PS HCM – Job Openings and Applicants in Talent Acquisition Manager

Job Openings and Applicant Data

Jo&App

 

A Job Opening can be one of the below

1. Continuous Job Opening

2. Standard Job Opening

Continous Job Openings(not present in the earlier versions) are open ended Job Openings without an end date and thus remain open indefinitely, they can be created with just a Job Posting(pre written text containing details about the job position, this text will be visible to the applicants) and jobcodes, number of open positions etc need not be specified for these type of Job Openings. A Continuous Job Opening for Campus Hiring is a life saver.

Standard Job Openings are created to fill positions for specific JobCodes or Positions and hence while creating them appropriate data has to be entered along with the Job Posting text.

for a Standard Job Opening, the value entered in the Template Segmenting Type field on the Recruiting Installation tab of the Installation Options page determines which job opening template to use. This in turn decides the values that will have to be filled in for this Job Opening.

Other ways to create Job Openings are,

1. Creating Job Openings for open positions in your organisation by running the HRS_CRJOB process(if you have implemented Position Management).
2. Creating Job Openings by cloning existing Job Openings.

Approving Job Openings

Job Openings go in for approval if you have specified so in the Installation Options tab of the Recruiting Installation page. The defualt approval process is 2 step wherein the first approver is the reporting manager of the hiring manager specified in the Job Opening and the second approver is the recruiter specified in the Job Opening. Approvers can either approve , deny or bring in another approver into the approval chain, and the 2nd approver has a push back option as well.
If any changes are made to the Job Opening before the approval is completed, the Job Opening’s approval cycle starts again.

Applicants can be internal(employees of the organisation), external and non-employees(POIs) and

Applicant data can be recorded in PS in one of the following 4 ways

1. Applicant enters his/her details through the Candidate Gateway
2. Applicant mails his/her resume to an email address and an extraction engine parses data and saves it in the system
3. Resumes are picked up from external job portals through the OIF and parsed.
4. Recruiter enters applicant data through PS HCM pages

when data is entered by the recruiters using PS HCM pages as in #4 applicant data is captured under the following heads,
Applicant information like name, contact Details etc, here the type of applicant and status (active/Inactive), Status Code are recorded
Applicant’s Applications including resume, work experience details, qualifications, competencies, location preferences etc are saved, also here tagging the applicant to a Job Opening is done
Applicant’s Verification details where his/her referances are saved
Applicant’s Eligibility & Identity data containing passport, visa, PAN/SSN etc details.

PS HCM – Talent Acquisition Manager

TAM earlier known as Recruit Workforce is a set of business processes designed to aid in the scouting and hiring of talent for your business needs, hiring can happen for all employment categories i.e. employees, contingent workers etc using TAM.

Employee referral programs can be created and maintanined as well.

Can be accessed by –

Recruiters
Interview team members

 

The business processes that we will be focussing on are :

1. Create and maintain Job Openings
2. Create and maintain Applicant data.
3. Screen, Route and Interview applicants
4. Make Offers and push for hiring

Before we being to look at the business processes in detail, we need to know the TAM related control tables that have to be set up, here we assume

i. The basic HCM configuration as discussed in the previous posts is in place.
ii. The checkbox against Talent Acquisition Maanger has been selected in the Products page following the navigation, SetUp HRMS >> Install >> Installation Table >> Products

Setups

The TAM implementation setup begins with setting up the implementation defaults as follows,

i. Define Recruiting Installation Default values for the Template Segmenting Type, for the Requisition Default (Standard or Continuous Job Opening), enable / disable approvals for Job Opening creation, for Job Offers, allow or disallow multiple positions in a Job Opening etc

ii. Specify starting numbers for system assigned number sequences such as the Job Opening ID, Applicant ID etc

The pages for the above setup are part of the Recruiting Installation template and can be reached through the path SetUp HRMS >> Install >> Product and Country Specific >> Recruiting Installation.

iii. Job Postings Set Up, When Job Openings are created, they include text based descriptions, these descriptions can be selected and included from the Job Postings library, to create Job Postings, A Job Posting can thus include text from various Job Postings that can collectively describe your organisation, the job profile, detail the responsibilities involved, mention qualificationsrequired, contain directions on who can and cannot apply etc.

first a Job Posting type is defined, delivered values include qualifications, responsibilities, who may apply etc and then the Job Posting description is written, the description has a Description Label and the Description text, the path followed is SetUp HRMS >> Product Related >> Posting Descriptions

iv. Define roles that you want to be available on the Job Posting page for tagging the Job Posting.

v. Setup Recruiting locations for your organisations, these locations help in searches for Job Openings

vi. Specify the type of attachment that the applicants are allowed to submit, attachment types include resumes,cover letters, reference letters etc, the ftp locations for the submitted documents is also specified during the setup.

vii. Setup Applicant screening levels

viii. Setup Interview types & evaluation categories

ix. Setup offer component types and offer components

x. Setup recruiting templates, recruiting templates can be used to define and control the format and content of specific pages in TAM, examples are Resume Templates, Job Opening Template, Job Opening – Posting Template, Screening Template, Interview Evaluation Template. And one or more of the preceeding templates can be grouped into a Recruitment Template which can then be associated with a Job Opening.

xi. Setup recruiting statuses, recruiting statuses are used to identify the current condition of an applicant and/or a Job Opening in the following recruitment areas, Applicants, Job Openings, Recruitment Summary, Route, Interview and Offer

xii. Setup sites

Delivered Workflow and Roles

Delivered approval framework exists for
i. Job Opening Creation
ii. Job Offer Creation

Candidate Gateway & Talent Acquisition Manager – Intro

Talent Acquisition Manager or Recruit Workforce in the earlier versions is a set of business processes that are available for you to handle hiring for your organisation.

Candidate Gateway is an external applicant facing utility, this can also be used by employees of your organisation.

CG & TAM offers roles to the following types of users;

Recruiters
Can create Job Postings and Job Openings TAM
Can screen and route applicants TAM
Can schedule interviews and keep the interviewers and interviwee informed TAM
Can make Offers to applicants TAM
Can pushed Applicants for hiring TAM

Applicants or external candidates
Can browse open Job Openings CG
Can apply for Job Openings and upload resumes CG
Can track status of application CG

Employees
Can browse and apply for internal Job Openings CG
Can refer friends for external Job Openings CG

Integration within PS HCM

CG & TAM integrate with each other.

Data for Applicants who accept the offer has to be transferred to Administer Workforce for hiring, now the applicant becomes an employee and his emplID is recorded against his ApplID in the system. This data transfer from TAM to Administer Workforce occurs through internal Integration Broker messaging in PS HCM.
Also details like the Company, Business Unit, Location etc details for which the Job Opening is being created is from the shared control tables.
And when a Job Opening has to be created, it can be based on a Job Profile present in the Profile Management module, thus TAM integrates with Profile Management as well. In this case all the attributes of a job Profile like the Competencies, Educational Qualifications etc are used in TAM.
Third Party Applications Integration

TAM can integrate with external job portals,recruitment vendor portals,resume extractors and background verification vendor portals through the Peoplesoft Open Integration Framework, for job portals, recruitment vendors, BGV portals the Integration Broker is configured to send and receive data in the form of XML messages with the vendor portals.

For data to be transferred from PS HCM – TAM, the initiation comes from within, like publishing an external Job Opening to a set of job portals or a particular vendor portal or requesting for a BGV check, when an initiation happens the relevant data is mapped by the PS OIF to generate an XML message and then transformed to a format readable by the vendor’s interface and then transferred by the IB to the TPA.

For data published by a TPA to which PS HCM – TAM subscribes, IB picks up the incoming XML message in the vendor’s interface format for e.g. a web service, the PS OIF reads the XML message and maps it into PS readable data using XSLT and the data is then processed as applicable.

Resumes are in a pdf/doc/docx/rtf format and relevant data has to be collected from such files, PS HCM does not have a delivered resume extractor and a third party resume extractor has to be setup to enable PS HCM to read resume that have been submitted by applicants through emails or through the Candidate Gateway portal or through external job portals.

USP

CG lets you use Text Catalog, a PS HCM feature to edit delivered page headings, page content,labels etc so that you can make them more relevant to your organisation.