Recruiting Solutions—Administrator Reports 1

Recruiting Solutions– Site Administrator

Job Aids

PeopleSoft Training - HCM

July 2005

DISTRICT WIDE APPLICATIONS

Recruiting Solutions—Administrator Reports 2

Table of Contents

Site Administrator Role ................................................................................................................................. 3

Location Alpha Report................................................................................................................................... 4

Routed Applicants Report.............................................................................................................................. 7

Select or Reject an Applicant....................................................................................................................... 10

Viewing Routing Reason/Interview Requirements.................................................................................. 10

Selecting an Applicant ............................................................................................................................. 12

Rejecting an Applicant............................................................................................................................. 13

Selected Applicants Report.......................................................................................................................... 14

Submitting a PAR ........................................................................................................................................ 17

S&I Summer and Intersession Selected Applicant Report .......................................................................... 18

Recruiting Solutions—Administrator Reports 3

Site Administrator Role Site Administrators will perform the following duties:

• Post & Bid o Run recruitment reports o Select applicants for Post & Bid o Submit PAR for selected applicants

• Intersession/Summer School o Run the S&I Selected Applicant Report

Recruiting Solutions—Administrator Reports 4

Location Alpha Report Site Administrators can run the Location Alpha Report to see which employees at their site are requesting transfers through Post & Bid, or applying for Summer/Intersession jobs. This is not a required report. It is for informational purposes only.

Step 1 Navigate to: Recruiting Reports Location Alpha Report

Step 2 2.1 Click the Add a New Value tab. 2.2 Enter a Run Control ID. (Use your initials,

or create a name for your report parameters.)

2.3 Click the button. Note: You only need to click the Add a New Value tab the first time you run a report. The next time you

run a report, just click the button. It will bring up all the run control IDs you have created. Click the appropriate link.

Step 3 3.1 Enter the Date Opened. The Open Date will

be posted under the Employment website www.sandi.net/personnel in the 'SDCS Hot Topics' area. All jobs for a certain recruitment period should have the same Open Date.

3.2 Enter the Location Code. (Ex: 0003A) This refers to the Location where the applicants’ current assignments exist.

3.3 Enter the Recruitment Template. Select ‘CERT_POST_&_BID’ or ‘CERT_SUM_INTERS’ depending on the recruitment period.

3.4 Select Sort By Alpha when running for Site Administrator use.

3.5 Click the button.

Recruiting Solutions—Administrator Reports 5

Step 4 4.1 Select PSNT from the drop-down menu for

Server Name.

4.2 Click the button.

Step 5 5.1 Note your Process Instance number. 5.2 Click the Process Monitor link.

Step 6

6.1 Click the button to update the .

6.2 When the reads “Success”, and

the reads “Posted”, click the Details link.

Step 7 Click the View Log/Trace link.

Recruiting Solutions—Administrator Reports 6

Step 8 Click the .PDF link that contains the Process Instance number that you noted above.

Step 9 Your report will open in Adobe Acrobat. You can now view and/or print the report.

Recruiting Solutions—Administrator Reports 7

Routed Applicants Report The Routed Applicants Report shows all applicants routed to the site administrator during Post & Bid for each Job Requisition. This is a required report if you have Job Requisitions at your site.

Step 1

Navigate to: Recruiting Reports Routed Applicants Report

Step 2 2.1 Click the Add a New Value tab. 2.2 Enter a Run Control ID. (Use your initials,

or create a name for your report parameters.)

2.3 Click the button. Note: You only need to click the Add a New Value tab the first time you run a report. The next time you

run a report, just click the button. It will bring up all the run control IDs you have created. Click the appropriate link.

Step 3 3.1 Enter the Date Opened. The Open Date will

be posted under the Employment website www.sandi.net/personnel in the 'SDCS Hot Topics' area. All jobs for a certain recruitment period should have the same Open Date.

3.2 Enter your site’s Location Code. (Ex: 0003A) 3.3 Enter the Project Template. Select

CERT_POST_&_BID.

3.4 Click the button.

Recruiting Solutions—Administrator Reports 8

Step 4 4.1 Select PSNT from the drop-down menu for

Server Name.

4.2 Click the button.

Step 5 5.1 Note your Process Instance number. 5.2 Click the Process Monitor link.

Step 6

6.1 Click the button to update the .

6.2 When the reads “Success”, and

the reads “Posted”, click the Details link.

Step 7 Click the View Log/Trace link.

Recruiting Solutions—Administrator Reports 9

Step 8 Click the .PDF link that contains the Process Instance number that you noted above.

Step 9 Your report will open in Adobe Acrobat. You can now view and/or print the report.

Recruiting Solutions—Administrator Reports 10

Reject or Select an Applicant The Applicant Activity – Applicant Detail page will be used to document the Site Administrator’s rejection or selection of the applicant as well. After interviewing routed applicants, the site administrator updates the applicant’s Disposition. Site Administrators must review all routed applicants in order to view Disposition Reason. Note: Site Administrators are only to make changes to requisitions that are for their site.

Step 1

Navigate to: Manager Self Service Recruiting Activities Recruiting Activities Home Track Applicant Activity

Step 2 You must select the Job Requisition number from the dropdown box and click New Search to view all applicants routed for that job requisition. Note: The Job Requisition number is located on the Routed Applicants Report. (See page 7)

Step 3 Select Applicant name to view routing reason. Note: Site Administrators must view each applicant for each job requisition.

Recruiting Solutions—Administrator Reports 11

Step 4 The Site Administrator is required to interview, hire, or take action as noted in the Disposition Reason. Note: Site Administrators are only to view requisitions that are for their site. Routing Reasons

Right 1st Refusal-Must Offer (Candidate has been impacted by a school closure and therefore, must be offered the position. No interview is required.)

Priority Consid-Must Interview (Candidate has excess status and therefore, is ensured an interview and shall be selected. If there is more than one name listed, you must interview all candidates and select one candidate from the pool of excess teachers listed for the position.)

Priority Consid-Must Offer (Candidate has excess status and therefore, is ensured an interview and shall be selected. If only one name is listed, you must interview and select.)

May Intrvw-Selection Not Reqrd (The applicant is not in a Perm or Prob status with contract, so the principal does not have to select the applicant, but the applicant may be a potential candidate for an intern program. Or, it can mean that an applicant at the secondary level does not meet ALL of the posted requirements, but the principal may still want to interview them. For example, the posted position for a middle school position may require a major in English, but a candidate with a supplemental still qualifies for the position. The principal can interview this person but does not have to select them.)

Click to get back to your list of applicants, or click to see the next applicant.

Recruiting Solutions—Administrator Reports 12

Step 5

Selecting an applicant:

Click on applicant’s name.

Step 6

6.1 Allow default of today’s date for Status Date. 6.2 Update Disposition with 078-Hire Decided.

You should only indicate ‘078-Hire Decided’ for one applicant, for each opening.

6.3 Once you have selected 078-Hire Decided,

click the button. Click to get back to your list of applicants, or click to see the next applicant.

Recruiting Solutions—Administrator Reports 13

Step 7

Rejecting an applicant:

7.1 Allow default of today’s date for Status Date. 7.2 Update the Disposition with 110-Reject 7.3 If the applicant is rejected, the Reason

should be documented. See below for rejection reasons.

7.4 Once you have selected 110-Reject, and the

Reason, click the button.

If no specific Reason is indicated for the rejection, when the selected applicant is hired, the Reason will default to Another Applicant was Hired.

Rejection Reasons

Another Applicant was hired

Unable to make contact

Interview standards not met

Interview declined

No show for interview

Selected for other position

Bid withdrawn

Other

Lacks Required Credentials

Not selected

Declined position

Requisition cancelled

No opening

Another job

Offer rejected

Previous Yr Sum/Intersession

Click to get back to your list of applicants, or click to see the next applicant.

Recruiting Solutions—Administrator Reports 14

Selected Applicants Report The Selected Applicants Report needs to be generated to show a list of applicants selected at the end of the Post & Bid recruitment process by Job Requisition Number. The report will serve as your list of Assignment Change PARS you need to create. HR will publish a timeline indicating when this report can be run. If you have selected applicants for Post & Bid, this is a required report.

Step 1

Navigate to: Recruiting Reports Selected Applicants

Step 2 2.1 Click the Add a New Value tab. 2.2 Enter a Run Control ID. (Use your initials,

or create a name for your report parameters.)

2.3 Click the button. Note: You only need to click the Add a New Value tab the first time you run a report. The next time you

run a report, just click the button. It will bring up all the run control IDs you have created. Click the appropriate link.

Step 3 3.1 Enter the Date Opened. The Open Date will

be posted under the Employment website www.sandi.net/personnel in the 'SDCS Hot Topics' area. All jobs for a certain recruitment period should have the same Open Date.

3.2 Enter your site’s Location Code. (Ex: 0003A) 3.3 Enter the Requisition Template. Select

CERT_POST_&_BID. 3.4 Select Requisition as the Sort Order. 3.5 DO NOT check the SDEA Use checkbox.

This is for Human Resources use only.

3.6 Click the button.

Recruiting Solutions—Administrator Reports 15

Step 4 4.1 Select PSNT from the drop-down menu for

Server Name.

4.2 Click the button.

Step 5 5.1 Note your Process Instance number. 5.2 Click the Process Monitor link.

Step 6

6.1 Click the button to update the .

6.2 When the reads “Success”, and

the reads “Posted”, click the Details link.

Step 7 Click the View Log/Trace link.

Recruiting Solutions—Administrator Reports 16

Step 8 Click the .PDF link that contains the Process Instance number that you noted above.

Step 9 Your report will open in Adobe Acrobat. You can now view and/or print the report.

Recruiting Solutions—Administrator Reports 17

PAR Submission After the Post & Bid posting is closed, the Site Administrator must submit a PAR for the selected applicant’s transfer. The PAR has been modified to track requisition information for applicants. The PAR you submit is the Assignment Change.

Step 1

Navigate to: Workforce Administration Personnel Action Request

Step 2 2.4 Click the Add a New Value tab 2.5 Click the drop down list box and Select EE –

Assignment Change for PAR TYPE.

2.6 Click the button.

Step 3 3.7 Effective Date - Date transfer is to go in

effect. 3.8 Emplid - Applicant ID who is to be

transferred. Refer to Selected Applicants Report (Page 14)

3.9 Action - Transfer 3.10 Reason - INT (Internal Recruitment) 3.11 Job Requisition - Enter the Job Requisition

number of the applicant being transferred. Refer to Selected Applicants Report (Page 13)

3.12 Position - Enter the Post & Bid position information required based on the Allocations Status Report.

Recruiting Solutions—Administrator Reports 18

S&I Summer and Intersession Selected Applicants Report Once the recruitment period has closed for Summer School or Intersession, the Site Administrators should generate the S&I Selected Applicants Report. This will show all applicants staffed for Summer/Intersession assignments. The report includes the chosen applicants’ names, current locations, home phone numbers, and their new summer school assignment information. Only applicants in a status of ‘Ready to Hire’ or ‘Hired’ will be displayed. If you have Summer School/Intersession at your site, this is a required report. Positions determined after eRecruit close date must be reported by an Add a Concurrent Job PAR.

Step 1

Navigate to: Recruiting Reports S&I Selected Applicant Rpt

Step 2 2.1 Click the Add a New Value tab. 2.2 Enter a Run Control ID. (Use your initials,

or create a name for your report parameters.)

2.3 Click the button. Note: You only need to click the Add a New Value tab the first time you run a report. The next time you

run a report, just click the button. It will bring up all the run control IDs you have created. Click the appropriate link.

Step 3 3.1 Enter the Requisition Date Opened. The

Open Date will be posted under the Employment website www.sandi.net/personnel in the 'SDCS Hot Topics' area. All jobs for a certain recruitment period should have the same Open Date.

3.2 Enter your site’s Location Code. (Ex: 0003A) 3.3 Leave Print code description key checked.

3.4 Click the button.

Recruiting Solutions—Administrator Reports 19

Step 4 4.1 Select PSNT from the drop-down menu for

Server Name.

4.2 Click the button.

Step 5 5.1 Note your Process Instance number. 5.2 Click the Process Monitor link.

Step 6

6.1 Click the button to update the .

6.2 When the reads “Success”, and

the reads “Posted”, click the Details link.

Step 7 Click the View Log/Trace link.

Recruiting Solutions—Administrator Reports 20

Step 8 Click the .PDF link that contains the Process Instance number that you noted above.

Step 9 Your report will open in Adobe Acrobat. You can now view and/or print the report.

PeopleSoft Support: A special support system for PeopleSoft application users is available. The DWA team will make every effort in responding to your requests for support/help by issuing tickets to the appropriate team member for a timely response. If previous options such as training manuals or job aids have not met your needs, please email the following support staff: Debra Sayble dsayble@sandi.net (ePro, Expenses & Mileage) Karin Alvarado kalvarado@sandi.net (PAR, Time & Labor, eRecruit) Mary McKinzie mmckinzie@sandi.net (PAR, Time & Labor)