Agency Portal for Recruitment Agencies

Transcription

1 OSP User Documentation Agency Portal for Recruitment Agencies Version 1.1 Document Version Components / Version Date Our Reference Description Version 1.0 OSP-DE C/PJ-OSP OSP User Documentation Agency Portal for Recruitment Agencies English Version 1.1 OSP P OSP User Documentation Agency Portal for Recruitment Agencies English Status Version 1.0 Version 1.1 General Information All paper versions are copies and do not claim to be current. The current version is the version published online.

2 Contents User Documentation OSP Portal for Agencies Introduction OSP Agency Portal for Recruitment Agencies Access to the system/user creation for recruitment agency associates Start Page Personal Settings Publication List Registration of Applications from Agency Candidates Application List Tracking Report Withdrawing Applications Communication between Bosch, the Agency and the Applicant Scenario 1: Communication only between Bosch and the Agency Scenario 2: Initial communication only between Bosch and the Agency - The Applicant is then included...15

3 User Documentation OSP Portal for Agencies User Documentation OSP Portal for Agencies Note: For reasons of convenience, we will be using the masculine form on the following pages. Naturally, however, the information provided applies to both men and women. 1.1 Introduction The new OSP-system is offering an agency portal to facilitate the collaboration between the HR departments of the Bosch Group and recruitment agencies who have signed a central frame contract with Bosch Central Purchasing. External recruitment agencies are thus given the opportunity to enter applicant data for specific jobs postings and making them accessible to associates of the HR departments. The recruitment agencies have the option to promote the following candidates: Full-time candidates/applicants for a permanent position (contract candidates) Following successful negotiations, the candidate enters a direct contractual relationship with the Bosch Group and receives his salary directly from the Bosch Group. Furthermore, the agency receives a fixed commission depending on the contractual agreement. Temporary candidates/applicants for temporary employment (leasing candidates) The Bosch Group has concluded a temporary work contract for a specific time period with the recruitment agency for individual candidates. The candidate is remunerated by the recruitment agency. Generally, the agency process for both groups corresponds to that for external applications. Communication with the applicant takes place directly through the recruitment agency based on the coordination between the HR associate of the Bosch Group and the recruitment agency.

4 User Documentation OSP Portal for Agencies 4 16 The agency-specific user interface serves to provide the recruitment agency with information about job vacancies so that candidates can be placed for permanent or temporary positions. With this user interface, Bosch has made it much easier for recruitment agencies to place applicants and candidates. There are considerable advantages to be gained for both Bosch and the agencies: Job postings for recruitment agencies are immediately published online by the Bosch HR department to which all agency associates have access Recruitment agencies are always informed about the current status of their applicants/candidates Recruitment agencies can also add additional information on candidates Applicants/candidates are immediately visible to the associates of the Bosch HR department Associates of the Bosch HR department are able to react quickly and provide immediate feedback to candidates. Candidates can be put forward and accessed world-wide (= Profile release) by the agencies.

5 User Documentation OSP Portal for Agencies OSP Agency Portal for Recruitment Agencies Access to the system/user creation for recruitment agency associates The user creation and user administration process is described in a separate document. This is available to the relevant recruitment agencies (generally Key Accounts), Central Purchasing and the main OSP contact persons. Should you have any questions for the OSP Team, please send an to the following address: Germany.OSPSupport@de.bosch.com. The agency portal is integrated into a separate website. There is a special link which has been provided to the agencies. This link may not be passed on to any third parties; it is solely for the use by those persons authorized to work on the system Start Page After log in to the agency portal, the following start page is displayed. Here, the user enters his registration data (user and password), which he has personally received by post via his Key Account. Any access data received by must be ignored. Figure 1: Agency Portal - Registration After entering the registration data, the agency portal opens in a new window. The start page is displayed:

6 User Documentation OSP Portal for Agencies 6 16 Figure 2: Agency Portal - Start Page The user has access to three areas: In the area Personal Settings, the user can change various settings (such as address). The Publication List contains all publications assigned to the agency by the Recruiters (=associates of the Bosch HR departments). In the Tracking Report, all candidates that are currently assigned to different publications by the recruitment agencies are displayed with their respective job status (in progress, to be hired, rejected) Personal Settings Using this tab, the user can change settings such as data format, decimal representation, language and address. Important note: For an optimal overview display format, please change the setting to PDF. Figure 3: Agency Portal - Personal Settings

7 User Documentation OSP Portal for Agencies Publication List All publications, which Bosch Recruiters have assigned to your agency (=company) are displayed in this table. All OSP recruitment agency portal users from your agency can view these postings. The list contains the following information: Reference code: Publication ID Contact: Bosch Recruiter Job title: Description of job or title of publication Language: Language of posting, generally German Start or end date of publication Applications: Number of candidates who have already been assigned to the publication by your agency. Figure 4: Agency Portal - Publication List Please note: As soon as a Bosch Recruiter withdraws a publication or it reaches its end date, it will no longer appear in the agency s publication list.

8 User Documentation OSP Portal for Agencies Registration of Applications from Agency Candidates In order to put forward a candidate for a position or to register/assign the application from a candidate to a specific position, the publication list is always the starting point for the agency user. Mark the relevant line in the posting (in the first column) and then click on (see Figure 4). A window will appear for a fast entry of the application. The candidate data can be entered on this page and the application will be registered. The fields Reference Code, Name of Job Posting and Address are pre-filled. (Please check/amend the , as the prefilled address is the address of the central contact person of the agency (usually the company Key Account), which has been communicated to Bosch.). Figure 5: Agency Portal - Basic Candidate Information

9 User Documentation OSP Portal for Agencies 9 16 In the first section, the candidate s basic data is entered. There are no mandatory fields aside from First Name and Last Name. Dummy values for first and last name (e.g. W.T. or your applicant number AB 118) can be used for anonymous applications. In the Attachments section, documents of up to 4 MB can be attached (e.g. CV, cover letter, etc.). Please ensure that all attachments are always valid and visible for the entire candidate profile. Application-specific attachments are not possible. You have two options for saving your data and continuing: Option Save As soon as the "Save" button has been clicked, the data is saved and the candidate is assigned to the requisition. The following message will appear at the top of the screen: Figure 6: Agency Portal - Enter Application After successful registration of the candidate, the pre-filled fields of Reference Code, Job Posting and Address remain pre-filled. Following, you will be immediately able to register further candidates for the same position. In order to register a candidate for a different publication/position, the user must return to the publication list, select a different publication and start the application process again from the start (as described above). Option "Save and Continue" By clicking on the button Save and Continue, a new window opens with various tabs in which further data can be entered. Here, the user can update the candidate profile and add additional detailed information. There are six tabs which contain various information and options: Figure 7: Agency Portal - Further data maintenance

10 User Documentation OSP Portal for Agencies The agency can enter the following information using these tabs: 1) Personal Data: Further address information (street, no.), telephone number of candidate. 2) Education/Training: Details about education and career (direction of study, degree, etc.). 3) Work Experience: Information on former employers, activities, responsibilities and experience. 4) Qualifications: Information on qualifications and proficiency level according to candidate or agency. 5) Attachments: Uploading of attachments (e.g. references) 6) Overview and Release: Option of releasing the candidate profile. A released profile can be viewed in the global Bosch candidate pool. Bosch Recruiters from all over the world can access and search in this pool. The candidate data is visible independent of the assignment to a specific position. Please note: The Save and Continue option is not mandatory. However, selecting this function will mean the user must compete several compulsory fields.

11 User Documentation OSP Portal for Agencies Application List The application list provides an overview of the applicants who have been assigned to a specific publication. Select the area Publication List on the start page, mark the relevant publication in this list and then click on. A list with all applicants who have been assigned to this publication will then be shown. Figure 8: Agency Portal - Application List Using the Candidate Profile button, the agency can view and process the candidate's profile. Please note: The application list is only accessible for as long as the publication has the status "Released" in OSP. As soon as a Bosch Recruiter withdraws a publication, this publication will no longer appear in the agency s publication list. The applicant list will also no longer be displayed and the agency will no longer have access to the candidate profile.

12 User Documentation OSP Portal for Agencies Tracking Report Using the Tracking Report, the agency user gets an overview of all candidates and the current status of the application to the assigned publication. Figure 9: Agency Portal - Tracking Report As soon as the user clicks on the name of the candidate, the corresponding data overview is shown. As soon as the user clicks on the title of the job posting, the corresponding job posting is shown. The agency associate can view the status of the candidate via the tabs In Process, To be hired and Rejected. Please note: Even if a Bosch Recruiter has withdrawn a publication, the candidates originally assigned to that publication will be visible for up to six months in the Tracking Report. Tip for organizing the list: The list can be organized using the arrows displayed in the header line. Furthermore, the user can search for specific key words in the blank line. Use an * before and after your key word (e.g. *Surname*) and then press the "Enter" button on your keyboard.

13 User Documentation OSP Portal for Agencies Withdrawing Applications If a user wishes to withdraw a candidate application/assignment as the candidate is no longer available, please contact the relevant associate in the HR department. The Recruiter will then set the status of the applicant to "Withdrawn". This will be visible to the agency user as "Closed". 1.3 Communication between Bosch, the Agency and the Applicant The agency portal promotes fast communication between Bosch and the agencies. In this section, it will be explained to what extent applicants are incorporated into the communication process. Depending on the framework conditions and agreement made between Bosch and the recruitment agencies, there are various scenarios to be considered Scenario 1: Communication only between Bosch and the Agency The following illustration demonstrates this scenario: Figure 10: Agency Portal - Process Overview Scenario 1

14 User Documentation OSP Portal for Agencies When assigning a candidate, the pre-filled address is the address of the central contact person of the agency (usually the company Key Account), which has been communicated to Bosch. When entering an application, this can be changed to the address of the agency employee, if contact is desired between the agency employee and Bosch (1a). Since the application is recognized as an "external application", the erecruiting system will generate a profile for an external candidate and send login information to the address. The registration information for the candidate is thus sent to the address of the agency user (1b). The agent saves the user registration information (1b). The candidate profile has the status "Not released" if not otherwise set by the agency user. It will thus not be visible in the global Bosch Candidate Pool. The candidate profile is only visible to the associates of the HR department responsible for the relevant position. The Recruiter (2) checks the application. If the documents are sent to the Hiring Manager of the specialist department for verification, these associates will then also view the candidate data. If the Recruiter is interested in the applicant, he will contact the agency (3). The agency will inform the applicant (4) and, together with the associate from the Bosch HR department, agree on the next steps to be taken in the selection and hiring process.

15 User Documentation OSP Portal for Agencies Scenario 2: Initial communication only between Bosch and the Agency - The Applicant is then included This scenario is unlikely to occur very often in the Bosch Group. Please discuss this issue with your contact in the respective HR department. The following illustration demonstrates this scenario: Figure 1: Agency Portal - Process Overview Scenario 2 When assigning a candidate, the pre-filled address is the address of the central contact person of the agency (usually the company Key Account), which has been communicated to Bosch. When entering an application, this can be changed to the address of the agency employee, if contact is desired between the agency employee and Bosch (1a). Since the application is recognized as an "external application", the erecruiting system will generate a profile for an external candidate and send login information to the address. The registration information for the candidate is thus sent to the address of the agency user (1b). The agent saves the user registration information (1b). The agency saves the user registration data (1b).

16 User Documentation OSP Portal for Agencies The candidate profile has the status "Not released" if not otherwise set by the agency user. It will thus not be visible in the global Bosch Candidate Pool. The candidate profile is only visible to the associates of the HR department responsible for the relevant position. The Recruiter checks the application (2). If the documents are sent to Hiring Manager of the specialist department for verification, these associates will then also view the candidate data. If the Recruiter is interested in the applicant and wishes to contact him directly (case scenario 2), he contacts the agency and requests the agency to change the address in the candidate profile (3). The agency accesses the existing candidate profile, changes the address, enters the first and last name (only for anonymous candidates) (4) and informs the applicant about the change to his profile by sending him an with the registration information (5a). The candidate can then directly access his profile and add the relevant information. Furthermore, he has the opportunity to release his profile so that other associates from the Bosch HR departments around the world can view this profile in the candidate pool. This profile can also be used by the candidate for future applications (6). When changing the address, the agency may encounter an error message indicating that the address already exists in the system. This means that a profile already exists in the system for this candidate from an earlier application (created either by the candidate, the agency or another HR agency). Here, the agency must contact the Bosch Recruiter directly (5b) to clarify the next steps. All subsequent steps must be then determined locally. A similar situation can occur if a candidate has been assigned to a publication with his own address and is now applying again on his own initiative. It is thus important that the agency informs the candidate when they enter his address in his profile.