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FastFactsFeature Presentation

8/30/17

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© 2014 The Johns Hopkins University. All rights reserved.

Today’s TopicWe’ll be taking a look at…

SuccessFactors Recruitment: Overview for Hiring Managers

Today’s PresentersJonathan ThompsonTalent Acquisition Manager

Jaymie HornbergerAssistant Talent Acquisition Manager

Session Segments

PresentationJonathan and Jaymie will discuss the hiring process, SuccessFactors, and the steps that Hiring Managers are responsible for completing in this system.During Jonathan’s and Jaymie’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Jonathan and Jaymie will answer as many of your questions as time allows.

Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected]

Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

How To View Full Screen

SuccessFactors Recruitment: Overview for Hiring Managers

Objectives

After watching this presentation, you’ll be able to:Explain the overall hiring process.Carry out the recruitment process using the SuccessFactors system.

Overview of the Hiring ProcessIn Some Cases, the

Hiring Manager and Recruiter Collaborate on Hiring Strategy

Hiring Department / Manager Initiates the ISR, Which Requires Approvals From Compensation and

Budget

Candidates Apply for the Position

Hiring Manager Reviews Candidates, Checks References,

Schedules and Conducts Interviews, and Rates Candidates

Hiring Manager Approves Offer

Details

Recruiter Makes Contingent Offer, Completes Background

Checks, etc.

Candidate Approves Offer

Letter

Recruiter Closes Requisition; Shared

Services Completes the Hiring Process

New Hire Starts Work

Recruiter Is Assigned

Recruiter Posts Position to

Website and Job Boards

Recruiter Sources Candidates

Hiring Dept. Completes

Requisition in SuccessFactors

Recruiter Creates the

Offer

Initiating the ISR

The Hiring Department/Hiring Manager is responsible for creating a position to be filled. This is done by initiating an ISR in SAP. It could be one of the following:

Position Create ISRPosition Maintain ISRPosition Copy ISR

The ISR goes through a series of approvals, and then the position is created in SAP.If you have any questions about how to initiate an ISR in SAP, additional training is available to you.

CompensationApprover 1

BudgetApprover 2

HRSSCreates Position

in SAP

DepartmentInitiates ISR

Completing the Requisition

Once the position has been created in SAP, the information moves into SuccessFactors.At this point, the Hiring Department/Hiring Manager is responsible for completing the requisition by filling in all necessary fields.Let’s step through this process.

Log into SuccessFactors.Navigate to https://my.jh.edu/.Login with your user name and password.Hover over the HR icon and select JHU Recruiting.



Go to Recruiting.From the Home drop-down menu in the upper-left corner, select Recruiting.

Open your requisition.You will see a list of one or more job requisitions. Hover over the title of the appropriate requisition, and then click View or Edit Requisition.


Complete the “Department Fields” section.

After opening the requisition, locate the “Department Fields” section. Enter information into the fields in this section.

Pass it along.Scroll to the bottom of the screen and click Continue, if necessary. Click Send to Talent Acquisition Team.Click Send to Talent Acquisition Team again to confirm.

Note: If you’re in the School of Medicine, your button will say “Send to SOM Business Office” and the requisition will be passed to them for approval. After they have confirmed that all of the information is correct, they will send it to the Talent Acquisition Team.

Collaborating With the Recruiter

A Recruiter will be assigned to the requisition.The Hiring Manager and the Recruiter may decide to meet and collaborate on their hiring strategy.The Recruiter will post the position to the JHU Jobs website and Job Boards. At this point, candidates can begin applying for the position.

Reviewing, Interviewing, and Rating

The Hiring Manager can go into SuccessFactors to review the candidates’ information and update their statuses.

Log into SuccessFactors.Go to Recruiting.Open your requisition.

Hover over the title of the appropriate requisition, and then click View or Edit Requisition.On the top left-hand side of the screen, click the Candidates link.

You’ll see a screen that looks like this with a “Talent Pipeline” stretching across it.



Review the candidate.Click on the candidate’s name to review his or her application and resume.When you’re done, scroll down to the bottom of the screen.Click the Move Candidate button to update the status of the candidate. The Move Candidate pop-up box will be displayed.

Update the status of the candidate.If you’d like move forward with an interview:

Select Interview from the drop-down menu. In the sub-item drop-down menu, select Phone Interviewor In-Person Interview.

If you do not want to move forward with the candidate:

Choose Not Selected from the drop-down menu. In the sub-item drop-down menu, select a reason for not moving forward.

Click the Apply Updates button.


Please note: Hiring Managers will not get an automatic email alerting them when a new candidate has applied for a position. Instead, they can either wait for the Recruiter to notify them, or they can log into SuccessFactors and check periodically.Recruiters only forward Hiring Managers qualified candidates that meet the minimum qualifications of the position.


Now it’s time to schedule the candidate interviews.Within SuccessFactors, you’ll select the day and time for the interview and generate an email to send to the candidate.



Go to Recruiting.From the Home drop-down menu in the upper-left corner, select Recruiting.

Start the process.Click the Interview Scheduling link at the top of the screen.Click the not startedbutton. Click the Phone Interview link or In-Person Interview link.

Enter some basic information.Click the box with the candidate’s name and information in it.Click the Start Scheduling button.Click the radio button for your Interview Type.Type your name in the Manage Interviewers field. Then press the Enter key or select your name from the drop-down list.


Pick a day and time.Click the Find Availabilitybutton.Use the blue arrows to select the appropriate week. Then click Add Custom Slot. Pick a day and time that will work with your schedule. Then click the Add and Selectbutton.

Click the Continue button at the bottom of the screen.


Note: You can click the Add Custom Slot link more than once if you’d like to provide the candidate with multiple days and times to choose from.

Select and send the candidate an email.

Select an email template from the drop-down list.Click the Send to Candidatebutton.A pop-up box displays, letting you know the interview schedule was sent to the candidate.Click the OK button.The candidate will now need to confirm the interview.


Once the interviews are complete, the Hiring Manager rates the candidate.


Log into SuccessFactors.Go to Recruiting.Access Interview Central.

Click the Interview Central link at the top of the screen.Click the Rate now link.

Reviewing, Interviewing, and RatingRate the candidate on the required competencies and add a comment, if you wish.If desired, attach interview notes by clicking the Interview Noteslink and uploading a file. Click the Thumbs Up or Thumbs Down icon, and click the Comment button right next to them to add a comment, if you wish. Click the I’m Done button.

Note: If you later decide to schedule a second interview with the candidate, the interview notes and comments that you entered on this screen will be wiped away. So before you schedule the new interview, return to this screen and save your interview notes and comments to another location outside of SuccessFactors. Later, after conducting the second interview, you can combine your interview notes from both sessions into one document and upload it.

Approving the Offer Details

After the Hiring Manager has rated the candidates and selected the best person for the job, the Recruiter will create the offer.Then we move on to the Hiring Manager’s last step – reviewing and approving the offer details.


Log into SuccessFactors.Review the offer details.

On the SuccessFactors homepage, click the RecruitingApprovals ToDo tile.Click the Pending Offer Approvals link to view the offer details.Review the details of the offer, paying close attention to the Starting Rate. If the offer salary is higher than the budgeted salary, additional approvals will be required.


Approve the offer.Enter any notes in the Comment box.Click the Approvebutton. Click Yes to confirm the approval. The offer is sent to the next approver or to the Talent Acquisition Team for finalization.

And You’re Done!

The Hiring Manager’s work in SuccessFactors is now done! The Recruiter will complete the final steps to initiate the hiring process. This includes:

Completion of all necessary pre-employment paperwork including references, background check, employment and education verification, as well as Occupational Health and finger printing (where applicable)Collection of final important hiring information required to complete payrollSending the final information to HRSS for processing the new hire for payroll

Conclusion

During this presentation, we examined the hiring process.We focused on the tasks that the Hiring Department/Hiring Manager is responsible for completing in SuccessFactors.In the future, if you’re working with a requisition and you have questions about SuccessFactors or the tasks that you’re asked to complete in this system, please contact a Recruiter.

We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Q&A

Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]

SurveyBefore we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!

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