Talent Acquisition Manager System (TAMS) Pilot Training

Talent Acquisition Manager System (TAMS)Pilot Training

Thursday, December 10, 2020

Recruitment Strategy MeetingWhat is a Recruitment Strategy Meeting?

VP approval for position and funding required to gain entrance in the Recruitment Strategy Meeting

• Staff

• Academic Affairs – VPAA staff form is used for staff hires within Academic Affairs. The VPAA form is available from and routed to the Office of the Provost and Senior Vice President for Academic Affairs.

• Business Affairs – VPBA Position Request Form (piloting) is used for staff hires within the departments reporting up through Business Affairs. The VPBA Position Request Form is available from and routed to the Office of the Chief Financial Officer and Senior Vice President for Business Affairs.

• All Other Areas – email approval generated from the VP Office.

Recruitment Strategy Meeting

Preplanning for Hiring Manager Preplanning for Talent Acquisition Advisor

Information to consider prior to Recruitment Strategy Meeting Talent Acquisition Advisor Reviews the Following

• Job Description reflect the job• Preferred Qualifications• Specialized Skills• Salary Expectations • Specific Documents Attachments (sample of work product)• Potential Advertising Sources and Sites (LinkedIn; HigherEd.com)• Interview Panel• Diversity of Panel • Tools used to screen Candidates (metrics)• Key Dates for Interviews (Reserve on Calendar)• Open/Close Position Dates• Anticipated Start Date • Potential Internal Candidates• Anything that would assist in making a successful recruitment

• Job Description• Talent Acquisition Management System (TAMS) to pre-populate

job demographic information• Compensation Analysis

• Talent Acquisition Advisor sends recap email with service level agreement (SLA) and commitments from both parties

• This is the checklist used to ensure that recruitment continues to move forward to successful closure.

Talent Acquisition Management System (TAMS)

1. How do I get access/log into TAMS?2. How do I view the posting? 3. How do I view/download my applicant pool and resumes?4. How do I run a report of all applications / resumes and turn into a PDF?

UTSA Homepage > Select myUTSA

1. How do I get access/log in to TAMS?

Click UTShare/PeopleSoft

Select University of Texas as San Antonio

Log in with SSO and DUO

People Soft / Home Page2 Options: 1) Select Managers Self Service

People Soft / Home Page2 Options: 1) Select Managers Self Service / Click on Open Jobs

2. How do I get to the posting?

Manager Self Service

Requesting access for Administrative Staff or non-hiring managers routinely involved in the

Recruitment Process

Talent Acquisition Manager –How to Request Hiring Manager access in

PeopleSoft

Employees (non-managers only) need to complete the Front Office Security Request Form. This can be found on at the following location:

Request Hiring Manager access in PeopleSoft

If you have trouble accessing the form, you can download the document and open it from your PC.

People Soft / Employee Self Service ( Home Page) / Click on the Dial to open Navigator menu2 Options: 1) Other authorized access = Click on Navigator button

Select Recruiting

3. How do I view/download my applicant pool and resumes?

Creating a PDF of combine Applications and Resumes:

4. How do I run a report of all applications / resumes and turn into a PDF?

4. How do I run a report of all applications/ resumes and turn into a PDF?

Sample PDF

SharePoint• How do I access my recruitment folder on SharePoint?

• Talent Acquisition Advisor will provide a link to the specific recruitment folder once the recruitment is posted

• Labeling System – Requisition Number, Title (Ex: 5321 HR Specialist)

• What documents do I need to upload on to SharePoint? • Applicant Screening and Interview Matrix including all relevant notes and selection material utilized by each committee member

• Interview questions & answers for all applicants interviewed

• All reference check materials (not loaded into TAMS)

• What documents do NOT need to be uploaded on to SharePoint? • Everything that is already in TAMS such as application materials-Resume/CV, Cover Letter, other attachments, job posting, checklists, memorandums of

assignment and offer letters

• The Inclusivity Long and Short list for audit compliance (Academic Affairs) - Talent Acquisition team will upload

• What happens to documents once uploaded on to SharePoint?• They will be stored in this shared repository for easy access and retrieval during the recruitment process by both the Hiring Manager / Committee Chair and

Talent Acquisition team

• Once the recruitment has closed, the folder status will be updated to a “view only” status and is used for legal, audit and compliance purposes. People Excellence will have access to the closed folders should you need us to retrieve documents in the future.

This was a high level overview of the:• Recruitment Strategy Meeting• Talent Acquisition Management System (TAMS) • SharePoint

Watch your email for future trainings on the new process in Talent Acquisition

Contact Talent Acquisition:Talentacquisition@utsa.edu

To find your Talent Acquisition Advisor, go here: https://www.utsa.edu/hr/talent-acquisition/

Talent Acquisition Manager System (TAMS) Pilot Training

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