Procedure Guide: Daily Use

Cyber Recruiter 6.6

December 2007

Table of Contents

Purpose

Flow Chart

Requisition Posting Procedure (R)

Step 1 –Position Requested

A New Position to the Organization

Using Template Job Requisitions

Copy an Existing Requisition

Step 2 – Approving a Requisition

Step 3 – Changing the Status for Requisition

Step 4 –Posting to Sites (controlled by Cyber Recruiter)

Step 5 – Posting to Supported Job Boards

Step 5b – Posting to Other Job Boards

Mining Cyber Recruiter Database (M)

Step 1 - Applicant Searching

Resume Text Search

Database Search

Degree Search, Major Search, Referral Source Search, Position Desired Search

Skills Search

Req Requirements Search

CyberSearch

Step 2 - Routing to Hiring Manager

Applicant Evaluation (E)

Step 1 – Organization finds Applicant

Step 1B - Applicant Applies via Website

Applicant has NEVER applied before and is NOT in Cyber Recruiter

Applicant has applied before and is in Cyber Recruiter

Step 2 – Review of Qualifications

Step 3 – Phone Screen

Step 4 – Interview an Applicant

Schedule with the Interviewer

Confirm with the Applicant

Step 5 - Record Results of the Interview

Capture Interview Question Responses

Capture Interview Evaluation Responses

Move Applicant to next Step

Hiring Process (H)

Step 1 – Request an Offer

Step 2 – Approving an Offer

Step 3 – Check References

Step 4 – Make an Offer

Step 5 – Applicant Accepts - Record the New Hire

Step 6 – Remove Requisition from Websites

From Supported Job Boards

From Other Job Boards

Purpose

This document is intended for use by users of Cyber Recruiter to better understand how Cyber Recruiter can be used on a daily basis. The following pages detail the recommended procedures for using Cyber Recruiter based on working with over 150 clients during implementations and in a support role over the last 6 years. Of course, there are many ways to accomplish the same goal in Cyber Recruiter so your individual process may vary slightly.

Flow Chart

Requisition Posting Procedure (R)

Step 1 –Position Requested

The Create Requisition process starts the whole cycle for recruiting in Cyber Recruiter.

A New Position to the Organization

  1. Select Requisitions
  2. Select Create Requisition
  3. Select 1st option – from scratch – from the screen that appears
  4. Complete all fields on the first page of the form
  5. Required items will be marked with an * (asterisk)
  6. Press Next to move to the next page
  7. Complete all requested job detail information (job description, requirements, etc.)
  8. Press Next to move to the next page
  9. Verify all requisition questions that will be asked of the applicant during the application process
  10. Press Add if necessary to add additional questions
  11. Press the red ‘X’ to remove any questions from the list
  12. Press Next to move to the next page
  13. Select the necessary approvers from the drop-down list based on your hierarchy and approval chain
  14. Enter a note to the approvers if desired
  15. Press Save Changes to move to the next page
  16. A confirmation page will appear stating the process is complete
  17. Print the requisition details using the link if desired.

Using Template Job Requisitions

Templates are specific requisitions which are set up by the HR department with all of the defaults for a specific requisition. Templates should be set if HR controls the job descriptions and does not require the requestor to complete information about the requisition prior to the request. Templates must be set prior to being used by the requestor.

  1. Select Requisition
  2. Select Create Requisition
  3. Select 2nd option – from a template – from the screen that appears
  4. Using the table that appears, select the position that is being requested
  5. Review all fields, correcting information where necessary
  6. Required items will be marked with an * (asterisk)
  7. Press Next to move to the next page
  8. Review all job details, correcting information where necessary (job description, requirements, etc.)
  9. Press Next to move to the next page
  10. Verify all requisition questions that will be asked of the applicant during the application process
  11. Press Add if necessary to add additional questions
  12. Press the red ‘X’ to remove any questions from the list
  13. Press Next to move to the next page
  14. Review the necessary approvers from the drop-down list based on your hierarchy and approval chain
  15. Enter a note to the approvers if desired
  16. Press Save Changes to move to the next page
  17. A confirmation page will appear stating the process is complete
  18. Print the requisition details using the link if desired.

Copy an Existing Requisition

This process will copy any requisition that is currently in the system and NOT marked as a template. This process is like opening a Word document and making changes to an old file. Any information that was saved with the old file will be transferred over to the new requisition. Information should be reviewed prior to requesting the approval.

  1. Select Requisition
  2. Select Create Requisition
  3. Select 3rd option – copy a requisition– from the screen that appears
  4. Using the drop-down list provide, select which requisition to copy
  5. Review all fields, correcting information where necessary
  1. Required items will be marked with an * (asterisk)
  1. Press Next to move to the next page
  2. Review all job details, correcting information where necessary (job description, requirements, etc.)
  3. Press Next to move to the next page
  4. Verify all requisition questions that will be asked of the applicant during the application process
  1. Press Add if necessary to add additional questions
  2. Press the red ‘X’ to remove any questions from the list
  1. Press Next to move to the next page
  2. Review the necessary approvers from the drop-down list based on your hierarchy and approval chain
  3. Enter a note to the approvers if desired
  4. Press Save Changes to move to the next page
  5. A confirmation page will appear stating the process is complete
  6. Print the requisition details using the link if desired

Step 2 – Approving a Requisition

Completing Step 1 will generate an email going out to any necessary approvers designated. The approver can then view the information and respond accordingly.

  1. Approver reads email sent to him/her from Cyber Recruiter
  2. Approver clicks on the hyperlink options in the email to Accept / Deny the request
  3. Approver types in a note as to why the response was selected
  4. Approver presses Submit
  5. Email is sent to the recruiter
  6. Email is sent to the hiring manager
  7. Email is sent to the next approver, if applicable

Step 3 – Changing the Status for Requisition

If All Approvers Approve - this will trigger the system to change the status to Open automatically (if the field ‘Auto post’ is set to yes).

If An Approver Denies - the recruiter needs to edit the requisition and change the status accordingly.

Step 4 –Posting to Sites (controlled by Cyber Recruiter)

The website controlled by Cyber Recruiter (Careers and Self Service) reads information from the Requisition pages to determine what should be posted to which site. The following information details how to post to the various sites for Applicant and Employee view of the postings.

Posted / Status / Posts To / For
NONE / Any / Nowhere / Everyone
Internal Website / Open / Self Service / Employees
Corporate Website / Open / Careers; Self Service / Applicants
Both / Open / All Sites / Everyone

Step 5 – Posting to Supported Job Boards

Cyber Recruiter has four job boards which are available to quickly push information from Cyber Recruiter out to the job board. Each job board has a unique page in the requisition file which contains fields that are not stored other places in the system. This page must be completed for each posting to send to that job board.

  1. Log into Cyber Recruiter
  2. Complete Job Specific Information
  3. Click on Req List
  4. Click on the Requisition Number to open the requisition file
  5. View the Job Board screen (Monster, HotJobs, etc.)
  6. Enter information in the screen which is necessary for the posting
  7. Press Save Changes when complete
  8. Post to jobs Job Board
  9. Select Requisition
  10. Select Job Boards
  11. Select Job Board to send to (Monster, HotJobs, etc.)
  12. Select to Post based on individual selection
  13. Highlight which jobs to send
  14. NOTE: highlight all jobs that should currently be posting not just the new jobs
  15. Press Preview
  16. Errors present
  17. Yes
  18. Return to the Job Board specific page of the requisition to correct the problem
  19. Repeat steps from above
  20. No
  21. Press Submit

Step 5b – Posting to Other Job Boards

If the job board to post to is not currently a job board supported with a link from Cyber Recruiter the information can still be posted to the site. This will require the user to go to the site for the job board and to enter in information from Cyber Recruiter.

  1. Open a new web page
  2. Go to Job Board Site
  3. Log into site with user name and password
  4. Select to post a new job
  5. Complete necessary information
  6. Copy Job Description from Cyber Recruiter (if possible and applicable)
  7. If possible, type a message to direct the applicant back to the corporate site in order to complete an online application (putting them directly into Cyber Recruiter).

Mining Cyber Recruiter Database (M)

As applicants apply or if the organization finds an applicant, that applicant’s record becomes part of the Cyber Recruiter database. This database can then be accessed to search for applicants for additional openings in the organization.

Step 1 - Applicant Searching

There are three searching tools available in Cyber Recruiter. Each is unique and will provide for different results when the search is completed.

Resume Text Search

This search looks only to the text version of the resume. If the organization is not gathering the text version of the resume this search will yield little or no result. If however, the organization generally gathers a resume instead of standard application information, this will be a productive search.

  1. Log into Cyber Recruiter
  2. Select Applicants
  3. Select Applicant Search
  4. Select Resume Text Search
  5. Enter items that MUST be in the resume in the fields provided for the Required column
  6. Enter items that would be NICE to have in the resume in the fields provided for the Optional column
  7. Highlight the applicant statuses (Overall) for which to search
  8. Select the date range to search from the drop-down list
  9. Sort by Rank?
  10. Yes = applicant with most number of words matching will appear first
  11. No = applicant will appear in Then Sort by order
  12. Select secondary sort from the drop-down list
  13. Enter Advanced Criteria, if necessary
  14. Select the requisition this search is for, if applicable
  15. Press Search
  16. Click on the Applicant’s Name to view the application page
  17. Click on the Applicant’s Resume to view the usage of the key words
  18. Click on the Experience link to view the applicant’s experience page
  19. Continue to Step 2 for interesting prospects

Database Search

This search looks to the ‘database’ information. There are six (6) searches that can be performed but they are all exclusive of each other. If the degree search is run, it will not look for majors as that is another search. This search type is very helpful if the organization is gathering skills based on a skills matrix and positions desired (general jobs instead of specific requisitions)

Degree Search, Major Search, Referral Source Search, Position Desired Search
  1. Log into Cyber Recruiter
  2. Select Applicants
  3. Select Applicant Search
  4. Select Database Search
  5. Select Search Area
  6. Select Search Item from the drop-down list (this list is set under Admin / Codes )
  7. Highlight the applicant statuses (Overall) for which to search
  8. Select the date range to search from the drop-down list
  9. Select sort order from the drop-down list
  10. Enter Advanced Criteria, if necessary
  11. Select the requisition this search is for, if applicable
  12. Press Search
  13. Click on the Applicant’s Name to view the application page
  14. Click on the Applicant’s Resume to view the resume
  15. Click on the Experience link to view the applicant’s experience page
  16. Continue to Step 2 for interesting prospects
Skills Search
  1. Log into Cyber Recruiter
  2. Select Applicants
  3. Select Applicant Search
  4. Select Database Search
  5. Select Skills Search
  6. Select up to five (5) Skills from the drop-down list (this list is set under Admin / Codes )
  7. Choose filter level
  8. ANY Skills = Applicant only has to have one of the skills listed
  9. ALL Skills = Applicant must have all skills listed
  10. Highlight the applicant statuses (Overall) for which to search
  11. Select the date range to search from the drop-down list
  12. Select sort order from the drop-down list
  13. Enter Advanced Criteria, if necessary
  14. Select the requisition this search is for, if applicable
  15. Press Search
  16. Click on the Applicant’s Name to view the application page
  17. Click on the Applicant’s Resume to view the resume
  18. Click on the Experience link to view the applicant’s experience page
  19. Continue to Step 2for interesting prospects
Req Requirements Search
  1. Log into Cyber Recruiter
  2. Select Applicants
  3. Select Applicant Search
  4. Select Database Search
  5. Select Req Requirements Search
  6. Select Requisition from the drop-down list (requirements must be set under the Requisition / Requirements page)
  7. Highlight the applicant statuses (Overall) for which to search
  8. Select the date range to search from the drop-down list
  9. Select sort order from the drop-down list
  10. Enter Advanced Criteria, if necessary
  11. Select the requisition this search is for, if applicable
  12. Press Search
  13. Click on the Applicant’s Name to view the application page
  14. Click on the Applicant’s Resume to view the resume
  15. Click on the Experience link to view the applicant’s experience page
  16. Continue to Step 2for interesting prospects

CyberSearch

CyberSearch combines the database search, the resume text search and the ability to search other items in the Applicant’s file. If a search is needed of applicants who answered a specific applicant question a certain way and have a degree in Human Resources and worked for Intel. This search would allow the user to create the criteria to look for applicants who fit those needs.

  1. Log into Cyber Recruiter
  2. Select Applicants
  3. Select Applicant Search
  4. Select CyberSearch
  5. Create a new search
  6. Click Add
  7. Enter a Name
  8. Enter a Description
  9. Checkmark Share if other people should be able to run this
  10. Press Save Changes
  11. Click Add to add criteria
  12. Select the criteria to use from the drop-down box
  13. Depending on the criteria selected, complete the remaining boxes, drop-downs
  14. Click Save Changes
  15. Press Add to add additional criteria until satisfied
  16. Select the requisition this search is for, if applicable
  17. Press Run
  18. Click on the Applicant’s Name to view the application page
  19. Click on the Applicant’s Resume to view the resume
  20. Click on the Experience link to view the applicant’s experience page
  21. Continue to Step 2 for interesting prospects
  22. Run a Search already created
  23. Find the search to run
  24. Select the requisition this search is for, if applicable
  25. Press Run
  26. Click on the Applicant’s Name to view the application page
  27. Click on the Applicant’s Resume to view the resume
  28. Click on the Experience link to view the applicant’s experience page
  29. Continue to Step 2 for interesting prospects

Step 2 - Routing to Hiring Manager

After the applicants have been reviewed, the send an email to a hiring manager in the system with the applicant’s information and resume. This action will add a line item to the applicant’s record in the Activity / Routing page.

  1. From the search results screen
  2. Place a checkmark next to the applicant to email
  3. Press the Route button
  4. Highlight the person (or people) who should receive this Applicant’s information
  5. Checkmark to add this person (or people) to the recipient’s Cyber Recruiter Inbox.
  6. Select to send separate email for each applicant
  7. Checkmark to allow responses from email
  8. Checkmark to send responses back to you
  9. Checkmark to update the status (only applicable if you have only selected one recipient)
  10. Enter a message to the recipient if desired
  11. Click on the Attached to Requisition tab
  12. Find the Requisition you are evaluating against
  13. Update the Status if necessary
  14. Press Save Changes to save the records and send the emails

Applicant Evaluation (E)

Step 1 – Organization finds Applicant

Recruiters can search for applicants on other websites; get resumes via email or some other process. This information can be brought into Cyber Recruiter manually to start the evaluation process. Typically if the organization is bringing the person into the system, the first level of qualification is already complete.

  1. Recruiter finds the applicant’s information
  2. Select Applicants
  3. Select Add Applicant
  4. Has Formatted Resume
  5. Yes
  6. Select From File
  7. Browse to the formatted resume
  8. Press Process
  9. No
  10. Select From Clipboard
  11. Enter text version of resume if available
  12. Press Next
  13. Verify information that has been entered or enter information if necessary
  14. Select requisition to assign this person to from the drop-down list if applicable
  15. Select the status for this applicant
  16. Enter the date of this application (typically today’s date)
  17. Select the referral source from the drop-down list
  18. Select the position desired (this is not a requisition) if applicable
  19. Check mark to add to your inbox
  20. Press Save Changes
  21. Cyber Recruiter will check to see if this person is already in the system
  22. Information matches someone already in the system
  23. Screen appears to verify information
  24. Person is a duplicate
  25. Delete New Record
  26. Person is NOT a duplicate
  27. Continue to Step 1 – Item 14
  28. Information is unique
  29. Continue to Step 1 – Item 14
  30. Contact the Applicant?
  31. Yes
  32. Review the email which will be sent to the applicant to determine interest
  33. Press Send
  34. No
  35. Press Skip this Step
  36. Proceed to Step 2B

Step 1B - Applicant Applies via Website

Applicants can self identify their interest in a position. They have access to a specific page on the corporate careers site to view positions and apply for the first time. After they have applied for the first time, the applicants can log into a specific site to update information or express interest in additional positions.