irecruitment sg

R12 Oracle HRMS iRecruitment Fundamentals

Student Guide

D47425GC20

Edition 2.0

April 2009

D60302

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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. Government’s 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

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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

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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

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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

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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

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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.

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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 user’s guides

• Read-me files

• International Oracle User’s Group (IOUG) articles

• Oracle Magazine

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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 Can’t 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]

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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

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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.

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R12 Oracle HRMS iRecruitment Fundamentals Table of Contents x

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Copyright © Oracle, 2009. All rights reserved.

R 12 HRMS iRecruitment Fundamentals Chapter 1 - Page 1

R 12 HRMS iRecruitment Fundamentals

Chapter 1

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R 12 HRMS iRecruitment Fundamentals

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Introduction

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Objectives

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Topics

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Overview of Oracle iRecruitment Part 1 Chapter 2 - Page 1

Overview of Oracle iRecruitment Part 1

Chapter 2

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Objectives

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Recruitment Cycle

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Recruit to Hire

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Recruit to Hire: Using Oracle Applications

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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.

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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.

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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.

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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.

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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. O

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Chapter 3

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Introduction: iRecruitment Features

Introduction: iRecruitment Features

This class provides an introduction to the features in iRecruitment.

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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.

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Job Seeker Features: Registered Users

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Managers and Recruiters Features

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Agency User Features

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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.

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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.

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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. O

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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.

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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 user’s 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.

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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.

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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. O

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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.

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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.

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Summary

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Implement Oracle iRecruitment Part 1 Chapter 4 - Page 1

Implement Oracle iRecruitment Part 1

Chapter 4

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Objective

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Implementation Cycle

Implementation Cycle

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

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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.

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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.

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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.

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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.

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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.

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Implementation Steps: iRecruitment Access to Site Visitors and Candidates


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

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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.

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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.

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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.

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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.

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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.

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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 applicant’s 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.

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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.

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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. O

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Chapter 5

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Implementation Steps: External Assignment Statuses

Implementation Steps: External Assignment Statuses

The ability to assign an external assignment status means that you can advance a person’s 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.

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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.

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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 Developer’s Guide.

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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.

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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.

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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.

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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 candidate’s 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.

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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. O

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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.

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Chapter 6

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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.

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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.

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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 candidate’s 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 provider’s 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

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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 O

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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.

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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.

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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.

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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.

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Administrative Steps: Geospatial Data


You can use Oracle’s 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 Oracle’s 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.

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

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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.

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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, and optimizing the performance. It is recommended that you run the Full index rebuild once a night.

For more information about setting up the Index Synchronization process, see: Implementation Steps for iRecruitment in the online help.

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Administrative Steps: Proxy Server

Administrative Steps: Proxy Server

You only need to set up these profiles if you use proxy server. Use your System Administrator responsibility to set the profile options. The following describes the levels at which each profile can be set:

• Applications server side proxy host and domain – site

• Applications proxy bypass domain – site

• IRC: Proxy authorization password – site, application, responsibility, and user

• IRC: Proxy authorization user name – site, application, responsibility, and user

Note: The proxy authorization profile options do not apply to most proxy servers. Only those that require a log in need them.

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Administrative Steps: Manager Access

Administrative Steps: Manager Access

There is no .jsp that you can use for managerial access. This has to be set up by using self-service.

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Administrative Steps: Set Up Agencies

Administrative Steps: Set Up Agencies

If you work with recruiting agencies, then you can manage a range of activities using the Agency functionality.

• Record the information about agencies that your enterprise works with in the Suppliers window of Oracle Services Procurement. If you do not use Oracle Services Procurement, add the Customer and Supplier Setup menu or individual functions from the menu to an existing menu that users access through their standard responsibilities.

• Create a person record for an agency or agency user using the People window in Oracle HRMS. This record need not represent an actual person. You can set up one person record for all users at an agency to allow them to use iRecruitment.

• Create a user record for an agency user to access iRecruitment. Define the user and assign the iRecruitment Agency responsibility to the user in the Users window of the System Administrator responsibility. In the Person field, select the person record that you defined above.

• Configure the profile options for agencies.

• Configure the agency menu (if required).

• Setup the login URL for agency users.

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Administrative Steps: External Users Access

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Administrative Steps: Setting Up iRecruitment High Availability

Administrative Steps: Setting Up iRecruitment High Availability

Follow these steps to set up high availability:

• Set the IRC: Availability Mode profile option. This defines the mode in which the primary and the high availability instances are run. You must set this profile option on the primary and the high availability instances to transition between the two instances to support the candidate job site.

• Set up the High Availability Instance. To do this you can either make a full copy of the primary instance or install a clean instance and create all the data required for the external candidate functionality applicable to the High Availability pages.

• Setup the other high availability profile options.

These steps are technical in nature and for detailed list of setup instructions, refer to the Oracle iRecruitment Implementation and User guide.

Note: Ensure that the latest applicant and vacancy data is available on both the primary and HA instance. Oracle provides sample scripts to help you transfer the data. You must also keep the tables in synchronization between the primary and the HA instances.

For more information, see: High Availability Streams Processes, white paper available on Oracle Metalink, note ID: 299180.1

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Summary

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Configuring iRecruitment Pages Chapter 7 - Page 1

Configuring iRecruitment Pages

Chapter 7

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Objectives

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iRecruitment Page Components

iRecruitment Page Components

Oracle iRecruitment is a highly extensible and configurable application that enables you to design a recruitment site that addresses your business requirements. You can tailor the content, labels, links, and logos of iRecruitment to match your corporate identity.

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The sample web pages show which elements an administrator can configure. For example you may want to display the flexfield to gather additional information or change the region labels. Similarly you can hide the Date of Birth of field available in the Application page to meet your statutory requirements.

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Personalization Framework

Personalization Framework

Oracle iRecruitment uses the the capabilities of Personalization Framework, a component of the Oracle Applications (OA) Framework technology that enables you to modify many aspects of the appearance and behavior of web pages.

For additional information, see: Introduction to Oracle Application Framework, Release 12 Documentation - document on Metalink (Note # 391554.1 )

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Personalization Levels in iRecruitment

Personalization Levels in iRecruitment

Personalization Framework enables you to configure web pages at different levels: function, localization, site, organization, responsibility, and user. These levels help the implementation teams to target the personalizations at specific users.

Function is the highest level of personalization. If you set a value at the highest level and do not personalize at the lower levels such as responsibility, then the default value is inherited at the lower levels. You can personalize at the lower levels and override the default value.

An end user such as registered user can personalize certain tables in query regions and the personalizations would affect no one else. For example you can save a keyword search, and personalize your view settings.

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Profile Options for Personalization Framework


Before you can personalize a region at a personalization level, you must set the Personalize Self-service Defn profile option to Yes for the user you are signing in as. This profile option enables the global Personalize Page link on every page so that you can personalize any page or region.

Additionally, you can set the FND: Personalization Region Link Enabled profile option to Yes, to enable Personalize Region links for each region in a page. When this profile is enabled, “Personalize Region” links appear for each region. You can use this link to work through personalization for a specific region.

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Additional Options for Tabular Regions

Additional Options for Tabular Regions

You can modify the number of columns and rows in tables. You can also change the column labels and change the sequence of columns. For example, in this table you can reorder the column heading and move Location column next to the Position Name column.

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Adding or Editing User Instructions

Adding or Editing User Instructions

To create new messages or edit existing messages, log on with the Application Developer responsibility and choose Application > Messages. Create a new message and save it. Then you can use Personalization Framework to add your instruction to the web page. For information on translating messages created using the Messages window and Message Dictionary refer to Application Message Standards in Oracle Applications Developer's Guide

You can also use the Personalization Framework Create Item feature to create user instructions and fields. You can then translate this text into any installed languages at your site. For information on translating messages created using the Personalization Framework feature, refer the OA Customization Framework document on Metalink (Note # 275880.1).

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Display Flexfields

Display Flexfields

iRecruitment enables you to display and personalize flexfields on candidate and vacancy pages to record information specific to your business requirements. You can use descriptive flexfields to track additional information. For example, in addition to entering an extensive range of information against a vacancy you can use the Additional Vacancy Details Flexfield to record further information such as Job code and Pay range. Similarly you can set up the Additional Search Criteria Details flexfield to capture information specific to your vacancy requirements and find candidates suitable to the vacancy.

For information on configuring flexfields in iRecruitment pages, refer Oracle iRecruitment Implementation and User Guide.

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Summary

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Managers and Recruiters: Assessments Chapter 8 - Page 1

Managers and Recruiters: Assessments

Chapter 8

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Managers and Recruiters: Assessments

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Objectives

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Assessments - Overview

Assessments – Overview

As recruiting managers, you may find it difficult to deal with huge volumes of candidate records and identify key candidates in a reasonable amount of time. Candidates and applicants vary widely in their skills and work styles. Often, you can eliminate applicants, as they do not meet the minimum qualifications for the job.

iRecruitment provides the online assessment functionality to use in the recruitment process.

The following slides provide an overview of the functionality and explain how to create assessments.

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iRecruitment enables enterprises to use assessments (surveys and tests) in their recruiting process.

Assessments help enterprises, for example, to:

• Collect details about employability and work preferences to screen candidates.

• Measure skills required for jobs.

Managers and recruiters can create assessments to present them to the candidates during the registration and job application processes.

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Creating Assessments

Creating Assessments

This slide shows the sequence of tasks required to create assessments. Each of the steps is discussed in detail in the following slides.

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Creating Question Banks

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Creating Questions

Creating Questions

When creating questions in a question bank, you select a question type based on the objective of your question.

You can create the following question types:

• Fill in the blank (text response)

• Fill in the blank (numeric response)

• True or false

• Multiple choice (single correct response)

• Multiple choice (multiple correct responses)

A response is a possible answer to a question. The number of responses depends on the question type.

Feedback enables you to provide an explanation to the learner for correct and incorrect responses to a question.

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Creating Surveys and Tests

Creating Surveys and Tests

After you have created a question bank and added the required questions, you can create surveys and tests.

When you create a scored test, you specify a mastery score to indicate the minimum pass mark for a test. When you set a mastery score for the test, an applicant passes or fails a test based on the results.

You can set up different tests on a vacancy by vacancy basis.

You must publish surveys and tests so that they are available for use in iRecruitment.

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Analyzing Test Results

Analyzing Test Results

Analyze the results of candidates and applicants, either for a test or for individual questions in the Learner summary section. You can view details such as the number of applicants who have attempted, passed, or failed a vacancy test. You can use assessment results to shortlist applicants for a vacancy.

For more information, see: Creating and Managing Assessments for iRecruitment in the online help. O

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Summary

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Managers and Recruiters: Vacancies and Job Posting Chapter 9 - Page 1

Managers and Recruiters: Vacancies and Job Posting

Chapter 9

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Managers and Recruiters: Vacancies and Job Posting

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Manager and Recruiter Features: Vacancies

Manager and Recruiter Features: Vacancies

This graphic is an overview of the vacancies feature in iRecruitment.

You need to complete the following stages to get your vacancies to your job seekers:

• Vacancy Creation: iRecruitment begins with the definition of the vacancy.

• Approval: If approvals are set up, then iRecruitment routes the vacancies through the approval process.

• Posting: Employees can view the jobs posted on internal site, and registered users have access only to the jobs available on the external site. Managers can select the external job boards to post the vacancy requirements to the third-party sites once the vacancy is approved.

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Creating a Vacancy

Creating a Vacancy

This slide summarizes the vacancy creation process. Each of the steps is discussed in detail in the following slides.

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Providing Primary Details

Providing Primary Details

Use your iRecruitment Manager responsibility to create a vacancy.

Compensation details are for information purposes only. Note that they do not define the compensation elements that are included in the employment assignment after a candidate has been hired.

If you have entered recruitment information at the business-group level, then these values will default to the Primary Details page. For example, if you select vacancy code allocation method as automatic, the vacancy that you create is automatically assigned a number.

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Entering Skills and Qualifications


The skills that are available in iRecruitment are set up only as global competencies in Oracle HRMS.

Define the skills and qualifications required for a vacancy. If the vacancy is associated with a position, for example, any competencies required in that position appear automatically. During a manager search, iRecruitment compares the skills required for the vacancy with the candidates’ skills and displays a list of candidates whose skills match the vacancy requirements.

Select an assessment, for example, a test that applicants can complete when they apply for your vacancy. You can use tests to measure applicants’ knowledge and skills.

Note: iRecruitment matches only skills and not qualifications. O

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Formatting Job Posting

Formatting Job Posting

When you create job postings you can:

• Specify separate start and end dates for job postings on internal, external, and third-party sites. If your enterprise has a policy of making the vacancies available to the employees first, you can use this feature.

• Select multiple third-party recruiting sites to post vacancy details.

• Specify the URL where you have placed the image. When you post the vacancy details, the company logo appears on the job posting.

• Use the editor to apply advanced formatting features. You can add links to web pages, for example a company website, so that candidates can view further information.

Note: If you have set up default job postings, then the job posting details appear by default on this page. You can still edit the job details as required.

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Defining Vacancy Security


To manage a vacancy, you can allocate or restrict access to people in your enterprise.

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Define the security of the vacancy to control vacancy access. You can set vacancy security as:

• Team: Only people in the recruiting team can see the vacancy. When setting up Team Only security, you must include the recruiter or manager in the team, or they will not be able to see the vacancy.

• Business and team: The recruiting team and users with appropriate security profile can see the vacancy.

• Public: Anyone in the business group can see the vacancy.

Define different levels of vacancy security. These are:

• Update

• Update/Delete

• View Only

Note: The vacancy security determines whether your managers can create, view, update, and maintain offers for a specific vacancy. If managers cannot update a vacancy, then they cannot create, update, or perform any other update action on an offer, for example, send an offer.

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Define agency access to a vacancy in the Agencies table. You can make the vacancy details available to recruiting agencies that your enterprise uses.

Identify one or more agencies to assist with recruiting for a vacancy. You can:

• Specify the duration for which the agencies access the vacancy.

• Indicate the maximum number of applicants that agencies can submit for each vacancy.

• Enable an agency to complete the recruitment process for a vacancy. Select the Manage Applicants check box when assigning the vacancy to an agency to enable the agency to progress applicants through the entire application process.

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Reviewing and Submitting a Vacancy

Reviewing and Submitting a Vacancy

If you need to add information, then you can add notes in the comments area. If you are happy with the details entered for the vacancy, then submit the vacancy.

Note: You cannot change any values directly on the review page. Navigate to other pages to correct any information.

You can also save a draft of the vacancy and complete the details later.

Depending on the approvals set up in your enterprise, you can:

• Add approvers for your vacancy.

• Select recipients of the vacancy notification.

If approvals are required for vacancies, then you may get a confirmation that the vacancy is submitted for approval.

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Posting a Vacancy

Posting a Vacancy

You can post the vacancy details to the third-party sites using the Post Advert button in the Vacancy Details page. By default, the vacancy is sent in HR-XML format. You can view and track the responses from each third- party site in the Response column.

You do not post vacancies to your enterprise’s internal and external sites. iRecruitment automatically posts the job advertisements on the internal and external sites on the specified start date. O

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Searching for Approved Vacancies

Searching for Approved Vacancies

The vacancies that a manager can see are based on the security set for the vacancy.

Search for vacancies using any one of the criteria such as the name of the vacancy, job title, position, or the recruiter details.

You learn about candidate processing in the next class.

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Copying Vacancies

Copying Vacancies

If you have a lot of vacancies that contain the same information such as location, position, and requisite skills, you can use the duplicate functionality in iRecruitment to copy vacancies. You can also set up a sample vacancy to use as a template. You can then copy this template and edit or review the information as required. For example, you can retain the job posting details but nominate a different security team.

Using the duplicate functionality:

• Helps you avoid reentering all the information

• Reduces the time and effort required to create vacancies

• Ensures that vacancy details are uniform and accurate O

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Maintaining Vacancies

Maintaining Vacancies

A manager or recruiter can update the status of an approved vacancy. For example, if the funding for a vacancy is no longer available, you can update the status of the vacancy to “Hold,” so that it is no longer seen by the job seekers. You can also make changes to vacancies after they have been approved if circumstances change, for example, change of office location.

Note: When you edit or update the vacancy details, depending on how you have configured the approvals on field changes, iRecruitment routes the vacancy for approval again. For example, an update to the skills information may not require approvals again, but any changes to the organization, position, or number of openings may require approvals. If your supervisor does not approve the changes, the vacancy retains the values from the prior approval.

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Summary

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Job Seekers: Site Visitors and Registered Users Chapter 10 - Page 1

Job Seekers: Site Visitors and Registered Users

Chapter 10

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Job Seekers: Site Visitors and Registered Users

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Objectives

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Site Visitors - Overview

Site Visitors - Overview

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

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Job Search

Job Search

Job seekers can use the following searches to find jobs:

• Simple Search to perform a very quick and easy search for jobs.

• Advanced Search to perform a more detailed search.

Site visitors, registered users, and employees visiting the job site may search for job openings using different location criteria. For example a job in specific location within a city or a job within a specific distance. iRecruitment provides varied search criteria options for candidates to perform job searches based on location. The following slide explains the location search options.

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Job Search: Based on Location

Job Search: Based on Location

Job seekers can perform job searches based on location. They can:

• Select a city location from a list of cities that have current vacancies.

• Enter a city or zip code and find vacancies within a certain distance. This search uses eLocation, a service hosted by Oracle.

• Select a location code from a list of codes that have current vacancies. The location code identifies a location more exactly. For example, if there are multiple offices in one city, the location code could distinguish between them.

Note: The location search options are available based on the user access. For example, the City Location and text search Location fields are hidden by default for employees.

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Job Basket

Job Basket

Site visitors can use the job basket function to store details about jobs. The job details are stored in a table that the user can configure and sort as required.

Note

• Site visitors must register before they are able to save the jobs to the database. This means that the jobs are only stored in the site visitor’s job basket for the duration of the iRecruitment session. If you do not register, the job basket is reset when you leave the iRecruitment site.

• When you click the Apply icon, you are asked to register with iRecruitment. After you register, you can apply to the selected job.

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Refer Jobs

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Register

Register

When an external visitor registers in iRecruitment, an Oracle HRMS user is automatically created using the visitor’s e-mail address as the username. The iRecruitment External Candidate responsibility is assigned to the user.

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Overview: Registered Users

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Creating My Account Details

Creating My Account Details

As a registered user, you can create your profile using the My Account functionality.

If you do not have a resume, then you can create your resume online as a part of the registration process. Oracle iRecruitment uses the candidate's personal and professional information to automatically create a resume in HTML, based on the candidate's choice of the format. The application adds the automatically generated resume to the profile of the candidate so that managers can search on it.

Note: Currently, the system-generated resume is only created at the time of registration. You cannot update the resume once iRecruitment creates your account. You can delete a system-generated resume and add another resume, if required.

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Creating Personal Details

Creating Personal Details

During the registration process, if you upload a resume, iRecruitment extracts the data from the resume and populates your account. You can view this information in real time and edit the details if required.

Note: Resume parsing is only available if the recruiting organization has an agreement with a third party who offers the parsing functionality.

You can attach documents (for example covering letters).

You can delete existing resume and add a new resume. Use the file type Resume to upload your resume. Only resume document types get searched during a manager search. The resume search function enables managers to find suitable candidates for vacancy by searching candidate resumes for specific keywords relating to the vacancy.

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If you define the skills you possess you can elect to receive e-mail notifications of matching jobs depending on how you have set your e-mail preferences. iRecruitment uses this information for skills matching to identify candidates. Candidates can use it to get matching jobs.

Matching functionality in iRecruitment uses suitability matching. iRecruitment measures how well the skills of candidates match with skills defined in the vacancy requirement and applies a percentage match for all the candidates who have the requisite skills.

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Entering Work Preferences

Entering Work Preferences

To widen your job search and receive suitable job alerts, you can select multiple locations and job categories.

When managers search for candidates, iRecruitment identifies candidates whose skills and work preferences match those of the vacancy. You can receive job alerts based on your work preferences.

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Specifying E-Mail Preferences

Specifying E-Mail Preferences

When you set your preferences, iRecruitment sends e-mails of general information such as company information, and matching jobs.

You can select:

• Format for e-mails: If you want to receive notification of vacancy openings in HTML format.

• Frequency of e-mails: How often you want to receive job matching notifications: daily, weekly, bi-monthly, monthly.

• Mails on matching jobs: You can choose if you want to receive e-mails on jobs that match your skills, qualification, location or any of the criteria in your work preferences.

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Defining Privacy for Your Account

Defining Privacy for Your Account

When registering with iRecruitment, a job seeker has the opportunity to remain hidden from managers who are searching for candidates. This means that applicants will not be contacted by any managers other than the managers of vacancies for which they have applied. This enables internal candidates to apply for jobs in other departments without the knowledge of their current manager.

Choose whether you want your details to be included in the manager’s search:

Select the Allow Account To Be Searched check box if you want your details to be part of the manager search. Managers can see your details when they search for suitable candidates and may invite you to apply.

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Job Basket

Job Basket

The permanent job basket is available to the registered users. But once you apply for a job, this job is no longer available in the job basket.

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Applying for Jobs

Applying for Jobs

The details provided in your account get reflected on the Application page:

• Personal Details

• Address

• Phone Numbers

• Employment History

• Education

• Skills

• Additional Qualifications

If required, you can update any of the information. When you submit the application, you can see a confirmation.

Note: The changes that you make to your account while applying for a job are not limited to the specific job application, but get applied to your account.

If iRecruitment presents an assessment, for example, a test during the application process, then complete the assessment. Managers can use assessment results to shortlist applicants for their vacancies.

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Applying for Jobs

Applying for Jobs

When a candidate becomes an applicant, Oracle HRMS automatically creates an applicant assignment for the vacancy that the user has applied to.

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Managing Account

Managing Account

Once you create your account, you can edit or update the information. For example, if you change your residence you can provide the new contact address, or if you have completed any course you can update your qualification details. You can also reset your e-mail preferences for matching jobs or redefine the security for account.

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Monitoring Job Applications

Monitoring Job Applications

View the status of your job application on the home page or the Jobs Applied For page.

When you receive a job offer, you can either accept or decline the offer.

When you withdraw your job application, iRecruitment changes the status of the application to Application Terminated.

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Summary

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Managers and Recruiters: Candidate Processing Chapter 11 - Page 1

Managers and Recruiters: Candidate Processing

Chapter 11

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Managers and Recruiters: Candidate Processing

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Objectives

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Candidate Processing in iRecruitment

Candidate Processing in iRecruitment

This graphic looks at candidate processing through to hiring. Most of the steps are optional. Managers or recruiters can also directly move to progressing applicants for their vacancies.

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Manager Search

Manager Search

As manager or recruiter you may have to sort details and identify candidates. The following slides look at how you can perform a systematic search using iRecruitment.

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Manager and Recruiter Features: Process Candidates

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Search in iRecruitment

Search in iRecruitment

In iRecruitment, you can find candidates using a variety of search methods. You can perform detailed searches of the complete pool of candidates, search for individuals, or use resumes search.

Note: When you search for candidates, iRecruitment searches only the registered users who have given permission to view their information.

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Searching for Individuals

Searching for Individuals

You can do a free form search and key in the last name, the first name, the e-mail ID, or the location to search for an individual. You can also search for agency candidates.

Note: The parameters that you can use to search for an individual depend on the legislative restrictions.

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Searching the Prospect Pool

Searching the Prospect Pool

The prospect pool contains all registered users who have given permission for their information to be published.

Other search criteria include:

• Maximum salary

• Employment status

• Resume keyword search

• Agency Name

• Registration Results

If your enterprise uses location search to find candidates, then you can view the Location, Country, and Distance from Location (Miles) fields on the Prospect Pool page. To perform a location search, enter a city name or zip code in the Location field, and specify a distance from that location to find candidates within that distance. For example, you can search for candidates located within 30 miles of San Diego or zip code 92101. When you search the prospect pool and find suitable candidates you can refer, reject, or pursue the candidates.

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Searching for Candidates Using Resumes

Searching for Candidates Using Resumes

As managers or recruiters, you can only search those resumes that candidates upload onto the iRecruitment site. You can search for resumes using specific keywords. For example, you can search for resumes that contain a particular skill or qualification. iRecruitment highlights the search keyword in the HTML preview of the candidate’s resume to help you to identify where the matches occur quickly and easily. In the keyword search field, users can provide 80 characters of 3 rows.

The Resume Result set has the following details:

• A link to the Candidate Detail Page

• A link to preview the resume

• A link to access the resume file

Note: iRecruitment searches only resumes uploaded as document types. Fields such as graphics, how to apply, and the job posting title are not searched during keyword search.

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Matching Skills in iRecruitment: Finding Candidates

Matching Skills in iRecruitment: Finding Candidates

When you search for candidates for a vacancy, iRecruitment compares the skills required for the vacancy with the candidates’ skills and returns a list of candidates showing their skills-match percentage. You can use this information along with other search results to shortlist candidates for vacancies.

You can send job invites to candidates. This point is discussed in detail in the subsequent slide related to processing candidates. O

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Processing Candidates: Options

Processing Candidates: Options

As a manager or recruiter, you can do any one of the following:

• Consider: Decide whether to encourage a candidate to apply, or consider them for a future job opening. This information is just for your reference. Unless you select Pursue or Reject, the application takes no further action on the candidate. Consider does not deliver any notification to the person. The application updates the consideration status column for the candidate.

• Pursue: Invite a candidate to apply for a job. When you select this option, iRecruitment sends a notification to the candidate inviting them to apply for the vacancy. When the candidate applies to the specific vacancy, the person becomes an applicant and is moved to the applicant list. The iRecruitment database maintains a record of the action.

• Reject: Indicate that you do not find a candidate suitable for a vacancy. iRecruitment excludes rejected people from future searches for a particular vacancy but not for all vacancies.

• Refer: Suggest a candidate to other managers or recruiters, if you find a candidate suitable for other vacancies.

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Summary

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Managers and Recruiters: Working with Applicants Chapter 12 - Page 1

Managers and Recruiters: Working with Applicants

Chapter 12

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Managers and Recruiters: Working with Applicants

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Objectives

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Manager and Recruiter Features: Progress Applicants

Manager and Recruiter Features: Progress Applicants

In iRecruitment, you track the progress of applicants using applicant statuses. Each status relates to a different stage in the recruitment process. The conveyor belt in the graphic represents this process. Each of the indicated stages can be related to applicant statuses.

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Working with Applicants

Working with Applicants

You can search for applicants using criteria such as vacancy, name, application status, or vacancy assessment results. The My Applicants search enables you quickly to identify applicants for all your vacancies.

If your enterprise uses the Agencies functionality to work with recruiting agencies, then you can search for applicants from a specific agency or exclude agency applicants from the applicants search. You can also preview applicants’ resumes or download resumes to gather further information. You can view application details on the Candidate Details page.

When you view the application details, you can complete the following tasks:

• Update the application status

• Rating an applicant for a vacancy

• Add attachments

• Create an offer

The following slides explain these tasks.

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Updating the Status of an Application

Updating the Status of an Application

When an applicant applies for a job, iRecruitment sets the application status to Active by default. In the Status Details and Change Reason region, you can select a status to indicate at what stage an application is in the recruitment process. For example, you can select the First Interview status, then Second Interview, and then Terminate for an application. You can view the status history for each application in the Application Assignment History table.

You can create an offer for applicant. The following slides explain how to create and send offers to applicants.

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Ranking Applicants

Ranking Applicants

You can rate applicants for your vacancy based on their performance during the recruitment process. In the Applicant Rating region of the Candidate Details page, you can enter a manual rating, for example, 2. You can then sort applicants in the rating order for a specific vacancy on the View Applicants page.

Note: iRecruitment saves only one rating for each application.

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Adding Attachments

Adding Attachments

You can update the attachments when you progress the application.

Note: Applicants cannot view the documents that you add as attachments to the job applications.

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Using the Mass Applicant Update Feature

Using the Mass Applicant Update Feature

You can update the status of multiple applicants for a vacancy, using the Applicant Mass Update functionality. For example, if you want to reject most applicants for a vacancy, select the relevant applicants on the View Applicants page and click the Update Status button. On the Applicants: Mass Update page, select the status Terminate Application and provide a status change reason, for example, poor performance.

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Background Check

Background Check

A manager or recruiter can run a background check on an applicant. The Background Check Maintenance function links the manager or recruiter to the vendor’s site and transfers the applicant information. The background check provider e-mails the information or the manager can retrieve the results from the provider’s Web site. To track the status of a background check and also to view the result, you need to access the HireRight site.

Note

• When managers visit the background check vendor’s site, they need to use the company ID, username, and password information to enable a direct login to the vendor’s site from the iRecruitment home page. Please see the technical detail of how this is set up in the Implementation Class.

• To use the background check functionality, the enterprise must be registered with the background check vendor.

• Performing a background check has legal implications and must comply with the legislative rules of the country in which the recruiting organization is operating.

• The results of the background check are not stored in the iRecruitment database.

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Creating an Offer

Creating an Offer

This diagram shows the offer tasks from creating an offer to sending the offer for approval. The process of extending a job offer to an applicant starts with identifying an applicant.

You provide the following details to create an offer:

• Basic details such as assignment information, proposed employment start date, and the offer closing date. You can allocate salary using the Offers Equity Analysis for Organization report.

• Compensation details such as car and relocation benefits. If your enterprise has set up benefits for iRecruitment applicants, then compensation plans appear automatically for eligible applicants.

You can preview the offer letter in any one of the formats decided by your enterprise: PDF, HTML, or RTF. When you create an offer, you may have to submit the offer for approval, depending on the approval requirements of your enterprise.

You can also save the draft offer and submit it at a later date.

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Sending an Offer

Sending an Offer

This diagram shows the offer tasks from sending an offer to an applicant to offer acceptance.

When iRecruitment routes an offer for approval, approvers can: approve, reject, or returns the offer for correction. After you receive the offer approval notification, you can send an offer online using the Send Offer page or send a paper copy of the offer.

iRecruitment updates the application status to Accepted:

• When an applicant accepts an offer online.

• When you select Offer Accepted by Applicant option on the Enter Applicant Response page, after you hear from the applicant or receive a written note.

Maintaining an Offer

You can also carry out tasks related to an offer, for example, update the offer to include revised compensation or extend the offer duration. You can also place an offer on hold if the relevant project is cancelled or if there is recruitment freeze in your enterprise.

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Hiring an Applicant

Hiring an Applicant

After an applicant has accepted an offer, you can hire the applicant using Oracle Self-Service Human Resources Applicant Hire function.

For more information, see: Hire or Placement, Place Contingent Worker Processes (Deploy SSHR Capability) in the online help.

You can also use the People Management template to hire an applicant.

For more information on using the Hiring Applicants template, see: Hiring an Applicant (Recruitment Using People Management) in the online help.

When you hire the applicant, Oracle HRMS associates the person with the Employee.Ex-applicant person type and assigns an employee number. You can create a new user for the employee and associate the user with the iRecruitment Employee Candidate responsibility.

If you manually create a new user, in addition to granting the user the correct responsibility, you must grant them the correct permission set using the Functional Administrator responsibility. Check with you system administrator to create grants for new users.

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Agency Users - Working with iRecruitment Chapter 13 - Page 1

Agency Users - Working with iRecruitment

Chapter 13

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Agency Users - Working with iRecruitment

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Objectives

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Overview of Agency User Tasks

Overview of Agency User Tasks

From the iRecruitment home page, as an agency user, you can:

• Search for vacancies assigned to your agency, and view vacancy details such as the maximum number of applicants that you can submit for a vacancy and the current number of applicants.

• Create details of your candidates.

• Search for candidates using searches such prospect pool, individuals, or resumes.

• Apply for jobs on behalf of your candidates.

• Progress applicants for a vacancy, if appropriate. For example, some enterprises delegate the complete recruitment process to an agency. In this instance, the agency processes all applications for a vacancy to provide the enterprise with the best candidate.

The following slides explain how to complete these tasks.

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Searching for Vacancies

Searching for Vacancies

On the Vacancies page, you can search for vacancies using criteria such as vacancy name and the creation date.

Note: You can view only the vacancies assigned to your agency.

You can view the following details for a vacancy:

• The number of job applications you make for the vacancy

• The vacancy availability period

• Whether your agency is the sole agency

• Whether your agency can manage all applicants for the vacancy

When you search for a vacancy, you can:

• Find candidates whose skills match the vacancy requirements.

• View applicants for a vacancy.

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Working with Candidates Search for Candidates

Working with Candidates – Search for Candidates

As an agency user, you can view details of your agency candidates only. You can search for candidates using the following searches:

• Prospect pool

- Search for candidates using criteria such as work preferences, skills, and employment status. You can use a combination of criteria to search for specific candidates, for example, candidates who prefer part-time jobs in marketing.

• Individuals

- Search for individual users using last name, first name, e-mail ID, or location.

• Resumes

- Search for resumes using specific keywords, such as a skill or qualification. iRecruitment highlights the search keyword in the HTML preview of the candidate’s resume to identify where the matches occur on the resume. When you identify suitable candidates, you can apply for vacancies on their behalf.

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Creating Details of Candidates

Creating Details of Candidates

From the Prospect Pool, Individuals, or Resumes pages, you can create details of your candidates.

You can:

• Provide information such as name, address, and contact numbers. You can enter skills and qualifications of the candidate, and upload a resume as a supporting document. Enter a common e-mail ID for your candidates, for example, the e-mail address of your agency, so that managers can inform you about suitable vacancies or offers.

• Specify work preferences such as preferred work location and minimum salary requirements. iRecruitment uses work preferences and skills to identify candidates who match the vacancy requirements.

• Indicate whether the candidate’s details can appear in the manager search. If you do not select the Allow Account To Be Searched check box, then the candidates’ information is available only to managers of vacancies for which they have applied.

When you create candidates, iRecruitment associates the candidates with your agency and identifies them as your agency candidates for all subsequent recruitment activities.

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Applying for Jobs

Applying for Jobs

You can apply for jobs on behalf of your candidates when you create their details or search for vacancies.

Note: The changes that you make to a candidate’s account while applying for a job are not limited to the specific job application, but apply generally to the candidate’s account.

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Searching for Applicants

Searching for Applicants

On the Candidates: Applicants page, you can search for applicants using criteria such vacancy name or the agency.

Note

• If your agency has permission to manage applicants for a specific vacancy, then you can view and progress not only your agency applicants but also other applicants for that vacancy.

• If you do not have permission to manage applicants for a specific vacancy, then you can view details of your applicants and cannot see self-registered and other agency applicants.

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Progressing Applications

Progressing Applications

You can view the details of an application on the Candidate Details page. If an applicant has applied for multiple vacancies, then you can view only the applications for vacancies that your agency manages.

You can progress application only if you have permission to manage application for a vacancy.

You can:

• Update the application status to indicate at what stage an application is in the recruitment process.

• Rate applicants for your vacancy based on their performance during the recruitment process. You can enter a manual rating, for example, 5 and then sort applicants in the rating order for a specific vacancy.

• Add attachments to an application to include documents relevant to the person’s application, for example, a text file, that contains your comments about the applicant.

Note: Applicants cannot view the documents that you add as attachments to the job applications.

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Summary

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Generate Letters, Reports, and Perform Purge Chapter 14 - Page 1

Generate Letters, Reports, and Perform Purge

Chapter 14

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Generate Letters, Reports, and Perform Purge

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Objectives

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Letter Generation

Letter Generation

Online, using Web ADI: Use the online method (Web ADI), if you want to generate and review your letters immediately. Web ADI enables you to generate standard letters and reports by retrieving data and exporting it to a data file that is merged with a standard word processed document.

Note: Oracle recommends that you use Web ADI for generating recruitment letters.

For information on letter generation see: Letter Generation Using Web ADI in the online help. Ora

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Letters in Web ADI

Letters in Web ADI

Web Applications Desktop Integrator (Web ADI) is a self-service Oracle application, accessed using a browser. It generates Microsoft Excel or Word documents on your desktop, and downloads the data you have selected from the application.

For Letter Generation

Web ADI retrieves the data and downloads it directly into a template letter (which you can also store in the Oracle applications database) to form the mail merge. When you create a document for a mail merge, ensure that you select Word as the viewer. Your system administrator must set up integrators to enable the letter generation to take place.

In addition, the layout associated with the letter generation process must have same name as the letter created in the Letter window in the Oracle HRMS application. This associates a letter with an assignment status in Oracle HRMS, and links the letter to the layout. Defining a standard letter is explained in the subsequent slide.

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Letters in Oracle HRMS

Letters in Oracle HRMS

Typically you can set:

• Acknowledgement letter for all active applications

• Confirmation letters for interviews

• Offer and Rejection letters

If you are currently using Oracle HRMS, you can issue standard letters to applicants when their application status changes. For example, you can issue a first interview letter when an applicant’s assignment status is changed to First Interview.

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Defining a Standard Letter

Defining a Standard Letter

You define standard letters to complete letter generation for both Web ADI and Concurrent process.

In Oracle Human Resources, you can link one or more applicant assignment statuses with each recruitment letter. The application creates a letter request automatically when you assign the applicant an assignment status.

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Requesting Letters Using Oracle HRMS and Web ADI

Requesting Letters Using Web ADI and Oracle HRMS

Select the Automatic method of letter generation. If you select Automatic as the method of letter generation, you do not need to select the people in the Requested For region. The application generates list of people automatically and the list includes people who are on the status you set up.

Web ADI

After you export the data to Web ADI, you select Microsoft Word as the viewer. As the template is linked to the integrator and layout is available in the database, the data automatically creates a merge letter.

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Generating Reports

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Common Recruitment Questions

Common Recruitment Questions

As manager or recruiter you may have questions related to your recruitment. You might want to know how effective or efficient your recruitment process is. You might want to obtain key information about recruitment analysis.

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• 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.

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iRecruitment Reports

iRecruitment Reports

About 35 iRecruitment business intelligence reports - PMV reports are delivered with iRecruitment. Of these, 19 are the “Status reports” and are displayed on the Human Resources Intelligence self-service menus. The other 16 PMV reports are “Detail” reports accompanying the status reports.

The PMV status and detail reports, that report on various measures of the recruitment process, are supplied as standard with iRecruitment and need no further licenses.

The status reports that are available are:

• Recruitment Source Effectiveness Status

• Applicant Efficiency (Hires) – Organization and Manager

• Applicant Time to Fill – Organization and Manager

• Applicant Time to Start – Organization and Manager

• Applicant Fill to Start – Organization and Manager

• Vacancy Ageing – Organization and Manager

• Vacancy Fill to Start – Organization and Manager

• Vacancy Time to Fill – Organization and Manager

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• Vacancy Time to Start – Organization and Manager

• Vacancy Status (System Defaults) – Organization and Manager

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HRMSi Reports

HRMSi Reports

iRecruitment customers get a restricted license to HRMSi to run the iRecruitment Discoverer reports and to view the End User Layer (EUL). You need a full license of HRMSi to modify or create your own reports.

For more information about the PMV and HRMSi reports, see: Workforce Intelligence for iRecruitment in the online help.

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Maintaining Candidate Data in iRecruitment

Maintaining Candidate Data in iRecruitment

Enterprises handling huge volume of candidate data over a long period of time face issues such as adherence to data privacy laws and system performance. As new users register and applicants apply for jobs, the number of records in the system will increase.

Oracle iRecruitment provides the iRecruitment Purge Old Data process to remove the candidate and applicant data from the database. This process helps you meet any data protection statutory requirements in your country.

The following slide explains the iRecruitment Purge Old Data Process.

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Purge Old Data Process

Purge Old Data Process

iRecruitment Purge Old Data process offers the following purge options. You can select any one of the following options:

• Pre-Purge Notification: Use this option if you want to notify registered users before you purge their data. This option sends a notification requesting users to log into iRecruitment and apply for a job to avoid removal from iRecruitment.

• Anonymize: Use this purge option if you want to hide the identity of users, but retain information about them such as qualifications, address details and work preferences. The process replaces the family name of the candidate with the word Anonymous and deletes the first name.

• Anonymize and Partial Purge: Use this purge option to hide the identity of users and to delete sensitive information relating to them such as qualifications and previous employment history.

• Complete Purge: Use this purge option to completely remove user records and all of the data associated with them.

For more information about running the process, see: Running the iRecruitment Purge Old Data Process in the online help.

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Summary

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R 12 HRMS iRecruitment Fundamentals Conclusion Chapter 15 - Page 1

R 12 HRMS iRecruitment Fundamentals Conclusion

Chapter 15

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R 12 HRMS iRecruitment Fundamentals Conclusion

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Summary

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