PeopleSoft Enterprise Talent Acquisition Manager 9.1 PeopleBook

Managing Job Openings

This chapter discusses how to:

Search for job openings.
Manage job openings.
Print job openings.

Searching for Job Openings

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

Search for job openings.
Browse job openings.

Understanding Job Opening Searches

There are two methods of searching for existing job openings:

Find Job Openings.

Find Job Openings enables you to search for specific job openings based on specific criteria.
Browse Job Openings.

Browse Job Openings displays a list of job openings based on selected criteria.

Common Elements Used on Job Opening Search Pages

Create New Job

Click to access the Enter Primary Job Opening Information page, where you can create a new job.

Find Job Postings

Click to access the Search Postings - Basic Search page, where you can search for job postings.

See Searching for Job Postings.

Pages Used to Search for Existing Job Openings

Page Name	Definition Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings, Find Job Openings	Search for existing job openings.
Browse Job Openings	HRS_JO_360_LAUNCH	Recruiting, Browse Job Openings, Browse Job Openings	View existing job openings.

Searching for Job Openings

Access the Find Job Openings page (Recruiting, Find Job Openings, Find Job Openings).

Enter Search Criteria

Initially, the Enter Search Criteria section is expanded and displays all available search fields. After you perform a search, this section is collapsed, and the title changes to View Job Opening Search Criteria. You must expand the section before you can revise your criteria and perform another search.

Search	Click this button to search for job openings that meet the criteria you've entered.
Reset	Click this button to clear all of the search criteria fields, including the default value in the Status field.
Job Opening ID	Enter or select a single job opening ID. Searching by ID is the most efficient way to access the record for a specific job opening whose ID you know.
Status	Select the status to include in the search. The default value is Open. You can clear the field, or select one of these other options: Canceled, Closed, Denied, Draft, Hold, and Pending.
Most Recent Activity	To search based on how recently the job opening has had activity, select the time period to check for activity: Today, Yesterday, Last 3 Days, Last Week, Last 2 Weeks, Last Month, Last Year, or View All.
Job Opening Type	Select the type of jobs to include in the search: Continuous Job Opening or Standard Requisition.
Hot Jobs	Select Yes or No to filter results according to whether the job opening has been identified as a hot job.
Display Jobs	Select which jobs to include in the search based on your role relative to the job opening. Options are: All Jobs. Jobs Assigned to me. A job is assigned to you if you are the primary hiring manager or primary recruiter. Jobs Associated to me. A job is associated with you if you created it or you are on the hiring team. Jobs Created by me.
Manager, Recruiter and Originator	Enter or select the employee ID of a person associated with the job opening.
Business Unit	Enter or select a business unit to include in the search.
Position Number	Enter or select a position to include in the search.
Title	Enter words to look for in the job posting title. The system searches for job openings that contain the words you enter; an exact match is not necessary.
Recruitment Contact	Select an external recruitment contact to include in the search.

Search Results

The Search Results grid displays the job openings that meet your search criteria. The columns in the grid correspond to the similarly-named search fields and job opening fields.

Job Opening

Displays the primary posting title for the job opening. If no job postings exist, this is the posting title that was initially entered on the Enter Primary Job Information page.

The posting title is a link that you click to access the Job Opening page.

Target Openings and Available Openings

Displays information about the total number of positions to be filled and the number that have not yet been filled.

Hot Job

Displays Y (yes) or N (no) to indicate whether the job opening is a hot job.

Page Elements for Performing Actions

Select Action and Go

Select an action to perform on the selected job openings (those where you selected the check box next to the job title), then click the Go button to perform the action.

The available actions depend on your search criteria:

The Add Note action is always available.

Select this action to create a note that will be added to all of the selected job openings.
If you searched for job openings where the status is Draft, the Delete action is available.

Performing this action deletes the selected draft job openings immediately, without asking for user confirmation.
If you searched for job openings where the status is Pending or Denied, three approval-related actions are available: Approve, Deny, and Pushback.

Important! If a user other than the assigned approver (or that approver's proxy) initiates an approval-related action on the Find Job Openings page or the Browse Job Openings page, the action will not update the job opening. Administrators must perform approval actions on the Job Opening page. This ensures that the administrator reviews the job opening data before taking action.
If you searched for job openings where the status is Open, three additional status-related actions are available: Cancel, Close, and Hold.

Performing these actions makes a corresponding status change to all selected job openings.

Browse Job Openings

Click this link to access the Browse Job Openings page.

Browsing for Job Openings

Access the Browse Job Openings page (Recruiting, Browse Job Openings, Browse Job Openings).

The list of job openings that meet your filtering criteria appears in a grid with the same columns as the Search Results grid on the Find Job Openings page.

View Drafts

Click to update change the page's display filters and refresh the view so that only jobs with Draft status appear.

The system sets the first display field (which filters based on your relationship to the job) to All Jobs and sets the second filter (which filters on status) to Draft. The third display filter retains its previous value.

Find Job Openings

Click to display the Find Job Openings page.

Job Openings

Display

There are three drop-down list boxes for filtering job openings. After changing values in any of these fields, click the refresh icon to apply the selected filter.

The first drop-down list enables you to filter according to your relationship with the job opening. Jobs Associated with me are job openings that you created or where you are part of the hiring team. Jobs Assigned to me is a subset of the jobs associated with you; it includes only job openings where you are either the primary recruiter or the primary hiring manager. This is the default value. The other filtering options are Jobs Created by me and All Jobs.

The second drop-down list box enables you to filter by status. The default value is Open. Other values include All, Canceled, Closed, Denied, Hold, and Pending.

The third drop-down list box enables you to filter by how recently the job opening has been active. The default value, Active with View All, does not filter based on when the job was active. To apply a filter, choose from the following values: Active within Today, Active within Yesterday, Active within Last 3 Days, Active within Last Week, Active within Last Two Weeks, Active within Last Month, and Active within Last Year.

Select Action and Go

Select an action to perform on the selected job openings (those where you selected the check box next to the job title), then click the Go button to perform the action.

The available actions depend on the value in the second Display field (the one used to filter by job opening status):

The Add Note action is always available.

Select this action to create a note that will be added to all of the selected job openings.
If you show job openings where the status is Draft, the Delete action is available.

Performing this action deletes the selected draft job openings immediately, without asking for user confirmation.
If you show job openings where the status is Pending or Denied, three approval-related actions are available: Approve, Deny, and Pushback.

Important! If a user other than the assigned approver (or that approver's proxy) initiates an approval-related action on the Find Job Openings page or the Browse Job Openings page, the action will not update the job opening. Administrators must perform approval actions on the Job Opening page. This ensures that the administrator reviews the job opening data before taking action.
If you show job openings where the status is Open, three additional status-related actions are available: Cancel, Close, and Hold.

Performing these actions makes a corresponding status change to all selected job openings.

Managing Job Openings

This section provides an overview of job opening pages, lists common elements, and discusses how to:

Review applicants linked to job openings.
Review job opening activity.
Add notes to job openings.
Add attachments to job openings.
Add expenses to job openings.
Review job opening details.

Understanding Job Opening Pages

The Job Opening page provides a single point from which you can complete many job-related and applicant-related recruiting tasks. It includes four tabs:

Manage Applicants

Use this tab to review applicants and perform various applicant-related tasks. This tab includes sections for viewing applicants (and performing applicant-related actions), screening applicants, and managing interview schedules.

See Actions in the Take Action Field, Screening and Routing Applicants, Interviewing Applicants.
Find Applicants

Use this tab to search for applicants to link to the job opening. The applicant searches are the same as those you perform outside the context of the job opening.

See Performing Applicant and Profile Searches.
Activity and Attachments

Use this tab to review job activity, notes, attachments, and expenses.

See Reviewing Job Opening Activity.
Job Opening Details

Use this tab to review the job opening data, including general job information, job qualifications, job postings, and the hiring team. The tab contents correspond to the page where you originally created the job opening.

See Creating Job Openings.

Common Elements Used in This Section

	This icon appears next to the job title when the job is a hot job. See Managing Hot Jobs.
Save	Click to save your work.
Clone	Click to clone the current job opening. The system displays the Clone Job Opening page.
Create New	Click to create a new job opening. The system displays the Enter Primary Job Information page.
Previous Job Opening	Click to display the previous job opening from the Find Job Openings or Browse Job Openings list.
Next Job Opening	Click to display the next job opening from the Find Job Openings or Browse Job Openings list.
Job Opening List	Click to display either the Find Job Openings or Browse Job Openings page, with your previous search or filter criteria intact.

Pages Used to Manage Job Openings

Page Name	Definition Name	Navigation	Usage
Find Job Openings	HRS_JO_FIND_JOB	Recruiting, Find Job Openings	Search for and select job openings.
Job Opening	HRS_JO_360	Click the job opening link in Search Results group box on the Find Job Openings page.	Manage all aspects of a job opening, including managing applicants, finding applicants, reviewing activity, creating notes, attachments, and expenses, and viewing or updating the job opening itself.
Job Opening page: Manage Applicants tab: View Applicants section	HRS_JO_360	This is the section you see when you initially access the Job Opening page.	Review applicants for a job opening, and perform various applicant-related activities.
Job Opening page: Find Applicants tab	HRS_REC_SCHAPP	Click the Find Applicants tab on the Job Opening page.	Search for applicants for the job opening.
Job Opening page: Activity & Attachments tab	HRS_JO_360	Click the Activity & Attachments tab on the Job Opening page.	Review job status history, notes, attachments, expenses, and saved results from applicant searches.
Add Note	HRS_JO_NOTE_SEC	Click the Add Note link on the Job Opening page: Activity & Attachments tab.	Add a note to a job opening.
Add Expenses	HRS_JO_EXPENSE_SEC	Click the Add Expense link on the Job Opening page: Activity & Attachments tab.	Add an expense to a job opening.
Job Opening page: Job Opening Details tab	HRS_JOB_OPENING	Click the Job Opening Details tab on the Job Opening page.	Review or edit job opening details.

Reviewing Applicants Linked to Job Openings

Access the Job Opening page: Manage Applicants tab: View Applicants section (on the Find Job Opening page, click the job opening link in Search Results group box).

Print Job Opening

Click to access the Select Job Openings page, where you configure and generate a printed version of the job opening data.

Screen Applicants

Click this link to access screening-related functionality.

See Screening and Routing Applicants.

Interview Schedule

Click this link to access interview-related functionality.

See Interviewing Applicants.

Manage Applicants

Display

To show only applicants who are at a specified stage in the hiring process, select the stage. The values in the drop-down list box correspond to the values that you see in the Disposition column in the Applicants grid.

Select All, which appears at the end of the list, to view all applicants without regard to their disposition.

Applicants

This grid displays applicants who are linked to the current job opening.

Select	Use this check box to select applicants who will be affected by an action that you perform using the Group Action field.
Applicant Name and ID	These fields display identifying information about the applicant. Click the Applicant Name link to display the Manage Applicant page, where you can see more detailed information about the applicant.
Type	Possible applicant types are Emp (employee), Ext (external applicant), or Oth (other). The Oth value appears when the applicant type is Non-Employee, a value generally used for applicants who, although not current employees, already have data in the PeopleSoft HCM system.
Disposition	Displays the applicant's current status in the hiring process. Click the link to display the Disposition Details page where you can view and update disposition information. See Reviewing Disposition Details.
Resume	Click to open a new window that displays the applicant's resume. If the resume is an attachment, the file opens in the new window. If the resume was entered into the Resume Text field in the application, the new window displays the Applicant Resume page. If no resume exists for a particular applicant (for example, the applicant instead completed the work experience fields in the online application), then this column is blank. If none of the applicants in the grid have resumes, the entire Resume column is hidden.
Application	Click to open a new window that displays the Application Details page, where you can review the applicant's complete application. The Application Details page appears in read-only mode.
Last Updated	Displays the date and time that the application disposition was last modified
Take Action	Select an action to be performed on a specific applicant. The system performs the action immediately. Use the Take Action field in the Applicants grid to perform actions that relate to the specific job application. (However, some of the available actions affect the overall applicant record.) When you select an action, the system immediately initiates it; you do not need to click a separate Go button. In this context, the available actions are Add Applicant to New List, Add Applicant to Saved List, Change Applicant Status, Copy Applicant to Employee, Create Interview Evaluation, Create Salary Package Model, Forward Applicant, Link Applicant to Job, Manage Applicant Checklists, Manage Interviews, Pre-Employment Check, Prepare for Hire, Prepare Job Offer, Print Application Details, Reject Applicant, Route Applicant, Send Correspondence, and Withdraw from Hire. See Actions in the Take Action Field.

Group Action

Group Action and Go

Select an action to be performed on all selected applicants. Unlike actions performed on a single applicant using the Take Action field, the system does not perform the action immediately. Instead, you must click theGo button to initiate the selected action.

Generally, the actions available as group actions are a subset of the actions that you can perform on individual applicants. These are the actions that you can not perform on a group: Copy Applicant to Employee, Create Salary Package Model, Manage Applicant Checklists, Pre-Employment Check, Prepare for Hire, Prepare Job Offer, and Withdraw from Hire.

Additionally, the Edit Applicants action is exclusively a group action. Perform this action to open the Application Details page. When you access the Application Details page this way:

The page initially displays the first selected application,
The Previous Applicant and Next Applicant links enable you to page through all of the applicants in your original selection.
The Applicant List link returns you to the Job Opening page.

Reviewing Job Opening Activity

Access the Job Opening page: Activity & Attachments tab (on the Job Opening page, click the Activity & Attachments tab).

Job History

This group box displays the activity history related to the job opening. Any changes made to the job opening status are reflected in this grid.

Searches

This group box displays a list of saved applicants searches that have a job opening as part of the search criteria. You can click the Name link to display the search criteria and the View Results link to display the search results.

Notes

This group box displays a list of notes related to the job opening.

View Note	Click to display the Add Note page and view the content of the note.
Add Note	Click to display the Add Note page.

Attachments

This group box displays a list of attachments related to the job opening.

Add Attachment

Click to display a browser window, where you can search for document to attach to the job opening.

Expenses

This group box displays a list of expenses associated to the job opening.

Expense Detail	Click to display the Add Expense page and view the detailed information of the expense.
Add Expense	Click to display the Add Expense page, where you can add a new job opening related expense.

Adding Notes to Job Openings

Access the Add Note page (on the Job Opening page: Activity & Attachments tab, click the Add Note) link).

Audience

Select the audience for this note. Valid options are:

Interview: Interview notes can be viewed by anyone who has access to the job opening.

Private: Private notes can be viewed only by the originator.

Public:Public notes can be viewed by anyone who has access to the job opening.

Adding Expenses to Job Opening

Access the Add Expenses page (on the Job Opening page: Activity & Attachments tab, click the Add Expense link).

Job opening expenses are costs incurred for the job opening, such as costs of advertising or engaging an agency to handle the job opening. If the expense cannot be attributed to a specific applicant, use the Add Expenses page to tie the expense to the job opening.

Expense Code	Select the expense code.
Expense Amount	Enter the amount of the expense.
Charge Date	Enter the date the expense was incurred.
Business Unit	Select the business unit. The default is the business unit associated to the job opening.
Department	Select the department. The default is the department associated to the job opening.
Applicant Name	Enter the applicant name. For job opening expenses, this should be blank.
Description	Enter a description of this expense.

Reviewing Job Opening Details

Access the Job Opening page: Job Opening Details tab (click the Job Opening Details tab on the Job Opening page).

The page that appears is similar to the page that you use to create job openings. This is used to review the job opening when approvals is used.

See Creating Job Openings, Understanding Job Opening Templates.

There are restrictions on who can update the job opening data:

If the status of the job opening is Draft, only the creator of the job opening can update the information .
Interviewers do not have access to Salary information.
If status is Hold, Cancelled, or Closed, only Recruiting Administrators can update data.

Printing Job Openings

This section provides an overview of printing a job opening and discusses how to:

Select sections to print.
Preview and print job opening details.

Understanding Job Opening Printing

To print job opening information for a single selected job opening, click the Print Job Opening link that appears on many job-related pages in the system. Clicking this link generates a print-friendly consolidated view of the job opening sections that you choose to include.

When you select specific sections of information that you want to include in your printout, two types of sections are available:

Sections that correspond to the layout of the Job Opening Details tab on the Job Opening page.

The layout of sections within the Job Opening Details tab comes from the job opening template. Templates define the layout in two levels: pages, which the system renders as links under the Job Opening Details tab, and sections on those pages, which the system renders as either groups of fields or grids.

All of the sections in the associated job opening template appear in the list of sections. However, sections that do not contain any data do not appear in the final printed document, even if you select that section as one you want to include.

For example, if the template includes a section for competencies, then competencies appears in the list of available sections. But if a specific job opening doesn't list any competencies, then the printout will not have a competencies section at all rather than having a blank section for competencies.
Sections that correspond to the layout of the Activity & Attachments tab on the Job Opening page.

This is a static set of sections: Job History, Notes, Attachments, and Expenses.

Only those sections that have data are available for selection. For example, if the job opening doesn't have any attachments, then the attachments section does not appear in the list of sections. Additionally, the Notes section appears only if you have access to at least one note, as determined by the normal security for public and private notes.

Note. The job opening printout never includes any applicant data.

Pages Used to Print Job Openings

Page Name	Definition Name	Navigation	Usage
Select Job Opening Sections	HRS_JO_PRNT_SECT	Recruiting, Find Job Openings Click a job opening in the Search Results grid to access the Job Opening page. Click the Print Job Opening link on the Job Opening page. (This link also appears on many other job-related pages in the system.)	Select which sections of the job opening to include when printing.
Job Opening Printable Details	HRS_JO_PRINT_PAGE	Click the Preview Printable Details link on the Select Job Opening Sections page	Review and print the selected job opening data.

Page Name

Definition Name

Navigation

Usage

Select Job Opening Sections

HRS_JO_PRNT_SECT

Recruiting, Find Job Openings

Click a job opening in the Search Results grid to access the Job Opening page.

Click the Print Job Opening link on the Job Opening page. (This link also appears on many other job-related pages in the system.)

Select which sections of the job opening to include when printing.

Job Opening Printable Details

HRS_JO_PRINT_PAGE

Click the Preview Printable Details link on the Select Job Opening Sections page

Review and print the selected job opening data.

Selecting Sections to Print

Access the Select Job Opening Sections page (click the Print Job Opening link on the Job Opening page).

Select

Select the check box for the sections that you want to include in your job opening printout. The Job Information section is always selected, even if you click the Deselect All link. This ensures that identifying information about the job opening always appears in your printout.

Section to Print

Displays a list of sections that are available for printing. The specific sections in the list depend on the job opening.

First, you see the sections that correspond to the job opening template that controls layout of the Job Opening Details tab. Sections appear in the order determined by the template. These section names use the format <PAGE>.<Section>. In terms of the layout on the Job Opening page, PAGE refers to the links directly under the Job Opening Details tab and section refers to the sections that appear when you click those links. For example, if the Qualifications link under the Job Details tab has a section for competencies, that section appears in the list as QUALIFICATIONS.Competencies.

Next, the grid lists the sections that correspond to the grids in the Activity & Attachments Tab on the Job Opening page. The grid lists these sections using the format OTHER.<Section>. For example, if the job opening has any notes (and you have access to at least one note), the grid includes a row for OTHER.Notes.

Preview Printable Details

Click this link to continue to the Job Opening Printable Details page, where you can preview and print the selected job opening data.

Previewing and Printing Job Opening Details

Access the Job Opening Printable Details page (click the Preview Printable Details link on the Select Job Opening Sections page).

Note. This is a partial screen shot.

This page displays all of the selected job opening information in a consolidated format. Scroll to review all of the data that you chose to include.

Print this Page

Click this button to open a standard print dialog box and print the job opening. If you collapse any sections before printing, those sections appear collapsed on the final printout.

The final print output is further optimized for printing and thus differs from what you would get if you simply used your browser's print command. For example, the navigation links at the top of the page do not appear on the printout, and the section titles are rendered as dark text rather than as white text in a colored bar.