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1 Manager User Manual

2 Contents Contents... 2 Overview... 3 Logging on... 4 Amending Your Password... 5 Homepage... 5 Raising and Submitting a Requisition... 6 Authorisation Process... 9 Reviewing Applications Conduct First Interview Complete Offer Details and Upload Documentation Permanent Candidates Amend Offer Complete Offer Details Temporary Worker Extensions Timesheet Approval Confidential Page 2 of 19 Copyright

3 Overview Appellia is a workflow based Recruitment System which automates the following features for Mitie: Requisition Authorisation Applicant Tracking Online Timesheet Entry and Approval Appointment Form Completion Temporary Worker Tracking FTC and Temp Extension Authorisation Appellia is a task based system so all actions you are required to perform as part of any recruitment e.g. review CV s, provide interview feedback etc, will be ed to you in the form of a Task. When you have a task to complete, you will be required to login in to Appellia to record that you have performed the required action. Every hiring manager has a predefined role within the system that has been configured to reflect your responsibilities within the area of the business that you work. Appellia is hosted by Omni and resides outside of the Mitie domain. This means that you can reach it from any PC, with any browser, anywhere in the world at any time. However, with the bespoke implementation for Mitie, there are links to the Mitie intranet (MiNet) that may be used for certain features, and these will only work if you are using the system from inside the Mitie domain. This User Manual details all the instructions a hiring manager within Mitie will need in order to process their stages of the recruitment process. Confidential Page 3 of 19 Copyright

4 Logging on To access the Appellia system, look for the links in the HR pages on MiNet or alternatively go to https://mtfmresourcing.appellia.com and hit the Login option at the top of the page. If you are using the system for the first time, you will need to enter your Mitie (or Network Rail, Utilyx etc) Address in the first field on the page, and click the red link here within the highlighted text as shown above. A randomly generated password will then be sent to your address. Your account has already been created with your appropriate access levels so you just need a new password issuing to you. When you have received the password, enter this into the password field, below your address and click the Login button. This will then take you to your personal recruitment homepage. Confidential Page 4 of 19 Copyright

5 Amending Your Password If you wish to amend your password, hover over Users in the toolbar and select My Account. You will then be taken to your Account Details page where you are asked to enter a new password and then confirm this password. Click the Save button to save these changes and return to your Homepage. Homepage When you login, you will be taken to your personalised homepage. This is designed to give you easy access to all of your personal recruitment tasks. Confidential Page 5 of 19 Copyright

6 Raising and Submitting a Requisition As a Recruiting Manager, you will be able to raise new Permanent or Fixed Term Contract and Temporary positions from your homepage. In order to raise a new Permanent requisition, click on the Request New Position button in the left hand corner of your homepage, below your name. A pop-up box will then appear with Position Type and Position Process lists to select from. Confidential Page 6 of 19 Copyright

7 To raise a Permanent or Fixed Term Contract position, in the Position type drop-down list select Permanent or FTC and in the Position process list select Requisition Authorisation. To raise a Temporary position, in the Position type drop-down list select Temporary and in the Position process list select Requisition Authorisation. You will then need to complete the fields on the requisition form. It is crucial at this stage that as much detail as possible is captured about the vacancy. Not only will this help to justify the need for the requisition, but will also form the basis of the recruitment on the role and the advertisements that appear on the recruitment websites. Please note that where you see a #, this is a mandatory field. Confidential Page 7 of 19 Copyright

8 Within the requisition form, there are various features to assist you with completing the requisition. Confidential Page 8 of 19 Copyright

9 Authorisation Process When you submit your requisition for approval, you will receive a confirmation . The HR Manager will also be notified. The form will then be sent to the HR Admin team to check the grading and benefits, then the Level 1 Approver that you selected for review, then if approved, on to the Level 2 Approver. If you have raised a Permanent or FTC vacancy and the salary is above 50k, the requisition form will also be sent for Board Level review. Amendments During the approval process, you may find that an approver is not prepared to approve your requisition and has returned it to you. You will receive an from the system asking you to log back in and review their comments and amend the requisition accordingly or decide not to proceed with the vacancy. Tracking the Status You can see where your requisition is in the process by going to the Authorisations Summary on your homepage. Click on the number at the corresponding stage in the process and you will see all of your vacancies at this stage. Click on the Current Status that displays and you will have visibility of the audit trail to show how long each stage has taken to complete. Confidential Page 9 of 19 Copyright

10 Once successfully approved, the system will send you an to confirm that the vacancy has been forwarded to the MITIE Resourcing Team and they will be in touch with you shortly to discuss the role in more detail. Reviewing Applications Single application When a candidate is submitted to you by the Resourcing Team, you will receive an notification with a link to the task of Hiring Manager Review Application. This task will display the candidate s application, a link to their CV, and any Consultant Comments. You can decide to Reject or Request for Interview. If you choose Reject, you will then be taken to a consecutive task which asks you provide CV feedback from a drop-down list of rejection reasons. You need to complete this task in order for the Resourcing Team to be notified so they can let the candidate know. If you select Request for Interview, the Resourcing Team will contact you for your interview availability then schedule the candidate in. Confidential Page 10 of 19 Copyright

11 Multiple applications If there are multiple applications to review, these tasks will be batched on your Homepage. If you click on Hiring Manager Review Application on the outstanding task list you will be taken to a list of the candidates at this stage in the process. The candidates to review will then be listed with links to their details as well as the individual Hiring Manager Review Application tasks. You can either review their details, tick the tickbox of the candidate you wish to action, then click the relevant outcome button: Reject or Request for Interview. Alternatively, you can click Hiring Manager Review Application alongside each candidate and perform the task individually for each candidate. Confidential Page 11 of 19 Copyright

12 Conduct First Interview When the candidate has confirmed an interview time, if you are the interviewer, the interview will appear in your Interview Summary at the bottom of your Homepage. Here you will be able to see the date, time, candidate name, role, interviewers and location details of the interview. You will also receive an confirming the details of the interview, with a link to your task for providing the interview feedback. This Conduct First Interview task has the following options to select once the interview has taken place: Invite to Second Interview; Offer; Reject. If you select Invite to Second Interview the Resourcing Team will arrange the interview for you again. Offer will bring you immediately to the Complete Offer Details and Upload Documentation task (detailed below) where you will be asked to provide the offer details you wish to put to the candidate. Reject will bring you to the consecutive task of selecting rejection feedback from the drop-down list, which once this task has been completed, will be sent to the Resourcing Team, or in the case of candidates from the redeployment pool, to the HR Manager to notify the individual. Confidential Page 12 of 19 Copyright

13 Complete Offer Details and Upload Documentation Permanent Candidates Appointment Form If you wish to offer to a candidate, the task of Complete Offer Details and Upload Documentation will follow automatically and you will be presented with the Candidate s application details and an Appointment Form, much of which will pre-populate from the requisition form. You are required to enter the mandatory fields which include details about the company T&Cs and the competency level of the roles, as well as the proposed start date, and the salary and benefits you wish to offer. Over-budget Please note that offers should be within the approved range in the original requisition. Anything that does not match the approved specification will need to be forwarded for approval. You can view the original requisition form by clicking the Position tab at the top of the form. Confidential Page 13 of 19 Copyright

14 Documentation You are also required to upload the copies taken at interview of the candidate s Right to Work, Proof of Address documentation and Driving Licence (if applicable). This information is required before a verbal offer can be made and will then be forwarded on to the HR Admin team along with the Appointment Form if the candidate accepts. There is also a Manager Comments box in the Offer Authorisation Comments sections should you need to explain any details about the offer. Once you have completed the fields, you then have the choice to either forward the offer to HR for approval or you can change your mind and decide to reject the candidate, in which case Omni will be notified. Amend Offer If there is a problem with the offer you are looking to put to the candidate, it may be returned to you by the Resourcing Team in which case you will receive an containing a link to the form and the comments made. Confidential Page 14 of 19 Copyright

15 Complete Offer Details When completing the offer details for a temporary worker, there is no Appointment Form requirement so you need to confirm that the details that pre-populate from the requisition are correct. Enter the pay rate you wish to offer and confirm the start and end date. You can refer to the Requisition Form or the Application Form by clicking on Position or Candidate on the tabs above the form. Click Complete and Send Offer to Omni and the Resourcing Team will make the offer to the candidate or agency and confirm the temp s decision via the system. If you decide that you do not wish to proceed with an offer, click Reject and enter the feedback when prompted. Confidential Page 15 of 19 Copyright

16 Temporary Worker Extensions If you want to extend a temporary or Fixed Term Contract worker, you will now be required to do this through the system and gain approval for extension. STEP 1: End Date Trigger Position Review Do I still need this position? When a temporary worker is coming to the end of their assignment, as the Line Manager, you will receive an from the system asking you to decide whether you still need this position. You will have the option to: 1. Continue with Position (I.e. you still need a temporary worker) This will take you to Step 2 in the extension process, see next page 2. Position No Longer Required For Fixed Term Contractors your next step will then be to confirm that you have informed the worker that their contract will not be extended For temporary workers, the Resourcing Team will notify the worker 3. Replace with Permanent Role (i.e. the requirement is now a permanent business need and is best fulfilled by a permanent recruit) A new permanent requisition form will then be raised. You will need to notify the worker that their contract is not being extended if they are a fixed term contractor. Confidential Page 16 of 19 Copyright

17 STEP 2: Temporary Worker Review Do I want to continue with this worker in this role? The next task will ask you to decide whether you wish to extend the existing temporary work, or to replace them with a new temporary worker. If you opt for a replacement, a new temporary requisition form will be raised in the system, pre-populating most of the information from the existing form, which you will need to check and amend to suit the new requirement. Confidential Page 17 of 19 Copyright

18 STEP 3: Completing an Extension Form Gaining authorisation for the extension If you have opted to extend the current worker, an Extension Form will be created in the system for you to update and submit for approval. Once approved, you will receive notification. If it is for a Temporary worker, the Resourcing Team will confirm the offer with the worker or agency and you will be notified of the decision. If it is for a Fixed Term Contractor, you will receive a task to Confirm the Extension Offer with the worker and select whether they have Verbally Accepted or Verbally Declined. If they accept, HR Admin will then receive the details in order to issue new extension paperwork. Confidential Page 18 of 19 Copyright

19 Timesheet Approval Temporary workers will be required to submit online timesheets on the Appellia system. Timesheet Approvers When you raise a temporary requisition, you will be required to specify who will be able to approve timesheets for the position. Please select more than one timesheet approver. This is to ensure that there are authorised approvers available to sign off timesheets should the Line Manager be absent. Approving Timesheets When a timesheet is submitted for a temporary worker, you will receive an from the system with a link to the task Approve Timesheet. You will have visibility of the timesheet and any expenses submitted with it. Please select either Approve or Return to temp for amendments once you have checked the timesheet and expenses information carefully. If you select Return to temp for amendments the following box will display click ok. You will then be asked to enter your comments explaining why you are returning the timesheet for amendment. Click Ok and the temp will receive an directing them to login, view the comments and amend the timesheet accordingly. Comments will appear as below on the timesheet screen. Confidential Page 19 of 19 Copyright

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