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Oracle Talent Acquisition (OTAC)

Hiring Manager Guide

Standard and Fluid Recruiting

Standard Recruiting Page 2 of 87

Table of Contents

1 ORACLE TALENT ACQUISITION (OTAC) HIRING MANAGER GUIDE ...................... 4

1.1 Introduction ................................................................................................................................................................. 4 1.1.1 Course Goals ......................................................................................................................................................... 4 1.1.2 The Recruiting Center Overview ............................................................................................................................ 4 1.1.3 SmartOrg ................................................................................................................................................................ 5

1.2 OTAC Overview and Navigation ................................................................................................................................ 6 1.2.1 Navigating the Recruiting Center ........................................................................................................................... 6 1.2.2 Navigation Tips ...................................................................................................................................................... 7 Job Aid: Navigate the Recruiting Center ............................................................................................................................. 8

Navigate to the Welcome Center and the Recruiting Center ....................................................................................... 8 Use Resources to Customize your Recruiting Center ................................................................................................. 10

1.3 Requisition Management .......................................................................................................................................... 17 Job Aid: Create a Requisition ............................................................................................................................................ 18 Job Aid: Approve a Requisition via the eShare Center ..................................................................................................... 25 Job Aid: Approve a Requisition via the OTAC Task Channel ........................................................................................... 28

1.4 Candidate Management ............................................................................................................................................ 30 1.4.1 Viewing and Filtering Candidate Lists .................................................................................................................. 30 Job Aid: View and Filter a Candidate List .......................................................................................................................... 31 1.4.2 Viewing Candidate Files ...................................................................................................................................... 34 1.4.3 Viewing Attachments ........................................................................................................................................... 35 Job Aid: View a Candidate’s File ....................................................................................................................................... 36 1.4.4 Using Shortcut Buttons ........................................................................................................................................ 39 Job Aid: Move a Candidate in the Candidate Selection Workflow .................................................................................... 40

Move a Single Candidate through the Candidate Selection Workflow ...................................................................... 40 Move Multiple Candidates through the Candidate Selection Workflow ................................................................... 42

Job Aid: Share a Candidate ............................................................................................................................................... 43

1.5 Offer Management ..................................................................................................................................................... 46 1.5.1 Rejecting a Candidate .......................................................................................................................................... 46 Job Aid: Reject a Candidate .............................................................................................................................................. 47 1.5.2 Creating Offers ..................................................................................................................................................... 48 Job Aid: Create an Offer .................................................................................................................................................... 49 Job Aid: Route an Offer for Approval ................................................................................................................................. 52

2 ORACLE TALENT ACQUISITION (OTAC) MOBILE (FLUID) HIRING MANAGER GUIDE ........................................................................................................................ 53

2.1 Introduction ............................................................................................................................................................... 53 2.1.1 Course Goals ....................................................................................................................................................... 53 2.1.2 Fluid Recruiting Overview .................................................................................................................................... 53 2.1.3 SmartOrg .............................................................................................................................................................. 54

2.2 OTAC Overview and Navigation .............................................................................................................................. 55


2.2.1 Navigating Fluid Recruiting .................................................................................................................................. 55 2.2.2 Requisition Management ..................................................................................................................................... 56 Job Aid: Create a Requisition ............................................................................................................................................ 57 Job Aid: Approve a Requisition via the eShare Center ..................................................................................................... 67

2.3 Candidate Management ............................................................................................................................................ 69 2.3.1 Viewing and Filtering Candidate Lists .................................................................................................................. 69 Job Aid: View and Filter a Candidate List .......................................................................................................................... 70 2.3.2 Viewing Candidate Files ...................................................................................................................................... 74 2.3.3 Viewing Attachments ........................................................................................................................................... 75 Job Aid: View a Candidate’s File ....................................................................................................................................... 76 2.3.4 Using Shortcut Buttons ........................................................................................................................................ 79 2.3.5 Rejecting a Candidate .......................................................................................................................................... 79 Job Aid: Reject a Candidate .............................................................................................................................................. 80

2.4 Offer Management .................................................................................................................................................... 83 2.4.1 Creating Offers ..................................................................................................................................................... 83 Job Aid: Create an Offer .................................................................................................................................................... 84 Job Aid: Route an Offer for Approval ................................................................................................................................. 87


1 Oracle Talent Acquisition (OTAC) Hiring Manager Guide

1.1 Introduction

Included in these materials are job aids with step-by-step instructions for you to apply your knowledge and to reinforce learning for Oracle Talent Acquisition (OTAC) recruiting. OTAC was formerly referred to as Taleo Enterprise. 1.1.1 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 • 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

1.1.2 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.


1.1.3 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.


1.2 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. 1.2.1 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. Links: Click these hyperlinks to create and view your requisitions. 2. Tasks channel: Navigate from the Recruiting Center using the Tasks channel, which

display status-oriented data about your tasks. The channel contains a list of elements and the number of items associated with each element.

3. Access hyperlinks: Click the Access hyperlinks to access options, such as preferences within My Setup.

4. Communications: Use the Communications area to access help, online tutorials, human resource industry expertise, and product related news.


1.2.2 Navigation Tips

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

- Immediately after logging in. - 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 Hiring Manager.

2

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.


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

Result: The Recruiting Center page displays.


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.


Result: The Address and the Account sections display.

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


1.3 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.

3

Result: The Recruiting Center displays.

4 From the Recruiting Center, click the Create a Requisition hyperlink.


5

Result: The Create a Requisition form displays.

6

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.

7

Click the Next button.

8

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


9

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

10

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 ( * ).

11

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.

12

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.

13

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.

14 Scroll down to the 2. Job Information section.

15

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


16

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.

17

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

18

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.

19

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.

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

21 Click the Done button.

22

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.

23 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.


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


1.4 Candidate Management

Once candidates are sourced for an active requisition, it is possible to view the list of candidates and use various candidate management features to work with them. It is important to understand how to view, sort, and filter the list of candidates efficiently. It is also possible to take such actions on candidates as sending correspondence or making comments on candidate files, directly from the list view. 1.4.1 Viewing and Filtering Candidate Lists

The Candidate list displays all of the candidates associated with the requisition. Hiring Managers can use the Quick Filters on the left pane to filter this list of candidates by various criteria. In addition to using filters to refine the Candidate list, it is possible to use the List Format button 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.

Fluid Recruiting Page 31 of f87

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.



3 Click the View Requisitions hyperlink.

4 Locate the applicable requisition and click the hyperlink displaying the number of candidates.

5

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.

6

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

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

9

Select the Standard View option and then click Apply to reset the list. If you are working with your recruiter to rank candidate skills by using ACE prescreening questions, you may use the Detailed View. This view will also show columns to indicate the number of skill Requirements, Assets, and Weighting score based on how questions were answered.

Work with your recruiter to learn more about the use of ACE pre-screening criteria.

Note: Refer to the List Configuration job aid to learn how to customize the list.


10

Optionally, use the Quick Filters pane to narrow down your list.

To filter the list to only show internal candidates, expand the Candidates filter.

11

Select the Internal checkbox. Result: You now only see internal candidates in the list.

12 Uncheck the Internal box to see all candidates.

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


1.4.2 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 for that contain data display. 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.


1.4.3 Viewing Attachments

The Attachments tab contains the candidate’s resume and other attachments provided by the candidate or the 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: View a Candidate’s File This job aid provides step-by-step instructions on how to view a candidate’s file.



3 Click the View Requisitions hyperlink.

4 Locate the applicable requisition and click the hyperlink displaying the number of candidates. Result: The Candidates form displays.

5

Click a candidate’s name to view their file.

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

7

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.

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


9

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

10

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


1.4.4 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: Move a Candidate in the Candidate Selection Workflow

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

Move a Single Candidate through the Candidate Selection Workflow

1

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

2

The shortcut buttons display on the Action bar of the candidate’s file. These one-click buttons help save time moving candidates on a typical path through the candidate selection workflow.

3 If applicable, click the Green Checkmark shortcut button to move the candidate to the completion status of Passed HM Screen.


4

If applicable, click the Blue Checkmark shortcut button to move the candidate to the next step of Interview.

5

On the left pane, the Step and Status of the candidate has changes to the next step in the requisition’s workflow.

6 On the far right, click the Up to the candidate list button.

7

On the Candidates list, notice that the Action toolbar does NOT have any CSW shortcut buttons. In order to change the status of multiple candidates using CSW shortcuts, you must drill into the candidate file to do so.

8

In the Quick Filters section, expand the Candidates option and select the Interview (1, 2, or 3) option to filter the list of candidates to those in that step.

Result: All applicable candidates display and the toolbar changes to display the CSW shortcuts.


Move Multiple Candidates through the Candidate Selection Workflow

Multiple candidates can be moved through the candidate selection workflow at the same time.

1

From the Candidates list, select the checkbox to the left of the applicable candidates. Use the Green Checkmark shortcut button to change the status of all selected candidates to Proceed to Offer.

2 Again, select the checkbox to the left of the applicable candidates. Use the Blue Checkmark to move these candidates the Offer step.

3

Notice your candidates are no longer visible. That’s because you have previously filtered your list to show only candidates in the Interview step

Click the X in the left pane to remove the CSW filter. Result: Your candidates are now visible.

4

You have moved a candidate forward in the candidate selection workflow using the shortcut buttons.

End of Procedure


Job Aid: Share a Candidate

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

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. Use the Share action button on the action bar available from the Candidates 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 provides step-by-step instructions on how to share a candidate.

1


2

Result: The candidate file displays. On the Action bar, click the Share button.


3

Result: The Share Candidate form displays. In the lower pane, locate the individual you want to share the candidate with, and click the Select button. – OR – In the Share with External Recipients box, type the individual’s e-mail address.

4 Click the Next button.


5

Result: The Share Candidate form displays.

6 You may remove one or more sections before sharing the file. Scroll down and deselect any items that you do not want to share.

7

Click the Share button. Notes: The Share recipient will receive an email with a hyperlink 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.

8 On the far right, click the Up to the candidate list button.

9 Click the Recruiting hyperlink to go back to the Recruiting Center.

You have shared a candidate. End of Procedure


1.5 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.

1.5.1 Rejecting a Candidate

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.

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. It is important to reject candidates accurately and consistently, for both legal and reporting purposes.


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

1


2 If applicable, click the Reject shortcut button to move the candidate to the status of Rejected.

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 changes to Rejected.

5 To return to the Candidates list, on the far right, click the Up to the candidate list button.

6

Use the Quick Filters section to hide rejected candidates.

In the Quick Filters section, expand the Candidate option.

Select the In selection process option.

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

You have rejected a candidate on a specific requisition.

End of Procedure


1.5.2 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: Create 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


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.

The Annualized Salary field automatically populates.

12 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


2 Oracle Talent Acquisition (OTAC) Mobile (Fluid) Hiring Manager Guide

2.1 Introduction

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


2.2 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.


5

The Find Template form displays. 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. – OR – You may use the selector icon. Click the Requisition Template

selector icon. Use the Filters pane to

enter search criteria. Click the Apply Filters

button. Click the Select hyperlink

for the applicable requisition template.

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

6 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.

7 Click the Next button.


8

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

9

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 (*).

10

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.

11

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

12

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.

13 Scroll down to the 2. Job Information section.


14

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

15

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.

16

Result: The requisition is complete. At the top of the form, click the Done button.


17

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

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


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

19 Optionally, click the Add Approvers link to route the job requisition to additional approvers.

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

21 Click the Submit for Approval button.


22

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

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

A requisition is created and routed it 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.

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

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


2.3 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. 2.3.1 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.

Result: The Fluid Recruiting Requisitions form displays.

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 Condition Filters button.

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


6

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 this 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 working with your recruiter to rank candidate skills by using ACE


prescreening questions, you may use the Detailed View. This view will also show columns to indicate the number of skill Requirements, Assets, and Weighting score based on how questions were answered.

Work with your recruiter to learn more about the use of ACE pre-screening criteria.

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


2.3.2 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.


2.3.3 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.


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

used to complete the application. d. 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.

e. 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.

f. 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


2.3.4 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. 2.3.5 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 button 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.

Result: The Details or Disposition section displays.

3 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


2.4 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.

2.4.1 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.


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, click in the Expiration Date field and 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.

Results: 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

Documents

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