Taleo User Guide (10/14/2016) - University of Oklahoma...5 Taleo User Guide (10/24/2016) Setting Up Your Taleo – List Views 1. Recruiting Center > Requisitions or Recruiting Center

Taleo User Guide (10/24/2016)

Contents

Setting Up Your Taleo – Preferences ...................................................................................................................................... 1

Setting Up Your Taleo – Frequent Collaborators .................................................................................................................... 2

Setting Up Your Taleo – Approval Chains ............................................................................................................................... 3

Setting Up Your Taleo – List Views .......................................................................................................................................... 5

Requisition Creation – First Steps ........................................................................................................................................... 8

Requisition Creation – Inputting Information ....................................................................................................................... 10

Quick Reference: Who Does What in Taleo .......................................................................................................................... 11

Requisition Creation – Involving Others ............................................................................................................................... 12

Quick Reference: Prescreening Question Codes................................................................................................................... 13

Requisition Creation – Prescreening Questions.................................................................................................................... 14

Requisition Creation – Request Approval ............................................................................................................................. 17

Quick Reference: Candidate Selection Workflow ................................................................................................................. 18

Candidate Management – Reviewing and Moving Candidates ............................................................................................ 19

Candidate Management – Offers .......................................................................................................................................... 23

To make sure you have the most up-to-date version of this document, go to taleo.hr.ou.edu/taleohelp.

1 Taleo User Guide (10/24/2016)

Setting Up Your Taleo – Preferences

1. Recruiting Center > Resources > My Setup > Preferences

2. Preferences configure how Taleo looks and what information it displays. Click Edit to change these settings.

3. Set the Default Hiring Manager and Default Recruiter for your requisitions. (They can be changed on individual requisitions if need be.)

taleo.hr.ou.edu/taleohelp



Setting Up Your Taleo – Frequent Collaborators

1. Recruiting Center > Resources > My Setup > Frequent Collaborators

2. Click Modify.

3. Search for individuals using the available criteria.

4. Select the correct individual.

5. When you are finished adding to your list, click Done.




Setting Up Your Taleo – Approval Chains

1. Recruiting Center > Resources > My Setup > Frequent Approvers

2. If you will not use different approval chains for different requisitions, we recommend setting your Frequent Approvers. Click Modify.

3. Search for individuals using the available criteria. These individuals must be entered in the proper approval order; i.e., the first person to approve the requisition should be the first listed. To determine the proper approval chain, speak with your supervisor. All approval chains must end with your Recruiter, the HR staff member who will assist with the requisition.

4. Select the correct individual.




5. When you are finished adding to your list, click Done.




Setting Up Your Taleo – List Views

1. Recruiting Center > Requisitions or Recruiting Center > Candidates

2. Click the List Format button.

3. To create a new list format, click the pencil icon next to a list name.

4. Name the list format.




5. Select which columns you want to include in your list. The order you select them will be the order they appear. There are many useful columns available, including the dates that requisitions are posted or unposted from the website and the candidate’s contact information.

6. Select which fields will be the default sorting fields. For instance, if you want most recently posted requisitions at the top of the list, click into the “Sort By” column next to that field. An upward-facing arrow lists alphabetically/numerically first items at the top, while a downward-facing arrow lists last items at the top.

7. Click Save.

8. To use a list format, click Apply.




9. To filter through results in your list go to “Quick Filters” in the left hand banner. Click the arrow next to any category of results.




Requisition Creation – First Steps

1. To begin a job posting, click “Create Requisition” to begin the process. This will open the Requisition Info Dialog.

2. Open the menu to select a requisition template.

3. Assign a Hiring Manager. If you have assigned a Default Hiring Manager in your “My Setup” page, that person will appear as a Hiring Manager here.

4. Click Next.




5. Set the OLaF (Organization, Location, and Job Field).

6. Click Create.




Requisition Creation – Inputting Information

1. Use the dropdown menu “Show fields required to:” to control the asterisks you see for required fields. Note: Save your requisition as often as possible.

2. Use the Diagnostic Tool to see which fields are required to complete your requisition.

3. Fill in all fields necessary to complete the position.

4. Fill in your Internal and External job descriptions and qualifications.




Quick Reference: Who Does What in Taleo Anyone who will need to view or act on a requisition must be assigned a role. These roles are listed below.

Note: If you would like to confirm what permissions you have in the system, you can contact your HR Recruiter

or email [email protected].

REQUISITION ROLE DESCRIPTION WHO CAN SERVE

Hiring Manager This is the primary departmental role on the requisition. All requisitions must have one. There may only be one Hiring Manager on any requisition.

1. May view and edit the requisition 2. May view applicants 3. May manage applicants forward

through the workflow.

People who have Hiring Manager permissions

Assistant This role serves as a backup to the Hiring Manager. There may only be one Assistant on any requisition.

1. May view and edit the requisition 2. May view applicants 3. May manage applicants forward

through the workflow.

People who have Hiring Manager permissions

Collaborator This role is reserved for any other staff who will need to be able to view the requisition or candidates. There may be as many Collaborators on the requisition as you need.

1. May view and edit the requisition. 2. May view applicants.

People who have any role in Taleo.


mailto:[email protected]



Requisition Creation – Involving Others

1. Assign your requisition to a Recruiter, the HR staff member who will review and approve it.

2. If there will be another Hiring Manager helping to manage candidates, you can assign this person as an assistant.

3. Anyone else in your department who will need to review the requisition or candidates must be listed as a collaborator. If you have set up a list of Frequent Collaborators, click Add Frequent Collaborators. If not, click Modify to create your list of collaborators.




Quick Reference: Prescreening Question Codes To help you find Prescreening questions for your candidates, you can search the questions library using these

codes. Questions you create yourself are not saved to the library.

QUESTION CODE

DESCRIPTION

CNV Questions about felony convictions

CRT Questions about certifications

CSO Questions about customer service

EDU Questions about education

EQV Open-ended questions about experience and experience equivalencies

EXP Questions about experience

GEN General questions

KSA Questions about knowledge, skills, and abilities

LIC Questions about licenses

STU Questions about student qualifications




Requisition Creation – Prescreening Questions

1. To add questions that are already in Taleo’s question library, click Add.

2. Use the Quick Filters on the left banner to sort through the library.

3. Select questions from the results and add them to your list.

4. Click Done.




5. To create a question, click the “Create a Question” button.

6. Select the type of question. (You will not be able to use Text Answer questions to score candidates.)

7. Type the question text.

8. If the question is multiple choice, define the answers.

9. Click Save and Close.




10. Identify which questions measure requirements. Mark passing answers as Required and non-passing answers as Not Applicable. Note below that the Bachelor’s, Master’s, and Doctorate degrees are all marked as Required. Any requirement higher than the minimum required level of education or experience must also be listed as Requirement, or the applicant will be rejected.

11. Identify which questions measure assets. Mark passing answers as Asset and non-passing answers as Not Applicable.

Wait! What’s the difference between Requirements and Assets?

Requirements Requirements represent qualifications that a candidate must have to qualify for the position. On questions that gauge requirements, all passing answers must be listed as Required.

Assets Assets represent qualifications that improve a candidate’s chances of being considered for the position but are not required. On questions gauging assets, all passing answers must be listed as Asset.

Mixing Requirements and Assets in a single question may negatively affect candidate scoring and potentially reject qualified candidates. Please avoid doing so.




Requisition Creation – Request Approval

1. Check your Diagnostic Tool. If it says your requisition is ready for approval, you will be able to request approval. If you have not yet closed the editing form, click Save and Close.

2. Open the More Actions menu.

3. Select Request Approval.

4. If you have set your Frequent Approvers, your approval chain will be entered automatically. If not, you will need to create your approval chain by using the search list. Remember to set the Recruiter as the final approver for the requisition.

5. Enter comments as required. When you are finished, click Done.




Quick Reference: Candidate Selection Workflow

[Steps in Italics allow the candidate to progress to the next step.

STEP STATUS DEFINITION

HM Review To be reviewed This candidate is new to the hiring process. No progress has yet been recorded

Under consideration

This candidate has been reviewed by a hiring manager and is being considered by interviews.

Passed HM Screen

This candidate has been approved for interviews by a hiring manager and may be progressed.

Rejected This candidate has been rejected by a hiring manager and is no longer under consideration.

Applicant withdrew

The applicant has withdrawn him/herself from consideration

Interviews To be interviewed

This candidate has not yet been interviewed.

Standby This candidate has not yet been interviewed, or may not be part of this interview cohort.

1st Interview This candidate is in their first interview.

2nd Interview This candidate is in their second interview.

3rd Interview This candidate is in their third interview.

Passed Interviews

This candidate has passed all interviews and may be progressed to pre-offer checks.


Applicant withdrew

The applicant has withdrawn him/herself from consideration.

Pre-Offer Checks

To be checked This applicant has passed interviews and has not yet gone through final departmental checks.

In progress Final departmental checks are currently being conducted.

Passed checks This applicant has passed all final checks


Applicant withdrew


Offer Offer to be made No offer has been made in the Taleo system.

Draft An offer has been made in the Taleo system but has not yet been extended.

Extended An offer has been extended in the Taleo system.

Accepted The candidate has accepted the offer.

In negotiation The candidate wishes to renegotiate the offer


Applicant withdrew





Candidate Management – Reviewing and Moving Candidates

1. Recruiting > Candidates To review a candidate’s file, click their name.

2. Navigate among the tabs to review. “Job Submission” shows their online application, “Attachments” shows files such as resumes or cover letters, and “History” shows their progression through the requisition.

3. To export a candidate’s file as a PDF to print or share, use the Print icon.

4. There are two ways to move candidates through Taleo. For the first, go to your list of candidates.

5. Note: When reviewing candidates, you may see a yellow alert icon. This is mostly for HR use, and it in no way reflects negatively on the candidate’s qualifications.




6. If the candidates are in the same step and status in the system, you can move them at the same time.

7. Click the checkbox next to the candidates you want to move.

8. Go to the More Actions menu.

9. Select Change Step/status.

10. To move a candidate, use the dropdown box to indicate their new status. To move to the next step, you must first indicate that candidates have completed the current step.




11. You can also use this action to reject candidates.

12. When rejecting a candidate, you must give a rejection reason. Comments are also required.

13. Verify that the next step is correct. Clicking Save and Continue makes the change and leaves the window open. Clicking Save and Close makes the change and closes the window.

14. If you progress a candidate too far, you can go to More Actions > Revert to move a candidate back.




15. For the second way to progress a candidate, click on the candidate to access their profile.

16. In your actions bar are two icons: A red rejection symbol and a green checkmark. Clicking the rejection symbol rejects the candidate. Clicking the green checkmark indicates the candidate has passed this step.

17. When you click the green checkmark to pass a candidate to the end of a step, the button will turn into a gray check and arrow. Clicking this will progress a candidate to the next step.




Candidate Management – Offers

1. When you decide to make a job offer to your candidate, progress them to the step/status Offer/Offer to be made. Go to More Actions.

2. Click Create Offer.

3. Complete the offer form with all necessary information.

4. Click Save and Close.

5. Some departments may require offer approval. If so, go to More Actions > Request Approval and go through the approval process in the same way you did for the requisition. Offer approval will never be required from HR, so your recruiter will not need to be listed.




6. Go to More Actions and click Extend Offer.

7. Choose whether you’re extending the offer verbally or in writing. If verbally, indicate the date of the contact and response from the candidate.

8. If in writing, select the OU Offer Letter template.

9. Enter any missing information.

10. If you will edit the text of the letter, click the Candidate’s name. When you are ready, click Send.

11. Notify the candidate that they should respond to the 2nd Pass Email within 48 hours. If they have not responded within that timeframe, contact the candidate to remind them.




12. When the candidate responds to the offer, go to More Actions > Capture Response.

13. Indicate the candidate’s response and click Next.

14. If the candidate has accepted, confirm the date of the response and the start date. Then click Done.

15. Once the candidate has entered the step/status Offer/Accepted, HR will send the candidate the 2nd Pass email. This email will include assent to the Background Check, if applicable. Follow up with your candidate after 24 hours to confirm that they have received and responded to it. Note: Without this step, the hire cannot be completed.


Taleo User Guide (10/14/2016) - University of Oklahoma...5 Taleo User Guide (10/24/2016) Setting Up Your Taleo – List Views 1. Recruiting Center > Requisitions or Recruiting Center

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