Taleo User Guide - Charles Darwin University...Partner of your area if the information is incorrect....

REC 11-19

Taleo User Guide Standard Recruitment

(full time and fixed term)

of 21 Taleo User Guide – Standard Recruitment process

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

3. Advertisement ............................................................................................................................... 10

4. Hiring ............................................................................................................................................. 10

4.1. Standard Candidate Selection Workflow ............................................................................... 10

4.1.1. Review (Shortlisting) .......................................................................................................... 11

4.1.2. Selection Committee Review ............................................................................................. 13

4.1.3. Assessment ........................................................................................................................ 14

Appendix A: Recruitment process ......................................................................................................... 16

Appendix B: Candidate Selection Process – Standard Process .............................................................. 17

Appendix C: Online Requisition form fields ........................................................................................... 18


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 RequisitionSeek Requisition

ApprovalCreate Position Advertisement

CandidateShortlist,

Interview,Evaluation

Send Pre-Offer Create Offer Send OnboardingRegister

Employee Information

5 days2 3 days3 20 days

1 day4 1 day5 1/2 day6 2 days

2 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 Should international applicants who need sponsorship should be considered; the advertisement needs to be live for 28 days.4 Once Pre-Offer is sent, completion of the Pre-Offer process is subject to candidate s availability.5 Providing the Offer grid information has been completed.6 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.

Standard Requisition Process – High Level


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 of your area 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 Candidate Selection 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.

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.


3. Advertisement Once your Requisition is Approved you will now need to finalise the Advertisement of your Position.

Contact Talent Acquisition and Global Mobility who will draft the advert and consult with you to

confirm the content of the advertisement.

4. Hiring Taleo provides the capability to step candidates through the Hiring process. Below we will

describe these steps. Refer to Appendix B: Candidate Selection process to view the workflow

to step through a candidate.

4.1. Standard Candidate Selection Workflow Once you have matched your candidate to the workflow, Hiring Managers need to take them through

the steps of the process.

The workflow is designed to provide you with a set of statuses for each step to track where the

candidate is up to. The Steps do not trigger activities (except Pre-Offer) and are designed to help you

know where your candidates are up to, based on where Hiring Managers move them to.

The Candidate Selection Workflow is as follows:

Review

• This is the first step in the workflow.

• Where there is a high volume of Applicants the Chair will review and do an initial shortlist prior to moving the applicant to 'Selection Committee Review'.

Selection Committee

Review

• This step is for committee members (panel) to log in and review the applicants marked 'Selection Committee Review'.

• The committee should then meet and decide who to move to 'Assessment' for Interview.

Assessment

• This step is used to mark candidates intended for Interview.

• This is the step Hiring Managers progress candidates.

• Ensure to provide the Summation report.

Pre Offer

• This step allows Talent Acquisition & Global Mobility Officer initiate the 'Pre-Offer' Checks.

• The Pre-Offer checks allows get all of the information ready and ensure all the necessary checks on the candidate.

Offer

• This is when the candidate is ready to be offered a position.

• Talent Acquisition & Global Mobility Officer will complete the offer grid for People Operations to complete offer and Onboarding process.

Hire

• People Operations will move the candidate to 'Hire' once all contracts and onboarding activities have been completed.


4.1.1. Review (Shortlisting)

When a candidate applies or is matched to a position, they will be placed in the first step of the

workflow.

Step Instruction Screen shot

1. Click Requisitions on your main page.

2. Click on the number next to your open requisition. This will open a list of all applicants for the role.

3. By clicking on the applicant’s name, you can open the applicant’s profile. This will enable you to review the application, resume and any supporting documents they submitted.

4. After reviewing the applicants,

you can click on the box and move them through the process by picking more actions “change Step/status”.



5. You will need to mark those who you have reviewed as “Ready for Review”. All those who you will not be progressing should be marked as “Unsuccessful Notified”. Refer to Step 7.0 for step by step instructions. Note: Hiring Managers have other status which can be used in the Review stage. Unsuccessful identified, Review Required.

6. Mark Candidate as “Unsuccessful Notified” & send email.

6.1 When selecting “Unsuccessful Notified” ensure to tick on Send correspondence. Then Save and Continue.

6.2 Click on the Open Selector icon,

then Next.

6.3 Select ‘Not shortlisted’

template.

6.4 Taleo will display the template.

Click on Edit if you wish to Edit its content. When completed, click on Send and Close.


4.1.2. Selection Committee Review


1. After reviewing the applicants, you can click on the box and move them through the process by picking more actions “change Step/status”.

2. You will need to mark those who you have reviewed as “Ready for Assessment” Click Save and Close. All those who you will not be progressing should be marked as “Unsuccessful –notified”. Refer to step 3 for step by step instructions.

3. Mark Candidate as

“Unsuccessful Notified” & send email.

3.1 When selecting “Unsuccessful Notified” ensure to tick on Send correspondence. Then Save and Continue.

4. Click on the Open Selector

icon, then Next.



5. Select ‘Not shortlisted’ template.

6. Taleo will display the

template. Click on Edit if you wish to Edit its content. When completed, click on Send and Close.

4.1.3. Assessment


1 After interviewing shortlisted candidates, Hiring Managers should be able to progress recommended candidate by picking ‘more actions’ - “change step/status”.

2 For the recommended candidate, select

the status of Progress to Pre-Offer. Click Save and Close.

3 After you have conducted all interviews,

Hiring Managers provide the summation report to the Talent Acquisition & Global Mobility team with reference checks.

4 For all other candidates who came for interview, Hiring Managers need to contact by phone call and advise the outcome of their application.



5 Should Hiring Managers wish to consider specific candidates for a later opportunity, they can be updated to “Other Recommended Candidate” status and number them based on order of preference.

5.1 In order to update the ‘Other Recommended candidate’ in Taleo, candidates need to be updated to Assessment>Progress to-Pre Offer. Then Save and Close

5.2 Select the candidate and move the

candidate to Pre-Offer – Other Recommended Candidate. Select the order of preference and comments if required. Then Save and Close

Once Talent Acquisition & Global Mobility team received the Summation report, they initiate the 'Pre-

Offer' Checks and co-ordinates with People Operations the Offer.

REC 11-19

Appendix A: Recruitment process Recruitment Process: End to endRecruitment Process: End to end

Tale

nt A

cqui

siti

on &

Glo

bal

M

obi

lity

Off

icer

Tale

nt A

cqui

siti

on &

Glo

bal

M

obi

lity

Off

icer

Imm

edia

te

Ma

na

ge

rIm

med

iate

M

an

ag

er

Can

did

ate

Can

did

ate

Hir

ing

Man

ager

Hir

ing

Man

ager

Peo

ple

Op

erat

ion

s O

ffic

er

Peo

ple

Op

erat

ion

s O

ffic

er

Pay

roll

Off

icer

Pay

roll

Off

icer

Peo

ple

Ca

pab

ility

D

irec

tor

Peo

ple

Ca

pab

ility

D

irec

tor

Bu

sine

ss P

artn

er

Off

icer

Bu

sine

ss P

artn

er

Off

icer

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 – Standard Process Candidate Selection Process – Standard ProcessCandidate Selection Process – Standard Process

Re

com

men

de

d

Can

did

ate

Re

com

men

de

d

Can

did

ate

Se

lect

ion

C

om

mit

tee

R

evi

ew

Se

lect

ion

C

om

mit

tee

R

evi

ew

Hir

ing

Ma

nag

er

Hir

ing

Ma

nag

er

Tale

nt

Acq

uis

itio

n &

Glo

bal

M

ob

ility

Off

ice

rTa

len

t A

cqu

isit

ion

& G

lob

al

Mo

bili

ty O

ffic

er

Is candidate progressing? Yes

Change status in Taleo:

Review>Ready for Review

Review candidates

Shortlist candidates

Is candidate progressing? Yes


SCM>Ready for Assessment

Schedule Interview

Determine candidate s suitability

Is candidate appointable?

Interview candidates

Change status of Recommended Candidate in

Taleo:Pre-Offer>In progress& Select start process

Complete pre-employment checks


Offer>Offer to be made

Create OfferGRID in Taleo& Request for

approval

Follow up recruitment

processEnd

No

Change status in Taleo: Assessment>Non-

Appointable – Notified by Manager

No


Review>Unsuccessful Notified

No


SCM: Unsuccessful Notified


Pre-Offer>Other Recommended

candidate

Is candidate recommended

No

Yes

End End Verbal communication

(Phone call)

End

Yes


Assessment>Progress to Pre-Offer

Change status in Taleo:Pre-

offer>Recommended Candidate

Ensure to Tick Send correspondence Then select Shortlisted template

Review candidates

application in Taleo

Progress Candidate to the next stage

Ensure to Tick Send correspondence Then select Shortlisted template

EmailSummation reportReference check

Receive email confirmation

Review Candidate

checks information

Start

REC 11-19

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 May - 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 - Charles Darwin University...Partner of your area if the information is incorrect....

Documents

Transcript of Taleo User Guide - Charles Darwin University...Partner of your area if the information is incorrect....