Kenexa: The New Applicant Tracking System For Hiring Mangers

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1 Kenexa: The New Applicant Tracking System For Hiring Mangers

2 PeopleAdmin (TechJobs) Transition Save applications if interviewing or hiring from TechJobs Move applicants to final status Notify Human Resources to fill or cancel a job Last day to access is May 30 th

3 Navigating Navigating the the System System

4 Webraider Portal F&A Work Tools HR Contact HR to add or update any users. https://idp.shibboleth.ttu.edu/idp/profile/saml2/unsolicited/sso?provideri d=kenexa2xb

5 This is your home screen when you first login. Each box is a Panel.

6

7 Posting a Posting a Job Requisition

8 Clicking Add new req on the Reqs tab brings up a blank requisition. Most users will only have one Requisition option.

9 Position Class Code drives the Pay Plan Data

10 Position Number list limited by Department

11 The hiring team is made up of people who will help with filling a req. I.E. Coworker, supervisor, etc. Guest User? The user will request a login, but it will be as a no access user. You will add them to hiring team.

12 Required qualifications/position description are prepopulated by the class code you entered. You can fill in fields like essential functions, occasional duties and preferred qualifications.

13 Internal Only Internal Only Criteria: Non-Exempt Student / Intern Positions Background Check Packages SB 1414

14 Search for questions in the question bank. Add a new question if you can t find it in the bank. Minimum qualification questions will be preloaded.

15 If document is required, applicant must include prior to submitting application. Use the req notes box to communicate special instructions to HR, like adding points to a supplemental questions or if job is external/internal. HR will determine scoring if manager doesn't specify.

16 List the physical demands of the job and any lifting requirements. * Should come from Position Description (PD).

17 Bypass ability for options that don t apply to your area.

18 elink Anyone added as an approver will receive an (elink) to approve the req.

19 You can click the hyperlink in the to access the req. You can review the Req, edit and approve or decline. If you edit or decline, the Req will return to the hiring manager.

20 You can also approve a Req by looking in the All Reqs Pending Approval panel on your dashboard.

21 Similar to PeopleAdmin, 2xB reqs go through approvals before being posted. Depending on your department structure, you may be the only approver before sending the req to HR, or you may have additional approvers before sending to HR.

22 Call HR!

23 Hiring Mgr HR Approvals HR Create Req. Route for Approvals Review & Edit Route for Approvals Route for Approvals Add Supp. Questions Post Req. to Talent Gateway(s) Job can take up to 30 minutes to appear on the website. Job must be open for a minimum of 10 business days.

24

25 Select Job

26 Create Job Route for approval HR makes edits and routes back to HM for approval Route through remaining approvals HR adds supplemental questions HR Posts Job HM Review applicants HM Contact HR to close job

27 Reviewing Applicants

28 All of the applicants for that job will show in a new panel. When you Click on blue hyperlink

29 You can also search using the Candidates tab. You can do an advanced search or search candidates by HR status.

30 What is it? Complete picture of Applicant Information What s in it? Contact Info Ribbon Resume Section & Education/Experience Grids Action Log - All Action taken with or by the Applicant*

31 Configurable Ribbon You can view a specific document as a PDF or print. Clicking the arrow at the bottom of the page will minimize and maximize your view.

32 The GQ Job Response will be the candidate application.

33 Clicking the Job Response link will open up the answers to the application questions.

34 The Speed Browse feature allows you to view multiple candidates at the same time. View up to 5 candidates at a time Only available in Panel

35 1. Select candidates to view 2. Hover over the Actions button and then select Speed Browse.

36 Speed Browse Results

37 Moving Applicants

38

39 All of the applicants for that job will show in a new panel. When you Click on blue hyperlink

40 To update applicants status. Click in the HR status.

41 Contact Human Resources! Provide Req. # & Applicant name Only HR can Undo a Status

42 Contact Human Resources! HR can remove the posting from the Applicant view. Allowing time to review and move applicants with option to post again

43

44

45 Manager Review Request Interview Schedule Interview Interview Complete Interview Feedback Form Reference Check Reference Check Form Prepare Offer Offer Outline Form Extend Offer Whenever communication is sent. Offer Accepted Candidate Accepts Offer. Initiate Background Check Integration with Hireright. Only HR can move to this status. Background check Results HR moves candidate to this status Final Offer HR moves candidate to this status Ready to Hire Send to Banner / Onboarding HR moves candidate to this status Hired Position Filled

46

47 What happens after you move candidate to Interview Complete? The Interview Feedback Form comes up! Must fill out.

48 The reference check form will automatically open in new window, BUT is NOT required to move to the next status. Best Practice: Complete at least 2 professional references.

49 Offer outline form will automatically open in new window. Must fill this form out. The form will require approvals. Used to generate offer documents. Purpose: Replace current new hire e-paf Very important to have correct information on the offer outline form.

50 The people who need to approve will 1. Receive an 2. A notice will show up on the dashboard under My Tasks Once all of the approvals are received, the HR status will automatically update to Extend Offer.

51 Verbally extend the contingent offer Prepare the candidate to formally accept offer to consent to background check (from HireRight) Check Junk folder

52 Click Req s Tab at the top of the screen Search All Reqs Click status of job Search for Req# 1. Click Req Folder: This folder contains your applicants. 2. Select Applicant 3. To the left of the screen under Actions, click Create Document

53 Click Create Document Select letter type Exempt / Non-exempt Click Preview to review Click Save as PDF Click Go Want to Post this Document to Portal Click Post to Candidate Portal Ok

54 Exempt = Monthly Non-Exempt = Hourly Faculty (Generic letter)

55 Unique name for your document Should prepopulate Red Flag = Error

56

57 Post to Candidate Portal Day the offer will be removed from candidate portal if it hasn t been accepted. Select letter

58

59

60 Notification sent to candidate. Candidate portal: Applicant will access offer letter. This is what the candidate will see once logged in to the candidate portal.

61 Can only accept via this portal. Candidate will have to contact the Hiring Manager to counter/ decline offer. Status will auto change to Accepted Offer.

62 Once candidate accepts, HR will initiate background check Upon successful completion of the background check, HR will move candidate to Final Offer status. Hiring Manager will receive to complete final offer.

63 Confirm Salary & Start Date Move Candidate into Ready to Hire status

64 Disposition Applicants Close out applicant pool as soon as possible Generates 48 hours after disposition Can add FORM to multiple candidates at once if the reasons are the same

65 Select the candidate (s) 3.

66 Select appropriate status - reason

67 Onboarding New Employees

68 New hire paperwork is now submitted through the onboarding portal. Once a candidate is moved to the Send to Onboarding status they will be sent an with instructions & policies. Forms will populate based on information from 2xB (the recruiting side). HR will verify original I-9 documents. Candidate MUST bring docs to HR.

69 First day of work for pay Original (unexpired) document(s) presented to HR to complete Section 2 of I-9

70 What Happens if New Hire can t provide appropriate documents within 3 days

71 What Happens if New Hire doesn t live here HR will coordinate the use of an Authorized Representative to complete Sect. 2 of I-9.

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