Manager s Portal Tools Recruiting Tab. Version /27/09

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1 Manager s Portal Tools Recruiting Tab Version /27/09

2 Table of Contents Section Page Access PeopleSoft 3 Log In 4 Manager s Portal Tabs 5 Recruiting Tab 6 Position Request Form (PRF) 7 PRF Fields 8 Completed PRF & Confirmation 9 Approving a PRF 10 Reviewing a PRF 11 Approve/ Deny a PRF 12 Direct/Multiple PRF Approvals 13 Final PRF Approval 14 My Jobs 15 Job Opening Details 16 Approval Process 17 Job Openings vs. Job Postings 18 Job Description Report 19 Managing My Applicants 21 Pre-Hire Steps 25 Approving Staff Transfer Requests 26 Search Postings 28 Appendix 29

3 Access PeopleSoft There are two options for accessing the main PeopleSoft site: Click on InSite from your computer, then select BUZZ in the top toolbar. You may also access PeopleSoft from any computer with internet access by typing mybenefits.sw.org in the browser address box.

4 Log In Enter your User ID and Password, then click Sign In. Note: This User ID and Password is the same as your regular Novell log-in information. If you need assistance with your User ID or Password, contact the Help Desk: ) 10/27/2009 Manager s Portal Tools: Recruiting Tab page 4

5 Manager s Portal tools are organized into the following tabs: Home o Staff Information o Birthday Alerts o Manager Expiring Licenses o Information and Resources o Anniversary Alerts o Announcements My Self Service o Personal Information o Payroll and Compensation o Performance Evaluation o Benefits o Recruiting o Expiring Licenses o Information and Resources Recruiting o Position Request Form o My Jobs o Internal Applicants o Job Description Report o Scott & White Postings o Information & Resources Staff Changes o Organizational o Job/ Salary o Terminations o Leave of Absence o Information and Resources Reports o Organizational Reports o Compensation Reports o Information and Resources Performance, Merit & Incentives o Performance o Reports o Bonus & Incentive Awards o Information and Resources Information & Resources o Training Schedule o Contact Us Manager s Portal Tabs 10/27/2009 Manager s Portal Tools: Recruiting Tab page 5

6 Access Recruiting tools by clicking on the Recruiting tab. Recruiting Tab 10/27/2009 Manager s Portal Tools: Recruiting Tab page 6

7 Position Request Form (PRF) From the Recruiting tab, click on Position Request Form. Complete each field on the Position Request Form and add any additional comments or attachments as needed. Click Submit. Once the form has been submitted, your manager will receive an notification to review and either approve or deny the pending Position Request Form. After the Position Request Form has been through the approval process, the requestor will receive an notification that the position has either been approved or denied. Please refer to the following page for detailed instructions on completing each field of the online Position Request form. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 7

8 PRF Fields *Job Code: Either type in the job code or click on the magnifying glass to search from a listing of all active job codes *Position Title: This is the job title that will be displayed in the job posting. It can be left as is, or modified to fit your needs. Grade: The pay grade will default based on the job code selected. *Department: Either type in the department or click on the magnifying glass to search from a listing of all active departments. *Recruiting Location: Click on the magnifying glass to choose the general area where the position will be located. *Kronos Work Rule: Click on the magnifying glass to choose the applicable work rule (See appendix for a list of Works Rules and descriptions). *Recruiter: Click on the magnifying glass to choose the HR Recruiter for the position. *Schedule Type: Choose either Full Time, Part Time or PRN. *Shift: Choose 1 (Days), 2 (Evenings) or 3 (Nights). *Weekend: Choose Yes or No, depending on the schedule for the position. *Position Budgeted: Choose Yes or No to indicate whether or not the position has been budgeted. *Post Position: Choose the option which best fits your needs. IntraDepartmental if you plan to fill the position from within your own department (no posting on the S&W Career Website). Internal if you plan to fill the position with a current Scott & White staff member (only posted on the internal S&W Career Website). Internal/External if you plan to fill the position with either a current staff member or an external candidate (posted internally for 72 hours prior to external posting on the S&W Career Website). Employee Being Replaced: Complete this field only if this is a replacement position. Click on the magnifying glass to select the name of the person being replaced. Hours: Weekly scheduled hours for the position. Comment: Insert any special instructions or requirements for the approvers or recruiter to review. Add Attachment: Click the Add Attachment link to include any additional documentation, such as justification for the position, etc. that you would like the up line approvers to review. Interested Party: Click the magnifying glass to choose the interested party. This person will also be able to view candidate information related to this job posting. * Indicates that the field is required in order to submit the form 10/27/2009 Manager s Portal Tools: Recruiting Tab page 8

9 Completed PRF & Confirmation Sample of a completed Position Request Form is below. After the form is submitted, a confirmation message will display and an notification will be routed to your supervisor. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 9

10 Approving a PRF After a hiring manager submits a PRF, the requestor s supervisor will receive an e- mail notification that they have received a Position Request that needs to be reviewed. The approver can either click on the link in the or log into Manager s Portal to review the job opening details and approve or deny the Position Request. The approver may access pending PRF s on Manager s Portal: Click on the Recruiting tab and select Approve Position Request Form 10/27/2009 Manager s Portal Tools: Recruiting Tab page 10

11 Reviewing a PRF The approver can click on the link in the Subject line to review the details of the job opening, along with any comments or attachments that the requestor included. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 11

12 Approve/ Deny a PRF After reviewing the Job Opening Details, the approver can click on Approvals to either approve or deny the Position Request. From the Job Approvals screen, the approver can view the approval chain, add any additional comments, and click Approve or Deny. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 12

13 Direct Approval/ Multiple Approvals Approvers can also take action on the Position Request (approve/deny) without going into the Job Opening Details screen. Simply select the position needing approval by clicking the check box. Then choose either Approve or Deny in the drop-down list and click Go. To approve multiple positions at one time, click the check boxes next to the positions requiring approval (or click Select all). Next, select Approve/ Deny in the drop-down menu. Click Go. Once the first approver has approved the Position Request Form, the next level approver will receive an notification to take action on the position. This process will continue until the Final Approver approves the position. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 13

14 Final PRF Approval Each area of Scott & White has designated a leader as the Final Approver for the online Position Request. After the Final Approver approves a Position Request, several processes take place: 1. The job opening status automatically updates to Open in PeopleSoft. 2. An notification is sent to the HR recruiter for the position so the job opening can be completed and posted. 3. An notification is sent to the hiring manager stating that the position has been approved and HR has been notified. Each approver will have 72 hours to review and take action on a job opening. If an approver does not approve or deny the Position Request within 72 hours, an notification will be sent to the next level approver requesting that they approve or deny the pending Position Request. If modifications to an existing job opening or posting are required, such as Job Responsibilities, Qualifications, Competencies or Licensures, contact the HR recruiter for the position and they will be able to make any necessary changes. If a job code or cost center change is required, notify the HR recruiter to cancel the existing position, and complete a separate online Position Request Form so the new position can go through the approval process. If you need to cancel a position, notify the HR recruiter for the position that needs to be canceled either by or phone. You can also work with your HR Recruiter in order to modify the questions that applicants are required to answer for a particular position. These can be tailored to fit the needs of your area and can include requirements for licensure, education, etc. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 14

15 My Jobs You can manage your jobs at any time by logging into Manager s Portal and clicking on Recruiting Tab> Browse Job Openings. From the Browse Job Openings screen, you can search for all of your positions using criteria related to the status of the position (i.e. Open, Pending, Filled/Closed) and the activity date of the position (i.e. Active within xxxx date). To view job opening details related to a position, such as location, schedule, notes or attachments, and approvals, use the steps below to locate the job opening that you wish to view. 1. Select the status of the opening 2. Select the activity date of the opening. 3. Click on the green Refresh icon The applicable results will display. Select title of the position you would like to view. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 15

16 Job Opening Details From the main job opening details page, you can view key details such as cost center, location, schedule, notes, and attachments. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 16

17 Approval Process To determine where a Position Request Form is located in the approval process, click on Approvals: From this screen, you can view the approval chain and determine where the Position Request is located in the approval process. In the example below, The Position Request Form was approved by James P Sullivan on 1/8/2009 at 2:34pm, and is now pending final approval by Henry Waternoose. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 17

18 Job Openings vs. Job Postings A job opening is contained within the PeopleSoft system and is viewable only to the hiring manager who created the opening, the leaders who approved the opening, and the HR Recruitment team. A job posting is the information related to the position which is shared with internal candidates and external candidates who have the opportunity to apply for the position. To find and view Job Postings, log into Manager s Portal and go to Browse Job Openings. Then click on Find Job Postings. From here, you can use key words to search for a posting and view the information that internal or external candidates will see. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 18

19 Job Description Report In order to view the job description for a particular job code, log onto Manager s Portal (Recruiting Tab) and click Run Job Description Report. Enter job code value (if known), then slick Search OR use the description field to enter the job title. If you are unsure of the job title, type a % before or after your key word. Click Search. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 19

20 Click on the sheet of paper icon to view the Job Description. Sample Job Description Report 10/27/2009 Manager s Portal Tools: Recruiting Tab page 20

21 Managing My Applicants To manage your applicants, log into Manager s Portal, select the Recruiting tab, and use Browse Job Openings to locate the job opening for which you would like to view the associated applicants. Click on the title of the opening. All applicants that have been screened and routed to you by the HR Recruiter will appear in the list. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 21

22 By clicking on the icons in the center columns, you can easily view or applicant information: There are several dispositions that may be assigned to an applicant. Please see following list for dispositions and their definitions. Disposition Route Offer Offer Accepted Ready to Hire Hired Hold Not Selected Withdrawn 10/27/2009 Definition The HR Recruiter has sent the candidate to you for review An offer has been extended to the candidate The candidate has accepted the employment offer The candidate has been through the pre-employment processes and is ready to be entered to the HR PeopleSoft system The candidate has been hired into the HR PeopleSoft system An offer for this position has been made to another candidate The candidate was not selected for the position The candidate has decided not to apply for the position Manager s Portal Tools: Recruiting Tab page 22

23 Click on the Applicant Name in order to view details related to the applicant, i.e. Applicant Activity, Applicant Data, Contact Information. From this view, you can click on any of the links found in the blue highlighted area (Contact Notes, Applicant Data, etc.) to view additional information associated with this applicant. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 23

24 You have the ability to reject an applicant from the Manage Applicants screen. If you choose to reject an applicant for a position, select Reject Applicant under the column labeled Take Action: Select the most applicable Status Reason from the drop down list and click Submit. Rejected applicants will no longer be viewable when you review applicants for the job opening for which the applicant was rejected. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 24

25 Pre-Hire Steps Once you have decided to make an offer to a candidate, work with your HR Recruiter to determine the salary and anticipated start date for the new staff member. After an offer has been extended to a candidate, the HR Recruiter will generate a response in PeopleSoft and the hiring manager will receive an notification to advise them that the candidate has either accepted or rejected the employment offer. When an employment offer has been accepted, the following processes will take place in Human Resources: 10/27/2009 Manager s Portal Tools: Recruiting Tab page 25

26 Approving Staff Transfer Requests When a staff member completes an online Transfer Application, the staff member s supervisor will receive an notification to log into Manager s Portal and either approve or deny* the transfer request. (*H.R. guidelines suggest that a transfer request should only be denied if the staff member has been not yet been employed for 6 months in the current position or if he/she is under final disciplinary action.) The supervisor can either click on the link in the or log into Manager s Portal to approve or deny the Position Request. Click on the Recruiting tab and select Approve Internal Applicant Select the transfer request you would like to review by clicking on the link in the Subject line. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 26

27 Select either Approve or Deny from the drop-down list and then click Save. Once a supervisor has taken action on a transfer request, the staff member will receive an notification advising them of the approval or denial of the request. The staff member s application status will not show as Applied until the immediate supervisor approves the transfer application request. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 27

28 Search Postings Leaders may click on the Search Postings link to access the main S&W Career Search page and view postings as candidates view them. 10/27/2009 Manager s Portal Tools: Recruiting Tab page 28

29 Appendix KRONOS Work Rule Matrix Work Rule Codes Short Descr B/CS; Salaried B01 B05 B/CS; Hourly B06 B/CS; Hourly w/30 min lunch B/CS; Hourly w/1 hr lunch Salaried Hourly B07 C01 C05 C06 C07 RES CRN U05 U06 U07 E05 E06 10/27/2009 Hourly w/30 min lunch Hourly w/1 hr lunch Resident CRNA UMCH; Hourly UMCH; Hourly w/30 min lunch UMCH; Hourly w/1 hr lunch EMS; Hourly EMS; Hourly w/30 min lunch Description/Definition Exempt (salary) BCS only; Automatic 40 hrs/week Non-exempt (hourly) BCS only; Badge in/out for all transactions Non-exempt (hourly) BCS only; Badge in/out with automatic 30 min lunch deduction Non-exempt (hourly) BCS only; Badge in/out with automatic 1 hour lunch deduction Exempt (salary); Automatic 40 hrs/week Non-exempt (hourly); Badge in/out for all transactions Non-exempt (hourly); Badge in/out with automatic 30 min lunch deduction Non-exempt (hourly); Badge in/out with automatic 1 hour lunch deduction Exempt; Resident Exempt; Certified Registered Nurse Anesthetist Non-exempt (hourly) UMC only; Badge in/out for all transactions Non-exempt (hourly) UMC only; Badge in/out with automatic 30 min lunch deduction Non-exempt (hourly) UMC only; Badge in/out with automatic 1 hour lunch deduction Non-exempt (hourly) EMS only; Badge in/out for all transactions Non-exempt (hourly) EMS only; Badge in/out with automatic 30 min lunch deduction Manager s Portal Tools: Recruiting Tab page 29

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