PeopleSoft Recruiting Solutions Guide for Hiring Managers

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PeopleSoft Recruiting Solutions

Guide for Hiring Managers

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1. Create New Job Opening

2. Manage Applicants

3. Create Job Offer

It’s as Simple as 1, 2, 3!

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This module is intended to walk hiring managers through creating a

job requisition and sending to the Recruiter for review and approval.

Completing a requisition lets your recruiter know what you are

recruiting for! This modules also will guide the hiring manager

through how to clone a job opening from an existing

or previous requisition.

Creating Job Requisition as a Hiring Manager • Create New Job Opening • Send to Recruiter for Approval • Review Job Posting • Clone a Job Posting

Human Resource Management System

Module 1:

Create Job Requisition

Managers will log-in to PeopleSoft to access

Recruiting.

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In Process Process Complete Not Processed

Hiring Managers Recruiter Internal / External Applicant

1. Create New Job Opening 1. Create New Job Opening 4. Review/ Create “My Profile”

2. Route to Recruiter for Approval 2. Route for Self Approval 5. Search and Apply for Jobs

9. Review Routed Applicants 3. Review & Approve (Job has been posted) 12. Accept Job Offer

10. Manage Interview/ Schedule Interview (Outside System)


11. Make Selection & Prepare Job Offer – Route to Recruiter

7. Screen Applicants and Run Final Screening

8. Route Applicants to Hiring Manager


11. Prepare, Approve & Post Job Offer to Applicant

13. Prepare for Hire

14. Manage Hire – HR User Role Hires Employee

15. Job Posting Closes

Recruiting Solutions 9.1: Steps 1 through 3 cover the process of Creating and Posting a new Job Opening.

Process Overview Human Resource Management System

Note: The numbers represent the order in which each process flow occurs and by which type of User i.e. Hiring Manager,

Recruiter, Internal/External Candidate.

Main Menu > Recruiting > Create New Job Opening

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Module 1: Create Job Opening in PeopleSoft

Create New Job Opening

1. Required/ Suggested Fields:

1. Enter Job Opening Type.

a. The default is Standard Requisition. This

is the only option for MCCS.

2. Enter the Business Unit.

3. Enter the Company.

4. Enter the Job Code or use the look up to view a

list of job codes.

5. Enter the Posting Title.

*This will appear on the Job Opening

Announcement and can be titled to suit the needs

of the position at your command.

6. Select Continue to move to the next page.



1. Openings to Fill – enter whether the position has a limited

number of positions to fill or an unlimited number of positions

to fill.

2. Target Openings – specify the number of open positions.

3. Department Code – enter department associated with

position.

4. Recruiting Location – use the look up icon to select location

position is recruited from. (this must be selected in order to

save/ submit the Requisition)

5. Desired Start Date – enter the positions start date.

6. Name – if applicable, enter the NAME for the employee being

replaced (not required).

7. Select Next Step to continue on to the MCCS Additional

Information tab.

* Note: The Employee Being Replaced field does not have to be

populated. If the Job Requisition is for a New Billet simply leave this field

blank and proceed on to the MCCS Additional Information tab.

Review Defaulted Fields:

Establishment ID – defaults based on department

Business Unit – defaults from job opening information page

Job Code – defaults from job opening information page

Company – defaults from job opening information page

Location – defaults based on department

Status Reason – defaults to New Authorization 9/7/2012 HRMS 6

Module 1: Create Job Opening in PeopleSoft - (Cont’d)

Job Information * Entering data in all fields under each tab for the Job Opening is utilized to

assist in creating the requisition and for tracking purposes.

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MCCS Additional Information

3. Required / Suggested Fields:

1. Enter Schedule Type

a. Full

b. Part

c. Flex

2. Enter MCCS RWS Code

a. Retail positions enter the applicable

RWS code

b. Non-retail positions select RWS code

100 NONE

3. T.O. Number

a. Commands using table of organization

numbers enter T.O. number here

b. Leave blank if your command is not

using T.O. numbers

4. World Wide Position Check Box

a. Select this box if position is a world wide

position (Overseas Commands Only)

5. Select OK.


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MCCS Additional Information – (Cont’d)

Select the Add MCCS Salary Grade Info link to enter:

• Pay Frequency

• Salary Grade

• Salary Range

• Salary Negotiable Checkbox (if applicable)

4. Enter the following Required Fields:

1. Enter Pay Frequency

2. Enter the Salary Grade or select from the look

up icon

3. Enter the Salary Range From and To

4. Select the check box if you want the recruiter to

advertise the salary as negotiable (Optional)

5. Select OK


5. Optional Fields: These fields are optional…

1. They can be used to help ensure Manager/ Recruiter

understanding of the key requirements for the position.

2. They can also be used to assist in screening applicants for

required qualifications. These fields mirror fields the applicant

will need to fill out during the application process. Example: If

the position requires the applicant to have a CPR certification,

select the add Licenses & Certification hyperlink and select the

CPR certification from the Look Up Icon..

1. Add Highest Education Level required

2. Add applicable Years of Work Experience

3. Add applicable Degrees

4. Add applicable Licenses and Certifications

5. Add applicable Language Skills.

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Qualifications


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Hiring Team


1. Select from the look up icon to find the name of the

recruiter. IMPORTANT: The Recruiter Name must be

populated in order for you job opening to route to the

recruiter for review and approval.

*Select the Add Recruiters hyperlink to add additional recruiters as a

part of the Hiring Team if applicable.

2. Select the look up icon to find the name of the Hiring

Manager. The Hiring Manager should be the manager

associated with this specific requisition.

*Interviewers and Interested Parties are optional. They can be

entered if you know who they are but this is not required.

*Be sure to review all fields in the requisition before sending to the

Recruiter.

3. Select Send to Recruiter to have the position reviewed,

approved and posted.

OR

4. Select Save as Draft to save the created requisition as a

draft if the requisition is not ready to be sent to the recruiter

for posting.

OR

5. Select cancel to completely discontinue the requisition only if

you have not already saved or Saved as Draft.

*You must enter the specified Recruiter for the job opening in the designated fields.

This allows the designated individual access to the job opening in order to review,

approve, and post the newly created job opening.


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Cloning a Requisition (Used to copy/clone previously created requisitions to save entry time)

Main Menu > Recruiting > Find Job Opening

1. Under Find Job Opening, search for a

job opening you would like to clone and

select that job opening.

2. Select Clone on the Job Opening page.


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Cloning a Requisition – Cont’d

3. Confirm that the Job Opening ID is the job

opening you want to clone by selecting Clone

Job Opening.

4. The cloned Job Opening will open in a new page

and will be assigned a new Job Opening ID with

a status of Draft.

IMPORTANT! Only select Clone Job Opening once!

The new page will appear minimized. Be sure to

minimize the current page and view the new window

that was created when you clicked on Clone Job

Opening.

5. Once the job opening has been cloned, the

respective job information for the new opening

will need to be updated to suit the new position.

*Be sure to review all tabs to update and verify Job

Information, Qualifications, Screening questions, etc.

These will all need to be updated to meet the

requirements of the new Job Opening being created.


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Cloning a Requisition – Cont’d

6. Complete the cloned requisition the same way

you would when creating a new requisition by

selecting Send to Recruiter or Save as Draft.

The same approval process will need to take place.


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Module 2:

Manage Applicants

Module 2 is intended to walk hiring managers through the Manage

Applicants portion of the recruiting process. The purpose of this

module is to show managers how to review and route applicants

that have been sent to the Hiring Manager by the Recruiter after the

job posting has closed.

Manage Applicants • Review Applicants Forwarded by Recruiter • Forward Applicants for Further Peer Review (Optional) • Interview applicants (Non-System)


Recruiting.

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Recruiting Solutions 9.1: Steps 6 through 10 cover the process of Managing Applicants (Screening, Review and Routing Applicants)


Note: The numbers represent the order in which each process flow occurs and by which type of User i.e. Hiring Manager, Recruiter,

Internal/External Candidate.

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Module 2: Manage Applicants

The Hiring Managers and/or individuals selected via routing will receive an email notification directing them to review selected applicants. The Hiring

Manager will have two options to access Applicant Data.

A. Hiring Manager can navigate to Recruiting > Find Job Openings

to find the Applicants that have been routed for their review.

OR

B. Hiring Manager can follow the link provided in the email to review

the application within the system. This link takes managers directly

to the Manage Applicants tab to view applicant’s applications and

resumes.

Recommended Navigation Path:

Main Menu > Recruiting > Find Job Openings

1. Enter the following Fields:

1. Enter the Job Opening ID or select the look up icon to find the Job

Opening ID.

*You are looking for an Open position. Ensure the Status option is “Open”

or that the field is left blank in order to retrieve an open position, otherwise

the position will not be returned.

2. Select Search.


Note: Recruiter has routed applicant/s to the Hiring Manager to be reviewed. The Hiring Manager should be reviewing applicant’s application/ resumes.

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Hiring Manager Review Applicant Data

3. Select the following Fields:

1. If applicant has submitted a resume, a

resume icon will display under the Resume

column. Select the resume icon to review/

print resume.

2. To review/print the applicant’s application,

select the application icon found under

Application column.


2. Enter the following Fields:

1. Select the Job Hyperlink.


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Hiring Manager Views Applicant

Review Applicant Applications/ Resumes.

Rate & Rank (outside of system following your

local command’s process as applicable).

Conduct Interviews (outside of system following

your local command’s process as applicable).


Route Applicants in PeopleSoft

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Note: Hiring Managers have the ability to route applicants to other supervisors or employees for review who are assisting in the interview process. If

conducting interview panels, this method allows applicants and their applications to be forwarded in the system. Applicants can be routed individually or

as a group.

Important: Please ensure you are only routing to those on a “need-to-know” status and adhering to privacy polies.


1. Required/Suggested Fields

Routing a single applicant:

1. Select checkbox next to the applicant

being routed.

2. Select Route Applicant from the drop down

menu under the Take Actions column.

Routing more than one applicant:

1. Select checkbox next to the applicants

being routed.

2. Select Route Applicant from the drop down

menu under the Group Action field.

3. Select GO.

* The Route Applicant page will display

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Route Applicants in PeopleSoft cont’d

2. Required/Suggest Fields

1. Overall Routing Status will default to Routed and the

Status Date will default to todays date.

2. Select the Status Reason drop down menu to select a

status

3. Select the look up icon under the Route To field to enter

the supervisor and/or employee the applicant will be

routed to for additional review.

4. Response Due field (Optional) is not required to be

populated.

5. Select Submit.



Note: Interviews and interview evaluations are conducted outside the system. Once all applicable

personnel have reviewed the selected applicants, the Hiring Manager can then create the Job Offer

for their selected candidate and forward the offer to the Recruiter for Approval.

*See Guide 3 Job Offer.

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Module 3:

Prepare Job Offer

Module 3 is intended to walk hiring managers through preparing a job

offer for the applicant they have selected and routing the offer to the

recruiter for approval.

Job Offer • Prepare Job Offer • Submit Job Offer to Recruiter for Approval and Posting


Recruiting.

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Recruiting Solutions 9.1:Step 11 covers the process of Creating and Posting a new Job Opening.


Note: The numbers represent the order in which each process flow occurs and by which type of User i.e. Hiring Manager, Recruiter,

Internal/External Candidate.

Prepare Job Offer

Recommended Navigation Path:

Main Menu > Recruiting > Find Job Openings

Additional/Optional Navigation Path:

Main Menu > Recruiting > Find Applicants


1. Enter the Job Opening ID or select the Look Up

Icon to select your Job Opening ID.

2. Leave the status of the Job Opening blank when

searching for the job opening.

3. Select Search.

4. Select the Job Opening Hyperlink.

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Module 3: Prepare Job Offer

Note: Once an applicant has been selected as the candidate to hire, the

Hiring Manager can navigate here to Prepare the Job Offer or email the

Recruiter assigned and notify them to Prepare a Job Offer for the

applicant.

* As the Hiring Manager you will need to coordinate with your local HR

office to ensure you adhere to the local policies and approval levels

associated with your command.

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Prepare Job Offer cont’d


1. Select Prepare Job Offer from the Take

Action drop down menu for the applicant

selected for the offer.

* The Prepare Job Offer page will display.



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Prepare Job Offer cont’d


1. Enter the Desired Start Date.

*Note: The Offer Date and Offer Expiration date will default.

If the dates are not correct the hiring manager will have to

adjust them.

2. Select Base Salary as the Component type.

3. Enter the Offer Amount as was posted in the

Vacancy Announcement (Salary or Hourly rate).

4. Select USD as the Currency.

5. Select Annual or Hourly as the type of pay.

*Note: If you need to add an Offer Component such as a

Relocation Non Taxable fund select the Add Offer

Component link.

6. Select Submit to Recruiter when completed.

* The Recruiter will review, approve and post the job offer to

the applicant. The applicant will receive an email notification

of the job offer. The applicant reviews the job offer and

either accepts or rejects the offer.

Defaulted Fields:

Business Unit

Job Code

Hiring Manager

Recruiter



PeopleSoft Recruiting Solutions Guide for Hiring Managers

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