oraclet alent acquisition (otac) recruiter guide...the recruiting center is set up to provide quick...

Oracle Talent Acquisition (OTAC)

Recruiter Guide

Standard and Fluid Recruiting

Oracle Talent Acquisition Recruiter Guide of 150

Table of Contents

1 ORACLE TALENT ACQUISITION (OTAC) RECRUITER GUIDE 5

Introduction ............................................................................................................................................ 5 1.2.1 Course Goals .......................................................................................................................................... 5 1.2.2 The Recruiting Center Overview ............................................................................................................ 5 1.2.3 SmartOrg ................................................................................................................................................ 6

OTAC Overview and Navigation ........................................................................................................... 7 1.3.1 Navigating the Recruiting Center ........................................................................................................... 8 1.3.2 Navigation Tips ....................................................................................................................................... 9

Job Aid: Navigate the Recruiting Center .............................................................................................. 10

Requisition Management ....................................................................................................................... 18 Job Aid: Create a Requisition ............................................................................................................... 19 Job Aid: Approve a Requisition via the eShare Center ........................................................................ 26 Job Aid: Approve a Requisition via the OTAC Task Channel .............................................................. 28 Job Aid: Finalizing Requisitions ............................................................................................................ 30

1.4.1 Requisition Management ...................................................................................................................... 33 1.4.2 Viewing and Filtering Requisitions ....................................................................................................... 34 1.4.3 Requisition List Formats ....................................................................................................................... 34 1.4.4 Requisition Quick Search ..................................................................................................................... 34

Job Aid: Viewing and Filtering Requisitions ......................................................................................... 35

Prescreening ........................................................................................................................................... 38 1.5.1 Question Library Overview ................................................................................................................... 38 1.5.2 Requirements and Assets .................................................................................................................... 40 1.5.3 General Rules:...................................................................................................................................... 40 1.5.4 Standard Question and Answer Format ............................................................................................... 40 1.5.5 Process for Using Standard Questions ................................................................................................ 42 1.5.6 Process for Creating Question Codes .................................................................................................. 43

Job Aid: Creating Questions ................................................................................................................. 44 Job Aid: Adding Questions ................................................................................................................... 45

Posting and Sourcing ............................................................................................................................ 49 1.6.1 Using Posting Services ........................................................................................................................ 51

Job Aid: Posting to OTAC Career Sections ......................................................................................... 52

Candidate Experience ............................................................................................................................ 54 1.7.1 Applying to a Posted Job ...................................................................................................................... 54 1.7.2 Candidate Profile .................................................................................................................................. 54

Job Aid: Applying to a Posted Job (External) ....................................................................................... 55 Job Aid: Applying to a Posted Job (Internal) ........................................................................................ 59

Candidate Management ......................................................................................................................... 62

Viewing and Filtering Candidate Lists ................................................................................................. 62 Job Aid: Viewing and Filtering Candidate Lists .................................................................................... 64

1.9.1 Viewing Candidate Files ....................................................................................................................... 68


1.9.2 Viewing Attachments ............................................................................................................................ 69 Job Aid: Viewing Candidate Files ......................................................................................................... 70 Job Aid: Merge Candidate File ............................................................................................................. 72

Candidate Search ................................................................................................................................... 73 1.10.1 Quick Search ........................................................................................................................................ 73 1.10.2 Requisition Quick Search ..................................................................................................................... 73

Job Aid: Running a Quick Search ........................................................................................................ 74 1.10.3 Advanced Search ................................................................................................................................. 75 1.10.4 Save Search Queries ........................................................................................................................... 75 1.10.5 Search Preferences in My Setup.......................................................................................................... 75

Job Aid: Running an Advanced Search ............................................................................................... 76

Managing Candidate Folders ................................................................................................................ 78 1.11.1 Candidate Folders ................................................................................................................................ 78 1.11.2 Self-Assigned Tasks ............................................................................................................................. 79

Job Aid: Creating and Managing Candidate Folders ........................................................................... 80 1.11.3 Adding Candidates to Requisitions ...................................................................................................... 84

Job Aid: Matching Candidate to Requisition ........................................................................................ 85 1.11.4 Sharing Candidates .............................................................................................................................. 86

Job Aid: Sharing Candidates ................................................................................................................ 87

Candidate Selection Workflow .............................................................................................................. 89 1.12.1 Moving Candidates through the CSW .................................................................................................. 89

Job Aid: Moving Candidates in the CSW – More Actions .................................................................... 90 1.12.2 Using Shortcut Buttons ......................................................................................................................... 92

Job Aid: Moving Candidates in the CSW – Shortcuts .......................................................................... 93

Rejecting a Candidate ............................................................................................................................ 95 Job Aid: Rejecting a Candidate ............................................................................................................ 96

Reverting a Candidate ........................................................................................................................... 98 Job Aid: Reverting a Candidate ............................................................................................................ 99

Offer Management .................................................................................................................................. 100 1.15.1 Creating Offers ................................................................................................................................... 100

Job Aid: Creating an Offer .................................................................................................................. 102 Job Aid: Route an Offer for Approval ................................................................................................. 105 Job Aid: Approve an Offer via the eShare Center .............................................................................. 106

Extending Offers, Capturing Responses ............................................................................................. 107 Job Aid: Extending an E-Offer or Email Offer .................................................................................... 108 Job Aid: Candidate E-Offer Acceptance ............................................................................................ 110 Job Aid: Generate a Password for a Candidate ................................................................................. 111

2 ORACLE TALENT ACQUISITION MOBILE (FLUID) RECRUITER GUIDE 112

Introduction............................................................................................................................................. 112 2.1.1 Course Goals ...................................................................................................................................... 112 2.1.2 Fluid Recruiting Overview .................................................................................................................. 112


2.1.3 SmartOrg ............................................................................................................................................ 113

OTAC Overview and Navigation ........................................................................................................... 114 2.2.1 Navigating Fluid Recruiting ................................................................................................................ 114 2.2.2 Requisition Management .................................................................................................................... 115

Job Aid: Create a Requisition ............................................................................................................. 116 Job Aid: Approve a Requisition via the eShare Center ...................................................................... 126 Job Aid: Finalizing Requisitions .......................................................................................................... 128

Candidate Management ......................................................................................................................... 133

Viewing and Filtering Candidate Lists ................................................................................................. 133 Job Aid: View and Filter a Candidate List .......................................................................................... 134

2.4.1 Viewing Candidate Files ..................................................................................................................... 137 Job Aid: View a Candidate’s File ........................................................................................................ 138

2.4.2 Viewing Attachments .......................................................................................................................... 141 2.4.3 Using Shortcut Buttons ....................................................................................................................... 142 2.4.4 Rejecting a Candidate ........................................................................................................................ 142

Job Aid: Reject a Candidate ............................................................................................................... 143

Offer Management .................................................................................................................................. 145 2.5.1 Creating Offers ................................................................................................................................... 145

Job Aid: Create an Offer ..................................................................................................................... 146 Job Aid: Route an Offer for Approval ................................................................................................. 149


1 Oracle Talent Acquisition (OTAC) Recruiter Guide

Introduction

Included in this course are job aids with step-by-step instructions for you to apply your knowledge and to reinforce learning for Oracle Talent Acquisition Cloud (OTAC) onboarding. OTAC was formerly referred to as Taleo Enterprise.

1.2.1 Course Goals

At the end of this course, you should be able to perform the following tasks confidently: • Navigate through the Recruiting Center • Create a Requisition in the Recruiting Center using a Template • Post a Requisition to Career Sections • Apply to a job posting in a Career Section • Search for Candidates • View Requisitions and Candidates in a List and individually • Take actions on candidates • Understand the Candidate Selection Workflow structure and move candidates through

the workflow • Create and Extend an offer to a candidate • Send candidates a correspondence • Hire a candidate

1.2.2 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.


1.2.3 SmartOrg

The Recruiting Center utilizes a foundational data structure called SmartOrg. OTAC designed this data structure 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.


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.

Result: The Preferences tab displays.

5 Click the Edit button.


Result: The Preferences tab updates to show editable fields.

6

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.

7

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.

8 Scroll down to the 3. Requisitions section.


Result: The 3. Requisitions section displays.

9

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.

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

11 Click the Save and Close button.


12

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).

13 Click the Add button.

14

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.

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

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


Requisition Management

When an organization has a job opening, a Hiring Manager creates a requisition file, which details the specific requirements for that position. Well-created requisitions can streamline the recruitment process. In addition, the requisition controls the recruiting path (candidate selection workflow) that candidates take, as well as the posting options that are available to users. Once the requisition file is completed and saved, it is ready for the approval process. Hiring Managers can specifically view fields required for saving and requesting approval.


Job Aid: Create a Requisition This job aid provides step-by-step instructions on how to create a requisition and route it for approval.


2 Click either the Recruiting tab or the Recruiting hyperlink.

Result: The Recruiting Center displays.

3 From the Recruiting Center, click the Create a Requisition button.

4

Select the applicable requisition type and click the Next button. Note: The Pipeline – General option is used for the creation of a basic requisition. This option should only be used when recruiting from a career fair.


Result: The Create a Requisition form displays.

5

Select the applicable Requisition Template. There are two ways to do this: You may type/paste in the position number or title in the Requisition Template field and select a value from the suggestive drop-down list as shown below. – OR – You may use the selector icon. Click the Requisition Template selector icon. Use the Quick Filters pane to enter search criteria. At the end of the search field, click the selector icon

to activate the search. Click the Select button for the applicable requisition

template.


Note: OTAC uses the asterisk (*) as a wildcard. Use the wildcard before and/or after a phrase to find all matches with words beginning and or ending with a string of text. Tip: Click on the Requisition Title hyperlink to view the position details.

6

Click the Next button.

7

Result: The Create a Requisition form updates to display the organization, location, and job field structure. Click the Create button.


Result: The requisition file displays. Tip: Click the icon to collapse the left panel.

8

Some fields are auto-filled from the template; however, there are additional required fields that need to be completed on the requisition file. As needed, in the Identification section, complete the required and optional fields. All fields that are required to save the requisition are denoted with a red asterisk ( * ).

9

Scroll down to the External Description block. The description should be pre-populated. Note: The External Description is required. If it is blank, you will not be able to complete the requisition. In which case, Hiring Managers should work with Compensation to develop a description for the job. Compensation will collaborate with Human Resources on updating the job description in the system.


10

Scroll down to the Owners block. If you selected a default Recruiter on the My Setup form, the Recruiter field is pre-populated. If not, input the name of the appropriate recruiter. If you selected a default Hiring Manager on the My Setup form, the Hiring Manager field automatically pre-populates. If not, input either your name or the name of the appropriate individual.

11

In the Collaborators section, you may add other individuals you would like to have access to the requisition. If applicable, click the Modify button to select users from the system – AND/OR – click the Add Frequent Collaborators button to add those you previously added in My Setup.

12 Scroll down to the 2. Job Information section.

13

In the Profile section, enter the schedule details for the job.


14

In the Budget section, from the Grant Funded and the Labor Distribution drop-down lists, select the applicable option. Note: The value of Not Specified in a drop-down list is NOT a valid value. Select a valid value if the field states Not Specified.

15

Result: The requisition file is complete. At the top of the form, click the Save and Close button.

16

Result: The Request Approval form displays. The approval path is pre-populated based on your organization’s business rules. If the Request Approval form does not display, click the More Actions drop-down menu, and select the Request Approval option. Note: On the left pane, the requisition number displays in parenthesis at the end of the requisition title.


17

Select the Add the approvers to the list of collaborators defined for this requisition checkbox. Note: This is important if your approver needs access to the requisition.

18 In the Comments field, provide information for the approvers to read about the job requisition.

19 Click the Done button.

20

The Approvals tab of the requisition displays with the approval path and the status of the approvals.

If approvals are pending, the Send Reminder button displays. The button can be used to remind an approver about the requisition.

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

You have created a requisition and routed it for approval. You will receive an email notification once your requisition is approved.

End of Procedure


Job Aid: Approve a Requisition via the eShare Center

This job aid provides step-by-step instructions on how to approve a requisition via the eShare Center.

1 Open the email with the subject Standard Notification for a Requisition Approval Request. Note: Verify email is correct in My Set up page. If not, please correct via ESS or HR office.

Result: The selected email displays.

2 Click the Respond hyperlink.


3

The User Sign In page for the OTAC eShare Center displays. Type your User Name. Type your Password. Click the Sign In button

The Requisition Approval Request displays.

4 To review the requisition, click the Requisition Details hyperlink. A PDF version of the requisition will open.

5 Provide a decision of either I approve this requisition, or I reject this requisition. If you reject the requisition, comments are required in the Comments field.

6

Click the Done button when complete. If approved, a notification will go to the next approver. If rejected, the requestor will be notified. Once fully approved, both the Hiring Manager and the Recruiter will be notified

that the requisition is approved.

7 Confirmation of the action displays. Click the Exit button.

You have approved a requisition via the eShare Center. End of Procedure


Job Aid: Approve a Requisition via the OTAC Task Channel

This job aid provides step-by-step instructions on how to approve a requisition via the Task Channel in OTAC Recruiting.

1 Log into OTAC Recruiting as an Approver.

2 Click either the Recruiting tab or the Recruiting hyperlink.

3

In the Tasks section, click the Approve Requisition hyperlink.

4 In the Tasks section, click Approve Requisition for the requisition you want to approve.

Result: The Tasks form displays.

5 Click the Approve Requisition link.


Result: The Decide on Approval form displays.

6 To review the requisition contents, click on the Requisition hyperlink located on the lower left of the form.

7 After reviewing the PDF of the requisition, return to the Decide on Approval form and provide a Decision of either Approve or Reject.

8

Click the Done button when complete. If approved, a notification will go to the next approver. If rejected, the Requestor will be notified. Once fully approved, both the Hiring Manager and the Recruiter will be notified


You have approved a requisition via the Approve Requisition Task Channel in OTAC Recruiting.

End of Procedure


Job Aid: Finalizing Requisitions This job aid provides step-by-step instructions on how to finalize a requisition.


2 To access Center Stage, click either the Recruiting tab or the Recruiting hyperlink.

3 Locate the Requisitions Channel. Click the Open link.

4 Locate your approved requisition and open it by clicking on the title.

5 Click the Edit button.

6 Review all of the information provided by the Hiring Manager. Review and, if desired, make modifications to requisition fields.

7 In the Owners section, review the Owners and Collaborators identified by the Hiring Manager

Leave the Onboarding Staff field blank. This will be completed later in the process.

8 In the Candidate Selection Workflow block, the workflow is pre-populated. Click the selector button to review other available workflows. They are SOURCING and HIRING. You will learn about these workflows in a later lesson.


9

In the Budget block, check the Employee Referral Bonus box to make this job referral eligible from the internal career section. If checked, input a referral bonus amount and currency, which may include 0.00 if desired.

Note: The referral bonus amount is not advertised on the internal career section.

10 Review remaining information provided by the hiring manager and stop at the 4. Job Description section.

11 In the 4. Job Description section, the Description-External is pre-populated. You may make modifications if/as desired.

Note: Remember to properly use the Paste, Paste as Text, and Paste from Word tools if pasting text from an external source as indicated in your PowerPoint guide.

12 Scroll to the Internal Description block. If you DID NOT make any changes to the External Description, skip to step 14. Otherwise ...

To copy from the External Description, click the Copy From button.


13

The Copy Data window displays. Since the Internal Description was pre-populated with text, you will need to select the Paste information even if the field is not empty radio button to override the description.

Click the Done button.

14 Scroll down to the 5. Questionnaire section. Disqualification Questions are hard-coded by the system. This section shows questions that will be asked of External or Internal candidates for this position and location. Just below those questions are Job Related (ACE) Questions that may either be pre-populated, added or removed for this job. We will review the use of these questions in a later lesson


You have finalized a requisition.

End of Procedure


1.4.1 Requisition Management

The Requisitions page is the location where it is possible to view all requisitions in a list format and take certain actions on requisitions. It is also possible to use the Quick Filters on the left pane to refine the list of requisitions.


1.4.2 Viewing and Filtering Requisitions

When users first access the Requisitions List, they view requisitions according to the default filters. To refine the list of requisitions, use the Quick and Advanced filters in the left pane of the page. It is possible adjust these filters, for example, to show only requisitions that are in Open status or in a specific location. The filters include three options: 1. Show Requisitions for - Select the ownership of requisitions; for example, the ones you own, are in your group, etc. 2. Quick Filters - Select one or more filters to narrow your list including Status, O- L-F, etc. 3. Advanced Filters - Select one or more additional detailed fields on a separate Advanced Filter screen, which will include all the Quick Filters, plus additional fields such as Recruiter, Hiring Manager, Group, etc.

1.4.3 Requisition List Formats

You can also use the Requisition List Format button to select a list format with a different column layout. For example, one list may include the column for Location, another list may include a column for Collaborators. You may also have permission to design your own list from the available fields.

1.4.4 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 which your organization may or may not have implemented. The Quick Filters and Requisition Quick Search help you quickly view the desired list of requisitions. The Requisition List Format button allows you to select from a list of preferred Requisition List layouts that have been set up by your System Administrator. If granted permission, you can also create your own list. You can also easily sort the columns of your list.


Job Aid: Viewing and Filtering Requisitions This job aid provides step-by-step instructions on managing your requisitions by using

filters a Requisition Quick Search.

1

Start from the Requisitions List. Review the columns in your list. These are the default columns that your organization has set for the Requisition List.

2 Next, you will use Quick Filters to filter the list. Locate the Quick Filters area on the left pane.

Click the Show requisitions for list.

3 To view all requisitions, click the All Requisitions list item.

4 Click any column, except ID, to sort in ascending order. Click the same column again to sort in descending order.

5 Next, you will filter the list using Quick Filters in the left pane. Reveal the Status filters. Click the Requisitions link to expand the view.

6 Select the box before the Include inactive requisitions item.

Result: The status list expands to include requisitions in Canceled and Filled statuses.


7 Narrow your list to include only those requisitions in Gaming Operations. Locate the Job Field quick filter. Enter "gaming".

8 The system will use the text that you type to suggest valid entries. Click the Gaming Operation list item.

9 Now remove all criteria in the Quick Filters area.

10 Next, you will use Advanced Filters to requisitions by a certain Hiring Manager. Click the Advanced Filters button located in the bottom of left corner of your screen.

11 In the Advanced Filters window, from the Available Criteria list, select the Hiring Manager option.

12 In the Hiring Manager field to the right of the list, input the manager assigned to you and click Add.

13 Click Done. Result: You have filtered the list to only show your assigned Hiring Manager.

14 To remove the advanced filter, click the “x” located above the requisition list. Note: You may apply both Quick and Advanced Filters simultaneously.

15 Next, you will search for a requisition using Requisition Quick Search. Locate the Quick Search field at the top right of the page. Click the View the search options button.

16 Click the Requisitions list item.

17 Click in the Search Requisition field.

18 Enter the following information into the Search Requisition field. Enter "nurse".

19 Click the Launch the quick search button.

Result: You are now on a different page called Quick Search Results that displays requisitions that contain the text "nurse".


Note: The Requisition Quick Search will search on all requisitions to which you have access, not just the ones on the filtered Requisitions List

20 Click the Requisitions tab to return to Center Stage.

You have managed your requisition list by using filters and Requisition Quick Search. End of Procedure


Prescreening

Using OTAC's Prescreening features can help accelerate the recruiting process and lead to hiring the most qualified candidates consistently. ACE candidates are defined as those candidates who meet all the Requirements of the position and any additional Assets identified. The Prescreening process allows users to focus on the most qualified candidates right away. The Prescreening process follows these basic steps:

1. Create a Prescreening questionnaire 2. Set the desired Requirements and Assets (and Weight if used) on the answers to the

questions 3. Set the ACE Alert on the requisition to identify ACE Candidates before posting the

requisition 4. Candidates apply to the posting and answer the prescreening questions 5. View the Candidate List with the candidates automatically sorted based on their

answers and ACE candidates identified with a star icon Note: Candidates who are manually matched can be invited to answer prescreening questions so they can be compared objectively to the other candidates.

1.5.1 Question Library Overview

Questions are stored in the Question Library. It is possible to add or remove questions from the requisition as well as create new questions. Many organizations restrict this ability if they require the questions to be reviewed by legal departments or other interested parties first. Once the questions have been reviewed and approved, they are then added to the Library by the System Administrator or content owner.


There are three question types:

1. Single Answer: Allows for only one response.

.

2. Multiple Answers: Allows for more than one response.

3. Text Answer: Allows for a text response. This type of question cannot be used to

automatically sort candidates and should be used sparingly on prescreening questionnaires.


1.5.2 Requirements and Assets

Once a question is placed on the requisition, it is simple to assign Requirements and Assets (and Weight if used) to the answers. It is important to take note of the question type before assigning these settings.

1.5.3 General Rules:

If the question is a single answer type, then mark appropriate answers as Required OR as Asset. They should not be marked with a combination of both Required and Asset.

If the question is a multiple answer type, then mark answers with any combination

of Required or Asset. A combination of Required and Asset is possible.

If the single answer type question includes a set of graduated answers (for example, increasing levels of education), then mark the minimum answer Required. Next, continue marking all answers that exceed the minimum answer as Required. If there is a desire to mark the minimum answer as Asset, then continue marking all answers that exceed the minimum answer as Asset. It is not possible to have a combination of answers marked both Required and Asset. This is referred to as the Minimum or Greater Rule.

1.5.4 Standard Question and Answer Format

Question / Answers Question Type

Please indicate the highest level of education you have completed.

Single Answer

High School Diploma or GED Some College Associates or 2 year degree/certificate Bachelor’s degree Masters or advanced degree Doctorate None of the Above

How many years of working experience do you have in (insert skill/field)?

Single Answer No Experience Training or Education Only Less than 1 Year


1 Year Plus 2 Years Plus 3 Years Plus 4 Years Plus 5 Years Plus 6 Years Plus 7 Years Plus 8 Years Plus 9 Years Plus 10 Years Plus 15 Years Plus 20 Years Plus

Please select your level of expertise in (insert skill).

Single Answer

No Experience Training/Education Only Beginner (Able to perform basic functions with minimal assistance) Intermediate (Able to perform most functions without assistance) Advanced (Able to perform all functions without assistance) Expert (Able to perform and train others on all functions)

Please select your level of knowledge in (insert field).

Single Answer

No Experience Training/Education Only Beginner (Able to perform basic functions with minimal assistance) Intermediate (Able to perform most functions without assistance) Advanced (Able to perform all functions without assistance) Expert (Able to perform and train others on all functions)

Do you have a (insert license/certification) in (insert license/certification name)? Single Answer Yes

No Please indicate the (insert skill/product) in which you are proficient (check all that apply).

Multi Answer Insert Skill/Product Insert Skill/Product Insert Skill/Product Insert Skill/Product


None of the Above

Are you able to physically lift and carry up to (insert # of lbs.) pounds? Single Answer Yes

No

1.5.5 Process for Using Standard Questions

1. Go to the Question Library. 2. Run a keyword search in the question library. You can search by:

Keyword Code Questions Answers

3. Once you filter your search options, click the Refresh Icon. Verify the results. Please exhaust all efforts to eliminate question duplication.

4. If desired results are not found, please follow the standard question format for creating questions.


1.5.6 Process for Creating Question Codes

1. When a new question is needed, click on “Create Question.” 2. In the Question Properties, enter the desired question, answer type, and possible

answers. 3. In the Code field, enter the appropriate code format. The format is broken down into

three sections beginning, middle, and end. The formatting requirements include: All Caps and an underscore between each section. Beginning (Skill Set): KSA = Knowledge Skill Ability EXP = Experience EDU = Education LIC = License GEN = General

Middle (Entity): HLT = Health GOV = Government COM = Commerce ALL = All Entities

End (Department/Keyword): HOUSING BHRS RECRUITING DRIVINGRECORD

Code Example: GEN_ALL_DRIVINGRECORD

4. Change status to “Active” 5. Under Associated Structure, click “All Locations” and “All Job Fields” 6. Click “Save and Close”


Job Aid: Creating Questions This job aid provides step-by-step instructions on creating questions.

1 Log into OTAC at https://choctawnation.taleo.net

2

From the Recruiting Center, select the Libraries drop-down menu followed by the select Questions option.

3 Under Questions, select Create. Navigate to the Question Properties section, select Answer Type/Answer Display, and in the Question field type the desired question.

4 Scroll down to the middle of the page. In the Possible Answers section, type the possible answers. Next, type the Code, change the Status to Active, and from the Visible by field select the All Candidates option.

5 Select All Locations, select All Job Fields, click Save and Close. End of Procedure

https://choctawnation.taleo.net/


Job Aid: Adding Questions The Questions area is part of the Prescreening section of the Requisition. You will need

to be in Edit mode to add questions to your requisition. This job aid provides step-by-step instructions for adding questions to the Prescreening section of a requisition. These steps demonstrate adding two questions to the questionnaire. Note: These questions may not be a fit for your job ... they are just being used for training.

1 Start from the Requisitions list. Locate the action list button for your requisition by hovering your mouse over the Job Title. Click the Action button.

2 Click the Edit list item.

Result: The requisition displays in Edit mode.

3 Next, you will modify the prescreening questions for your requisition. Use the Requisition Table of Contents to navigate to the Questions section.

4 Click the Add button.


5 Locate the questions below and click the Select button for each. You may use the Quick Filters in the left pane to assist you. Please indicate the highest level of education you have completed. Please indicate the Microsoft Office products in which you are proficient

(check all that apply).

6 The question appears in the upper pane. Click the Done button.

Result: The new questions appear at the bottom of your questionnaire.

Next, you will set Requirements and Assets on the questions you added to help identify ACE candidates.

7 Go to the first question. For example, go to the Education question.

Specify the minimum requirements. For example, specify a Bachelors Degree. Therefore, you will mark all answers that meet that criterion as Required. Remember, with a single answer question, you do not mix Required and Asset.

8 Assign a weight value for the preferred answer. For this example, a Master’s Degree is preferred and a Doctorate is highly preferred. To indicate this, assign a Masters with a weight of 5 and a Doctorate/PhD/JD as 10.

9 Go to the next question. For example, go to your MS Office question

In this example, Word and Excel meet the requirement. All others are Assets. Please mark them as such.


10 Assign a weight value for the preferred answer. In our example today, experience with Project is extremely valuable. To indicate as such, you will mark Project with a Weight of 15.

If there were questions already pre-populated on your requisition, set Requirements, Assets, and Weight using the techniques you just learned.

11 Once you have set all questions, click the Save and Close button.

12 You will now set the ACE Alert to identify ACE candidates on this requisition. Click the Alerts tab.

13 Locate the ACE Candidate Alert area. Click the Modify Alert button

14

Select the result/weighting option. Leave the default of 60%.


15

You will change the ACE threshold of Assets from 0 to another number, at least 1.

16

Select the Identify a candidate as an ACE when either condition is met option.

17 Candidates who meet all the criteria and have at least a result of 60% - OR - the threshold of Assets will be marked as ACE candidates.


Notice your ACE Alert criteria are summarized.

You have set the ACE Alert criteria on the Alerts tab of a requisition. End of Procedure


Posting and Sourcing

The Posting and Sourcing area provides a centralized location for publishing your requisition to various external and internal sources including organizational career sections and commercial job boards. A requisition can be posted once it has a status of Open. There are five ways to access Posting and Sourcing:

1. From Center Stage, select the Ready for sourcing quick link in the Tasks channel.

2. From the Requisitions List, locate the Status Detail column next to your open requisition, click the active link to go to Posting and Sourcing. Note that this link will only be active if the requisition is in the Open status.


3. From the Requisitions List, select Posting and Sourcing from the requisition actions drop-down menu.

4. From the open Requisition File, select the More Actions menu, select Posting and Sourcing.

5. From the Requisitions File, click the Posting and Sourcing tab.


1.6.1 Using Posting Services

When first accessing the Posting and Sourcing area, users see the options in View mode. With the correct permissions, it is possible to select the Modify button to edit any options.


Job Aid: Posting to OTAC Career Sections The Recruiting Center is linked to one or more career sections, which are listed in the

Career Sections posting area. Once a requisition is posted to one or more career sections, candidates can apply for the opening. You can designate specific start and end dates for your posting or go with default selections. You can also manually extend a posting or un post at any time. This job aid provides step-by-step instructions on posting requisitions to OTAC Career Sections.

1 From Center Stage, locate the Requisitions Channel. Click the Open link.

2 From the list of Requisitions, click on your Requisition title to open and review it.

3 Find and click on the Posting and Sourcing tab.

4 Locate the Career Sections area. You will post your requisition to two career sections. Click the Modify button.

5 Scroll down the list of career sections. There are two possible career sections • External • Internal

Both are pre-selected for posting with the End Date 7 days from today. Note: You may modify these defaults as needed but leave the defaults for this lesson.

6 In the lower portion of the screen, you have additional posting options. For training purposes, we will not use these options, but we will explain each.

Post as “Urgent Job Need”: This should be selected very infrequently. This is used to indicate to job seekers of a Featured Job. Overuse of this feature will negate its effectiveness.

7 Click Done.

Result: The career sections are listed in view mode with the start and end dates.


Notice the change in the Status Details once the requisition is posted.

8 Locate the Share link next to the button. Then select the Email App option and email the direct apply link to your corporate email address.

9 Sign Out of OTAC Recruiting using the link in the upper right corner of your screen. End of Procedure


Candidate Experience

Once a requisition has been posted, potential candidates can begin applying to the open position. The Career Section on an organization's corporate web site has two tabs:

1. Job Search 2. My Job Page

In the career section, candidates can:

View and search the list of your organization's posted jobs Read through job descriptions and qualifications View jobs that are open in association to a referral program - typically on an Intranet site

if referrals are activated Apply online to a posted job Create or complete a Profile View completed submissions Set up agents to notify them of matching jobs in the future Receive email confirmation of their submission(s)

A candidate can view and sort the job list by entering search criteria such as job, location, and keyword and then clicking Search. Once one or more candidates apply, they are immediately available to view in the Recruiting Center by accessing the Candidate List for the requisition.

1.7.1 Applying to a Posted Job

In order to apply to a posted job at an organization, candidates visit one of the corporate or intranet career sections then select the appropriate job posting or postings. Candidates have the option of logging in using an account already created in a third-party application such as Google or OTAC's Universal Profile. Candidates can use the Job Cart to apply to multiple positions at one time. Once the candidate completes the submission for a job, they can view the My Job Page tab to get a summary of submissions. Candidates can also set up agents to notify them of any matching jobs in the future.

1.7.2 Candidate Profile

When a candidate first applies to a job, a Profile is created and if the candidate applies to any other jobs the Profile is automatically updated. Candidates can modify this automatic Profile at any time and recruiters can view the Profile information in the Recruiting Center. Recruiters can view the candidates' Job Submissions in the Recruiting Center immediately after they apply.


Job Aid: Applying to a Posted Job (External) In the role as a candidate, you will want to locate jobs of interest posted on the career

section. Using the search options can help you narrow down the list. Once you locate your desired posting(s), you can click the link to view the complete job information and then continue with submitting your information. This job aid provides step-by-step instructions on applying to a posted position from an external candidate’s perspective.

1 In the Keyword field, type Network Engineer.

2 Click Search.

3 Click Network Engineer 1 IT INTEGRATED NETWORK MGMT.

4 Click Apply for Job.

5 In the Email field, type [email protected].

6 Click Go.

7 In the First Name field, type John.

8 In the Last Name field, type Doe.

9 Click Start your application.

10 Click I Accept.

11 In the User Name field, type jdoe.

12 In the Password field, type Password.

13 In the Re-enter Password field, type Password.

14 In the Email Address field, type [email protected].

15 In the Re-enter Email Address field, type [email protected].

16 Click Register.

17 For Are you at least 18 years of age?, select the Yes radio button.


18 For Are you currently eligible to work in the United States for any employer?, select the I can legally work for any employer radio button.

19 For Do you have any felonies, misdemeanors, or warrants (this also includes pending or dismissed charges)?, select the No radio button.

20 For Have you ever worked for the Choctaw Nation of Oklahoma before?, select the No radio button.

21 Click Save and Continue.


23 In the Source Type field, select Our Web Site.

24 In the Our Web Site field, select Career Section.

25 In the First Name field, type John.

26 In the Last Name field, type Doe.

27 In the Street Address (line 1) field, enter 123 Street Ln.

28 In the City field, type Ada.

29 In the Zip/Postal Code field, type 71234.

30 In the Country field, select United States.

31 In the State/Province field, select Oklahoma.

32 In the Region field, select Ada.

33 In the Primary Number field, select Cellular Phone.

34 In the Cellular Number field, enter 1234567890.

35 In the Are you a Choctaw Nation of Oklahoma tribal member? field, select No.

36 In the Are you a veteran of the U.S. military with either an honorable or general discharge? field, select No.

37 In the Are you the parent of a Choctaw Nation of Oklahoma dependent or legal guardian of a Choctaw ward? field, select No.

38 In the Are you a CDIB cardholder of any federally-recognized tribe? field, select No.


39 In the Are you the spouse of a Choctaw Nation of Oklahoma tribal member? field, select No.


41 Click the Current Job checkbox.

42 In the Job Title field, type Worker.

43 In the Employer field, type Company.

44 In the Month field, select 01.

45 In the Year field, select 2015.


47 In the Institution field, enter Massachusetts Institute.

48 Click Massachusetts Institute of Technology (MIT).

49 In the Area of Study field, type Information Technology.

50 In the Education Level field, select Bachelor's Degree (±16 years).


52 For Please indicate the highest level of education you have completed?, select the Bachelor’s degree radio button.

53 For Please indicate the Microsoft Office products in which you are proficient (Check all that apply)?, select the Word check box.

54 Click the Excel checkbox.

55 Click the PowerPoint checkbox.

56 Click the Project checkbox.

57 Click the Visio checkbox.


59 Click Choose File.

60 Click Resume.docx.


61 Click Open.

62 Click Attach.


64 In the Please enter your full name field, type John Doe.


66 In the Ethnicity field, select I do not wish to provide this information.

67 In the Race field, select I do not wish to provide this information.

68 In the Gender field, select I do not wish to provide this information.


70 Review your submission, and then click Submit.

71 Click MY JOBPAGE.

72 Click I Accept.

End of Procedure


Job Aid: Applying to a Posted Job (Internal) This job aid provides step-by-step instructions on applying to a posted position from an

internal candidate’s (associate’s) perspective.

1 In the Username field, type jdoe.

2 In the Password field, type Password.

3 Click Login.

4 Click JOB SEARCH.

5 Click Current Associates Job Search.

6 In the Keyword field, type Network.

7 Click Search

8 On the Network Engineer 1 IT INTEGRATED NETWORK MGMT row, click Apply.

9 For Are you at least 18 years of age?, select the Yes radio button.

10 For Do you have any felonies, misdemeanors, or warrants (this also includes pending or dismissed charges)?, select the No radio button.


12 In the Primary Number field, select Cellular Phone.

13 In the Cellular Number field, type 9876543210.

14 In the Are you a Choctaw Nation of Oklahoma tribal member? field, select Yes.

15 In the Are you a veteran of the U.S. military with either an honorable or general discharge? field, select No.

16 In the Are you the parent of a Choctaw Nation of Oklahoma dependent or legal guardian of a Choctaw ward? field, select No.

17 In the Are you a CDIB cardholder of any federally-recognized tribe? field, select Yes.

18 In the Are you the spouse of a Choctaw Nation of Oklahoma tribal member? field, select No.



20 Click the Current Job checkbox.

21 In the Job Title field, type Approver.

22 In the Employer field, type Choctaw Nation of Oklahoma.

23 In the Month field, select 01.

24 In the Year field, select 2019.


26 In the Institution field, type East Central University.

27 In the Area of Study field, type Accounting Technology.

28 In the Education Level field, select Bachelor's Degree (±16 years).


30 For Please indicate the highest level of education you have completed?, select the Bachelor’s degree radio button.

31 For Please indicate the Microsoft Office products in which you are proficient (Check all that apply)?, select the Word checkbox.

32 Click the Excel checkbox.

33 Click the PowerPoint checkbox.

34 Click the Access checkbox.

35 Click the Project checkbox.



38 In the Please enter your full name field, type Timothy Approver.


40 In the Ethnicity field, select I do not wish to provide this information.

41 In the Race field, select I do not wish to provide this information.


42 In the Gender field, select I do not wish to provide this information.


44 Review your submission, and then click Submit.

45 Click View My Submissions.

46 Click Job Search.

End of Procedure


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.

Viewing and Filtering Candidate Lists

The Candidate List displays all 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 than 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 Candidate 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 menu.


Job Aid: Viewing and Filtering 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 Start from the Requisitions list.

2 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 Hover 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 the skill preferences set by the recruiter) 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.


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

5 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.

6

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

7 Select the Standard View option and then click Apply to reset the list.

8 If you attached a resume for any of your candidates, click the Attachment indicator. Otherwise, skip to step 12.


9

The Attachment Preview window is displayed in the bottom pane. The window defaults to Submission-specific Attachments ... these are attachments the candidate has indicated are relevant for this position. You may elect to see Other Attachments (not relevant for this position as indicated by the candidate); you may click the applicable radio button.

10 You may download the actual file the candidate uploaded by clicking the Download attachment link.

11

To close the Attachment Preview pane, click the Hide preview attachment button located on the top right side of the candidate list.

12

Next, you will use other options to access your job-specific candidate lists. The next approach is to view candidates from the main Candidates area. Click the Candidates tab.


13 This area gives you a combined view of your 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 drop-down list, select the All candidates list item.

Result: Candidates are grouped by requisition in your display. From here, you can use the Quick Filters 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.

14 You may use Quick Filters in the left pane to narrow down your list.

To filter the list to only show Internal Candidates, expand the Candidate filter in the left pane.

15 Select the Internal checkbox. Result: You now only see Internal Candidates in the list

16 Uncheck the Internal box to see all candidates.

17 To access the requisition, hover your mouse over the Requisition Title.

In the pop-up window, click the Title link.

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

Click the Number of Candidates link.

Result: You return to your requisition-specific candidate list.

You have viewed and filtered a list of candidates for a specific requisition. End of Procedure


1.9.1 Viewing Candidate Files

A Candidate File contains candidate information such as personal information, work experience, education, references, screening information from the Job Submission and the General Profile. To access the Candidate File, click a candidate’s name in the list. Other tabs allow for viewing attachments and track offers. This topic covers the navigation of the sections and tabs within a Candidate File. When opening a Candidate File, users are always in View mode. In View mode, only fields for that contain data are displayed. Additionally, the Candidate File is organized into three panes: The left pane contains the candidate card in the top section and supporting information in the bottom section. The candidate card can be flipped to display either the Job Submission or the General Profile. The pane can be expanded or collapsed. The central pane contains the main content of the file as well as an action bar allowing users to perform actions on the candidate. Tabs provide complete information about the candidate. Depending on the candidate card side being viewed, the information displayed on the tabs will vary. The right pane contains supporting tools such as the online help. The pane can be expanded

or collapsed.


1.9.2 Viewing Attachments

The Attachments tab contains resume and other attachments provided by the candidate or recruiter. Attachments have two versions; the original format under File Name and the Converted File. Click on the attachment name to open or save to your computer. Note: When sharing the resume with the Hiring Manager outside of the system, download the .doc version.


Job Aid: Viewing Candidate Files This job aid provides step-by-step instructions on how to view a candidate’s file.

1 Start from the Candidate List for your requisition. Click the Candidate link for your External candidate.

2 Start by reviewing some of the information you completed for the Job Submission earlier. Click the Job Submission tab.

3

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.

4 On the Job Submission form, navigate to the Questionnaire section.

In the Disqualification Questions block, you will see the candidate’s answers to company questions. The green checkmark indicates the candidate’s answer.


5

Additional candidate information can be viewed and actions can be taken using the following steps. a. On the Job Submission tab, in the Candidate Personal Information block, the

candidate’s Email Address is noted. b. Hover over each button on the Action bar and read the tooltip that explains them.

Review the actions listed within the More Actions drop-down list. Steps for how to use these options will be explained in a later topic.

c. Flip the Candidate Card (the Job Submission on the

left pane) to view the General Profile. Notice the contact information displays on the left pane.

d. On the left pane, in the Other Submissions section, click the Active hyperlink and

then click the displayed hyperlink to return to the Job Submission form. You can also flip the Candidate Card to return to the Job Submission form.

e. Click the Attachments tab. There may not be attachments if a LinkedIn profile was

used to complete the application. f. Click the History tab. If applicable, modify the history of events to show additional

events. Note that you can view the history for different job submissions from this tab. g. Navigate to the next candidate in your list using the

navigation buttons in the upper right corner.

You have viewed a candidate’s file. End of Procedure


Job Aid: Merge Candidate File

This job aid provides step-by-step instructions on how to merge duplicate candidate files. Select the potential duplicate candidate files and merge them into one file. When a merge occurs, the master candidate file's information is preserved and enriched with information from the other candidate files.

1 From the More Actions menu, select the Check for Duplicates option.

2 Select all duplicate candidate files for a specific candidate.

3 From the More Actions menu, select the Merge Candidate Files action.

4 By default, the system selects the most recent file as the master candidate file, unless the oldest candidate file was a referral. You can select a different master file if desired.

5 Select the order in which the duplicate files will be merged into the master file.

6 You can remove unwanted candidate files.

7 Click Done.

Candidate files are processed one at a time as per the configured sequence and only information that does not already exist is copied into the master file.

After the merge, the master file is kept, and the candidate files used for the merge are deleted.

End of Procedure


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.

1.10.1 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: Type in any part of a name, email or candidate ID number in the Quick Search field and

select the Search button. From the Quick Search menu, select Specific candidate and use the individual name, ID or

email 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", users type Mont* in the Quick Search field. The results yield candidates such as Montel, Montague, and Montgomery.

1.10.2 Requisition Quick Search

If you want to find a particular 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 which your organization may or may not have implemented.


Job Aid: Running 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 to perform a Quick Search and set Search options to narrow your search for a specific candidate.

1 Locate the Quick Search field in the upper right of the page. Click in the Search Candidate field.

2 Enter information into the Search Candidate field.

3 Click the Launch the quick search button or press “Enter” on your keyboard.

Result: All candidates in the database that contain the name "smith" are displayed.

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.

4 Click the View the search options button.

5 Click the Specific candidate list item.

6 Enter the desired information into the First Name field.

7 Enter the desired information into the Last Name field.

8 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


1.10.3 Advanced Search

Clicking the Advanced link in the search area of the Recruiting Center, presents users with a more detailed search interface. When performing an Advanced search, the more search criteria recruiters add, the more refined the results become. Once users produce the results desired, they can take further actions on the candidates from the results screen. Examples of Advanced searches are:

Using Boolean operators such as "and", "or", and "not" as well as quotes and parentheses to build a search string in the keyword field

Specifying a range of dates in which a candidate record was last updated Searching for candidates that are internal, external, or disqualified Using structured fields, such as Education level or Work experience to narrow your

results

1.10.4 Save Search Queries

It is also possible to save and share Advanced search queries. This permits construction of valuable queries for candidates which can be reused each time there is a need to search for similar candidates.

1.10.5 Search Preferences in My Setup

My Setup contains two optional settings that recruiters can also use to personalize their Advanced Search page. It is possible to set up defaults for:

1. Last Update Date 2. Place of Residence


Job Aid: Running an Advanced Search Using the Advanced search form, you can conduct a simple keyword search or a more

complex search using any combination of keywords and structured fields to locate desired candidates in the database. This job aid provides step-by-step instructions to build and run an Advanced Search using Keyboards.

1 Locate the search links in the upper right of your page. Click the Advanced Search link.

2 The Keywords field accepts wildcards and other Boolean operators. Enter the desired information into the Keywords field. For example, enter manag*. This is to include profiles that contain words such as ‘manager’, ‘management’, etc...

3 In the External/Internal Candidate section, select External.

4 Set the Place of Residence to United States > Oklahoma > Durant. Ensure the criteria drop down is set to ‘Required’.


6 Click the Return to the search query button.

7 Change the Place of Residence criteria drop down list to ‘Desired’


9 Click the Return to the search query button.

10 In our scenario, we also want include candidate that have indicated a Tier A Tribal Preference, but the field is not on your Advanced Search page. To include the field in your search, click


Customize toward the top of the page.

11 In the bottom pane of the customization page, scroll and Select Are you a Choctaw Nation of Oklahoma tribal member?

12 The field is now listed in the top pane. Click Done to return to your search query.

13 Scroll down to the bottom of the page and select ‘Yes’ from the drop-down list for the field you just added. Leave the Required/Desired field as is.


15 Now we will save this Search Query so you may use it again in the future without having to rebuild it.

Click the Save Query button.

16 In the Query Name field, save this as Your Name’s Query. For example, Alex’s Query.


18 Click Recruiting to go back to your Center Stage.

19 Now we can re-run this Search Query.

In the search widget, click the Search Queries link located.

20 Select your query from the Search Queries list.

21 You are directed to the Advanced Search page. Notice your search criteria was saved so you may run it again.

Note: You may store your queries in personal and shared folders. We will learn how to do this as part of the Candidate Folder exercise.

22 Click Recruiting to go back to your Center Stage.

You have built and run an Advanced Search using Keywords. End of Procedure


Managing Candidate Folders

Candidate Folders allow you to keep track of candidates that may or may not be attached to a requisition. For example, you may want to stay in touch with upcoming college graduates you met at a job fair. You can create an unlimited number of folders under the main folder named Personal. You can have a total of four sub-folders under your Personal folder. For instance, you can have a folder called Campus Recruiting, then a sub-level folder for each university and so on. It is also possible to share Candidate Folders with other users which can be helpful for collaboration. These folders show a hand holding the folder (see San Francisco example below). Folders others are sharing with you are displayed under another main folder named Shared.

1.11.1 Candidate Folders

You can set up folder hierarchies that best suit your recruiting needs. Here are two examples of folder hierarchies:

1. Job Category - Your top level and sub-level folders are based on job categories as Information Technology and Marketing.

2. Campus Recruiting - Your top level and sub-level folders are

based on the graduation year, degrees and schools. Folder names have a maximum length of 20 characters.

You can file candidates to a folder using the File in a folder action from any Candidate List including search results or candidates on a requisition. Be cautious when you are working with shared folders. You cannot delete or rename a folder that is shared with you; however, you can delete candidates out of folders that are shared with you if you have the permission. Be mindful of whether you should be moving, copying, or deleting a candidate out of a shared folder.


1.11.2 Self-Assigned Tasks

In addition, the action Create a Self-Assigned Task works nicely with candidates in folders or any Candidate List where you can create reminders for yourself with due dates to follow up on certain candidates. These tasks appear in the Task Channel on the Home Page and reminders get sent via email. Candidate folders are accessed by navigating to the Candidates link on the main menu, then clicking the Folder tab. Once in the folders area, you can create, delete, and share folders. The File in a folder action is available on any Candidate List. The Create Self-Assigned Task action works nicely to keep track of candidates in folders.


Job Aid: Creating and Managing Candidate Folders

This job aid provides step-by-step instructions to create and manage folders, file a candidate in a folder, and create a self-assigned Task related to the filed candidate.

1

Folders are accessed from the Candidates page. Locate the main menu.

Click the Candidates link.

2 Locate the left pane. Click the Folder tab.

Result: Your Folders view displays. You have two main folders, Personal and Shared, which list folders others are sharing with you.

3 You will create two sub-folders within your Personal folder. Click the Personal folder or verify it is highlighted.

4 Click the Manage menu.

5 Click the Create list item.

6 You will give your new folder a title. For example, enter "Keep In Mind" and press the [Enter] key.

7 Next, you will create a folder beneath the Keep In Mind folder. Click the Keep in Mind folder.


9 Click the Create list item.

10 Enter the following information into the field. Enter "Top Candidates– [your initials]" and press the [Enter] key.

Example: Top Candidates-at


11 Select the box before one or more Candidate Name items in your search results.

12 Click the File in a folder button.

13 Expand the Personal folder.

14 Expand the Keep In Mind folder.

15 Click the Top Candidates folder.


17 Locate the main menu. Click the Candidates link.

18 Click the Folder tab.

19 Verify your candidate is in the correct folder.

Next, you will create a Self-Assigned task for this candidate.

20 Select the box before the Candidate Name item.

21 Click the More Actions menu.

22 Click the Create Self-assigned Task... list item.

23 You will give your task a name and due date as well as a reminder. Click in the Name field.

24 Enter the desired information into the Name field. Enter "Follow up call".


25 Click the Due Date calendar button and select a date one week from today.

26 Click the Reminder list.

27 Click the 1 day before due date list item.


29

You are still in the Task area of the system. You will return to the folders area. Click the Candidates link.

30 Click the Folders tab.

31 You will now Share the Marking folder you created. Expand the Personal folder.

32 Expand the Keep In Mind folder.

33 Click the Top Candidates folder.


35 Click the Sharing… list item.

36 You are directed to the Folder Sharing window. Uncheck the Users of the parent folder box.

37 In the drop-down list located beneath the check box, select Groups and users selected.

38 Select the Users tab.


39

Using the Quick Filters located in the bottom left portion of the window, locate the name of the individuals you want to share the record with and click Select for each.

40 Click the Done button

Notice your Top Candidates folder indicates it’s being shared with others with the

indicator.

End of Procedure


1.11.3 Adding Candidates to Requisitions

The Add to a Requisition action allows recruiters to select one or more Candidate Files and add them to one or more Requisition Files. Once a candidate has been added to a requisition, the system prompts the user on whether to send an email to the candidate(s) to obtain more information on his/her submission. The History tab keeps a record of all Add to a Requisition actions that take place on the candidate.


Job Aid: Matching Candidate to Requisition This job aid provides step-by-step instructions to add a Requisition action from the

action bar on the Candidate List or on the Candidate File.

1 Open a candidate record from one of your Personal Folders.

2 Next, you will add this candidate to your Requisition using the Match action.

3 Locate the Action bar at the top of the list. Click the Match button.

4 Locate Your requisition. Hint: You may hover your mouse over the Requisition Title to see the full title. Click the Select button.

Result: Your entry appears in the upper pane. Click the Done button.

5 Next, you will verify that these candidates have been added to your requisition. Click the Requisitions tab.

Result: The candidate is on your Requisition.

End of Procedure.


1.11.4 Sharing Candidates

It is possible to take actions on candidates from the list using the Action Bar and More Actions menu.

The Share action allows users to send all or part of a Candidate File to a co-worker via email. Recruiters can also add comments that are included in the email and additional attachments to supplement the shared Candidate File. The History tab keeps a record of all sharing actions that take place on the candidate.


Job Aid: Sharing Candidates Use the Share action button on the action bar available from the Candidate List or

Candidate File to share a candidate with others. You will be able to select only the sections you want to send in the share email. This job aid demonstrates the process to share a candidate.

1 Open Candidate file from your Personal folder – OR – one from your Requisition. Locate the action bar.

Click the Share button.

2

Locate a colleague’s account in the lower pane and click Select – OR – type in a colleague’s email address in the Share with External Recipients box.

3 Click the Next button.


4 You may remove one or more sections before sharing the file. Locate the General Profile section. Scroll down and deselect any items as desired.

5 Click the Share button. Note: The share recipient will receive an email with a link to the candidate file(s). The History tab will record the share event. This may take a few minutes to appear within the History tab.

6 Click the Up to the candidate list button.

7 Go back to Center Stage.

8 You have shared a candidate. End of Procedure


Candidate Selection Workflow

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. The details of each Step are called Statuses. Once a candidate has reached a completion Status, i.e. the Status that finishes that Step, he, or she can be moved to the next Step. A completion Status is indicated by an * in the drop-down menu. Below is the structure view of the New Step and the Statuses within the New step.

1.12.1 Moving Candidates through the CSW

A candidate is moved through the Candidate Selection Workflow using the Change Step/status action. There are two possible changes to make within this action when managing a candidate in the hiring process:

1. Change Status: Permits movement of a candidate to a different Status within the current Step. The candidate remains in the current Step after this change.

2. Change Step: Permits movement of a candidate to another Step (either the next Step or in some cases candidates can skip Steps). The candidate progresses to a different Step from the original Step after this change.


Job Aid: Moving Candidates in the CSW – More Actions

Use the Change Step/status action to move candidates through the hiring process. This action can be accessed from the list for one or more candidates or from the Candidate File. This job aid provides step-by-step instructions to move a candidate forward in the candidate selection workflow (CSW) using the Change Step/status action.

1 Start from the Requisitions List. Locate your requisition. Click the Number of Candidates link.

Result: Your Candidate List displays with the Selection Workflow filter in the left pane showing All candidates.

2 Next, you will change the Status of this candidate within the New step. Locate your External candidate. Select the box before the Candidate Name item.

Note: You may change the Step and Status of multiple candidates simultaneously, as long as they are all in the same Step and Status.


4 Click the Change Step/status... list item.

5 Start at the top of the screen and read the options. Notice the New Step menu is grayed out and cannot be modified. The candidate must be in a completion status in order to change Step.

6 Using your Candidate Selection Workflow chart as a guide, change the candidate’s Status to the completion status of Qualified for this step. Click the Save and Close button.

7 Locate the Selection Workflow filter on the left pane. You will narrow the list to all candidates in the New step.

Click the New link.


8 Notice the Selection Workflow filter now displays the Step at the top followed by the Statuses for that Step. Open the Candidate File to move the candidate to the Next Step.

Click the Candidate Name link.


10 Click the Change Step/status... list item.

11 Review the default settings. Notice the next Step and Status is defaulted to To Be Reviewed, but you may make another selection if desired. However, accept the default value.



14 The candidate no longer appears on the list as it is filtered. Remove the filter by clicking on the cross next to the filtered step.

The candidate record you just moved is now visible. Note the number of candidates in each step is listed in the left pane.

You have progressed a candidate in the CSW using More Actions.

End of Procedure


1.12.2 Using Shortcut Buttons

A quick and easy way to change a candidate from one step to another or one status to another is to use the Change Step/status Shortcut buttons. These buttons are options that have been set up by System Administrators for certain Steps. These one-click buttons help save time by moving candidates on a typical path through the Candidate Selection Workflow. There are four shortcut buttons that may be available on Steps: Yes, No, Maybe, and Move Yes(es). Please note that these buttons may not be activated for each Step in the process.

Yes: Moves candidate to a completion Status within the current Step.

No: Changes the candidate's Status to Rejected within the current Step.

Maybe: Changes the candidate's Status to on hold or under consideration within the current Step.

Move Yes: Moves candidate(s) in a completion Status within the current Step to the next Step.


Job Aid: Moving Candidates in the CSW – Shortcuts

Shortcut buttons can be used from the Candidate List view or from a single Candidate File when activated on certain Steps. This job aid provides step-by-step instructions to move a candidate forward in the candidate selection workflow (CSW) using the shortcut buttons.

1 Locate your Internal candidate record. Click on the Candidate Name.

Locate the Shortcut buttons on the Action bar. Also, see how shortcuts are assigned to statuses on your CSW chart.

Note: Based on your requisition’s workflow, you may see a different set of shortcuts.

2 Now, click the Blue Question Mark button to move the candidate to the ‘parking lot’ status of Under Consideration.

Note: It is not required to move to this Status. Use it if you need it.

3 Now, click the Green Checkmark button to move the candidate to the completion status of Qualified.

4 You will now move the candidate to the next step. Click the Blue Checkmark button.

Note: When working from a candidate list, the blue checkmark shortcut moves ALL candidates in a completion status the next step.

5 Notice the step of the candidate has changed to the next step in your requisition’s workflow.


7

Notice that the Action Toolbar does NOT have any CSW shortcut buttons. In order to change the status of multiple candidates using CSW Shortcuts from the list, you must drill into a Step to do so.


8

Click the Hiring Manager Review link in the left pane to filter the list of candidates to those in that Step. Result: Both your External and Internal candidate are available. Notice the toolbar now has CSW shortcuts.

9 Check the box the left of both your External and Internal candidate. Use the Green Checkmark shortcut to change the candidate’s status to Passed HM Screen.

10 Again, check the box to the left of both your External and Internal candidate. Use the Blue Checkmark to move these candidates the Interview step.

11 Notice your candidates are no longer visible. That’s because you have previously filtered your list to show only candidates in the Hiring Manager Review step Click the X in the left pane to remove the CSW filter.

Result: Your candidates are now visible.

You have moved a Candidate forward in the Candidate Selection Workflow using the shortcut buttons.

End of Procedure


Rejecting a Candidate

When candidates are not going to progress any further for consideration on your requisition, they should be rejected. Rejecting candidates makes them inactive on the current requisition Candidate List. There are two steps to rejecting a candidate:

1. Use the Rejected status available on the More Actions list or use the Reject shortcut button.

2. Select an option under the Details or Disposition list that explains the reason for rejecting.

Candidates can be rejected at any Step in the process. There are a variety of reasons that candidates are not selected. It is important to disposition candidates accurately for legal and reporting purposes.


Job Aid: Rejecting a Candidate You can access the Rejected status from the Change Status/step screen or the Reject

shortcut button (if activated). This job aid provides step-by-step instructions to reject a candidate on a specific requisition.

1 Open your Internal candidate by clicking on the name.

2 Click the Reject shortcut CSW.

3 Locate the Details or Disposition area. Select a disposition from the available list.


Result: The candidate is still in the same step, but the status has changed to Rejected.


6 Use the Quick Filters to hide rejected candidates. Click/Expand the Candidate Quick Filter option, located in the lower left pane, to view the various filtering options.

7 Select the box before the In selection process item.

Result: The candidate is removed from the list.

8 Uncheck the box to remove the filter and make the candidate visible on the candidate list.

9 If you would like to send a Rejection Letter to the candidate, click More Actions>Send Correspondence. Note: Alternatively, you may also check the Send Correspondence box while rejecting the candidate.


10 In the From template field, type in ‘rej’ and then select the Rejection Letter list item and click Next.

11 Review the message and click Send.

You have rejected a Candidate on a specific requisition and sent a rejection letter. End of Procedure


Reverting a Candidate

Occasionally it may be necessary to undo a Status or Step change. For example, perhaps a candidate was inadvertently moved to the Offer step, when he or she should still be in the Interview step. For this purpose, you can use the Revert action which allows you to move the candidate back to the previous Step/Status.


Job Aid: Reverting a Candidate When using the Revert action, be careful to only use the Save and Close button and not the Save and Continue button. This job aid provides step-by-step instructions to revert a candidate to a previous step in the candidate selection workflow (CSW).

1 You have moved a candidate to a Status by mistake. Use the Revert action to return the candidate to the previous Step. Select the box before your External candidate.

2 Click the More Actions list.

3 Click the Revert... list item.

4 Notice the window lists what Step and Status to which the candidate will be reverted. Enter the desired information into the Comments field. Enter "Moved in Error".


6 The candidate has been removed from the Rejected Status.

7 You have reverted a candidate to a previous Step and/or Status in the candidate selection workflow. End of Procedure


Offer Management

Once a candidate has reached the Offer step, an offer is created which includes specific terms and conditions. The Offer Management module in OTAC allows for the quick creation of offers as well as the management of all offers through the offer creation, approval, and acceptance phases. A candidate is placed into the Step of Offer and the Status of Offer to be made before the offer process starts. It is possible to easily access and view the status of offers from the Offers Channel on the Recruiting Center and the Offers hyperlink on the main menu. More details are available on the Offers tab of the specific candidate file.

1.15.1 Creating Offers

The Create Offer action is used to capture the specific details of an offer.

The offer form, located on the Offers tab, is used to fill in such details of the offer as salary and bonus information. It is possible to use existing information from the requisition or other captured information to get the offer started. For example, hiring managers may want to copy all the terms already outlined in the requisition to create the offer.


The Offers module can also be used to collect and maintain information on competitive offers and offer expectations.


Job Aid: Creating an Offer The Create Offer action is available from the More Actions drop-down list when you are in a candidate’s file. When you are in the Candidate’s file, the offer-related actions are dynamic and will only list the offer actions that are appropriate for the candidate's current status. This job aid provides step-by-step instructions on how to create a draft offer.

1 From the Candidates list, click a candidate’s name to view their file.

Result: The candidate’s file displays.

2 Progress the candidate to the Step/Status of Offer/Offer to be made.

3 Click the More Actions drop-down list.

4 Click the Create Offer... list item.

5 Result: Two columns display - the Offer (New) column and the Requisition column. The Offer (New) column is intended for recording the offer details. The Requisition column displays the approved requisition details. Required fields are marked with a red asterisk.

Hint: Click F11 to place your browser in full screen mode.

6 In the Top Section, click in the Start Date field and select the starting date. Leave the Tentative Start Date field checked.


7 Optionally, click in the Expiration Date field and select the date that the offer expires.

8 In the General Terms section, enter an amount in the Salary (Pay Basis) field. This is the amount of pay per pay frequency (yearly or hourly). Note: If the position is hourly please type the hourly amount (Ex. 25.00), if the position is salary please enter the salary amount (Ex. 52,000.00).

9 Select a Pay Basis of either Yearly or Hourly.

10 To the right of the Pay Basis field, optionally click the calculator to help you calculate the Annualized Salary. Note: It is not required to use the calculator. You may manually input values instead.

11 The Salary Calculator displays. Click the Calculate button followed by the Done button.

12 The Annualized Salary field automatically populates.


13 Input the remaining required data and the optional data as desired.


The offer displays in View mode. The current Step and Status of the candidate update in the left pane.

An offer has been created. End of Procedure


Job Aid: Route an Offer for Approval This job aid provides step-by-step instructions on how to route an offer for approval.

1 From the candidate’s file, from the More Actions drop-down list, select the Request Approval option.

2 The Request Approval window displays. Internal business rules determine the approval path.

3 If your name is listed in the approval window as the first approver, change the Decision from Pending to Approve.

4 Enter required Comments as desired.

5

Click the Done button. The offer is routed for approval and the Offer Approvals tab displays.

An offer is routed for approval. End of Procedure


Job Aid: Approve an Offer via the eShare Center

This job aid provides step-by-step instructions on how to approve an offer via the eShare Center.

1 Open the email with the subject Offer Approval Request (E-Share).



3


Result: The Offer Approval Request displays.

4 To review the requisition, click the Offer Details hyperlink. A PDF version of the requisition will open.

5 Provide a decision of either I approve this offer or I reject this offer. If you reject the requisition, comments are required in the Comments field.

6

Click the Done button when complete. If approved, a notification will go to the next approver. If rejected, the requestor will be notified.

7 Confirmation of the action displays. Click the Exit button.

You have approved an offer via the eShare Center. End of Procedure


Extending Offers, Capturing Responses

Extending an offer to a candidate is a critical phase in the recruiting process. The candidate can reject, accept, or negotiate the offer terms. Using the Extend Offer action, recruiters can indicate whether they are extending the offer verbally or in writing as well as record the candidate's decision. If the offer needs to be revised, they can renege or rescind the offer. In some cases, the offer will terminate either by the initiation of the organization or the candidate. In these cases, the system offers special statuses such as Offer Declined, Reneged, Rescinded, etc. When a candidate declines an offer after it has been accepted, the offer must be reneged by the organization. Additionally, users can record the specific reason for the decline by using the Candidate has declined action.


Job Aid: Extending an E-Offer or Email Offer This job aid provides step-by-step instructions on how to extend an eOffer to a

Candidate.

1 Under Centers, click Recruiting.

2 Under the Tasks block, click Extend Offer.

3 Click Doe, John (123456).

4 Click Edit.

5 By the Onboarding Staff text field, click Open the selector.

6 In the Name field, type the name of the Onboarder.

7 Click Refresh the list according to selection.

8 On the applicable row, click Select.

9 Click Save and Close.

10 Click 4.

11 Click Doe, John (123451).

12 Click the Offers tab.

13 Click More Actions.

14 Click Extend Offer....

15 Click Done.

16 By the From template text field, click Open the selector.

17 On the Offer Letter - New Hire/Rehire row, click Select.

18 Hover over Position Information - Yearly.

19 Select the Position Information - Yearly checkbox.

20 Hover over Introduction.


21 Click Next.

22 Click Send.

End of Procedure


Job Aid: Candidate E-Offer Acceptance

This job aid provides step-by-step instructions on how to extend an Offer to a Candidate, capture a candidate response, and begin Onboarding for a candidate.

1 Under Centers, click Recruiting.

2 Receive an email notification in your personal email account. Click the link in the email to direct you back to the External Career Section.

3 Log into the career section with your external candidate credentials. If you cannot remember your User Name and/or Password, use the tools provided on the log in page to retrieve them. If you get stuck, alert your trainer for assistance.

4 Make sure you are on the Tasks tab. Review the offer letter and any attachments. Select a response of Accept the offer and eSign.

5 Click Submit.

6 Sign Out of the External Career Section when done.

7 Recruiter and Hiring Manager will receive an email notification the candidate has responded to the offer.

8 Log into OTAC Recruiting as Recruiter. Navigate back to your external candidate on your requisition.

End of Procedure


Job Aid: Generate a Password for a Candidate

This job aid provides step-by-step instructions on how to generate a password for a candidate from within the candidate’s general profile.

1 Open a candidate file.

2 Go to the General Profile tab.

3 In the Account Information section, click Unlock if the candidate’s account is locked.

4 Next, click Generate New Password.

5 Click Yes in the confirmation window.

6 Provide the new password to the candidate. Upon login, the candidate will be prompted to update the password.

End of Procedure


2 Oracle Talent Acquisition Mobile (Fluid) Recruiter Guide

Introduction

Included in these materials are job aids with step-by-step instructions for you to apply your knowledge and to reinforce learning for OTAC Recruiting.

2.1.1 Course Goals

At the end of this course, you should be able to perform the following tasks confidently: • Navigate through Fluid Recruiting • Create a Requisition in Fluid Recruiting using a template • View requisitions and candidates in a list and individually • Take actions on candidates • Understand the candidate selection workflow structure and move candidates through the

workflow • Create an offer for a candidate

2.1.2 Fluid Recruiting Overview

The new mobile friendly product of OTAC Recruiting is called Fluid Recruiting. Fluid Recruiting offers a simple and modern user interface that is usable on desktops, laptops, tablets, and smartphones. Fluid Recruiting leverages concepts, icons, data, and behavior similar to the Recruiting Center while providing an improved user experience. At this time, Fluid Recruiting has limited functionality but will continue to receive upgrades quarterly. The initial release of Fluid Recruiting focuses on reviewing and dispositioning candidate submissions. You can use Fluid Recruiting in parallel with the existing Recruiting Center. You can process candidates in Fluid Recruiting. If you need to take further actions beyond creating requisitions, processing candidates, or creating offers you can return to the Recruiting Center to complete the tasks.

The following capabilities are provided with the initial release: • Creating requisitions • Viewing the requisition list, requisition details, including requisition info and attachments • Viewing a requisition’s submission list


• Viewing candidate submission details, including job submission info, attachments, and history

• Changing a submission step and status • Creating offers

2.1.3 SmartOrg

Fluid Recruiting 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.


OTAC Overview and Navigation

Fluid Recruiting is set up to provide a quick access to information on requisitions, candidates, offers, and other activated functions. Learning to navigate efficiently within the system ultimately saves time and increases productivity.

2.2.1 Navigating Fluid Recruiting

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

1. Create Requisitions: Click the Create Requisition icon to create requisitions. 2. Find Submissions: Click the Submissions link to view candidate submissions. 3. Filter Requisitions: Apply these filter options to search for specific requisitions. 4. Return to Homepage: Click the Home link to return to the home page.

It is not possible to set up preferences or personal information in Fluid Recruiting. Before using Fluid Recruiting, you will need to set your preferences. Refer to the Navigate the Recruiting Center job aid for additional details.


2.2.2 Requisition Management

When an organization has a job opening, a user creates a requisition file, which details the specific requirements for that position. Requisitions are a crucial element to Fluid Recruiting. Well-created requisitions can streamline the recruitment process. In addition, the requisition controls the recruiting path (candidate selection workflow) that candidates take, as well as the posting options that are available to users. Once the requisition file is completed and saved, it is ready for the approval process. Users can specifically view fields required for saving, requesting approval, and posting.


Job Aid: Create a Requisition

This job aid provides step-by-step instructions on how to create a requisition and route it for approval using Fluid Recruiting.


2 Click the Fluid Recruiting hyperlink.

Result: The Fluid Recruiting Requisitions form displays.

3 Click the Create Requisition button.


Result: The Create New Requisition form displays.

4

Using a template to create a requisition is the only option. Click the Next button.


The Basic Information form displays.

5

In the Hire Type section, select the applicable option. Note: The Pipeline – General option is used for the creation of a basic requisition. This option should only be used when recruiting from a career fair.



7

Select the applicable Requisition Template. There are two ways to do this: You may type the position name in the Select Template field and select a value from the suggestive drop-down list. – OR – You may use the selector icon. Click the Select Template

selector icon. Use the Filters pane to enter

search criteria. Tip: You can search by the position number by entering the number in the Job Code field.

Click the Apply Filters button. Tip: Click on the requisition Name hyperlink to view the position details.

Click the Select hyperlink for the applicable requisition template.

The Find Template form updates to display the selected template.

8 On the Find Template form, click the Next button.


Result: The Specify Attributes form displays the organization, location, and job field structure associated with the selected template.

9 In the Hiring Manager field, type the first and last name of the applicable manager.



Result: The requisition file displays. Tip: Click the collapse icon to collapse the left panel.

11

Some fields are auto-filled from the template; however, there are additional required fields that need to be completed on the requisition file. As needed, in the Identification section, complete the required and optional fields. All fields that are required to save the requisition are denoted with a red asterisk (*).


12

Scroll down to the Owners section.

If you selected a default Recruiter or a default Hiring Manager on the My Setup form in the Recruiting Center, the associate Recruiter and Hiring Manager fields are pre-populated. If not, input either your name or the name of the appropriate individual.

13

In the Collaborators section, you may add other individuals you would like to have access to the requisition. If applicable, click the Add Collaborators link to select users from the system – AND/OR – select the Frequent Collaborators option to add those you previously added on the My Setup form in the Recruiting Center.

14

Scroll down to the Process block. In the Budget section, from the Grant Funded and the Labor Distribution drop-down lists, select the applicable options.

Note: The value of Not Specified in a drop-down list is NOT a valid value. Select a valid value if the field states Not Specified.


15

Scroll down to the Job Information block. In the Profile section, enter the schedule details for the job.

Scroll down to the Job Description block. The External Description section should be pre-populated. Note: The External Description is required. If it is blank, you will not be able to complete the requisition. In which case, Hiring Managers should work with Compensation to develop a description for the job. Compensation will collaborate with Human Resources on updating the job description in the system.

16

At the top of the form, click the Done button.


Result: Confirmation that the requisition has been saved displays and the More Actions button becomes available.

17

To request approval, from the More Actions drop-down list, select the Submit for Approval option.

18

Result: The Approvals form displays. Next to the title of the position, the requisition number displays in parenthesis. The approval path is pre-populated based on your organization’s business rules. Optionally, click the Add

Approvers link to route the job requisition to additional approvers.

In the Comment to Approvers field, provide information for the approvers to read about the job requisition.

Click the Submit for Approval button.


Result: The Approvals tab of the requisition displays with the approval path and the status of the approvals.

19 In the upper right, click on your name and then select the Log out option.

A requisition is created and routed for approval. You will receive a notification once the requisition is approved.

End of Procedure


Job Aid: Approve a Requisition via the eShare Center

This job aid provides step-by-step instructions on how to approve a requisition via the eShare Center.

1 Open the email with the subject Standard Notification for a Requisition Approval Request.

Note: Verify email is correct in My Set up page. If not, please correct via ESS or HR office.



3



4

The Requisition Approval Request displays. To review the requisition, click the Requisition Details hyperlink. A PDF version of the requisition will open. Provide a decision of either I approve this requisition or I reject this requisition. If you reject the requisition, you will be required to input Comments. Click the Done button when complete. If approved, a notification will

go to the next approver. If rejected, the requestor will be notified. Once fully approved, both the Hiring Manager and the Recruiter will be notified


5

Confirmation of the action displays. Click the Exit button.

You have approved a requisition via the eShare Center.

End of Procedure


Job Aid: Finalizing Requisitions This job aid provides step-by-step instructions on how to finalize a requisition.


2

Click the Fluid Recruiting hyperlink.


3 Locate your approved requisition and open it by clicking on the title.


4

Click the Edit All button.

5

Review all of the information provided by the Hiring Manager. Review and, if desired, make modifications to requisition fields.

6

In the Owners section, review the Owners and Collaborators identified by the Hiring Manager.


7

In the Process block, in the Candidate Selection Workflow section, select the Standard workflow. Click the selector button to review other available workflows. They are SOURCING and HIRING. You will learn about these workflows in a later lesson.

8

In the Process block, in the Budget section, check the Employee Referral Bonus box (if applicable) to make this job referral eligible from the internal career section. If checked, in the Employee Referral Bonus field, input a referral bonus amount and currency, which may include 00.00 if desired.

Note: The referral bonus amount is not advertised on the internal career section.

9 Review remaining information provided by the hiring manager and stop at the Job Description section.

10

In the Job Description block, the External Description section and the Internal Description section are pre-populated. You may make modifications if/as desired.

Paste

Paste as Text

Paste from Word

Note: Remember to properly use the Paste, Paste as Text, and Paste from Word tools if pasting text from an external source as indicated in your PowerPoint guide.


11

Scroll down to the Questionnaire block. Disqualification Questions are hard-coded by the system. This section shows questions that will be asked of External or Internal candidates for this position and location. Just below those questions are Job Related (ACE) Questions that may either be pre-populated, added or removed for this job. We will review the use of these questions in a later lesson

12


13

The Requisition View displays. Click the Sourcing tab.

14

Next click the Add career sections button.


15

The Career Sections Selector window displays. The options are automatically selected to post both the external and internal career sections. As needed, change the

selection. Click the Add / update

career sections button.

16

The default Post from and Post to dates are set to the standard 7-day posting. As needed, update the Post

from and Post to dates by selecting the applicable drop-down box and modifying the dates.

If applicable, select the Mark as Urgent checkbox.

Click the Save and apply button.

The form updates to show that posting status and schedule. You have finalized a requisition. End of Procedure


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.

Viewing and Filtering Candidate Lists

The Candidate list displays all of the candidates associated with the requisition. Hiring Managers can use the Filters on the left pane to filter the list of candidates by various criteria. In addition to using filters to refine the Candidate list, it is possible to use the List Format drop-down list to display various list layouts. 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 a Candidate List This job aid provides step-by-step instructions on how to view and filter a list of candidates for a specific requisition.


2 Click the Fluid Recruiting hyperlink.


3 Locate the applicable requisition. In the Active Candidate Count column, click the hyperlink displaying the number of candidates.


Result: The candidate submissions for the selected requisition displays.

4

Optionally, use the Filters pane to narrow down the list of candidates. For example, to filter the list to only show internal candidates: Expand the Candidates filter. Select the Internal checkbox. Click the Apply Candidate Filters button.

5 Optionally, click the Collapse icon to collapse the Filters pane.

6 Scroll to the right to review the selection information for each candidate in the Step and Sel. Status columns.

You may see different indicators for each candidate to indicate how far the candidate has progressed on all active requisitions to which the candidate has applied. Candidates are pre-sorted by:


Tribal Preference Veterans Candidate Name

7 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.

8

Optionally, from the List Format drop-down list, select to view the candidate list in the Detailed View. If you are ranking candidate skills by using ACE prescreening questions, you may use the Detailed View. This view will also show columns that indicate the number of skill Requirements, Assets, and Weighting score based on how questions were answered.

You have viewed and filtered a list of candidates for a specific requisition. End of Procedure


2.4.1 Viewing Candidate Files

A candidate file contains candidate information such as personal information, work experience, education, references, screening information from the Job Submission and the General Profile. To access the candidate file, click a candidate name in the list. Other tabs allow for viewing attachments and tracking offers. This topic covers the navigation of the sections and tabs within a candidate file. When opening a candidate file, users are always in View mode. In View mode, only fields that contain data display. Additionally, the candidate file is organized into two panes: 1. The left pane contains the candidate card and supporting information. The candidate card can be flipped to display a quick view of either Submission details or General Profile details. The pane can be expanded or collapsed.

2. The central pane contains the main content of the file as well as an action bar allowing users to perform actions on the candidate. Tabs provide complete information about the candidate. Depending on the candidate card side being viewed, the information displayed on the tabs will vary.


Job Aid: View a Candidate’s File This job aid provides step-by-step instructions on how to view a candidate’s file.

1

From a list of submitted candidates, click a candidate’s name to view their file.

2

The candidate’s file displays with the Job Submission tab selected.

3 Expand each section within the Job Submission tab to review the candidate’s information.

4 On the Job Submission form, navigate to the Questionnaire section.


5

In the Disqualification Questions block, you will see the candidate’s answers to company questions. The green checkmark indicates the candidate’s answer.

6

Additional candidate information can be viewed and actions can be taken using the following steps.

a. On the Job Submission tab, in the Personal Information block, the candidate’s

Email Address is noted.

b. Hover over each button on the Action bar and read the tooltip that explains them.

c. Review the actions listed within the More Actions

drop-down list. Steps for how to use these options will be explained in a later topic.

d. Click the Attachments tab. There may not be

attachments if a LinkedIn profile was used to complete the application.


e. Switch the Summary details that display on the left pane by using the slider to view either the Submission details or the General Profile details.

f. Click the History tab. If applicable, modify the history

of events to show additional events. Note that you can view the history for different job submissions from this tab.

g. On the left pane, in the Other Submissions section,

click the Back to Submission List button to return to the list of candidates.

You have viewed a candidate’s file. End of Procedure


2.4.2 Viewing Attachments

The Attachments tab contains resume and other attachments provided by the candidate or recruiter.

Click on the attachment name or the download icon to open or save the file to your computer.

Click the magnifying glass icon to preview the document in the within the Fluid Recruiting window.


2.4.3 Using Shortcut Buttons

A quick and easy way to change a candidate from one step to another or one status to another is to use the Change Step/status Shortcut button. This button has options that have been set up by System Administrators for certain Steps. This one-click button helps save time by moving candidates on a typical path through the candidate selection workflow.

2.4.4 Rejecting a Candidate

Candidates can be rejected at any Step in the process. Some organizations choose to reject candidates who do not meet minimum requirements when they are in the New step or first step in the process. This immediately reduces the number of candidates on the list and allows recruiters to focus on candidates who meet requirements.

There is a variety of reasons that candidates are not selected. It is important to reject candidates accurately and consistently, for both legal and reporting purposes. When candidates are not to progress any further for consideration on a requisition, they should be rejected. Rejecting candidates makes them inactive on the Candidates list for the selected requisition and no longer in the selection process. There are two steps involved with rejecting a candidate:

1. Use the Rejected status available on the More Actions drop-down list or use the Reject shortcut button.

2. Select an option under the Details or Disposition list that explains the reason for rejecting.


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

1

To change the status of a candidate, click the Change Step/Status shortcut icon at the top of candidate listings and the top of a candidate’s file.

- OR -

From the More Actions drop-down list, select the Change Step/Status option.

Result: The Change Step and Status window displays.


2 From the Status drop-down list, select the Rejected option.

3

Result: The Details or Disposition section displays.

Select the applicable reason for the change in status.

4

To just change the Status, click the Apply and Close button.

To change both the Step and the Status click the Apply and Continue changing Step/Status button.

5

From a listing of candidates, use the Filters panel to hide rejected candidates.

In the Quick Filters section, expand the Candidates option.

Select the In selection process option.

At the bottom of the Filters panel, click the Apply Candidate Filters button.

Result: The rejected candidate is removed from the list.

You have rejected a candidate on a specific requisition.

End of Procedure


Offer Management

Once a candidate has reached the Offer step, an offer is created which includes specific terms and conditions. The Offer Management module in OTAC allows for the quick creation of offers as well as the management of all offers through the offer creation, approval, and acceptance phases. Typically, a candidate is placed into the Step of Offer and the Status of Offer to be made before the offer process starts. System Administrators can set up exceptions to this rule.

2.5.1 Creating Offers

The Create Offer action is used to capture the specific details of an offer. The offer form, located on the Offers tab, is used to fill in such details of the offer as salary and bonus information. It is possible to use existing information from the requisition or other captured information to get the offer started. For example, hiring managers may want to copy all the terms already outlined in the requisition to create the offer.

Note: Salaried job offers should have the salary amount entered in the “Salary (Pay Basis)” field and the “Annualized Salary” field. Ex. Salary (Pay Basis) = 43,680.00 and Annualized Salary = 43,680.00.


Job Aid: Create an Offer

The Create Offer action is available from the More Actions drop-down list when you are on the list of submitted candidates or when you are in a candidate’s file. When you are in the candidate’s file, the offer-related actions are dynamic and will only list the offer actions that are appropriate for the candidate's current status. This job aid provides step-by-step instructions on how to create a draft offer.

1 In Fluid Recruiting, open the candidate record for the candidate who will be sent the offer. Progress the candidate to the Step/Status of Offer/Offer to be Made.

2 From the candidate’s file, from the More Actions drop-down list, select the Create Offer option. Note: The Create Offer option will not display if the More Actions drop-down list is used from a list of candidates or if the Change Step/Status shortcut button is used.

Result: Two columns display - the Offer (New) column in Edit mode and the Requisition column. Required fields are marked with a red asterisk.

3 Optionally, in the upper right, click the Full Screen link to expand the view the table to fill the screen.


4

In the Top Section, click in the Start Date field. From the calendar that displays, select the starting date and time, and click the Done button. Leave the Tentative Start Date field checked.

5 Optionally, in the Expiration Date field, select the date that the offer expires.

6

In the General Terms section, enter an amount in the Salary (Pay Basis) field. This is the amount of pay per pay frequency (yearly or hourly). Note: If the position is hourly please type the hourly amount (Ex. 25.00), if the position is salary please enter the salary amount (Ex. 52,000.00).

7 From the Pay Basis drop-down list, select either Yearly or Hourly.


8

To the right of the Pay Basis field, optionally, click the calculator to help you calculate the Annualized Salary.

9

The Salary Calculator form displays with the annualized amount automatically calculated based on working 40 hours a week. As needed, adjust the values in the Hours a day and the Days a week fields. Click the Copy to offer and close button.

10 The Annualized Salary field automatically populates.

11 Input the remaining required data and the optional data as desired.

12 At the top of the form, click the Save and Close button.

13 If applicable, click the Back to Normal Size link.

The offer displays in View mode. The Step and Status of the candidate update.

An offer has been created. End of Procedure


Job Aid: Route an Offer for Approval This job aid provides step-by-step instructions on how to route an offer for approval.

1 From the candidate’s file, from the More Actions drop-down list, select the Submit Offer for Approval option.

Result: The Request Approval window displays. Internal business rules determine the approval path.

2 If your name is listed in the approval window as the first approver, change the Decision from Pending to Approve.

3 Enter required Comments as desired and then click the Submit for Approval button.

An offer is routed for approval. End of Procedure

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