PEOPLECLICK USER GUIDE HR SERVICE TEAM
Contents
1. work ucalgary ca Please be advised that the approval status has changed to Rejected for the following requisition Number 8484 Title Test Recruitment Test CL Faculty Finance amp Services Department 65003 Recruit amp Resource Position Type Full Time Regular Hiring Manager Gail Daniels _ Recruiter HR Manager Test If the approval status is Denied please contact your recruiter or hrhire ucalgary ca If it s necessary to take action on this notification you can access the recruitment management system by clicking on the link below https home peoplaeclick com Thank vou for vour participation in the recruiting pracess After receiving notification that a requisition has been rejected you may need to review the requisition information In addition you may need to edit requisition information For example you might need to modify the earnings distribution and or employee classification for a requisition Please contact your recruiter or hrhire ucalgary ca to gain access to edit the Peopleclick requisition that was rejected VIEW AND EDIT A DENIED REQUISITION Requisitions that have been rejected will appear in the workflow tree under filter Denied Cancelled Requisitions e Positions in Denied status are red gt amp 9 Current Filter m J Personal Folders H La 44 Research Associate Faculty of Science 1 1 Under the2. 0 0 2 31 VIEW AND EDIT A DENIED 4 22 1 7 411 4 4 4 32 MANAGING CANDIDATES VIEW CANDIDATE 00 1 35 SEARCH FOR A CANDIDATE cccececceccccecccceccaceccaceceauecceteacecesuecesteateneauenesuectstesueneanes 36 HOW TO CREATE A CANDIDATE RECORD 38 PEOPLECLICK WORKFLOW MANAGING THE WORKFLOW MOVING CANDIDATES THROUGH THE WORKFLOW 41 WORKFLOW FOLDERS AND TRIGGERS 45 WORKFLOW STEPS IN THE OFFER PROCESS cscecececececcccacececececeueavarsceneneneaeanenenens 49 APPENDIX ICON GLOSSARY cccccceccccccccccecceccccccuccuucuesuegueaueueuenuesnesnesnesnesueseeuesuesuesttsntsnesneaneaes 60 ACCESSING PEOPLECLICK The Peopleclick Recruiting Portal is the University of Calgary s recruitment management system This system enables us to manage our postings applicants and approval processes Peopleclick is a web based application While you do not need to install any Peopleclick software on your computer to use the Recruiting Portal you do need to install an approved version of the Microsoft Internet Explorer browser version 7 or 8 and configure it correctly in order to use all of the functions of the Recruiting Portal TIPS FOR USERS OF NON INTERNET EXPLORER BROWSERS e f you are a PC user and have selected
3. Emp Fed ia Hew i current or loud U afi student Em pl ID a 1 X Student ID applies o v Profis First Hama Middle Last 2 Address 2500 Ore NW city Late of Birt MOY Gender Mantal Status Phone price 0 canm Required tr m Tore k i Pamit lia Perm It 133 2 Baue Date MMO Y Y 3 Esplry Cate ratie nak Postal aid works tc permit aka wih til Tom Scan emallte iri Ire di Icakrarj ca New Job Information adzn 10 Research Assat Faculty of Sck ice Techikeal Phaze 1 TEZO01 Effective Date MARV OY E pected End Cute People cll ck Fagul aton T3 12011 Eus Unit UZALT Trust 12090 Bloke al aces Sck ice 2221 ode ime amp r r 3 d Tem Eu slnes s Title Jab Fam Il y Phass Zone or Rank Dept Fac Full Part Em ployee Cla sa Reg i Temp Union Group Alberta Provliclal Empkryees amp U PE salary meepoMody 7 Potion Requiedony employee bat directe port Start an workSchedule Saa Mow Tae Wed The Fri
4. T UNIVERSITY OF H 29 Chief Reviewer Transfer in Dept 1 0 s CALGARY m 17 Secondment HR 3 0 A t NS Aw E A 28 Caretaker Emp Class Change 1 0 ua 30 Housekeeper Temp Rehire 0 0 Welcome to the Peopleclick RMS recruiting portal The recruiting portal allows you to efficiently manage candidates requisitions and job postings in a Web based interface Please find below a set of icons to facilitate common tasks These icons are also available in the top left corner of your screen Create an online requisition for a position that needs to be filled WORKFLOW amp Win rch cee DETAILS Quickly find requisitions The results of your search wil appear in the workfiow tree at the left F R M R AM E amp Quickly find candidates The results of your search wil appear in the Candidate List frame at the d Use the following workfiow filters to quickly begin work These filters can also be selected at any time from the drop down list located in the top left corner of your screen Requisitions to rove Populate the workfiow with the requisitions you have to approve Candidates to rove Populate the workfiow with the requisitions containing candidates you have to approve Workflow Frame The Workflow frame displays your existing requisitions jobs in a folder format These requisition folders contain detailed information about each requisition Within each requisition folder a series of workflow f
5. Internet Local intranet Trusted sites Restricted sites Trusted sites This zone contains websites thak vau trust not to damage your computer or vour Files Trusted sites You have websites in this zone Jf You can add and remove websites From this zone All websites in Security level For this zone this zone will use the zane s security settings Allowed levels For this zone All Medium Add this website to the zone Prompts before downloading potentially 1 Akko msm corn 5 Unsigned Actives controls will nat be Websites peapleclick caom Remove Custom level Reset all zones to Require server verification https For all sites in this zone Clase OK Cancel IK E Click the Security tab at the top of the Internet Options dialog box Click the Trusted Sites icon Click the Sites button Unselect the Require server verification https for all sites in this zone check box Type peopleclick com in the Add this Web site to the zone field and click the Add button Click Close to return to the Security tab pl Ie oe CONFIGURE INTERNET EXPLORER CONTINUED SET SECURITY SETTINGS Security Settings Trusted Sites Zone 1 On the Security tab click the Custom Level Settings button 2188 Loose XAML 2 Use the information in the table below to set Disable the Security Settings that impact the Enable Peopleclick RMS Recruiti
6. FEIET UNIVERSITY OF Peopleclick PACADEMY dir PEOPLECLICK USER GUIDE HR SERVICE TEAM PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 1 PEOPLECLICK USER GUIDE HR SERVICE TEAM ACCESSING PEOPLECLICK TIPS FOR NON INTERNET EXPLORER USERS ccccceccecceccccccccaccaceccecestesuesueaueaeeaes 3 CONFIGURE INTERNET EXPLORER cccecceccecccceccecceccecectectecuecuecteceeuucuesuesuesnesnesueaees 4 CONFIGURE DESKTOP SETTINGS 0 0 0 0 0 16 7 BASIC PEOPLECLICK FUNCTIONS SIGN I TO Gace 8 NAVIGATING THE RECRUITING 1 41 44 44 4 9 IDENTIFY SCREEN ELEMENTS IN THE RECRUITING PORTAL 9 CREATING FIETEBSINPEOPEEGLIOK Peto Peer 12 VIEW REQUISITION INFORMATION 13 MONE Et URE RACE Rune ROME et 16 CREATING REQUISITIONS WITH APPROVAL PROCESS CREATING REQUISITIONS esee sva IS EHE EU voL o ER p S PESE EE EE SERE 18 APPROVAL WORKFLOW REJECTIONS REJECTED DENIED REQUISITIONS IN PEOPLECLICK
7. Last Mame Address 1 Address 2 Address 3 Social Security Number Email Address Email Address Search results will appear under the Search Summary tab Click on a name and the candidate s information FESca will appear as shown in the next figure https j rmscvv peopleclick cam RP Searchi e Internet m SSL Peopleclick RMS Windows Internet Explorer AY https rmscvv peopleclick com RP appMain aspx Portal RP 26UserID 3d0 File Edit View Favorites Tools Help w Ww Peopleclick RMS fp dh i Page Tools Ay amp 8 Welcome HR Manager Preferences 7 Peopleclick S Organization University of Calgary Product RMS Recruiting Portal A th 1 uthoria o 7 13 Privacy Poli Requisitions ADDITIONAL INFO DOCUMENTS Research Associate Faculty of Science 47 is 3 Q gt J 38 Research Associate 0 0 id JA x B Ua 40 Research Associate 0 0 Approval Panels Approval Editors ua 45 id iate 0 0 General Info Detail Info Earnings Distribution Research Accounting Test Budget Officer Test Recruiters Test Workflow Test H Ua 7 Research Associate Faculty Create Note E Mail Notify If Denied Reason Upon Rejection Date Sent Date Completed After Approval Wednesday July 21 2010 7 50 53 AM Wednesday July 21 2010 8 57 57 AM After Approval Wednesday July 21 2010 8 57 57 Wednesday July 21 2010 8 58 22 After Approval Wednesday July 21 2010 8
8. ex 10 50 For MaPS positions provide the annual salary ex 50000 Salary Schedule Please enter whether the salary rate is paid hourly monthly or annually Additional Offer Details Please enter any additional offer details ex Relocation amount notes for offer letter etc Schedule Details Please enter schedule details for this position ex M F 7 hrs day 8 30 am start Note Recurring Part Time positions do not require a schedule UCID Please enter the candidate s UCID employee id if applicable Employee Record Please enter the employee record number to which this position applies if applicable Once offer details are complete click ox WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED An email trigger will appear Trigger 3 containing offer details This email is meant to be sent by the Hiring Lead to the primary recruiter HR Service Team member to confirm that the candidate has accepted the offer and inform them the candidate Is ready for processing requisition contacts should automatically populate Trigger 3 x https J rmscvv peopleclick comi F P Common Email P Email aspx Dear HR Manager We have offered the position of Research Associate Faculty of Science to Robin Willams and Final offer details have been entered into Peopleclick and Robin has been given instructions to contact you to provide personal details including birth date SIN marital status etc Should you require
9. gt Required Field CREATING REQUISITIONS CONTINUED 3 Update the following fields under Detail Info Peopleclick Field Field Description Select position location Calgary Edmonton or Qatar Business Unit Select appropriate Business Unit i e UCALG Operating UCALT Trust Full Part Select Part time or Full time Select Part time or Full time time or Full time Reg Temp Select Temporary or Regular Regular Full Part time Recurring Part time Fixed Term Operating Temporary Full Part time Limited Term Full Part time Sessional Full Part time Fixed Term Full Part time Fixed Short Term Full Part Temporary time Position Type Select appropriate position type Full time Regular Part time Regular Full time Fixed Term and Part time Fixed Term This field will be viewable to candidates on the job posting Select appropriate employee class i e Regular Temporary Relief Limited Term and Recurring Part time Select experience level Entry Intermediate or Senior level Desired level of Education minimum required 00 CREATING REQUISITIONS CONTINUED Search for the four digit by selecting the Lookup t icon The appropriate NOC is located on the Posting Approval Request Form or Job Profile Enter the four digit NOC in the Query Lookup box and click Note searching by the NOC
10. it is private and viewable only by you 4 Click Save To Edit a Note 1 Click the Edit 2 icon 2 Make changes to the note 3 Click the Update button to save changes to the note To Add an Attachment Click the Add Replace Attachment lt icon Enter a New File Description Choose an Attachment Type Enter the File name or click Browse to search for it Click Upload File Lal Darcik F AGE 15 SEARCH FOR A REQUISITION Use Find Requisition icon to search for a specific requisition Open Pending On Hold Requisitions Webpage Dialog https peoplectick Popups regQuickFind asp REQUISITION QUICK FIND Enter your search criteria and Search or click Cancel to exit Recruiter None selected Hiring Manager None selected Job Title Research Associate Requisition ID A search box will appear and you can search by Job Title Requisition ID or Recruiter Hiring Manager After entering search criteria click Matches display in the box below Select one 38 Research Associate Pending n l or more requisitions from the list and click more than one selection can be made using the Ctrl key 47 Research Associate Faculty of Science Pending peopleclick com RP WorkFlow Pope e Internet E SSL PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 16 SEARCH FOR
11. simply click on the title of the position in the Workflow frame The details for that requisition will appear on the right hand side of the screen in the Details frame Welcome HR Manager Preferences Peopleclick 2 3 amp 8 F Organization University of Calgary Product RMS Recruiting Portal Authoria Current Fiter Privacy Policy Open Pending On Hold Requisitions 7 Peopleclick Requisitions Requisitions ADDITIONAL INFO DOCUMENTS i Personal Folders Research Assistant Faculty of Science 49 is 3 Q amp gt 51 Research Assistant2 Faculty of S T ua Y Approval WZA tH Ua 50 Research Assistant2 Faculty of S Approval Status Approval Panels Approval Editors ES ua 49 Research Assistant Faculty of Sq Pending General Info Detail Info Earnings Distribubon Research Accounting Test Budget Officer Test Recruiters Test Workflow Coord Test 48 Research Associate Faculty of Sy Name Approved Create Note E Mail Notify If Denied Reason Upon Rejection Date Sent Date Completed m 47 Research Associate Faculty of S Workflow Coord_ Test Yes Yes After Approval Tuesday August 03 2010 9 55 30 Tuesday August 03 2010 9 56 36 Marc Wrubleski Yes Yes After Approval Tuesday August 03 2010 9 56 36 AM Tuesday August 03 2010 9 59 50 2 ua 46 Administrative Assistant 0 0 Carley L Hirondelle No Yes After Approv
12. 58 22 AM Wednesday July 21 2010 9 39 44 AM After Approval Wednesday July 21 2010 1 05 21 PM After Approval After Approval After Approval gt gt p gt General Info Job Title Research Associate Faculty of Science isiti 47 Positions to Fill 1 Workflow Staged Implementation Workflow Status Pending Target Start Date Expected End Date for temporary and fixed term positions 8 31 2011 Created On Wednesday July 21 2010 7 50 52 AM Created By Workflow Coord_ Test Modified On Wednesday July 21 2010 9 39 44 AM Modified By HR Manager_ Test Detail Info VA Calgary UCALT Trust Full time Fixed Term Grant Funded ntermedia Aii Search Summary VA 1 to 1 of 1 results PS Robin 1 to 1 of 1 results PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 37 SEARCH FOR A CANDIDATE CONTINUED Qmd oues Peopleclick Authoria LA ui Privacy Poli CANDIDATE INFO PROFILES DOCUMENTS T _ G Personal Folders m 38 Research Associate 0 0 Ua 40 Research Associate 0 0 X0 You can view candidate information by clicking on the various pages in the Candidates tab Some candidates choose to attach their cover letter and resume rather than paste it If they have their attachments will be under the Documents page Note You are now under the Candidate tab Summary SSS 1 to 1 of 1 results 1
13. A REQUISITION CONTINUED Peopleclick RMS Windows Internet Explorer Go le https rmscvv peopleclick com RP appMain aspx Portal RP 26UserID 3d0 X Google File Edit View Favorites Tools Help w lt Peopleclick RMS fp gt fm CP 9 2 amp 8 Prem Cala Product RMS Recruiting Portal Current Filter Z Requisitions Requisitions ADDITIONAL INFC a g Personal Folders Research Associate Faculty of Science 47 1 m 38 Research Associate 0 0 cd B m 40 Research Associate 0 0 Approval Status B 45 Research Associate 0 0 Ul 47 Research Associate Faculty of Science 1 0 Approved Create Note E Mail Notify If Denied Reason Upon Rejection Yes Yes Yes Yes Yes Yes No Yes No Yes VP Test No Yes Recruiters Test No Yes Wednesday July 21 2010 7 50 53 AM Wednesday July 21 2010 8 57 57 AM Wednesday July 21 2010 8 58 22 AM Wednesday July 21 2010 1 05 21 PM EEEEEEE General Info NALS Job Title Research Associate Faculty of Science Positions to Fill 1 Workflow Status Pending Target Start Date Expected End Date for temporary and fixed term positions Created On Wednesday July 21 2010 7 50 52 AM Created By Workflow Coord_ Test Modified On Wednesday July 21 2010 9 39 44 AM Modified By HR Manager_ Test Detail Info TA Location Calgary Business Unit UCALT Trust Full time Fixed Term Grant Funded Experience Intermediate Level 2221 Biologic
14. Info link x 2 Phone Screen 0 0 to display general candidate info x 2 Not Selected After Phone Screen 0 0 D interview 0 0 1 Not Selected After Interview 0 0 Under the Candidate Info section you may edit any of the following which will automatically populate into the Hire Form First Name Last Name Address Information Contact Information Email UCID LJ Verbal Offer Extended 0 0 x CEN Offer Accepted 1 1 LJ Offer Declined 010 LJ Generate Hire Form for Recruitment c To make changes to the Candidate Info click the edit 7 icon RESUME C PROFILES DOCUMENTS o 4a co 2 General Info a B Candidate ID em First Name Williams Robin 20 Research Associate Faculty of Science 47 Address 1 2500 University Drive NW Address 3 Mobile Phone Country Code U of C Employee UCID Number State Province Country Work Eligibility Email Alberta Canada Interest in Other Opportunitiez Web Site URL Employment Type Desired ls Candidate Searchable Preferred Contact Method Created By HR Manager Test Modified On Friday July 23 2010 1 14 59 PM Tuesday 20 2010 1 28 16 Carey L Hirondelle d Edit the applicable Candidate Info and click Save PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 55 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED 4 Generate Hire Form Once you are sure both the Offer Informatio
15. Sat Time Ate rate Soke dile details Soke dile ID f ka GW D Hours par da y Earnings Di stribution Yi E lokx eal M Gli Reporting norm ation Posltion aT Mari Reports to Manager Arat Ham Reports to Manager Last Ham L Faculty Department Contacts Manager Ham HirhgMarager Test Fhone Emal acakjary ca PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 57 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED Hire Form continued page 2 Contact HR Manager Test jak Ch an adarna comments Use Only we pe comm enti Enrolled hi Facrultmant te Workforce Admin Cate Benefits Form Lact Update 07721710 farm fields are required unless othervwa se indicated Hote that Expected Job End Date is required for the following Fixed Term Fixed Short Term Tempoaoran Short Term Temporary Relief Limited Coaching Staff Options for Marital Status and Permit Visa Type Fields Marital Status Permit wza Type Single Work Pernt lutarried BR1 Permanent Resident Common Law SW Student wea Divorced HR1 Non Resident Separated UAW Unknown Please email completed form to hrhirea ucalqary ca Far help completing this farm please contact the HR Help Desk at 40S 220 5932 of hri ucalgany ca Til Inform ation s collected under 1
16. Technologsts amp Techs Faculty Faculty of Science Unit Department of Biological Sciences Scientific or Technical Technical 5 10123 7 19 2010 Selected requisitions will appear in the Workflow Frame PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 17 CREATING REQUISITIONS IN PEOPLECLICK WITH AN APPROVAL PROCESS CREATING REQUISITIONS 1 In the workflow tree click the Create Requisition 18 icon Create Requisition J ADUT OTE Requisitions Personal Folders 2 Update the following fields under General Info refer to Posting Approval Request Form for requisition information Peopleclick Field Field Description Number to Create Number of requisitions to create default 1 Job Title Position title Positions to Fill Number of positions to fill Status Defaulted to Open will automatically change to Pending once approvals are initiated Target Start Date Enter the anticipated start date for the position dd mon yyyy Expected End Date for Enter the expected end date for the position dd mon yyyy temporary and fixed term Must be entered for all temporary limited term and fixed positions term positions Workflow Select Staged Implementation Workflow Info Number to Create Job Title Research Associate Faculty of Science Positions to Fill j Status Ej Target Start Date HI fixed term positions forkilow Implementation Workflow
17. description enter before the NOC description i e Biological Technologists amp Techs If you are unsure of the appropriate NOC please leave blank Query Lookup box 7 Webpage Dialog je https J rmscvv peapleclick cam R PCamman QueryBax lbakupList hEm dlId 1 588 amp DatbaFir https rmscvv peapleclick comi AP Common Query Box lookupLi e Internet Highlight the appropriate NOC and select ox Select if relocation will be offered for this position Faculty Select appropriate faculty from drop down menu PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 20 CREATING REQUISITIONS CONTINUED search for the Department by selecting the Lookup P icon Enter the Department number in the Query Lookup box and click E9958 Note searching by the department name enter before the department name i e Biological Science E Query Lookup box e https rmsevy peapleclick com RP Common QueryBoxlookupL ist hEm dlTH 688 DrataFiel a Query Lookup https jfrmscvv peopleclick com RPCommon QueryBox lookupli e Internet 4 SSL Highlight the appropriate Department and select appear the job posting Department Description This section will be completed by the Recruiter based on information from the job profile however if you have any information you would like included in the posting around the work environment i e overview of the department lab or project include it
18. here If there is nothing specific you would like to add just enter PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 21 CREATING REQUISITIONS CONTINUED Position Requirements This section will also be completed by the Recruiter based on information from the job profile however if you would like to highlight the key responsibilities or qualifications you can do so here If there is nothing specific you would like to add just enter 7 Job Profile ID Enter UCPL Position Management No if If this position has employees reporting to it ensure there is applicable a position management Position 4 of Reporting Manaaer Enter the position of the manager this position reports to Recruiting Start Date Recruiting start date will auto populate Recruiting End Date Select closing date if known May be adjusted by Recruiter depending on timing of approvals Job Code Job Family Phase or Select applicable job family phase or rank Rank Salary Range Select corresponding salary range Union Code Select corresponding union code CREATING REQUISITIONS CONTINUED Detail Info info Full Part Firme Reg Temp Temporary Position Type Ful tme Frxed Term Grant Funded Employee Classification Project Fixed Term Intermediate Level Education Other ki National Occupancy Code NOC 2221 Bioloogid Technologsts amp Techs Relocation No Faculty Facult
19. posted on the U of C Careers website Ua purple Requisition pending approval Lc allow Closed Requisition Requisition that has been filled Requisition that has been cancelled ced Requisition that has been rejected or sent back for corrections Requisition Toolbar Icons These icons appear in the top right corner of the Requisition tab Refresh the information shown for the current requisition La Display all the candidates in the requisition in the Candidate List frame C X Adda note to the current requisition amp Attach a document to the current requisition a Print the current requisition Right Click Requisition Icons These icons appear when you right click a requisition in the Workflow Tree amp Display the number of candidates in each workflow folder Display all the candidates in the requisitions in the Candidate List Quickly find a requisition Collapse the Workflow Tree ICON GLOSSARY CONTINUED Right Click Workflow Folder Icons These icons appear when you right click a Workflow folder in the Workflow Tree Quickly find a requisition amp Collapse the Workflow Tree Candidate Indicators These are the icons that appear next to a candidate s name in the Workflow Tree and the Candidate List External Candidate a Internal Candidate 8 Referred Candidate Candidate Toolbar Icons These icons appear in the top right corner of the Candidates tab Refresh the informati
20. 6 autionty ot te Freedom of nTormation Protection of Privacy Act H you any questions about the collection or use of this Information plea se contact the Hum Resource s office atid 3 1220 5932 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED Several fields will need to be completed prior to sending the form to Recruitment for processing Please review pre populated information and enter the following required fields on the hire form for the successful candidate Personal Information Student ID if applicable Is New Hire a current or previous U of C employee Date of Birth Gender Marital Status oocial Insurance Number SIN SIN Expiry Date if applicable Citizenship Permit Visa Information required for foreign nationals New Job Information e Schedule Details e Reporting Manager name Faculty Department Contacts e Comments if applicable a Once the Hire form is complete save it and email it to hrhire ucalgary ca ICON GLOSSARY Global Toolbar Icons These icons appear in the top left corner of the screen 277 Refresh the display of Requisitions and Candidates the Workflow Tree qe A Candidate Quick Find J Log out of the Recruiting Portal 9 View the Recruiting Portal online help Requisition Quick Find Requisition Icons These icons appear next to the requisition in the Workflow Tree green Open Requisition ip green with blue thumb tack Open Requisition that is
21. AM PAGE 41 MANAGING THE WORKFLOW MOVING CANDIDATES THROUGH THE WORKFLOW CONTINUED As candidates progress through the hiring process you will move them through the corresponding folders in the Workflow frame gt amp 9 8 8 Open Pending On Hold Requisitions Open Pending On Hold Requisitions Requisitions Requisitions E Personal Folders E Personal Folders H Administrative Assistant 0 2 EE I 46 Administrative Assistant 0 7 cH b 45 _ Research Associate Du 44 Research Associate Faculty of Science 1 1 e 44 Research Associate Faculty of Science 1 1 sent to Manager coxo 1 Not Selected 0 0 a et 40 Research Associate 00 39 Administrative Assistant 0 0 E Ua 38 Research Associate 0 0 LJ Phone Screen 0 0 2 Not Selected After Phone Screen 0 0 E shortist 2 Interview 0 0 __ Not Selected After Interview 0 0 __ Verbal Offer Extended 0 0 1 offer Accepted 0 0 V 3 Offer Decined 1 1 MI Generate Hire Form for Recruitment 050 To display the workflow folders within a requisition click the sign next to the requisition name Each workflow folder represents a step in the hiring workflow PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 42 MANAGING THE WORKFLOW MOVING CANDIDATES THROUGH THE W
22. Approval section of the requisition you can identify the approver and rejection reason N INFO ADDITIONAL INFO DOCUMENTS Test Recruitment Test CL 8484 29 lg lig Approval yt Rejected General Info Detail Info Costs Earnings Distribution Recruitment Team Recruiter Test Approved Create Note E Mail Notify IF Denied Reason Upon Rejection Date Sent Date Completed Recruiter Test Yes Yes Never Wednesday 05 2010 8 35 11 AM Wedryfsday May 05 2010 11 31 30 HR Analyst_ Test Yes Yes Never Wednesday May 05 2010 11 41 40 WyGnesday 05 2010 11 42 54 Budget Officer Tes Yes Yes Never Wednesday 05 2010 11 42 54 AM Wednesday May 05 2010 2 46 24 PM Research Accounting_ Test No Yes Never Earnings Distribution Incorrect Wednesday 05 2010 2 46 24 PRY Wednesday May 05 2010 2 51 41 PM LE Mo Yes Never No Yes Never The rejection reason is listed here but to view notes with additional details from the approver see the Notes section under Documents Depending on the rejection reason you may need to edit the requisition details under the Main Info or Additional Info section Navigate to the Detail Info section under Main Info if you need to edit any of the following e Business Unit Position Type Employee Classification Job Code Salary Range Work Hours Navigate to the Additional Info section if you need to edit the following e Earnings Distribution m PEOPLE
23. CLICK USER GUID HR SERVICE TEAM PAGE 32 m VIEW AND EDIT A REQUISITION CONTINUED To edit the requisition navigate to the Detail Info section under the Requisitions tab and select the edit 2 on the right side of the screen Calgary Business Unit UCALG Operating Position Type Full Time Regular Experience Intermediate Level National Occupancy Code NOC 1223 Personnel amp Recruitment Off VP Finance amp Services Human Resources Work Hours per week Human Resources Background Check Required Specialist Advisor Position Management No if applicable Jab Profile ID Hecruiting End Date Hecruiting Start Date Job Code Job Family Phase or Rank Salary Range Union Code 65003 Recruit amp Resource Mon Acad No HR120 2010 SPADO2 3 418 57 4 983 77 Monthly To edit the Earnings Distribution navigate to the Additional Info section under the Requisitions tab and select the edit icon 65000 Office of AVP HR 53042 PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 33 MAIN INFO Percent 4 Fund 4 Department ID 4 Account 4 Program 4 Internal 4 Project 4 Activity 4 VIEW AND EDIT A REQUISITION CONTINUED Once you have made the appropriate edits to the requisition select the Resubmit 3 icon in the Approvals section Approval Approval Status Approval Panels Approval Editors Rejected General Info Detail Info Earnings Distributio
24. Conditions of Offer if applicable and any Additional Comments will need to be entered Trigger 1 J Webpage Dialog J Webpage Dialog Dialog je https Irmsevv peopleclick cam RP Cammoan Email PCEmail aspx Ja discussed am happy to provide an outline regarding the details of the conditional offer for the position of Research Associate Faculty of Science OFFER DETAILS Position Type Ful time Fixed Term Grant Funded Job Family Phase Zone Technical Phase 1 TECOD1 Salary Start Date End Date if applicable supervisor HinngManager Test Work Schedule Start time Conditions of Offer Background Check Additonal Comments Relocation Information on our benefits packages can be found on the HR website at http www ucalkjary ca hr staff management professional staff benefits pension benefits glanc Send https jrmscvv peapleclick com RPiCommon Email PEmail asp e Internet ES SSL Once offer details are complete click E PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 49 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED 2 Once the successful candidate has agreed to the terms of the verbal offer by verbally accepting or by replying to the Conditional Offer Details email the candidate should be moved to the Offer Accepted folder in the Workflow frame The following trigger will appear to collect final offer details Trigger 2 Trigger 2 7j P
25. DPI in the DPI Setting field and then click OK Click OK BASIC PEOPLECLICK FUNCTIONS SIGN IN TO PEOPLECLICK Peopleclick Sign In Windows Internet Explorer y ey le https home peopleclick com security flogin html 4 gt Google File Edit Favorites Tools Help we oa Peopleclick Sign In nm Page Tools Peopleclick Authoria Sign In User Name Password Organization Key UNIVCALGARY forgot my password Powered by Peopleclick Authoria Copyright Peopleclick Inc Al Rights Reserved Privacy Policy STEPS In Internet Explorer version 7 or 8 enter the URL https home peopleclick com Enter your username password and organization key UNIVCALGARY Your username and password will be provided to you by the Recruitment Team If you are having problems logging in please contact hrhire ucalgary ca PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 8 NAVIGATING THE RECRUITING PORTAL IDENTIFY SCREEN ELEMENTS IN THE RECRUITING PORTAL Peopleclick has been designed to make your work easier and more efficient The Recruiting Portal window is divided into two primary frames the Workflow frame located on the left and the Details frame located on the right Welcome Hiring Lead_ Prefei i 2 is 8 T cR Product RMS Recruiting Portal Privacy Policy 44 Research Associate Faculty of Science 4 0
26. ERS AND TRIGGERS CONTINUED Not Selected After Candidates who were not selected after phone screen Phone Screen Note An email trigger will be generated containing an editable decline email to the candidate A webpage pinoa x https peopleclick comi RFP iC Common Email PC Email aspx Thank you for your interest in Job 44 Research Associate Faculty of Science and for taking the time to provide us with additional details regarding your background and qualifications Unfortunately you have not been selected for interview for this position however we encourage you to consider other opportunites here at the University If you have not already done so please take advantage of our profile tools which wil allow you to manage and view your account information application activity job search agents and documents one of the largest employers in Calgary new positions are advertised everyday and we hope you will continue to visit our website https frmscevv peopledlck com RP Comman Email PCEmail asp e Internet A SSL mem ___ _ Candidates who have been shortlisted ww Candidates who have been selected for an interview PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 46 WORKFLOW FOLDERS AND TRIGGERS CONTINUED Not Selected After Interview Verbal Offer Extended PEOPLECLICK USER GUIDE HR SERVICE TEAM Candidates who have not been selected after interview Note A message trigger will a
27. First Wilkams 1 to 1 of 1 results CREATE A CANDIDATE RECORD Most candidates enter into Peopleclick by completing an online application in the Candidate Portal However occasionally you may need to manually enter a candidate into the system if the requisition was not posted i e Temporary Short Term positions 1 Click the Create Candidate icon Open Pending On Hold Requisitions PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 38 CREATE A CANDIDATE RECORD CONTINUED 2 Referring to the candidate s resume or CV enter the candidate s data The fields that are required are noted with an asterisk Webpage Dialog https Irmascvv peopleclick cam RP Candidates Add candMWewFrame aspx Create Candidate Use the drop down menu to assign the candidate to a requisition Email U of C UCID Number Interest in Other Opportunities Is Candidate Searchable Employment Type Desired Web Site URL Paragraph Select the candidate s work eligibility from the provided drop down box https Irmscvv peapleclick comi RFP Candidates Add candMewFrame aspx Internet E 551 PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 39 CREATE A CANDIDATE RECORD CONTINUED 3 sure to select the appropriate requisition that the candidate should appear in by selecting a requisition from the Requisition field Candidate General Pool 4 After you have entered all applicable candidate
28. ORKFLOW CONTINUED How to move candidates within the Workflow folders Option 1 Step Description 02 candidate down to the folder where you want to move the candidate Sent to Manager 9 9 ENT m baker m A Cantwell 3 Shortist 0 0 2 interview E 2 Not Selected After Interview 0 0 2 offer Extended 0 0 21 offer Accepted 0 0 2 offer Deciined 0 0 1 offer Rescinded 0 0 i 2 Hired 0 0 Daer 19 MANAGING THE WORKFLOW MOVING CANDIDATES THROUGH THE WORKFLOW CONTINUED How to move candidates within the Workflow folders Option 2 1 Click the Workflow folder title that you want to move candidates from and display the candidate list In the Candidate List put a check mark next to the candidate s you want to move 3 Click the or E icon next to the first candidate you selected and drag the candidates into the desired workflow folder a FOSITIONS TO rill 1 VVOFKTIOW E sent to Manager 9 9 Status Open E Ha baker Target Start Date Expected End Date Em Cantwell Created On Thursday July 15 2010 2 02 26 Created By O Modified On Friday July 16 2010 8 22 10 Modified By REA Kuprys Labonte Detail Info ES Location Calgary i E rl tA Merner E Business Unit UCALG Operating a a Mohr Position Type Full Time Regular Owais Experience Intermediate Level
29. REVEROL National Occupancy Code NOC e Faculty VP Finance amp Services LH Selvaraj CHER gt Unit i LJ Not Qualified or Not Selected 0 0 Functional Area LJ Phone Screen 0 0 Job Families Management and Professional Not Selected After Phone Screen _ lt tepariment Des muere of Calman A crest mia Candidate List shorgigg 2 Not Selected 0 0 3 Christine E 1 offer Extended 0 0 v _ 2 offer Accepted 0 0 e 2 Offer Dectined 0 0 1 offer Rescinded 0 0 um B Hired 0 0 Muhammad PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 44 WORKFLOW FOLDERS AND TRIGGERS Sent to Manager Candidates who have met minimum requirements and have been sent to the requisition contacts for review Not Selected Candidates who have not been shortlisted for the position Note An email trigger will be generated containing a generic and editable decline email to the candidate s This email is sent from hrhire ucalgary ca Thank you for considering career at the University of Calgary Unfortunately you have not been selected for the position of Research Associate Faculty of Science 44 however we Best Regards Recruitment Team University of Calgary https rmscvv peopledlck com RP Common Email PCEmail asp Candidates who have been selected for a phone screen PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 45 WORKFLOW FOLD
30. Recruiting Portal so you can easily access the items you need in your daily job duties such as viewing requisition candidate and job posting summaries 2 The Requisitions tab is used to view information about your current requisitions create and modify requisitions and add view and delete notes and attachments associated with requisitions Click on job a title in the Workflow frame to view the requisition in the Details Frame 3 The Candidates tab is used to view and modify information about current candidates enter new candidates in the system and add notes and attachments to a candidate s profile Click on the Candidates name to view the Candidate in the Details Frame 2 i Personal Folders weicome ua 51 Research Assistant2 Faculty of S hs UNIVERSITY Of t 50 Research Assistant2 Faculty of S ae CALGARY ua 49 Research Assistant Faculty of Sc A f SI 48 Research Associate Faculty of S ua 47 Research Associate Faculty of S 4 Administrative Assistant 0 0 Welcome to the Peopleclick RMS recruiting portal The recruiting portal allows you to efficiently manage candidates requisitions and job postings in a 45 Research Associate 0 0 Web based interface Please find below a set of icons to facilitate common tasks These icons are also available in the top left corner of your screen ua 40 Research Associate 0 0 E Create an online req
31. a different browser as your default e g Firefox you can access Peopleclick by opening Internet Explorer from your desktop and going to https home peopleclick com If Internet Explorer 7 or 8 is not installed on your PC you can download it from http microsoft com e MAC users have the option of accessing the U of C Virtual Desktop which will allow you to use Internet Explorer on your computer For instructions please visit the HR website Note You must be on campus to access the Virtual Desktop e lf you are a Linux or Sun Microsystems user there are alternatives a Contact the Recruitment Team hrhire ucalgary ca and request that applications be emailed to you directly b Contact the Recruitment Team hrhire ucalgary ca and request to have a colleague administrator added as a hiring manager in Peopleclick so that they can access applications and action candidates on your behalf C here are often labs and or PCs available for use by students staff Inquire in your department unit as to where you may be able to access a PC CONFIGURE INTERNET EXPLORER When you have successfully downloaded Internet Explorer if necessary you must configure certain settings to ensure proper functions are available 1 Open Internet Explorer 2 Onthe Tools menu select Internet Options SET TRUSTED SITES General Security Privacy Content Connections Programs Advanced Select zone to view or change security settings
32. al Tuesday August 03 2010 9 59 50 Ua 45 Research Associate 0 0 Recruiters Test No Yes After Approval ua 40 Research Associate 0 0 Mmm 7 EH ua 38 Research Associate 0 0 Job Title Research Assistant Faculty of Science Requisition ID 49 ua 37 Administrative Assistant 0 0 a Bodl Workflow Staged Implementation Workflow A 17 Secondment HR 4 0 Status Pending Target Start Date Expected End Date for temporary and fixed term positions 8 31 2011 W R K F L OW Created On Tuesday August 03 2010 9 55 30 AM Created By Carley L Hirondelle Modified On Tuesday August 03 2010 9 59 50 AM Modified By Marc Wrubleski D ET Al LS FRAME FRAME Calgary Full Time Business Unit UCALT Trust Reg Temp Temporary Position Type Full time Fixed Term Grant Employee Classification Project Fixed Term Experience Level Education Other National Occupancy Code NOC 2221 Biologic Technologsts amp Relocation No Faculty of Science Department 12090 Biological Sciences Unit Department of Biological Work Hours per week 35 00 Sciences Functional Area Scientific or Technical Background Check Required No Job Families Technical Department Description Position Requirements Position Management No if applicable Job Profile ID 5 10123 Dosition Number of Benortinag Candidate List Requisition ID and Title New requisitions display
33. al Status RESUME CANDIDATE INFO PR LES DOCUMENTS Completed Offer Information Offer Amount without Schedule Information M F 8 30 4 30 pm Salary per Start Date ea 2010 Other i e Relocation End Date if applicable 7 34 2011 Transaction Type i Employee Record Number PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 53 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED d Edit the applicable offer details and click Save 7 RMS Webpage Dialog X E https peopleclick com RP Candidates fedit candEditFrame aspxrcandIid 208 amp candFrofileId 60 amp FPaneld 134Data rea CF_CORE r E Offer Information S Information Offer Amount without Salary per Other i e Relocation Start Date End Date if applicable ki https J rmscvv peopleclick com RPCandidates edib candEdiEFrame aspx candId 208candPrafileId 608PanelId 1 e Internet 4 551 Any change made to a candidate s offer information details requires that revised Hire form be generated and sent to hrhire ucalgary ca PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 54 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED Changes to Candidate Information a Inthe Workflow frame under the Offer Accepted folder click on the candidate s name EE I 47 Research Associate Faculty of Science 111 21 Sent to Manager 0 0 2 0 Net Selected 0 0 b In the Detail frame click on the Candidate
34. any additional information to process the hire please feel free to contact me Regards HiringManager Test https rmscv peopleclick com RP Comman Email PCEmail asp e Internet E SSL PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 52 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED How to Edit Offer Information If you need to make any changes to the Offer Accepted information or Candidate Information after clicking OK on the Offer Accepted trigger please navigate to the following pages in Peopleclick Changes to Offer Information a Inthe Workflow frame under the Offer Accepted folder click on the successful candidate s name Current Fitter Open Pending On Hold Requisitions Requisitions E Personal Folders 47 Research Associate Faculty of Science 111 L Sent to Manager 0 0 L Not Selected coxo Phone Screen coxo LI Not Selected After Phone Screen 0 0 2 shortist 0 0 Interview 0 0 Not Selected After interview 0 0 Verbal Offer Extended 0 0 x lic oe s Offer Declined 0 0 1 Generate Hire Form for Recruitment b In the Detail frame click on the Profiles link to display Offer Information To make changes to the Offer Information click the edit 2 icon My Peopleclick Requisitions Candidates Williams Robin 20 Research Associate Faculty of Science 47 amp te tah Ca 2 apoa OO N Approv
35. connected to this requisition i e Recruitment Request Form MAIN INFO ADDITIONALINFO amp Notes TZA e 5 Subject Date User m Recruiters Test Approved the Requisition Wednesday July 21 2010 6 39 32 AM Recruiters Test 7 Research Accounting_ Test Approved the Requisition Wednesday July 21 2010 6 18 22 AM Research Accounting_ Test 7 Budget Officer_ Test Approved the Requisition Wednesday July 21 2010 6 14 48 AM Budget Officer_ Test 2 HR Manager Test Approved the Requisition Wednesday July 21 2010 6 11 30 AM HR Manager Test 7 HR Analyst_ Test Approved the Requisition Wednesday July 21 2010 6 10 54 AM HR Analyst_ Test 7 Workfiow Coord_ Test Approved the Requisition Wednesday July 21 2010 6 10 19 AM Workflow Coord_ Test 2 Workfiow Test Rejected the Requisition Tuesday July 20 2010 4 09 43 PM Workflow Coord_ Test Attachments NALS 4 Created Created Modified Modified Job Posting Request Form Recruitment Requestion Form Monday July 26 2010 4 29 40 PM Mana Chirico REC Monday July 26 2010 4 29 40 PM Mana Chirico REC To view a note click on the to the left of the note To view an attachment hold down the Ctrl key and click on the next to the document To Add a Note 1 Click the Create New Note 22 icon 2 Enter a subject for the note 3 Click the Public Note check box to make the note public viewable by all users with access to the requisition If unchecked
36. earch Associate Faculty of Science 44 has been created by HR Manager_ al Test and you have been assigned as a contact for the position The requisition will If you click Cancel the email will not be sent PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 28 CREATING REQUISITIONS CONTINUED 8 Your newly created requisition will appear in the workflow tree under filter Open Pending On Hold Requisitions and will be in Pending status which is denoted by the purple folder Note e Positions in Open status are green me e Positions in Pending status are purple 9 Attach all required documents to the requisition Provost approval Recruitment Request form and Posting Request form in the Documents section Requisitions INFO ADDITIONAL INFO Administrative Assistant 34 amp Ls 2 2 3 B u SE Co UR II Notes ie Subject Date User Provost Approval Wednesday July 21 2010 85725 AM Hita Custodinho Attachments Type Name Created On Created By Mc Job Posting RequestForm Posting Request Wednesday July 21 2010 8 55 58 AM Rita Custodinho Wednesday Jul PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 29 CREATING REQUISITIONS CONTINUED e Click the Add New Note icon in the Requisitions toolbar E RMS Webpage Dialog i https frmscvv peopleclick com RP Cemmon Note noteDialog htm Hote subject Provost Approval Public Note Note Text emai
37. ease enter the candidate s end date if applicable Please enter candidate s salary For Support Staff AUPE positions provide monthly salary ex 2000 except for recurring part time positions which should be the hourty rate ex 10 50 For MaP3 positions provide annual salary ex 50000 Please enter whether the salary rate is paid hourly monthly or annually l https jrmscvv peopleclick com RP Workflow popups ger e Internet E SSL Offer Declined Verbal offer declined Generate Hire Form Once offer has been accepted move candidate to the Generate Hire for Recruitment Form for Recruitment folder Note A document trigger will generate the Hire Form which will be populated with both job and candidate details PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 48 WORKFLOW STEPS IN THE OFFER PROCESS 1 Once the successful candidate has been determined the candidate should be extended a verbal offer and followed up by moving the candidate through the workflow to the Verbal Offer Extended folder in the Workflow frame An email trigger will appear Trigger 1 containing offer details This email should be sent to the successful candidate and copied to the HR Team and Hiring Managers as listed in Peopleclick requisition contacts should automatically populate Most information will automatically populate however Salary Start Date End Date if applicable Work Schedule Start time
38. ed to canback you without your implicit consent Sites Import Advanced Pefault Pop up Blocker Prevent most pop up windows From Settings appearing Turn on Pop up Blocker oem SET TEXT SIZE View Favorites Tools Help 1 Onthe View menu click Text Size Toolbars k w Status Bar 2 Select Medium Smaller or Smallest Quick Tabs titg Explorer Bar i30 To p Stop Ser Refresh Text Size Largest Encoding k Larger 8 Medium Source Security Report Smaller Smallest International Website Sddress Web Page Privacy Policy Full Screen Fil CONFIGURE DESKTOP SETTINGS The Peopleclick RMS Recruiting Portal is best viewed when specific display settings are selected Display Properties Themes Desktop Screen Saver Appearance Settings Inactive Window Active Window Normal Disabled Selected Window Text Message Message Text Windows and buttons Color scheme windows Standard Effects Font size Ok Mormal Advanced cancel PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 7 Right click in your Windows Desktop Select Properties from the pop up menu Click the Appearance tab select Normal in the Font size field Click the Settings tab Move the slider to set the display size to 1024 X 768 Click the Advanced button On the General tab select Normal 96
39. face Please find 46 Ad trative Assistant 0 0 E E s below set of icons to facilitate common tasks These icons are also available in the top left corner of your screen in 45 Research Associate 0 0 m 40 Research Associate 0 0 ln Create an online requisition for a position that needs to be filled Ua 38 Research Associate 0 0 amp Manually add a new candidate to the recruiting portal 9 Ua 37 Administrative Assistant 0 0 Quickly find requisitions The results of your search will appear in the workfiow tree at the left g Ua 17 Secondment HR 4 0 2 Quickly find candidates The results of your search wil appear in the Candidate List frame at the bottom of this screen Use the following workflow filters to quickly begin work These filters can also be selected at any time from the drop down list located in the top left corner of your screen R itions t rove Populate the workfiow with the requisitions you have to approve equisibons to Candidates to rove Populate the workfiow with the requisitions containing candidates you have to approve DETAILS WORKFLOW FRAME FRAME 4 b Workflows 4 Candidate List Workflow Frame The left side of the window displays requisitions job openings Each requisition contains a set of folders that represent the hiring process Candidates are moved trom folder to folder as they move through the hir
40. iate Faculty of Science 4 0 Approval Status Approval Panels Approval Editors E A 40 Research A iate 0 0 Approved General Info Detail Info Earnings Distribution Research Accounting Test Budget Officer Test Recruiters Test Workflow Test ua 37 Administrative Assistant 0 0 Name Approved Create Note E Mail Notify If Denied Reason Upon Rejection Date Sent Completed 30 H i 0X0 Workflow Coord_ Test Yes Yes After Approval Al Wednesday July 21 2010 6 00 47 Wednesday July 21 2010 6 10 19 x a eee HR Analyst Test Yes Yes After Approval Al Wednesday July 21 2010 6 10 19 Wednesday July 21 2010 6 10 53 AM 29 Chief Reviewer Transfer in Dept 1 0 HR Manager Test Yes Yes After Approval Wednesday July 21 2010 6 10 53 AM Wednesday July 21 2010 6 11 30 onm a 1X0 Budget Officer Test Yes Yes After Approval A Wednesday July 21 2010 6 11 30 AM Wednesday July 21 2010 6 14 48 Ua NENNEN E nge 1 0 Research Accounting_ Test Yes Yes After Approval Wednesday July 21 2010 6 14 48 AM Wednesday July 21 2010 6 18 22 ze 27 Science Demo 2 Test 0 0 Recruiters Test Yes Yes After Approval Wednesday July 21 2010 6 18 22 Wednesday July 21 2010 6 39 30 m 26 HR Team Role Test 0 0 GA m 25 Candidate Approval Test 0 0 Job Title Research Associate Faculty of Science Requisi ition ID 44 m 1 24 UCALG Science Demo Test 0 0 Posi
41. ick value for Williams Robin Webpage Dialog Pick value or enter text Please enter the transaction type from the list below xl lease enter the candidate s start date Please enter the candidate s end date if applicable Please enter candidate s salary For Support Staff AUPE positions which should be the hourly rate ex 10 50 For MaPS positions provide annual salary ex 50000 p Please enter whether the salary rate is paid hourty monthly or annually Please enter any additional offer details relocation amount P Please enter schedule details for this position ex M F 7 hrsi day 8 30 am start p Please enter the candidate s U of C employee number if applicable PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 50 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED 3 Enter the following candidate offer details into the Offer Accepted trigger Transaction Type Please enter the transaction type from the drop down list Candidate s Start Date Please enter the candidate s start date Candidate s End Date Please enter the candidate s end date if applicable ie Temporary Limited Term and Fixed Term positions Candidate s Salary Please enter candidate s salary For Support Staff AUPE do not include positions provide the monthly salary ex 2000 except for recurring part time positions which should be the hourly rate
42. in bold for the first 24 hours pg min n Pc Enc ee e he blue number designates the total number of candidates in the requisition The red number designates the number candidates who are new to the requisition within the last 24 hours Requisition Status Folder colours change when the status of the requisition changes The status can be changed one of two ways either automatically by the system or manually by a Recruiter Requisition Status Categories Um Open green pn es bis m np u Open and posted on the U of C Careers website purple Pending awaiting approval Closed Filled a Cancelled orange ied Denied rejected sent back for corrections m EOPLECLICK USER GUID RVICE TEAM PAG X U JJ o lt m oO VIEW REQUISITION INFORMATION CONTINUED Requisition information is divided into three separate pages e Main Info e Additional Info e Documents 9 lt Welcome Hiring Lead_ Peopleclick Organization University of Calgary Product RMS Recruiting Portal 1 Authoria Current Filter Privacy Poli Open Pending On Requisitons 7 Requisitions RM i Requisitions ADDITIONAL INFO DOCUMENTS F Personal Folders Research Associate Faculty of Science 44 amp 46 Administrative Assistant 0 0 Approval WEN 44 Research Assoc
43. information click 5 to save the candidate 5 The new candidate will appear in the Recruiter s Inbox folder of the appropriate requisition Please notify your Recruiter hrhire ucalgary ca if you have created a candidate Your Recruiter will then move the candidate so that he she appears in the Sent to Manager folder of the requisition you selected PEOPLECLICK WORKFLOW MANAGING THE WORKFLOW MOVING CANDIDATES THROUGH THE WORKFLOW Once all approvals have been obtained and the position has been posted and closed the following email will be sent to the Hiring Lead and HR Service Team to notify them of the total number of candidates that have applied for the position and highlighting internal candidates with their service date as per Article 40 05 in the AUPE Collective Agreement A Webpage Dialog A Webpage Dialog Dialog le https peoplectick comi R F iC ommon Emaili P Email aspx A total of 6 candidate s have been moved to your Sent to Manager folder for requisition 47 Research Associate Faculty of Science Of those candidates following is a list of internal employees and their service dates to be considered in accordance with Article 40 05 in the AUPE Collective Agreement Robin Williams 01 02 1993 Please review the candidates as soon as possible Once you have reviewed the candidates n VEINTE ee ae kunst sns Cons sasa PEOPLECLICK USER GUIDE HR SERVICE TE
44. ing process Global Icons Toolbar The Global toolbar is visible regardless of which main tab is selected in the Details Frame 2 Requisition Filter Requisition filters are used to manage the list of requisitions that is displayed in the Workflow frame For example you can use filters to display only requisitions that fall under a specific status Open Pending On Hold or only requisitions that are assigned to a specific hiring manager You may create edit and delete filters Requisitions View requisitions view displays workflow folders within each requisition The currently selected requisition filter determines which requisitions are shown To display the requisitions view click the Requisitions tab in the Workflow frame Workflows View The workflows view displays all the candidates who are in each workflow folder regardless of the requisition they are assigned to For example if you want to review a complete list of candidates being interviewed click the Workflows tab and then click the Interviews folder The total number of candidates displayed is determined by the currently selected requisition filter and the number of requisitions you have permission to view IDENTIFY SCREEN ELEMENTS IN THE RECRUITING PORTAL CONTINUED Recruiting Portal Screen Elements continued Details Frame The right side of the window displays the Recruiting Portal three main tabs G The My Peopleclick tab is used to configure the
45. k to select people from the list Calgary Alberta Use the radio buttons to indicate the primary Recruiter and Hiring Manager d Repeat these steps to select additional recruiters and hiring managers PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 24 CREATING REQUISITIONS CONTINUED e When the names in the Recruiters and Hiring Managers boxes are correct specify a primary Recruiter and a primary Hiring Manager Do so by clicking the radio buttons next to the desired primary recruiter and the desired primary hiring manager Add Use Saved Lists f RECRUITERS HIRING MANAGERS HRManager Test ji Hiring Lead_ Test is Carley L Hirondelle iri Use the radio buttons to indicate the primary Recruiter and Hiring Manager IMPORTANT NOTE Please ensure an HR Services Team member is selected as the Primary Recruiter and a Central HR Recruiter as the secondary contact Please ensure the Hiring Lead Budget Owner is selected as the Primary Hiring Manager and any Admins Resource Managers etc as secondary contacts Primary Recruiter Hiring Manager selection feeds email triggers in the workflow CREATING REQUISITIONS CONTINUED 5 Update Earnings Distribution Enter the earnings distribution as approved by the Budget Officer or RFA NOTE Earnings can be distributed between a maximum of four different chartfields In additio
46. l or other stipulating Provost Approval gt Click the Add Replace Attachment icon in the Requisitions toolbar gl Webpage Dialog https twa peapleclick htm Add Replace Attachment O Update Existing Filet New File Description I XN Attachment Type Job Posting Request Form v File Name A 1 1 e Use the UCPL as New File Description for the Job Posting Request Form 10 To monitor the approval review process view the Approval section of the pending requisition on the Main Info page ADDITIONAL INFO DOCUMENTS Research Associate Faculty of Science 44 Pigs Q amp gt Panels Approval Editors General Info Detail Info Earnings Distribution Research Accounting Test Budget Officer Test Recruiters Test Workflow Coord Test U Date Sent Date Completed Monday July 19 2010 1 23 50 PM gt gt gt gt PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 30 APPROVAL WORKFLOW REJECTIONS REJECTED DENIED REQUISITIONS IN PEOPLECLICK What happens if a requisition is denied e lf at any point in the approval process an approver rejects the requisition the Primary HR Contact will receive an email notification Subject Test Recruitment Test CL 28484 approval status has changed to Rejected From Manager Test Date 3 51 PM
47. n benefits and salary can be charged to separate accounts Peopleclick Field Field Description Funding Source Select appropriate funding source from the drop down menu i e N A Operating Natural Sciences and Engineering NSERC Note Select N A Operating for all Partnership Projects Percent 1 Enter the percent to be charged to that accounting string i e 50 UN ZZ or enter benefit if only benefits are to be charged to that accounting string Department ID 1 oearch for the Department ID by selecting the Lookup t icon Enter the Department ID in the Query Lookup box and click Lookup Webpage Dialog Cancel Highlight the appropriate Department ID and select ok Enter appropriate Account number Enter if applicable Internal 1 Enter if applicable Enter if applicable Activity 1 Enter if applicable PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 26 CREATING REQUISITIONS CONTINUED Earnings Distribution E PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 27 CREATING REQUISITIONS CONTINUED 7 An email trigger will appear to notify the Hiring Lead Primary Hiring Manager that the requisition has been created and is currently in the approval review process Click and the HR Team and Hiring Lead will be notified by the Recruitment Team once all approvals have been obtained and the position has been posted Subject Requisition was created in Recruiting Portal Requisition Res
48. n Research Accounting Test Budget Officer Test Recruiters Test Workfiow Coord Test Workflow Coord Test Mo Yes After Approval Incorrect Salary Range Monday July 19 2010 1 23 50 PM Tuesday 20 2010 4 09 4 HR Analyst Test Mo Yes After Approval HR Manager Test Mo Yes After Approval Budget Officer Test Mo Yes After Approval Research Accounting Test Yes After Approval Recruiters Test No Yes After Approval All The resubmitted requisition will be directed to the Workflow Coordinator to determine the next step Depending on the changes that were made the Workflow Coordinator may edit the approvers Note Though the old approval Workflow is replaced with the new one the original approval notes can be found under the Documents page MANAGING CANDIDATES VIEW CANDIDATE INFORMATION To view the candidates under a requisition go to the Workflow frame 1 Click the to the left of the requisition The numbers next to the folder name indicate how many candidates are in each folder e The blue number designates the total number of candidates in the folder The red number designates the number candidates who are new to the folder within the last 24 hours 2 Click the to the left of the workflow folder 8 3 Click the candidate s name to display their information in the Details frame Requisitions CANDIDATE INFO PROFILES DOCUMENTS z TA 44 Research Associate Facult
49. n and the Candidate Information are correct and complete you are ready to generate the hire form To complete the hire form move the candidate to the Generate Hire Form for Recruitment folder in the Workflow frame 2 Generate Hire Form for Recruitment 0 0 A trigger will appear Trigger 4 Trigger 4 Pick value for Tester Candidate Webpage Dialog le htEps Irmscvv peaopleclick camJ RPr workFlew papupsigenericPapupFrame aspx Re Pick a value x https rmscvv peopleclick com RPWorkflewipapups ger e Internet SSL Click and hold the Control Key Ctrl on your keyboard The following File Download prompt will appear on your screen Select Open File Download Do you want to open save this file Mame 1748115535 rtf Type Microsoft Word Document From peopleclick com Open Save v Always ask before opening this type of file cw While files from the Internet can useful some files can potentially harm your computer IF pou do nat trust the source do not open save this What s the risk PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 56 WORKFLOW STEPS IN THE OFFER PROCESS CONTINUED The Hire Form will appear on the screen Hire Form page 1 UNIVERSITY OF RESOURCES ARY HIRE FORM Administration Building Fim 189 Ph 4027 220 5932 Support Staff MaPs Fixed Tenn hrhire ucalgary Personal Hire
50. ng Portal Prompt fil gt 4 3 Click OK to apply and save your changes zy Enable C Prompt jet PS documents C Disable zy Enable C Prompt Framework reliant components En Permissions For components with manifests f A F Takes effect after vau restart Internet Explorer Reset custom settings ps to Medium default Reset cancel Setting Name Required Value Active X controls and plug ins Run signed ActiveX controls scripting Downloads File Download Enable Required to view candidate and requisition attachments that are not viewed natively within the browser window Miscellaneous Submit non encrypted form data Enable Required to support the Candidate Portal if not using HTTPS Active Scripting Enable Required to support the Candidate Portal and Business Intelligence Platform CONFIGURE INTERNET EXPLORER CONTINUED SET PRIVACY SETTINGS General Security Privacy Content Connections Frograms Advanced 1 Click the Privacy tab Settings 4 2 Use the slider to set the privacy setting to Medium 4 Select setting For the Internet zone 3 Click OK Medium x 2 Blocks third party cookies that nat have a compact privacy policy Blocks third party cookies that save information that can 3 be used to contact you without your explicit consent Restricts first party cookies that save information that can be us
51. o the candidate Notes can include AUPE service date and interview notes e Attachments includes documents the candidate submitted such as reference letters and their resume if they chose to attach it rather than paste it in To view a note simply click on the 7 to the left of the note To view an attachment hold down the Ctrl key and click on the next to the document To Add a Note Click the Create New Note 22 icon e Enter a subject for the note e Click the Public Note check box to make the note public viewable by all users with access to the requisition If unchecked it is private and viewable only by you e Click Save To Edit a Note e Click the Edit 2 icon e Make changes to the note e Click the Update button to save changes to the note To Add an Attachment Click the Add Replace Attachment 2 icon Enter a New File Description Choose an Attachment Type Enter the File name or click Browse to search for it Click Upload File SEARCH FOR A CANDIDATE Use the Candidate Quick Find icon to search for a specific candidate SEARCH FOR A CANDIDATE CONTINUED ARMS Webpage Dialog NES e htkps Irmscvv peopleclick cam RP Searching QuickFind aspx CANDIDATE QUICK FIND A search box will appear giving you several search options Name and email searches will be Candidate ID the most common and will give the best results First Name After entering search criteria click Find
52. olders help move candidates through the hiring process Candidates appear in the Sent to Manager folder and can be moved through the workflow folders as they are evaluated and a hiring decision is made Details Frame The Details frame displays the information needed to create requisitions and maintain detailed information about requisitions and candidates The Details frame displays three main tabs at the top of the frame Page labels are located directly beneath the main tabs and information panels are displayed within these pages Use the tabs pages and panels of the Details frame to complete your day to day recruiting functions IDENTIFY SCREEN ELEMENTS IN THE RECRUITING PORTAL CONTINUED Recruiting Portal Screen Elements 9 2 amp 8 8 rn n Peopleclick Ww gt Organization University of Cal Product RMS Recruiting Portal Authoria Current Fiter o r7 Privacy Policy Open Pending On Hold Requisitions Y e pleclick Requisitions PREFERENCES M 7 E Ua 51 Research Assistant2 Faculty of S UNIVERSITY OF ua 50 Research Assistant2 Faculty of S C ALG ARY 8 Ua 49 Research Assistant Faculty of Sc a E V d in 48 Research Associate Faculty of Si 8 47 Research Associate Faculty of S e T nm a Welcome to the Peopleclick RMS recruiting portal The recruiting portal allows you to efficiently manage candidates requisitions and job postings in a Web based inter
53. on shown for the current candidate Add a note to the current candidate Attach a document to the current candidate send an email message to the current candidate Undo the last candidate move Print the current candidate s information Forward the current candidate s resume Dae es Right Click Candidate Icons These icons appear when you right click a candidate in the Workflow Tree Collapse the Workflow Tree 4 Send an email message to the current candidate 21 Undo the last candidate move
54. ppear with a reminder that candidates who have been brought in for an interview should be contacted via telephone to decline Windows Internet Explorer X AN Candidates that have been interviewed should be declined in person over the telephone Successful candidate who has been extended a verbal offer Note An email trigger will be generated to outline conditional offer details This should be sent to the candidate and Is meant to be a confirmation of the verbal conditional offer F Webpage Dialog ee Dialog X e https Irmscvv peapleclick cem RFP Common Email P Email aspx To robinwiliams yahoo com discussed am happy to provide an outline regarding the details of the conditional offer for the position of Research Associate Faculty of Science OFFER DETAILS Position Type Full time Fixed Term Grant Funded Start Date Date if applicable supervisor HinngManager Test Work Schedule Start time Conditions of Offer Le Background Check Additonal Comments Relocation Information on our benefits packages be found on the HR website at e https frmscv peopleclick com RP Comman Email PCEmail asp e Internet m SSL PAGE 47 WORKFLOW FOLDERS AND TRIGGERS CONTINUED Offer Accepted Verbal offer accepted Note A trigger will be generated to collect final offer details Pick value for Williams Robin Webpage Dialog Pl
55. pty if you want to keep the filter private Criteria Operator Selected Value s Recruiter Carey L Hirondelle Specify the Posting Status of the requisitions you want to display either All Requisitions Posted or Not Posted Locked Status should always be set to All Requisitions Select the Criteria you want the filter to use to search for m requisitions for example Hiring Requiston io m pesc gt Manager Requisition Status ASC Location etc Click the Lookup Ch button to select the specific value s for that ES criterion If the criterion requires you https rmscvv peopleclick com RP Workflow Popups regFilterPopup aspx Edit false amp FilterID 0 e Internet SSL to find people s names as the value click Add People me inca P ah 2 saved filters be selected the Current m E Filter drop down box When you select a filter Current Filter 9 it a the requisitions that meet the criteria of the filter will be displayed in your workflow Requisitions i9 Personal Folders To edit a filter ensure it is selected as the x Current Filter and click the edit 227 icon The pop up displayed above will appear and you 8874 Team Lead Sales and Service can update the filter criteria as required ca 88 Admissions Functional Analyst PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 12 VIEW REQUISITION INFORMATION To view a requisition
56. s the position title number of positions and expected start and end dates e Detail Info Includes all position details including position type faculty department work hours job code position description etc e Contacts Lists the contacts connected to the requisitions i e those individuals who have access to view the requisition and the associated candidates The Additional Info page includes the following Earnings Distribution Breakdown of accounting chartfields the position will be charged to e Costs Any additional costs associated with the requisition i e advertising costs My Peopleclick Requisitions Science Demo 2 Test 27 MAIN INFO DOCUMENTS 2498 Earnings Distribution Distribution VA l Funding Source Natural Sciences amp Engineering NSERC Percent 1 100 Percent 2 Percent 3 Fund 1 60 Fund 2 Fund 3 Department ID 1 12150 Computer Science Department ID 2 Department ID 3 Account 1 53015 Account 2 Account 3 Program 1 Program 2 Program 3 Internal 1 Internal 2 Internal 3 Project 1 RT987654 Project 2 Project 3 Activity 1 Activity 2 Activity 3 Costs NALS Category Sub Category Cost PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 14 Percent 4 Fund 4 Department ID 4 Account 4 Program 4 Internal 4 Project 4 Activity 4 VIEW REQUISITION INFORMATION CONTINUED The Documents page includes Notes Any information relevant to the requisition e Attachments Any documents
57. tions to Fill 1 Workflow Staged Implementation Workfiow 18 Science Demo Test 4 0 Status Open iA 17 Secondment HR 3 0 Target Start Date 9 1 2010 Expected End Date for temporary and fixed term positions 8 31 2011 Created On Monday July 19 2010 1 23 51 PM Created By HR Manager_ Test Modified On Tuesday July 27 2010 2 56 33 PM Modified By Mana Chirico REC Detail Info NALS Location Calgary Full Part Full Time Business Unit UCALT Trust Reg Temp Temporary Position Type Full time Fixed Term Grant Employee Classification Project Fixed Term Funded Experience Intermediate Level Education Other National Occupancy Code NOC 2221 Technologsts amp Relocation No Techs Faculty Faculty of Science Department 12090 Biological Sciences Unit Department of Biological Work Hours per week 35 00 Sciences Functional Area Scientific or Technical Background Check Required No Job Families Technical Department Description Position Requirements I Position Management No if applicable 00098765 Job Profile ID 5 0123 Position Number of Reporting Manager 00012345 Recruiting Start Date 7 19 2010 Recruiting End Date 7 30 2010 Salary Range Technical Phase 1 3 134 95 4 560 62 Monthly achaca Lo a m Workflows Candidate List NSZZZN The Main Info page includes the following information e Approval Lists the individuals in the approval workflow and shows date time stamp e General Info Include
58. uisition for a position that needs to be filled m 38 Research Associate 0 0 00 I 8 Manually add new candidate to the recruiting portal ua 37 Administrative Assistant 0 0 ES Ua 17 Secondment HR 4 0 Quickly find requisitions The results of your search will appear in the workfiow tree at the left amp Quickly find candidates The results of your search will appear in the Candidate List frame at the bottom of this screen Wo R K F LOW Use the following workfiow filters to quickly begin work These filters can also be selected at any time from the drop down list located in the top left cornel D ET Al LS Requisitions to rove Populate the workflow with the requisibons you have to approve Candidates to rove Populate the workflow with the requisibons containing candidates you have to approve F R AM E FRAME CREATING FILTERS IN PEOPLECLICK You can create a filter to customize the list of requisitions shown based on your own set of criteria Add a Requisition Filter Click the Add Requisition Filter icon 52 above the is Workflow tree Webpage Dialo uU EJ Type the new filte rs Fi Iter Name Edit Requisition Filter Filter Name Cariey s Requistions ic Select Public if you want to share Posting Status All Requisitions Posted Not Posted this filter with other Recruiting Portal Locked Status A Requisitions Locked Not Locked users Leave this check box em
59. y of Sci Sent to Manager 3 0 Mouse Mickey 5 Williams Robin You can view candidate information by clicking on the various pages under the Candidates tab The Resume page shows the candidate s cover letter and resume The Candidate Info page shows the candidate s details name address contact details etc amp 4 c Peopleclick Authoria Privacy Policy SEE RESUME PROFILES DOCUMENTS J Personai Folders Williams Robin 20 Research Associate Faculty of Science 47 5804407 38 Research Associate 0 0 KE TU v z A 40 Research Associate 0 0 Candidate ID Candidate Pool External s 45 Research Associate 0 0 First Name Robin 8 Ua 47 Research Associate Facuity Last Name Wiltams Calgary 2500 University Drive NW Postal Code T2L 1N4 Home Phone 1 Alberta Mobile Phone Canada Country Code U of C Employee igibili Yes UCID Number Interest in Other Opportunities Employment Type Desired Preferred Contact Method HR Manager_ Test Tuesday July 20 2010 1 28 16 PM Friday July 23 2010 1 14 59 PM Carley L Hirondelle The Profiles page shows the offer information entered via the Offer Accepted trigger see pg 49 and thus would only show information for the person hired into the position PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 35 ViEW CANDIDATE INFORMATION CONTINUED The Documents page shows any attachment relevant t
60. y of Science Department 12090 Biological Sciences Unit Background Check Required No Functional Area Scientific or Technical Job Families Technical Job Profile ID Bos Position Management if applicable Recruiting Start Date 6 Job Code Job Family Phase or Rank TechnicalPhase1 TECOOT v Salary Range Maonthhy PEOPLECLICK USER GUIDE HR SERVICE TEAM PAGE 23 CREATING REQUISITIONS CONTINUED 4 Update the Contacts Recruiter and Hiring Managers a Select Add People KHa P P PPlBSs WE Add People Use Saved Lists 7 RECRUITERS HIRING MANAGERS Use the radio buttons to indicate the primary Recruiter and Hiring Manager b Select Recruiters or Hiring Managers in the Search For drop down menu Enter the last name of the person you are searching for and click _Search c Add the desired names to the Recruiters or Hiring Managers box To add a name to the highlighted box double click the name in the Search Results list or highlight the name and click the arrow To remove a name from a box click the icon next to the name you want to remove Add Edit Dialog Use Saved Lists Y Search Enter your user search criteria in the fields below Partial values are allowed Search For Recruiters Last Mame test Search Show Al More Criteria Y Search Results Matching people wil display here Highlight one or more rows and clic
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