Setting Up Recruiting Statuses

This chapter provides overviews of recruiting statuses and of delivered status configuration. It then discusses how to set up recruiting statuses.

Understanding Recruiting Statuses

This section provides overviews of:

• Recruiting status areas.

• Recruiting status setup

Recruiting Status Areas

Recruiting statuses help a recruiter identify the circumstances of an applicant and job opening.

The Six Status Areas

PeopleSoft Talent Acquisition Manager has six areas (known as recruitment areas) in which statuses are tracked:

1. Job Openings: helps identify where to focus efforts regarding a job opening.

   For example, the job opening status can indicate whether a job opening is Pending Approval, Open, or Filled/Closed.

2. Applicants: helps identify who to act on, and what actions to take.

   For example, the applicant status can indicate whether the applicant is Active, Inactive, or Hired.

3. Recruitment Summary: indicates an applicant's overall status with regards to a particular job opening.

   For example, the recruitment summary status, or disposition, can indicate that an applicant has Applied, been Screened, been Interviewed, received an Offer, or been Hired or Rejected.

   Although the disposition is specific to a single job opening, applicants can also apply without identifying any job openings. The "no job selected" application is still considered a job opening and has its own disposition.

   Important! On recruiting pages, the status in this area is called the applicant's disposition.

4. Route: indicates the options for further steps to take for an applicant after screening or other preliminary assessment.

5. Interview: identifies the progress of an applicant within the interview stage and the options for further steps to take for the applicant.

6. Offer: identifies the progress of an applicant within the offer stage.

Status codes within the recruiting areas provide a convenient way to assign consistent business rules to your recruiting activities. When you define status codes, you can also define status change effects so that a status change in one recruitment area can affect the status in another recruiting area. This cascading effect relieves you of the responsibility for managing some of your recruiting processes.

For example, when you hire an applicant into a job opening, you can set the status of the applicant to Hired, the status of the job opening to Filled/Closed, the dispositions of all other applicants for that job opening to Reject - Another Applicant Was Hired, and the hired applicant's disposition with regards to any other job openings to Reject - Selected for Other Position.

Note. Although the Route, Interview, and Offer status areas might seem to be sub-statuses for the Route, Interview, and Offer dispositions, it is important to understand that these are separate status areas. Any relationship between them and the applicant's disposition is a result of status change effects.

The Route and Interview Status Areas

The Route and Interview status areas serve a slightly different purpose than the other status areas.

For example, consider the delivered statuses for the Interview area: Interview, Make Offer, Hold, Reject, and Withdrawn. These do not suggest the stages of the interview process (which might be more like scheduled, cancelled, and complete). Rather, these statuses indicate the beginning of the process (Interview) and then the possible next steps that you might want to take when the interview takes place.

When managing an applicant's interview, the interview statuses are used in two ways. First, the statuses are available in the interview evaluation form, where interviewers select a status to indicate what action they recommend. Recommending a status does not update the status, it simply provides feedback to the recruiter who eventually does update the status. Second, the statuses are available as choices when the recruiter selects a final recommendation after all interviews are complete. When the recruiter selects a final recommendation, status change effects update the applicant's disposition accordingly. For example, if the final recommendation (and thus the final interview status) for the applicant is Reject, and if you use the delivered status change effects, the system updates the applicant's disposition to Reject

The Route status area works the same way. The delivered statuses are Routed, Invite for Interview, Hold, Reject, and Withdrawn. The recruiter sends out a request for routing recommendations, the recipients of that request recommend one of the statuses, the recruiter selects a final routing status, and status change processing in turn updates the applicant's disposition.

See Routing Applicants.

Recruiting Status Setup

To set up recruiting statuses:

1. Use the Statuses and Reasons Code page to define status codes and associated reasons for each of the six recruitment areas.

2. Use the Status Area page and its secondary pages to define:

   1. The default status that is used for a new (or newly approved) records in each status area.

   2. Which statuses trigger notifications when they are used.

   3. The status progression within each recruitment area.

   4. How applying a particular status in one area can trigger additional status change effects in the same or different areas.

Note. The system includes a comprehensive set of codes and associated status processing rules. Oracle recommends that you use these delivered statuses and rules rather than setting up your own.

Default Statuses

The system applies different default statuses at different stages:

Status Progression

For each status code, you can define the progression from one status code to another by indicating the statuses that typically occur after the current status.

For example, the next status for a job opening with a status of Open might be Hold, Filled/Closed, or Canceled.

If a user manually updates the status to one that is not configured as a successor, the system displays a warning. The user can choose to ignore the warning and save the new status anyway.

Effect of Status Changes

When the status of an applicant, job opening, or application changes, this can affect the status of other records.

For example, when a recruiter decides to hire an applicant, this affects the Recruitment Summary status of other applicants and affects the job opening status. The following table explains the delivered rules for the Hire status.

Note. This table shows the delivered rules, which we recommend that you use. However, you can adjust the status codes and rules to suit your organization.

There are restrictions on the changes allowed. Changing an applicant's status to Inactive, for example, doesn't have an impact on the status of a job requisition. However, it does have an impact on the status of the applicant's open applications. The following example illustrates how status values in each recruitment area impact statuses in other recruitment areas.

You define the rules for changing status values on the Effects of Status Change page.

For each rule, you define:

• Recruitment area affected.

• The records within the recruitment area that are affected by the status change.

• The new status and reason code that the system applies to those affected records.

Here is an example of the Effects of Status Change page for the Hired status.

Example of the Effects of Status Change page

In this example, when an applicant's application is set to 090 Hired,the following rule is applied:

• The recruitment area that is affected is Job Opening.

• The new status that the system applies is 110 Filled/closed.

Note. This example shows only one of the delivered rules for the Hired status. The Hired status has other rules that you access by clicking the navigation buttons.

Understanding the Delivered Status Configuration

This section provides overviews of:

• Delivered status codes and reasons.

• Delivered status change effects.

• Hard-coded status processing.

Delivered Status Codes and Reasons

The following table identifies the statuses that are delivered with the system:

Delivered Status Change Effects

The following tables summarizes the effects of status changes in each recruitment area.

Job Opening Status Change Effects

This table lists the delivered effects of status changes in the Job Opening recruitment area.

Applicant Status Change Effects

This table lists the delivered effects of status changes in the Applicant recruitment area.

Recruitment Summary Status Change Effects

This table lists the delivered effects of status changes in the Recruitment Summary recruitment area.

Route Status Change Effects

This table lists the delivered effects of status changes in the Route recruitment area.

Interview Status Change Effects

This table lists the delivered effects of status changes in the Interview recruitment area.

Offer Status Change Effects

This table lists the delivered effects of status changes in the Offer recruitment area.

Hard-Coded Status Processing

If you modify the delivered status configuration, be aware that certain actions have hard-coded references to particular status codes, and design your status system accordingly.

For example, in the Recruitment Summary area, the Reject Applicant action always applies status code 110. Therefore, using that code for any status other than Reject will invalidate the Reject Application action.

Recruitment Summary Statuses

Here is a list of situations where the system invokes specific status codes for the recruitment summary (disposition) area. The delivered value for each status code is noted in parentheses.

• The Link Application to Job action has a hard coded default disposition of 015 (Linked), but users can override the default.

• The Link Applicant to Job Opening action displays a warning if you assign a disposition other than 019 (Linked Questionnaire) when linking an applicant to a job opening that has a questionnaire.

  The same warning appears if a user assign disposition 019 to a job opening that does not have questionnaire.

• The Prepare for Hire action is available only if the disposition is 071 (Offer Accepted).

• The Prepare for Hire action always applies disposition 080 (Ready for Hire)

• The Withdraw from Hire action is available only if the applicant's current disposition is 080 (Ready for Hire), and performing the Withdraw from Hire action always applies status 120 (Withdrawn)

• The post-hire message from the Human Resources system sets the disposition to 090 (Hired)

• The Copy Applicant to Employee action is available only if the disposition is 090 (Hired)

• The Reject Applicant action always applies disposition 110 (Reject)

Job Opening Statuses

Here is a list of situations where the system invokes specific status codes for the job opening status area. The delivered value for each status code is noted in parentheses.

• The post-hire message from HR sets the job opening status to 110 (Filled/Closed) if the available openings is zero.

• The Hold, Close, and Cancel actions on the Find Job Openings page update the job opening status to, respectively, 100 (Hold), 110 (Filled/Closed), and 120 (Canceled).

  If any of these status codes do not exist, the corresponding action does not appear in the Select Action drop-down list box.

Setting Up Recruiting Statuses

To set up recruiting statuses, use the Status and Reasons (HRS_STS_DFN) and Status Area (HRS_STS_AREA) components.

This section discusses how to:

• Define statuses and reason codes.

• Set up rules for status areas.

• Define successors.

• Define the effects of status changes.

Important! The delivered system includes complete recruiting statuses definitions, including statuses, recruitment rules, successors, and status change effects. Oracle strongly recommends that you use the delivered statuses and status effects.

Pages Used to Set Up Recruiting Statuses

Defining Statuses and Reasons Codes

Access the Statuses and Reasons page (Set Up HRMS, Product Related, Recruiting, Statuses and Reasons, Statuses and Reasons).

Recruitment Area	Displays the recruitment area whose statuses you are defining.
Status Cd (status code) and Description	Enter a unique identifier and a description for each status code.
Recruitment Phase	When defining statuses for the Recruitment Summary area, select a value to identify the overall phase of the recruitment process to which the status (disposition) belongs. Select from these values: 1-Review, 2-Applied, 3-Screen 4-Route 5-Interview 6-Offer, 7-Hire, or 8-Reject. Certain recruiting processes use this information to identify applicants who are at specific points in the recruiting process. For example, when you access the Prepare Job Offer page from the Recruiter Alert pagelet, the system displays a list of applicants whose dispositions are associated with the Offer phase. The screening process also looks at the recruitment phase to determine which applicants to process. To prevent applicants in the later phases of the recruiting process from being screened, the system processes only applicants whose dispositions are associated with either the 1-Review phase, the 2-Applied phase, or no phase at all. (Additionally, the disposition must have the Open check box selected.)

Status Attributes

Approval Status Attributes

There are two recruiting objects that you can configure to require approval: job openings and job offers. The fields in the Approval Status Attributes group box are therefore available only for the job opening and offer recruitment areas.

Note. Use the Successors page to indicate an overall default status that is used for approved records and, if approvals are not active, for new records.

Associated Reasons

Optionally create reasons that are associated with the status.

Setting Up Rules for Status Areas

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

Default	Select this check box to indicate the status that the system should apply to new records and, in areas where approvals are active, to newly approved records. For example, when job opening approvals are not active, the default status for the job opening status area is applied when a user clicks the Save and Open button on a new job opening. Additionally, the default status is used for new job openings that are created by cloning an existing job opening. You can select one status only as the default.
Complete	Select this check box if the status indicates the successful completion of the recruitment process. Successful refers to the most desirable outcome of the process—one that results in a hired applicant. For example, in the Job Opening status area, both Filled/Closed and Canceled are possible final statuses, but only Filled/Closed represents the successful completion of the recruitment process. You can select one status only as the complete status. For the Job Opening, Applicant, and Recruitment Summary status areas, the system displays an error if a user attempts to change a status from the complete status. In the Route, Interview, and Offer status errors, the system displays a warning, but lets the user continue.
Notification	Select this check box if you want a notification sent to the recruiters and hiring managers for the job opening when the status is applied. Notifications related to applicant status changes are sent to the recruiters and hiring managers of the applicant's job openings that are in open statues. For Job Openings, the JobOpeningStseffct template is used. For Applicants, the ApplicantStsEffct template is used. For all other areas, the OtherStsEffct template is used. Note. The system sends status change notifications to the email address that is associated with the user's user ID, not the email address that is associated with the user's personal data record.
Successors	Click to display the Status Successors page.
Effects of Status Change	Click to display the Effects of Status Change page.

Defining Successors

Access the Status Successors page (click the Successors link on the Status Area page).

Recruitment Area and Description

Identifies the status whose successors you are listing.

Status Successor Details

Defining the Effects of Status Changes

Access the Effects of Status Change page (click the Effects of Status Change link on the Status Area page).

Recruitment Area (top of page) and Description

Identifies the status that, when applied, will cause the status effect changes that you configure on this page.

Status Changes

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