Taleo Hiring Manager Tasks

Transcription

1 Job Aid_ Taleo Hiring Manager Tasks This job aid provides step-by-step instructions for completing the Taleo tasks most frequently performed by hiring managers. Contents INITIATING A REQUISITION... 1 APPROVING A REQUISITION... 5 CHECKING THE APPROVAL STATUS OF A REQUISITION... 6 DELEGATING A WORK TASK... 7 REVIEWING CANDIDATE RESUMES... 8 DOCUMENTING CANDIDATE INTERVIEW AND SELECTION ACTIONS... 9 Initiating a Requisition 1. On the Taleo Hope page, click Recruiting. The Create a Requisition - Select the requisition type screen appears. 2. Accept the default Professional option and click Next. The Select Job Code and Department from list screen appears. 3. Enter the correct Job Code: a. Click the icon to the right of the Job Code field. b. Use the Quick Filters fields in the left pane to more quickly locate the appropriate requisition. The Requisition Template Selector screen appears, displaying a list of available requisition templates in a table format. i. For example: In the Requisition Title field, type the name of the role you are creating 1

2 the requisition for. ii. Click the templates. icon to refresh the list of c. Once you ve identified the correct requisition from the list, click the Select button in the far right column. The list of available requisition templates in the main screen is updated to show only those containing the filter term you used. You are returned to the Select Job Code screen and the Job Code field is now populated. 4. Enter the correct Department: a. Click the icon to the right of the Department field. b. Use the Quick Filters fields in the left pane to more quickly locate the appropriate department. i. For example: In the Name field, type the name of the department associated with your requisition. ii. Click the icon to refresh the system list of departments. c. Once you ve identified the correct department from the list, click the Select button in the far right column. The Department Selector screen appears, displaying a list of available departments and related information in a table format. The list of departments in the main screen is updated to show only those containing the filter term you used. You are returned to the Select Job Code screen and the Department field is now populated. 5. Click Next. The Select the organization-location-job field structure screen appears. The Organization and Job Field fields are already populated. 6. Enter the correct Primary Location using the same method as above. (Be sure to select the location that includes the physical address) The Primary Location field is now populated. 2

3 7. (Optional) Add another location: a. Click the Add Locations button. b. Use the Quick Filters pane to narrow down the list. c. Click Select to choose an additional location. 8. Click Create. Note: You will be able to edit the organizationlocation-job field structure later if desired, inside the actual requisition file. A locations list appears below. The added location appears to the right of the main fields. The New Requisition screen appears, displaying the requisition file in Edit mode. The requisition title and number will not be displayed until you save the requisition. Many of the fields are auto-populated from the template; however, there are some required fields you must complete. 9. In the top right corner of the screen, locate the Show fields required to: drop-down menu. Using the menu arrow, select Post. The New Requisition screen is updated to show a * next to the fields you must complete before posting the requisition. 10. In the top right corner of the screen, click the The Diagnostic pane opens to the right of the screen, displaying a list of fields that must be Diagnostic icon. completed before performing various actions (saving, requesting approval, posting). You can click directly on an item from the list to jump directly to that field on the screen. 11. Complete the required fields listed under the Post heading. Provide a justification: a. From the Justification drop-down list, select a reason for the hire either Addition (a new position) or Replacement (replacing someone who has left). b. If you selected Replacement, type in the Name and Employee ID for the person being replaced. c. In the Justification Comments field, explain the need behind the new hire request. The Justification section is complete and is removed from the list of still-required items in the Diagnostic pane. 3

4 In the Recruiter field, click the icon to select the recruiter you will be working with on the requisition. (If you do not know the Recruiter select 1-Recruiter, To be assigned Texas ) In the Company for Offer Letter field, click the icon to select the company you will be working with on the requisition. The Recruiter field is populated and removed from the list of still-required items in the Diagnostic pane. The Recruiter field is populated and removed from the list of still-required items in the Diagnostic pane. 14. In the Work Schedule field, click the drop-down arrow to select the appropriate schedule. The Work Schedule field is populated and removed from the list of still-required items in the Diagnostic pane. 15. In the Employee Classification field, click the icon to select the appropriate classification. Select 01-1Sched+Bnf for all Full-time and Part-time positions. Select 03-3OC/PD/Cas for all On-Call positions. The Employee Classification field is populated and removed from the list of still-required items in the Diagnostic pane. You have completed all fields required for posting. In the Diagnostic pane, you should see the words File ready for posting under the Post heading. Note: You may need to click away from the Diagnostic pane and back to refresh the list. 16. In the top left of the screen, click Save and Close. The requisition file is now saved. A requisition title and number are assigned. 17. The Request Approval screen will pop-up automatically. Click on Cancel Select the Attachments tab and attach appropriate documentation for approval. Select Browse Click on Add The requisition is now submitted for approval. Your recruiter will now take over maintenance of the requisition. Click More Actions Select Request Approval Verify all parties are listed that need to approve the requisition. If someone is listed that does not need to be in the approval path, delete from list In the Comments, enter the information required by administration for approval, or view attachment. 4

5 Approving a Requisition 1. Open the Requisition Approval Request from the Recruiter. 2. Click the Respond link. 3. View requisition details. 4. In the drop-down menu select to either approve or deny the requisition. 5. Click Done. In the Decision column of the Approvals tab of the requisition, the status reads Approved or Denied. 6. If you denied the requisition, add an explanation in the Comments field. 7. Click Done. The status of the requisition is Approved. 5

6 Checking the Approval Status of a Requisition 1. On the Taleo Hope page, click Recruiting and select View Requisitions. 2. In the table, locate the requisition you d like to check on and look at the Status Detail column for that requisition. The Requisitions screen appears, displaying a list of current requisitions, in table format. The Status Detail column displays the current status: Blank (no recruiter action yet taken) To be approved (awaiting approval) Approved (all approvals complete) Posted (approved and posted) 3. If you wish to view the approval path for the requisition, click the requisition title to open the requisition. The requisition file is displayed on a new screen. 4. Click the Approvals tab. A list of approvers and actions is displayed in a table format. 6

7 Delegating a Work Task 1. In the top right corner of the screen, click the Resources drop-down menu and select My Setup. The My Setup screen appears. 2. Click the General drop-down arrow and select Account. The screen jumps down to the Account section. 3. Click the Delegate button. The Delegate Account screen opens. 4. Enter the user to whom you want to delegate tasks: a. Click the icon to the right of the Alternate User field. The User Selector screen opens. b. Use the Quick Filter pane to narrow down your search for example, type a name into the Name field. c. Click the icon to refresh the list of users. d. Click the Select button to the right of the individual you wish to add. 5. Enter a delegation time period: a. Click the icon to the right of the From field. b. Click to select a start date for the delegation period. The table is updated to show only the users containing your filter term. The Alternate User field is populated with the name. A calendar appears. c. Click the icon to the right of the To field. d. Click to select an end date for the delegation period. 6. Click Done. A message appears, asking you to confirm the action. 7. Click Yes. A note appears in the Account area, detailing the delegation information. To cancel a delegation 1. In the Account area, click Update Delegation. The Delegate Account screen opens. 2. Click the Cancel Delegation button. A message appears, asking you to confirm the cancellation. 3. Click Yes. The cancellation is complete. 7

8 Reviewing Candidate Resumes 1. In the top left corner of your Taleo Home page, click the arrow next to the Home icon and click Candidates. The Candidates screen opens, displaying a list of candidates in table format. 2. In the table, click the name of the candidate whose resume you wish to review. A new screen, for that candidate, appears. 3. Click the Job Submission tab. The candidate s resume information appears under the 1. Resume heading. Note: Click the icon if necessary to expand the resume content. 4. If you wish to print the resume information (or any of the candidate information), click the icon in the top left corner. a. Check/uncheck the options to designate the information you wish to print. b. Using the Order drop-down menus to the right, designate the order in which to print different sections. c. Once you have made your selection, click Print (PDF). 5. If desired, you can also view the candidate s original resume document file. a. In the top left corner of the screen, click the Attachments tab. b. Locate the resume file in the File Name column and click to open it. The Print Configuration screen appears, displaying options for which content you wish to print. The PDF file opens in a separate window. You can view, print, save, or the file as needed. A screen of attachment information appears. The resume file opens in a separate application (e.g., Microsoft Word). You can now view, save, print, or the file as needed. 8

9 Documenting Candidate Interview and Selection Actions 1. In the top left corner of your Taleo Home page, click View Requisitions. 2. Locate the requisition you wish to work with and click the number in the candidate column. 3. In the table, click a candidate name to take action on that candidate. The Requisitions screen appears, with a list of your requisitions displayed in table format. A new screen opens with a list of candidates for the requistion. In the Step and Status Name columns you can view information about where the candidate is in the recruiting process. A new screen opens with complete information on that candidate. 4. Click the Job Submission tab and review information about the candidate. 5. At the top of the screen click the More Actions drop-down arrow and select Change Step/status. The Change Step and Status screen opens. Notice the Current Step is HM Screen and the Current Status is To be Reviewed meaning that you as the hiring manager must review and take action on this candidate. 9

10 6. From the New Status drop-down list, select an action: a. If you believe the candidate may be a good fit for the role, select Passed HM Screen. This will move the candidate to the next step of the process. b. If you do not believe the candidate is an appropriate fit for the role, click Not Selected by Manager. This removes the candidate from consideration. i. If you choose Not Selected, you must then click one of the provided option buttons to designate your reason Shortcut: You can also select these actions using the and icons from the toolbar. 7. Click Save and Close. Shortcut: If you wish to review additional candidates, you can click the icon in the top right to review return to the candidate list. 8. Once you have participated in an interview with the candidate, return to the Change Step and Status screen for the candidate (steps 1 5 above). Assuming you approve a candidate with the Passed HM Screen status, your recruiter will move the candidate to the interview phase. The interview phase may involve a combination of one or more phone interviews or in-person interviews. The Current Step is Interviews and the Current Status is To be interviewed. 9. From the New Status drop-down list, select an action: a. If the candidate did not perform well, and you wish to remove the candidate from further consideration, select Not Selected by Manager and select disposition. b. If you are satisfied with the candidate s performance and require no more interviews, select Passed Interviews. 10. Click Save and Close. Once you have confirmed a candidate with the Passed Interviews status, your recruiter moves forward with extending an offer to the candidate. 10