TMS Recruiting Module Quick Reference Guide for Hiring Managers Version 1.2

Transcription

1 TMS Recruiting Module Quick Reference Guide for Hiring Managers Version 1.2 Last updated January 15, 2010 Recruiting Module User Support If outside the United States, call Quick Reference Sheet #1 Logging On...2 Quick Reference Sheet #2 Viewing Candidates for Your Active Jobs...5 View Resume...7 View Cover Letter...10 Quick Reference Sheet #3 Rejecting a Candidate from Your Job...13 Quick Reference Sheet #4 Completing Activities for Candidates...17 Hire a Candidate and Close a Job...22 Quick Reference Sheet #5 Search a Job...25 Quick Reference Sheet #6 Search Candidates...28 Search Candidates...28 Advanced Search TMS Recruiting Module Quick Reference Guide

2 Quick Reference Sheet #1 Logging On Recruiting Module User Support If outside the United States, call The TMS Recruiting Module is an easy to use staffing selection system that helps you manage and track all aspects of the hiring process. It is an applicant-tracking system and recruiting management system that lets you streamline the staffing selection process with key features such as resume management, applicant assessment and workflow management. The Recruiting module is an indispensable hiring tool. Logging on to the Recruiting Module is initiated through the Talent Management System (TMS) page of the Human Resources website Note: You may want to add a favorite to your browser for the above url. Logging On 1. Click on the TMS Login for Position/Recruiting Modules link below to begin using TMS. 2. The WebISO window will open. Enter your Andrew User Id and Andrew Password. 2 TMS Recruiting Module Quick Reference Guide

3 3. The Talent Management System will open. Click on the Mellon link to access the Recruiting Module. 4. The Recruiting Module opens and the Dashboard window displays. * Important do not make this webpage a favorite. You must enter the Recruiting Module from the TMS page on the HR Website or you will not be able to access the Recruiting Module. The Dashboard provides a central location to view and process jobs, candidates, and activities that are of importance to you. It is divided into four main sections: Top Menu: The Top Menu is the gray bar at the top of the screen. Each tab on the menu represents one of the six menu options. To view the options available for each menu, hold your mouse over the specific menu title. To access a specific component, click the option. 3 TMS Recruiting Module Quick Reference Guide

4 Message Center: Below the Top Menu you will see a space designated for messages that pertain to system functionality. System Buttons: These are the blue buttons directly beneath the Message Center. These links will remain on your screen throughout the system to provide quick access to the highlighted features. Dashboard Files: Specific to each user, the files on the Dashboard contain information about jobs, candidates, and activities. Click the plus sign to the left of any Dashboard file title to reveal the contents of the file. To collapse a file, click the minus symbol to the left of the file title. To return to this area at any time, click the blue System Button labeled Dashboard. 4 TMS Recruiting Module Quick Reference Guide

5 Quick Reference Sheet #2 Viewing Candidates for Your Active Jobs Recruiting Module User Support If outside the United States, call Click the plus button on the Active Jobs file to open the active jobs file. 2. The Active Jobs file opens and displays the active jobs you have access to. The Job Info (job name and number), Total (total number of candidates applied to job), Number of Active candidates (candidates available for selection), Job Question (job questions answered by candidate if any), Unviewed (candidates in the system and profile not yet viewed by the hiring manager), and Hiring Department fields are visible. If you want to view the details of a job, click on the job name and number link in the Job Info column. Click on a number link in the Total column for a job to view all the candidates who have applied. 5 TMS Recruiting Module Quick Reference Guide

6 3. The Candidate window opens. Some of the fields displayed are Candidate Name, Application Status, Candidate Primary Phone, Last Completed Activity, Activity, and Date Application Submitted. Note: You can sort the information in ascending order by clicking on one of the field buttons. arrow Click on a candidate name link to see the candidate s profile. 4. The Candidate profile window opens. Click on the button at the bottom of the window to return to the Candidate window. Note: You can click on the button to see all of the candidate profile details. 6 TMS Recruiting Module Quick Reference Guide

7 View Resume 1. Click the plus button on the Active Jobs file to open the active jobs file. 2. The Active Jobs file opens and displays the active jobs you have access to. The Job Info (job name and number), Total (total number of candidates applied to job), Number of Active candidates (candidates available for selection), Job Question (job questions answered by candidate if any), Unviewed (candidates in the system and profile not yet viewed by the hiring manager), and Hiring Department fields are visible. If you want to view the details of a job, click on the job name and number link in the Job Info column. Click on a number link in the Total column for a job to view all the candidates who have applied. 7 TMS Recruiting Module Quick Reference Guide

8 3. The Candidate window opens. Some of the fields displayed are Candidate Name, Application Status, Candidate Primary Phone, Last Completed Activity, Activity, and Date Application Submitted. Note: You can sort the information in ascending order by clicking on one of the field buttons. arrow Click on the Name of the candidate. 4. The Candidate profile window opens. Click on the button at the left of the window to see all of the candidate profile details. Scroll to the Resume section on the detailed profile and click on the button to view the attached resume. 8 TMS Recruiting Module Quick Reference Guide

9 5. A dialog box will open asking if you want to open or save the file. Click the open button to view the document. If you want to save the document, click the save button. Then the document will display. 9 TMS Recruiting Module Quick Reference Guide

10 View Cover Letter 6. Click the plus button on the Active Jobs file to open the active jobs file. 7. The Active Jobs file opens and displays the active jobs you have access to. The Job Info (job name and number), Total (total number of candidates applied to job), Number of Active candidates (candidates available for selection), Job Question (job questions answered by candidate if any), Unviewed (candidates in the system and profile not yet viewed by the hiring manager), and Hiring Department fields are visible. If you want to view the details of a job, click on the job name and number link in the Job Info column. Click on a number link in the Total column for a job to view all the candidates who have applied. 10 TMS Recruiting Module Quick Reference Guide

11 8. The Candidate window opens. Some of the fields displayed are Candidate Name, Application Status, Candidate Primary Phone, Last Completed Activity, Activity, and Date Application Submitted. Note: You can sort the information in ascending order by clicking on one of the field buttons. arrow Click on the Resume Submitted link. 9. The Manage Activity window opens. Click on the link below Attachments to view the cover letter and/or other attached documents. 11 TMS Recruiting Module Quick Reference Guide

12 10. A dialog box will open asking if you want to open or save the file. Click the open button to view the document. If you want to save the document, click the save button. Then the document will display. 12 TMS Recruiting Module Quick Reference Guide

13 Quick Reference Sheet #3 Rejecting a Candidate from Your Job Recruiting Module User Support If outside the United States, call Click the plus button on your Active Jobs file to open the file. 12. Click on the active number of candidates link in the Active column for your job to display all the active candidates that have applied. 13. The Candidate window opens displaying all the active candidates who applied. Click on a candidate name link to see the candidate s profile. 13 TMS Recruiting Module Quick Reference Guide

14 14. The Candidate profile window opens. Review the candidate profile. Click on the button at the bottom of the window to return to the Candidate window. Note: You can click on the button to see all of the candidate profile details. 15. The Candidate window opens. If after looking at the candidate profile, you determine the candidate does not meet your qualifications, you can choose to reject the candidate. Click the Application Status drop down list and choose the Candidate Rejected option. 14 TMS Recruiting Module Quick Reference Guide

15 16. A dialog box will open asking if you are sure. Click the OK button. 17. The Reject Candidate From Job activity window will open. Verify that the status of Completed is selected in the Activity Status field and today s date appears in the Complete Date field (both fields should populate automatically). Choose the appropriate Rejection Reason and click the button. 18. The Candidate window opens displaying only the active candidate(s). The rejected candidate does not display. Click on the button at the bottom of the window to return to the Active Jobs file. 15 TMS Recruiting Module Quick Reference Guide

16 19. The Active Jobs file opens. Notice the rejected candidate does not show in the number of active candidates for the job. 16 TMS Recruiting Module Quick Reference Guide

17 Quick Reference Sheet #4 Completing Activities for Candidates Recruiting Module User Support If outside the United States, call The workflow is a set of activities (optional or required) defining the activities to be completed for each candidate, as he or she goes through the hiring process for a specific job. 1. Click the plus button on your Active Jobs file to open the file. 2. Click on the active number of candidates link in the Active column for your job to display all the active candidates that have applied. 17 TMS Recruiting Module Quick Reference Guide

18 3. The Candidate window opens displaying all the active candidates who applied. Click on the Activities button for an active candidate that you want to start through the hiring workflow process. Note: At any time during the workflow process you can use the Application Status drop down field and mark a candidate you are not pursuing as Rejected. 18 TMS Recruiting Module Quick Reference Guide

19 4. A list of all activities associated with this job/candidate and the Generic workflow display. There are 9 Generic workflow activities 4 required. The four required activities are marked with a. Prior required activities must be completed before completing following required activities. Required activities for the Generic workflow are: i. Resume Submitted defaults to a status of Completed after a candidate applies with a resume ii. Interview Appraisal additional information (Interview Appraisal Form) required before this activity is marked completed by the system (only one form per candidate) iii. Offer Extended no is generated to candidate after this activity is marked as completed iv. Offer Accepted additional information (candidate start date) required before this activity is marked completed by the system Note: Depending on the workflow assigned to your job, you may have a different listing of activities and required activities. 5. Click on the required activity link (Interview Appraisal). 19 TMS Recruiting Module Quick Reference Guide

20 6. The Interview Appraisal Form window opens. *Important only one form can be completed per candidate by one Hiring Manager or Posting Administrator regardless of the number of hiring managers associated with the job. Complete the required fields. Mark the Activity Status field as Completed and click on the button when finished. Note: Supporting documents relating to this candidate can be uploaded and stored with the interview appraisal activity. This may be used if multiple hiring managers are associated with the job. Locate the document file by clicking on the button and upload it by clicking on the button. If you attach a document, it will appear as a link. If you wish to delete the attachment, click the red x icon to the right of the link name. 7. The Interview Appraisal activity will show as Completed for the activity. Click on the next required activity link (Offer Extended) after extending an offer to the candidate. 20 TMS Recruiting Module Quick Reference Guide

21 8. The Offer Extended window opens. Complete the required fields. Mark the Activity Status field as Completed and click on the button when finished. 9. The Offer Extended activity will show as Completed for the activity. Click on the next required activity link (Offer Accepted) after the candidate accepts your offer. 21 TMS Recruiting Module Quick Reference Guide

22 Hire a Candidate and Close a Job The Recruiting module makes it easy to hire a candidate and close a job with the Offer Accepted activity. Completing this activity will: Change the overall status of the candidate to Hired and the job will be marked as Filled in the Recruiting Module Mark the candidate s Application Status to Candidate Not Available for all other jobs to which the candidate was still Active in the Recruiting Module Remove the job from the internal and external Careers@ Carnegie Mellon web sites Initiate a data feed to mark position/job Filled in the Position Module 10. The Offer Accepted window opens. Complete the required fields. Mark the Activity Status field as Completed and click on the button when finished. 22 TMS Recruiting Module Quick Reference Guide

23 11. The workflow is now complete for this job and candidate. Click on the button to return to the candidate window. 12. The Candidate window opens. Notice how the hired candidate s Application Status is now marked as Offer Accepted. Click on the button to return to your Active Jobs file on the Dashboard. 23 TMS Recruiting Module Quick Reference Guide

24 13. The filled job (Receptionist) is now removed from the internal and external Mellon web sites and is no longer in your Active Jobs file. Note: You can search on the filled job and hired candidate information with the Search a Job and Search a Candidate functionality. 24 TMS Recruiting Module Quick Reference Guide

25 Quick Reference Sheet #5 Search a Job Recruiting Module User Support If outside the United States, call Hold your mouse pointer over the Job menu and click on the Search Jobs option. 2. The Search Jobs window lets you easily search for a job or jobs. C:\Documents and Settings\karen5\Local Settings\Temporary Internet Files\Content.Outlook\0B3VU8US\rc-search-jobs.htm You will see fields you can use to enter criteria to search for jobs that you have access to. Enter search criteria into the appropriate fields and click on the Search button to begin the search. Note: You can search for your filled jobs that will no longer be in your active jobs file with the Posting Status field and Filled value. 25 TMS Recruiting Module Quick Reference Guide

26 3. The search results window opens with the following fields displaying. Job Info (job name and posting number), Department (hiring department), Posting Status, Primary Supervisor, HR Rep, and Date Opened (date the job became active or open). Click on the Job Info link to view information about the job. 4. The job information displays. Click on the button to display the job detail information. Note: There are several other buttons that are useful on this window: Job Contacts Primary Supervisors and Posting Administrators associated with the job Activities Displays completed activities and associated candidates Show Applicants Displays all applicants who have applied and their application status 26 TMS Recruiting Module Quick Reference Guide

27 5. The job detail information displays. Click on the Dashboard button at the top of the window to return to the Dashboard. 6. The Dashboard displays. Notice how the button displays. This button will appear after a Search Jobs search is completed. If the button is pressed, the system will remember the last search you performed and the button will act as a shortcut to the results. 27 TMS Recruiting Module Quick Reference Guide

28 Quick Reference Sheet #6 Search Candidates Recruiting Module User Support If outside the United States, call For quick access to specific candidates or to all candidates that have applied to your positions, the Recruiting Module provides you with two search tools: Search Candidates and Advanced Search. The Search Candidates feature is a quick search allowing you to input basic criteria when searching for a candidate. To access the basic search: Search Candidates 1. Hold your mouse pointer over the Candidate menu and click on the Search Candidates option. 28 TMS Recruiting Module Quick Reference Guide

29 2. The Search Candidate window opens and lets you easily search for a candidate. C:\Documents and Settings\karen5\Local Settings\Temporary Internet Files\Content.Outlook\0B3VU8US\rc-search-jobs.htm Enter first and last name into the appropriate fields and click on the Search the search. button to begin 3. The search results window opens with the following fields displaying. Candidate Name, Jobs (applied to), Phone, Address, and Last Updated (date when candidate credentials last updated). Click on the Candidate Name link to view the candidate s resume and profile details. 4. The candidate s profile and resume display. Note: You can click on the button to display the candidate s profile details. 29 TMS Recruiting Module Quick Reference Guide

30 5. From the search results window, you can also click on the View Jobs button 6. The jobs (you have access to) for which the candidate applied will display. Click on the Dashboard button at the top of the window to return to the Dashboard. 7. The Dashboard displays. Notice how the button displays. This button will appear after a Search Candidates search is completed. If the button is pressed, the system will remember the last search you performed and the button will act as a shortcut to the results. 30 TMS Recruiting Module Quick Reference Guide

31 Advanced Search 1. Hold your mouse pointer over the Candidate menu and click on the Advanced Search option. 2. The Advanced Candidate Search window will open with 2 regions of search options: A Job Requisition Number is required. Search by Resume Enter criteria into this section to conduct a search of the candidates you have access to by resume and profile. Search by Jobs This region used alone or in conjunction with other search regions, allows you to search for your candidates who have submitted to your positions. To expand the search for any region, click the plus button to the left of the region. For example, if you click the button. 31 TMS Recruiting Module Quick Reference Guide

32 3. The expanded search window will open. You can search by additional criteria fields such as the Geographic Preference field. Enter search criteria into the appropriate fields and click on the Search the window to begin the search. button at the bottom of 4. The Search Results window opens. 32 TMS Recruiting Module Quick Reference Guide