oraclet alent acquisition (otac) onboarding guide · use resources to customize your recruiting...

Oracle Talent Acquisition (OTAC) Onboarding Guide

OTAC Enterprise Onboarder Training of 40

Table of Contents

ORACLE TALENT ACQUISITION (OTAC) ONBOARDER GUIDE 3

1.1 Introduction ............................................................................................................................................ 3

1.2 Overview.................................................................................................................................................. 3 1.2.1 The Recruiting Center Overview ............................................................................................................ 3 1.2.2 SmartOrg ................................................................................................................................................ 4

1.3 OTAC Overview and Navigation ............................................................................................................ 4 1.3.1 Navigating the Recruiting Center ........................................................................................................... 5 1.3.2 Navigation Tips ....................................................................................................................................... 6

Job Aid: Navigate the Recruiting Center ................................................................................................ 7

1.4 Requisition Management ....................................................................................................................... 15 1.4.1 Requisition Table of Contents .............................................................................................................. 16 1.4.2 Owners and Collaborators .................................................................................................................... 17 1.4.3 Navigation Tools ................................................................................................................................... 17

1.5 Candidate Management ......................................................................................................................... 18 1.5.1 Viewing and Filtering Candidate Lists .................................................................................................. 18

Job Aid: View and Filter Candidate Lists .............................................................................................. 19

1.6 Candidate Search ................................................................................................................................... 23 1.6.1 Quick Search ........................................................................................................................................ 23 1.6.2 Requisition Quick Search ..................................................................................................................... 23

Job Aid: Run a Quick Search ............................................................................................................... 24 1.6.3 Candidate Selection Workflow .............................................................................................................. 26

Job Aid: Accept an eOffer as a Candidate ........................................................................................... 27

1.7 Onboarding (Transitions) ...................................................................................................................... 30 Job Aid: Onboarding (Transitions) Process ......................................................................................... 31

1.8 Hiring a Candidate .................................................................................................................................. 35 1.8.1 Hiring a Candidate ................................................................................................................................ 35

Job Aid: Hire a Candidate .................................................................................................................... 36 Job Aid: Resubmit the Candidate Record ............................................................................................ 39


Oracle Talent Acquisition (OTAC) Onboarder Guide

1.1 Introduction Included in these materials are job aids with step-by-step instructions for you to apply your knowledge and to reinforce learning for Oracle Talent Acquisition (OTAC) onboarding. OTAC was formerly referred to as Taleo Enterprise. Course Goals At the end of this course, you should be able to perform the following tasks confidently:

• Navigate through the Recruiting Center • Search for candidates • View requisitions and candidates in a list and individually • Understand the candidate selection workflow structure • Execute onboarding tasks • Hire a candidate

1.2 Overview 1.2.1 The Recruiting Center Overview

The Recruiting Center is the main product of OTAC Recruiting. From the Recruiting Center, you can quickly perform a wide range of essential recruiting tasks or navigate to other areas using the main menu, search area or access links. As with most applications, there are numerous ways to perform the same task.


1.2.2 SmartOrg

The Recruiting Center utilizes a foundational data structure called SmartOrg. This data structure was designed so each customer would be able to personalize the system to reflect how it does business. At the core of the SmartOrg data model, OTAC defines each organization as a combination of three (3) main elements:

• The Organizational Structure under which it does business. • The Locations in which it does business. • The Job Fields (functions) used to carry out its business.

This categorization is often referred to in documentation and implementation as O - L - F (Organizations, Locations, and Job Fields). Once this data structure is in place, requisitions can be defined in terms of these three elements. For example: A job can be located in Durant, OK in the United States, in the Education business unit, with a job function in the Education area. Candidates can also be profiled or defined in relation to the structure. For example, the system easily tracks candidates who prefer to work in the Education business unit in Durant, OK. Including the structure on both candidates and requisitions helps facilitate many of the matching features in the system.

1.3 OTAC Overview and Navigation The Recruiting Center is set up to provide quick access to information on requisitions, candidates, offers, and other activated functions. It is also possible to set up preferences and personal information in the My Setup area. Learning to navigate efficiently within the system ultimately saves time and increases productivity.


1.3.1 Navigating the Recruiting Center

The Recruiting Center page contains hyperlinks to virtually all of your vital information and tasks. From candidates to requisitions, this page provides timesaving options that will guide you to where you need to be in the system. It is simple to navigate through the Recruiting Center.

1. Channels: Navigate from Center Stage using sections called Channels, which display status-oriented data about your activities. From the links on the Channels, you can access information on your requisitions, candidates, job offers, and other tasks. Each Channel contains a list of elements and the number of items associated with each element.

2. Main Menu: Access the main menu items to work with your requisitions, candidates, offers, and tasks quickly. Clicking the Channel title of the same name will get the same results. A Libraries area is also on the Main Menu for accessing various libraries in the system.

3. Access Links: Click the Access links to access options, such as My Setup. 4. Search: Use the Search area to find candidates and requisitions quickly. 5. Communications: Use the Communications area to access help, online tutorials, human

resource industry expertise, and product-related news. This area is also configurable and can be set up with your own organizational content.


1.3.2 Navigation Tips

When you click a hyperlink within a channel, you arrive at the corresponding pre-filtered list of information. Channel hyperlinks are updated:

- Immediately after logging in. - After selecting an item in the Show Information for list and clicking Refresh. - Upon returning to the Recruiting Center and clicking Refresh.

It is recommended to use all the buttons, hyperlinks, and other navigation tools to move around

the Recruiting Center instead of using the browser's Back/Next buttons. The Back/Next buttons do not always yield consistent results.

The Communications area on the right pane provides access to online help and other

information.


Job Aid: Navigate the Recruiting Center

Navigate to the Welcome Center and the Recruiting Center

This job aid provides step-by-step instructions on how to navigate the Recruiting Center in OTAC.

1 Log into OTAC Recruiting as a Recruiter.

Result: The Welcome Center page displays. The Centers section displays all of the OTAC products to which you have access. For example, Recruiting. The Quick Access section provides quick access to related activities such as Onboarding and Requisitions.


2 Next, you will access the Recruiting Center. Click either the Recruiting tab or the Recruiting hyperlink.

Result: The Recruiting Center page displays.

3

Tips for navigating the Recruiting Center: - From the Show information for requisitions drop-down list, select which

requisitions you want to include in the values displayed within the Channels. - Minimize and maximize Channels by clicking in the upper right corner. - Use the hyperlinks within the Channels to view a listing of the associated

information.


Use Resources to Customize your Recruiting Center

These steps demonstrate the process to customize how the Recruiting Center is setup.

1

Access My Setup by clicking Resources in the top right corner.

Result: The General tab displays.

2 Scroll to the bottom of the General tab.


3 Review the 4. Account section. The Delegate button allows you to delegate your work to another colleague.

4

Click on the Preferences tab.

5

Result: The Preferences tab displays.

6 Click the Edit button.


Result: The Preferences tab updates to show editable fields.

7

In the User Preferences section, locate the Enable eShare Email for Response Center Access checkbox. This indicates you will receive email notifications when you are requested to approve either a requisition or an offer. If you would rather review approval requests in the system and not receive notifications, you may uncheck this box.

8

In the User Preferences section, locate the Workflow Event Notification checkbox. This indicates you will receive email notifications when certain workflow events occur, such as your requisition being approved or if a recruiter has forwarded a candidate to you. You may elect to uncheck this box if you would rather review workflow events in the system.


9 Scroll down to the 3. Requisitions section.

Result: The 3. Requisitions section displays.

10

In the Default Hiring Manager field, input yourself in this field. By doing so, this will pre-assign you as the Hiring Manger of the requisition during the creation process. You may a select a user in one of two ways: Type in a last name and select a value from the suggestive drop-down list.

- OR - Click the selector icon and use Quick Filters column to search for and select the Default Hiring Manager.


11 If desired, select a Default Recruiter. Otherwise, you may skip this step.

12 Click the Save and Close button.

13

Click on the Frequent Collaborators tab.

Result: The Frequent Collaborators tab displays. Here you may setup people that will collaborate with you on a recurring basis to review your requisitions and candidates. This may be your manager or a colleague. By setting up Frequent Collaborators, you will be able to add these collaborators to a requisition by the click of a button (you will learn how to do this in a later topic).

14 Click the Add button.

15 Search for one of your colleagues using the Quick Filters pane. Once you have found the user, click the Select button to the right of their record, and then click the Done button.


Result: The Collaborators section updates to display the selected collaborator. Note: The Frequent Approvers tab is not currently being used.

16 In the upper right, click the Sign Out hyperlink.

You successfully navigated through the Recruiting Center and modified My Setup. End of Procedure


1.4 Requisition Management

When an organization has a job opening, a Recruiting Center user creates a requisition file, which details the specific requirements for that position. Requisitions are a crucial element to the Recruiting Center. Well-created requisitions can streamline the recruitment process. Your requisition file is comprised of numbered sections. Here you see Section 1. Each section contains sub-sections of fields - highlighted with a solid background line. You complete the file by scrolling through the different sections.


1.4.1 Requisition Table of Contents

You may also use the Table of Contents, which is accessed by clicking the little arrow on the Requisition tab. This allows you to jump to sections, and sub-sections, easily and gives you a clear layout of all the contents of the requisition file. Required fields are highlighted with a red asterisk. You can configure fields to be required for different stages of the requisition creation and approval process. To view required fields in different stages, you can use the required fields menu at the top. The left pane, sometimes called the Header, provides a summary, including the current status, the number, and the link to candidates attached to the requisition, departments, and location, etc.. If you use multilingual capability, then you see a language drop-down menu on the left-hand side. This gives you the option to translate content into another language for posting in a different language career section.


1.4.2 Owners and Collaborators

1.4.3 Navigation Tools


1.5 Candidate Management Once candidates are sourced for an active requisition, it is possible to view the list of candidates and use various candidate management features to work with them. It is important to understand how to view, sort, and filter the list of candidates efficiently. It is also possible to take such actions on candidates as sending correspondence or making comments on candidate files, directly from the list view.

1.5.1 Viewing and Filtering Candidate Lists

The Candidates list displays all of the candidates associated with the requisition. Recruiters can use the Quick Filters on the left pane to filter this list of candidates by various criteria. Please note that viewing a list of candidates for a specific requisition is somewhat different from viewing a list of search results or list of candidates in folders. There are more actions and information displayed in this kind of list. In addition to using filters to refine the Candidates list, it is possible to use the List Format button to display various list layouts. Default lists are set up by System Administrators. With the appropriate permissions, users may set up their own list formats. Actions can be taken on one or more candidates from the list view, using the More Actions drop-down list.


Job Aid: View and Filter Candidate Lists This job aid provides step-by-step instructions on how to view and filter a list of

candidates for a specific requisition.

1

From the Recruiting Center, click the Requisitions tab.

2

Result: The Requisitions list displays. Locate the applicable requisition and click the hyperlink displaying the number of candidates.

3

Result: The candidates for the selected requisition display.

Review the indicator under the Most Advanced Progression Status header. You may see different indicators for each candidate to indicate how far this candidate has progressed on all active requisitions to which the candidate has applied.


4

Mouse over any icons appearing in the list and read the tooltips. Here are some indicator descriptions:

Internal Candidates (associates)

Employee Referred Candidates ACE Candidates (those that met your ACE Alert criteria) Candidates that are active in at least one other application

Attention Indicator Flag (candidates you have not yet reviewed) Candidate To Be Verified (more on this in the next lesson)

Refer to your OTAC Icons Quick Reference Guide for more details on indicators.

5

Candidates are pre-sorted by: Tribal Preference Veterans Candidate Name

6 You may click any column to re-sort the list. Click a column once to sort in ascending order. Click again to sort in descending order.

7 To re-set the list to the default sort, click the List Configuration button in the upper-right area of the Candidates list.

8

Select the Standard View option and then click Apply to reset the list. Note: Refer to the List Configuration job aid to learn how to customize the list.


9 The next approach is to view candidates from the main Candidates area.

Click the Candidates tab.

10

This area provides a combined view of requisitions and candidates in one display. You will expand to view requisitions in your group to get a better appreciation for this view. From the Show candidates for requisitions drop-down list, select the All candidates option.

11

Result: Candidates display grouped by requisition. You can use the Quick Filters pane to manage candidates across multiple requisitions. Note: Changing the column sort or list format may result in the removal of the requisition grouping. In this case, requisition numbers will display in a column rather than a group.

12

Optionally, use the Quick Filters pane to specify which candidates you want to see. To filter the list to only show internal candidates, expand the Candidates filter and select the Internal checkbox. Result: You now only see internal candidates in the list.

13 Uncheck the Internal box to see all candidates.

14

To access the requisition, hover your mouse over the requisition title. In the pop-up window, click the title link.


15

Result: You have navigated to the open Requisition file. Next, access the list of candidates from the left pane of the requisition.

Click the Number of Candidates link.

16 Click a candidate’s name to view their file.

17 Click the Job Submission tab to review the candidate’s information.

18

Similar to how you can navigate on a requisition, you may use the Job Submission table of contents to quickly navigate to a section or block from within the Job Submission file. Next to the Job Submission tab title, click the drop-down list to view the table of contents. Click the X to hide the table of contents. Alternatively, you can scroll through the Job Submission form.

You have viewed and filtered a list of candidates for a specific requisition and reviewed the candidate file. End of Procedure


1.6 Candidate Search Once you have candidates in the system, it is critical to learn how to search the database and retrieve them effectively. The Recruiting Center offers various search tools to help with this task.

1.6.1 Quick Search

If recruiters want to find a candidate that they already know is in the system, such as searching for a candidate name to make a quick phone call, the best option to use is the Quick Search tool located in the top right corner of the Recruiting Center.

Quick Search can be utilized in one of two ways:

1. Type in any part of a name, e-mail, or candidate ID number in the Quick Search field and select the Search button.

2. From the Quick Search menu, select Specific candidate and use the individual name, ID, or e-mail fields to do a more targeted search.

Use the * (asterisk) as a wildcard character if needed. For example, to locate a candidate with the last name "Montgomery,” type Mont* in the Quick Search field. The results yield candidates such as Montel, Montague, and Montgomery.

1.6.2 Requisition Quick Search

If you want to find a requisition quickly, you can also use the requisition quick search located in the search area in the upper right corner of the Recruiting Center. This allows you to find a requisition based on keyword, requisition title or requisition number. This is an optional feature that your organization may or may not have implemented.


Job Aid: Run a Quick Search

You are looking for a specific candidate. No matter where you are in the Recruiting Center, you can quickly access the Quick Search field and type in all or part of the candidate name to locate the candidate. This job aid provides step-by-step instructions on how to perform a Quick Search and how to set the search options to narrow your search for a specific candidate.

Run a Basic Candidate Quick Search

1

From the Welcome Center, in the Quick Access section, click the Candidates link.

2 In the upper right, from the View the search options drop-down list, select to search either by Candidates or by Requisitions. For example, select the Candidates option.

3 Enter search criteria into the Search Candidate field. For example, type Smith.

4 Click the Launch the quick search button or press Enter on your keyboard.

5 Result: All candidates in the database that contain the name "smith" display.


Run a Specific Candidate Search

1 Next, you will use more specific fields in the Quick Search to narrow down the list. Remember, Quick Search is best used when you know the name, email, or ID# of the candidate you are looking for.

2 From the View the search options drop-down list, select the Specific candidate option.

3 Result: The Specific Candidate Search form displays.

4 In the First Name field, enter the desired information. For example, enter Bill.

5 In the Last Name field, enter the desired information. For example, enter Smith.

6 Click the Search button.

You have performed a Quick Search and set Search options to narrow your search for a specific candidate. End of Procedure.


1.6.3 Candidate Selection Workflow

Standard Candidate Selection Workflow

Workflow Steps on Requisition

The candidate selection workflow (CSW) reflects how an organization wants to move a candidate through its hiring process. Using the old paper-based processes, recruiters may have used folders to organize candidates who were at different steps of the selection process. Similarly, in OTAC, there are workflow Steps that represent the steps of the hiring process. When you enter the list of candidates attached to a requisition, those Steps are represented by the Selection Workflow steps on the left pane. Clicking on each step will filter the list to display candidates in that Step. You can further drill into Statuses if needed.


Job Aid: Accept an eOffer as a Candidate This job aid provides an overview of the steps associated with a candidate accepting

an eOffer.

1

A candidate receives an e-mail with an eOffer. Clicking the link in the e-mail directs the candidate to login to their Choctaw Nation of Oklahoma job search account.

2 After the candidate logs in, the offer letter displays.


3

From the Response drop-down list, the candidate chooses either the Refuse the offer or the Accept the offer option.


4 In the eSignature field, the candidate types his or her last name exactly as they entered it on their application.

5 After selecting the response and typing his or her eSignature, the candidate clicks the Submit button.

6 The candidate is then prompted to electronically complete the New Employee Information form and the Employment Eligibility Verification (Form I-9). Note: For clarity: the onboarding process does NOT wait for I-9 Section 2 to export to HCM. The candidate’s record will be exported to the HCM once the following tasks have been completed (if applicable): Offer Accepted New Hire Information Form I-9, Section 1 Pre-Employment Results Confirmed HCM Action Confirmed

7

When the candidate is done filling out the forms, in the upper right, he or she clicks the Sign Out link

8

Result: The Recruiter and the Hiring Manager receive an email notification the candidate has responded to the offer. In OTAC, the candidate’s Step and Status update.

End of Procedure


1.7 Onboarding (Transitions)

Navigation Tips:

1. Review and Execute Assigned Tasks

2. Tasks Filter

3. Task Page Navigation

4. Review and Monitor Transitions Processes

5. Process Filter

6. Process Page Navigation


Job Aid: Onboarding (Transitions) Process This job aid provides an overview of viewing onboarding information.

1

From either the Welcome Page (left) or the Recruiting Center (right), click the Onboarding (Transitions) link.

2

Result: The Onboarding (Transitions) Center displays. Execute any of the tasks assigned to you by clicking the Execute link in the far-right column. Follow the instructions on the screen and Submit.

3 Let’s now review the progress of a candidate’s eOffer and Onboarding process. Navigate to the Processes area at the bottom of your screen.

4

Use the Process Type drop-down list and the Refine by drop-down list to view the applicable candidate’s information. Tip: To search for a candidate: Leave the Process Type as All. From the Refine by drop-down list, select the Keyword option. In the blank field that displays, type the candidate’s name. Click the Refresh button.


5

Review summary information about your candidate: Process: This is the name of the Onboarding (Transitions) process, Job Title Start Date: This is the start date from the Offer Grid. Status Progression: This is a high-level indicator of the progress for this process,

including: • Percent complete • On time (Green) vs. Past Due (Red). This is driven by the due dates for each

open task in the process

6

Let’s review details about your external candidates’ process. Click the Candidate Name link.

7

Scroll down to the Steps section. A list of all steps in the process along with the Start Date, Due Date, Task Status, and Assignee display. To drill into the Offer Letter step, click the Offer Letter link.

8

Scroll down to the Related Source section in the second column. In the Related Source section, click the Offer Letter link. Here you can see how the task assignee completed information for this task.


9

To return to the candidate record, click the candidate’s name in the breadcrumb link at the top of the page.

10

At the top of the page, click the Send Correspondence link. Use this feature to send an ad-hoc email message to this candidate. Note: When done, the message is tracked in the History at the bottom of the page.

11

Scroll to the Process section. Click Preview to display a flow chart of this process. To return to the candidate record, click the breadcrumb link of your candidate’s name at the top of the page.

12

The Share feature allows you to share the process with a colleague. Click the Share link and share the process with one of your colleagues.

13

The Revoke Sharing feature allows you to revoke sharing. To remove access to the process, click the Revoke Sharing link.

14

The Suspend feature allows you to suspend all processes. Click the Suspend button. All of the tasks associated with the process that had the In Progress status now have a Suspended status. They are no longer displayed in the Tasks section of assignees and cannot be completed until the process is resumed. Suspending a process also "stops the clock" with regard to task due dates.

15

To resume processes, click the Resume button.


The process is resumed immediately, and all tasks related to the process that had a Suspended status now have an In Progress status. The tasks are displayed as new in the Tasks section of assignees. The "timer" resumes with regard to task due dates.

16

To restart the process, click the Restart button. This will restart the process from the very beginning ... all tasks will need to be repeated.

17

You may Cancel the process. Note: To restart a process after it has been canceled, a new offer will need to be extended by the Recruiter.

18 Scroll down to the System Documents section. Here you can print PDF versions of the online forms completed.

End of Procedure.


1.8 Hiring a Candidate Once a candidate has accepted an offer, the candidate can be moved to the final Hire step. A person is hired when he or she is in the Hire step with a Status of Hired. All other Steps, including any background check or testing, should be complete at this time.

1.8.1 Hiring a Candidate

Before you move a candidate to the Hire step, the following should have already occurred: 1. The Offer has been Accepted.

2. All other hiring activities should be completed (e.g. background checks, tests, etc.).

3. If the start date was tentative, it should be finalized by using the Update Start Date action or task from the Tasks Channel on Center Stage. The system will not let you move the candidate to Hired until the start date is no longer tentative.


Job Aid: Hire a Candidate This job aid provides step-by-step instructions on how to hire a candidate.

1

The next approach is to view candidates from the main Candidates area.

Click the Candidates tab.

2

Locate and open the record of an external candidate. The candidate should have a step of Pre-Employment and a status of Ready for Hire. Note: Your candidate will auto-progress to this status after an Onboarder has cleared the candidate of all pre-employment screening.

3 Click the More Actions menu.

4 Click the Update Start Date... option. Note: If a record is sent to HCM and the date is updated, an Onboarder can re-send the record from OTAC to HCM using the Resend Corrected Record to HCM task. This task is available to be used until the Start Date in OTAC has occurred.

5 Result: The New Start Date window displays.

If Tentative is selected, deselect it. In order to move the candidate to Hire, the start date must not be tentative.

6

If applicable, in the Start Date field, select the appropriate start date. Note: Start dates cannot be backdated for new hires/rehires in OTAC. The offer accept date needs to be before the start date for new hires/rehires.


7 Click the Done button.

8 To change the candidate’s status to Hire, click the Move shortcut.

9

Result: The Change Step and Status from displays. The step/status selector now contains "Hire" as the step and "Hired" as the status. Click the Save and Close button.

10

Read the warning message to understand the automatic transactions that will take place upon hiring this candidate. Click the Yes button.

Result: The Step and Status update on the left pane.


11

To return to Recruiting Center, click the Recruiting tab.

12

View the latest updates on your Requisitions channel. Above the Offers channel, click the Refresh button.

13

Result: The Filled total on the Requisitions channel displays.

A requisition has been filled with OTAC Recruiting. End of Procedure


Job Aid: Resubmit the Candidate Record

In the event the candidate’s SSN was invalid, the address is incorrect, or the Action was marked incorrectly, you can resubmit the candidate’s record with the corrected information. This job aid provides step-by-step instructions on how to resubmit a candidate record. Note: If a record is sent to HCM and the date is updated, an Onboarder can re-send the record from OTAC to HCM using the Resend Corrected Record to HCM task. This task is available to be used until the Start Date in OTAC has occurred.

1

From either the Welcome Page (left) or the Recruiting Center (right), click the Onboarding (Transitions) link.

2

Result: The Onboarding (Transitions) Center displays. To search for the candidate record: Leave the Process Type as All. From the Refine by drop-down list, select the New Hire option. In the blank field that displays, type the candidate’s name. Click the Refresh button. Click the candidate’s name to open the record.

3 In the Steps section, locate the Resend Corrected Record to HCM step. Click the hyperlink for this step.


4 At the top of the form, next to the Properties label, click the Execute link. Note: The resend corrected record task should only be used if the start date, SSN, address, or action for a candidate needs to be updated. The task is only available to use prior to the candidate’s start date. Tasks to resend a corrected record should not be cancelled. If there is not a need to execute the task, no action is required.

5

The following fields are pre-populated with the Action that was previously selected in the Onboarding Process: Action

Note: If your candidate previously worked for the Choctaw Nation, but does not have a terminated record in the HCM they need to be marked as a new hire during onboarding. If they are marked as a rehire, their action will need to be updated to new hire.

Social Security Number Address Fields

Update the applicable data and click the Submit button. The record is now eligible to be re-exported to the HCM. Note: Corrections to the SSN on the I-9 will need to be made outside of the system. Please reference CNO business process. End of Procedure