URL to the request system. Follow these steps: 1) Go to the link above. 2) Click on the link (on the right side of the screen) that says Request access for yourself - A.pdf file with step by step instructions will open. 3) Follow the instructions in the document. There are two special notes: a) When you reach the screen where you enter your supervisor s ASURITE, please put in the Purpose for Access Request field that you want to view resumes for your department, and list your department s name. b) When you When you get to the step where you need to select a role from the list (right after you click on the Add role button, select HR VIEW JOB INFORMATION. Also include the department that you work for on the screen where you put in your boss s ASURITE ID. The basic flow of a request is: 1) You request access 2) Your boss must approve your role 3) You must ackowledge your boss s approval 4) The data trustee approves your role 5) The security analyst finishes the process You and your boss will receive s (as necessary) at steps 1, 2, 3 and when you get access. Page 154 of 167 Last Revised March 17, 2007

155 Appendix Other Resources 2) Have your Hiring Manager list you as an interviewer When a hiring manager in your department posts a job, they list the interviewers that will talk with the candidate. You must be listed there in order to see the resumes. The Hiring Manager can add you to the list at any time. 3) View the Resumes Once you have access, you can view the resumes by following these steps: 1) Open a browser window 2) Go to this URL 3) A login screen will appear. Log in with your ASURITE ID and Password Page 155 of 167 Last Revised March 17, 2007

156 Appendix Other Resources 4) Once you login, the homepage will appear. Click on Recruiting. Page 156 of 167 Last Revised March 17, 2007

157 Appendix Other Resources 5) Click on Find Jobs Page 157 of 167 Last Revised March 17, 2007

158 Appendix Other Resources 6) Put the job opening ID (or other search criteria) into the search field. Click on Search. Page 158 of 167 Last Revised March 17, 2007

159 Appendix Other Resources 7) The Job should appear. Click on the Job title. Page 159 of 167 Last Revised March 17, 2007

160 Appendix Other Resources 8) The applicants will appear. Click on the icon in the resume column. If your browser prevents a new window from opening, instructions for setting your browser are at the links below Click on the Browser you are using Internet Explorer 6 Internet Explorer 7 Mozilla FireFox If you have problems with the software, call the help desk at If you have problems viewing the data call the HR help desk. Page 160 of 167 Last Revised March 17, 2007