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Recruiting Refresher – Offer to Hire TASS VERSION 5-20-14

Recruiting Refresher – Offer to Hire TASS VERSION 5-20-14. Objectives. Step-Status for Offer Creation Edit Offer Letters Before Requesting Approval Revising Offers Extending E-Offers instead of Sending Offer Don’t un-post 2 nd Pass Site Background Check Attestation

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Recruiting Refresher – Offer to Hire TASS VERSION 5-20-14

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  1. Recruiting Refresher – Offer to HireTASS VERSION 5-20-14

  2. Objectives • Step-Status for Offer Creation • Edit Offer Letters Before Requesting Approval • Revising Offers • Extending E-Offers instead of Sending Offer • Don’t un-post 2nd Pass Site • Background Check Attestation • Pre-Employment Screening • Confirming Start Date • Hire / Ready for Hire – Sends to PeopleSoft • Onboarding – Start Transitions New Hire • When to use Hire / Start Confirmed

  3. Creating Offers To create an offer, must be in Step: Offer and Status: Offer to be Made

  4. Creating Offers Use copy arrows to copy from the requisition. Must complete fields with red asterisk

  5. Creating Offers IP Agreement can be selected during offer creation

  6. Creating Offers Must attach an offer letter before save and close and request approval

  7. Creating Offers Offer letters available for each division, hourly or salary, part-time, full-time. Select paragraphs to include in the letter. Mouse over paragraphs to read the text that will be included.

  8. Creating Offers Edit the letter and fix any errors before submitting the offer to the hiring manager for approval.

  9. Creating Offers When editing offer letters, you can add attachments, view included attachments, and remove attachments by clicking X.

  10. Checking Offer Approval Status You can check to see if an offer has been approved by checking the Offer Approvals tab.

  11. Revising Offers If you have to revise an offer, follow the steps for creating a new offer.

  12. Revising Offers The previous offer and new offer will be on the offer grid together. Use the copy arrows to copy from the previous offer, then make revisions to the new offer.

  13. E-Offers Vs Capture Response • E-Offer Process • Create Offer • Request Approval • Extend Offer in Writing (e-Offer) • Do not capture response • Capture Response – Verbal, Mail, Print • Create Offer • Request Approval • Extend Offer Verbally • Capture Response • Send Offer

  14. Extending e-Offer

  15. Extending e-Offer

  16. Edit Offer Letter

  17. History Tab

  18. E-Offer Notification

  19. Accepting an e-Offer

  20. Recruiter View: Offer Accepted When an applicant accepts an e-offer, their status is automatically updated, and email notifications are sent to the recruiter, recruiting coord, and Hiring Manager

  21. Posting to the 2nd Pass Site The 2nd Pass/Application Validation collects key information from the new hire that will be used for background checks, drug screens (SSN and DOB) and the process to hire a candidate into PeopleSoft as an employee.

  22. Invite to Complete Pre-Employment Details Only required for External Applicants Confirm that the 2nd Pass Site is posted, then after offer is accepted, move to Step: Pre-Employment, Status – Invite to Complete Pre-Employment Details.

  23. Invite to Complete Pre-Employment Details When a Candidate Reaches Step: Pre-Employment and Status: Invite to Complete Pre-Employment Details an invitation will be sent inviting them to the 2nd pass.

  24. BGI Attestation Required Do not proceed from Step: Pre-Employment & Status: Invite to Complete Pre-Employment Details if the BGI Attestation field is blank. Once this is “I agree” the recruiter can begin the background check and drug screen process.

  25. BGI Attestation Required BGI Attestation is also viewable on the submission – the field is “I agree that the information I’ve provided is accurate” and it should say, “I Agree.”

  26. Reminders for 2nd Pass If you are notified of an error on the employee integration related to 2nd Pass information (DOB, SSN etc) being blank OR if you realize you’ve forgotten to collect this information from the candidate please follow the following steps, send a reminder. Remember: Your requisition MUST be posted to ITM 2nd Pass!

  27. Manual 2nd Pass Correspondence Select and Send the Correspondence: ITM Invite Pre-employment Details Ext Manual

  28. ATG Integrated Background/Drug ATG recruiters can use integrated background check and drug screening

  29. ATG Integrated Background/Drug

  30. Checks Completed: Eligible If applicant passes background check and drug screen – Step: Pre-Employment – Status: Pre-Employment Checks Completed: Eligible

  31. Update Start Date Confirm start date with applicant and hiring manager before moving to Hire step or Onboarding

  32. Hire – Ready for Hire • You must use the Step: Hire and the status: Ready for Hire after the applicant passes the background check and before Hire – Start Confirmed. • Hire – Ready for Hire sends the new hire’s record to PeopleSoft.

  33. Revert to Previous Step and Status • If you go too far using Save & Continue you need to use the Revert option from More Actions. Revert back to the last step/status

  34. Integration to PeopleSoft • Integration from Recruiting to PeopleSoft occurs at 2:00 PM each day. • Picks up any applicant in Hire / Ready for Hire step and status

  35. Update Hiring Manager Assistant • Check with the hiring manager before you start the onboarding process to see if the Hiring Manager Assistant field needs to be updated. The Hiring Manager Assistant will then receive copies of the onboarding emails to the hiring manager.

  36. Start Onboarding Only onboarding specialists should ever cancel the onboarding process. After changing step and status to Hire – Ready for Hire, and after confirming start date, start Onboarding Process

  37. Don’t Start Onboarding For These Folks • Valpak • CEI Ranch • Transfers within the same division • Promotions • Contractors • Interns at CEI • Canadian new hires • Puerto Rico new hires • Manheim Dealer Match new hires

  38. Onboarding is Not the PS Staging Table Oracle Taleo Recruiting sends data to a PS Staging Table to create a new hire record in PS. Do not confuse this with the onboarding process which is content for new employees

  39. Change Start Date • Changes to the Start Date while applicant is in Hire / Ready for Hire step and status will be picked up by PeopleSoft integration. • If Start Date changes after Onboarding Process has been started, alert the onboarding specialist team. • Onboarding specialist will determine whether onboarding process should be restarted. • Onboarding Specialist Email Accounts: • CMG:  CMGonboarding@coxinc.com • CCI:  OnboardingTeam@cox.com • CEI:  ceionboardingteam@coxinc.com • MAN/ATG: ESCOnboarding@manheim.com Hire / Ready for Hire

  40. Other Data Changes Other data changes after Hire/Ready for Hire integration to PeopleSoft are not picked up(Example: department or supervisor change) Revert to previous step/status – Save and Close Set back to Hire / Ready for Hire – Save and Close Revert Hire / Ready for Hire

  41. No Shows ID Delete Required in PeopleSoft

  42. Hire – Start Confirmed Final Step: Hire – Status: Start Confirmed – used when the new employee starts and we have confirmed they are here.

  43. Course Materials • On the Coxitm.com Website • New Offer simulations • Training refresher slides • Integrated Help Coming Soon

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