Setting Up Additional Recruiting Definitions

This chapter describes how to:

• Set up recruiting roles and security.

• Setting up sites.

• Set up recruiting locations.

• Set up the job posting description library.

• Set up application attachments.

• Set up contact methods.

• Set up interview definitions.

• Set up job offer components.

• Set up the data transfer to HR.

Setting Up Recruiting Roles and Security

To set up recruiting roles, use the Recruiting Recruiter Roles (HRS_ROLE_DEFN) component.

This section provides an overview of recruiting security and discusses how to identify recruiting roles.

Understanding Recruiting Security

This overview discusses:

• Access to job opening data.

• Access to applicant data.

• Recruiting administrator privileges.

Access to Job Opening Data

The following people have access to job openings:

• The creator of a job opening, as indicated on the Create New Job Opening component (HRS_JO_LAUNCH).

• The recruiting team, consisting of the people (recruiters, hiring managers, interviewers, interested parties, and screening team members) who are individually identified in the job opening.

• Users who have access to the job opening's department through the HRMS department security tree.

• Approvers and their proxies, if job opening approvals are active.

In some circumstances, the members of your recruiting team may not have standard data permission access to the transaction data in the job opening.

To give recruiting team members access to job openings:

1. Create or identify a permission list that you will use for this purpose.

2. Access that permission list in the Security by Permission List page (Set Up HRMS, Security, Core Row Level Security, Security by Permission List, Security by Permission List ).

3. In the Security Set field, select RSOPN.

4. In the Security Type grid, add a row for the security access type 031 (Recruiting Team).

   The system displays EmplID for the Key 1 field. Leave this field empty. This security access type has hard-coded key values so you do not need to specify any EmplID values.

5. Assign the permission list to one or more roles, and assign the roles to those users who need recruiting team access.

When a member of the recruiting team for a particular job opening accesses the job opening, the system determines if the user has a permission list with recruiting team access before granting access to the opening.

See Granting Data Access to Permission Lists by Field Value.

Access to Applicant Data

The data of applicants who are associated with a job opening is available to those with access to the job opening.

Applicants who are not associated with any job openings are visible to anyone with access to the applicant components.

Recruiting Administrator Privileges

To grant recruiting administrator privileges, associate users with roles that are also associated with the Recruitment Administrator recruiting role type. To associate roles with a recruiting role type, use the Recruiting Roles page.

Administrator privileges include:

• Accessing the eligibility & identity information for applicants.

• Accessing a comprehensive list of person profiles in a job opening.

  Other users can only access their own profile or the profiles of their direct reports.

• Changing the status of draft applicants.

• Changing the recruitment template on a job opening.

• Editing job opening details when the job opening status is Hold, Cancelled, or Closed.

• Overriding the status of a job opening.

• Cloning job openings.

  Users who are associated with any recruiting role type are able to clone job openings.

Page Used to Identify Recruiting Roles

Identifying Recruiting Roles

Access the Recruiter Roles page (Set Up HRMS, Recruiting, Recruiter Roles, Recruiter Roles).

Recruiting Role Type

The system identifies recruiting users through the user of recruiting roles. There are seven types of recruiting roles, and for each one that you use, you identify one or more associated PeopleSoft Security roles. Users who are associated with any of the PeopleSoft Security roles that you select are then able to participate in the associated recruiting activities. Users with roles that are associated with the Recruitment Administrator role type have privileges including the ability to clone job openings, change the status of draft applicants, change the recruitment template on a job opening, override the status of a job opening, and access the eligibility & identity information for applicants. The other available role types are Federal Recruiter, Hiring Manager, RS Approval Administrator (recruiting solutions approval administrator), RS Technical Administrator (recruiting solutions technical administrator), Recruiter, and Recruiting User. Users with roles that are associated with any of these role types are considered recruiters. Recruiters can be added to a job opening hiring team as a recruiter. Recruiters also have access to the clone job opening function on the Job Opening page. Note. The only role type that carries unique privileges is the recruitment administrator. Other than that, the system does not give different privileges to users with different role types. Association with a recruiting role is not required for users to be added to a job opening's hiring team in any capacity other than recruiter. For example, any user can be added as a hiring manager or interviewer, even if that user is not associated with a recruiting role.

Recruiter Roles

Select PeopleSoft Security roles to associate with the recruiting role type.

See Also

Delivered Permission Lists and Roles for Talent Acquisition Manager

Setting Up Sites

To set up sites, use the Setup Site ID (HRS_SITE_ID) component.

This section provides an overview of sites, lists prerequisites, and discusses how to set up sites.

Understanding Sites

Candidate Gateway enables organizations to manage the look and feel of the application for each of their career sites by creating a site ID for each site. Site IDs define the details of a Recruiting Solutions online application site, including the jobs that applicants can access through the site.

The system requires that you associate a default resume template to each site. If there is no resume template associated to the job opening to which an applicant applies online, or if the applicant applies online without applying to a specific job opening, the system uses the resume template that you assign to the site.

After you set up sites, specify a default site ID on the Recruiting Installation - Applicants page. The system uses the default site ID when it cannot determine a specific site.

You can set up an unlimited number of sites for an organization. For example, an organization can have a unique site for each business unit in the organization, and applicants accessing those sites can have access to job openings for each specific business unit. Sites are either for internal applicants that are employees, internal applicants that are non-employees, or external applicants. You can also utilize the text catalog to target different audiences. For example, you can have different text on the pages for internal and external applicants.

See “The Recruiting Solutions Using Sites red paper on My Oracle Support.”

Prerequisites

Before you can set up sites, you must:

• Set up row security.

  See Setting Up and Administering HRMS Security.

• Set up resume templates.

  See Setting Up Resume Templates.

• (Optional) Set up resume extractor vendors.

  See Setting Up Recruiting Vendors.

• Set up portal definitions.

  See Enterprise PeopleTools PeopleBook: Internet Technology, "Administering Portals"

Page Used to Set Up Sites

Setting Up Sites

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

Site ID	Displays the ID that you entered when you added a new site ID value. This is used as a parameter on the URL to direct users to the correct site.
Resume Template ID	Select the resume template that you want to associate with this site. If the job opening to which the applicant is applying is associated with a resume template, the system uses that resume template. If the job opening to which the applicant is applying is not associated with a resume template, or if the applicant is not applying to a specific job opening, the system uses the resume template that you specify here. Define resume templates in the Setup Resume Template component.
Applicant Type	This field is informational only. Select Employee, External Applicant, or Non-Employee to indicate which type of applicant uses this site.
Country	Select a country to use for resume extraction. Some resume extractors require a country to format names and addresses. Define countries by using the Country Table (COUNTRY_TABLE) component.
Default Extractor	Select a default resume extractor. The system uses the resume extractor that you specify here to extract information from applicant's resumes. If you do not select a value, applicants can attach resumes but the system cannot extract information from the resumes. Set up resume extractors in the Setup Vendor (HRS_VENDOR_SETUP) component.
Default SetID	Select a default setID. The system uses this setID to determine the appropriate information to present to applicants that access the system through this site. Define setIDs on the TableSet Control page.
Default Portal	Select the default portal. The system uses this portal, and the node associated with the portal, to define the URL for redirection to this site from sources such as job board providers. Define portals on the Portal Definitions page.
External ERP Site (external employee referral program site)	Identify the site where external candidates are directed to view and update information when their application is submitted through an employee referral or automatch search.
Test Links	The system uses the specified test links to verify the layout of a particular site and to easily retrieve the full URL path. The separate URLs, Internal Link and External Link, allow the site to be viewed from either an internal employee's perspective or as an external applicant, respectively.

Setting Up Recruiting Locations

To set up recruiting locations, use the Recruiting Locations (HRS_LOCATION) component.

Page Used to Set Up Recruiting Locations

Defining Recruiting Locations

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

You associate job openings with recruiting locations to help applicants who want to narrow their job search geographically. Recruiting locations can be as broad or narrow as you like, and can contain other recruiting locations as well as actual company locations.

Setting Up the Job Posting Description Library

To set up the job posting description library, use the Posting Descriptions (HRS_JO_PST_DSC_TBL) and Posting Descriptions Library (HRS_JO_PST_LIB_TBL) components.

This section provides an overview of the job posting description library and discusses how to:

• Define posting description types.

• Create posting descriptions.

Understanding the Job Posting Description Library

Job postings that are posted to a job board or intranet include a description of the job opening. When you create job postings, you can optionally bring in predefined content from the posting description library. Using content from the library enables you to standardize job posting content.

Note. You also have the option to enter freeform text and graphics when you create a job posting.

Posting description types are categories of boilerplate text. For example, you may want categories for information that:

• Positions your organization within the market.

• Outlines the job responsibilities.

• Lists the qualifications that an applicant must have for this job opening.

• Explains how to apply for the job opening.

When you create a library entry, you associate it with a specific description type.

Pages Used to Set Up the Job Posting Description Library

Defining Posting Description Types

Access the Posting Description Type page (Set Up HRMS, Product Related, Recruiting, Posting Descriptions , Posting Description Type).

Creating Posting Descriptions

Access the Posting Description Library page (Set Up HRMS, Product Related, Recruiting, Posting Description Library, Posting Description Library).

Description Label	Enter the text to be used as a section label in the job posting.
Description	Enter content for this library entry. Content can include text and graphics, and can be formatted to enhance the presentation of your content.

Setting Up Application Attachments

To set up application attachments, use the Attachment Types (HRS_ATCHTYPE_TBL) component.

This section provides an overview of attachment types and discusses how to define attachment types.

Understanding Attachment Types

The Attachment Types component enables you to set up classifications for attachments to applicant records. When applicants add attachments in Candidate Gateway, they must indicate the attachment type by selecting from the types that you set up here.

For each attachment types, you indicate the maximum number of attachments per application, and you identify the directory where those documents are stored.

PeopleSoft delivers the following attachment types:

• Resume.

• Reference.

• Transcripts.

• Cover letters.

• Personal References.

• Professional References.

See Also

Reviewing Career Tools

Entering References

Page Used to Set Up Application Attachments

Defining Attachment Types

Access the Attachment Type Setup page (Set Up HRMS, Product Related, Recruiting, Attachment Types, Attachment Type Setup).

Maximum Occurrences/Applicant	Enter the maximum number of attachments that an applicant can submit for this specific attachment type. When the processing type is Resume, the maximum is 1, and this field is not enterable.
URL Identifier	Select the URL address that will house the documents for this attachment type.
Edit	Click the link to display the URL Maintenance page, which you can use to define the URL address that is used to store the attachments.
URL	Displays the URL address for the selected URL identifier.
Processing Type	Identifies the type of attachment. This is used when the applicant applies for a job online or submits additional attachments, or you request references from the applicant. There can be only one attachment type for each of these processing types: Resume, Reference, and OIF Other. For the Resume attachment type, the Maximum Occurrences/Applicant value must be 1, indicating that an applicant can upload only one resume per application. To create additional classifications of attachments, use the Other processing type. For example, attachment types for cover letters or transcripts have this processing type.

Setting Up Contact Methods

To set up contact methods use the Contact Method Types (HRS_CNTCT_MTHD) component.

This section provides an overview of recruitment letters and discusses how to define contact method types.

Page Used to Set Up Contact Methods

Defining Contact Method Types

Access the Contact Methods page (Set Up HRMS, Product Related, Recruiting, Relationship Management, Contact Method Types, Contact Methods).

Contact Method

Enter a contact method description. Many forms of contact take place outside of the system; users select the contact method when manually entering information about communication with an application.

PeopleSoft delivers these contact methods. You can add as many as you like.

Setting Up Interview Definitions

To set up interview definitions, use Interview Types (HRS_INT_LVL_TBL), Interview Evaluation Category (HRS_INT_CTG_TBL), and Interview Evaluation Ratings (HRS_INT_RTG_TBL) components.

This section provides an overview of interview evaluation setup and discusses how to:

• Create interview types.

• Create interview evaluation categories.

• Create interview ratings.

Understanding Interview Definitions

Set up these three types of definitions for interviews:

• Interview types categorize the interview.

  Example of interview types might be in house, campus, and phone.

• Interview categories define the areas in which you want to evaluate applicants.

  PeopleSoft delivers four categories: Communication Skills, Education/Training, Work Experience, and Technical skills. You can add as many categories as necessary.

• Interview ratings define how you rate the applicant within the category and associate a score to that rating.

  PeopleSoft delivers three ratings: Excellent, which has a score of 2; Average, which has a score of 1; and Not Qualified, which has a score of 0. You can add as many ratings as necessary.

After you set up these tables, you can create interview evaluation templates. Interview evaluation templates enable you to group categories and ratings so that you can create interview evaluations that target a specific job opening or group of job openings.

See Setting Up Interview Evaluation Templates.

Pages Used to Set Up Interview Definitions

Creating Interview Types

Access the Interview Types page (Set Up HRMS, Product Related, Recruiting, Screening, Interview Types, Interview Types).

Enter a description that describes how an interview may be conducted. This description is used when you schedule an interview.

Creating Interview Evaluation Categories

Access the Interview Evaluation Category page (Set Up HRMS, Product Related, Recruiting, Screening, Interview Evaluation Category, Interview Evaluation Category).

Creating Interview Ratings

Access the Interview Evaluation Ratings page (Set Up HRMS, Product Related, Recruiting, Screening, Interview Evaluation Ratings, Interview Evaluation Ratings).

Score

Enter a score for this evaluation rating.

Setting Up Job Offer Components

To set up job offers, use the Offer Component Type (HRS_OFF_TYPE_TBL) and Offer Component (HRS_OFF_CMPNT_TBL) components.

This section provides an overview of job offer setup and discusses how to:

• Create job offer component types.

• Enter job offer component information.

Understanding Job Offer Setup

This section provides an overview of job offer setup.

Components of Pay

Often, the compensation package in a job offer includes multiple elements, of which the base salary is just one component. You might offer applicants a bonus, stock options, or car allowances in addition to a salary. To track all elements of job offers, you need to set up job offer components and job offer component types for your organization.

Use job offer component types to group similar offer components. For example, you might have a type for the salary job offer components. Hiring managers, recruiters, and recruiting administrators select from the predefined components when entering applicant job offers.

See Making Job Offers.

Attachments for Online Job Offers

When you post a job offer to Candidate Gateway, you can post not only the offer letter, but also additional relevant attachments. These can be applicant-specific, or they can be general-purpose documents such as proof of citizenship forms or information related to your organization's employment policies.

To define the organization-level attachments that recruiting users will be able to add to job offers, you use the attachments framework that is a common component for all PeopleSoft HCM applications.

The attachments framework categorizes attachments as one of three types:

• Attachment: an electronic file such as a PDF document.

• URL: a link to a file or web sites

• Document definition: a placeholder for a file attachment, URL, or note that the person creating the job offer will add on the fly.

To set up job offer attachments using the attachments framework:

1. Access the Define Attachments page (Set Up HRMS, Common Definitions, Attachments, Define Attachments) and create the attachment.

   Use this page to upload a file, enter a URL, or create a document definition, depending on the type of attachment you are defining.

   You also use this page to enter an attachment description and define which roles can access the attachment.

2. Access the Maintain Definitions page (Set Up HRMS, Common Definitions, Attachments, Maintain Definitions) for the object owner HRAM, and associate individual attachments with specific key values such as specific business units or companies.

   For example, if you upload country-specific proof of citizenship forms, then you use this page to associate each uploaded file with the correct country. This ensures that a recruiter who is selecting attachments to add to the offer will be able to access only attachments that are appropriate for the specific job opening.

See Configuring Attachments.

Pages Used to Set Up Job Offers

Creating Job Offer Component Types

Access the Offer Component Type page (Set Up HRMS, Product Related, Recruiting, Offer Component Type, Offer Component Type).

Role Name	Select the role that is responsible for administering the offer component type. For example, if you create a component type for stock options, you would link this to the stock administrator role. If you set up email workflow, the system sends an email to the person with the selected role to notify that person of new hires. See Enterprise PeopleTools PeopleBook: Security Administration
Base Salary Indicator	Select this check box if the component type forms part of the base salary. The system uses this check box to calculate the total base salary. When a job offer is entered, the system checks whether the base salary exceeds the maximum salary grade range for the job. You define the salary grades for a job opening on the Salary Grades page.

Entering Job Offer Component Information

Access the Offer Component page (Set Up HRMS, Product Related, Recruiting, Offer Component, Offer Component).

Offer Type	Select the type of offer from the available component types. Define component types on the Offer Component Types page.
Cash	Select this check box if the offer component is received as cash. For example, base salary is a cash component, so you would select this check box, but for stock options, you would leave the check box deselect because stock options are not paid out as cash. When this check box is selected, the system will verify that the frequency and currency codes are defined on Offer Component page. This check box appears on the Offer Details page.
Frequency	Enter the frequency at which this component will be paid.
Currency Code	Enter the currency that will be used to pay this component.

Setting Up the Data Transfer to HR

The Manage Hire Setup page enables you to select the information you want to transfer from the recruiting tables to the HR tables. To define the data to transfer, use the Data Transfer to HR (HRS_MNG_HIR_STP) and Hire Notification (HR_HIRE_NOTIF) components. When you hire an applicant, the system uses the information defined here to determine the data to transfer.

This section discusses how to define the recruiting data to transfer to HR.

See Also

Hiring Applicants

Page Used to Set Up the Data Transfer to HR

Defining Data to Transfer to HR

Access the Manage Hire Setup page (Set Up HRMS, Product Related, Recruiting, Data Transfer to HR, Manage Hire Setup).

Type of Hire

Select the type of hire you are performing. Your choices are: Add Concurrent Job Add Contingent Worker Hire Rehire Transfer

Transfer to HR (transfer to human resources)

Select the check box next to the information that you want transferred to the HR database for this type of hire. On the Person tab, available options include personal information such as name, national ID, addresses, email addresses, and phone numbers. There is also a check box to select if you want users to be able to send offer letters along with other applicant information. Specifically, selecting the Offer Letter check box causes the system to display a Send Offer Letter to HR check box on the Prepare for Hire page. Users must explicitly select that check box (which is deselected by default) to include the offer letter in the message to the HR system. Important! If you select the Offer Letter check box the system does not automatically send the letter. Instead, the system gives users the option of sending the offer letter when preparing specific applicants for hire. See Preparing for Hire.

Profile

Select the Profile tab.

The Profile tab lists profile content types that have been set up for applicants. The specific content types depend on your configuration, but examples might include competencies, licenses and certificates, and language skills.

Select the check boxes for the types of profile information that the system is to include when sending the applicant's data to the human resources system.

Other

Select the Other tab.

The Other tab lists additional types of applicant information that you can send to the human resources system, including eligibility/identity data, disability and accommodation data, checklists, employment contracts, and bank accounts.

Select the check boxes for the types of information that the system is to include when sending the applicant's data to the human resources system.