Setting Up Additional Recruiting Definitions

This chapter describes how to:

• 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 online job offer attachments.

• Set up the data transfer to HR.

Setting Up Recruiting Locations

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

This section provides an overview of recruiting locations and discussed how to define recruiting locations.

Understanding Recruiting Locations

Recruiting locations enable you to classify jobs geographically in the way that makes the most sense to your recruiting process. Recruiting locations can be as broad or narrow as you like.

When jobs are posted to Candidate Gateway, the recruiting location is visible to applicants, and applicants can search for jobs based on recruiting location. Applicants can also specify recruiting location preferences in their applications, and recruiters can then use that as search criteria when searching for applicants.

A job opening with multiple target openings can be associated with multiple recruiting locations. You must provide the number of target openings for each recruiting location. When a job opening has multiple recruiting locations, Candidate Gateway displays the text Multiple locations for that job posting.

Recruiting locations can contain other recruiting locations. For example, you could set up a recruiting location for California that contains recruiting locations for Northern California and Southern California. When applicants search for jobs in California, the search results include jobs that are associated with the California recruiting location, the Northern California recruiting location, and the Southern California recruiting location.

Recruiting locations can also be associated with the physical location that you set up in your core Human Resources tables. Through this association, recruiting locations are associated with the country for the physical location. The system uses this information to determine whether to display USA-specific data elements (self-identification details for collecting gender and ethnicity information) to applicants when they apply for jobs using Candidate Gateway. When determining if a job opening is in the USA, the system looks at the physical locations for all of the job's recruiting locations.

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).

Location or Recruiting Location

In each row, select either a physical location or another recruiting location, but not both. Define physical locations using the Location (LOCATION_TABLE) component. See Establishing 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. When recruiters upload attachments on the Application Details page, they can optionally indicate the attachment type.

Every attachment type is associated with a specific processing type that controls how the system works with that type of attachment. The following table describes the four processing types:

When you set up attachment types, you always indicate the processing type and the URL where those documents are stored. For Other attachment types, you also indicate the maximum number of attachments that applicants can supply per application.

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 PeopleTools: Security Administration PeopleBook
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 Online Job Offer Attachments

This section provides an overview of online job offer attachments and describes how to invoke custom attachment processing.

Understanding Online Job Offer Attachments

When you enable online job offers (posting job offers to Candidate Gateway), the system provides the ability to post attachments with the job offer.

Any offer letter that a recruiter generates is automatically added to the offer's list of attachments, but the recruiter can also add additional attachments. A standard attachment interface enables the recruiter to attach local files. Additionally, the PeopleSoft HCM attachment framework enables recruiters to select attachments from a predefined library of job offer attachments. On the job offer pages, these are referred to as organizational attachments.

See Making Job Offers.

Benefits of the Common Attachments Framework

Using the common attachment framework enables you to:

• Ensure that recruiters have access to current versions of standard documents.

• Enable recruiters to pick from a list of appropriate documents rather than having to remember what documents are available.

• Define different lists of attachments for different contexts, such as different business units, regulatory regions, or job codes.

Types of Documents in the Attachment Framework

Generally, we think of “attachments” as file attachments. However, the attachment framework supports three types of objects. Only two of these are commonly used as job offer attachments:

• File attachments.

• URLs (links).

The third object supported by the attachment framework is known as a document definition. Document definitions are not typically used in recruiting. They are empty placeholders that are used to collect specified types of information from self-service users. (For example, the self-service process for applying for a medical leave might include a document definition for a completed medical form, which the employee is responsible for uploading.)

If you were to create a document definition for a job offer, the recruiter (and not the applicant) could put file attachments, URLs, or text notes into the placeholder. But because the recruiter can add files attachments directly to the offer and can incorporate URLs and text notes into the offer letter, using document definitions for this functionality normally adds complexity without providing any benefit.

Note that the applicant who views the offer in Candidate Gateway can see any files, URLs, or notes that a recruiter puts into a document definition, but the applicant cannot use the document definition to add information to the system. Instead, the online job offer page provides a separate mechanism that the applicant uses to upload completed forms or send messages to the recruiter.

Establishing a Context-Sensitive Attachment Library

The PeopleSoft HCM Application Fundamentals PeopleBook provides complete documentation for using the common attachment framework to create an attachment library. The key steps for defining job offer attachments are as follows:

1. Go to the Define Attachments page (Set Up HRMS, Common Definitions, Attachments, Define Attachments) to create the attachment and to list the roles that have access to the attachment.

   When you create the attachment, you identify it as a file attachment or a URL, and you either upload the file attachment or enter the URL.

2. Go to the Maintain Definitions page (Set Up HRMS, Common Definitions, Attachments, Maintain Definitions) and access the record for the HRAM (HR Applicant Manager) owner ID.

   The owner ID controls which PeopleSoft HCM business process can access the attachment. The HRAM owner ID identifies attachments that are available for job offers.

3. Establish the contexts in which attachments are to be available, and associate specific attachments with each context.

   As delivered, the HRAM owner ID has context keys for Business Unit, Company, Department SetID, Department, Job Code SetID, Job Code, Job Family, Position Number, Location SetID, Location Code, and Regulatory Region. The attachment framework enables you to modify the context keys to suit your business requirements.

The following illustration shows the Maintain Definitions page for the HRAM owner ID. In this illustration, the All Values check box is selected for all of the context keys, so the listed attachments will be available for all job openings, regardless of the business unit, company, and so forth.

To add attachments that are available for just one specific business unit, you would create an additional row in the Context scroll area, deselect the All Values check box for the Business Unit key field, and enter the specific business unit for the context. You would then add the business unit-specific attachments to the Attachments grid.

See Configuring Attachments.

Pages Used to Invoke Custom Attachment Processing

Invoking Custom Attachment Processing

Access the Job Offer Attachment Setup page (Setup HRMS, Product Related, Recruiting, Job Offer Attachment Setup, Job Offer Attachment Setup).

Application Class Path, Method Name, and Method Name

The method identified by these three fields here is called from the page activate of the Organizational Attachments page (HRS_OFF_SELATC_SEC) in the Job Offer component. It determines which job offer attachments are displayed on the Organizational Attachments page if a match is found for the context keys passed in. See Attaching Organizational Level Documents. To invoke custom processing, clone the delivered method, then modify the it according to your needs. Save the customized application class as a new application class within HRS_APPLICANT_TRACKING, then enter the new method name on this page.

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.