ADMIN GUIDE Recruiting Deltas in Release b1210 V 0.0 Last Modified 12/7/12
CONTRIBUTORS Jody Rose GP Strategies Instructional Designer 2012. SuccessFactors, Inc. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, without the express written permission of SuccessFactors. This software is commercial computer software developed exclusively at private expense. The software and documentation are provided with RESTRICTED RIGHTS. Use, duplication or disclosure by the U.S. Government is subject to restrictions as set forth in DFARS 252.227.7202-3 or FAR 52.227-19, as applicable. Developer is SuccessFactors Inc., 1500 Fashion Island Blvd, Suite 300, San Mateo, CA 94404. "Rwiz" is a trademark of Enterprise Information Resources, Inc. The product described herein includes software developed by the Apache Software Foundation (http://www.apache.org/). All other brand and product names that are mentioned herein are the trademarks or registered trademarks of their respective holders. All examples, including the names of people in the examples or screen shots are fictitious. No association with any real person (living or deceased), company (existing currently or in the past), or events should be inferred from any example whatsoever. Information in this document is subject to change without notice and does not represent a commitment on the part of SuccessFactors. SuccessFactors, Inc., an SAP Company 1500 Fashion Island Blvd, Suite 300 San Mateo, CA USA www.successfactors.com 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved.
Table of Contents Using This Guide 1 Introduction to b1210 Recruiting 3 Admin Enhancements 5 Apply with LinkedIn... 5 Job Aid: Configure Standardization Mapping... 6 Team Recruiting... 8 My Team Home Page Tile... 9 Job Aid: Manage My Team Home Page Tile... 11 Single Sign On... 14 Including Agencies in Password Policies... 15 Disable Recruiting Emails... 16 Job Aid: Disable Recruiting Emails... 17 User Enhancements 19 Apply with LinkedIn... 19 Job Aid: Apply Using LinkedIn (User)... 20 Real Time Job Sync... 22 Team Recruiting... 24 Inline Resume Viewer... 24 My Team Home Page Tile... 25 Single Sign On... 27 Conceptual Candidate Search... 28 Filter Applications for Merged Candidates... 28 Alphabetized Agency List... 28 Ad Hoc Reporting... 28 Save and Cancel Buttons Available... 29 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. i
2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. ii
Using This Guide This guide helps customers understand the features and functions that were introduced with SuccessFactors Recruiting release b1210 for General Availability (GA). The discussion includes changes to user and admin interaction with the Recruiting product, including configuration changes. This guide assumes you have basic SuccessFactors Recruiting experience and knowledge. 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 that support the text. Activity: Indicates an activity for you to complete that helps reinforce the information you just learned. 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. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 1
Notes 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 2
Introduction to b1210 Recruiting Highlights This release introduces several changes that help streamline the recruiting process. From organizing admin recruiting features to alphabetizing agency names for easier searches by users, every kind of Recruiting user will benefit from this release. Here are the highlights of the b1210 SuccessFactors Recruiting release: Applying with LinkedIn Team Recruiting Real Time Job Sync My Team Home Page Tile Recruiting Management/Marketing SSO Change Status for Applicant from Inline Resume Viewer Disable Recruiting Emails Conceptual Candidate Search Password Policy Alphabetized Agency List New Ad Hoc Reports Filter Applications for Merged Candidates Save and Cancel buttons available Background Element Standardization Keepalives on Recruiting Pages 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 3
Notes 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 4
Admin Enhancements Apply with LinkedIn Candidates can now leverage LinkedIn to complete some of the fields in the application process. The Apply using LinkedIn feature pulls a candidate s work experience and education information from his/her LinkedIn profile and uses it to complete the respective fields in the application. Note: Apply using LinkedIn is enabled in Provisioning, so contact your SuccessFactors consultant if you would like to take advantage of this feature. Once this feature has been enabled in Provisioning, admins may need to align the fields in LinkedIn to the fields used in the candidate application (standard background elements) using Admin Tools. Navigate to Admin Tools > Recruiting > Configure Standardization Mapping. Once on the mapping page, you can select the LinkedIn fields that you would like to align with the fields on your candidate application. Admins will only need to complete the field mapping for LinkedIn one time. Once the fields from LinkedIn have been mapped to the candidate application, admins will not need to return to the mapping unless a change is needed. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 5
Job Aid: Configure Standardization Mapping Step Action Visual? Example? Outcome? 1 From Admin Tools, navigate to Recruiting > Configure Standardization Mapping. 2 Select Candidate Standardization from the Object drop down menu. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 6
Step Action Visual? Example? Outcome? 3 Map corresponding fields between SuccessFactors and LinkedIn by selecting each piece of data from the associated drop down menu. 4 Click Save when finished, or Cancel to exit. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 7
Team Recruiting Users will now be able to apply recruiting roles to an entire team of users, such as multiple individuals or established groups. Admins can set up default settings for primary and team users. These settings can be applied every time a job requisition is created. Note: Speak with your consultant to enable this feature in Provisioning; the Team Recruiting fields will need to be added to the Job Requisition s XML. Once configured, admins can navigate to Admin Tools > Recruiting > Manage Recruiting Team Settings to define their recruiting teams. Admins can also save recruiters time by establishing recruiting teams for each type of hire (for example, for each management position). Additionally, admins can allow upline managers to have visibility of the team recruiting process. To establish this, select Allow managers above Recruiting Manager to have access to give upline managers visibility down the reporting chain. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 8
Figure 1: Giving Upline Managers Visibility to Recruiting Teams My Team Home Page Tile The My Team home page tile offers a visual organization of your team members and open requisitions. When you click a team member s photo, you can see details about that person and his/her role. When clicking a requisition, you can see how many candidates have applied, and how many are waiting for review. Clicking the requisition can also reveal where it is in the process. The Home page tiles are part of the v12 Home Page/UI Framework. Customers can turn this option on themselves using the admin tools if the v12 Home Page is enabled. Otherwise, a request must be made to have this turned on in Provisioning. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 9
Once on the Home Page Access screen, you can elect to allow users to remove the tile, adjust the size of the tile, and adjust the location of the tile. Admin can also enable Recruiting Tiles (or other Homepage Tiles), and can define a tile as "active" in the tile browser. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 10
Job Aid: Manage My Team Home Page Tile Step Action Visual? Example? Outcome? 1 From the Admin Tools, navigate to Company Settings > Manage v12 Homepage. 2 Manage Home Page will indicate if the Home Page is turned on or off, and will provide the option to do both. If the Home Page is turned off, be sure to turn it on. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 11
Step Action Visual? Example? Outcome? 3 Make the My Team tile permanent by selecting Not Removable from the drop-down menu. 4 Change the size of the My Team tile by selecting Medium or Large from the drop-down menu. 5 Change the position of the Quick Links tile by clicking the up or down arrow. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 12
Step Action Visual? Example? Outcome? 6 Make the My Team tile available by clicking the options cog, and selecting Move to Available. 7 8 Move the tile to the top of the Home Page by clicking the up arrow. Click Save when finished, or Cancel to exit. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 13
Single Sign On If your organization uses Recruiting Management (RCM) and Recruiting Marketing (RMK) integration, your users can now take advantage of having Single Sign On (SSO) between the two interfaces. Contact your consultant to first enable this integration in Provisioning. Once configured, you can implement SSO by first granting each recruiter permission to use SSO. To configure this in the Admin Tools, navigate to to Admin Tools > Recruiting > Recruiting Permissions. Figure 2: Recruiting Permissions In the Recruiting Permissions menu, scroll to the right and check the box for Recruiter RMK SSO Permission to enable your selected team single sign on abilities from RCM to RMK. Figure 3: SSO Permissions When SSO has been configured, recruiters can access Recruiting Marketing from the Job Requisitions top navigation menu. Figure 4: RCM and RMK Integration 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 14
Including Agencies in Password Policies Agencies were not previously required to abide by password policies for Recruiting. Now, agencies can be required to create a password that is compliant with the current password policy, if an organization feels this is necessary. This may occur at the first login after the release. System generated passwords will also comply with the password policy. In addition, existing agency users will need to reset their password at the first login after implementation if the password does not comply with the policy. Password policies are managed in Admin Tools > Company Settings > Password Policy Settings. Figure 5: Setting Password Policies 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 15
Disable Recruiting Emails Automatic candidate email notifications can now be configured to be turned off. This will keep recruiters email inbox s less cluttered by not sending an alert each time the recruiter adds a candidate to the system. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 16
Job Aid: Disable Recruiting Emails Step Action Visual? Example? Outcome? 1 From Admin Tools, navigate to Company Settings > Email Notification Templates Settings. 2 3 Clear the box next to Recruiting Manual Candidate Creation Notification to ensure that the candidate email notifications are turned off. Click Save Notification Settings to save changes. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 17
Notes 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 18
User Enhancements Apply with LinkedIn Applicants can now leverage LinkedIn to complete work history and education fields in the application process. The Apply using LinkedIn feature will now pull a candidate s work experience and education information from their LinkedIn profile and use it to complete the respective fields in the application. Users can select Apply using LinkedIn from the action menu next to the posting, and proceed to grant permission to access their information on LinkedIn. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 19
Job Aid: Apply Using LinkedIn (User) Step Action Visual? Example? Outcome? 1 Select Careers from the Home Menu, and enter a job search (ie: Project Manager). Click View Jobs. 2 Using the drop-down menu next to an open requisition, select Apply using Linkedin. 3 You will be prompted to allow SuccessFactors to access your LinkedIn account. Complete the information to allow this and click Ok, I ll Allow It. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 20
Step Action Visual? Example? Outcome? 4 Once authorization has been given, you will be granted a security code to use to complete the work and education portions of the application. 5 Enter the security code when prompted, and click Ok. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 21
Once the security code has been entered and verified, the candidate s basic information from LinkedIn is auto-populated in the Candidate Profile. Fields that may be supported (and therefore will reduce completion time) are: firstname lastname address dateofbirth cellphone currenttitle currentcompany employer jobtitle presentemployer employmentstatedate employmentenddate jobdescription nameofschool degreeobtained fieldofstudy startdate enddate Real Time Job Sync Customers using integrated Recruiting Management (RCM) and Recruiting Marketing (RMK) will now notice that jobs will sync in real time, not once daily as in previous versions. When your customers post a job externally, it will immediately be shared with Recruiting Marketing. For example, if a recruiter posts a job to an external site, it will immediately be available on Jobs2Web or 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 22
Jobvite for viewing. Recruiting Management will also send real-time updates and closings. Note: This feature will need to be enabled in Provisioning, so be sure to contact your SuccessFactors consultant to enable. Figure 6: New Job Requisition Figure 7: Job Requisition Sent to Recruiting Marketing Engine Immediately 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 23
Team Recruiting Recruiting Roles can now be shared among more than one person. Previously, these single users had access to the job requisitions to perform the required operations of that role. For example, if a recruiter was covering for a team member while on vacation, he/she would have to proxy in as the original recruiter in order to perform a candidate search for an open position. Now, more than one team member can be assigned recruiting roles, granting them the same access for a given role. Inline Resume Viewer In previous releases of SuccessFactors Recruiting, if a recruiter wanted to change a candidate s status, they had to select an applicant from the candidates screen, view their resume in a different window, and then return back to the first screen to update the status. Now, recruiters can change a candidate s status from the resume viewer, without having to return to the original screen. Any changes made in line will be reflected when the user returns to the candidate page. Figure 8: Changing Candidate Status in the Inline Resume Viewer When viewing a resume in the inline resume viewer, select an item from the drop-down menu under Move Candidate. When returning to the candidate s profile page, the change that was selected will be reflected. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 24
My Team Home Page Tile You can now get a quick glance of your team and requisitions from your homepage with the My Team tile on the home page. Figure 9: The My Team Home Page Tile The My Team home page tile offers a visual organization of your team members and open requisitions. When you click a team member s photo, you can see details about that person and their role, their local time, and records, as well as add a badge, new note, or nudge overdue items. Figure 10: Home Page Tile Team Member 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 25
When clicking a requisition, you can see how many candidates have applied, and how many are waiting for review. Clicking the requisition can also reveal where it is in the process. Figure 11: Requisition Tile If a requisition is stalled in the process, you will see where in the process the stall is taking place, and with whom. Figure 12: Requisition Tile Can Show Process Stalls In general, the My Team tile on the home page will show who and what needs your attention, and will allow you to take action to address issues. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 26
Single Sign On If your organization uses Recruiting Management (RCM) and Recruiting Marketing (RMK) integration, your users can now take advantage of having a Single Sign On (SSO) between the two interfaces. This gives users one-click access to RCM from RMK, and vice versa. Recruiters can access Recruiting Marketing (or Jobvite Source, depending on their organization) from the Job Requisitions top navigation menu, if the organization has this configuration. Figure 13: Accessing Recruiting Marketing from Recruiting Management When viewing a job requisition, recruiters can select Market Job from the top navigation menu, or select Market Job (or Send Jobvite) from the Requisition Actions menu that appears when rolling over a job title. Figure 14: Marketing a Requisition with SSO Figure 15: Recruiting Marketing The Requisition will be marketed on either Jobs2Web or Jobvite, without the recruiter needing to log in to the marketing tool separately. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 27
Conceptual Candidate Search Previously, your customers had limited candidate search capabilities. The candidate search functionality now allows your customers to use additional search filter criteria to search for candidates. The new functionality allows for search criteria that includes data fields, background elements, tags and key word searches through resumes. All resumes are indexed and searchable. From the Recruiting menu, navigate to Candidates in the top navigation menu. Select the Conceptual Search tab, and enter the search terms that you would like to search under. Conceptual Candidate search will parse resumes as well as applications for the information you are searching for. Filter Applications for Merged Candidates If a candidate has submitted an application for more than one position but used a different email address for each application, previously the candidate would appear twice in reports one time for each email address entered. Now the candidate s two profiles are merged, eliminating duplicate candidate profiles from reports. The result of this enhancement will allow recruiters to generate more accurate recruiting reports. Alphabetized Agency List When searching for an agency, a user previously had to search for the agency in the given order. Users can now find agencies more easily on the Set Up Agency Access page and the Job Requisition Posting page because the agencies are now listed in alphabetical order. Finding and selecting an agency will be quicker and easier. Ad Hoc Reporting SuccessFactors Recruiting has added more fields for Ad Hoc Recruiting reports. Users can now report on Requisition State, Currently With, Last Status Change, Posting Status of Expired, Last Modified By, User System ID, Offer Originator, and Offer Version. This will allow recruiters and recruiting teams to access more accurate information about candidates and requisitions. 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 28
Save and Cancel Buttons Available The Candidate Profile and Application pages now have Save and Cancel buttons enabled. If changes need to be made to the profile or application, users can now save or cancel those changes. Figure 16: Candidate Profile Save and Cancel Buttons 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 29
Notes 2012 SuccessFactors, an SAP Company. Confidential. All rights reserved. 30