Diapositive 1 Recruiting - Training... · Four individuals are involved during the recruitment...

OneHR

OneHR Recruiting - Training Session 28/04/16

Contents

Contents

2

OneHR Project Context 2 P 12

Business process 3 P 15

OneHR Recruiting 4 P 32

Appendices 5 P 128

Introduction to the module 1 P 4

Contents

Detailed content > This summary distinguishes the current features and the new features

3

1. OneHR Recruiting Introduction 32

• Log in to OneHR Recruiting 33

• Presentation of the recruitment space 34

• Quick search of applicants 35

2. Creation of the requisition and posting 37

• Creation of the request for a resource by the Manager 39

• Finalization of the Requisition by the Recruiter 40

o Logistics section 41

o Definition of the languages of the Requisition 42

o Description section 45

o Administration section 47

o Prescreening section 49

• Creation of the Requisition by the Recruiter 53

• Use of Requisition templates 54

• Diagnosis of the Requisition 55

• Request for approval of a Requisition 56

• Internal publication of the Requisition 60

5. Candidate sourcing

• Advances search for applicants

• Association of an Applicant with a Requisition

• External publication of the Requisition

• Multidiffusion

• Manual creation of an external Applicant

68

70

71

73

74

75

6. Pre-selection

• Access to the list of applicants of a Requisition

• Selection of applicants by comparison

• Steps of the process for treating the applications

• Treatment of applications

• Sending a message to the applicants

• Creation of a video interview (Sonru)

• Share candidates PDF / Excel / Mail

77

79

83

84

85

86

87

92

7. Selection

• Selection of applicants by the Manager

• Selection of questionnaires and assessors

• Plan interviews

• Communication of the questionnaire

• Consultation of completed questionnaires

• Treatment of applications

95

96

98

99

100

103

104

106

108

109

111

112

113

114

8. Offer of employment (optional)

• Steps of the process for treating the applications

• Creation of the offer of employment by the recruiter

• Forward of the offer of employment to the Applicant

• Change to the offer of employment by the Recruiter

• Entering the Applicant's expectations

• Entering the Applicant's answer

116

118

121

122

9. Hire

• Request for further information from the applicant

• Entering the Applicant's arrival date

• Finalization of the hiring of the applicant

124

125

126

10. Management of the pipeline of applicants

• Benefits and characteristics

• Process for treating applications

128 V. Appendices

I. Introduction to the module 04

III. Business Process 15

3. Configuration of my personal space 63

IV. OneHR Recruiting 32

This summary contains active links to access each section

4. Apply as a candidate 65 II. OneHR Project Context 12

Contents

01 Introduction to the module

Contents

Session objectives

5

After completing the training, you will be able to:

• Train your entity's recruiters

• Design your own training package (length, content)

• Understand recruitment and mobility in terms of practices and solution

Contents

Rules to respect during the training

6

Thanks for

respecting break

times

Please put your

phone on vibrate

mode

One speaker at a

time Please share

your

questions

If we run out of time

we will send you

answers by email Contact us for further

questions

Contents

Introduction to the module > Training schedule – New users (1 day ½)

7

9.00am – 10.30am

10.30am – 10.45am

10.45am – 12.30pm

12.30pm – 2.00pm

2.00pm – 3.30pm

3.30pm – 3.45pm

3.45pm – 5.00pm

Break

Lunch break

Break

• Introduction : OneHR context and training

presentation

• OneHR Recruiting Business Process

• Log in and browsing

• Creating a job application

• Request for approval of a Requisition

• Internal publication of a Requisition

• Sourcing of the applicants

• External publication of a Requisition

• Configuring of my personal space

Break

Lunch break

• Pre-selection of applicants

• Selection of applicants

• Managing an offer of employment

• Recruiting the applicant

• Management of the pipeline of applicants

• Conclusion and feedback from trainees

Day 1 Day 2

Contents

Introduction to the module > Training schedule – experimented users (1 days)

8

Break

Lunch break

Break

• Introduction : OneHR context and training presentation

• OneHR Recruiting Business Process

• Log in and browsing

• Creating a job application

• Request for approval of a Requisition

• External publication of a Requisition

• Configuring of my personal space

• Selection of applicants

• Managing an offer of employment

• Recruiting the applicant

Day 1

• Internal publication of a Requisition

• Sourcing of the applicants

• Pre-selection of applicants

• Management of the pipeline of applicants

• End of the training

• Feedback from trainees

9.00am – 10.30am

10.30am – 10.45am

10.45am – 12.30pm

12.30pm – 2.00pm

2.00pm – 3.30pm

3.30pm – 3.45pm

3.45pm – 5.00pm

Contents

9

Introduction to the module > Global process and individuals involved

Creation of

Requisition and

publication

Sourcing of

Applicants Pre-selection Selection

Offer of

employment Recruitment

Creation of

Requisition

and

publication

Sourcing of

Applicants

Selection Offer of


Pre-

selection

All these actions are carried out in OneHR Recruiting

Manager Recruiter Approver Applicant

Four individuals are involved during the recruitment process They are displayed on each slide They are displayed at the top

right of each slide

Contents

10

Introduction to the module > Messages for the attention of the Recruiters

• Do not hesitate to be active contributors to this session

• The OneHR Recruiting platform on which the training is provided is not the actual platform

although it contains realistic data. It is possible to create Requisitions, and applicants… without

interfering with the actual data

• The training platform may contain actual information, please treat such information with total

confidentiality

• Do not give any third party your log in details, as this is personal information that gives

access to data on employees

• OneHR will enable you to harmonize practices on the solution and get business advice

• For any question about OneHR Recruiting solution, your privileged interlocutor is the Key User

• For any question about business processes, your privileged interlocutor is the Process Owner

Messages

to

Recruiters

Contents

Introduction to the module > Training Kit

11

The training kit provided by the OneHR Project team to the Key Users contains:

• Training support (PPT / PDF) OneHR Context / Business processes / screenshots of OneHR Recruiting solution

• Trainer guide (Word) Step by step demonstration, key messages, data to use during the demonstration

• Dedicated training platform and user accounts Provided by OneHR project

OneHR

Training

Contents

02 OneHR Project Context

Contents

OneHR Project Context > Co-construction as a key driver for the project

13

Cross-BU network involving more than 300 HR representatives

OneHR

Group Manager

survey

Manager survey

on HRIS

and HR processes

Interview with

20+ Bus to

review current

processes

Workshops to build

requirements for the

new HRIS with all

business line

Building Test of

the solution with

Pilots

representatives

Workshops so

build shared

target

Processes with

all Business

Lines

Contents

OneHR Project Context > OneHR: an integrated solution with various intercommunicating modules

14

• Development interview

• Talent management (people review,

succession plan, talent pool…)

• Benchmark and key roles management

• Competencies assessment

• Job requisition creation and validation

• Job posting

• Job application management

• Annual campaign review management

• Bonus attribution management

• Performance action plan management

• Tutorials and e-learning video

• Training management in the long run

(catalogue, needs, registration…)

• Goals setting

• Performance evaluation

• Chart management

• Data extract from payroll

• Reporting and dashboard will progressively

enhance OneHR modules

Development &

Talent

Competencies

& Benchmark

Recruitment &

Mobility

Compensation

(pilotes en T4 2016)

Training

(fin 2017/2018)

Employee

profile

Goals &

Performance

Individual and

organisational

data

Cross analysis

Contents

03 OneHR Recruiting

Business Process

These slides have been designed for:

• OneHR Recruiting referents within the Business Units for business

and solution aspects (Process Owners and Key Users)

• All Recruiters

Contents

Detailed content > Section III : « Business processes »

16

This summary contains active links to access each section

III. Business Process

1. Shared findings

3. The challenges facing the different actors to ensure

that recruiting is a success

4. The main steps of the process

• Close-up of video interviews

4.2 Stage 2: Tracking and/or communication of requirements

4.3 Stage 3: Pre-selection and selection of applicants

4.4 Stage 4: Evaluation

5. Some good practices

• Close-up on advanced search and multi-posting

6. Job requisitions posting rules

7. Indicators all along the process to measure actions’

efficiency

4.1 Stage 1: Analysis and definition of the requirements

4.5 Stage 5: Finalization of the choice followed by integration

8. Your BU referents

2. Actors of the process

Contents

Shared findings which provided the grounds for our work

17

[1] 2014 survey among managers on the different HR processes to be covered by the OneHR tool

[2] Output of two workshops with a panel of managers representing BLs, confirmed by the survey on the HRIS Master Plan among a hundred of managers

Managers

95% consider recruitment & mobility as

priority subjects. Managers are aware of their

share of responsibility in the process [1])

They are open to use a tool to support the

process and facilitate the interaction with

HR [2]

Managers also express their wish for a

greater transparency, to gain better visibility

on activities performed by HR

HR

Strong expectations on the sharing of a

common pool of internal candidates (81%),

on the posting of all job offers (77%) and on

the sharing of good practices (74%)

There is room for improvement on some

practices in the management of

applications: processing time, positions not

indicated as “filled” in the tool, successful

candidates not indicated as “hired”…

Some features are underused, in particular:

pool searching, the preselection of

candidates, the processing of applications and

monitoring

Candidates

The priority area for improvement according to

candidates is interaction between actors of

the process (70% of internal candidates and

54% of external candidates)

Another area for improvement: the time to

hire (39% of internal candidates and 50% of

external candidates), whether an answer has

been received, and the updating of offers

(online offers versus positions which actually

remain vacant)

There is room for improvement in terms of

candidate experience

Business Contents

Contents

18

Actors of the process

*Diversity, equity, ethics

Group

Policies

Employer

Brand

Regulations*

Recruiter

Applicant

Talent war

Digital ecosystem

Applicant

Who is he?

• Or an employee of ENGIE Group in permanent contract

- Profile automatically created in OneHR Recruiting

• Or a temporary contract, an external candidate…

- The profile is initiated either by the Applicant or by

the Recruiter

Who is he?

• HR generalist

• HR dedicated to recruitment

Recruiter

• The Recruiter can access every job requisitions within his

BU (or entity)

• The BU referent approves the allocation of the

« Recruiter » access within his perimeter

• Profile automatically created in OneHR Recruiting

• The Recruiter decides which job requisitions or

applications the Manager can access

Manager

Who is he?

• Any employee with a position to fill

Recruiting

agency

Approver

Manager

OneHR Recruiting OneHR

Business Contents

Contents

19

The challenges facing the different actors to ensure that recruiting is a success

Smooth information flow Client Relation Traceability

Employer promise Objective criteria Equal opportunity

Recruiter

Manager Applicant

Recruiting OneHR

• Benefit from an improved Applicant experience,

on a par with employer promise

• Be informed throughout the process within

reasonable time frames

Challenges for the Applicant

• Find the suitable Applicants within optimized

deadlines and budgets to support the business

• Get involved in the key steps of the recruitment

(initiation of the requirement, assessment,

integration)

• Face up to economic, financial and human

challenges

• Have visibility on staffing

Challenges for the Manager

Every Applicant contributes to the

company’s e-reputation

• Find the suitable Applicants within optimized

deadlines and budgets to support the business

• Cultivate a client relationship with the

Manager and Applicants

• Manage the process and guarantee the

Employer Brand

• Assess Applicant’s potential for development

Challenges for the Recruiter

• Promote the employer image and attract

talents by demonstrating innovation

- Attract on hold candidates and make them

want to join ENGIE

• Develop the employability of employees and

internal mobility

• Respect CSR commitments, diversity and

mobility of the Group

• Measure the quality of the processes for a

continuous improvement

The Group / BU / entity challenges

Business Contents

Contents

20

The main steps of the process

For greater transparency, collaboration, fluidity,

recruitment involves 5 major steps

Evaluation

Finalization of

the choice

followed by

integration

Pre-selection

and selection

of applicants

Analysis and

validation of the

requirements

Tracking and/or

communication

of

requirements

Business Contents

Contents

Job requisition

approval circuit

21

Stage 1: Analysis and definition of the requirements > To ensure a global satisfaction and a successful recruiting process

The Recruiter and the Manager exchange views on:

• The definition of the requirements

• Objective and factual selection criteria

• The profile to be filled

• The sourcing and tracking strategy

• The budget

Every employee of the Group can be an « approver »

• The number of approvers is locally adaptable based on

the approval circuits defined locally

• Approvers are informed by e-mail and can approve

without connecting to the tool

Advantages for the Recruiter

Global vision of the state of progress of the

approvals

Time savings as a result of the work flow and eco-

responsibility

Legend - in the solution

1

The Recruiter has an

advisory role with the

Manager on these matters

Business Contents

Contents

22

Stage 2: Tracking and/or communication of requirements > A job requisition is a magnet and a filter for applicants

• The Recruiter presents to the Manager the appropriate

sourcing strategy for the position to be filled and defines

the timetable for the actions

• The offer written by the Recruiter is clear, attractive and

legally compliant

• Advanced search is used systematically for any internal

or external job.

• The job opening request is first posted internally (in

order to promote employee mobility)

• The posting on external job boards must redirect the

Applicant on the offer created in OneHR Recruiting SO

UR

CIN

G

Job

template

TR

AC

KIN

G

Advanced

search

Pipelines

Multiposting: investments in job boards are borne directly

by each BU/entity

Video in the

job requisition

Multiposting

ZOOM

2

ZOOM


Business Contents

Contents

23

Stage 2: Tracking and/or communication of requirements > Close-up on advanced search and multi-posting

ZOOM

Advanced search

Advantages

More than 400 000 internal / external

candidates in OneHR Recruiting

Targeted sourcing

Recruitment anticipation by creating a

pipeline candidate base

Change from a passive search ("pull"

logic) to an active search("push"

logic**).

Multiposting

Advantages

Time saving : posting on several job

boards in just a few clicks

Applications redirection to OneHR

Recruiting

Traceability of the provenance of

applications

Multiposting: investments in job boards are borne directly

by each BU/entity


2

*"Pull" logic - broadcast of offers and receipt of CVs from "active" applicants (declared) / **"Push" logic - sending the offer to the best qualified and targeted profiles of on hold or "passive" applicants

Business Contents

Contents

24

Stage 3: Pre-selection and selection of applicants > The relevance of the questions is decisive

• Writing pre-selection questions

• Analyzing factual, objective and measurable

elements

• Pre-selection by telephone or video interview

to confirm certain criteria*.

• Processing of all applications

• Information of each applicant throughout

the process.

Questions Video

interviews

Test /

Assessment

Telephone

Interviews

* For example - availability, travel, salary, technical skills…

Recruiter Manager


ZOOM

3

Business Contents

Contents

25

Stage 3: Pre-selection and selection of applicants > Close-up of video interviews

Video interviews

The Recruiter defines pre-selection questions

The Applicant is informed by e-mail and makes his video recording

The Recruiter can share the video with the Manager

Advantages

Enhanced Applicant experience:

Carry out the interview with no travel whenever he wants

Express their motivation beyond the information provided in their CV,

and certain soft skills*

Agile and innovative Recruiter experience:

Fair and objective selection process

Savings in time and resources

Enhanced Employer brand

* Soft skills = behavioural skills

3


ZOOM

Business Contents

Contents

26

Stage 4: Evaluation > Decision facilitated and objectified

The evaluation interview is qualitative when the Recruiter and the Manager :

• Create a climate of confidence and of exchange with the Applicant

• Assess the Applicant on the basis of objective criteria defined together

• Identify technical skills and soft skills, motivation, potential for

development.

Assessment Questionnaire

(provided by the Recruiter for the

Manager)

4


Recruiters can also use technical tests,

personality questionnaire, role playing…

Certain tools have not proved their predictive value for an efficient

recruiting process, and therefore are to be excluded from every

ENGIE process (e.g. graphology…)

Business Contents

Contents

27

Stage 5: Finalization of the choice followed by integration > Integration is a key stage to ensure the loyalty of the employee

Job offer

• Negotiate the pay package

• Draft the offer of employment / employment contract

• Finalize the recruitment in OneHR Recruiting (Bring together the applicant profile and the employee profile)

• Inform non selected applicants, on the basis of

objective and legally compliant arguments

• Prepare the integration of the new employee

• Analyze the efficiency of the process Legend - in the solution

Onboarding

5

Recruiter Manager

Business Contents

Contents

28

Some good practices

Recruiter and Manager

Define requirements appropriately* before starting the

request for resources.

Adopt a professional and objective attitude to attract

and create applicants loyalty

Provide regular feedback to the Recruiter on the

applications proposed (pre-selection, selection, final

decision) proactively

* Profile desired, roles and responsibilities, interactions, selection criteria …

Support the Manager at each stage and communicate

regularly with him

Refresh offers at regular intervals and do not post

continuously

Adjust the recruitment strategy if necessary

Inform each applicant throughout the process

Trace the decisions in OneHR Recruiting

Manager Recruiter

Ensure that all internal applicants are provided with a personal answer within a reasonable time frame

Write factual information : what is mentioned must be readable by a candidate without offending his sensibility

Pay attention to the number of interviews and deadlines

Ensure principles of non-discrimination are applied throughout the process

Business Contents

Contents

29

Job requisitions posting rules

• Any offer is posting internally as a priority

• Internal applications must always be treated as a priority, even if the job is advertised

externally

• In the event of external posting, the offer is still advertised internally

- Special case: offers of traineeships/sandwich courses/International Corporate Volunteer must not be

advertised internally

Group

provisions

applicable with

regard to

recruitment

(Group HRD note of 22

March 2016)

In OneHR

Recruiting, the

result is that:

• An Increased monitoring is put in place on quantitative and qualitative aspects

• R&D / Laboratories

• Quality / Health / Safety / Environment

• Business development / Project development

• Administrative support / logistics

• Finance / Tax / Insurance

• Information Technology

• Purchases

• Human resources

• Legal

• Audit / Risks / Consulting

• Communication

• Strategy / Lobbying / Regulation

• An authorization prior to any external search for applicants is required for

jobs at the "executive" level (in the sense of "manager") for the support

functions described opposite

• For these jobs, the deadline for prior internal publication is set at two

months.

Concerned entities: NewCorp and the BUs located in France, Belgium and in Greater London

Business Contents

Contents

30

Indicators all along the process to measure actions’ efficiency

Indicators of deadlines Examples:

• Validation deadline

• Publication deadline

• Response to Applicants deadline

Qualitative indicators Examples :

• Rate of transformation

• Source of Applicants hired

Recruiter Advantages

Enhance actions carried out all

along the process, thanks to

indicators shared with the

management Example : Measure the

effectiveness of the process and

the sourcing strategy

Quantitative indicators

Examples :

• Number of job applications per Recruiter

Number of Applicants per job

• Number of Applicants interviewed

• Number of positions filled

• Number of mobilities

Recruiters and Managers Advantages

Become more reactive and adapt

together the recruitment strategy

Business Contents

Contents

BUSINESS REFERENT BU Process Owner

Your BU referents

31

• Promote and deploy the new process for their BU

• Create and deploy the plan to manage the change locally

• Adapt, if necessary, the communication and training

documents with Key Users

• Support the deployment of OneHR Recruiting

• Monitor the performance of the process and implement

improvement actions

• Communicate regularly with the central support team of the

Group HRD

• Approve the allocation of the « Recruiter » access within his

perimeter

SOLUTION REFERENT BU Key Users

• Apply professional rules and best practices within their BU /

entity

• Organize and provide Recruiters trainings

• Communicate regularly with the central support team of the

Group HRD

• Allocate the « Recruiter » access within his perimeter

• Do for his entity certain actions with greater rights (e.g. creation

of job requisition templates with prescreening questions …)

Privileged contact for Recruiters about OneHR Recruiting

Business Contents

Contents

04 OneHR Recruiting

4.1 OneHR Recruiting Introduction

From the Recruiter's point of view

Contents

Introduction to OneHR Recruiting > Log in to OneHR Recruiting

Recruiter

OneHR https://hcsc.hcm.em2.oraclecloud.com/hcmCore/faces/HcmFusionHome

Recruiting

OneHR Recruiting OneHR Home Page

Access OneHR

Recruiting from the

OneHR home page by

clicking on the

Recruiting icon

Recruiting

33

https://hcsc.hcm.em2.oraclecloud.com/hcmCore/faces/HcmFusionHome

Contents

Introduction to OneHR Recruiting > Presentation of the recruitment space

34

Sections

1. Click on "Recruiting"

2. From this recruitment space, the Recruiter can

easily access all the Requisitions and

applications within their scope. This enables in

particular new applicants to be processed for

all Requisitions

3. To display the "communications zone" on the

right of the screen, click on the pop-up button

at the bottom of the screen in Internet

Explorer.

4. This communications zone is the best place to

access the documents, information and

contacts indispensable to all Recruiters

Recruiter

Tip

If you don't use Internet Explorer, consider adding

OneHR Recruiting to your browser's trusted sites (in

the Internet Options menu)

1

3

2

4

1

2

3

4

Contents

Introduction to OneHR Recruiting > Search for applicants and Requisitions

35

1. Click on the button or

2. Select the « candidates » or

« requisitions » category

3. Fill in the search criterion and start the

search

• For applicants indicate "first name,

surname" or "e-mail"

• For Requisition indicate the reference or

exact heading

4. The search result is displayed as a list

Recruiter

Actions

Good practices

The "*" character allows a search on part of a word.

For example techn* will give results for technician,

technique, …

The quick search tool is available from the top banner on all OneHR Recruiting screens. It allows a quick search

of applicants and Requisitions at any moment in the process.

1

4

2

3

1

2

3

4

Contents

Let’s practice

N°1

Contents

03 OneHR Recruiting

4.2 Requisition and publication

Contents

38

Requisition and publication > Process for creating a Requisition

The Manager initiates

a request for a

resource and submits

it to the Recruiter Manager

Recruiter

Approver

The Recruiter

completes the

Requisition and

submits it to the

approvers

The approvers

approve the

Requisition

The Recruiter

publishes the

Requisition

Initialisation Supplements Approval Publication

The Recruiter may

also initiate a

Requisition

Creation of

Requisition

and

publication Sourcing of

Applicants

Selection Offer of


Pre-

selection

Contents

39

Requisition and publication > Creation of the request for a resource by the Manager

1. Click on "Create requisition"

2. Fill in at least the mandatory fields, shown by

a blue asterisk

3. Submit the request to send it to the Recruiter

Good practices

The Recruiter may support the Manager during the

initial creation of a resource request

Manager

Actions

1

2

3

The Manager creates a request for a resource from OneHR (any ENGIE employee may initiate a Requisition)

1

2

3

Contents

40

Requisition and publication > Finalisation of the Requisition by the Recruiter

Starting point: Recruiter home page

1. Click on "Draft" to access Requisition initiated

by the Manager

2. Click on the name of the Requisition to access

its content

3. Click on « Edit » to finalise the Requisition

• The draft part contains Requisition initiated by the

managers and by the Recruiter. Make sure you

consult them regularly

• The fields completed by the Manager during the

creation of the Requisition can be changed by the

Recruiter

Recruiter

Actions

Tips

Focal point: When an action is expected in the

solution, the following icon is displayed

The Recruiter accesses the Requisition initiated by the Manager to complete and finalise it

1

2

3

1

2

3

Contents

41


1. This is the title of the job to be filled visible to the applicant.

2. Enter the Manager so that they benefit from applicants

sharing (cockpit or back office)

3. An HR Manager other than the Recruiter may be added as

Deputy Managerto see the Requisitions in their scope or

the applicants, from the Cockpit

4. Participants are employees in the HR sector able to take

action in respect of the Requisition to change it,

process applications(exc. Hire)

5. The Organisation / Principal place/ Area of activity fields

can no longer be changed once the Requisition has been

published.

Profile

Recruiter

Actions

User group

Managers

Participants

Structure

Profile

4

5

Tips

Adding fixed-term contract / Apprenticeship / Course in the

title of the Requisition makes it easier for the Applicant to

read

Use intuitive entry (first 3 letters of the world) to fill in the

fields offering a scrolling list

* Focal point:

Mandatory fields for the Recruiter to be able to save the

Requisition

The fields visible to the applicant are the title of the

Requisition, the structure information, the company and

the place *

* 1

1

2

3

4

5

*

* *

Contents

42

Requisition and publication > Finalisation of the Requisition by the Recruiter: Definition of the languages of the Requisition

1. In the left-hand banner, click on the "activated

languages " button to display the languages of

the Requisition

2. Select that language in which you wish to

display and change the Requisition

3. To activate or deactivate new languages click

on "configure"

4. Activate or deactivate languages of your

Requisition

5. Click on « Done »

Recruiter

Actions

Focal points:

• All mandatory fields must be completed in each

language selected for the Requisition to be

approved and published

• warning, the application does not translate any

free text zones of the Requisition)

• When using a mullti-language model, be sure to

deactivate the unwanted languages and check all

the fields

Recruiters define the languages in which they want to publish the Requisition. Recruiters may thus increase the

visibility of the offer depending on the target, in particular for international positions

1 2

3

5

4

1

2

3

4

5

Contents

43

Requisition and publication > Diagnosis of the Requisition: Tool to check that the Requisition is complete

1. Click on "Carry out the diagnosis" or on the

button on the right of the screen

2. View any incomplete and mandatory fields to

be allowed to save, request approval for and

publish

3. Click on the fields in question to position the

cursor directly in the fields to be completed

4. Fill in any incomplete and mandatory fields

5. The Requisition is ready to be saved, for a

request for approval, and for publication

6. Save and close

Recruiter

Actions

43

Good practices

A diagnosis must be carried out for each

language of the Requisition

1

2

3

4

5

6

The diagnosis makes it possible to quickly view any mandatory fields that have not been completed before being

allowed to save, request approval for and publish the Requisition

2

3

1 6

4

5

Contents

Let’s practice

N°2

Contents

45


Always fill in the internal description (even if the position

is only advertised externally: traineeships/sandwich

courses/International Corporate Volunteer)

1. Add the logo of the company (it will be used in the

external description)

2. This field is used to present the company, missions,

context, working environment…

3. This field is used to detail the profile of the Applicant

sought - training, experience, skills, qualifications…

To quickly fill in the external description

5. Use the functionality "Copy from"

6. Select the fields to be copied (description and profile

sought) as well as the languages concerned

7. Tick "paste information even if the field is not empty"


Recruiter

Actions

Tip

To paste, for example, the text of your

advertisement in Word format, use the buttons

"Paste in plain text » or "Paste from Word"

4

7

6

5

1

Description - Internal

Description

Qualifications - Internal

Description

Copy

Paste

Description - External

Description

Qualifications - External

Description

6

7

1

2

3

4

5

2

3

Contents

46


Insert a photo / image

4. From the YouTube page of the video chosen,

click on "share" then "embed" and copy the link

proposed

5. Then from the description part of a Requisition,

click on "Source", paste the previously copied

link, then click on "Source" again

Click on the "add image" button and show the link

of the photo to be displayed

Insert a video

Recruiter

1

2

Each entity may define with its communication department the visuals to be used in the context of internal or

external recruitments (see the Talent Attraction and HR Marketing departments of the ENGIE Group HRD) Actions

Copy Video URL

OneHR

Past Video URL

1

2

Contents

47


1. The applicant selection process is automatically

filled in. Decide weather you want or not to

automatically reject submissions when the

requisition is filled or cancelled

2. If there is a co-option process, the box must be

selected. This bonus is the equivalent of the co-

option bonus, the value must be left at "0",

except for the particular case of an entity that

has deployed a co-option program.

3. The components of the remuneration part can

be completed by the Manager or by the

Recruiter (non mandatory). This information

may in particular be used during the "offer of

employment" stage (optional module)

4. The additional information is in particular used

in connection with the approval process

(Context of the request, budget comment, other

comment...)

Recruiter

Actions

1

Compensation

Additional information

Additional information

2

Focal point: The elements of the

administration part are not visible to the

Applicant 3

4 3

4

1

2

Contents

Let’s practice

N°3

Contents

49

Requisition and publication > Finalisation of the Requisition by the Recruiter: Pre-selection of applicants Asynchronous video interview

Asynchronous video interview

(Available for some BUs. The box is

clickable if the functionality is available)

1. Activate the video interview

2. Choose and send the content to the Applicant:

• ENGIE presentation video

• Recruiter's video presentation

• List of questions

• Additional documents

3. View the applicants' video answers

• It is possible to send these videos to 1 or

more managers or decision-makers

• Pre-select the applicants

(The detailed operation of Sonru is presented in the

appendix)

Recruiter

Actions

1

Applicant

OneHR

Applicants choose their optimum

conditions (time, place) and limit

their movements

The Recruiter can

share videos with the

Manager

The pre-selection step is

optimised for the

Recruiter

Recruiter

Questions:

• Experience?

• Mobility?

• Motivation?

2

Answers

2

3

3

Tip

The Sonru application contains a library that

facilitates the creation of the list of questions

Consult the documentation on the advantages of

video interviews from the Recruiter area

The Recruiter defines a number of questions and sends the Applicant an invitation to take part in a video

interview. The Recruiter then carries out the pre-selection by viewing the video recordings

1

Contents

50

Requisition and publication > Finalisation of the Requisition by the Recruiter: Pre-selection of applicants based on questions from the library

1. Click on "Add" to access the library of questions

2. Use the filters to facilitate the search

3. Select the desired question


Recruiter

Actions

Questions from the library 1

Example: The Recruiter is looking for an itinerant technician, a position for which Driving licence is

indispensable. The Recruiter can objectively target applicants that fulfil this criterion

2

3

4

Good practices

Create the list of questions more quickly from the

library

It is recommended to not use too many questions

(between 1 and 4 maximum)

Take care when formulating questions to retain an

attractive offer and allow the Applicant to finalise

their application

Focal point: The Recruiter can enter questions

relating to skills in the same way

Depending on the nature of the position and its level of attractiveness, the Recruiter can target applicants to be

pre-selected more quickly

1

2 3

4

Contents

Example: The Recruiter is looking for a person able to travel between France and Belgium, the question does not

exist in the library, it must be created manually.

51

Requisition and publication > Finalisation of the Requisition by the Recruiter: Pre-selection of applicants based on questions created manually

1. Add a question manually by clicking on the "Create a

question" button

2. Enter the Type of answer

3. Enter the Question

4. Enter the Possible answers

5. Click on "Save and close"

Once all the questions have been completed (from the

library or created manually)

6. Reorganise the questions

7. State if this is a mandatory aspect or if it is an

advantage for being pre-selected for the position

Recruiter

Actions

Questions created manually

1

Order the questions

2

3

4

5

6

7

Focal point:

• The Recruiter must ensure that any questions

created manually comply with the diversity label

and legislation

• Questions created manually are not added to the

library. Contact your local Key User to request that

questions be added to the library

• All the pre-selection questions must be completed

by the Applicant without fail

1

5

2

3

4

6

7

Contents

Let’s practice

N°4

Contents

53

Requisition and publication > Creation of the Requisition by the Recruiter

1. Click on "Create Requisition" from the

Recruiter's home page or from the list of job

opening requests

2. Select the type of Requisition

3. Choose the Requisition template if need be as

well as the Manager

4. Enter the structure of the Requisition

(Organisation, principal place, field of activity)

– this is automatically completed if the

Requisition has been created using a template

(and may be modified)

For the next step, refer to the part: "Finalisation of

the Requisition by the Recruiter" (slide 32)

Good practices

Make sure to include the Manager in the

Requisition to give them visibility on the

applicants from the Manager Cockpit

Recruiter

Actions

Recruiter's Home Page List of job opening requests

1

2

3

4

• Create and distribute an

internal or external job

offer Standard

• Manage a pipeline

• Does not necessarily give lead to

the post of a job offer Pipeline

When the Recruiter creates a Requisition ex nihilo, they choose the "Standard" or "Pipeline" type

1

1

2 3 4

Contents

54

Requisition and publication > Use of Requisition templates

1. In the Requisition tab, from the Logistics /

structure part, click on the selector to access

the templates available to you

2. Use the quick filters to find the desired

Requisition template

3. Click on "Select"

Good practices

Each time a template is used, check all the fields

and carry out modifications based on the position

to be filled

The request for a new template is made with the

Key Users based on local needs

Recruiter

Actions Requisition templates are defined by the Key User for their entity and made available to recruiters. They are

used to facilitate, speed up and standardise the drafting of Requisitions

Structure

1

2

3

1

2

3

Contents

55

Requisition and publication > Diagnosis of the Requisition: Tool to check that the Requisition is complete

1. Click on "Carry out the diagnosis" or on the

button on the right of the screen

2. View any incomplete and mandatory fields to

be allowed to save, request approval for and

publish

3. Click on the fields in question to position the

cursor directly in the fields to be completed

4. Fill in any incomplete and mandatory fields

5. The Requisition is ready to be saved, for a

request for approval, and for publication

6. Save and close

Recruiter

Actions

55

Good practices

A diagnosis must be carried out for each

language of the Requisition

1

2

3

4

5

6

The diagnosis makes it possible to quickly view any mandatory fields that have not been completed before being

allowed to save, request approval for and publish the Requisition

2

3

1 6

4

5

Contents

56 56

Requisition and publication Request for approval of a Requisition

Starting point: Requisition saved

1. Click on "More Actions", then on "Request approval"

2. Include the person who will complete the process after

approval, generally the Recruiter

3. Select all the approvers

4. Select the type of approval and the order (simultaneous

or sequential)

5. View the decision of the approver or approver in their

place (so as to not block the approval circuit)

6. Information entered in the comment field is visible to the

approver

7. Click on "Done"

Tips

The usual approvers can be defined in the configuration

part (cf. slide 55)

In the absence of an approval cycle in the application,

the Recruiter can "Save as open"

Once approved, the Requisition changes from "Draft"

status to "Open" status

Recruiter

Actions

1

2

3

4

5

6

7

You can integrate an approval circuit for each Requisition and facilitate the management of the process by all

players. Requests for approval can be sent simultaneously or sequentially

1

4 5

6

7

3

2

Contents

57

Requisition and publication > Example of request for approval for the Requisition

Recruiter

The Recruiter HR

makes their request

for approval

The Requisition is

ready to be published

Approved

Approved

Approved Approver 3

Approved Approver 4 Approver 1

Approver 2

Decision Decision

The request is sent to the first 3

approversat the same time

The 4th approver receives the request for

approval only after the first 3 have all

validated the request

Recruiter

Status of the Requisition

Draft On hold Open

Contents

58

Requisition and publication > Approval of a Requisition by the approver

Page on which the approval is made (without logging in to

OneHR Recruiting)

Fiche de poste.docx

E-mail sent automatically by the Recruiter to the Approver who accesses the approval form

via a hyperlink, without the need to log in to OneHR Recruiting.

Contents

Let’s practice

N°5

Contents

60

Requisition and publication > Internal publication of the Requisition

Starting point - publication and sourcing tab of the

Requisition

1. Check that the status of the Requisition is

"Open" to publish it

2. Click on « Modify"

3. Select the desired publication areas and plan the

posting

Publication area

Recruiter

Actions

Focal point:

If the "Change" button is not displayed, the main

reasons may be:

- The offer has not been approved

- The offer is still incomplete, in which case use

the diagnostic tool (cf. slide 47)

2

1

3 3

1

2

3

Contents

Jobs with fixed-term contracts,

sandwich courses, traineeships,

or for International Corporate

Volunteers

61

Requisition and publication > Publication of the Requisition

Recruiter

Actions

Focal points:

• Positions with no permanent contracts are not

advertised internally. E.g. apprentice, trainee jobs,

…

• A period of 3 weeks of internal publication is

required before any external publication

• For Support Functions, in certain areas (France,

Belgium, London), the internal publication period

is 2 months before the external publication

process is initiated

Any job published internally must be advertised in the ENGIE publication area and the SUEZ publication area.

The Recruiter

publishes the

position internally

The Recruiter

publishes the

position externally

The Recruiter

publishes the

position externally

Career sections to be

selected

• ENGIE internal

• SUEZ internal

Career sections to be

selected

• ENGIE external

• And, other sections (if

necessary)

Internal

External

External

publication

authorisation

Jobs with permanent

contracts

Contents

Let’s practice

N°6

Contents

04 OneHR Recruiting

4.3 Configuration of my personal

space

Contents

64

Configuration of my personal space > Definition of preferences and data by default

1. Click on "Resources", then "My Setup"

2. In the "Preferences" tab, click on "Change" to

customise the configuration elements then click

on "Save"

3. In the "Frequent collaborators participants" and

"Frequent approvers" tabs

Click on "add"

"Select" the actors and order them

Click on « Done »

Recruiter

Actions

1

2

3

Tips

Language of correspondence = language of

reception of the communications by the user

Language of the content = languages

activated by default for the creation of

Requisitions by the Recruiter

The Recruiter configures their preferences (in particular for languages) and records the names of the other

recruiters, approvers and participants who will be systematically added to their new Requisition. Preferences can

be changed at any time

1

2 3

Contents

04 OneHR Recruiting

4.4 Apply as a candidate

Contents

66

Applicant experience > The applicant completes their profile and applies for a job

1. Access to the internal applicants area(logging on

is done in the same way as logging on to OneHR

Recruiting)

2. Search for an offer that corresponds to your

profile by using the search tool and the filters

3. Apply by clicking on the "Apply" button

4. Accept the confidentiality agreement

5. Fill in your personal details then submit the

application (the 6 stages are detailed in the

following slide)

Applicant

Actions

2

4

CV General

Information

Training

Experience Questions

Attach-

ments Verification

5

3

3 Access OneHR Intranet myengie.jobs

1

Any Group employee on a permanent contract has an Applicant profile created when they are recruited. They

can choose to complete it and/or to apply for a job

1

2

3

4

5

Contents

67

Applicant experience > New features and advantages

Applicant

• The Applicant's itinerary has been streamlined

• Using new fields: professional experience and training

• Increased automation to complete your applicant profile via the automatic

CV analysis

• Applicants may import their LinkedIn profile

• Automatic log in

• Some information is automatically completed from OneHR in particular

BU, Job family, Job title

New features

for the

Applicant

Advantages for

the recruiter

• Additional information on the applicants

• In time, increased relevance of the advanced search results

All applicants

External

Internal

Contents

04 OneHR Recruiting

4.5 Sourcing of Applicants

Contents

69

Sourcing of Applicants

> Applicant Sourcing process

Applicant

Recruiter

Sourcing of Applicants

Publication of

the Requisition

Applicants

search

Association of

the applicants

with the

Requisition

Application for

the Requisition

• Know the potential market for applications

• Generate additional targeted applications

• Identify so-called "passive" applicants (creation of

profile but no active search)

• Promote the proactivity of the Recruiter vis-à-vis their

client

• Enhance the pipeline of applicants in respect of

"pipeline" type vacancies

Advantages of the active searching of applicants

when a vacancy has been posted

Creation of

Requisition

and

publication

Sourcing of

Applicants

Selection Offer of


Pre-

selection

Contents

70

Advanced search is used to identify the applicants targeted by combining keywords and relevant criteria. It is

recommended to systematically use advanced search at the same time as posting a Requisition

Sourcing of Applicants > Advances search for applicants

1. Click on "advanced search"

2. Complete the relevant fields (keywords,

internal/external, ID of the Requisition…)

3. Select only the applicants who agree to be contacted

directly

4. Launch the search

5. Return to the search to refine it or save it

6. Save the request if required

7. The requests saved are available by clicking on "Search

requests"

Recruiter

Actions

Good practices

Consult the dedicated module: Exploit the pipeline via

advanced search

A request will be more effective if:

o The Recruiter further refines their criteria by playing

with keywords and by combining the fields

o The number of applicants to view is reasonable

o The Recruiter regularly repeats the request

1

4 6

2

3

5

7

5

6

7

1

2

3

4

5

https://gdfsuez.lms.crossknowledge.com/applicant/product_sheet.php?registration_id=2103472&trainingcontent_id=271068&step_id=&report_id=4317007

https://gdfsuez.lms.crossknowledge.com/applicant/product_sheet.php?registration_id=2103472&trainingcontent_id=271068&step_id=&report_id=4317007

Contents

71

Sourcing of Applicants > Association of an Applicant with a Requisition

1. Select the Applicant(s)

2. Click on the "Association with a Requisition"

button

3. Select the Requisition

4. Click on "Done"

5. It is then possible to send an e-mail to the

Applicant to request additional information and/or

to warn them

Recruiter

Actions

Good practices

All applications must be managed via OneHR

Recruiting

When an Applicant is associated with a

Requisition, they must be informed (except for

"Pipeline" type Requisitions)

This action is necessary for applicants who have not applied, but that the recruiter wishes to associate manually,

to ensure traceability of the source and the treatment of the applications.

1

2

4

3

5

1

2

3

4

5

Contents

Let’s practice

N°7

Contents

73

Requisition and publication > External publication of the Requisition

Starting point - publication and sourcing tab of the

Requisition

1. Click on « Modify"

2. Select the external publication areas while

keeping the internal publication areas

Publication area

Recruiter

Actions

1

2 2

1

2

Contents

74

Requisition and publication > Publication of the Requisition: Multi-posting

Starting point: Requisition approved

1. From the "Job sites" section, click on "Publish" to

activate multi-posting via Multiposting

2. Select the language of the publication

3. Select the desired job sites among those made

available by your entity

4. Complete the fields to be filled in specific to the

sites selected, these are marked with a red cross

Recruiter

Actions

3

2

1

4

Focal point:

• Only those entities having opted for this

functionality will be able to offer it to their

recruiters

• The recruiter only access to his entity’s job boards

The multi-posting incorporated in OneHR Recruiting, simplifies the posting of offers on external media chosen by

the entity

Job sites

2

3

Tracability Time gain Measure of the sourcing

strategy efficiency

Monster APEC Stepstone VDAB

APEC

APEC

APEC 4

Gratuit

Gratuit

1

Contents

75

Sourcing of Applicants > Manual creation of an external Applicant

1. From the recruiter area, click on "Create

candidate"

2. Choose whether or not to attach this Applicant to

an existing Requisition (if yes, select the

associated Requisition)

3. Decide whether or not to use the "CV analysis"

option. If yes, a CV must be loaded and will be

analysed (virus, content). Its information will be

used to complete the applicant profile. If not, the

recruiter is asked to manually complete the

applicant's information.

4. A search for duplicates is carried out to check

that this Applicant does not already exist in the

applicant database. Only the surname field is

mandatory to launch the search for duplicates.

5. Complete the Applicant dossier (First name,

Surname, email, place of residence, source),

then "Save"

Recruiter

Actions

The Recruiter creates

the Applicant profile

in just a few clicks

This contributes to

improving the reliability

of the sources

The existence of an Applicant profile is

mandatory to finalise hiring and close the

Requisition

Focal point:

When an Applicant profile is created, the Applicant

must be informed (within or outside the tool)

At any time, the Recruiter can manually create an Applicant profile with only five mandatory details (First name,

Surname, email, place of residence, source)

2 3

1

4 5

1

2

3

4

5

Contents

Let’s practice

N°8

Contents

04 OneHR Recruiting

4.6 Pre-selection

Contents

78

Pre-selection > Pre-selection process

Manager

Recruiter

Pre-selection Sharing Selection

The Recruiter analyses all the

application dossiers and pre-

selects them

Applicant

The Recruiter shares the

pre-selected applicants

with the Manager

The Manager approves the

profile proposed or informs the

Recruiter of the motives for

their refusal

The Recruiter updates the statuses of the applicants and informs them of the progress of their application

If they are pre-selected, an Applicant sees that their application is in the process of being selected.

Failing this the Recruiter sends them a negative reply

Creation of

Requisition

and

publication

Sourcing of

Applicants

Evaluation

& selection

Offer of


Pre-

selection

Contents

79

Pre-selection > Access to the list of applicants of a Requisition

Starting point: List of Requisitions

1. Click directly on the number showing the number

of applicants for the Requisition concerned (blue

active link)

2. The list of applicants associated with this

Requisition is then displayed

Recruiter

Actions

Tips

It is also possible to access the list of applicants

from the Requisition

The OneHR Recruiting Home Page facilitates the

treatment of applications

The search tools for the Requisitions apart from

the rapid filters are detailed in the appendix

1

2

1

2

Contents

80

Pre-selection > Customisation of the display of the list of applicants to optimise the selection

Starting point: List of applicants

1. Click on the button "Configuration of the list

format"

2. Click on the pencil to configure a customised

display

3. Select the columns to be displayed and reorder if

necessary

4. Select one of the lines of the "sort by" column

(indispensable)

5. Click on "Save" then name the list format

6. Click on "Apply"

Recruiter

Actions

Focal point: Click in the column "Sort by" (point n°4)

to display the symbol and enabling saving

Tips

To return to the initial format, select "New standard"

in step 2 then click on "Apply"

This functionality is also available for the lists of

Requisitions

The customisation of the display facilitates the viewing of the criteria useful to the selection of the applicants

3 4

5

2

6

1

1

2

3

4

5

6

Contents

81

Pre-selection > Access to the details of an application dossier

Starting point: List of applicants for a Requisition

1. Click on the button or to display the

attachments of the application in the lower part

2. Change the application to the next status in the process

with a single click

3. Click on the name of the Applicant to access the details

of the application dossier

4. The Recruiter can carry out actions for this application

dossier (change status, export, …)

5. The Recruiter can consult the details of the application

dossier, the associated attachments, the history of the

actions associated with this dossier, the planned

interviews…

Recruiter

Actions

New

It is now possible to change the statuses of the

applications directly from the list of applicants

The Recruiter accesses the application dossiers to consult the content, any attachments, the history, and to

modify the status.

1

1

1

2 3

4

5

1

2

3

4

5

Contents

Let’s practice

N°9

Contents

83

Pre-selection > Selection of applicants by comparison


1. Select the applicants to be compared

2. Click on "More Actions" then "Compare"

3. The applicants selected are displayed and can

be compared using the following criteria:

• General profile

• Training

• Professional training

• Pre-selection questions …

Recruiter

Actions

Focal points:

• This functionality is useful in particular to compare

the answers to pre-selection questions. It is,

however, necessary to consult all the application

dossiers to maintain equity of treatment

• Only the fields completed by the Applicant will be

shown during the comparison

The Recruiter can compare more than one applicant using criteria such as - training, experience, pre-selection

questions...

1 2

Candidate 1 Candidate 2 Criteria

3 1

2

3

Contents

84

Pre-selection > The steps and statuses of the process for treating the applications - Standard

Recruiter Manager

Pre-selection Selection (with

Managers)

Offer of

employment Hire

New

Reviewed

Additional screening

(telephone, video, tests,…)

Rejected after screening

Has declided after screening

To be interviewed

Interview(s) completed

To be rejected

On hold

Pre-selected

Sta

tus

For Manager review

Manager: to be rejected

Manager: Candidate approved

To be interviewed

Interview(s) completed

On hold

Candidate selected

Proceed to hire

Pre-recruitment

formalities

Hired

Rejected* or Has

declined*

Manager Action

(autumn 2016)

(*) mandatory

justification

optional

Rejected* or Has

declined*

Rejected* or Has

declined*

Contents

85

Pre-selection > Treatment of applications: Updating the statuses/steps


1. After having viewed one or more applicants, select them

2. Clicking on "More Actions" allows you to:

• "Change the step/status" to move to the next status

• "Skip" to skip stages

• "Go back" to return to the previous status

3. Select the desired step/ status

4. Tick send message to the Applicant if required

5. Add comments if required

6. Click on "Save"

Recruiter

Actions

Good practices

The Applicant is visible to the Manager once pre-

selected by the Recruiter, i.e. with the status "For

Manager review"

All applicants must progress to a final status (hired /

withdrawn / rejected)

Ensure compliance with the maximum processing

deadlines defined by the Group

From the list of applicants, only the Recruiter changes the steps/statuses of the applications.

Updating the statuses is essential to inform the applicants and allow precise tracking of the Requisition

L’envoi d’un message est

détaillé à la slide suivante

2

1

3

4

5 6

1

2

3

4

5

6

Contents

86

Pre-selection > Sending a message to the applicant(s)


1. Select one or more applicants

2. Click on "More Actions" then "Send a message"

3. By default, the type of message is an e-mail

4. Choose from among the available templates

5. Add a comment if necessary

6. Click on "Next"

7. To customise the message, click on "Change"

8. Click on "Send"

Recruiter

Actions

Good practices

Each Applicant must receive an answer to their

application

A message may be sent to the applicant(s) upon a change in status (as seen on the previous page) or any

moment during the recruitment process. This functionality may be used to inform more than one applicant at the

same time

1 2

3

4

5

6 7 8

6

7

8

3

4

5

1

2

Contents

87

Pre-selection > Creation of a video interview (Sonru)

1. During the creation of a Requisition, tick

"interactive video"

2. From the details of the dossier of the

applicant to be interviewed, click on "More

Actions" then "Request a selection service"

3. Select the Sonru interview (only option)

4. Click on "Done"

Actions

2

3

4

Recruiter

1 3

4

1

2

Contents

88

Pre-selection > Creation of a video interview (Sonru)

Definition of the content to be transferred to

the applicant

1. Enter an introduction to present the

interview to the applicant (1,000 characters

maximum)

2. Enter the final date before which the

applicant must carry out the interview

(recommendation: 5 days)

3. Add attachments (job description…)

4. Add questions manually or from the library

of questions, and enter the length of

reading and the length of response

5. Add a presentation video from the

"Introduction" tab if required

6. Click on "Send this interview"

Actions 1 2

3

4

4

5

Recruiter

6

3

4

5

1

2

Contents

89

Pre-selection > Answer to a video interview (Sonru)

1. From the e-mail received, access the

interview offline

2. Click on the link to access the interview

3. Enter password to enable the creation of an

account

4. View the Sonru tutorial, then click on

"Continue"

5. View the content made available then click

on "Start"

6. Launch the log in, video, microphone tests

7. View the questions, save answers in video

then submit the interview

Actions

Applicant

1

2

3

4

5

Submit

6 7

6

7

3

4

5

1

2

Contents

90

Pre-selection > Result display of a video interview (Sonru)

Starting point: prescreening section of a

candidate application

1. From the prescreening section of the

application dossier, display the details of

the video interview

2. Access the result of the video interview by

clicking on the active link

3. Watch the videos

Actions

Recruiter

1

2

3

1

2

3

Contents

Let’s practice

N°10

Contents

92

Sourcing of Applicants > Functionalities useful for the Recruiter: Printing Applicant profiles as a PDF

1. Select one or more applicants

2. Click on the "Print" button

3. Show the elements to be printed (list of

applicants or content of the dossiers) then

click on "Print (PDF)"

4. The PDF file is generated in a new tab of

the Internet browser (this can then be

printed or saved if required)

Recruiter

Actions This functionality may be useful for the Recruiter in connection with their exchanges with the Manager or to

facilitate viewing and selecting applications

4

1

2

3

3

4

1

2

Contents

93

Sourcing of Applicants > Functionalities useful for the Recruiter: Excel Export of a list of applicants

1. Select the applicants

2. Click on the "Download in Excel format"

button

3. The display order of the columns in Excel is

the same as that of OneHR Recruiting

4. From the Excel file, click on "Display" to

access the application (the link is valid for

15 days) – The Manager must have an

access account to OneHR and must have

been associated with the Requisition.

Recruiter

Actions The Excel export allows the Recruiter to have a global or targeted vision of the applicants of a given Requisition.

This functionality may be used in connection with their exchanges with the Manager, the Recruiter or to analyse

the applicants forwarded by the advanced search.

3

4

1

2

3

4

1

2

Contents

94

Pre-selection > Applicant dossiers sent by e-mail


2. Click on the "Share applications by e-mail" button

3. Select the recipients (internal or external) and

click on "Next"

4. Complete the information of the application

dossier to distribute then click on "Share"

(Sharing the applicant dossiers by e-mail with the

Manager does not modify the status of the

application)

Recruiter

Actions

Good practices

This action can be carried out at any time during the

recruitment process

The Recruiter may if he/she so wishes, e-mail application dossiers via OneHR Recruiting. The recipient receives a link

to download all the documents within 15 days (It is not necessary to have a OneHR Recruiting account to download

the PDF document containing all the applicant dossiers)

1

2

3

4

3

4

1

2

Contents

04 OneHR Recruiting

4.7 Selection

Contents

96

Selection > Selection of applicants by the Manager with a view to interviews

1. From the Requisition, the Manager

accesses the list of pre-selected applicants

2. Comparison of applicants

3. The Manager may thus change the status

of the application to select the applicants

that they wish to interview

Actions

Manager

Focal point: The Manager can access applicant

profiles only if the Recruiter has entered them in

the "pre-selected" step, with the status "for

Manager review"

The Manager sees the applicants pre-selected by the Recruiter and selects them to plan interviews

Upcoming

3

1

2

Contents

97

Selection > Selection process

Manager

Recruiter

Applicant

Creation of

Requisition

and

publication

Selection Offer of

employment Hire

Pre-

selection

Sourcing of

Applicants

Planification Interview

The Recruiter

can

communicate

the assessment

questionnaire to

the Manager

The

Manager

interviews

the

Applicant

The Manager

completes the

assessment

questionnaire

The Manager

organizes their

interviews with

the Applicant

The Recruiter

organizes the

interviews

with the

Applicant

The Recruiter updates

the statuses of the

applicants and informs

them of the progress

of their application

The Manager

selects the

candidates to

interview

Sélection

Contents

98

Selection > Selection of interview questionnaires and HR Assessors / Manager

Starting point: Details of a Requisition

1. Click on the "Interviews" tab

Questionnaires

2. Click on "Add"

3. Use the filters to search questionnaire

4. Select the desired questionnaire

5. Click on « Done"

Participants (Manager and/or Recruiter)

6. Click on "Add"

7. Select the internal participants

8. Add external participants if applicable

9. Click on « Done"

Actions

Recruiter

To prepare the interviews, the Recruiter chooses the questionnaire and selects the participants (Manager and

Recruiter)

1

6

2

3

5

4

7

8

9

6

7

8

3

4

5

1

2

9

Contents

99

Recruiter

The recruiter plans an interview and if they decide associates an assessment questionnaire

with it

Selection > Plan interviews

Starting point: "Interviews" tab of an application

dossier

1. Click on "Create an interview"

2. Choose the type of interview "individual" or

"panel"

3. Choose the number of interviews to be planned

4. Click on "Create"

5. Enter the participant

6. Enter the date

7. Enter the associated assessment questionnaire if

necessary

8. Enter the place


Recruiter

Actions

2

3

4

9

5 6 7

8

1 1

2

3

4

5

6

7

8

9

Contents

100

Selection > Communication of the assessment questionnaire to the Manager

Starting point: Details of an application

1. Access the "Interview" tab of an application

2. Select the questionnaire to be sent

3. Click on "Send request"

4. Select the Manager

5. Click on "Send"

Recruiter

Actions

1

3

2

Good practice

Questionnaires are defined at the initiative of the

entities and in accordance with the processes in

place

The questionnaire constitutes an

interview support tool for the

Manager

It allows objective decisions to be

taken

The Recruiter forwards the assessment questionnaire to the Manager.

4

5

1

2

3

4

5

Contents

101

Selection > The Manager completes the assessment questionnaire

E-mail received by the Manager to access the Applicant's assessment

questionnaire.

The manager accesses the questionnaire by clicking on the link.

The Manager completes the Applicant's assessment

questionnaire

2

3

Manager

The Manager receives an e-mail to access the assessment questionnaire with no need to

log in to the solution

1

Contents

102

Selection > The Recruiter is informed of the Manager's actions

E-mail received by the Recruiter once the assessment has been completed by the Manager

Recruiter

The Recruiter is notified by e-mail when the Manager has completed the online assessment questionnaire

Contents

103

Selection > The Recruiter consults the completed assessment questionnaires

Actions

Recruiter

3

2 Good practice

The incorporation of the questionnaires in OneHR

Recruiting centralises the information and optimises

the management of the applicants

Starting point: Details of a Requisition or details of

an applicant dossier

1. Access to the "Interviews" tab of the Requisition

or the applicant dossier

2. From the "Interviews and assessments ended"

section, select the desired assessment

questionnaire

3. Then click on « View Results" to access its

details

Focal point: Only individuals who have access

to the application can view the answers to their

assessment interview

The Recruiter consults the questionnaires completed by the assessors, once the interviews have been carried

out, and gathers their opinions.

1

1

2

3

Contents

104

Selection > The Recruiter changes the status of the Applicant to be hired

Starting point - list of applicants of a

Requisition

1. Modify the status of the Applicant chosen

by the Manager by changing it to "Applicant

Selected" via the quick action button

2. Modify the status of the Applicant again by

changing it to "Make offer" via the quick

action button

Actions

Recruiter

Focal point: To recruit in the absence of any

job offer, use the functionality "More Actions"

then "Skip" and select the "Hire" step

The Recruiter updates the status of the Applicant selected in OneHR Recruiting in order to finalise the hire. The

"offer of employment" step is optional.

1

2

1

2

Contents

Let’s practice

N°11

Contents

04 OneHR Recruiting

4.8 Offer of employment (Optional stage)

Contents

107

Offer of employment > Offer of employment process

Approver

Recruiter

Creation Approval Posting

Applicant

Answer

The Recruiter

defines the offer of

employment and

submits it for

approval

The approvers

approve or reject

the offer of

employment

The Recruiter

forwards the offer

of employment to

the Applicant

The Applicant

accepts, negotiates

or refuses the offer

of employment

Creation of

Requisition

and

publication

Sourcing of

Applicants

Selection Offer of

employment Hire

Pre-

selection

Contents

108

Offer of employment > The steps and statuses of the process for treating applications - Standard

Recruiter Manager

Pre-selection Selection Offer of

employment Hire

Sta

tus

Offer to be made

Being drafted

Approval under review

Approved

Approval refused

Sent

Under negotiation

Cancelled

Accepted

Rejected* or Has declined*

optional

(*) mandatory

justification

Contents

109

Offer of employment > Creation of the offer of employment by the Recruiter

Starting point - list of applicants of a Requisition

1. Access the Applicant profile by clicking on their

name

2. Click on "More Actions" then "Create offer"

3. Complete the details of the offer

4. The information selected from the Requisition

can be recovered one item at a time to complete

the offer

5. All the information of the Requisition is included

in the offer of employment


Actions

3

5

4

Focal points:

• The offer of employment step is available even for

entities that do not make use of it. To move

directly to Hire, use the "Bypass" functionality in

"More Actions"

• Individuals with access to applications for this job

also see the information of the offer of

employment.

Recruiter

4

Traceability

Digitisation of

the process

After the interviews, the Recruiter may make an offer of employment to the Applicant selected

1 2

1

2

3

4

5

6

Contents

110

Offer of employment > Creation of the offer of employment by the Recruiter

1. Click on « Create"

2. Choose the letter template

3. Change the letter if necessary, then click on

"Done"

Actions

Focal point: Do not change the missing fields directly

in the letter, otherwise the information is not recorded

in the tool.

It is preferable to enter this information directly in the

offer of employment (cf. previous slide)

2

3

Recruiter

The Recruiter selects a offer of employment template to send it to the Applicant. This template is updated from

the fields of the offer previously completed by the Recruiter.

1

1

2

3

Contents

111

Offer of employment > The Recruiter forwards the offer of employment to the Applicant

1. Click on « More actions" then on « Extend offer"

2. Select the type of offer "Written" or "Verbal"

3. Choose the type of message sent "E-mail" or

"Printed letter" (PDF format)

4. Check that the letter does not contain any errors,

then "Send" the offer to the Applicant

Actions

Focal point:

• The approval process of the offer of employment

is similar to the approval process for the

Requisition (Cf. approval of a Requisition slide 48)

• The approvers may be different from the

approvers of the Requisition

2

3 4

Recruiter

Once the offer of employment has been approved, the Recruiter sends it to the Applicant.

1

1

2

3

4

Contents

112

Offer of employment > Change to the offer of employment by the Recruiter

Updating the expiry dates of the offer and the start

of the contract

1. Click on "More Actions" then on "Update start

date"

2. Select the new date then click on "Done" (the

Recruiter then has the choice of whether or not

to inform the Applicant by sending them the

updated offer)

Actions

Rescind of the offer by the Recruiter

3. Click on "More Actions" then « Rescind offer" to

cancel the offer if it is no longer current

4. Add a comment then click on "Done"

Recruiter

The Recruiter has the possibility of updating the offer independent of the Applicant's answer, for example

change the expiry date of the offer or the start date of the contract.

2

4

1

3

1

2

3

4

Contents

113

Offer of employment > Entering the Applicant's expectations

The Applicant informs the Recruiter of their

expectations.

1. Click on "More Actions" then on "Enter the

expectations"

2. Choose the type of expectation then click

on "Create"

3. A new column is then displayed and allows

the Recruiter to fill in the Applicant's

expectations

4. Once these expectations have been filled

in, click on "Save"

To enter a competing offer, follow stages 1,

3, 4

Actions

Recruiter

Further to any exchanges with the Applicant, the Recruiter may enter the expectations or a competing offer

received by the Applicant in order to carry out a comparison and to change its offer as a result

2

3 4

1

Expectations (New)

1

2

3

4

Contents

114

Offer of employment > Entering the Applicant's answer

The Applicant gives their answer

1. Click on "More Actions" then on "Enter an

answer"

2. Choose the type of answer then click on "Next"

If the Applicant accepts

3. Complete the date on which the Applicant

accepted the offer and the date they will take up

their duties (tick the box if the date of taking up

duties is provisional). The status of the

application changes automatically to "Accepted"

If the Applicant negotiates

4. Enter the negotiation points.

If the Applicant refuses

5. Enter the reasons for the refusal. The status of

the application changes automatically to

« Refused"

Actions

Recruiter

The Recruiter enters the Applicant's answer. Based on the answer, the statuses may be automatically updated

2

3

Accepts Negociates Refuses

4 5

1

1

2

3

4

5

Contents

Let’s practice

N°12

Contents

04 OneHR Recruiting

4.9 Hire

Contents

117

Hire > Hire process required to update the dossier employed in OneHR

Recruiter

Request for further information

Applicant

The Recruiter

starts the

Onboarding

process

The Recruiter

enters the

definitive date of

the start of the

contract

Creation of

Requisition

and

publication

Sourcing of

Applicants

Selection Offer of

employment Hire

Pre-

selection

The Recruiter

requests further

information from

the applicant

selected

The Applicant

selected provides

further information

The Recruiter

finalises the Hire by

changing the status

of the applicant to

"hired"

Applicant

feedback Finalisation of the Hire

Applicant status

"proceed to hire"

Applicant status

"hired"

Contents

118

Hire > Request for further information from the applicant (1/3)

Starting point: List of applicants for the offer

1. Select the Applicant

2. Click on "More Actions" then on "Change

step/status"

3. Click on "Start Process"

4. Check that the "Onboarding" process has been

selected


6. Click on the arrow then on "Onboarding"

to access the questionnaire to be completed

Actions

Recruiter

Tip

Activation of the "Onboarding" process may also be done

directly from the "More Actions" menu or when the recruiter

provides a positive answer from the applicant to the offer of

employment

The Recruiter changes the applicant to the "Hire" stage by sending them a questionnaire to be filled in with

further personal information required for them to be hired.

1

3

4

5 3

6

2

1

2

3

4

5

6

Contents

119

Hire > Request for further information from the applicant (2/3)

Starting point: Onboarding Centre

1. From the list of tasks, click on « actions"

2. Complete the "Legal Entity" field

3. Click on "Submit"

4. The recruiter can follow the progression of the

process from the "Onboarding Centre"

Actions

Recruiter

Tip

From the list of tasks of the Onboarding Centre,

access the details of the questionnaire to configure

automatic reminders or send an immediate

reminder to the Applicant

3

2

1

4

1

2

3

4

Contents

120

Hire > Request further information from the applicant (3/3)

1. The applicant then receives an e-mail asking

them to provide further information in order to

finalise the hire (A link is provided to access their

applicant area)

2. Once logged in to the applicant area, the

applicant accesses the "Tasks" tab

3. The applicant completes their surname, first

name, date of birth and sex.

4. Finally, the Applicant submits the questionnaire

Actions

1 2

3

4

Applicant

Focal point: The applicant has 3 weeks to complete

their further information and will receive a reminder e-

mail 5 days before the deadline.

1

2

3

4

Contents

121

Hire > Entering the Applicant's arrival date


1. Access the details of the applicant's dossier

2. If the start date was still not finally known in the

tool, click on « More Actions" then on "Update

start date"

3. Change the start date, and if applicable uncheck

"Provisional"


Actions

Focal point:

• Changing an Applicant's status to "Hired" is only

possible if the date of arrival is provided (uncheck

provisional)

Recruiter

To be able to finalise the hiring of the Applicant and change the application to "Hired" status, the date of arrival

must be provided.

3

1

4

2

1

2

3

4

Contents

122

Hire > Finalisation of the hiring of the applicant


1. Click on "Hired" using the quick action button

2. Tick send message, if required

3. Define the message to be sent to the Applicant

Actions

Recruiter

2 3

Whether or not an offer of employment was made, it is essential to finalise

the hiring of the Applicant selected.

This action automatically :

• Closes the Requisition and remove it from the areas in which it is published

• Automatically changes the status of the other Applicants to "Rejected"

• Removes the Applicant hired from the other offers for which they have applied

• Ensures the updating of the data of the applicant hired in the whole of the OneHR suite

(if Onboarding has been launched)

• Makes the Group and local indicators more reliable in respect of the Recruitment &

Mobility processes (length of the process, analysis of the sourcing…)

The Recruiter finalises the hiring of the Applicant by changing the status to "Hired".

The Requisition can only be closed if an Applicant is hired.

Good practice

Before changing the status of the applicant

selected to "hired", the Recruiter must change the

statuses of all the other applicants to "rejected" and

ensure they are informed.

1

1

2

3

Contents

Let’s practice

N°13

Contents

04 OneHR Recruiting

4.10 Management of the pipeline of applicants

Contents

125

Management of the pipeline of applicants > Benefits and characteristics

1. From the Recruiter's home page, click on

"Create a Requisition"

2. Select "Pipeline" then click on "Next"

Recruiter

Actions

Characteristics of the pipeline type Requisition

• The process for dealing with the application is specific to the management of the pipeline

• To hire an Applicant from the pipeline, they need to be associated with a "Standard"

Requisition

• The status of an applicant recruited from a "Standard" Requisition is automatically

"Withdrawn" for all their other applications, including for "Pipeline" positions

Good practices

When an Applicant is associated with a

"Standard" Requisition, they must be informed

(via OneHR Recruiting, telephone...)

During the creation of a "Pipeline" type

Requisition, use an easily identifiable header

The pipeline allows the Recruiter to constitute an active base of targeted profiles and to send them an

appropriate communication.

The advantages:

The objective of the "Pipeline" type Requisition is to create a database of potential applicants

from advanced searches, spontaneous applications... It may or may not be published and

shared with the recruiters within the same organisation. It makes it possible to anticipate a

future job opening and optimise recruitment deadlines.

Tip

To share a pool with a recruiter from another BU,

it is sufficient to add them as participant in the

Requisition

2

1

1

2

Contents

126

Management of the pipeline of applicants > Process for treating applications - Pipeline

Recruiter

New

Reviewed

Additional screening

On hold

Shortlisted

Linked to a Requisition

• Creation of a

database of

potential

applicants

• Optimisation of

deadlines /

Anticipation

Pipeline

(*) mandatory

justification

Rejected* or Has declined*

Contents

Let’s practice

N°14

Contents

05 Appendices

Contents

129

Appendices > Browsing tips

Access the contextual

actions

Access: • The list (Requisitions or applicants)

• The first element in the list

• The previous element in the list

• The next element in the list

• The last element in the list

Access the tool tips by positioning the cursor

on a button, an icon, a tab… for more

information

Do not use the browser's

Previous and Next buttons

Do not use the browser's

Refresh or Stop buttons X

Most of the active objects are highlighted

before clicking

Contents

130

Appendices > Applicant icons and menus

Internal applicant

Applicant being selected for one or more other

active Requisitions

Applicant requiring the attention of the Recruiter

Disqualification information to be checked

ACE Applicant or Requisition with ACE alert

Applicant recommended by an employee (co-option

programme)

Applicant recommended by an agency

Applicants Icons

Adding comments (visible from the history tab)

Save in a folder

Merge the applicant dossiers

Print the applicant profiles

Associate applicants with a Requisition

Export in Excel format

Add an attachment to the application dossiers

Applicants Menu

Move to last status of the step

Move to status "Rejected"

Share the applications selected with other individuals

by e-mail

Contents

131

Appendices > Requisition icons and menus

Create a search request from a Requisition

Requisition Menu Requisition Icons

Add comments to this Requisition

Print this Requisition

Duplicate the Requisition

Requisition requiring the Recruiter's attention

Column displaying the number of applicants

Multilingual Requisition (otherwise: FR, EN…)

New applicants have applied In bold

There is a problem of right of access or further to an update of the tool In red

Daily recruitment report

Contents

132

Appendices Search for Requisitions using quick filters

Display the Requisitions that I have

created, for which I am a

participant, or for groups of specific

users

Click on "Status" to display Requisitions

based on their statuses and display the

list of filters

Display Requisitions from their ID, title, or

organisational structure (Location or Area of

activity)

Click on "Advanced filters" to be

able to filter Requisitions in other

fields (participants, keywords,

Recruiter…)

Recruiter

Deputy Recruiter

Manager

Deputy Manager

Contents

Consult the details of the

Requisition. Click on the triangle

to access the desired fields

more rapidly

133

Appendices > Details of the tabs of the Requisition

Define alerts when

applicants fulfilling the

criteria of the Requisition

are identified

View and add attachments to the

Requisition

Define the approval process of

the Requisition and view its

state of progress

Publish the Requisition internally

and externally and use the multi-

posting tool

Consult the list of all the

modifications of the Requisition

since its creation (date, event,

comments, player)

View the interviews

planned, completed as

well as associated

resources (participants

and questionnaires)

Contents

134

The language of the interface of OneHR Recruiting is determined by the language defined in OneHR.

However, the language of the interface may be directly modified in the URL

Appendices > Change to the language of the interface

German

English

Spanish

French

Italian

DE

EN

ES

fr-FR

IT

Dutch

Polish

Portuguese

(Brazilian)

Romanian

NL

PL

pt-BR

RO

Interface in French: https://…?lang=fr-FR Interface in French: https://…?lang=EN

Contents

135

Pre-selection > Search for duplicates and merge application dossiers

Search for duplicates


2. Click on "More Actions" then on "Search for

duplicates"

3. The list of applicants having the same name and

first name

Merge the application dossiers

4. Select the applicants to merge

5. Click on the "Merge" button

6. Select the main application dossier, that will be

enhanced with the information of the other

application dossier

7. Click on "Done"

Recruiter

Actions

1 5

4

Focal point: Before the merger, check the

consistency between the different dossiers to be

merged to ensure that they are not homonyms

7

[email protected]

[email protected]

In the event that there are two accounts for the same person, they must be merged

2

3

6 [email protected]

[email protected]

Contents

136

Appendices > Note « Requesting authorisation for external recruitment »

This memo specifies the process for managing requests for authorisation of external recruitment

for the relevant support functions, as well as an outline of how external recruitment should be

steered in connection with internal mobility

• Scope of application : France, Belgium, London

• Date of application : mars, 22th 2016

• Contact : Stéphane Sançois (Talent and Mobility Manager)

• Target processing time of authorisation request : 14 days between the

request by the BU HRD and the answer from the Group HRD

Note « Requesting authorisation for

external recruitment »

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