Managing Job Postings

This chapter discusses how to:

• Build the job posting collections.

• Search for job postings.

• Manage external job postings.

• Post job opening to PeopleSoft Services Procurement

Building the Job Posting Collections

This section provides an overview of the job posting collections and discusses how to build them.

Understanding the Job Posting Collections

Run the Verity Job Posting Index Build (HRS_JSCH_IDX) Application Engine process to build the search collections that applicants and recruiting users use to search for job postings. Because job openings and job postings are always being added to the system, you must continually build the collections to keep them up to date.

The Verity Job Posting Index Build process creates two collections:

• The job posting collection.

• The job opening profile collection.

The Job Posting Collection

The job posting collection includes job opening and posting data, and it contains job profile items as text (for example CIRM Integrated Resource Management within the content section LIC (licenses).

The job posting collection is used by searches on these pages:

• The Job Search page in Candidate Gateway, where applicants search for job postings that interest them.

  Applicants can use either a basic search (a simple keyword search) or an advanced search that enables them to add specific search criteria such as their desired pay.

  See Reviewing and Searching for Job Postings.

• The Search Postings – Basic Search page, which Talent Acquisition Manager users use to manage job postings.

  See Searching for Job Postings.

The Job Opening Profile Collection

The job opening profile collection contains job opening profile data (such as competencies). It contains codes within a dynamically generated nested structure representing different profile attributes: for example, N within the item property JPM_YN_2 within the content item ITEM_CIRM within the content section SECTION_LIC.

The system uses this collection when performing searches that compare profiles. Profile match searching is available on these pages:

• Internal applicants use the Job Openings That Match Your Profiles page in Candidate Gateway to search for job openings that match one of the employees' own person, job, or interest profiles.

  Profile searching is not available to external applicants.

  See Performing a Profile Search.

• Recruiters use the Recruitment Profile Match page to match profiles of various types, including job opening profiles.

  For example, recruiters can search for employees or applicants with profiles that match a job opening profile, or they can search for job postings that match a particular applicant or employee profile.

  See Performing Profile Searches.

Note. The Verity Job Posting Index Build process creates this collection only if profile utilization is active (on the Recruiting Installation - General page, the Allow Profile Utilization field value is Yes.)

Job Openings That Are Indexed

Although the data in these collections comes from the entire job opening rather than from just the job posting, these collections are considered called the job posting collections because they include only data from posted job openings.

The job posting collections includes only job openings that:

• Have an open status.

• Have been posted internally or externally to a destination that is a Company recruitment source type.

  If the posting includes a posting date, it is considered to be posted only on or after that date.

See Setting Up Recruitment Sources, Creating Job Postings.

Page Used to Build the Job Posting Collections

Building the Job Posting Collections

Access the Build Job Index page (Recruiting, Administration, Build Job Index, Build Job Index).

Create New	Select this option to build new collections. The new collections includes job openings that have been opened or since the date that you enter in the Open Date From field.
Update Existing	Select this option to add, update, and delete entries in the existing collections.
Open Date From	When the system builds or updates the job posting collections, it includes job openings that were opened on or since the date you enter in this field. If you leave this field blank, the collection includes all job openings that: Have an open status. Have been posted internally or externally to a destination that is a Company recruitment source type. If the posting includes a posting date, it is considered to be posted only on or after that date.

Searching for Job Postings

This section provides an overview job posting searches and discusses how to:

• Perform basic job posting searches.

• Perform advanced keyword searches.

Note. This section does not discuss profile match searches (searching for job opening profiles that match other types of profiles) or the additional collections that you need to build to perform these searches. Profile match searches are part of the Find Applicants component.

See Performing Profile Searches.

Understanding Job Posting Searches

To search for job postings, use the Search Postings - Basic Search or the Advanced Keyword Search pages. Use these pages to find open job postings whose job posting titles or descriptions match the criteria you entered.

Job posting searches are only as current as the data in the search collections. Since job openings are continually being added to the database, you must frequently build the job collections to keep them current.

Prerequisites

Before you can search for job posting, build the job posting collections.

See Building the Job Posting Collections.

Pages Used to Search for Job Postings

Performing Basic Job Posting Searches

Access the Search Postings - Basic Search page (Recruiting, Postings, Search Postings, Basic Search).

Keyword Search

Search Results

Defining Advanced Keyword Searches

Access the Advanced Keyword Search page (on the Search Postings - Basic Search page, click the Advanced Search link).

Enter Keywords	Enter the words that you want to search for in the job posting. These words are compared to the job posting title and description.
Job Family	Select a job family.
Posted Within	Select the time period to search. Only job postings that were posted during the specified time period are included in your search results. Options are: Anytime Last Week Last Month Last Three Months Last Year
Recruiting Location	Select a recruiting location. The system compares this to the Recruiting Location on the job opening.
Country	Select a country. The system compares this to the Country field on the job opening.
Full/Part Time	Select either full-time or part-time. The system compares this to the Full/Part Time field on the job opening.
Regular/Temporary	Select either regular or temporary. The system compares this to the Regular/Temporary field on the job opening.
Desired Annual Pay	Enter an amount and select a currency code.

Managing External Job Postings

This section provides an overview of external job postings and discusses how to:

• Post, update, and unpost external job postings.

• Review external job posting transaction history.

• Review the integration log.

Understanding External Job Postings

The Manage External Postings (HRS_EXTPOST) component enables you to post, update, or unpost job postings from job boards, recruitment agencies, or service procurement providers.

Pages Used to Manage External Job Postings

Posting, Updating, and Unposting External Job Postings

Access the Manage External Postings page (Recruiting, Postings, Manage External Postings, Manage External Postings).

Search Results

Reviewing External Job Posting Transaction History

Access the page External Posting History page (on the Manage External Postings page, select History from the Action column in the Search Results group box).

Transactions

Reviewing the Integration Log

Access the Open Integration Framework - Integration Log page (Set Up HRMS, Product Specific, Recruiting, Integration, Integration Log, Open Integration Framework - Integration Log).

The system displays a list of all open integration framework transactions. In the search results, a link in the Transaction column enables you to view the actual XML that is generated by the transaction.

Posting Jobs to PeopleSoft Services Procurement

This section provides an overview of integration with PeopleSoft Services Procurement and discusses how to post jobs to PeopleSoft Services Procurement.

Note. The PeopleSoft Enterprise Services Procurement PeopleBook provides the technical details of the integration between Talent Acquisition Manager and PeopleSoft Services Procurement. This section focuses on the business process flow for using PeopleSoft Services Procurement to fill job openings.

Understanding Integration With PeopleSoft Services Procurement

Oracle delivers prebuilt integration points that enable you to:

• Use PeopleSoft Services Procurement to search for contingent workers to fill job openings in Talent Acquisition Manager.

• Use PeopleSoft Human Recourses as your system of record for contingent workers who are brought in to fill PeopleSoft Services Procurement requisitions.

Note. The use of PeopleSoft Human Resources as your system of record for PeopleSoft Services Procurement contingent workers is available regardless of whether you use PeopleSoft Services Procurement to fill Talent Acquisition Manager job openings. This section, however, discusses the integration that occurs when you use all three systems.

Integration Process Flow

When you integrate with PeopleSoft Services Procurement, you set up Services Procurement as a posting destination for job openings. Posting a job to Services Procurement initiates this sequence:

1. Talent Acquisition Manager sends the posting data to Services Procurement.

2. Services Procurement uses this data to create a corresponding requisition.

3. When Services Procurement identifies a candidate for the requisition, the candidate information is sent to Talent Acquisition Manager.

4. Talent Acquisition Manager creates an applicant record.

   Note. If PeopleSoft Services Procurement previously sent the same candidate to Talent Acquisition Manager, then Talent Acquisition Manager is able to match the candidate information to the existing applicant record. Talent Acquisition Manger does not, however, attempt to match new candidate data to existing applicant records.

5. Talent Acquisition Manager links the candidate's applicant record to the job opening.

   The initial disposition for the newly linked applicant is Offer Accepted, however, there is no actual offer associated with the applicant. This default disposition ensures that the applicant is ready for hire processing.

   When the applicant is linked to a job opening, Talent Acquisition Manger also notifies the recruiter of the newly linked applicant. This notification is in addition to any status change notifications that are active in the system.

6. If the Services Procurement candidate is selected, the recruiters initiates the prepare for hire process in Talent Acquisition Manager.

   If a different applicant is hired, the Services Procurement candidate's disposition changes according to the status change rules (for example, to Reject - Another Applicant Was Hired), and the system sends a message to Services Procurement cancelling the work order.

7. PeopleSoft Human Resources receives a hire request from Talent Acquisition Manager, and the HR user completes the hiring process.

   If the applicant is withdrawn from hire (using the Withdraw from Hire action in Talent Acquisition Manager), Talent Acquisition Manager sends a Services Procurement indicating that the candidate has been withdrawn and that Services Procurement can cancel the work order.

8. When the hire process is complete, PeopleSoft Human Resources sends employee data (such as the employee ID and record number) back to Talent Acquisition Manger.

9. Talent Acquisition Manager, in turn, sends the employee data to Services Procurement.

   Note. When Services Procurement receives the employee data, it sends a request to Human Resources to create a user profile for the new candidate, and Human Resources processes the request and creates the user profile. This occurs because the Human Resources system is considered the master in this integration, and all user profiles must be created in Human Resources and synched to Services Procurement, which requires applicants to have a user profile so that they can sign into Services Procurement to enter time sheets.

10. Services Procurement uses this information to update the work order and to associate the HR employee data with the Service Procurement candidate record.

    Having the HR employee data enables Services Procurement to communicate directly with Human Resources when it's time to terminate the employee.

11. When the service provider has completed the project and the work order is closed, terminated, or cancelled, Services Procurement sends a terminate message directly to PeopleSoft Human Resources

The following diagram illustrates these steps:

Process flow for integration with PeopleSoft Services Procurement

Data Sent to Services Procurement

When you post a job to PeopleSoft Services Procurement, the message that Talent Acquisition Manager sends to Services Procurement includes (but is not limited to) these data elements:

• A job posting ID that is used as the unique identifier.

  In the Services Procurement system, this ID goes into a field whose name suggests that this is the job opening ID, but it is not the job opening ID.

• The beginning date and ending date of the posting.

• The job family, which is equivalent to the service type in PeopleSoft Services Procurement.

• The job code, which is equivalent to the service in PeopleSoft Services Procurement.

• The pay frequency for the job openings, which is equivalent to the unit of measure in PeopleSoft Services Procurement.

  Although this is not a required field in Talent Acquisition Manager, it is required for jobs that are posted to PeopleSoft Services Procurement. If the pay frequency is missing when a user attempts to post the job, the system displays an error.

• The subset of job qualifications (such as competencies and experience) for which there are data mappings to the Services Procurement system.

• The user ID of the person who posted the job.

  This user ID must also exist in PeopleSoft Services Procurement. This user ID is used to create and immediately display the Services Procurement work order when a job is posted.

Posting Jobs to PeopleSoft Services Procurement.

To post a job to PeopleSoft Services Procurement:

1. On the Job Opening page: Job Details tab: Job Postings section, create a job posting and select Services Procurement as the posting destination.

   See Adding Job Posting Details.

2. On the Manage External Job Postings page, select the Post action for the posting, then click the Go button to send the posting message.

   The system processes the message and immediately opens the Create Requisition page in PeopleSoft Services Procurement.

   See Managing External Job Postings.

3. Review and, if necessary, modify the requisition then submit it.

   The recruiting user is responsible for submitting the Services Procurement requisition and therefore must be a user of both systems.

   Once the requisition is submitted, the PeopleSoft Services Procurement fulfillment process begins.

   See PeopleSoft Enterprise Services Procurement PeopleBook