Setting Up Recruitment Sources and Third Party Integrations

This chapter provides an overviews of third party integrations and discusses how to:

• Set up recruiting vendors.

• Set up data mapping.

• Set up recruitment sources.

• Set up resume email accounts.

• Review the integration transaction log.

See Also

Posting Jobs to PeopleSoft Services Procurement

Understanding Third Party Integrations

This sections provides overviews of:

• The open integration framework.

• Job board setup.

• Resume extractor setup.

• Background screener setup.

The Open Integration Framework

Sharing job opening and candidate information is essential to the success of the recruitment process. PeopleSoft provides an open integration framework that enables you to integrate with:

• Staffing suppliers.

• Resume extractors.

• Background screening providers.

This generic open integration framework enables customers to integrate with any third party provider that they choose. For incoming data, the process is initiated by an incoming message. Using PeopleSoft PeopleTools Integration Broker, the open integration framework process reads the XML document contained in the message and uses the standard XSLT to transform the XML according to the vendor's specifications. Finally, the open integration framework maps the transformed data to the corresponding recruiting data and processes that information.

For outgoing data, a functional process such as posting a job opening or requesting a background screening check initiates the outgoing message. The process reads from the recruiting tables and uses data mapping to create an XML document. This initial XML document may be changed into to an HR-XML document. Another change is then applied to either the initial XML document or to the subsequent HR-XML document, depending on the supplier's needs, to create a final document. The final document is then sent using PeopleSoft PeopleTools Integration Broker

This diagram illustrates how the Open Integration Framework manages the exchange of information between PeopleSoft Recruiting Solutions and external service providers:

The Open Integration Framework manages integration between PeopleSoft Recruiting Solutions and external systems

Job Board Setup

Job board vendors enable you to post job openings to vendors such as job boards, services procurement providers, and recruitment agencies. To set up job board vendors:

1. Set up the job board vendor in the Vendor Setup component.

2. Set up a recruitment source in the Recruitment Sources component, and associate it with the vendor.

3. (Optional) Set up data mapping to support the recruitment source.

Integration With PeopleSoft Service Procurement

Oracle delivers prebuilt integration points between Talent Acquisition Manager and PeopleSoft Service Procurement. The PeopleSoft Enterprise Service Procurement PeopleBook provides detailed information about this integration and how to set it up. The integration requires those recruiting users who post jobs to Services Procurement to also be users of the Services Procurement system, with identical user IDs and passwords in both systems.

See Posting Jobs to PeopleSoft Services Procurement.

Resume Extractor Setup

Resume extractors enable users to start with a resume in electronic form (such as HTML, PDF, DOC, and so on) and have the information from that resume extracted into more meaningful data. Applicants might embed resumes in email messages as either text or an attachment, and then the resume extractor can process as much information as it can recognize and load data into the PeopleSoft applicant related tables. Similarly, applicants can use their electronic resume to prepopulate their online job applications in PeopleSoft Enterprise Candidate Gateway when they apply for jobs online. Recruiters can also use the extraction process to load data from resumes that they receive into the PeopleSoft applicant related tables. Finally, staffing providers can send resumes that require an extraction process.

To set up resume extractors:

1. Set up the resume extractor.

   Follow the vendor-provided instructions.

2. Set up the resume extractor vendor.

Additional Setup Steps for Different Channels

Applicant resumes can come into the Recruiting Solutions system from one of several channels. The additional setup that you must complete to utilize resume extraction functionality varies slightly depending on the channels that the organization uses to receive resumes. For example, the additional setup that you must complete to receive resumes through email is different from the setup that you must complete to accept resumes from applicants who apply online through Candidate Gateway. However, the setup steps that you use to set up the actual resume extractor vendor are exactly the same for all channels. Therefore, you can set up a single resume extractor to use for all channels, or use a different resume extractor for each.

This table describes the setup steps for each channel:

Note. Step one might be optional because although an organization can set up and maintain a resume extractor locally, some resume extractor providers might want to set up and maintain the resume extractor remotely. Whether the step is optional depends on the agreement between the resume extractor provider and the organization.

Background Screener Setup

Background screeners enable recruiters or managers to request formal background checks on applicants that are nearing completion of the recruitment process and are about to be hired. To set up background screeners:

1. Set up pre-employment vendors.

2. (Optional) Set up data mapping to support the pre-employment vendor.

Setting Up Recruiting Vendors

To set up recruiting vendors, use the Vendor Setup (HRS_VENDOR_SETUP) component.

This section provides an overview of how to set up recruiting vendors and discusses how to:

• Load a vendor configuration file.

• Define settings for pre-employment vendors.

Understanding How to Set Up Recruiting Vendors

Regardless of the type of recruiting vendor you are going to set up, you must complete some common tasks:

1. Set up your local gateway using PeopleTools Integration Broker.

   See Enterprise PeopleTools PeopleBook: PeopleSoft Integration Testing Utilities and Tools

2. Verify security and class setup.

   PeopleSoft delivers the permission list HCCPRS1010 and the role RS Technical Administrator for this purpose. To have full access to all integration components, the permission list must be linked to the menu HRS_HROI.

3. Load the vendor-provided configuration file.

   Work with the vendor to obtain this file.

4. (Optional) Map competencies, accomplishments, and postal codes from the vendor to PeopleSoft Recruiting Solutions.

   Although data mapping is optional, it makes integration much more effective.

Pages Used to Set Up Recruiting Vendors

Loading a Vendor Configuration File

Access the Vendor Setup page (Set Up HRMS, Product Related, Recruiting, Integration, Vendor, Vendor Setup).

Submit Configuration File

Click to display a File Attachment dialog box, where you identify and upload the vendor's configuration file. After the system uploads the file, this button is hidden and the page instead displays page elements that you use to review and configure the vendor data.

Configuring Vendors

Access the Vendor Setup page (Set Up HRMS, Product Related, Recruiting, Integration, Vendor, Vendor Setup).

When you access an existing vendor, or after you upload the configuration file for a vendor that you are adding, the page displays vendor setup fields.

The Vendor Setup and Transactions group boxes are automatically populated with the information that is provided in the configuration file. The transactions that appear in the Transactions group box are those that are defined on the Open Integration Framework - Transaction Group Setup page for the transaction group that is associated with the vendor configuration file.

Vendor Setup

Transactions

Defining Settings for Pre-Employment Vendors

Access the Pre-Employment Vendor Setup page click the Extended Setup link on the Vendor Setup page).

Display Adjudication	Select this check box to make the adjudication status visible to managers, recruiters, and recruiting administrators on the Manage Applicants - Pre-employment Check and Pre-employment Check - Pre-employment Check Details pages. If you deselect this check box, the system displays Not Displayed in the Adjudication Status fields on these pages.
View Results on External Site	Select this check box to make the View Results link on the Pre-employment Check - Pre-employment Check Details page visible to managers, recruiters, and recruiting administrators. Users click the View Results link to access a detailed page of the pre-employment inquiry on the vendor site.

Testing Vendor Integration

Access the Integration Test page (click the Test link for a transaction on the Vendor Setup page).

Integration Test	This grid lists the fields that require data in order for the test to be performed. Enter values for each field.
Run Test	Click to test the integration. The system displays the Integration Log page, where you can review the results of the test.

Setting Up Data Mapping

To set up data mapping, use the Data Mapping Assignments (HRS_DM_MAP_SETUP), Category Setup (HRS_DM_CAT_SETUP), Data Mapping (HRS_DM_MAPPING), and Postal Map (HRS_HRXML_POSTAL) components.

This section provides an overview of data mapping and discusses how to:

• Create data mapping assignments.

• Set up categories.

• View key lists.

• View value lists.

• Map unmapped data.

• Map keys.

• Map values.

• Map inbound postal information.

• Map outbound postal information.

Understanding Data Mapping

Data mapping enables you to take information coming into your system, run it through an interpreter, and then have it presented to you in a format that fits your system. Data mapping is also used for outgoing messages in a similar fashion. The types of data mapping are:

• Assignments and categories.

• Postal.

• Predefined mappings.

Assignments and Categories

Data mapping assignments define how the system translates the words or phrases coming into the system to the words or phrases used by your system. You can set up data mapping definitions based on site, recruitment source, vendor, or the default All mapping. You can also have just one data mapping definition to everything coming into your system.

Data mapping categories are data objects that are used by the assigned maps to define how data is mapped. PeopleSoft delivers 11 data mapping categories:

• Competencies.

• Honors and Awards.

• Language (accomplishment).

• Licenses and Certifications.

• Memberships.

• Degrees.

• Major.

• School.

• Country.

• State/Providence.

• Language (translate values).

These delivered data mapping categories were created to support Manage External Postings, Resume Management, and Background Screening. You can create a new data mapping category; however, some development work is necessary to define an appropriate application class.

For example, suppose a user creates a new entry in the School table for Stanford University with School ID = Stanford. This alone is not enough to map school data to or from the school ID Stanford. To begin mapping to or from this ID, the user must first run the synchronization process after creating the entry for Stanford University. To enable users to more efficiently process the synchronization for data mappings, PeopleSoft delivers a batch process that enables users to synchronize all data mapping categories at the same time. To initiate this process, navigate to PeopleTools, Process Scheduler, System Process Requests and create a new run control. Click the Run button, select a process server, select the Datamapping Sync (HRS_DM_SYNC) process, and click OK.

Postal

When postal information needs to be exchanged between an XML document and a Recruiting Solutions database, decisions of how this exchange occurs must be determined. This determination is at the country level.

Data Mapping Setup Steps

To set up data mapping:

1. Create data mapping assignments.

2. Synchronize data for each data mapping category.

3. (Optional) Create the Verity indexes for each category.

4. Establish postal mappings for each country's postal address.

5. Establish the necessary open integration framework vendors.

Pages Used to Set Up Data Mapping

Creating Data Mapping Assignments

Access the Assigned Mapping Setup page (Set Up HRMS, Product Related, Recruiting, Integration, Data Mapping Assignments, Assigned Mapping Setup).

Assigned Map

Use this group box to specify the vendors, sites, or recruitment sources that will not use the default data map. The description is used on the Unmapped Data, Key Data Mapping, and Value Data Mapping pages.

Setting Up Categories

Access the Category Setup page (Set Up HRMS, Product Related, Recruiting, Utilities, Data Mapping Categories, Category Setup).

AppClass (application class)	Select an application class category. These categories are defined on the Application Class Registry page.
Run Sync Now (run synchronization now)	Click to synchronize the data that is associated with the selected data mapping category with the data actually existing in the corresponding component. This process populates the Key List and Value List pages.

Viewing Key Lists

Access the Key List page (Set Up HRMS, Product Related, Recruiting, Utilities, Data Mapping Categories, Key List).

Subcategory	Serves as a secondary key for the data mapping functionality. Not all categories use the subcategory secondary key. Subcategories themselves must also be data mappings.
Keys	Displays the primary key for the category. These keys are determined by the data in the associated data mapping category tables. Click the key link to access the Key Data Mapping page. This page displays all the values that are mapped to the given key.

Viewing Value Lists

Access the Value List page (Set Up HRMS, Product Related, Recruiting, Utilities, Data Mapping Categories, Value List).

The Value List page lists all the values that are being mapped to a category key. Click a link in the Keys column to access the Value Data Mapping page.

Mapping Unmapped Data

Access the Unmapped Data page (Set Up HRMS, Product Related, Recruiting, Integration, Data Mapping, Unmapped Data).

Minimum Score	Identifies a threshold for the Make Suggestions search. Only results that are greater than or equal to the minimum score appear in the Key ID field. The score of every suggestion found appears to the right of each key ID item in parentheses.
Make Suggestions	Click to run a search that provides a suggested mapping based on the minimum score that you entered.

Mapping Keys

Access the Key Data Mapping page (Set Up HRMS, Product Related, Recruiting, Integration, Data Mapping, Key Data Mapping).

This page displays a complete list of all the values that are mapped to a given key.

Values

This group box enables you to add other values to the key. The values must be chosen from the unmapped data values.

Mapping Values

Access the Value Data Mapping page (Set Up HRMS, Product Related, Recruiting, Integration, Data Mapping, Value Data Mapping).

Displays all the keys that are mapped to the given value.

Keys

This group box displays all the keys that are mapped to the value and enables you to map more keys to the value. The keys that you add come from the unmapped data values.

Mapping Inbound Postal Information

Access the Inbound Map page (Set Up HRMS, Product Related, Recruiting, Integration, Postal Map, Inbound Map).

This page displays the field names that are associated with the Country table.

Mapping Outbound Postal Information

Access the Outbound Map page (Set Up HRMS, Product Related, Recruiting, Integration, Postal Map, Outbound Map).

This page displays the address field names that are associated with the Country table.

Setting Up Resume Email Accounts

To set up resume email accounts, use the (HRS_EMAIL_SETUP) component.

This section provides an overview of resume email accounts and discusses how to:

• Set up resume email accounts.

• View lists of emails.

• View email attachments and select resumes.

Understanding Resume Email Accounts

If the organization requires applicants or staffing suppliers to submit resumes using email, you must set up one or more email accounts to receive those emails. In most cases, the applicants that send resumes to an email account are external applicants.

The system can process resumes that applicants send using email as attachments and resumes that are included in the body of the email message. If no attachment is found on the email, the system assumes that the resume is in the body of the email message. The system enables recruitment administrators to select which part of the email is the resume that will be passed to the resume extractor on the View Email Message/Attachments page.

The system does not support multiple resumes per email. If the system receives an email with multiple attachments, it processes the email as a single applicant even if it contains resumes from multiple applicants. This enables an applicant to send individual cover letter, resume, and reference attachments.

Setting Up Resume Email Accounts

To receive incoming resumes by email:

1. Set up an email account, user name, password, and email server to receive resumes.

2. Set up a resume extractor vendor.

   See Setting Up Recruiting Vendors.

3. Set up a recruitment source of type Vendor to associate with the incoming emails.

   See Setting Up Recruitment Sources.

4. Set up an email node on the Connectors page.

   PeopleSoft delivers the following standard email node: MCF_GETMAIL.

   1. You must select a valid value in the Value column for the MCF_AttRoot property.

      This value specifies where email attachments are temporarily stored. The MCF_AttRoot value is supplied to the Path field on the Resume Email page by default when you create a new email account.

   2. Select True in the Value column for the MCF_Force_Download_Attachments property.

5. Create an email account on the Resume Email page.

   Associate the email address, user name, password, email server, resume extractor vendor, recruitment source, and email node with the email account.

6. (Optional) Set up data mappings to support applicants from the recruitment source.

Processing Emails

To process emails that you receive in the email account:

1. Run the Email Checking Process Application Engine process (HRS_HROI_EML).

   When you run this process, the system checks the email account for emails, deletes the emails from the email account in box, and writes the emails to the database. Because the system deletes all emails from the email account in box, you should not use a personal email address when you create the email account. The emails that the system writes to the database appear on the Email List page. The system stores all content from the email in the database, including the HTML, text, subject line, email address, and attachments.

2. Run the Process Awaiting Email Application Engine process (HRS_PRCS_EML).

   This process extracts data from the resumes for all email messages that are written to the database. The system processes all resumes that appear on the Email List page.

   The recruitment source that you assign to the email account determines how the system handles incoming resumes. For example, the system uses the resume extractor, country, and language that you associate with the recruitment source to extract data from the resumes, and the system uses the screening setup parameters that you specify for the recruitment source to determine which status to assign to each resume and what notification to send to each applicant, if any, based on the assigned status.

Schedule the Email Checking Process and Process Awaiting Email processes to run by using the Process Scheduler Request page in PeopleTools. You can also manually run the Email Checking Process by clicking the Check Email button on the Email List page.

See Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler, "Submitting and Scheduling Process Requests"

Pages Used to Define Resume Email Accounts

Setting Up Resume Email Accounts

Access the Email Setup page (Set Up HRMS, Product Related, Recruiting, Integration, Resume Email, Email Setup).

Status	Select a status: Active or Inactive. If you select Inactive, the system does not run the Email Checking Process. However, the system does run the Process Awaiting Emails process for all resumes in the Awaiting Resolution state.
Email, User, and Password	Enter the email address where you want to receive applicant emails, and the user ID and password for the email address.
Server	Enter the email server where you set up the email address.
Node	Select the node that you set up to receive emails. PeopleSoft delivers the following standard email node: MCF_GETMAIL.
Path	Enter the path where the email node stores email attachments. By default, the value that you specify for the MCF_AttRoot property on the Connectors page appears here.
Source	Select the recruitment source with which you want to associate the incoming emails. Only recruitment sources with a source type of Vendor appear in the prompt. This is not a required field; however, you should populate this field with a source to properly manage incoming resumes. Define recruitment sources by using the Source Setup (HRS_SOURCE_SETUP) component.
Test Setting	Click to test the setup. In this process, the system obtains an email count. If the system can get a count, even if the count is zero, the setup is a success. A success or fail message appears depending on whether the setup is a success or failure.

Viewing Lists of Emails

Access the Email List page (Set Up HRMS, Product Related, Recruiting, Integration, Resume Email, Email List).

Email

Use this group box to view a list of emails that have been retrieved from this email address.

Additional Page Element

Viewing Email Attachments and Selecting Resumes

Access the View Email Message/Attachments page (click the subject link for an email that is listed on the Email List page).

Use this page to view the email message text and email attachments, and select the attachment that you want the system to use as the applicant's resume in the resume extraction process.

Attachments

Setting Up Recruitment Sources

To set up recruitment sources, use the Recruitment Contacts (HRS_CONTACT), AutoScreen Setup (HRS_AUTOSCREEN), and Source Setup (HRS_SOURCE_SETUP) components.

This section provides an overview of recruitment sources, lists prerequisites, and discusses how to:

• Set up recruiting contacts.

• Set up autoscreening criteria for vendor recruitment sources

• Set up recruitment sources.

• Define settings for company recruitment sources.

• Define settings for marketing and company recruitment sources.

• Define settings for vendor recruitment sources.

• Define contacts for a recruitment source.

Understanding Recruitment Sources

The system uses recruitment sources to identify where resumes come from and where job openings are posted to. Examples of recruitment sources that you can define include:

• Job board providers.

• Recruiting agencies.

• Services procurement providers.

• Newspapers.

• Magazines.

• Advertisements.

• Internet.

When you create a recruitment source, you must select a source type. The source type that you select determines which pages appear in the Source Setup component. The Source Setup component consists of three pages. The Source Setup and Contacts pages appear for all source types. The third page that appears depends on the source type that you select. PeopleSoft delivers four source types:

You can define subsources for a source with a source type of Marketing. For example, you can create a Marketing source called Newspaper and then create a subsource for each newspaper to which the organization posts job openings.

Prerequisites

Before you set up recruitment sources, set up your sites.

See Setting Up Sites.

Additionally, before you set up vendor recruitment sources, you must set up vendors.

See Setting Up Recruiting Vendors.

Pages Used to Set Up Recruitment Sources

Setting Up Recruiting Contacts

Access the Contacts - Contact Setup page (Set Up HRMS, Recruiting, Recruitment Sources, Recruitment Contacts, Contact Setup).

Contact

Address

Enter the address for this contact.

Telephone

Enter the telephone numbers for this contact.

Email Addresses

Enter the email addresses for this contact.

Setting Up Autoscreening Criteria for Vendor Recruitment Sources

Access the AutoScreen Setup page (Set Up HRMS, Product Related, Recruiting, Recruitment Sources, AutoScreen, AutoScreen Setup).

Setting Up Recruitment Sources

Access the Source Setup page (Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Recruitment Sources, Source Setup).

Source Name	Enter a source name. You cannot edit this field after you save the source.
Effective Date	Enter an effective date. The only page in the system where you can select a source prior to the effective date is the Job Opening - Posting Information page. On this page, you can select a future-dated source as long as the effective date of that source is within the posting dates for that posting.
Status	Select Active or Inactive. Inactive sources do not appear in system prompts.
Description	Enter a description. This field is used only for informational purposes.
Source Type	Select a source type: Company, Employee, Marketing, or Vendor. The source type that you select here controls the pages that appear in this component. When you select a source type, the Company, Marketing, or Vendor page appears, depending on the source type that you select.

Defining Settings for Company Recruitment Sources

Access the Company page (Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Recruitment Sources, Company).

Note. This page appears only for recruitment sources with the source type Company.

Site

Select one or more sites. When a recruiter or hiring manager creates a job opening and selects to post the job opening to this source, the system posts the job opening to all of the sites that you select here. The sites that you select here override the default security that you set up. For example, when a recruiter creates a job opening for a position in business unit A, the default security might restrict the job opening to sites that are used only to post job openings for business unit A. On this page, you can select sites that are used to post job openings for business units A, B, and C. When the recruiter selects this company source to post to, the job opening is posted to all sites regardless of the default security. Define sites on the Site - Site Setup page.

Defining Settings for Marketing and Company Recruitment Sources

Access the Marketing page (Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Recruitment Sources, Marketing).

Note. This page appears only for recruitment sources with the source type Marketing or Employee.

Access by Site ID

Use this grid to specify which online application sites this source appears on. When applicants complete online job applications using PeopleSoft Enterprise Candidate Gateway, they can select a value in the How did you find out about us? field in the Referral Summary group box if the resume template includes the Referrals section. This source appears as an option in the How did you find out about us? field for all sites that you specify here.

Subsources

If the source type is Marketing, you can use this grid to define subsources. When you select a source on the Load Resume - Prepare Load Parameters page or on the online application pages in Candidate Gateway, you also can select a subsource that is defines here. Only active subsources appear as valid options. You cannot edit or delete the subsource description that you enter after you save the source.

Note. Although the Marketing page appears when the source type is either Marketing or Employee, the subsources grid is appears only for the Marketing source type, not for the Employee source type.

Defining Settings for Vendor Recruitment Sources

Access the Vendor page (Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Recruitment Sources, Vendor).

Note. This page appears only for recruitment sources with the source type Vendor.

Vendor

Screening

Notifications

Use this group box to select the notification that the system sends to each applicant whose resume meets the respective status. For the system to send these notifications, you must select the Notify on Screening option in the Screening group box.

PeopleSoft delivers four templates, one for each status. When you create a new source, the system populates each of the fields with the associated notification. If you do not select a notification for a status, the system doesn't send a notification for that status.

These are the default values:

Extractor

Defining Contacts for a Recruitment Source

Access the Contacts page (Set Up HRMS, Product Related, Recruiting, Recruitment Sources, Recruitment Sources, Contacts).

Proxy

Select to have the system create a proxy for incoming applicants from this source. This proxy functionality applies only to Vendor source types. When a staffing supplier submits a resume, it is common not to contact the applicant to whom the resume belongs. Instead, all communication with the applicant, up until the interview with the applicant, is done through the staffing supplier. The person at the staffing supplier organization who handles this duty is referred to as a proxy. The proxy takes on all responsibilities of the applicant and is both responsible and expected to act in the best interest of the applicant. On system pages that show applicant contact information, the contact information for the proxy is also included. When you send correspondence to an applicant who uses a proxy, the system sends the correspondence to the proxy, not the applicant.

Primary Contact Name and Email Addresses

Select a contact. You can select from any contact that has a contact type of general. When you select a contact, the system populates the Email Addresses field with the email address of the contact. Define contacts on the Contacts - Contacts Setup page.

Reviewing the Integration Transaction Log

This section discusses how to review the integration transaction log.

Pages Used to Review the Integration Transaction Log

Reviewing the Integration Transaction Log

Access the Integration Log page (Set Up HRMS, Product Related, Recruiting, Integration, Integration Log, Integration Log).

Search Results

This group box displays the messages received from vendors that match the search criteria that you enter in the Search Integration Log group box.

Reviewing Outgoing Message Details

Access the Integration Log Outgoing Msg page (Click a transaction link on the Integration Log page).

This page includes the following fields that display detailed information about integration messages:

• Request

• Vendor Request

• Vendor Response

• Response

• Error