Success Factors Recruitment Management

Success Factors Recruitment Management1TODAYS AGENDA In this training we will introduce you to:

The Recruiting systemCreating Job RequisitionsRequisition Approval ProcessAccessing Candidate ApplicationsRating Candidates

Our goal today is to get you familiar with the SuccessFactors Recruitment Management system and provide you with resources to assist you in the process. We realize that once you leave class today, you may still have questions. Please know that our recruitment office is available to assist you at any time. Also, job aids and tools will be accessible to assist you as well.2RECRUITING BASICS - GETTING STARTED Access through My Johns Hopkins system

Manage recruiting activities

Receive email notifications

SuccessFactors recruiting management is the applicant tracking program used to initiate requisitions and to view all applicant information, as well as record interview results.

3You will be able to access SuccessFactors through the My Johns Hopkins portal. It will be single sign on just like with SAP. This is the site where you will manage all your recruitment activities. As recruiters and managers move candidates through the process, email notifications will be sent to keep you up to date. For instance, when a recruiter places candidates in your portal for you to review, you will receive an automatic email instructing you to go into SuccessFactors to review the applications.Recruitment staff will use the system from application to hire, allowing the recruitment staff to follow candidates through all steps of the recruitment process.

Access is through a secure, online, centralized access to all recruiting processes.

Quick, efficient way to track candidates and requisitions (share examples if you have any)

Improvement to current process (talk about how the process will change at your organization)

Interview Central

Recruiting Management ProcessFrom creating a job requisition to hiring a candidate, the typical job requisition progresses through the following steps:

DefineApproveSourceSearchApplyEvaluateInterviewDecisionOfferAcceptCompleteInterview AssessmentJob PostCandidate Application and ProfileOffer Approval and LetterJob Requisition ProcessInternal and External PortalCandidate Pipeline4Recruiting Roles in SuccessFactors

OriginatorHiring ManagerOthers Invited to InterviewRecruiterOriginatorInitiates job requisition, completes required fields such as position number, org unit and department, shift, etc., and then initiates the approval process.

Hiring ManagerCan also initiate requisitionsApproves requisitionsReviews applicants resumes.Reviews interviewers assessments.Makes a hiring selection from candidates interviewed.

RecruiterCompletes HR only requisition fields and posts job requisition internally, externally, or both.Reviews all internal and external candidates.Moves applicants to the next step in the process who have met minimum qualifications to hiring manager.Processes background/reference checks. Dispositions candidates appropriately and closes job requisition when candidate is hired.

5Recruiting on the Home Page

When you log in to the system, you will notice you have access to both Recruiting and Performance. However, the Home page does provide a central location to access job requisitions and recruiting processes. The Recruit New Talent section of the To-Dos list links to items where your action is required (e.g., job requisitions, interview assessments, etc.).

On the Home page, you have access to recruiting tools:Click the Home drop-down menu.Select Recruiting.

6Recruiting ModuleResources in Recruiting module include: Job Requisitions Candidates Interview Central

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Job Requisitions - Lists job requisitions in which you are an operator or approver. Click a job title link to view the job requisition and candidates that applied to the requisition.Candidates - Search the organization for internal and external individuals.Interview Central Invite others to participate in the interview process.7The Job Requisitions tab is used to:Review and manage job requisitionsUse Filter and Display options

1243567JOB REQUISITIONSCreate New is where you click to initiate a requisition.Job title links will link you to the requisitions and candidates associated with that requisitionSearch function to find the requisition you are seekingFilter and Display wheel. You can filter to search based on title, requisition number, hiring manager, etc. The display options allows you to customize what you see on your screen.Requisition numberCandidates column will let you know the number of candidates who have applied for the position. Will also indicate if there are new applications for you to review.Progress Bar shows how far along in the process you are. If you are near the end where you are checking references/background, the majority of the blocks will be filled in . . .8

Create New link Job requisitions title and Req id Filter job requisitions Filter and Display Options1243567Job title opens a job requisition Candidates(#) link Progress barJob requisitions are listed by the internal job title along with system assigned Req ID and other information.Click the Create New link to create a new job requisition. Once created, job requisitions are listed by internal Job Title and system assigned Req Id.Use drop-down menu to filter job requisitions by pending approval, open, and closed status. Use drop-down menu to select Filter Options, to locate job requisitions, and Display Options, to change how requisition information is displayed. Click a Job Title link to open a job requisition or hover over the Job Title link to view Requisition and Candidate Actions that can be taken (a pop-up window displays). Add pop-up content (see next slide)Click the active Candidates(#) link to view a list of candidates who applied to position and their applications. The (#) lists the number of active candidate applications for the position. The Progress bar tracks approved job requisitions through the application process.

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View or Edit Requisition - Open the requisition. During the approval process it may be edited.Candidate Summary - Manage the internal and external candidates that have applied to the position.Job Postings view the job postings associated with this position.10To create a job requisition:

Creating Job RequisitionsCreate New Job Requisition From Blank TemplateCopy Existing Job Requisition2

To create a job requisition:Click Create New on the Job Requisitions tab.A new screen appears. You will have two options for creating a new job requisition. Create New Job Requisition From Blank Template - Use a blank job requisition to start the process from scratch. We will show you how to do this in this course, but you will also have the following options in the Recruiting system.Copy Existing Job Requisition - Copy an existing requisition and customize it to create a new one.

Click Create New Job Requisition From Blank Template to use a blank job requisition to start the process from scratch. A new window opens.Enter Job Title.Enter Due Date for approval.List job requisition approval participants (i.e., Hiring Manager and Recruiter).Click Next. The job requisition form will open.

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Each job requisition form contains fields to enter position details. The operators add information to the form to build the job requisition as it progresses through the approval process. Job Requisition FormKey features of the job requisition form include:Information sections to outline the details of the position.Form tools include Print, Save, and Delete the requisition. Route Map displays the job requisition approval process. The current step is highlighted in green.Send options move the job requisition through the requisition approval process.

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5Creating Job RequisitionsTo complete the job requisition, enter information about the position (Job Requisition Description):Enter Internal Job Title. This title will be displayed to employees when searching for positions.Enter External Job Title if different, or click Same as Internal. The external job title will be displayed to job candidates outside of Johns Hopkins.Enter Internal Job Description.Enter External Job Description or click Same as Internal.Enter information about the location of the position and other job details using the text fields and drop-down menus.

Note: Mandatory fields have a red asterisk13Add Modifier When done, selects Submit for HR/Final Review

1324aCreate RequisitionApproversHR

Job Requisition Approval Process4bAdd Approverto add an individual to the form approval process.When all approvers required in the process have approved the requisition, the last step is the recruiter. Selects Send to Final Step/HR Approval.

14You can manage your Job Requisitions within the Job Requisitions tab.

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Use the drop-down menu to sort the job requisitions that are displayed. Note: if the filter has been set previously, you should click on clear all filters so that your search will be conducted properly.

Click the Information icon on the job requisition to view the forms audit trail.

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Job PostingWhen the job requisition is approved, the recruiter posts it to internal and/or external job sites

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1324Mouse over the Job Title link on the Job Requisitions tab to view the Requisition Actions menu.Click the Job Postings link.

The job requisition may be posted:Internally - Employees on the Careers module.Externally - External candidates on the recruiting site3. Enter Posting Start and End Dates.Click Post Job to activate the job postings.

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External candidates will use our Career Opportunities website to search for and apply to positions.

Careers ModuleIf a candidate has never applied through SuccessFactors previously, they will need to complete a candidate profile. The profile is used to populate the application form. Once the profile has been completed and the candidate visits the site in the future to apply for more positions, it will take the candidate approximately 5 minutes to complete the application.

Click Sign In, or Create an account to create your candidate profile.Once your account is created, enter your Username and Password.Click Sign In to enter the system.

Once signed in, they willClick a Job Title link to view the details of the position.Use the Actions drop-down menu to apply to the job listing, save job listing, or email job to friend. Click Search Again to conduct a new search for job listings.

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Viewing Candidates

When the Candidates (#) link is clicked on the Job Requisitions tab a new window will open.

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2In the new window you are able to:View a list of Internal and external candidates along with their with application status.Click a candidates name to view and manage the candidates applicationClick a candidates check box (3a) and select Move Candidate (3b) in the Action drop-down menu in order to forward their application to the next step in the recruiting process.

20Candidate Application

12345Talent Pipeline

678To view a candidates application:Click the candidates name to view application. Click these links to view his/her cover letter and resume.Use Status drop-down menu to forward application to next step or close the application.Will show Jobs Applied, Correspondence, Offer Letter, Application Status Audit Trail and Tags.

The Talent Pipeline identifies where candidates are in the job requisition process.Click a pipeline segment to view candidates at that step (number of candidates is listed below each step). Click pipeline arrows to view all job requisition process steps.Click the View all candidates (#) link to view all the candidates.

21Recruiter ReviewEither dispositions or Forwards to Hiring ManagerHiring Manager reviewsMoves to Manager Disposition bucket and indicates whether they want to interview the candidate or why they are not interested in interviewing

Processing ApplicationsReview the candidates application, cover letter and resume.Use the Status drop-down menu to select the next step for the candidate.When done, click Save. The system will automatically email participants with required actions

If you want to quickly view resumes, you can click on the boxes next to the candidate names, then select view resumes from the Action drop down. If candidates attached resumes, you will be able to scroll through them quickly if you desire to do so.

When done, click Save. The system will automatically email participants with required actions.

22From the Interview step, you can invite others to participate in the interview process and rate the candidates performance in the interview.

Interview StepInterview is the step where candidates are interviewed and evaluated.

Click Set up Interviewers to enter names of interviewers, their interview dates and send interviewers the candidates resume and cover letter (a new screen opens).

Note: When you use the functionality to invite others to interview candidates and notify them of the date/time of the interview, this does NOT link to Outlook so it does not put the appointment on your calendar.

Candidates must be in the interview bucket for this functionality to work. Both the recruiter or the manager can access the invitation to invite others to participate in the interview process. (Educate your managers as to what the process will be at your affiliate)23

32415Setting up InterviewersWhen Set up Interviewers is clicked, a new window opens:Click the Add link.Enter interviewers name.Enter interview date. Use check boxes to select attachments to include in the notification email.Click Send Email to send the message to the interviewers.

24Invite Candidates to Interview Using Email Templates

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798Whether the manager or the recruiter sends the invitation to interview will depend on the process at your organization.

Invite Candidates to InterviewsTo send interview invitations to candidates: Click Email on the candidates application.Use drop-down menu to select an email template.Enter emails subject.Enter email message, including proposed interview times and interviewer names.Click the Attach a document link to add materials to the email. Click Next to preview the email.In the preview window, click Send. A confirmation message appears.Click Im Done to return to the candidates application. 25

23465Interview Central tab Interviewers may access information regarding the candidate and the interview prior to conducting the interview. After the interview, interviewers assess the candidate. The hiring manager and recruiter then review the interviewers assessments.

1To use Interview Central:Click the Interview Central tab in the Recruiting module.All the open and closed interview requests are listed.Interviews are organized by job title. Click the arrow to the left of the job title to expand the view.On the day of the interview, click Print and Go! to create materials for the interview.After the interview, click Rate Now to evaluate the candidate.Overall Ratings visually summarize the hiring recommendation.26Print and Go Pack

213457689Information and features included in the Print and Go pack include:Interviewers namesCandidates nameJob title of position applying toDate of interviewHiring managerJob description and responsibilitiesJob competenciesResumePrint the Print and Go pack

27After the interviews, interviewers rate and comment on each candidates capabilities.

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5784623RatingsTo conduct the interview assessment, click the candidates Rate now link.The Rate now window opens. Use the rating buttons to rate the candidate on the competencies identified.Enter comments on key points from the interview to support the rating. The candidates Overall Rating is automatically calculated.Provide an overall recommendation by clicking Thumbs Up or Thumbs Down.Use Stack Ranker drop-down menu to compare candidates ratings on individual competencies or order candidates by overall ratings.Click Save.Click Im Done. The feedback will be accessible to the recruiter and hiring manager28The Recruiter and Hiring Manager access the job requisition on the Job Requisitions tab to review the interviewers ratings and feedback on the candidates.

2341RatingsTo review Candidates ratings:Click the View Candidate Ratings (#) link on the job requisition to view how interviewers rated candidates.Candidates individual and overall ratings are displayed.Use Stack Ranking drop-down menu to compare candidates ratings on individual competencies or order candidates by overall ratings.The overall candidate recommendation is displayed as Thumbs Up or Thumbs Down.

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12Completing the Recruiting ProcessWhen a candidate has been selected for the job, the Recruiter will initiate the offer process. This process may vary between affiliates so you need to educate your managers about your process (background check/references first, then offer or vice versa, etc.

Recruiter:Updates the candidates application status to Offer.Selects Offer Approval from the Offer drop-down menu 30

21aWhen the candidate accepts the offer, the Recruiter updates each candidates application status.1bFor the candidate that accepts the job offer, change their candidate application Status to Hired. Recruiter fills in date of hire, dates of orientation, dates of service excellence (if application), pay rate, etc. This information is used to populate the offer letter.

Recruiter (or manager if that is your process) dispositions any candidates not yet dispositioned.

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67Candidates offer letter

Select Offer Letter from the Offer drop-down menu on the candidates application.A new window opens. Select the Offer template from the drop-down menu.Customize and personalize the offer letter with additional details.Click Attach a document, if needed.When done, click Next Step. Click the button to extend offer (Email, Print (i.e., mail) or Verbal Offer). The offer is recorded in the candidates application. Click Im Done.

32The Recruiter removes the job posts and marks the job as filled

Click the Job Postings (#) link on the job requisition on the Job Requisitions tab.Click Remove Post for each job post.

When the job requisition is ready to be closed, the job requisitions Status is changed to Filled. This is a manual process for the recruiter to complete. The requisition status is found on the pipeline page (around the middle) and is a drop down box.

33Resources Available http://www.hopkinsmedicine.org/human_resources/employment/success_factors/index.html

A webpage has been developed to keep you updated on news related to SuccessFactors Recruiting Management. Job aids as well as this powerpoint presentation are accessible on the site.

If you have any questions or need assistance, please contact (TBD by each affiliate).34