Approving Job Offers
This topic provides overviews of setup for offer approvals, how to approve offers, and the delivered approval process for job offers.
This topic then discusses how to approve job offers using classic approval pages or Fluid Approvals.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
HRS_RECRUIT_CONSOL |
View pending approvals and approve job offers. |
|
|
HRS_APP_RCMNT |
Approve a job offer or add approvers or reviewers to the approval process. |
|
|
NA |
Add approvers or reviewers to the approval process. |
|
|
EOAWMA_TXNHDTL_FL |
Approve a job offer. |
Job offer approval processes are configured using the common Approval Framework and then activated using a setting on the Recruiting Installation page.
Approval Framework
Approval processes are defined using the common Approval Framework. Recruiting Solutions uses the JobOffer approval process definition, created in the Approval component, to manage approval processing for job openings.
For more information, see Understanding Approvals and Setting Up Approval Process Definitions.
Approval Process Activation
To use the approval process for job offers, select the Job Offers check box in the Approvals Required group box on the Recruiting Installation - General Page.
If your organization requires works council approval for job offers, also select the Optional Works Council check box on the same page.
If you deactivate offer approvals when there are pending approvals:
You can still see pending job offers on the classic Pending Approvals page, but you cannot act on them or follow the link to the Prepare Job Offer detail page.
You can still access the Fluid Approvals page for job offers, but if you attempt to act on the offer (for example, by clicking the Approve button), an error message informs you that job offer approvals are not active.
Oracle recommends that you approve or deny all pending approval requests before deactivating approval processing for job offers.
Using Status Change Effects to End an Approval Process
The delivered status change effects in the recruiting system include a configuration that automatically rejects offers that are in Hold or Extend status when the applicant’s disposition changes to Reject. For example, if you close a job opening, the delivered status change effects automatically reject all applicants for the job opening, and that in turn rejects offers that have been extended for those applicants.
However, the delivered status change effects do not automatically update offers that are in Pending Approval status. Consider updating the status change effect configuration so that pending offers also get rejected when the applicant is rejected. Changing the offer status so it is no longer pending approval automatically terminates the approval process. Terminating the approval process removes the offer from the approver’s list of pending approvals.
See Understanding Recruiting Statuses, Understanding the Delivered Status Configuration, and Setting Up Recruiting Statuses
This overview discusses how to act on a job offer approval request.
Approval Pages
The following pages are available for approving job offers:
The Pending Approvals Page under the Recruiting menu lists the job offer that require your approvals. You can act on one or more approval request directly on this page.
Note: The Pending Approvals page under the Recruiting menu is a classic page. Fluid Approvals also has a Pending Approvals page that lists pending approvals for all transactions, not just recruiting transactions.
The Prepare Job Offer Page: Approvals Tab enables you to take action on the specific offer you are viewing.
The notification that the system sends to approvers includes a direct link to the Prepare Job Offer page.
The Job Offer Page for Fluid Approvals enables you to approve offers within the common Fluid Approvals component.
For more information about Fluid Approvals, see Using PeopleSoft Fluid User Interface Self-Service Approval Transactions.
Approver Actions
Approvers have these options:
Approving the job offer.
The system records the approval and notifies the next approver, if any. When the final approver approves the offer, the system sets the job opening status to Extend.
Denying the job offer.
The system sets the job offer status to Denied, stops the progress of the job offer, and notifies the requester.
Pushing back the job offer.
The system notifies the previous approver that the job offer has been pushed back and needs his or her attention.
Pushing back an offer takes a currently pending step out of pending status and requeues the previous step to its approvers. The purpose of push back is to question the prior step's approval and request clarification. Because push back only makes sense if there is a previous approver, the first approver cannot push back.
Note: Changes to the offer status can also trigger changes to other statuses. If you use the delivered status change effects, when the offer status changes to Extend, the applicant's disposition changes to Offer.
Job Offer Changes
If an offer is in pending status or its default open status (as defined in your status configuration), changes to the job offer re-trigger the approval process. When the approval process is re-triggered, the system starts the approval process over with the first approver. If the offer was in its default open status, the system also puts it back into pending status.
Approval Delegation
If you enable delegation for job offer approval, approvers can delegate approval authority to proxies for specified amounts of time. The system gives the proxy access to the Pending Approvals component, which displays the job openings for which approval has been delegated.
For more information, see Talent Acquisition Manager Delegations.
Oracle delivers a default approval process for job offers. This process includes up to three approvers:
The first approver is the primary hiring manager's supervisor.
To identify the supervisor of the hiring manager, the system uses the Target Information page.
If the job offer is not associated with a job opening, you can specify a hiring manager on the Prepare Job Offer page when you create the job offer. If there is no hiring manager, then the first approval step is skipped. If the primary hiring manager's supervisor is inactive, the first approver is the supervisor of the inactive employee.
The second approver is the recruiter or recruiters for the job opening or, if the offer is not associated with a job opening, the recruiter specified on the offer.
When multiple recruiters are specified for a job opening, any one of the recruiters can approve the job offer.
If there is no recruiter on the job opening (or on the offer, for an offer without a job opening), the system routes the approval request to the recruiting solutions approval administrator.
If works council approvals are activated, and if the job opening is associated with a works council ID, then the works council spokesperson is the third and final approver.
The works council spokesperson is specified in the Spokesperson field on the Works Council Table page.
See Setting Up Works Councils.
If there isn't a works council ID tied to the job offer, or if there is no one entered in theSpokesperson field, the system skips this approval step.
The following diagram illustrates the delivered approval process, which includes three approvers when works council approval is needed and two approvers otherwise. The process starts when the system sends the first approver a notification at the time the offer is submitted. As each approver approves the offer, the system sends notifications to the next approver.
Note: You can modify this delivered approval process to fit your organization's business needs.
Use the Pending Approvals page (HRS_RECRUIT_CONSOL) to view and act on pending approval requests.
Navigation:
This example illustrates the Pending Approvals page.
Pending Approvals
Field or Control |
Description |
|---|---|
Select |
To approve or deny multiple pending approvals, select the check boxes for the transactions that you want to approve or deny, If offer approval processing has been turned off in the Recruiting Installation component, the check box for the transaction is disabled and the user cannot act on the pending approval. |
Job Opening ID |
Displays the job opening ID for the transaction to be approved. |
Sender |
Displays the name of the person who submitted the offer for approval. |
Received |
Displays the date that you received the request to approve this job offer. |
Subject |
Job offer approvals start with the text Offer Approval. Click a job offer approval link to access the Prepare Job Offer page, where you can view details and approve or deny the offer. If offer approval processing has been turned off in the Recruiting Installation component, the link is disabled and the user cannot access the transaction from this page. |
<Action> |
To approve or deny transactions from the Pending Approvals page, first select the transactions, then select Approve or Deny from the drop-down list box below the Pending Approvals grid, then click Go. The system approves or denies the selected transactions and removes them from the page. |
Use the Prepare Job Offer Page: Approvals tab (HRS_APP_RCMNT) to approve, deny, or push back a job offer.
This tab is visible after a job has been submitted for approval. However, if approval processing is subsequently turned off in the Recruiting Installation component, this tab is no longer visible.
Navigation:
Click the link for a job offer transaction on the Pending Approvals page, then access the Approvals tab.
This example illustrates the Approvals tab on the Prepare Job Offer Page.
This example illustrates the fields and controls that a recruitment administrator sees on the Prepare Job Offer page: Approvals tab
Note: The Approvals tab appears on the Prepare Job Offer page only after the offer is submitted for approval.
Job Offer: <Approval Status>
This group box displays a graphical representation of the approval process. There is a box for each approver. The box title shows the approver's status, while the box contents include the approver's name, the approver's role in the approval process (for example, the hiring manager's supervisor), and the date, if any, when the approver took action on the approval request.
Additional graphical elements in this group box include color-coding the approver boxes according to the approver's status, and status icons next to the approver's user ID.
Field or Control |
Description |
|---|---|
<Approver User ID> |
Click the approver's user ID to display additional information about the approver. |
|
Click to add another approver or reviewer. A secondary page appears, where you select a user ID and indicate whether you are adding an Approver or Reviewer. |
Submit |
Click to save any changes to the approval process (for example, after adding an additional approver). |
Approval Controls for Assigned Approvers
The following buttons are visible only to the current approver.
Field or Control |
Description |
|---|---|
Approve |
Click to approve the job offer. When final approval is reached, the system changes the job offer status from Pending Approval to Extend. |
Pushback |
This is available only to approvers other than the first approver. Click to send a notification to the previous approver telling them the job offer needs to be changed. |
Deny |
Click to reject the job offer and set the job offer status to Denied. |
Approval Control for Administrators
Field or Control |
Description |
|---|---|
Status |
When an administrator views the approval chain, the buttons that the assigned approvers use are not visible. Instead, there is a Status drop-down list box that the approver can use to override the approval process. The administrator can select either Extend or Denied. The override takes effect when the administrator submits the job offer. After an administrator overrides the approval process, the approval process status is Terminated, regardless of whether the administrator approved or denied the job opening. |
Use the Insert additional approver or reviewer page to add approvers or reviewers to the approval process.
Navigation:
Click the Insert Approver icon on the graphical image of the approval process on the Prepare Job Offer page: Approvals tab.
This example illustrates the Insert additional approver or reviewer page.
Field or Control |
Description |
|---|---|
User ID |
Select the user ID of the person that you want to add. |
Insert as |
Specify whether this user is added as an approver or reviewer. |
Use the fluid Job Offer approval page (EOAWMA_TXNHDTL_FL) to approve a job offer.
Navigation:
On the Manager Self-Service home page, click the Approvals tile to access the Pending Approvals page. Then click a job offer entry on the Pending Approvals page.
This example illustrates the fluid Job Offer approval page.
Approval Options
The approval options on this page are common to all fluid approval transactions, as described in the documentation for the Pending Approvals - <Transaction Details> Page.
Field or Control |
Description |
|---|---|
Approve,Deny, and Pushback |
Use these buttons to take action on the requested approval. |
Approver Comments |
Enter any comments related to the approval action you take. |
Approval Chain |
Click this item to open the Approval Chain page, where you can review information about all approvers for the transaction. |
Job Offer Details
The job offer fields on this page provides information about the transaction you are being asked to approve. Fields correspond to the same-named fields on the Prepare Job Offer Page
Field or Control |
Description |
|---|---|
View Job Offer |
Click this link to access the Prepare Job Offer page, where you can review complete offer information. |