Golden Rules for Move On

Transcription

1 Golden Rules for Move On Rules for Managers All Managers can post jobs independently and are responsible for finding a fitting candidate within the defined process For external hirings (Complete the Form: external hiring ), Managers need the Board alignment as well as the signature of the CEO and HR managing board Project jobs have to dispose of budget and FTE In the case of structural change, the managers can identify those candidates, who need access to MoveOn* Current and future Managers need to agree on a job changeover in up to max. 3 months. In case of escalation, Senior HRBP will cooperate with the parties concerned and take care for these cases. Managers have to define for every posted job: the competencies/behaviours the on-boarding process As the circumstances require the exclusion of part-time in consultation with the responsible HRBP Rules for Employees Every employee of Bank Austria, whose place of action is within the Bank Austria can ask free access to the tool.* The candidates take an active part in the job search to find a fitting job, which is also congenial to her/his educational standard, her/his experience and interests. The candidate will be supported by HRBP, if needed. After starting a new job, candidates need to stay in the new position for at least 6 months The candidate has free choice of applying for internal jobs, external jobs or both. Employees have the right to delete their profiles at any time. Employees can start their new job generally within max. 3 months after being accepted by the new manager. Jobs Generally, every job is also available as a part-time job. The applications for external companies take place on the following condition: The offered job advertisement is based on the existing company agreement of Manpower Planning Management Movement Management. The application takes place based on a delegation into an external company. Individual exceptions on behalf of the employee can only proceed after informing the regionally responsible works council and principally depend on the voluntariness of the employee. An application does not mean a pre-consent to the conditions of secondement *Until 30 th of September, the access will be delivered via project team,,moveon (shared inbox *moveon), afterwards the link will be delivered to all employees automatically. 1

2 Roles and Tasks Role of manager: Creating job descriptions Determining selection criteria as well as the OnBoarding Process and taking over the responsibility of finding suitable candidates Screening of candidates and CVs Bearing Job Sharing duties and taking over the coordination tasks involved Reading all job advertisments Playing an active role in the ChainMovement process which includes strategic planing and realisation of the recruiting in one s own unit as well as other units, who are affected by the internal recruiting plans Supporting candidates on their job search and if necessary also with the handling of the tool Role of the HR Business Partner: Reading all job advertisments (but: no visibility of all candidates or applicants) Viewing and supporting candidates within one s own division Editing jobs within one s own division (view of applicants of those jobs) Monitoring the compliance with process rules Supporting candidates and applicants Role of applicant Reading all job advertisments Registering on MoveOn Nominating the responsible HR Business Partner Completing and updating the assessment Updating CV Applying for jobs 2

3 Move On USER MANUAL UniCredit Bank Austria AG Version 6 / October 2014 The existing version may be updated subject to changes and regular feedback. CANDIDATE PERSPECTIVE

4 MercuryPuzzle GmbH HRB: USt-IdNr.: DE Vienna: Hornbostelgasse 3 / 31 / 2. Hof A-1060 Vienna, Austria Munich: Barer Str. 7 D Munich, Germany Web: Copyright 2014 MercuryPuzzle GmbH. All rights reserved. For ease of reading, gender specific differentiation has been waived. 2

5 1. Contents 1. Contents About Move On Candidate Registration... 6 Option 1: Registration by Candidate Request... 6 Option 2: Registration via invitation from the HR Business Partners Editing the candidate profile and deleting data Notification of matching results Candidate Application Withdrawing an application Application Management Option 1: Invitation to Interview Option 2: Rejecting the Candidate Feedback Opportunities

6 2. About Move On Move On is the internal application management system of UniCredit Bank Austria AG. This system is developed by Mercury Puzzle GmbH under the name "Prescreen" and adapted to company specific requirements. Move On is used within UniCredit Bank Austria AG to support suitable candidates being assigned to open vacancies with an automated process. The system uses scientific personality tests created by the international market leader in the field of online assessments; "cut-e". The result from the data analysis is a matching percentage that gives both the candidate as well as the managers and HR business partners an overview of how well the individual applicant meets the requirements of the advertised position. While the percentage match serves as an indicator, the final hiring decision remains at the discretion of the responsible manager. Move On allows you to screen candidates based on personality, soft skills and work experience. The results are collected, analyzed and saved in a central place. The entire system is available in both German and English. For further inquiries the group mailbox *MoveOn is available at any time. NOTE: UniCredit Bank Austria AG also publishes job advertisements from external companies and subsidiaries of UniCredit Bank Austria AG. If the candidate applies to one of these ads, they hereby give consent that their data may be forwarded to this company. The following companies and subsidiaries of UniCredit Bank Austria AG include: UniCredit Center am Kaiserwasser GmbH UniCredit Turn-Around Management GmbH Bank Austria Finanzservice GmbH FactorBank AG 4

7 Bank Austria Real Invest Immobilien-Mgmt GmbH Bank Austria Wohnbaubank AG BA Private Equity GmbH Schoellerbank AG UBIS - UniCredit Business Integrated Solutions Austria GmbH UniCredit Leasing GmbH Pioneer Investments Austria GmbH Card Complete Unicredit Bank AG (Zweigniederlassung Wien) Unicredit SpA ÖBB Post CA Immo Hypo Alpe Adria Hypo NÖ Generali Siemens ERGO Allianz Verbund 5

8 3. Candidate Registration There are 2 options of how the registration process can work. The registration process (except for the assessment section) can be interrupted at any time and continued at a later time from the same point. Option 1: Registration by Candidate Request CANDIDATE: 1. The candidate sends an to MoveOn@unicreditgroup.at requesting access to Move On. The candidate then receives a registration link via within a short period of time. 2. The Candidate opens the link from the received The candidate then registers with their address and selects a password. They also have to agree to the Terms and Conditions and Privacy Policy. Should the candidate have forgotten their password, they can request a new password at any time via the Move On login page. 4. Input of profile information. After entering this data, the so-called short registration is complete. Herewith all advertised jobs are displayed, however, the matching percentage for each individual job is only displayed following the subsequent full registration. 5. To complete the full registration you click on "MATCHING & PROFILE DATA" in the job listing and complete your date or you can complete the registration in the course of the application process by applying for one of the listed jobs. The following steps are required for full registration: 6

9 6. Selection of internal responsibility. In this step it is important to select the division and the HR Business Partner that one belongs to. The responsible HR Business Partner can be found on the intranet under MY HR MY CONTACTS HR OVERVIEW. 7. Completing additional information. The field STAFF NR. is to be filled out with the individual s nine-digit staff number. 8. Import of CV via Xing, LinkedIn, PDF/Word-document or manual input. The candidate has the option to review and edit this information. 9. Completion of personality- and values & motives assessments. The registration process contains 2 assessments. Each assessment takes roughly minutes to complete, however, there is no time limit. Each assessment has to be completed once started, as unfinished assessments cannot be saved. 7

10 10. Input of skills. At least 5 skills must be added. 8

11 11. Input of additional information including languages, qualifications and awards. 12. Upload a profile photo. 9

12 Option 2: Registration via invitation from the HR Business Partners HR BUSINESS PARTNER: 1. The invitation of the candidate does not happen via request as in option 1. Instead, the HR Business Partner invites the chosen candidate to Move On directly via and includes the registration link in the invitation. CANDIDATE: 2. The candidate opens the link that was received from the HR Business Partner. 3. All further registration steps are in accordance with Option 1. 10

13 Editing the candidate profile and deleting data The candidate may change their personal data at any time in the internal career centre by selecting MY PROFILE. Additionally, the candidate has the option to download their assessment report and standardized CV. 11

14 If the candidate clicks on his/her name in the main menu, a drop-down menu appears with options to change user settings. Under the heading NOTIFICATIONS the candidate has the option to turn off bi-weekly notifications about new job suggestions. If the candidate wishes to delete their account, they may do so by selecting DELETE ACCOUNT. This results in the candidate s data being completely erased. Similarly, it is possible to repeat the two assessments. This is especially recommended if personal preferences have changed over time. To repeat the assessments, one simply selects the respective assessment step in the application process. 12

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16 Notification of matching results As a candidate, twice a week you will receive individualized job suggestions via . If the candidate does not wish to receive these s he/she may turn them off by logging in to their Move On account and selecting OFF under the NOTIFICATIONS menu. 14

17 4. Candidate Application CANDIDATE: 1. By logging in to Move On the candidate can search through all currently available jobs and view their matching percentage for each one. 2. By clicking on a job the candidate can view all the details about it. This view also portrays the so-called Onboarding. Here, the training 15

18 opportunities that will be provided to the candidate within their first year are portrayed. The aim is, in particular for those candidates who do not come from the specific field, to provide a training scenario that will enable them to start working in said field. 3. By clicking on APPLY NOW the candidate may directly apply for the job. 4. Now the career path opens up. The candidate can now add additional documents to their application and, in the last step, write a motivation letter. The candidate can also re-access the application process at all previous steps and edit their information. These last two steps are repeated for every job applied to. The application is only sent out when all steps are completed. 16

19 MANAGER: 5. The manager is informed via of any new candidates that apply. The communication between the Manager/HR Business Partner and candidates takes place via system. As soon as the Manager/HR Business Partner contacts the candidate, the candidate receives a notification via . This contains a link for the candidate to directly respond to the manager. 17

20 Withdrawing an application A candidate has the opportunity to withdraw an application at any time: CANDIDATE: 1. Login to Move On and click on MY PROFILE. 2. Under the heading General Information all of the candidates applications are displayed. To delete an application click cancel in the status column of the respective job. 18

21 5. Application Management After the first overview of the applicants, there are two ways of how the process can go: Option 1: Invitation to Interview MANAGER / CANDIDATE: 1. If a candidate is considered interesting, the next step is to change the status of the candidate to "INTERVIEW INVITED". The manager will receive an automated notification with further info and a direct link to the messaging system of Move On. 2. The manager can now invite the candidate for an interview directly via Move On. 3. As soon as an appointment is agreed upon, the manager should switch the status to INTERVIEW SCHEDULED. The Manager will receive an automated with a reminder to create an Outlook- Appointment for the interview. 4. After the interview, the manager has the chance to change the status of the candidate to either SHORTLISTED or REJECTION WANTED. If REJECTION WANTED is chosen, the manager has to give a reason why the candidate is to be rejected. The HR Business Partner has to review the decision. (The same process as option 2). 5. When the manager has decided on the candidate that they want the status of this candidate should be changed to HIRE WANTED. 19

22 HR Business Partner: 6. As soon as the status is set to HIRE WANTED, the HR Business Partner receives an automated notification via The HR Business Partner now has to review the decision of the manager. If the decision is in order, the HR Business Partner sets the status of the candidate to HIRED. If this is not the case, the manager is to be contacted personally. Manager: 8. All of the remaining candidates are to be informed of their rejection via the Move On messaging system. The status of the remaining candidates is to be set to REJECTED. 9. As soon as the HR Business Partner changes the status to HIRED, the manager will receive a notification via with a direct link to the Move On messaging system. 10. The manager can now select a letter from a choice of templates, adapt it accordingly, and send it directly to the candidate. 20

23 CANDIDATE: 11. The candidate will receive a message from the manager via with a direct link so that they can answer the manager. HR Business Partner: 12. As soon as the suitable candidate for the job is found, the HR Business Partner must, in the final step, archive the job. Before this happens, one should make sure all remaining candidates have been rejected. 13. The recruitment process is now completed and the job is listed in ARCHIVE in the job menu. 21

24 Option 2: Rejecting the Candidate MANAGER: 1. If a candidate is considered interesting, the next step is to set their status to INTERVIEW INVITED (see Option 1). If this is not the case, the candidate status is to be set to REJECTION WANTED and a mandatory reason to be given in the provided text field. The responsible HR Business Partner must approve this status in the next step. HR BUSINESS PARTNER: 2. If the manager sets the candidate status to REJECTION WANTED, the HR Business Partner will receive an automatic notification by If the HR Business Partner agrees with the manager's decision, the status is set to "REJECTED". If this is not the case, the manager is to be contacted personally. MANAGER: 4. The manager automatically receives an notification and, using a template from the Move On messaging system, sends a letter of rejection to the candidate. 22

25 CANDIDATE: 5. The candidate will receive an automated notification about being declined. A direct link is included to Move On where they can reply to the Manager. HR Business Partner: 6. As soon as the suitable candidate for the job is found, the HR Business Partner must, in the final step, archive the job. This is achieved by clicking on the job and subsequently selecting ARCHIVE from the menu. The recruitment process is now completed and the job b listed in ARCHIVE in the job menu. 23

26 6. Feedback Opportunities The candidate has three options to provide feedback on the tool and the application process: 1. On the one hand, candidates will receive a link along with the notification of their latest matching results twice a week. This link takes the candidates directly to the feedback form. 2. Alternatively, the candidate can fill out the feedback form via Move On at anytime by clicking on the FEEDBACK option. 3. The third option to give feedback occurs two weeks after a candidate has been set to "Hired". The candidate will receive an automated asking them to give feedback on the tool and the process. 24