Taleo User Guide · 2020-01-06 · Taleo • This is the Recruitment system used to find and...

REC 11-19

Taleo User Guide Direct Appointment

of 15 Taleo User Guide – Direct Appointment

Contents Definitions ............................................................................................................................................... 3

System Requirements ............................................................................................................................. 3

Recruitment Process ............................................................................................................................... 3

1. Requisition ....................................................................................................................................... 4

1.1 Taleo Log In ............................................................................................................................. 4

1.2 Create a Requisition ................................................................................................................ 5

1.3 Completing a Requisition......................................................................................................... 6

1.4 Save Requisition ...................................................................................................................... 6

1.5 Add attachments and other requisition options ..................................................................... 6

2. Request for Approval ....................................................................................................................... 8

Appendix A: Recruitment process ......................................................................................................... 10

Appendix B: Candidate Selection Process – Direct Appointment .......................................................... 11

Appendix C: Online Requisition form fields ........................................................................................... 12


Definitions Taleo • This is the Recruitment system used to find and onboard new

staff and direct appointments. Ascender • This is the payroll system used for all position management,

paying employees and employee management. Requisition • This is the term used to represent a ‘job’. Candidate Selection Workflow

• This is the process that an employee/candidate will go through as part of the recruitment process.

Talent Acquisition and Global Mobility Team

• This is the team within People and Capability who will provide support with advertisement writing and posting to job boards.

Talent Acquisition Interview Assessment Summary report

• Otherwise known as Summation report.

• It is a summary of candidates interviewed, rankings, comments made by the selection committee panel members and identifies the preferred candidate appointment details.

System Requirements Taleo uses Adobe Flash Player. Recommended Internet Browsers are Google Chrome and Mozilla

Firefox (requires downloading Adobe Flash Player).

Recruitment Process Below is a high-level diagram to show the activities required as part of the recruitment process, area

of responsibility and minimum days that should be allocated to perform these activities.

Refer to Appendix A: Recruitment process to view the end to end workflow.

Refer to Appendix B: Candidate Selection process to view the workflow to step through a candidate.

Raise Requisition

Seek Requisition Approval

Send Pre-Offer Create OfferSend

Onboarding

Register Employee

Information

5 days2 1 day3 1 day4 1/2 day5 2 days2 days1

Hiring Managerarea of responsibility

Talent Acquisition & Global Mobilityarea of responsibility

People Operationsarea of responsibility

Payrollarea of responsibility

1 Pending all require documentation is at hand e.g. Management Accountant approval.2 Recruitment Review Committee meeting is held weekly. Approval process can be in less time subject to the date when its raised the requisition.3 Once Pre-Offer is sent, completion of the Pre-Offer process is subject to candidate s availability.4 Providing the Offer grid information has been completed.5 Once Onboarding is sent, completing of the Onboarding process is subject to the candidate s availability.Note:

• Time stated is indicative only.• Days refer to working days.


1. Requisition Prior to commencing the Recruitment process on Taleo, you should have the following;

☐ Current Position Number

☐ Up-to-date position profile

☐ Salary range – Refer to Salary Guide

☐ Full 15-digit cost code for position (Information provided by Management Accountant)

☐ Evidence of your discussion with your Management Accountant, for instance email communication.

1.1 Taleo Log In Step Instruction Screen shot

1 Click on this link to access the system: http://cdu.taleo.net You will be asked to log in with a username (CDU email address) and Taleo password. If you have forgotten your username and password, follow the links and instructions on the page.

2 Once logged in you will be taken to

the Welcome Centre. This will allow you to navigate to the part of the system you wish to access. Recruiting – Click here to view current requisitions. Candidates – Click here to access candidate information.

http://cdu.taleo.net/


1.2 Create a Requisition Step Instruction Screen shot

1 Navigate to Recruiting. Click on Create Requisition.

NOTE: This online

form is what was previously known as a RAJ.

2 Select a Position that you wish to recruit for.

Use the selector to search for your position.

3 Once you have selected

your position, click Next. Note: For Assistant Hiring Manager, enter your name or alternatively the Hiring Manager’s name. If entering the Assistant Hiring Manager, this needs to be updated prior to requesting the requisition approval.

4 You will be now asked to confirm that organisation, location and job fields are correct. Please contact HR Business Partner if the information is incorrect. If Correct - Click Create.


1.3 Completing a Requisition The information required for this should be pre-populated from the applicable Position Profile.

This can be found by contacting the assigned Human Resource Business Partner for your area.

This symbol * indicates the fields will need to be completed to Save requisition.

NOTE:

• Please ensure you select the ‘CDU Direct Appointment Workflow’ in Section 6, as this

determines the system process in Taleo.

• For Fixed-Term contract ensure the appropriate Fixed-Term employment category is selected in

line with the current Enterprise Agreement, refer to Section 1 in the Requisition form.

Refer to Appendix C: Online Requisition form fields for more information.

1.4 Save Requisition Once all required fields have been completed you can Save and Close the requisition. Then send

the requisition for approval.

1.5 Add attachments and other requisition options Add Attachments

You are required to upload supporting documentation. For instance, evidence that you have approval

from your Management Accountant to fill the position, reference checks and candidate’ resume.

Select the tab labelled “Attachments”

Please follow the prompts and upload the Evidence (email) from your Management Accountant here.

Clearly name documents before uploading as this will save time for your Approver when viewing

these documents.

Other requisition options

Once the requisition is created it is assigned a Requisition number and several tabs will appear. These

tabs allow you to action a range of tasks associated with your requisition.


Explanation of the tabs

Requisition – This is where all of the information regarding the position is stored e.g. title,

location.

Alerts – This tab allows you to turn on the ACE Candidate Alert, alert for when candidates apply.

Attachments – This tab allows you to upload information relevant to the position. You will also

need to upload your Management Accountant approval here. Each file must not exceed 1,024

kilobytes. The system will allow up to 10 files to be uploaded in this section.

Position and Sourcing – This tab will advertise the role to the internal and external career

sections (Talent Acquisition and Global Mobility team use only).

NOTE: For direct appointment, this is not required.

History – This tab will show you the history of the role. For e.g. who created it.

Reports – This tab will allow you to set up a daily recruitment report for this role.

Interviews – This tab will allow you to select an interview guide for online interviewing.

Duplicate Requisition icon : This is the duplicate requisition button. It will allow you to

duplicate the position when you may have to recruit for it again. A ‘time saver’ already

completing all of the fields for you.


2. Request for Approval Step Instruction Screen shot

1. Go to More Actions Click on Request Approval

2. Taleo will pre-fill the Review

Committee as default Approver 1 NOTE: Approvers are added at the bottom left of the screen.

3. Add your Supervisor/Manager by clicking on the ‘Add Approvers’ icon.

4. Search and add your Supervisor/Manager as approver:

a. Search the name b. Click on Select c. Name is added to the

approver list

5. Adjust the order of the Approvers by clicking on the number and select order as per below: Approver 1: Supervisor/Manager Approver 2: Review Committee

6. Add comments and click on the ‘Done’ icon.

7. Taleo will send an email to Approver 1. When approved by approver 1 another email will be sent to the Review Committee.

8. Once sent for approval you will see the status changes to – To Be Approved and an Approvals tab appears.


Hiring Managers will receive notification emails as part of the approval workflow, each time a

decision is made about the role.

Once the requisition has been submitted for approval, Hiring Managers cannot modify the

requisition i.e. Add attachments.

Assistant Hiring Managers cannot request requisition approval. To perform this action,

Assistant Hiring Managers need return Section 5: Selection Committee of the requisition.

Then update the Hiring Manager field to the corresponding Hiring Manager.

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Appendix A: Recruitment process

Recruitment Process: End to endRecruitment Process: End to end

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StartRaise

RequisitionSend request for

approval

Create & post job

advertisement

Candidate application

Progress candidates through the Standard Candidate Selection

Process

Accepts offer

Sends Onboarding information

Completes onboarding

process

Register employee in Ascender

Review & Approve Requisition

Review & Approve Requisition on behalf of

Recruitment Review Committee

Liaise Advertisement with Hiring Manager

Progress candidate through Direct Appointment-

Selection Process

Completes Offer & Request for Offer

approval

Extend offer

*Taleo updates Req. status to Filled

Review & Approve Offer

Candidate Selection Process

Check Requisition & Ensure Requisition is

filled correctly

Liaise BP

Requisition OK

Yes

No

Is Direct Appointment?

Yes

NoStandard Requisition

(Merit base)

Check onboarding

Provide Employee ID

Send Welcome email to new CDU employee

with Employee ID

End

Receive an email notification from Taleo

(Candidate Offer response)

End

Receive email notification

Candidate Offer response

Receive email notification


Appendix B: Candidate Selection Process – Direct Appointment

Candidate Selection Process – Direct AppointmentCandidate Selection Process – Direct Appointment

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StartAssign direct appointment

Is candidate in the TA System

Yes

Match candidate to the

position

Change status:Pre-Offer>In progress& Select start process

Complete checks

Change status:Offer>Offer to

be made

No

Create a candidate

Update status:Pre-

Offer>Recommended Candidate

Candidate status:

Pre-Offer>To be Checked

Create OfferGRID

& Request for approval

Follow up recruitment

processEnd

Receive email confirmation

Review Candidate

checks information

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Appendix C: Online Requisition form fields REQUISITION FROM

1. Request to Recruit

Identification Mandatory Values Description

I confirm that I have a budget for this requestion?

Yes Yes/No State if there is Management Accountant approval. Note: Attach the approval to the requisition before requesting for approval

Position Title Yes Pre-populated Position title Do not change

Number of Openings No 1 How many people will be hired under the position Note: Ensure the Position profile is exactly the same. The system will allow to hire more than 1 candidate

Justification Yes New Position Position newly created

Replacement Someone has left the role

Backfill Someone is on leave - filling for that time

e.g. Maternity Leave

Special Project Recruiting for a specific project

Direct appointment Internal or direct appointment

Profile

Current Incumbent No Text Name of employee in the position at the moment, if applicable

Hours per week Yes Numeric Number of hours per week

FTE No Numeric Full Time Equivalent in decimals e.g. 0.5

Target Start Date No Date Preferred date for candidate to commence work

Form of Employment No Permanent

Fix Term

Schedule No Full-Time 100

Part-Time Less than 100

Casuals Not in use

Checks Required for Role Yes None Taleo will pull the information added in this field

during the Pre-employment checks. There are two processes: - Medical Pre-Hire: Medical Form (Not recommended) - Pre-Employment check: Medical Details, Qualification checks, Visa Upload, Passport/Birth certificate, National Police Check (If selected), WWCC (If selected)

Police Check

WWCC & Police Check

WWCC

Qualifications and Certifications required for the position

No Free Text Add information in case they want to highlight a particular reason for Talent Acquisition and Global Mobility and the Review Committee


Fixed Term Role Information Required Fill this section if it’s a Fixed Term Role

Select the appropriate category below

No Apprentice or Trainee Select the Fixed Term Role category as per enterprise agreement

Innovation or reorganisation

Pre-retirement

Recent professional practice

Replacement Employee

Research

Research Safety Net

Scholarly Teaching Fellow

Specific task or project

Studentship

Vocational Education and Training

Duration of Fixed Term No Free Text Length of the Fixed Term Contract

For Direct Appointment

Fill this section for Direct Appointments

Name of Person No Free Text Name of person who will be direct appointed

Staff ID Number No Free Text Staff ID number if Internal direct appointment

Appointed at Classification and Step

No Free Text Classification and Step information

Documents Attached No CV/Referee Report Select the information that will be attached for the direct appointment

Reference Check

Copy of visa

Business Case

Background information Yes Free Text Add the business case (justification) to raise the requisition

Benefits Yes Free Text

Impacts/Risks Yes Free Text

Additional Information No Free Text

2. Salary Information

Compensation

Classification Yes Pre-populated If incorrect, contact the HR Business Partner for your area

Cost Code Yes Free Text Entered in full - Not validated - 15-16 digits

Pay Basis No Yearly

Hourly


3. Position Advertisement

External Description

Advertising Requirements Standard

No Jobs@CDU - Internal Jobs will be posted on Jobs@CDU for CDU Employees only

Jobs@CDU - External Jobs will be posted on Jobs@CDU

Seek Jobs will be posted on www.seek.com

Advertising Charged to Area

No List of Advertisement sites Select one or more as per required. Note Talent Acquisition and Global Mobility team will discuss the budget and advertisement requirements for these sites

Provide additional information for advertising of the role

No Free Text Another area to add more info - Talent Acquisition and Global Mobility team

Required Application Documents

No Not specified

Resume/CV and one page summary/sheet

Information for Talent Acquisition and Global Mobility team when creating the advertisement

Cover Letter, CV/ Resume and response to Selection Criteria

Description - External Yes Free Text Used by Talent Acquisition and Global Mobility team to create the advertisement

Description - Internal Yes Free Text Used by Talent Acquisition and Global Mobility team to create the advertisement

4. Selection Committee

Panel Members

Recruiter Yes Pre-populated Talent Acquisition and Global Mobility team

Hiring Manager Yes Pre-populated Hiring Manager's name

Selection Committee Members

No Add/Modify Selection Committee to evaluate candidates for a requisition

Conflict of Interest Information

Information on any conflict of interest

No Free Text Add as per required

5. Job Information

Position Structure No Pre-populated Position organisation information

Requisition Template No Pre-populated

6.Process

Candidate Selection Workflow

Candidate Selection Workflow

Yes CDU Candidate Selection Workflow

This process will include the advertisement, candidate application and progression

CDU Direct Appointment Workflow

In this process, one candidate is directly appointed. Therefore, he/she is progressed directly to the pre-validation checks No advertisement/candidate progression


Document History and Version Control Last amendment: November - 2019 Next Review October - 2020

People Operations [email protected]

Talent Acquisition and Global Mobility [email protected]

Version Brief Description

1.00 Creation of original document and uploaded to CDU website

2.00 Update recruitment and workflow process information

3.00 Update CDU branding

Taleo User Guide · 2020-01-06 · Taleo • This is the Recruitment system used to find and...

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Transcript of Taleo User Guide · 2020-01-06 · Taleo • This is the Recruitment system used to find and...