PeopleSoft Enterprise Staffing Front Office 9.1 PeopleBook

Creating Applicant and Employee Records

The chapter provides an overview of applicant and employee record creation, lists common elements, and discusses how to:

Enter data to create new applicant records.
Match applicants and employees to customers and job orders.
Hire applicants.
Maintain employee and contractor records.
Collect employee quality feedback information.
View employee history.

Understanding Applicant and Employee Record Creation

You should be aware of the following PeopleSoft Staffing Front Office processing rules for creating applicant and employee records:

You can only enter individuals into PeopleSoft Staffing Front Office as applicants.
After you enter an individual into the system, you can convert him or her to an employee or contractor (non-employee) using the Applicant pages.
After you enter applicants into the system, you can search for candidates whose skills match open customer orders and place them on assignments.
You cannot place an applicant on a temporary assignment, however, until the applicant goes through the hire process and is in the system as either an employee or a contractor.

Note. If you have PeopleSoft Pay/Bill Management installed without PeopleSoft Staffing Front Office, you still use the Applicant component to add employees to use in temporary orders. The individual (as a resource) must first be added as an applicant and then hired.

Common Elements Used in This Chapter

Assignments	Current or past placements for an employee or contractor.
Contractor	The individual who is associated with a third-party vendor and who can be placed on assignments.
Non-Employee	An individual, such as an outside contractor, who may not be directly employed by your company but who may be working on assignments filled by your company.

Entering Data to Create New Applicant Records

This section describes the data entry process for creating applicant records. A customer service representative completes the pages with information that is supplied by applicants. When it is complete, a recruiter or supervisor can add additional information, such as responses to interview questions, and move to other related pages from within the application by clicking the links on the various pages.

Applicants or customer service representatives, on behalf of the applicant, can use the pages in the self-service component to apply to the organization. The self-service component can be configured to show or hide the applicable pages.

This section discusses how to:

Enter contact information.
Enter personal information.
Enter job information.
Enter application information.
Enter resume information.
Enter qualifications information.
Enter prior work experience information.
Enter reference information.
Enter recruiting source information.
Collect additional information using forms.
Reset applicant status.

Pages Used to Enter Data to Create New Applicant Records

Page Name	Definition Name	Navigation	Usage
Contact Information	FO_APP_PERS_DATA1	Staffing, Resources, Applicants, Applicants	Enter contact information.
Compose Mail	FO_SND_EMAIL	Staffing, Resources, Applicants, Applicants Click the email button on the Contact Information page.	Send an email to the applicant.
Applicants for Attachment	FO_RES_ATTACH	Staffing, Resources, Applicants, Applicants Click the email button on the Contact Information page. Click the Attach Resume button on the Compose Mail page.	Search for candidates with resumes uploaded to the database and attach the resumes to the email.
Customer Information for Attachment	FO_CUST_SNDMAIL	Staffing, Resources, Applicants, Applicants Click the email button on the Contact Information page. Click the Add Customer Info button on the Compose Mail page.	Allows users to add customer related information to the email.
Applicants	FO_PROFILE_APP	Staffing, Resources, Applicants, Applicants Click the email button on the Contact Information page. Click the Attach Profile button on the Compose Mail page.	Allows the user to enter an applicant ID and the desired placement. When you click the Upload Profile button, the system runs the Generate Candidates Resume process (FO_APP006) and the generated profile is then attached to the email.
Personal Data	FO_APP_PERS_DATA2	Staffing, Resources, Applicants, Applicants, Personal Data	Enter personal information.
Job Data	FO_APP_JOB_DATA	Staffing, Resources, Applicants, Applicants, Job Data	Enter job information.
Application	FO_APP_AVAIL	Staffing, Resources, Applicants, Applicants, Application	Enter placement and preference information.
Resume	FO_APP_RESUME	Staffing, Resources, Applicants, Applicants, Resume	Attach resume or enter resume text. Attach additional items to the Applicant.
Qualifications	FO_APP_QUALIFS	Staffing, Resources, Applicants, Applicants, Qualifications	Add and update competencies and qualifications.
Competencies	FO_APP_COMPS	Click the Update Competencies link on the Qualifications page.	Add and update competencies.
School Education	FO_APP_SCHOOL	Click the Update School Education link on the Qualifications page.	Add and update school information.
Professional Education	FO_APP_EDUC	Click the Update Professional Education link on the Qualifications page.	Add and update professional education information.
Licenses/Certificates	FO_APP_LIC	Click the Update Licenses/Certificates link on the Qualifications page.	Add and update licenses and certifications.
Languages	FO_APP_LANG	Click the Update Languages link on the Qualifications page.	Add and update language qualifications.
Memberships	FO_APP_MEM	Click the Update Memberships link on the Qualifications page.	Add and update membership information.
Honors and Awards	FO_APP_HON	Click the Update Honors and Awards link on the Qualifications page.	Add and update honors and awards.
Test Results	FO_APP_TEST	Click the Update Test Results link on the Qualifications page.	Add and update test results.
Prior Work	FO_APP_PRIWRK	Staffing, Resources, Applicants, Applicants, Prior Work	Enter prior work experience information.
References	FO_APP_REF	Staffing, Resources, Applicants, Applicants, References	Enter reference information.
Source	FO_APP_SRC_DATA	Staffing, Resources, Applicants, Applicants, Source	Enter recruitment source information.
Forms	FO_APP_FORMS	Staffing, Resources, Applicants, Applicants, Forms	Add or view pre-defined forms to enter information about the applicant.
Forms	FO_APP_FORM_DTL	Click a View Form link on the Forms page. Click the Add New Form button on the Forms page.	Enter data about the applicant or employee by using pre-defined forms.
Reset Status	FO_APP_RESET_STAT	Staffing, Resources, Applicants, Applicants, Reset Status	Reset applicant status from Hire Pending to Active in cases where the FO_APP_HIRE application message fails.

Entering Contact Information

Access the Contact Information page (Staffing, Resources, Applicants, Applicants).

When you create and save the applicant record, the system automatically assigns the next applicant number in the sequence to the applicant. If the applicant becomes an employee, the system assigns an employee ID.

Warning! Although you can override the automatic numbering feature, we recommend that you either use the feature as designed or assign applicant ID numbers manually, but not both.

Applicant Status	Available statuses are: Applicant: Applies to those individuals who are converted from a pending status or entered directly into the Applicant pages. This resource is visible only through the Applicant pages. Employee Apply to those individuals who have been hired as an employee. These resources are visible only through the Employee pages. Non-Employee:Apply to those individuals who have been hired and who work for a third party. These resources are visible only through the Employee pages.
Status Codes	Available status codes are: Active: Applies to those individuals who should be currently considered for placement. This resource is visible only through the Applicants pages. Hired: Applies to those applicants who have been converted to either an employee or a non-employee. This resource is visible only through the Employees pages. Hire Pending: Applies to those applicants who are in the process of being converted to either an employee or a non-employee. In an integrated environment (where you have both PeopleSoft Staffing Front Office and PeopleSoft Pay/Bill Management installed), this could mean that the application messages are still being processed between the databases. This resource is visible only through the Applicants pages. Applicant Invalid: Applies to those individuals who should not be considered for placement for one reason or another. This resource is visible only through the Applicants pages. Applicant Pending: Applies to those individuals who are entered through self-service. This status is visible only through the Applicants pages.
Hire Applicant as Employee	Enter the hire date and click this button to hire the applicant as an employee. Note. This button is available only if the applicant has a status of Active.
Hire Applicant as Non-Employee	Enter the hire date and click this button to hire the applicant as a non-employee (or contractor). Note. This button is available only if the applicant has a status of Active.
Make Applicant Invalid	For individuals with an Active or Applicant Pending status, click this button to change the status to Invalid. After it is clicked, this button is unavailable and the Make Applicant Valid button becomes available.
Make Applicant Valid	For individuals with an Applicant (Pending) or Invalid status, click this button to change the status to Active. After it is clicked, the button becomes unavailable.
Re-Categorize	Click to assign the applicant to a different category.
Add To Hot List	Click to add the applicant to the Hot List pagelet. After it is clicked, the button becomes unavailable.
Delete From Hot List	Click to delete the applicant from the Hot List pagelet. This button is only available if the applicant is listed on the Hot List pagelet.

Contact Information

Enter the effective date for the person information. Complete all the Person Name fields for which you have information.

If the applicant has a mailing address that is different from his or her home address, click the Mailing Address link and then enter the mailing address.

Note. Because HRMS does not provide the Use Home Address as Mailing functionality, the system creates two addresses in HRMS during the hire process: one for home and one for mail. When the employee is hired, the system hides the Mailing Address link and the Use Home Address as Mailing field to avoid conflicts with data changes in PeopleSoft HRMS. Users must click the Edit Address button on the Employee page to view addresses in PeopleSoft HRMS.

The Country field is automatically populated from the user's personal preferences, but you can change it. Other address fields may change depending upon the country that is selected.

Phone Numbers, Email Addresses, and Web Addresses

Complete the group box fields for which you have information. At least one phone number must be entered.

Additional Links

These links are accessible from all pages in the component.

Propose Candidate	Click the Propose Candidate link to access the Send Email component.
Add Agenda	Click the Add Agenda link to add an agenda item.
Add History	Click the Add History link to add a history item.
Opportunity Search	Click the Opportunity Search link to search for opportunities for this applicant.
View History	Click the View History link to view history items for this applicant.
Orders	Click the Orders link to access the Orders component.

Entering Personal Information

Access the Personal Data page (Staffing, Resources, Applicants, Applicants, Personal Data).

Status and Eligibility

Marital Status

Select a marital status for the applicant. Values are:

Common Law
Divorced
Hd Hsehld (Head of Household)
Married
Separated
Single
Unknown
Widowed

If your organization does VETS-100 reporting, enter a value in the Military Status field in the Status and Eligibility group box. Values are:

Actv Resv (active reserve)
Inactv Resv (inactive reserve)
No Mil Svc (no military service)
Not Indic. (not indicated)
Other Vet (other protected veteran)
Retired (retired military)
Viet Vet (veteran of the Vietnam era)
Misc. Vet (veteran (VA Ineligible))
Both Vet (Vietnam & other protected vet)
Pre VEV (pre-Vietnam-era veteran)
Not VEV (not a Vietnam-era veteran
Post VEV (post-Vietnam-era veteran)
Vietnm Vet (Vietnam vet)
Non Vet (not a veteran)

Eligible to Work in U.S.	Select this check box if the applicant can prove that he or she is eligible to work in the United States.
Highest Education Level	Enter the level that is most closely associated with the highest educational level that the applicant has achieved.
Citizenship (Proof 1) and Citizenship (Proof 2)	Enter the types of proofs of citizenship, such as DRIVER LIC (driver's license) or PASSPORT, that were provided when filling out the I-9 form.
I9 Date Completed	Enter the date when the identifying documents that are required under the Immigration Reform and Control Act are provided by the applicant.
Alt Doc Expiration (alternate document expiration)	Enter the date that the employee's employment eligibility verification documentation expires. This field pertains to an employee's eligibility to work and is applicable for both citizens and noncitizens.

Personal Information

Complete this section only if you are hiring the applicant and the person will be paid through the company payroll system. Complete all the payroll fields for which you have information.

Date of Birth	Enter the applicant's date of birth. Note. If you add someone under age 16, the system displays a warning message when you save the record.
Birth Country	Enter the applicant's birth country.
Birth State	Enter the applicant's birth state. Note. Birth Country and Birth State are required if you are using PeopleSoft HRMS and entering a candidate with a national ID country of France or Belgium; otherwise, they are optional.
Gender	Select the applicant's gender. A value of Male or Female must be entered for this field to hire the applicant as an employee or non-employee.
Country	Enter the country that issued the applicant's national ID.
National ID Type	Enter the type of national ID that was issued to the applicant.
National ID	Enter the applicant's national ID number. For example, for the United States it would be the person's Social Security Number. If a national ID is not entered for the applicant, the system displays a warning message. National ID is required when an applicant is hired.
Primary ID	Select to indicate that this is the primary ID for the applicant.
Ethnic Group, and Visible Minority	If your organization is subject to U.S. Affirmative Action or Equal Employment Opportunity laws and regulations, select the applicant's ethnic group. This may be required for reporting purposes. Values include: American Indian/Alaska Native Asian Black/African American Hispanic/Latino Native Hawaiian/Oth Pac Island (native Hawaiian or other Pacific islander) Not Specified White If the applicant's country (national ID country) is CAN, select a value in the Visible Minority field. Values include: Black Chinese Filipino Indo-Pak (Indonesian Pakistani) Japanese Korean SE Asian (southeast Asian) W.Asn,Arab (west Asian, Arab) Other Not Visible
Person Type	This is used by the HRMS system to determine how to process the individual. This information is necessary only if the applicant is being converted to an employee in the HRMS system. Values include: Applicant Cobra Part (Cobra participant) GP Dep/Ben (global payroll dependent/beneficiary) Independnt (independent contractor) Leased Wrk (leased worker) Non HR EE (non-HR administered employee) Other NEE (other non-employee) Pen Payee (pension payee) Stock NEE (stock non-employee) Suc Candid (succession candidate) TLContrctr (Time and Labor contractor) TempWorker (temporary worker) Training
High Profile Candidate	Select to indicate that the applicant is an exceptional candidate for placement on job assignments.

Ownership Information

Vendor ID and Vendor Location	If this applicant is a contractor, enter the vendor information for the applicant.
Priority Code	Select a priority that represents the applicant's status in terms of his or her ability to fill a job order. The system administrator can define the selections that appear in this drop-down list box.
Commissions	Enter the user ID and the percentage of the earned commission that each user will receive. The commission percentages that you enter must add up to 100. Select the Primary User ID check box to indicate that the user who will be primarily responsible for the applicant.
Branches	Enter the branch and the percentage of the earned commission that each branch will receive. The commission percentages that you enter must add up to 100. Select the Primary Branch check box to indicate the branch that manages the applicant.

Entering Job Information

Access the Job Data page (Staffing, Resources, Applicants, Applicants, Job Data).

Note. You do not need to enter information in most of these fields until you are about to hire the applicant. Many of the values on this page can be supplied by default based upon user preferences. Your system administrator can set up the defaults.

Job Information

Company	Enter the company with which the applicant or employee is associated. If a company is associated with a department, the company value will be supplied by default when the department is entered.
Previously Employed by Company	Select this check box if the applicant or employee was previously employed by the company.
Business Unit HR	Enter the HRMS business unit for this applicant. This field appears only if Pay/Bill Management is installed.
Payroll System	Enter the payroll system that your organization will use to process payroll, such as NA Payroll (North American Payroll) or Global Pay.
Department	Enter the department for this job.
Pay Group	Enter the pay group under which you want to classify the applicant or employee. Pay groups are associated with companies.
Location Code	Enter the location where the applicant or employee will be employed.
Employee Type	Enter the type that best represents the employee or applicant, such as Hourly or Salaried. This value may be supplied by default when you enter the pay group.
Job Code	Enter the job code that is most closely associated with the duties being performed by the applicant or employee.
Global Pay Group	If the applicant is paid using global payroll, enter a global pay group. Note. This field appears only if Pay/Bill Management is installed. This field is required if you select Global Pay as the Payroll System value.
Benefit Program	Enter the benefit program under which the applicant or employee will be covered.
Tax Location Code	Enter the tax location from which the applicant or employee will be paid.
Regulatory Region	Enter the regulatory region under which you want to classify the applicant or employee. This field appears only if PeopleSoft Pay/Bill Management is installed. .
Workgroup	Enter the workgroup under which you want to classify the applicant or employee for PeopleSoft Time and Labor. This field appears only if PeopleSoft Pay/Bill Management is installed.
Taskgroup	Enter the task group under which you want to classify the applicant or employee for PeopleSoft Time and Labor. This field appears only if PeopleSoft Pay/Bill Management is installed.
Labor Agreement	Select an entry from the available options. Values originate in the HRMS application and are linked to a country. This field appears only if PeopleSoft Pay/Bill Management is installed.
Employee Classification	Enter a classification for the employee, such as Apprentice, Consultant, or Contractor.

Salary Compensation

This section appears only if Pay/Bill Management is installed.

Comp Rate Code (compensation rate code)	Enter the code that represents a pay component that will be used to calculate the employee's pay in the payroll system. For PeopleSoft Staffing Front Office, this is normally the code that is associated with the employee's base pay.
Compensation Rate	If the employee is to be paid a base salary, enter an amount in this field. If the employee is paid hourly per assignment, this data is entered on the assignment (or agreement item). In such cases, leave this field blank.
Currency Code	Enter the currency in which the employee will be paid.
Frequency	Select the frequency at which the employee's compensation rate is stated, such as Hourly, Monthly, or Weekly.
Annual Rate	Displays the employee's annual rate of pay based on the entries in the Salary Compensation fields.

Positions of Interest

Select service orders that are of interest for the applicant. When applicant status changes to valid the candidate is automatically added to the selected candidate grid for the service order.

Entering Application Information

Access the Application page (Staffing, Resources, Applicants, Applicants, Application).

Availability

Placement Type	Select the type of placement that the applicant prefers, such as Career or Temp.
Application Date	Select the date that the applicant applied with your organization. The default value for this field is the current date.
Desired Start Date	Select the first date that the applicant is available for an assignment.
Last Date Available	Select the last date that the applicant is available for an assignment. Note. The availability dates on this page are not affected by assignment status. You can search for and make offers to all active applicants and employees, even if they are already on assignment.
Full/Part-Time	Select Either, Full-Time, or Part-Time.
Assignment Duration	Select the duration of the assignment that is preferred by the applicant, such as Long Term, Moderate, or Short Term.
Notice Required	Select the type and length of notice that the applicant prefers when the employer terminates her or his assignment.
Desired Hours Per Week	Enter the number of hours per week that the applicant wants to work.
Overtime OK?	Select this check box if the applicant will work overtime.
Layoff/Recall	Select this check box if the applicant will work in a situation in which a layoff or recall has occurred.
Full-Time Student	Select this check box if the applicant is a full-time student.
Desired Work Days	For each day of the week, select the shift that the applicant wants to work, such as First Shift, No Shift, Second Shift, or Third Shift. The system administrator can define the valid values for this field. Note. After you select a shift for Monday, you can use the Replicate icon to copy the same shift selection to Tuesday through Friday.

Geographic Preferences

Location 1 and Location 2	Enter the top two locations that are preferred by the applicant.
Geographic Preference	Enter the region that is preferred by the applicant.

Travel

Willing to Commute, Willing to Relocate, Willing to Travel, and Willing to Travel Overnight	Select the Willing to Commute check box and then enter the number of travel minutes and maximum travel distance that the applicant is willing to commute. Select Kilometers or Miles. Select Willing to Relocate if the applicant is willing to relocate to secure a position. Select Willing to Travel if the applicant is willing to travel, and enter the maximum percentage travel to which the applicant is willing to commit. Select Willing to Travel Overnight if the applicant is willing to travel overnight.
Percentage Travel	Enter the percent the applicant is willing to travel.
Maximum Travel Distance, Kilometers, or Miles	Enter the maximum distance the applicant is willing to travel. Select Kilometers or Miles.
Home Airport	Enter either the name of the airport or the abbreviation of the airport nearest the applicant, such as SFO, JFK, or CHI.
Travel Minutes	Enter the minutes the applicant is willing to travel.
Transport Availability	Select the availability of transportation that is used most often by the applicant.
Restrictions	Enter any restrictions that the applicant may have regarding travel.
Comments	Enter any comments that you may have regarding the applicant's capacity for commuting or overnight travel.

Minimum Acceptable Pay Rate

Enter the minimum amount of pay for which the applicant is willing to work.

Amount	Enter the minimum pay amount that the applicant will accept.
Currency Code	Enter the currency to use when calculating the annual rate.
Pay Frequency	Select the frequency that the amount represents, for example, an hourly rate, a monthly rate, or an annual rate. The frequency will also affect how the annual rate is calculated.
Annual Rate	Displays the annual rate of pay that the applicant or employee wants to be paid. The system uses the frequency table and assumes full-time employment when calculating the annual rate. The system calculates it based upon the amount and the frequency.

Entering Resume Information

Access the Resume page (Staffing, Resources, Applicants, Applicants, Resume).

Applicants and employees can submit multiple resumes, each of which focuses on different skills and strengths. They can also include samples of their work, letters of reference, or documents explaining special circumstances, such as medical requirements. You associate multiple documents to one person, as well as track multiple documents for individual applicants or employees, by assigning a unique file name to each resume.

Note. The Verity index creation occurs more rapidly when information has been pasted into the Resume Text field, as opposed to the information being in an electronic attachment.

Language Code	Enter the language in which the resume is composed.
Resume Text	Paste the body of the resume here.
Add Resume Attachment	Click to browse for and attach additional resume items. If you are using resume parsing, the system will populate several fields in the Applicant component with information from the resume. The system will display a message indicating that any existing data in these fields will be overwritten. The system also creates a log indicating any errors that occurred during parsing.
Additional Attachments	Click to attach items to the applicant in addition to the resume.
Delete Resume Attachment	Click to delete the previously attached resume.

Entering Qualifications Information

Access the Qualifications page (Staffing, Resources, Applicants, Applicants, Qualifications).

This page displays a variety of qualification information about the applicant. You can add or update information for each of the categories in the first eight group boxes by clicking the respective update link and accessing specific update pages. For the last two categories, Job Titles and Lines of Business, you can look up and add the information directly from the Qualifications page.

Competencies

For the competency you want to add click the Update Competencies link. From the Competencies page (FO_APP_COMPS), enter the competency description or a partial description, and click Search. Select the check box for the competency that you want to add, and then click the Select button to add it to the Competencies group box at the bottom of the page. Select Proficiency and Interest Level from the drop-down list boxes. Enter the applicant's relevant information in the Year Acquired, Year Last Used, and Years of Work Experience fields. Repeat these steps to add additional competencies. When all the competencies are listed, click the OK button to add the list to the Qualifications page.

School Education

You can make multiple entries for each applicant, as well as add or delete a school. PeopleSoft Staffing Front Office does not deliver the entries for the School Code field. Your system administrator must provide these during implementation. Staffing Front Office does deliver the values for the School Type and Level Achieved fields. Your system administrator, however, can modify them during implementation to reflect your requirements.

From the update page, enter values for the Country, School Type, Date Acquired, Average Grade, School Code, School Name, State, Area of Study, and Grade fields, and then click the OK button to add the information to the Qualifications page.

Country and State	Enter the information for the school.
School Type	Enter the type of school. Note. If school types have been entered into the system, but none appear when you search with the Lookupbutton, you must add a tableset ID matching the country.
Date Acquired	Select the date that the applicant received the degree.
Average Grade	Enter the applicant's average grade using one decimal place, for example 4.0.
Completed	Select if the applicant completed the grade level.
School Code and School Name	Select the school that the applicant attended. Note. When you select a value from the School field, the description appears in place of the School Name field. If the school that you are looking for is not on the list, enter the school name directly in the School Name field.
State	Select the state in which the school is located.
Area of Study and Grade	Enter the subject area in which the applicant studied and his or her grade point average.

Professional Education

From the update page, enter degree, major, and school information, and then click the OK button to add the information to the Qualifications page.

Degree	Enter the degree that the applicant earned.
Date Acquired	Select the date that the applicant received the degree.
Average Grade	Enter the applicant's average grade using one decimal place, such as 4.0.
Graduated	Select if the applicant graduated from the degree program.
Major Code and Major	Select the subject in which the applicant majored. If you select a value, the description appears in place of the Major field. If the correct value does not appear in the major list, you can enter the major in the Major Code field.
School Code and School Name	Enter the school that the applicant attended. Note. When you enter a value from the School Code field, the description appears in place of the School Name field. If the school that you are looking for is not on the list, enter the school name in the School Code field.
Educator	Enter the name of the educator.
Country and State	Enter the country and state in which the school is located.

Licenses/Certificates

From the Licenses/Certificates update page, enter license, issue date, expiration date, and location information, and then click the OK button to add the information to the Qualifications page.

License or Certificate Code	Select the license or certificate code. If the code is missing, your system administrator can add it to the system. The Description field is automatically populated on the Qualifications page.
Issue Date	Enter the date that the license or certificate was issued.
License/Certification Number	Enter the license or certificate number.
Issued By	Enter the group that issued the license or certificate.
Expiration Date	Enter the expiration date of the license or certificate.
License Verified and Renewal in Progress	Select these check boxes to indicate the status of the license or certificate.
Country and State	Enter the information for the license or certificate.

Languages

From the update page, enter language and proficiency information, and then click the OK button to add the information to the Qualifications page.

Language Code	Select the appropriate language code. The Description field is automatically populated.
Native Language, Translator, and Teacher	Select all check boxes that apply.
Speak, Read, and Write	Select the proficiency for each of these categories.
Evaluation Date	Enter the date on which the language proficiency was evaluated.

Memberships

From the update page, enter organization and mandate information, and then click the OK button to add the information to the Qualifications page.

Organization	Select the organization of which the applicant is a member. The Description field is automatically populated.
Membership Date	Enter the date on which the applicant began his or her membership.
Mandate	Enter the mandate or purpose of membership.
Mandate Position	Enter the mandate position.
Mandate Begin Date and Mandate End Date	Enter the begin and end dates of the mandate.

Honors and Awards

From the update page, enter award and grantor information, and then click the OK button to add the information to the Qualifications page.

Honor or Award	Select the honor or award. The Description field is automatically populated.
Grantor	Enter the grantor of the award.
Issue Date	Enter the date on which the honor or award was issued.

Test Results

From the update page, enter test and score information, and then click the OK button to add the information to the Qualifications page.

Test and Test Description	Select the test from the predefined list. The Description field is automatically populated.
Test Date	Select the date that the test was administered.
Test Score	Enter the score that the applicant earned on the test.
Passed Test	Select this check box if the applicant or employee achieved a passing score on the test.

Job Titles

For each Job Category entry that you add, enter a Job Title code.

Note. The PeopleSoft system delivers an index of job categories and job titles at the time of installation. You may want to delete this list from the database, in all or in part, and use a job title index that meets your unique business requirements. If you are not satisfied with the job titles and job categories that are available to you, consult with your system administrator.

Lines of Business

Enter as many Lines of Business entries as appropriate.

Entering Prior Work Experience Information

Access the Prior Work page (Staffing, Resources, Applicants, Applicants, Prior Work).

Start Date and End Date	Select the dates that the applicant started and ended work for the employer.
Currency Code	Enter the currency in which the applicant or employee was paid.
Ending Pay Rate	Enter the applicant's rate of pay when the job ended.
Employer	Enter the employer name in the Employer field. If the employer is a customer of the staffing company, then enter the relevant information in the Customer SetID and Customer ID fields.
Pay Frequency	Select the frequency at which the applicant's pay rate is stated. This field is used to calculate the applicant's annual rate of pay.
Annual Rate	Displays the applicant's annual rate of pay based on his or her ending pay rate and the pay frequency.
Country, City, State, and Telephone	Enter address and telephone information for the employer.
Job Description	Enter a brief description of the duties and responsibilities that are associated with the position. This is a free-form field. You can cut and paste descriptions directly into the field.
Ending Job Title	Enter the applicant's job title when he or she left the job.
Supervisor	Enter the name of the applicant's supervisor.
Termination Code	Select the entry that most closely describes the reason that the applicant separated from the employer.
Would Return to Employer	If the applicant or employee previously worked for an employer, and he or she would work for the employer again through your staffing organization, select this check box.
Customer SetID and Customer ID	Select the customer setID and customer for whom the applicant worked. If you select a customer ID, the customer name appears in the Employer field. If you do not select a customer ID, you can enter the name of the employer in the Employer field. Note. If you select a customer ID but then change the value in the Employer field, the system clears the Customer ID field when you save the page.
Email Address	Enter the email address of the employer. Click the Email Address button to compose and send an email to the selected email address. Note. When entering a new email address, you must save the page before clicking the Email Address icon.
Company URL	Enter the website address that is associated with the employer. This is useful when you want to contact an employer to verify credentials on an applicant record. Click the URL button to launch a new browser window and display the website that is associated with the address that is entered in the field. Note. When entering a new website address, you will need to save the record before using the URL icon.
Full/Part Time	Select either Full-Time or Part-Time.
Comments	Enter comments about the applicant's job at the listed employer.

Entering Reference Information

Access the References page (Staffing, Resources, Applicants, Applicants, Prior Work).

References

Reference Number	The system generates this number automatically.
Date Contacted and Reference Type	Enter the date on which you obtained the reference information and a reference type: Personal, Professional, or Both.
Reference Name and Title	Enter the reference's name and his or her title. If the reference is a supervisor from a prior employer that was used on the Prior Work page, his or her name appears in the prompt list. If the reference is not from the prior work page, you can enter the name directly in the field.
Employer	Select a previous employer. The values for this field come from the Employer field on the Prior Work page. If the reference is not from a previous employer, you can enter the employer name directly in the field. Note. If you add employers in the Prior Work page, you must save the applicant before you can see the employers on the References page.
E-mail Address	Enter the email address of the reference. Note. When entering a new email address, you must save the page before using the Email Address button.
User ID	Enter the user ID of the person performing the reference check. By default, the system displays the user ID of the person entering the information.
Generate Reference Email	Click to send a preformatted letter to the email address that is listed for the contact. Your system administrator can modify the letter for your specific requirements using Crystal Reports.
Comment	Enter any comments that you have about the applicant's reference information.
Telephone, Phone Extension, and Country	Enter the telephone number and phone extension of the reference, and enter the country and other address information as well. Note. The address-related fields change depending on the country that is selected.

Reference Form

Form Type	Select the type of form that you want to add to the Reference page. The system is delivered with the form type REFR (references).
Reference Check By	Select Customer, Recruiter, or Third-Party Service to indicate how the reference was checked.
SetID	Select the setID from which to draw the Form Code. This is usually an organizational unit of your company, such as corporate headquarters or a branch.
Form Code	Select the form that you want to add to the page. For example, you can track the applicants' answers if you do multiple or different kinds of interviews. Selecting a specific form code returns a specific set of questions. Forms are defined by the system administrator. To make any changes to the list of available forms or to the content of the forms, consult with your system administrator.

Entering Recruiting Source Information

Access the Source page (Staffing, Resources, Applicants, Applicants, Source).

Recruiting Sources

Recruit Source Category	Enter the category of the recruiting source. Examples include personal referrals, job fairs, and newspaper ads.
Recruiting Source ID	Enter the specific name or number for the recruiting source. This can be any relevant name or number.
Recruiting Source	Enter a recruiting source. For example, if the source category is a newspaper ad, select the name of the newspaper as the source. If the name of the source is not available from the prompt table, enter it directly into the field.
Ad ID (advertisement ID)	Enter the specific advertisement name or number for the recruiting source. This can be any relevant name or number.

Application/Resume Source

Source and Date Received	Select the method by which you received the applicant's application or resume, such as Email or Web, and the date that you received it.
Referring Name	Enter the name of the person referring the applicant. The entry in this field can be other applicants or employees already in the system. If the person is not in the system, you can manually type in their name. Note. If you manually enter a name, it must be in PeopleSoft format: lastname,firstname with no spaces in between (for example, Smith,Jane).
Specific Source	Enter the source that is associated with your entry in the Source field. For example, if you selected Direct Hire as the source, enter the name of the recruiter who first spoke with the person.
Comment	Enter any comments that are related to how the applicant found out about your company or a specific position.

Collecting Additional Information Using Forms

Access the Forms page (Staffing, Resources, Applicants, Applicants, Forms).

Most of the form setup activity occurs during implementation of the system. The PeopleSoft Enterprise system delivers the following form types for the Applicant and Employee form pages: Employee Credit Information, Employee General Information, Employee Interview Worksheet, Employee License Information, and Interview Summary General.

You can select forms that include basic questions that are related to the application process. You can select multiple forms to track the employee's application process. You define the form codes for these form types during implementation. To make any changes to the list of available forms or to the content of the forms, consult with your system administrator.

Click a View Form link to view details of a particular form.

To collect additional information about the applicant:

Click the Add New Form button to enter a new Form type, setID, Form code, and date. Each form has a different set of questions or fields. It is up to your organization to decide what information should be contained in these forms. Complete all the fields for which you have information.

Click the Form Summary link to return to the forms summary display.

Resetting Applicant Status

Access the Reset Status page (Staffing, Resources, Applicants, Applicants, Reset Status).

Click the Reset button to reset an applicant's status from Hire Pending back to Active. The button will be available only if the applicant's status is Hire Pending.

Loading Resume Data

This section discuses how to:

Load resume data.
View the integration log.
View mapping errors.

Note. These pages are only applicable if you have defined integration to a resume parsing vendor.

Pages Used to Load Resume Data

Page Name	Definition Name	Navigation	Usage
Load Resume	FO_RESLOAD	Staffing, Resources, Applicants, Resume Loader	Load multiple resumes.
Integration Log	FO_OI_LOG	Staffing, Resources, Applicants, Integration Log	View a log of resumes that were loaded.
Mapping Errors	FO_MAP_ERRORS	Staffing, Resources, Applicants, Integration Log Click the Mapping Errors link on the Integration Log page.	Review any errors that occurred and fix those mapping errors.

Loading Resume Data

Access the Load Resume page (Staffing, Resources, Applicants, Resume Loader).

The resume files can be added one by one or by uploading a single .ZIP file containing all the resume files.

Resume Load Description	The system populates this field by default with the user ID, date and time of the request. You can change this to any unique value.
Extractor	Select a resume parsing vendor.
Country	Enter the applicant's country.
Language	Select the language of the resumes.
Run Control ID	The system will assign this value using the next available number.
Add Multiple Resumes	Click to add a .ZIP file containing multiple resumes.
Add Resume	Click to add a single resume.
Load Resume	After you have added the resumes to the page, click this button to load the resume data into the applicant records.

Viewing the Integration Log

Access the Integration Log page (Staffing Resources, Applicants, Integration Log).

Transaction

Click on the transaction link to view the outgoing message.

Mapping Errors

Click to access the Mapping Errors page.

Viewing Mapping Errors

Access the Mapping Errors page (click the Mapping Errors link on the Integration Log page).

Click the Correct Mapping link to correct any mapping errors that occurred during the loading of resumes.

Matching Applicants and Employees to Customers and Job Orders

The Verity Opportunity Search feature enables you to search on orders, customers, and contacts.

After you establish applicants, employees, and customers in your database, you can match the skills and job titles of applicants and employees to the skills and job titles being requested by your customers and contacts.

This section discusses how to view skills and job title matches of applicants and employees for customer, contact, and resource requests.

Page Used to Match Applicants and Employees to Customers and Job Orders

Page Name	Definition Name	Navigation	Usage
Opportunities for <employee name>	FO_REVERSE_MTCH	Click the Opportunity Search link from any of the pages in the Applicants component.	View matches.

Viewing Matches

Access the Opportunities for <employee name> page (Click the Opportunity Search link from any of the pages in the Applicants component).

After you display an applicant or an employee record and click the Opportunity Search link, the system attempts to match the skills and job titles of the candidate with the skills and job titles being requested by your contacts, by customers, or by orders that have been placed.

If a match occurs, the system displays the names of the contacts. You can then click the View link on the line for the match to access the contact's record, the customer's record, or the order record and learn more about the types of job titles and skills they are requesting.

Viewing Pending Applicants

This section discusses how to view pending applicants.

Pages Used to View Pending Applicants

Page Name	Definition Name	Navigation	Usage
Pending Applicants	FO_PNDG_APPL_SRCH	Staffing, Resources, Applicants, Pending Applicants	View pending applicants and take action on them.

Viewing Pending Applicants

Access the Pending Applicants page (Staffing, Resources, Applicants, Pending Applicants)

Action

Select one or more applicants, then perform any of the following actions:

Add Agenda: Select to add an agenda item for the selected applicants.

Add History: Select to add a history item for the selected applicants.

Add to Considering List: Select to add the selected applicants to the considering list of the corresponding order.

Add to Hot List: Select to add the selected applicants to the Hot List.

Delete Applicant: Select to delete the selected applicants from the pagelet. The applicants are not deleted from the system.

Make Invalid: Select to mark the selected applicants invalid.

Make Valid: Select to mark the selected applicants valid.

Send Email: Select to send an email to the selected applicants

View Resume: Select to view the resumes of the selected applicants.

Name

Click to view the Applicant page.

Order Description

Click to view the order.

Resume

Click to view the resume for the applicant.

Hiring Applicants

After you decide to hire an applicant as an employee or contractor, you must obtain certain information before you can place that employee on an assignment.

This section discusses how to hire an applicant as an employee or a non-employee.

Note. If you integrate PeopleSoft HRMS and PeopleSoft Pay/Bill Management with your PeopleSoft Staffing Front Office application, employees are hired into your PeopleSoft HRMS system. You can continue to access employees from PeopleSoft Staffing Front Office, but the system will direct you to PeopleSoft HRMS when you need to update an employee's personal and job-related data.

If you have PeopleSoft Pay/Bill Management installed without PeopleSoft Staffing Front Office, you must use the Applicants component to add your staffing employees.

If you create a new employee in PeopleSoft HRMS through the Administer Workforce component and enter a national ID, the system also stores the national ID in PeopleSoft Staffing Front Office. If you attempt to hire that person through PeopleSoft Staffing Front Office, the system validates the uniqueness of the national ID and checks for duplicates.

Employees hired directly in the Administer Workforce component need to be made eligible for staffing before they can be used in PeopleSoft Staffing Front Office.

Warning! If you are using both the PeopleSoft Staffing Front Office Applicant component and the PeopleSoft HR Recruit Workforce component to hire employees, the applicant ID (APPLID) autonumbering ranges for both applications must not overlap.

Page Used to Hire Applicants

Page Name	Definition Name	Navigation	Usage
Contact Information	FO_APP_PERS_DATA1	Staffing, Resources, Applicants, Applicants	Enter contact information, and hire applicants as employees or non-employees.

Converting Applicants to Employees

Access the Contact Information page (Staffing, Resources, Applicants, Applicants).

Enter the hire date.

Click the Hire Applicant as Employee button or the Hire Applicant as Non-Employee button.

Note. When you convert an applicant to an employee, the system assigns an employee ID number.

Warning! If you integrate PeopleSoft HRMS and PeopleSoft Pay/Bill Management with your PeopleSoft Staffing Front Office application, staffing non-employees should be added only through PeopleSoft Staffing Front Office, not from PeopleSoft HRMS.

Maintaining Employee and Contractor Records

This section provides an overview of maintaining employee and customer records and discusses how to:

Update emergency contact information for active and inactive employees.
Update tax information for active and inactive employees.

Understanding Employee and Contractor Record Updating

If you are using both PeopleSoft Staffing Front Office and PeopleSoft Pay/Bill Management, you must enter candidates as applicants in PeopleSoft Staffing Front Office and then hire them into PeopleSoft HRMS as employees. Prior to being assigned to a temporary order, the applicant must have a valid employee ID, as determined by PeopleSoft HRMS.

When the applicant becomes an employee, you can access employee data in PeopleSoft HRMS from PeopleSoft Staffing Front Office. Use your HRMS application to update personal and job-related information. If you are using Staffing Front Office only, candidates are hired through the PeopleSoft Staffing Front Office system, and all updating is done within PeopleSoft Staffing Front Office.

After you establish an employee or contractor in the system, you can use the pages in this section to periodically update information as needed.

The pages in the Employee component are nearly identical to the pages in the Applicant component, except for the Emergency Contacts page and the Tax Data page, which do not appear in the Applicant component. For a description of the Emergency Contacts page and the Tax Data page, refer to the following section. For descriptions of the other pages in the Employee component, refer to the descriptions of the pages in the Applicant component.

Note. Any employee that you enter directly into your PeopleSoft HRMS application will not be available for assignment and update in PeopleSoft Staffing Front Office unless you have made them eligible for Staffing Front Office.

Pages Used to Maintain Employee and Contractor Records

Page Name	Definition Name	Navigation	Usage
Emergency Contacts	FO_EMERG_CNTCT	Staffing, Resources, Employees, Employees, Emergency Contacts	Enter emergency contact information for employees.
Tax Data	FO_EMP_TAX_DATA	Staffing, Resources, Employees, Employees, Tax Data	Enter tax information for employees.

Updating Emergency Contact Information for Active and Inactive Employees

Access the Emergency Contacts page (Staffing, Resources, Employees, Employees, Emergency Contacts).

Note. This page is applicable to PeopleSoft Staffing Front Office standalone implementations only. If you have PeopleSoft Pay/Bill Management installed, this page is not visible.

Contact Name	Enter the full name of the emergency contact.
Relationship to Employee	Select a description that most closely matches the emergency contact's relationship to the employee, such as DPDaughter (domestic partner daughter), F Son (foster son), Roommate, Rec Child (recognized child)
Same Address as Employee	Select to indicate that the emergency contact lives at the same address as the employee.
Primary Contact	Select to indicate that the emergency contact is the main contact for this employee.
Same Phone as Employee	Select to indicate that the emergency contact has the same phone number as the employee.
Additional Phone Numbers	Click to enter additional phone types and phone numbers for the contact.

Updating Tax Information for Active and Inactive Employees

Access the Tax Data page (Staffing, Resources, Employees, Employees, Tax Data).

Note. This page is applicable to PeopleSoft Staffing Front Office standalone implementations only. This page is informational only. No processes use this data.

Select the Distribution Mail Option that is used to distribute paychecks.

Federal Tax

FWT Marital Status (federal withholding tax marital status)	Select a withholding tax status: Married or Single.
FWT Allowances	Enter the number of allowances that the employee claims.
FWT Additional Amount	Enter the additional amount of tax that the employee wants withheld.
FWT Estimated Amount	Enter the estimated amount of tax that the employee wants withheld.
FWT Additional Percentage	Enter the additional percentage of tax that the employee wants withheld.
EIC Status (earned income credit status)	Select the earned income credit status: Mar Spc (married without spouse filing), Married (married, both spouses filing), N/A (not applicable), or Single (single, or head of household).

W2 Information

Statutory Employee	Select to indicate that the employee is statutory and therefore can report income and expenses as a business. An example is someone who works at home.
Legal Representative	Select to indicate that the employee has legal representation or is a legal representative.
Deceased	Select to indicate that the employee has died.
Retirement Plan	Select to indicate that the employee has a separate retirement plan.
Deferred Compensation	Select to indicate that the employee has deferred compensation. Deferred compensation provides the employee an opportunity to voluntarily shelter a portion of his or her wages from federal income taxes while saving for retirement to supplement social security and pension benefits. Under such plans, federal income tax is not due on deferred amounts or accumulated earnings until the employee receives a distribution (payment) from his or her account.
Household Employee (942)	Select to indicate that the employee will do such things as care for children, clean homes, cook, or provide other personal services, usually within a household.

Medicare Qualified Govt Emp

Select the Medicare Qualified Gov't Emp (Medicare qualified government employee) check box if the employee qualifies for Medicare coverage.

State Tax

Enter information similar to that which you entered for federal tax, including:

SWT Marital/Tax Status (state withholding tax marital tax status)	Select Married or Single.
Special Tax Status	Select a special status: Exempt, Maintn Grs (maintain taxable gross), N/R Alien (nonresident alien), or None.
Resident	Select this check box if the employee is a resident of the State that is entered.

Local Tax

Enter information similar to that which you entered for federal and state tax, including:

LWT Marital/Tax Status (local withholding tax marital tax status)	Select Married or Single.
Auto Calculate	Select this check box to indicate whether the taxes will be automatically calculated. This is an informational field only.

Collecting Employee Quality Feedback Information

Use the Employee Feedback page to collect feedback from your employees about their employment experiences with your customers. This enables you to collect valuable information from employees that can be used by your staffing organization to improve the way business is conducted.

This section discusses how to enter employee feedback information.

Page Used to Collect Employee Quality Feedback Information

Page Name	Definition Name	Navigation	Usage
Employee Feedback	FO_EMP_QUAL_FDBK	Staffing, Resources, Employees, Provide Employee Feedback Click the Employee Feedback link in the Employee component.	Collect feedback from employees about their experiences with customers.

Page Name

Definition Name

Navigation

Usage

Employee Feedback

FO_EMP_QUAL_FDBK

Staffing, Resources, Employees, Provide Employee Feedback

Click the Employee Feedback link in the Employee component.

Collect feedback from employees about their experiences with customers.

Entering Employee Feedback Information

Access the Employee Feedback page (Staffing, Resources, Employees, Provide Employee Feedback).

You can enter feedback for an employee anytime after they have been assigned to an assignment.

Complete all the fields for which you have information.

Employee Quality FB

Date of Entry	Enter the date the feedback was entered into the system.
Qualified Match	Select this check box to indicate this person was a qualified match for the assignment.
Date Sent	Enter the date the feedback was sent from the customer.
Form Code	Enter the specific form you want to use for capturing feedback. The system updates the page with a set of fields that you can then complete. Each form has a different set of questions or fields. Your organization decides what information should be contained in these forms.
Appraiser Name	Enter the name of the person appraising the employee's performance.

Specific Feedback Details

The fields that display in this group box depend on the Form Code selected.

Viewing Employee History

This section provides an overview of employee history and discusses how to:

View employee history.
View employee history detail.

Understanding Employee History

The Review History page contains a record of the critical transactions that have transpired between you and your customers with regard to a particular employee. It includes data primarily from the agenda and assignment pages, because these pages generate the most transactions between your customers and your staffing service. You can, however, save many other types of records and events to the database and retrieve them through the normal search process.

The system generates a history item when a user completes an agenda item and clicks the Add History button. The system also generates a history item in real time after a user completes certain assignment functions, rather than generating the item when the user schedules it as an agenda item.

Pages Used to View Employee History

Page Name	Definition Name	Navigation	Usage
Review History	FO_HISTORY	Staffing, Resources, Employees, Review Employee History	View the assignment history for an applicant or employee.
History Detail	FO_HISTORY_DTL	Staffing, Resources, Employees, Review Employee History, History Detail	View the assignment history detail.

Viewing Employee History

Access the History page (Staffing, Resources, Employees, Review Employee History).

To view additional detail for a particular transaction, click its View History button.

Viewing Employee History Detail

Access the History Detail page (Staffing, Resources, Employees, Review Employee History, History Detail).

The layout of the history page is the same for all types of history records. Blank fields do not have any association with the history event.

Transaction	Click on the transaction link to view the outgoing message.
Mapping Errors	Click to access the Mapping Errors page.

Action	Select one or more applicants, then perform any of the following actions: Add Agenda: Select to add an agenda item for the selected applicants. Add History: Select to add a history item for the selected applicants. Add to Considering List: Select to add the selected applicants to the considering list of the corresponding order. Add to Hot List: Select to add the selected applicants to the Hot List. Delete Applicant: Select to delete the selected applicants from the pagelet. The applicants are not deleted from the system. Make Invalid: Select to mark the selected applicants invalid. Make Valid: Select to mark the selected applicants valid. Send Email: Select to send an email to the selected applicants View Resume: Select to view the resumes of the selected applicants.
Name	Click to view the Applicant page.
Order Description	Click to view the order.
Resume	Click to view the resume for the applicant.