SuccessFactors Admin: Recruiting Management

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1 SuccessFactors Admin: Recruiting Management Admin Guide v1204 (One Admin)

2 For SuccessFactors v12 (One Admin) Last Modified 07/17/ SuccessFactors, Inc. All rights reserved. Execution is the Difference All brand and product names are trademarks or registered trademarks of their respective holders. Printed in the USA SuccessFactors Global Headquarters 1500 Fashion Island Blvd. Suite 300 San Mateo, CA USA Information in this document is subject to change without notice and does not represent a commitment on the part of SuccessFactors, Inc. The software described in this document is furnished under a license agreement. The software may be used only in accordance with the terms of the agreement. No part of this training may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of SuccessFactors, Inc.

3 Table of Contents Job Aid Reference List... 6 Course Introduction... 8 Course Objectives... 9 Course Structure Training Environment Browser Pop-up Window Using this Guide Additional Resources Module 1: Setting Up the System Objectives Lesson 1: Managing Recruiting Settings Objectives Managing Recruiting Settings Main Concepts Recruiting Settings Page Conclusion Exercise Lesson 2: Managing Recruiting Groups Objectives Recruiting Groups Main Concepts How Do I Create a Recruiting Group? Team View Locking Group Membership Conclusion Exercise Lesson 3: Managing Job Posting Header and Footer Objective Job Poster Header and Footer Text Main Concepts SuccessFactors Recruiting Admin SuccessFactors, Inc.

4 Conclusion Exercise Lesson 4: Managing Custom Help Text Objective Creating Custom Help Text Main Concepts Conclusion Exercise Module 2: Managing Recruiting Templates Objectives Lesson 1: Managing Notification Templates Objectives Notification Template Main Concepts What s the difference: system versus regular? Notification Template List When would you edit a template? Conclusion Exercise Lesson 2: Managing Recruiting Templates Objectives Managing Recruiting Templates Main Concepts Template List Tokens Template Translation Conclusion Exercise Lesson 3: Managing Offer Letter Templates Objectives Managing Offer Letter Templates Main Concepts Conclusion SuccessFactors, Inc SuccessFactors Recruiting Admin

5 Exercise Lesson 4: Managing Onboarding Templates Objectives Managing Recruiting Onboarding Templates Main Concepts Conclusion Exercise Module 3: Granting Permissions Objectives Lesson 1: Grant Recruiting Permissions Objectives Recruiting Permissions Main Concepts Access Recruiting Permissions Pages What Recruiting Permissions can I Assign? Report Permissions Source Quality Report Candidate Search Permissions Candidate Tagging Permissions Jobs Applied Portlet Permissions Conclusion Exercise Lesson 2: Setting Up Permissions to Create Forms Objectives Form Permissions Main Concepts Access Recruiting Permissions Pages Managing Form Creation Privilege Conclusion Exercise Lesson 3: Granting equest Postings Permission Objectives SuccessFactors Recruiting Admin SuccessFactors, Inc.

6 Granting equest Posting Permission Main Concepts Conclusion Exercise Lesson 4: Setting Up Agency Access Objectives Agency Access Main Concepts Access Agency Permissions Pages Agency Access Capabilities Conclusion Exercise Lesson 5: Dashboard and Reporting Permissions Objectives Dashboard and Report Permissions Main Concepts Access Reporting Permissions Pages AdHoc Report Overview Ad Hoc Report Builder Conclusion Exercise Lesson 6: Setting Up Detailed Requisition Reporting Privileges Objectives Detailed Requisition Reporting Privileges Main Concepts Conclusion Exercise Module 4: Managing the Process Objectives Lesson 1: Managing Duplicate Candidates Objectives Managing Duplicate Candidates Main Concepts Conclusion SuccessFactors, Inc SuccessFactors Recruiting Admin

7 Exercise Course Summary SuccessFactors Recruiting Admin SuccessFactors, Inc.

8 JOB AID REFERENCE LIST Job Aid: Managing Recruiting Settings Job Aid: Copy and Modify a Recruiting Group Job Aid: Create a Recruiting Group Job Aid: Delete a Recruiting Group Job Aid: Create a Job Posting Header and Footer Job Aid: Add Custom Help Text for a Candidate Profile Job Aid: Edit a Notification Template for a Recruiting Job Aid: Edit an Template Job Aid: Use Tokens in an Template Job Aid: Translate a Template into Another Language Job Aid: Edit an Offer Letter Template Job Aid: Edit an Onboarding Template Job Aid: Grant Recruiting Permissions Job Aid: Setting Up Permissions to Create Forms Job Aid: Manage External User Accounts Job Aid: Grant equest Postings Permission Job Aid: Set Up Agency Access Job Aid: Grant Permissions to Create Ad Hoc Reports Job Aid: Set Up Detailed Requisition Reporting Privileges SuccessFactors, Inc SuccessFactors Recruiting Admin

9 Job Aid: Identify Potential Duplicate Candidates SuccessFactors Recruiting Admin SuccessFactors, Inc.

10 Course Introduction Through discussion, demonstration, and hands-on computer lab work, this course uses the concepts and terminology associated with SuccessFactors Recruiting Admin functionality, and helps you develop a working knowledge of this model for use in implementing your recruiting strategy. Your recruiters, hiring managers, and interviewers can share their opinions and insights about candidates, formulate interview strategies, and provide post-interview feedback, rankings, and impressions. You will gain basic skills in how to use the SuccessFactors Recruiting Admin functionality. In this course you will manage security, source candidates, manage candidate assessment forms and data, and maintain recruiting forms using step-by-step, hands-on exercises SuccessFactors, Inc SuccessFactors Recruiting Admin

11 COURSE OBJECTIVES Upon completion of this course, you will be able to: Set up the system Manage recruiting settings Manage recruiting groups Manage job posting header and footer Manage recruiting custom help text Manage recruiting templates Manage notification templates Manage recruiting templates Manage offer letter templates Manage onboarding templates Grant permissions Grant recruiting permissions Set up permissions to create forms Grant equest postings permission Set up agency access Set up permissions to create ad hoc reports Set up detailed requisition reporting privileges Manage the process Manage duplicate candidates SuccessFactors Recruiting Admin SuccessFactors, Inc.

12 COURSE STRUCTURE This course is divided into modules and lessons that correspond to the objectives listed in the previous section. Module 1: Setting up the System Lesson 1: Manage Recruiting Settings Lesson 2: Managing Recruiting Groups Lesson 3: Managing Job Posting Header and Footer Lesson 4: Managing Recruiting Custom Help Text Module 2: Managing Recruiting Templates Lesson 1: Managing Notification Templates Lesson 2: Managing Recruiting Templates Lesson 3: Managing Offer Letter Templates Lesson 4: Managing Onboarding Templates Module 3: Granting Permissions Lesson 1: Granting Recruiting Permissions Lesson 2: Setting Up Permissions to Create Forms Lesson 3: Granting equest Postings Permission Lesson 4: Setting Up Agency Access Lesson 5: Dashboard and Reporting Permissions Lesson 6: Setting Up Detailed Requisition Reporting Privileges Module 4: Managing the Process Lesson 1: Managing Duplicate Candidates 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

13 TRAINING ENVIRONMENT The SuccessFactors system is highly configurable. During this training, you will be working in a representative environment. It may not match your own SuccessFactors configuration at your company. Please note that goal and objective are used interchangeably throughout the software and this document. Also, user refers to the end user or employee. To expand the browser window in Internet Explorer or Mozilla Firefox, use the F11 key. Browser Pop-up Window Do not block pop-up windows in your browser. Please unblock pop-up windows so that the application may function as designed. When you first log in to SuccessFactors Learning, the following message banner may display at the top of your browser window: Pop-up blocked. To see these pop-up or additional options, click here. If this banner displays, perform the following steps: 1. Click the pop-up blocked message. A box displays with a few options. 2. Select the Always allow pop-ups from this site option. 3. Click Yes. 4. Once the setting is selected, you will not see the pop-up blocked warning again. SuccessFactors Recruiting Admin SuccessFactors, Inc.

14 USING THIS GUIDE This Admin Guide is designed to be used virtually in conjunction with an instructor. The guide provides general information that will be elaborated upon by the instructor. For additional information, refer to the Help and job aids. Throughout the guide, you encounter icons that call out various types of information. The following table illustrates how this guide uses icons to indicate different types of comments, activities, labs, and so on, that support the text. Icon Definition Note: Indicates additional information that is related to the information presented. Best Practice: Indicates helpful hints and tips or other guidance that further explains the information it accompanies. Lab: Indicates a hands-on computer lab. Follow the step-by-step process outlined to perform specific tasks in the system. Job Aid: Indicates there is a job aid available for the task. Job aids provide detailed instructions and screen captures to help you complete a task. Warning: Warns against particular actions, or that a particular condition might indicate a problem SuccessFactors, Inc SuccessFactors Recruiting Admin

15 ADDITIONAL RESOURCES There are a number of additional resources that can provide you more information about the SuccessFactors Recruiting system. These resources include: SuccessFactors, Inc. website: Online system Help Task-specific job aids SuccessFactors, Inc. monthly newsletter For more information about other courses and registration, contact SuccessFactors University at SuccessFactors Recruiting Admin SuccessFactors, Inc.

16 Module 1: Setting Up the System This module contains four lessons. Lesson 1: Managing Recruiting Settings Lesson 2: Managing Recruiting Groups Lesson 3: Managing Job Posting Header and Footer Lesson 4: Managing Recruiting Custom Help Text OBJECTIVES Upon completion of this module, you will be able to: Manage recruiting settings Manage recruiting groups Manage job posting header and footer Manage recruiting custom help text The lessons in this module directly support each of these objectives SuccessFactors, Inc SuccessFactors Recruiting Admin

17 Lesson 1: Managing Recruiting Settings The goal for this lesson is to provide general instruction about managing your organization s recruiting settings. OBJECTIVES Upon completion of this lesson, you will be able to: Edit Company Contact Information Edit Return Address Edit Candidate Profile Settings Edit a Job Requisition Disable Add Role Manage Interview Central Manage Private Postings MANAGING RECRUITING SETTINGS MAIN CONCEPTS Most of this is internal facing information, except for the company contact information, which is external facing information about the company. Accessing Recruiting Settings pages can be accomplished using OneAdmin: Navigate to Company Processes & Cycles Click Recruiting SuccessFactors Recruiting Admin SuccessFactors, Inc.

18 Click Manage Recruiting Settings Recruiting Settings Page The Managing Recruiting Settings page consists of several sections. Each of these sections controls a specific element of the recruiting settings. Figure 1. Company Contact Information section The Company Contact Information section (Figure 1) is the external facing information about the company, which shows up in the career sites. This information is typically set up during implementation and not touched again. The Candidate Response Address field is also posted on the external career sites SuccessFactors, Inc SuccessFactors Recruiting Admin

19 Figure 2. Return Address Information section The Return Address Information section (Figure 2) enables you to override the default company address. You can lock it down so only this address will display on correspondence back to candidates, or you can make it editable so recruiters can change it to their own address. Best Practice: Best practice is to have the Return Address display something candidate-friendly. Use this return address when: External candidates sign up to create a new account (with verification turned on) Internal/external candidates applied to a job An application status change occurs for internal/external candidates individual changes and with mass update External candidates use the forgot password tool Job alerts notifications for an expired job alert, invalidated job alert, and new job alert Another example of when the return might be used would be if a candidate fails a pre-screening questionnaire and is disqualified. The candidate is moved to an auto disqualified SuccessFactors Recruiting Admin SuccessFactors, Inc.

20 status, which triggers an to be sent to each candidate announcing this disqualification. Select the Delay s checkbox (Figure 2) and enter a number (for hours) to prevent candidates from learning exactly when they were disqualified (for example, immediately following an interview) so as not to discourage a candidate. Best Practice: Best practice is to set delay over 20 hours and to stagger this to an odd number of hours (such as 21, 27, or 39) rather than an even number (such as 24 or 48) so that it does not seem automated to the candidate. Figure 3. Candidate Profile Settings section The Candidate Profile Settings section (Figure 3) enables candidates to enter multiple lines of data such as previous work experience or educational history on their candidate profile. A candidate s most recent work history is highlighted in the candidate profile. The MOST RECENT values in the background elements enable recruiters to focus on the most recent information. Recruiters can add comments to candidate profiles, as well as import comments from the application process to a candidate s profile SuccessFactors, Inc SuccessFactors Recruiting Admin

21 Figure 4. Applicant Profile Settings section The Applicant Profile Settings section (Figure 4) allows an admin to hide any skipped statuses in the application audit trail. SuccessFactors audit tracks every move that a candidate makes through the hiring process. For example, if a candidate replied to a requisition, and was moved from Replied status to Reviewed status to Interviewed status; and the recruiting team liked the candidate so much that they wanted to skip the second interview and move the candidate directly to Offer status, the audit trail will show that by default. The second interview will appear with no dates. This can be hidden by selecting the above checkbox (Figure 4). Figure 5. Candidate Search Settings section The Candidate Search Settings section (Figure 5) is a system performance configuration. You can set a threshold based on your system s size and performance (for example 30, 60, or 90 days) and have a message display a warning to users of a potential delay in the completion of their search. If a recruiter searches on all SuccessFactors Recruiting Admin SuccessFactors, Inc.

22 candidates who have applied in the last 120 days and you this set to 90, a message will display warning the user that the limit has been set to 90 days. A company with thousands of candidates may choose a low value because the larger the date range, the larger the returned number of candidates. An organization should strive to strike a balance between system performance and number of candidates returned. Figure 6. Job Requisition section The Job Requisition section (Figure 6) provides administrators with a few decision points about configuring requisitions. Enable change tracking and display for Job Requisition data and Job Postings SuccessFactors has an audit trail for requisitions similar to the audit trail for applicants. This provides a detailed view of the audit trail and captures information such as who made changes to a requisition status and when. For example, if data is changed from Talent Management to Human Resources. Use originator s preferred language as the default language of a new job requisition 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

23 For companies that have a multilingual environment, the job requisition language will default to the language of the Operator. The requisition must be configured to support the Operator s locale for this to work. Allow forwarding of candidates to unposted jobs This feature provides the ability for operator s to find jobs that are not posted when forwarding candidates. (Source internal candidates for a job requisition before posting.) This is a legal issue for some companies, and they prefer not to enable this option because of fair hiring practices in their country that make it illegal to place a candidate in a job unless that job has been made public for application by other candidates. Enable private posting of jobs This feature enables the private postings of jobs. For example, if you have a confidential executive search in the process, you may not want to post that you are hiring a CEO. A URL to a private posting of the job will be available to send to candidates via , even if the job is not searchable to candidates internally or externally(this requires some XML setup). Show job description to Applicants even after the job is taken down This feature allows candidates to use the print preview option on Job Descriptions to look at jobs they previously applied to or that were previously posted. Disable Add Role on Forward to Requisition dialogue This is enabled when an internal user finds a good candidate and wants to forward them on to Requisition. SuccessFactors Recruiting Admin SuccessFactors, Inc.

24 Figure 7. Interview Central section The Interview Central section (Figure 7) allows you to decide whether to enable document attachments on your interview feedback forms or Interviewer Notes. Figure 8. Offer Approval section The Offer Approval section (Figure 8) varies from the Requisition, Application, and Candidate Profile sections, where you can decide on a field by field level which fields are read and which are write. In this section several of the fields are hard-coded as read or write fields. The Job Code Entity field enables an admin to autopopulate and edit additional fields SuccessFactors, Inc SuccessFactors Recruiting Admin

25 Figure 9. Instructions The Instructions section (Figure 9) is comprised of a text editor which enables an admin to place text above the job requisitions list in multiple languages (based on the language selected in your profile). SuccessFactors Recruiting Admin SuccessFactors, Inc.

26 Job Aid: Managing Recruiting Settings 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Recruiting Settings. 3 Edit any of the Company Contact Information fields as needed. Click Save if this is the only information you need to edit SuccessFactors, Inc SuccessFactors Recruiting Admin

27 4 Select either option s checkbox as necessary and record any necessary information. Click Save if this is all the information you need to edit. 5 Select this checkbox if you want to set background elements to highlight current value (based on start/end date). Click Save if this is all the information you need to edit. 6 Select this checkbox if you want to hide skipped statuses in the application audit trail. Click Save if this is all the information you need to edit. SuccessFactors Recruiting Admin SuccessFactors, Inc.

28 7 Select any checkboxes to configure the job requisition to your needs. Click Save if this is all the information you need to edit. 8 If you want to enable documents to be attached to the requisition for interview notes, select this checkbox and click Save. 9 Select this checkbox to allow others to edit Job Code Entity fields and click Save. END 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

29 CONCLUSION In Lesson 1, you learned how to use the Managing Recruiting Settings page to customize recruiting settings. You should now be able to: Edit Company Contact Information Edit Return Address Edit Candidate Profile Settings Edit a Job Requisition Disable Add Role Manage Interview Central Manage Private Postings EXERCISE Your manager has given you the following task: Edit the Recruiting Settings to delay messages to disqualified candidates, and enable the forwarding of candidates to unposted jobs SuccessFactors Recruiting Admin SuccessFactors, Inc.

30 Notes 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

31 Lesson 2: Managing Recruiting Groups This lesson provides an overview of how to manage recruiting groups. Effectively managing your organization s recruiting groups makes it easier for you to work with large groups of people, reducing the amount of time spent on administrative tasks. OBJECTIVES Upon completion of this lesson, you will be able to: Copy and modify a recruiting group Create a recruiting group Delete a recruiting group RECRUITING GROUPS MAIN CONCEPTS You can use dynamic groups (for example, selections of employees) to limit the scope of employees that can be set as recruiters, hiring managers, sourcers, or coordinators on job requisitions (job reqs). During configuration, your Professional Services or Technical Services consultant can associate a group with an operator role (for example, recruiter) on the requisition template. You can select which employees will be part of that group. In the XML for a requisition template, it is possible to tie a restriction so that users can only pick from a specific group of SuccessFactors Recruiting Admin SuccessFactors, Inc.

32 authorized recruiters. This helps prevent end users from selecting non-authorized recruiters. The Manage Recruiting Groups page is accessed using OneAdmin, by: Navigating to Company Processes & Cycles Click Recruiting Click Manage Recruiting Groups Manage Recruiting Groups Page The Manage Recruiting Groups page (Figure 10) lets you create and edit dynamic groups for the Recruiting module. Consult your implementation team for information on uses of groups in your instance. A Recruiting Group is a set of business rules that defines a group of users. Recruiting groups limit the pool of users that can be selected in a given role on a requisition, if that role was tied to the group during the configuration process in implementation. Recruiting groups consist of one or more people pools. People pools allow you to manage which people belong to which recruiting groups. Each people pool is defined by the values you select in one or more categories. Categories consist of search criteria that allow you to select groups of people who share a common demographic feature such as city, country, job code, gender, or hire date SuccessFactors, Inc SuccessFactors Recruiting Admin

33 Through the clever use of categories and people pools, you can create recruiting groups that ideally suit your specific needs. Figure 10. Manage Recruiting Groups page How Do I Create a Recruiting Group? Define the People Pool Enter a group name. Start defining your people pool. For example, to define a group of all users hired before October 1, 2009, select the Hire Date field category in the drop down titled Pick a category. Based on the definition of your people pool, select the people for your group. You can make multiple selections within a single category, and you can use multiple categories. For example, to define a group of "All the engineers and product managers in San Mateo," establish the group with two categories as follows: Pick category Department from the dropdown titled Pick a category. A popup with a list of departments will be presented. Select Engineering and Professional Services from the list of departments. Select the Add Another Category button. SuccessFactors Recruiting Admin SuccessFactors, Inc.

34 Pick category Location. A popup with a list of locations will be presented. Select San Mateo from the list of locations. Multiple People Pools Each group can have multiple people pools. People pools are used to identify people who meet your criteria. For example, let's say you have two different offices: Office A and Office B. Each office has a Sales team and a Finance team. If you want to create a recruiting group that includes all sales and finance personnel from both offices, use one pool, and configure to find all people in either role (sales or finance) and either location (Office A or Office B). Use multiple pools when only some people fit in each search criteria. For example, you should use multiple pools if you only want to include sales employees from Office A and finance employees from Office B. In this case, you would create a recruiting group that includes: One people pool of sales employees from Office A Another people pool of finance employees from Office B 2012 SuccessFactors, Inc SuccessFactors Recruiting Admin

35 Figure 11. Example of People Pools Team View The Team View category allows the definition of hierarchical groups with multiple levels, even when using Matrix, HR and Custom reporting relationships. For example, it is possible to define a group two levels deep using the Matrix Reporting relationship in the following fashion: "Carla Grant's Matrix Reports, and the Direct Reports of Carla's Matrix Reports". This would appear as follows: SuccessFactors Recruiting Admin SuccessFactors, Inc.

36 Figure 12. Example of Matrix Reports and Direct Reports Locking Group Membership Group definitions are basically stored queries. Their membership is therefore dynamic. The number of people in the group today can be different than the number of people in the group tomorrow. For example, if a group has been defined as "Everyone in the Engineering department" and if a new person is hired tomorrow, the membership is augmented by one. If the membership of the group must not change, it is possible to lock the group membership. This will save the list of users that meet the group criteria at the time the group is locked. To edit the membership, unlock the group. Note: Unlocking a group will lose the locked membership, and the group will return to being dynamic SuccessFactors, Inc SuccessFactors Recruiting Admin

37 From the Manage Recruiting Groups screen, you can perform the following functions on your recruiting groups: Table 1. Manage Recruiting Groups Tasks Task Edit Copy Delete Create Perform this task when: You need to change the membership of a certain group of people. You want to create a new group that s based on members in an existing group. This can save you a lot of time over creating a new group. When you no longer need a group. You need a new group of people and you don t have an existing group you can copy and alter to suit your needs. Recruiting Groups are tied to the user who creates them; a user viewing Admin > Recruiting Groups cannot see the Recruiting Groups set up under another user s profile. Best Practice: Best practice is to set up all Recruiting Groups under a single master administrative user (that will never be deactivated out of your system), and only change the groups by proxying into that master administrative user. SuccessFactors Recruiting Admin SuccessFactors, Inc.

38 Job Aid: Copy and Modify a Recruiting Group 1 Navigate to Administration Tools > Company Processes & Cycles > Recruiting 2 Select Manage Recruiting Groups. 3 Select the recruiting group you want to edit using the preceding procedure. 4 After you select the group, click the Copy button SuccessFactors, Inc SuccessFactors Recruiting Admin

39 5 Enter the name of the new group in the Save group as field and click Save. 6 SuccessFactors displays a status message letting you know you successfully copied the group. Click the View the group now control if you want to view or edit the group or click Close to return to the Manage Recruiting Groups page. You re now ready to manage the group you just copied. 7 Select the recruiting group you want to edit by clicking the Choose a Group field s dropdown menu and selecting the group you want to edit. SuccessFactors Recruiting Admin SuccessFactors, Inc.

40 8 After you select the group, click the Edit button. 9 When SuccessFactors displays the Group Definition form, you can choose new members for your group or exclude others. 10 The current group, Recruiters, currently only has one category of people in it: all people whose job code is HR REC. This means that this people pool includes all recruiters no matter where they work. To add another category to this group, click the Add another category button SuccessFactors, Inc SuccessFactors Recruiting Admin

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