Recruiting Module for Hiring Managers

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1 For additional information, please contact your HR Manager. 1. Logging into the Taleo System 2. Viewing a Requisition 3. Viewing a Candidate Profile 4. From Applicant to Hire: Overview 5. Changing a Step/Status 6. From Applicant to Hire: Workflow 7. Creating an Offer 8. Extending an Offer 9. Hiring the Candidate 10. Rejecting a Candidate 11. Reverting a Candidate Additional Documents: System Icon Quicksheet Candidate Selection Workflow

2 Logging into the Taleo System 1. Navigate to the URL: 2. Select the link TMS Login for (Taleo) 3. Login into WebISO and you will be granted access to the Taleo system.

3 Viewing a Requisition 1. Navigate to the Taleo website and log in through WebISO (see Logging into the Taleo System). 2. Click on the Requisitions link under Quick Access. 5. To preview any of the Requisition details, click on the Requisition name in the Title column. 6. The selected Requisition will open. 4. All your Requisitions will appear in list form.

4 Viewing a Candidate Profile 1. Navigate to your Requisition and open it (see Viewing a Requisition). 2. With the Requisition open, find Candidates For This Requisition in the left column. 3. Click on the number indicated 6. The selected profile will open. 4. This displays a list of candidates who have applied to this Requisition. (See a complete list of icons.) 5. Click on the candidate you d like to review.

5 From Applicant to Hire: Overview The Candidate Selection Workflow (CSW) reflects how Carnegie Mellon University wants to move a candidate through its hiring process. In the old paper processes, recruiters may have used folders to organize candidates who were in different steps of the selection process. Similarly, in Taleo, there are workflow Steps that represent the steps in your hiring process. The details of each Step are called Statuses. Once a candidate has reached a completion Status, the Status that finishes that Step, he or she can be moved to the next Step. A completion Status is indicated by an * in the drop-down menu.

6 Changing a Candidate Step/Status As described in the From Applicant to Hire: Overview, moving a candidate through the Taleo system requires you to save a step and a status before the candidate can be moved forward. Change Status: Allows you to move a candidate to a different Status within the current Step. The candidate remains in the current Step after this change. Change Step: Allows you to move a candidate to another Step (either the next Step or in some cases candidates can skip Steps). The candidate progresses to a different Step from the original Step after this change. 1. Select and view the candidate you wish to work with (see Viewing A Candidate) 3. Use the drop down menus to change the Step/Status and Save. 2. From the More Actions menu select Change Step/Status. Note about Save and Continue vs. Save and Close: Use Save and Continue to continue moving a candidate through to the next status/step. Use Save and Close if you have advanced the candidate as far as you want to at this time.

7 From Applicant to Hire: Workflow An applicant begins the Candidate Selection Workflow (CSW) with a Step/Status of New/Applicant. To hire an applicant, you will move the applicant through different steps of the CSW to the final Step/Status of Hire/Hired. The chart below show these steps: Optional Optional Set New Status to Candidate Save and Continue Set New Step to Assess Set New Status to To Be Reviewed Save and Continue Set New Status to Proceed to Interview Save and Continue Set New Step to Interview/Pre Offer Set New Status to To Be Scheduled Save and Continue To complete the hiring process, Create an Offer Set New Status to Proceed to Offer Save and Continue Set New Step to Offer Set New Status to Offer to be made Save and Close

8 Creating an Offer (1 of 2) The Offer phase of the Taleo system is comprised of Creating an Offer, Extending an Offer and Capturing a Candidate s Response. 1. Select and view the candidate (see Viewing A Candidate). 2. Move the Candidate to the offer step using steps/status (see Changing a Candidate Step/Status). 3. From the More Actions menu choose Create Offer. * The following fields are required to complete step 4. A B 4. The Offer tab gives you the ability to add offer information. Compensation information should NOT be added. Contact your HR Manager with any questions. C D (Enlarged screen from step 4) Required Fields A) Select Start Date B) Uncheck Tentative box C) Enter Hiring Department D) Answer questions with a red asterisk

9 rev Creating an Offer (2 of 2) 5. Finally, click on the Save and Close button.

10 Extending an Offer 1. You need to create an offer (see Creating an Offer) before you can extend it. 2. View the candidate profile (see Viewing A Candidate) that you have created an offer for. 3. From the More Actions menu choose Extend Offer. 5. Check the Capture candidate response box after speaking with the candidate. Click the Done button to continue. 6. Record how the candidate responded. Click the Next button when you have finished. 4. Extend the offer verbally and enter the date it was extended. 7. Make sure you have the dates correct and the Tentative box is unchecked. Click the Done button to finish the process.

11 Hiring a Candidate (1 of 2) 1. Once you have extended an offer (see Extending an Offer) and the candidate has accepted it, you need to hire the candidate 2. View the profile of the candidate you are hiring (see Viewing A Candidate). 3. Use the More Action menu and select Change Step/Status 5. The Step has now changed to Hire; change the Status to Hired. 4. Change the Status to Move to Hire and click the Save and Continue button. 6. After you set the status to Hire, you will have a final opportunity to make any changes to the start date. When ready, click the Save and Close button.

12 rev Hiring a Candidate (2 of 2) 7. You are warned that once you continue, the Requisition will be marked as filled. Click Yes to fill the position. 8. The Requisition is now filled.

13 Rejecting a Candidate At any point in the hiring process, you have the ability to reject a candidate. This process removes a candidate from the workflow and requires you to provide a reason for rejection (disposition). 1. Select and view the candidate you wish to reject (see Viewing A Candidate). 3. Select Rejected with Disposition under the View Status drop down menu. 2. From the More Actions menu, select Change Step/Status. 4. Once you select Rejected with Disposition, a list will appear requiring you to provide a disposition.

14 Reverting a Candidate There are times when it might be necessary to undo a status or step change. For this purpose, you can use the Revert action to move a candidate back to a previous step/status. Note: When an offer is extended to a candidate, you cannot revert until you rescind the offer. 1. Select and view the candidate you wish to work with (see Viewing A Candidate). 3. The Revert the Process dialog will open. Add a comment as to why you are reverting and click Save and Close. 2. From the More Actions menu select Revert. Note about the Comments field Any comment that you add in this field will be stored in the system. If you have questions about what to enter in this field contact your HR Manager.

15 Taleo 10 Recruiting - Icon Quick Sheet Ex Requisition List Icons ACE alert activated Matching candidates contacted (invitation to apply) Daily Recruiting Report Urgent Need New or modified since last viewed Candidates List Candidate Experience Icons More Information Urgent Need Added to job cart Draft submission Candidate List Icons Internal candidate ACE candidate Referred candidate (Agency or Employee) New candidate or candidate has been modified since last viewed Disqualified Candidate To be verified Attached File (click to open) New Progression Status* Review Progression Status* 1 st, 2 nd, 3 rd Interview Progression Status* Completed submission Requisition Action Buttons Duplicate this requisition Save this requisition as a Template Print this requisition Create a search query based on this requisition Add comments on this requisition Delete this requisition Select or customize list format (Requisitions and Candidates) Testing Progression Status* Offer Progression Status* Candidate Action Buttons/Icons File a candidate in a folder Match a candidate to a requisition Send information about a candidate via (Share) Add comments Print Candidate List or File Shared candidate or search query folder * The Progression Status Icons show the most advanced progression step of a candidate on any requisition where the candidate is "in the selection process". A tool tip shows the date of the candidate s progression and you can double click the icon for additional details.

16 CSW - Steps and Statuses 2009 Copyright, Taleo Corporation

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