irec guide

R12 Oracle HRMS iRecruitment Fundamentals Instructor Guide

D47425GC20

Edition 2.0

April 2009

D60303

Copyright 2009, Oracle. All rights reserved. Disclaimer This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way. Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of Oracle. The information contained in this document is subject to change without notice. If you find any problems in the document, please report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California 94065 USA. This document is not warranted to be error-free. Restricted Rights Notice If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS The U.S. Governments rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract. Trademark Notice Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.

Authors

Gowri Arur, Mark Rowe

Technical Contributors and Reviewers

Andrew Gillibrand, Chris Simpson, David Millin, Elizabeth Brown, John Cafolla, Leanne Wilborn, Martin Millmore, Margaret Wong, Teena Singh

This book was published using: Oracle Tutor

Copyright Oracle 2009. All rights reserved.

R12 Oracle HRMS iRecruitment Fundamentals Table of Contents i

Table of Contents

R 12 HRMS iRecruitment Fundamentals......................................................................................................1-1 R 12 HRMS iRecruitment Fundamentals ......................................................................................................1-3 Introduction ...................................................................................................................................................1-4 Objectives ......................................................................................................................................................1-5 Topics ............................................................................................................................................................1-6

Overview of Oracle iRecruitment Part 1 .......................................................................................................2-1 Overview of Oracle iRecruitment Part 1 .......................................................................................................2-3 Objectives ......................................................................................................................................................2-4 Recruitment Cycle .........................................................................................................................................2-5 Recruit to Hire ...............................................................................................................................................2-6 Recruit to Hire: Using Oracle Applications...................................................................................................2-7 What Is Oracle iRecruitment? .......................................................................................................................2-8 Why Use iRecruitment?.................................................................................................................................2-9 iRecruitment Users ........................................................................................................................................2-10 Self-Service Recruiting Processes .................................................................................................................2-11 iRecruitment and HRMS: Sharing Common Information .............................................................................2-12

Overview of Oracle iRecruitment Part 2 .......................................................................................................3-1 Overview of Oracle iRecruitment Part 2 .......................................................................................................3-3 Introduction: iRecruitment Features ..............................................................................................................3-4 Job Seeker Features: Site Visitors .................................................................................................................3-5 Job Seeker Features: Registered Users ..........................................................................................................3-6 Managers and Recruiters Features.................................................................................................................3-7 Agency User Features....................................................................................................................................3-8 Analyze Recruitment Process ........................................................................................................................3-9 People in iRecruitment ..................................................................................................................................3-10 Manager or Recruiter Security in iRecruitment: Global Security Profile......................................................3-12 Manager or Recruiter Security in iRecruitment: Based on Supervisor..........................................................3-13 Approvals in iRecruitment.............................................................................................................................3-14 Approval Process...........................................................................................................................................3-15 Approval Options ..........................................................................................................................................3-16 iRecruitment High Availability Features.......................................................................................................3-17 Summary........................................................................................................................................................3-18

Implement Oracle iRecruitment Part 1 .........................................................................................................4-1 Implement Oracle iRecruitment Part 1 ..........................................................................................................4-3 Objective........................................................................................................................................................4-4 Implementation Cycle....................................................................................................................................4-5 Pre-Implementation Steps..............................................................................................................................4-6 Pre-Implementation Steps: Installation Requirements..................................................................................4-7 Pre-Implementation Steps: Set Up Oracle Text.............................................................................................4-8 Implementation Steps ....................................................................................................................................4-9 Implementation Steps: Responsibilities.........................................................................................................4-10 Implementation Steps: iRecruitment Access to Site Visitors and Candidates ...............................................4-11 Implementation Steps: Review Security Profiles ..........................................................................................4-13 Implementation Steps: Business Group for Candidate Registration..............................................................4-14 Implementation Steps: Work Structures ........................................................................................................4-15 Implementation Steps: Default Job Postings .................................................................................................4-16 Implementation Steps: Applicant Assignment Statuses.................................................................................4-17 Implementation Steps: Defining Recruiting Sites Information......................................................................4-18 Implementation Steps: Set Profile Options to Identify Functions .................................................................4-19


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents ii

Implement Oracle iRecruitment Part 2 .........................................................................................................5-1 Implement Oracle iRecruitment Part 2 ..........................................................................................................5-3 Implementation Steps ....................................................................................................................................5-4 Implementation Steps: External Assignment Statuses...................................................................................5-5 Implementation Steps: Additional Information .............................................................................................5-6 Implementation Steps: Edit Existing Messages.............................................................................................5-7 Implementation Steps: Configure Approvals.................................................................................................5-8 Implementation Steps: Personalization..........................................................................................................5-9 Implementation Steps: Workflow Business Events .......................................................................................5-10 Implementation Steps: Set Up Searchable Flexfield......................................................................................5-11 Implementation Steps: Set Up Offers ............................................................................................................5-12 Implementation Steps: Set Up Assessments ..................................................................................................5-13

Implement Oracle iRecruitment Part 3 .........................................................................................................6-1 Implement Oracle iRecruitment Part 3 ..........................................................................................................6-3 Administrative Steps......................................................................................................................................6-4 Administrative Steps: Background Checks ...................................................................................................6-6 Administrative Steps: Resume Parsing..........................................................................................................6-7 Administrative Steps: Display Notifications of Different Types...................................................................6-8 Administrative Steps: Define Additional Profile Options .............................................................................6-9 Administrative Steps: Set up Virus Scan.......................................................................................................6-11 Administrative Steps: Geospatial Data ..........................................................................................................6-12 Administrative Steps: E-Mail Notifications Concurrent Processes ...............................................................6-14 Administrative Steps: Index Synchronization Concurrent Process ...............................................................6-15 Administrative Steps: Proxy Server...............................................................................................................6-16 Administrative Steps: Manager Access .........................................................................................................6-17 Administrative Steps: Set Up Agencies.........................................................................................................6-18 Administrative Steps: External Users Access................................................................................................6-19 Administrative Steps: Setting Up iRecruitment High Availability................................................................6-20 Summary........................................................................................................................................................6-21

Configuring iRecruitment Pages ....................................................................................................................7-1 Configuring iRecruitment Pages....................................................................................................................7-3 Objectives ......................................................................................................................................................7-4 iRecruitment Page Components ....................................................................................................................7-5 Configuring iRecruitment Pages....................................................................................................................7-6 Personalization Framework ...........................................................................................................................7-8 Personalization Levels in iRecruitment .........................................................................................................7-9 Profile Options for Personalization Framework ............................................................................................7-10 Additional Options for Tabular Regions .......................................................................................................7-12 Adding or Editing User Instructions..............................................................................................................7-13 Display Flexfields..........................................................................................................................................7-14 Summary........................................................................................................................................................7-15

Managers and Recruiters: Assessments ........................................................................................................8-1 Managers and Recruiters: Assessments .........................................................................................................8-3 Objectives ......................................................................................................................................................8-4 Assessments - Overview................................................................................................................................8-5 Creating Assessments ....................................................................................................................................8-7 Creating Question Banks ...............................................................................................................................8-8 Creating Questions ........................................................................................................................................8-9 Creating Surveys and Tests ...........................................................................................................................8-10 Analyzing Test Results ..................................................................................................................................8-11 Summary........................................................................................................................................................8-12

Managers and Recruiters: Vacancies and Job Posting ................................................................................9-1 Managers and Recruiters: Vacancies and Job Posting...................................................................................9-3 Objectives ......................................................................................................................................................9-4 Manager and Recruiter Features: Vacancies..................................................................................................9-5


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents iii

Creating a Vacancy........................................................................................................................................9-6 Providing Primary Details .............................................................................................................................9-7 Entering Skills and Qualifications .................................................................................................................9-8 Formatting Job Posting..................................................................................................................................9-9 Defining Vacancy Security............................................................................................................................9-10 Reviewing and Submitting a Vacancy...........................................................................................................9-13 Posting a Vacancy .........................................................................................................................................9-14 Searching for Approved Vacancies ...............................................................................................................9-15 Copying Vacancies ........................................................................................................................................9-16 Maintaining Vacancies ..................................................................................................................................9-17 Summary........................................................................................................................................................9-18

Job Seekers: Site Visitors and Registered Users...........................................................................................10-1 Job Seekers: Site Visitors and Registered Users............................................................................................10-3 Objectives ......................................................................................................................................................10-4 Site Visitors - Overview ................................................................................................................................10-5 Job Search......................................................................................................................................................10-6 Job Search: Based on Location......................................................................................................................10-7 Job Basket......................................................................................................................................................10-8 Refer Jobs ......................................................................................................................................................10-9 Register..........................................................................................................................................................10-10 Overview: Registered Users ..........................................................................................................................10-11 Creating My Account Details ........................................................................................................................10-12 Creating Personal Details ..............................................................................................................................10-13 Entering Skills and Qualifications .................................................................................................................10-14 Entering Work Preferences............................................................................................................................10-15 Specifying E-Mail Preferences ......................................................................................................................10-16 Defining Privacy for Your Account...............................................................................................................10-17 Job Basket......................................................................................................................................................10-18 Applying for Jobs ..........................................................................................................................................10-19 Managing Account ........................................................................................................................................10-21 Monitoring Job Applications .........................................................................................................................10-22 Summary........................................................................................................................................................10-23

Managers and Recruiters: Candidate Processing.........................................................................................11-1 Managers and Recruiters: Candidate Processing...........................................................................................11-3 Objectives ......................................................................................................................................................11-4 Candidate Processing in iRecruitment...........................................................................................................11-5 Manager Search .............................................................................................................................................11-6 Manager and Recruiter Features: Process Candidates ...................................................................................11-7 Search in iRecruitment ..................................................................................................................................11-8 Searching for Individuals...............................................................................................................................11-9 Searching the Prospect Pool ..........................................................................................................................11-10 Searching for Candidates Using Resumes .....................................................................................................11-11 Matching Skills in iRecruitment: Finding Candidates..................................................................................11-12 Processing Candidates: Options ....................................................................................................................11-13 Summary........................................................................................................................................................11-14

Managers and Recruiters: Working with Applicants ..................................................................................12-1 Managers and Recruiters: Working with Applicants.....................................................................................12-3 Objectives ......................................................................................................................................................12-4 Manager and Recruiter Features: Progress Applicants ..................................................................................12-5 Working with Applicants...............................................................................................................................12-6 Updating the Status of an Application...........................................................................................................12-7 Ranking Applicants .......................................................................................................................................12-8 Adding Attachments ......................................................................................................................................12-9 Using the Mass Applicant Update Feature ....................................................................................................12-10 Background Check ........................................................................................................................................12-11


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents iv

Creating an Offer ...........................................................................................................................................12-12 Sending an Offer............................................................................................................................................12-13 Hiring an Applicant .......................................................................................................................................12-14 Summary........................................................................................................................................................12-15

Agency Users - Working with iRecruitment .................................................................................................13-1 Agency Users - Working with iRecruitment .................................................................................................13-3 Objectives ......................................................................................................................................................13-4 Overview of Agency User Tasks...................................................................................................................13-5 Searching for Vacancies ................................................................................................................................13-6 Working with Candidates Search for Candidates ..........................................................................................13-7 Creating Details of Candidates ......................................................................................................................13-8 Applying for Jobs ..........................................................................................................................................13-9 Searching for Applicants ...............................................................................................................................13-10 Progressing Applications ...............................................................................................................................13-11 Summary........................................................................................................................................................13-12

Generate Letters, Reports, and Perform Purge............................................................................................14-1 Generate Letters, Reports, and Perform Purge ..............................................................................................14-3 Objectives ......................................................................................................................................................14-4 Letter Generation...........................................................................................................................................14-5 Letters in Web ADI .......................................................................................................................................14-6 Letters in Oracle HRMS ................................................................................................................................14-7 Defining a Standard Letter.............................................................................................................................14-8 Requesting Letters Using Oracle HRMS and Web ADI................................................................................14-9 Generating Reports ........................................................................................................................................14-10 Common Recruitment Questions...................................................................................................................14-11 Analyze Recruitment Process ........................................................................................................................14-12 iRecruitment Reports.....................................................................................................................................14-13 HRMSi Reports .............................................................................................................................................14-15 Maintaining Candidate Data in iRecruitment ................................................................................................14-16 Purge Old Data Process .................................................................................................................................14-17 Summary........................................................................................................................................................14-18

R 12 HRMS iRecruitment Fundamentals Conclusion..................................................................................15-1 R 12 HRMS iRecruitment Fundamentals Conclusion ...................................................................................15-3 Summary........................................................................................................................................................15-4


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents v

Preface

Profile

Before You Begin This Course

Thorough knowledge of navigating with Oracle Applications

Working experience with Oracle HRMS Applications

Prerequisites

R12 HRMS Total View Ed 1 RWC - D48180GC10

Suggested Preparation Courses

R12 HRMS Work Structures Fundamentals Ed 1 - D48035GC10

R 12 HRMS People Management Fundamentals - D48423GC10

How This Course Is Organized

This is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced.


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents vi

Related Publications

Oracle Publications Title Part Number

Oracle HRMS Enterprise and Workforce Management Guide B31615-03

Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

B31620-02

Oracle SSHR Deploy Self-Service Capability Guide B31648-03

Oracle iRecruitment Implementation and User Guide B31649-02

Additional Publications

System release bulletins

Installation and users guides

Read-me files

International Oracle Users Group (IOUG) articles

Oracle Magazine


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents vii

Typographic Conventions

Typographic Conventions in Text Convention Element Example Bold italic Glossary term (if

there is a glossary) The algorithm inserts the new key.

Caps and lowercase

Buttons, check boxes, triggers, windows

Click the Executable button. Select the Cant Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window.

Courier new, case sensitive (default is lowercase)

Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames

Code output: debug.set (I, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to http://www.oracle.com User input: Enter 300 Username: Log on as scott

Initial cap Graphics labels (unless the term is a proper noun)

Customer address (but Oracle Payables)

Italic Emphasized words and phrases, titles of books and courses, variables

Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter [email protected], where user_id is the name of the user.

Quotation marks

Interface elements with long names that have only initial caps; lesson and chapter titles in cross-references

Select Include a reusable module component and click Finish. This subject is covered in Unit II, Lesson 3, Working with Objects.

Uppercase SQL column names, commands, functions, schemas, table names

Use the SELECT command to view information stored in the LAST_NAME column of the EMP table.

Arrow Menu paths Select File > Save. Brackets Key names Press [Enter]. Commas Key sequences Press and release keys one at a time:

[Alternate], [F], [D] Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents viii

Typographic Conventions in Code Convention Element Example Caps and lowercase

Oracle Forms triggers

When-Validate-Item

Lowercase Column names, table names

SELECT last_name FROM s_emp;

Passwords DROP USER scott IDENTIFIED BY tiger;

PL/SQL objects OG_ACTIVATE_LAYER (OG_GET_LAYER (prod_pie_layer))

Lowercase italic

Syntax variables CREATE ROLE role

Uppercase SQL commands and functions

SELECT userid FROM emp;

Typographic Conventions in Oracle Application Navigation Paths

This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications.

(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve

This simplified path translates to the following:

1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary.

2. (M) From the menu, select Query then Find.

3. (B) Click the Approve button.

Notations:

(N) = Navigator

(M) = Menu

(T) = Tab

(B) = Button

(I) = Icon

(H) = Hyperlink

(ST) = Sub Tab


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents ix

Typographical Conventions in Oracle Application Help System Paths

This course uses a navigation path convention to represent actions you perform to find pertinent information in the Oracle Applications Help System.

The following help navigation path, for example

Oracle HRMS > Total Compensation Elements Setup > Elements > How To > Define an Element

represents the following sequence of actions:

1. In the navigation frame of the help system window, expand your local Oracle HRMS entry.

2. Under the Oracle HRMS entry, expand Total Compensation Elements Setup.

3. Under Total Compensation Elements Setup, expand Elements.

4. Under Elements, expand How To.

5. Under How To, select Define an Element.

This will display step-by-step instructions on how to complete the Element window.


R12 Oracle HRMS iRecruitment Fundamentals Table of Contents x

Copyright Oracle, 2009. All rights reserved.

R 12 HRMS iRecruitment Fundamentals Chapter 1 - Page 1

R 12 HRMS iRecruitment Fundamentals Chapter 1



R 12 HRMS iRecruitment Fundamentals



Introduction

Instructor Note

You need to create setup information to work with the guided demos and practices in this class. Please complete them as explained in the release notes for this course (D47425GC10.txt).



Objectives



Topics


Overview of Oracle iRecruitment Part 1 Chapter 2 - Page 1

Overview of Oracle iRecruitment Part 1 Chapter 2



Overview of Oracle iRecruitment Part 1



Objectives



Recruitment Cycle



Recruit to Hire

Instructor Note

This slide depicts the recruitment cycle. Talk the class through each step and discuss the activities performed for each one.



Recruit to Hire: Using Oracle Applications

Instructor Note

Discuss how Oracle applications can be used to manage the recruitment cycle. From an iRecruitment point of view, the process begins once a user has identified a vacancy in his or her enterprise. Also discuss that the step Sift Applicants covers the searching and shortlisting of applicants, whereas the step Assess is intended to cover assessments, interview reviews, and so on. iRecruitment provides business intelligence reports to analyze the recruitment process. You can use Oracle SSHR to complete the hire process. You can also view the iRecruitment Discoverer reports.



What Is Oracle iRecruitment?

What Is Oracle iRecruitment?

iRecruitment is a separately licensed module that forms part of the Oracle HRMS applications suite of products. Oracle has agreements with the following partners:

For electronic resume extraction:Resume Mirror For background check in the US: Hireright

The HR-XML Consortium a global, independent, non-profit organization dedicated to the development and promotion of a standard suite of XML specifications has certified the following business processes of iRecruitment:

Background checking Resume parsing Job posting

Note: Check with your Oracle Account Manager for the latest information on partners.



Why Use iRecruitment?

Why Use iRecruitment?

The prospect pool contains all people who have registered on your iRecruitment site and who have given permission for their information to be published. Managers can search this prospect pool and invite them to apply for particular vacancies. The evaluation of the process is provided through a number of reports, for example Vacancy Time to Fill, Vacancy Aging, Time from Fill to Start, Recruitment Efficiency.



iRecruitment Users

iRecruitment Users

iRecruitment supports the following types of users: Site visitor: Any user who has accessed the external web site but is not registered. Registered user: A user who has registered on your web site and has provided at least a

minimal amount of personal information. That person might also have applied for a job. Employee: Your employees can access internal job postings. This means that you can

advertise jobs to your employees before releasing them on an external site. Manager or recruiter: Your managers and recruiters can access the functionality to:

- Post and manage vacant jobs - Manage offers to applicants

Agency user: An external person who belongs to a recruiting agency and accesses iRecruitment to conduct recruiting activities such as creating candidates and applying on behalf of candidates.



Self-Service Recruiting Processes

Self-Service Recruiting Processes

iRecruitment provides different self-service home pages so that recruiters, managers, employees, job seekers, and agency users have access to information and functionality that is relevant to them. The details of the tasks that each user can perform are covered later in this class.



iRecruitment and HRMS: Sharing Common Information

iRecruitment and HRMS: Sharing Common Information

As Oracle HRMS and Oracle iRecruitment use a single data repository this enables you to share and leverage common information such as work structures, competencies, and job qualifications for recruitment purposes. Information of the candidates, such as personal information, address, and contact details, are available for managers in Oracle HRMS to generate recruitment letters, for example rejection or offer letters, and also to hire the successful candidate.



Overview of Oracle iRecruitment Part 2 Chapter 3



Overview of Oracle iRecruitment Part 2



Introduction: iRecruitment Features

Introduction: iRecruitment Features

This class provides an introduction to the features in iRecruitment. Instructor Note

Introduce to the class the features of iRecruitment, but do not explain in detail at this point. Each of these features is explained in topics on how to use iRecruitment.



Job Seeker Features: Site Visitors

Job Seeker Features: Site Visitors

A site visitor is any user who has accessed the external Web site but is not registered.



Job Seeker Features: Registered Users



Managers and Recruiters Features



Agency User Features



Analyze Recruitment Process

Analyze Recruitment Process

iRecruitment provides you with business intelligence reports. These reports called the iRecruitment Performance Management Viewer (PMV) reports help you to report on various measures of the recruitment process; for example, you could measure the time taken to to fill a vacancy or the effectiveness of a recruitment source. These are supplied as standard with iRecruitment and need no further licenses.

Customers also get a restricted license to HRMSi, and can view the Discoverer reports. You need a full license to modify or create the reports.



People in iRecruitment


If you are a global enterprise, Oracle HRMS provides you with the ability to support both your local and corporate requirements The graphic in this slide shows the corporate level record at the top which links the local level records together. This is important if you have international employees who transfer between business groups to work temporarily in other countries. Trading Community Architecture (TCA) is integrated with Oracle HRMS and enables you to store person information at a corporate level so that it is available across applications. For more information, see: People in a Global Enterprise in the online help.

Instructor Note The local levels are used to track legislative requirements to support a specific country. Explain the Trading Community Architecture (TCA) and the advantages of Oracle HRMS being integrated with the TCA. For example, you can have international employees who transfer between business groups to work temporarily in other countries, and therefore have several local records for that person in different business groups. The TCA enables you to identify at a corporate level that the records all relate to the same person.





When a person applies for a job, Oracle HRMS creates an application record in whatever business group the vacancy exists. If the person already has a person record in this business group, then an application is attached to this existing person record. The global person record that links all the records for the same person is created when the candidate registers in iRecruitment, or if the person is an employee, when the employment record was created.



Manager or Recruiter Security in iRecruitment: Global Security Profile

Manager or Recruiter Security in iRecruitment: Global Security Profile

If you set up a global security profile, you can create and manage vacancies in multiple security profiles. The use of global security profiles means that a single manager can maintain vacancies in many countries. For example, if the Senior Marketing Manager of a global company is based in the US, but wants to recruit local managers for the UK and France, this could be achieved by using a global security profile.



Manager or Recruiter Security in iRecruitment: Based on Supervisor

Manager or Recruiter Security in iRecruitment: Based on Supervisor

iRecruitment uses security profiles to control a users access to information. By assigning the appropriate security profile, you can determine the business group and organizations in which a manager or recruiter can create vacancy or offer transactions. As per the business requirements of your enterprise you can use the security profile based on:

Organization Position Supervisor

Supervisor based security enables you to set up a single security profile and use it for multiple users. When you set up supervisor hierarchy, you restrict access to information using reporting structure of employees. Managers or recruiters can access only the transactions managed by people with in their supervisor hierarchy. This graphic depicts the supervisor hierarchy of Vincent Price. Vincent Price can view vacancies or offers that are managed by people in his team. When supervisor security is used, managers can see their own vacancies or offers, as well as the transactions that their subordinates create.



Approvals in iRecruitment

Approvals in iRecruitment

Depending on the approval rules set in your company, iRecruitment routes a vacancy or an offer through the approval process. iRecruitment uses a supervisor based hierarchy for approvals. You need to set the profile options for approvals. This is discussed in the topic on configuring approval process in the Implementation class.



Approval Process

Approval Process

This diagram explains the approval process in iRecruitment. When you submit a vacancy or an offer for approval, iRecruitment sends notifications to approvers. Approvers can view notifications on their home page. The following slide explains in detail the options available to approvers. iRecruitment also checks for the number of approval levels. This means that the transaction has to be approved by all the people in the workflow. The application notifies the manager only when the final approver has approved the transaction. Note: Depending on the approvals set up in your enterprise, you can:

Add approvers for your vacancy or offer. Select recipients of the vacancy or offer notification.



Approval Options

Approval Options

As someone required to approve an action, you can choose one of the following: Approve: If you approve an action, the application stores the changes in the database. The

person submitting the transaction gets an approval notification. If there are multiple levels of supervisory approvals, then iRecruitment routes the approval to the next person in the hierarchy.

Reject: If you are not happy with the details or the changes made, you can reject the transaction. This ends the approval process. iRecruitment sends a notification of rejection to the person who submitted the transaction.

Return for Correction: Select this option if you want any changes. You can provide a description of the changes that you require. After the person makes the changes, they can submit the transaction for approval again.

Request Information: If you want any additional information, then you can select this option. Managers can complete the details and submit the transactions for approval again.



iRecruitment High Availability Features

iRecruitment High Availability Features

When you shut down the iRecruitment instance to carry out maintenance tasks, your job site is not available for candidates to search and apply for jobs. iRecruitment provides the high availability (HA) functionality to set up an alternate or high availability instance to make the basic candidate job site available. This functionality enables you to switch between the two instances in order to continuously support the candidate job site. Using the high availability candidate job site, job seekers can:

Access the iRecruitment website, even if the primary instance that hosts the site is down for maintenance.

Search for jobs using search criteria such as date posted and location. View details of vacancies like organization, location and vacancy requirements. Job seekers can apply for jobs by entering basic information.

Note: The iRecruitment high availability solution supports only the iRecruitment candidate functionality. Managers and other users must not use the high availability system since any data that they process will not be synchronized with the primary instance.



Summary


Implement Oracle iRecruitment Part 1 Chapter 4 - Page 1

Implement Oracle iRecruitment Part 1 Chapter 4



Implement Oracle iRecruitment Part 1



Objective



Implementation Cycle

Implementation Cycle

The implementation cycle for iRecruitment is discussed in more detail in the following slides. Instructor Note

This slide is only meant to be an overview of the implementation cycle. The following slides go through each step in more detail so do not say too much at this point.



Pre-Implementation Steps

Pre-Implementation Steps

This is an overview slide. The pre-implementation steps are aimed at technical consultant. The pre-implementation steps for iRecruitment are discussed in detail in the subsequent slides.



Pre-Implementation Steps: Installation Requirements

Pre-Implementation Steps: Installation Requirements

The minimum technical requirements for Oracle iRecruitment are included in the Release 12 Rapid Install. The ircdtd.zip is situated in your html directory. Extract the ircdtd file to your html directory. If you do not extract the dtd file you encounter problems when parsing resumes or initiating background checks.



Pre-Implementation Steps: Set Up Oracle Text

Pre-Implementation Steps: Set Up Oracle Text

Oracle Text enables content-based queries, (for example, find text and documents which contain this word) using familiar, standard SQL. Using Oracle Text, you can upload documents (such as resumes, interview notes, covering letters), search on the content of these documents, and parse resumes. You must ensure that Oracle Text is set up correctly. Common problems that occur are:

Oracle Text is not at the correct level: If, for example, the database has been upgraded, then Oracle Text needs upgrading separately.

Listener not set up correctly: To access Oracle Text, the NET8 listener must have the Oracle Text libraries in the TNS entry.

Primary Keys Installed: Oracle Text gives Invalid Primary Key errors if a table has an unexpected primary key in it.

Note: This information is aimed at a technical user.



Implementation Steps


This is an overview slide. The implementation steps are aimed at the functional consultant. The implementation steps include working primarily with Oracle HRMS and Oracle iRecruitment HRMS Manager. The full implementation steps include working with Oracle Applications Developer, Oracle Work Builder, and Oracle Approvals Management. The implementation steps for iRecruitment are discussed in detail in the subsequent slides. Note: These implementation steps need not necessarily be completed in the sequence as shown in the diagram.



Implementation Steps: Responsibilities

Implementation Steps: Responsibilities

iRecruitment delivers the following responsibilities. You can use these as a basis for creating the responsibilities that you need:

iRecruitment Manager: Assign this responsibility to your managers or recruiters to complete recruitment tasks.

iRecruitment HRMS Manager: This is the professional user interface supplied to the customers who do not have the complete Oracle HRMS application.

iRecruitment Agency: Assign this responsibility to agency users to use iRecruitment. iRecruitment Recruiter: In addition to the manager functions, users of this responsibility

can place offers on hold, track offer details, create template associations for offers, and search offers using the Offers Workbench feature. Only users with the iRecruitment Recruiter responsibility can create default job postings and recruiting sites information.

iRecruitment supports a single responsibility for both site visitors and candidate users. The responsibilities are:

iRecruitment External Candidate for external site visitors and external candidates. iRecruitment Employee Candidate for employee site visitors and employee candidates.



Implementation Steps: iRecruitment Access to Site Visitors and Candidates


You must complete a series of steps to enable site visitors and candidates access iRecruitment.





iRecruitment uses the grants model to control the functions that users can access. Users can access a function only if they have a grant to a permission set (menu) with that function.

When a site visitor registers, iRecruitment automatically grants the IRC_EXT_CANDIDATE_PSET permission set for candidates.

When a employee site visitors log in, iRecruitment uses the IRC_EMP_CANDIDATE_PSET permission set for the employees.

You create grants using the Functional Administrator responsibility. This step is covered in the Creating Grants practice. For more information, see: Implementation Steps in iRecruitment in the online help.



Implementation Steps: Review Security Profiles

Implementation Steps: Review Security Profiles

The Candidate Security feature of Oracle HRMS enables all users to access iRecruitment candidates by default. When you install iRecruitment, you must review your security profiles and consider whether all managers can access candidates. For example, you may not want users other than the iRecruitment managers to access candidates profiles.



Implementation Steps: Business Group for Candidate Registration

Implementation Steps: Business Group for Candidate Registration

Define the business group for candidate registration. When a candidate registers, Oracle HRMS creates a person record in the specified business group and you can view the details of candidates. Complete the IRC: Registration Business Group to define the business group. If you host multiple recruiting sites and have multiple Java Server Pages (jsp) for visitor login, you can use this profile option to register candidates in different business groups.



Implementation Steps: Work Structures

Implementation Steps: Work Structures

Work Structures include the jobs, positions, grades, and pay scales used in your enterprise. You can define work structures using Oracle HRMS or iRecruitment HRMS Manager. Enter recruitment information at the business group level to define various default values for iRecruitment. Set up default recruitment values for your business group using the Recruitment organization information type. Note: You set the applicant numbering at the business group level. Make sure that applicant numbering is set to Automatic for your business groups. The values that you define at the business group level will default to the Primary Details page when you create a vacancy in iRecruitment. For example, if you select vacancy code allocation method as automatic, the application assigns a number to the vacancy automatically. For more information about entering recruitment information, see: Implementation Steps for iRecruitment in the online help.



Implementation Steps: Default Job Postings

Implementation Steps: Default Job Postings

Use default job postings to enter common information for many vacancies, for example: Standard descriptions Job requirements How to apply

Default job postings enable you to enter a set of values that the managers or recruiters can use as a default whenever they select a particular business group, organization, job, or position for a vacancy. You can use text editor to format the content and use formatting options such as italics or bold to highlight information. You can also create the default posting values in a hierarchy. You can enter specific values for each level so that when you select a position while creating vacancy details, the values get built from the levels that you had created. Business Group is the highest level and the values that you set at the lower levels override the values set at the higher levels. For more information, see: Creating and Maintaining Default Job Postings in the online help.



Implementation Steps: Applicant Assignment Statuses

Implementation Steps: Applicant Assignment Statuses

Oracle HRMS delivers a set of applicant assignment statuses that you can use through each step of the recruitment process. You can set up user statuses for each of the delivered system statuses to represent each stage in an applicants progression. The significant statuses are:

Active Application: The default status for an application. Offer: Indicates that the job has been offered to the applicant. Accepted: Indicates that the applicant has accepted the job. Applications must have this

status before you can hire applicants using Oracle HRMS or the SSHR New Hire process. Terminate Application: Ends the application because either you have rejected the

applicant or the applicant has withdrawn. For more information, see: Applicant Assignment Statuses in the online help.



Implementation Steps: Defining Recruiting Sites Information

Implementation Steps: Defining Recruiting Sites Information

If your enterprise has an agreement to post your job advertisements with external job boards, use the Recruiting Sites function to record information about these sites. By default, the vacancy is sent in the HR_XML JobPositionPosting format, using the JobPositionPosting.xsl.stylesheet from the OA_HTML directory. You can create your own style sheet, and enter this in the Recruiting Sites table. Note: To send a posting in a format other than the default HR-XML JobPositionPosting format,, users can create their own style sheet using any text editor. They can use the DTD of the supplied style sheet as an example. They must ensure that the style sheet format is correct, and store the style sheet in the OA_HTML directory. Use your iRecruitment Recruiter responsibility to define recruiting site information. For more information about entering recruiting sites, see: Creating and Maintaining Recruiting Sites Details in the online help.



Implementation Steps: Set Profile Options to Identify Functions

Implementation Steps: Set Profile Options to Identify Functions

These profiles provide access for registered users to see suitable vacancies, and also for managers to see suitable candidates:

IRC: Job Notification Function: You must set this profile option to use the function IRC_VIS_VAC_DISPLAY. This profile is used to show advertisements to candidates when they click a link in a notification.

IRC: Suitable Seekers Function: The default value for this profile option is IRC_CM_CAND_DETAILS. This profile is used to show suitable candidates to managers.

These profiles can be set at site level only. For more information, see: Profile Options for iRecruitment in the online help.



Implementation Steps: External Assignment Statuses

Implementation Steps: External Assignment Statuses

The ability to assign an external assignment status means that you can advance a persons application without displaying the statuses to the applicant that you may not want them to see. For example, for the status of Active Assignment you could define many different user statuses such as, Short Listed, Invite for Interview, Performing Background Check, but it is unlikely that you would want the applicant to see these. To avoid this you can define an external assignment status for each of them (Active Application), and this is what all the applicants get to see. You will also use the status when you define standard letter in the Letter window for your recruitment activities. In Oracle HRMS, you can link one or more applicant assignment statuses with each recruitment letter. A request for the letter is then created automatically when an applicant is given an associated assignment status.



Implementation Steps: Additional Information

Implementation Steps: Additional Information

You set up compensation values for the job posting for information purposes. Use the IRC_VARIABLE_COMP_ELEMENT lookup type to define the compensation values. Note: The values do not define the compensation elements that are included in the employment assignment after a candidate has been hired. If you are using the candidate matching functionality, then you must set up the qualifications that are available, and rank them in order of importance depending on your company needs. Candidates use competencies to describe the skills that they have in iRecruitment. Managers can then search the prospect pool using skills as criteria. To use competencies in iRecruitment, you must set them up as global competencies, so that they are available across business groups. It is advisable to keep your list of competencies for iRecruitment reasonably short and as general as possible. This will make candidate search much easier. If you specify too many detailed competencies on which to search, you might miss suitable candidates. For example, if you are looking for someone with word processing skills, your searches are much simpler if you just have one high-level competence called Word Processing, rather than lots of more detailed competencies such as Microsoft Word, Corel WordPerfect, and so on.



Implementation Steps: Edit Existing Messages

Implementation Steps: Edit Existing Messages

A number of predefined notifications are supplied with iRecruitment. For example:

Candidates can receive notifications about matching jobs and new vacancies. Managers can receive notification about the status of the offer that they have created. For

example, they get an offer approval notification if the offer is approved. For a list of messages that you can configure, see: Predefined Notifications in the online help. To edit the contents of the notification messages, log on to the application using the Application Developer responsibility and use the Messages window. The prefix for iRecruitment messages is IRC. For more information, see: Messages Window in the Oracle Applications Developers Guide.



Implementation Steps: Configure Approvals

Implementation Steps: Configure Approvals

The default behavior of Oracle iRecruitment is to use a supervisor-based approvals hierarchy, which is delivered using Oracle Approvals Management (AME) rules. iRecruitment provides predefined transaction types to manage vacancies and offers. You can configure the transaction types according to your business needs.

Vacancy Approval Transaction Type: You can add new rules to the predefined vacancy approval transaction type instead of creating a new transaction type.

Offer Approval Transaction Type: You must create your own offer transaction type based on the supplied offer approval transaction type. You can add rules, conditions, and attributes to the customized transaction type. You must not edit the supplied offer transaction type.

You must set the following profiles for approvals to work: Vacancies: IRC: Vacancy Approval Transaction Type Offers: IRC: Offer Details Approval Transaction Type and IRC: Extend Offer Duration

Transaction Type See: Profile Options in iRecruitment in the online help.



Implementation Steps: Personalization

Implementation Steps: Personalization

As iRecruitment uses the standard Oracle Applications Framework, you can use all of the personalization options that are available in self-service applications. See Implementing Oracle Self-Service Human Resources for more information about personalizing your application. Use the Personalize Self-Service Defn profile option to personalize pages. Note: Take care when you use the personalization options, because any error in the personalization may render the wrong screens or the wrong fields. Personalization options are discussed in detail in the Configuring iRecruitment Pages topic.



Implementation Steps: Workflow Business Events

Implementation Steps: Workflow Business Events

Workflow business events are trigger points that drive custom code, for example, workflow notifications, and other workflow processes. You can use business events to extend the iRecruitment functionality by initiating a workflow process whenever a particular transaction takes place. Business event calls have been added to every transaction in iRecruitment. Using business events you can:

Send a notification to the manager of a vacancy whenever someone applies to it Send e-mails to candidates when they register Ask candidates to confirm whether they have given a valid e-mail address, and delete their

data if they do not respond in a certain time Note: It is recommended that you use the delivered business events to create your own workflow processes to suit the particular requirement of your enterprise. For more information about the workflow business events, see: Workflow Business Events in the online help.



Implementation Steps: Set Up Searchable Flexfield

Implementation Steps: Set Up Searchable Flexfield

Oracle iRecruitment enables you to set up a flexfield to capture additional candidate and vacancy information that can then be used by managers looking for a suitable candidate and by candidates searching for a job. For example, to record additional information such as work preferences and relocation information you can set up the Additional Search Criteria Details flexfield to define what information you want to capture and then add these additional fields to the Create Vacancy and the candidates Work Preference pages. You can then include these same fields in your candidate and vacancy search pages so that the information is available to candidates or managers performing searches. Set the profile option IRC: Search Criteria Segment Matching in the System Values Profiles window. This profile option determines the segments that are matched when the concurrent processes to notify managers of suitable candidates or to notify candidates of suitable jobs are run, or when your managers perform candidate matching for a vacancy. For example: if you want to match segments 2 (Willing to Relocate) and 5 (Citzienship Status), then set the value as 2|5|. If you do not set any value for this profile option, then the application matches all the active segments when you run the concurrent processes. For more information about setting up searchable flexfield, see: Setting Up a Searchable Flexfield in the online help.



Implementation Steps: Set Up Offers

Implementation Steps: Set Up Offers

To enable managers and recruiters to create and progress offers for applicants, set up the offers functionality. Review the default menus that iRecruitment supplies to use the offers functionality. Assign the menus to appropriate managers and recruiters in your enterprise. Your benefits manager can set up compensation plans so that hiring managers can assign benefits to applicants, when they create or update offers. Note: iRecruitment supplies predefined templates to generate offer letters. To customize the offer letter details, you can create your own templates using Oracle XML Publisher. For more information, see: Setting Up Offers in the online help.



Implementation Steps: Set Up Assessments

Implementation Steps: Set Up Assessments

Set up the assessments functionality to evaluate candidates and applicants during the recruitment process. You can create assessments using the iRecruitment Recruiter responsibility as iRecruitment delivers the predefined OTA Assessment Top Menu with the iRecruitment Recruiter responsibility. To enable users of other responsibilities to create and manage assessments:

Add the OTA Assessment Top Menu to their corresponding menus. Grant the IRC Assessment Administration Permission Set to those responsibilities using

the Functional Administrator responsibility. After you set up the assessments functionality, your recruiters or managers can create surveys and tests to use during the recruitment process.

To make a survey or test available to candidates during the registration process, set the IRC: Registration Test profile option.

Managers can select a test when they create vacancy details. iRecruitment presents the test when candidates apply for the vacancy.

For more information, see: Setting Up Assessments in the online help.



Administrative Steps


This is an overview slide. The administrative steps are aimed at the technical or functional consultant. The administrative steps for iRecruitment are discussed in detail in the subsequent slides.





This is an overview slide. The administrative steps are aimed at the technical or functional consultant. The administrative steps for iRecruitment are discussed in detail in the subsequent slides.



Administrative Steps: Background Checks

Administrative Steps: Background Checks

Currently, Oracle has a partnership agreement with HireRight for background checking in the U.S. You need to register with HireRight to use this functionality and enter the details that they provide in the profiles. Check with your Oracle Account Manager for the latest information on partners. When a manager requests a background check the candidates information is passed to the partner. The background check provider completes the background check and e-mails the information back to the manager, or the manager can retrieve the results from the providers Web site. If you do not want to use this functionality, do not complete these profiles, and hide the Background Check button in your interface, so that users cannot access it. The following describes the levels at which each profile can be set:

IRC: Background Checking Vendor URL profile site IRC: Background Check Sender Credential profile site and user



Administrative Steps: Resume Parsing

Administrative Steps: Resume Parsing

Oracle has signed agreements with the Mohomine and Magnaware for resume parsing. Mohomine offers only an installed solution, while Magnaware offers an installed or hosted solution. You must register with them to use this functionality and enter the details that they provide in the profiles. Check with your Oracle Account Manager for the latest information on partners. The following describes the levels at which each profile can be set:

IRC: Resume Parsing Vendor URL site IRC: Resume Parsing Sender ID site and user IRC: Resume Parsing Sender Credential site and user IRC: Default Country site and responsibility



Administrative Steps: Display Notifications of Different Types

Administrative Steps: Display Notifications of Different Types

In addition to the standard notifications that are supplied with iRecruitment you may want to notify your managers or candidates about other events. For example, you could set up a business event that sends a notification to a candidate when they submit an application. Use the profile option IRC: Notification List Item Types to define which workflow notifications are displayed on the home pages of managers and candidates.



Administrative Steps: Define Additional Profile Options


Indicate resumes as mandatory for job applications If your enterprise requires applicants to attach a resume with their job application, then set the IRC: Resume Required profile option to enforce the business requirement. Managers can get the required professional details of the applicants for further processing. Limit the number of document uploads To limit the number of documents that candidates can upload to the iRecruitment database, set the profile options: IRC: Document Upload Count Limit and IRC: Monthly Document Upload Count Limit at the site and responsibility levels.





Define the number of days for internal job postings To make job details available to your employees first, set the IRC: Internal Posting Days profile option. Specify the number of days that the application posts an advertisement internally before posting the advertisement on the external site. Set the profile option at the site and the responsibility levels. Specify the type of phone numbers for candidates to record To enable candidates to add additional types of phone numbers, set the IRC: Phone Types profile option.



Administrative Steps: Set up Virus Scan

Administrative Steps: Set up Virus Scan

Oracle iRecruitment is integrated with the Symantec AntiVirus engine that enables you to perform virus checks on any documents uploaded to your system. This feature helps you to detect infected files and protect your systems from possible virus attack when you download documents for recruitment purposes. Note: To make use of this functionality, you must have a licensed copy of the Symantec AntiVirus Scan engine. Complete the following steps to setup virus scan:

Set the IRC: Anti Virus Server profile option at site level to specify the server name on which the Symantec AntiVirus Scan engine is running

Test integration of iRecruitment with Symantec AntiVirus Scan server Check existing documents in the database

For more information about setting up virus scan, see: Setting Up Virus Scan in the online help.



Administrative Steps: Geospatial Data


You can use Oracles eLocation - a geospatial data service with iRecruitment. It enables you to use distance searching in your applications. For example, job seekers can enter a city name or a zip code and specify a distance from that location. If vacancies are available within the search area, then iRecruitment lists them. Managers can use location search to find candidates within a certain distance of a specific location. To make use of Oracles geospatial data service set the IRC: Geocode Host profile option at site level. Contact your Oracle Account Manager for further details. For more information on geocode, see: Implementation Steps for iRecruitment in the online help.





For more information about running these scripts, see: Implementation Steps for iRecruitment in the online help.



Administrative Steps: E-Mail Notifications Concurrent Processes

Administrative Steps: E-Mail Notifications Concurrent Processes

E-mail notifications require the following to be set up: The workflow e-mail engine must be running. The iRecruitment Email Vacancies to Job Seekers concurrent process must be scheduled

to run every night. The iRecruitment Email Job Seekers Details to Vacancy Owner concurrent process must

be scheduled to run as often as you want managers to receive e-mails. These processes ensure that users get their e-mail notifications of suitable jobs, and the managers get notified of suitable candidates. It also processes any other e-mails, for example, if a user has requested a new password.



Administrative Steps: Index Synchronization Concurrent Process

Administrative Steps: Index Synchronization Concurrent Process

To keep the text indexes up to date for iRecruitment documents and job postings schedule the iRecruitment Index Synchronization process to run regularly. You must synchronize the index at a regular interval to keep the user searches accurate. The two modes for the index synchronization process are:

Online: Adds new entries to the index, enabling simultaneous searches. Typically you schedule to run the Online index rebuild once every five minutes.

Full: Defragments the index, reducing its size,

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