Procedure Guide: Daily Use

Cyber Recruiter 6.6

June 2008

Table of Contents

Position Requested

STEP 1: Create a Requisition

Option 1 – From Scratch

Option 2 – Approved Template

Option 3 – Copy an Existing Requisition

STEP 2: Approving a Requisition

Option 1: Approve Via Email

Option 2: Approve Via Cyber Recruiter

Option 3: Manual Override Approval (As Admin)

STEP 3: Posting the Position

Option 1: Posting the Position to the Website

Option 2: Posting the Position to Job Boards interfaced with Cyber Recruiter

Option 3: Posting the Position to Job Boards NOT interfaced with Cyber Recruiter

Mining Cyber Recruiter Database

STEP 1: Applicant Searching

Option 1: Resume Text Search

Option 2: Database Search

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

Skills Search

Req Requirements Search

Option 3: CyberSearch

Add a Search

Run a Search

STEP 2: Email Applicant

STEP 3: Route to Hiring Manager

Applicant Evaluation

STEP 1: Organization finds Applicant

Option 1: Find Applicant via Job Boards/Emails

Option 2: Find Applicant in System

STEP 2: Review of Qualifications

Option1: Applicant Applies & Someone is Notified

Via Routing Email

Via Cyber Recruiter

Option 2: Applicant Found in a Search

STEP 3: Additional Evaluation

Option 1: From the Applicant File

Requisition Attached

Requisition Not Attached

Option 2: From the Cyber Recruiter Inbox

STEP 3: Phone Screen

STEP 4: Interview an Applicant

Schedule with the Interviewer

Confirm with Applicant

Update Applicant File

STEP 5: Record & Evaluate Interview Results

Entering Interview Question Responses

Interview Evaluation Responses

Evaluate Interview Results

STEP 6: Check References

Hiring Process

STEP 1: Request an Offer

STEP 2: Approving an Offer

Option 1: Respond Via Email

Option 2: Respond Via Cyber Recruiter

Option 3: Manual Override (as needed by Administrator)

STEP 3: Make an Offer

Offer Letter Preparation

Create Offer Letter

STEP 4: Applicant Responds

STEP 5: Remove Requisition from Websites

From Corporate & Self Service Websites

From Supported Job Boards

From Other Job Boards

STEP 6: Communicate and Update Remaining Applicants

STEP 7: Record Costs for Recruiting

Position Requested

The ‘Create Requisition’ process starts the recruiting cycle in Cyber Recruiter. This process is typically very unique to each organization and is configured in Admin > Page Builder > Requisition > Create Req Form. There are three (3) possible options to create a requisition: From Scratch; Approved Template; and Copy an Existing Requisition.

Templates are specific requisitions set up with all the necessary defaults. This allows Cyber Recruiter Users to use the templates as a guide and/or fill in missing information as needed. However, they are set up; they need to be set up prior to use of this option. Copying an existing requisition is the same principle; however it will clone the requirements specific to that requisition which could change depending on when the requisition information is updated and changed.

STEP 1: Create a Requisition

  1. Select Main Menu Bar > Requisitions
  2. Select Create Requisition

Option 1 – From Scratch

  1. Complete all required fields; required fields will be marked with an * asterisk
  2. Click ‘Next’ to continue
  3. Depending on set-up, there could be one or two pages that contain required fields
  4. Complete all requested job detail information (job description, requirements, etc.)
  5. Click ‘Next’ to continue
  6. Verify all requisition questions to be asked of Applicants when applying to this position
  7. Click‘Add’to include additional questions
  8. Click the red ‘X’ to remove questions from the list
  9. Click‘Next’to continue
  10. Select the necessary Approvers from the drop-down list based on your hierarchy and approval chain
  11. Enter a note to the Approvers if desired
  12. Click‘Save Changes’to complete the process
  13. A confirmation page lets you know the process is complete
  14. Print the requisition details using the link at the bottom if desired.

Option 2 – Approved Template

  1. Choose a template to copy from the list available
  2. Review and complete all required fields as necessary; required fields will be marked with an * asterisk
  3. Click ‘Next’ to continue
  4. Depending on set-up, there could be one or two pages that contain required fields
  5. Review and complete all requested job detail information (job description, requirements, etc…
  6. Click ‘Next’ to continue
  7. Verify all requisition questions to be asked of Applicants when applying to this position
  8. Click ‘Add’ to include additional questions
  9. Click the red ‘X’ to remove questions from the list
  10. Click ‘Next’ to continue
  11. Review and select the necessary Approvers from the drop-down list based on your hierarchy and approval chain
  12. Enter a note to the Approvers if desired
  13. Click ‘Save Changes’ to complete the process
  14. A confirmation page lets you know the process is complete
  15. Print the requisition details using the link at the bottom if desired.

Option 3–Copy an Existing Requisition

  1. Choose a requisition to copy from the list available
  2. Review and complete all required fields as necessary; required fields will be marked with an * asterisk
  3. Click ‘Next’ to continue
  4. Depending on set-up, there could be one or two pages that contain required fields
  5. Review and complete all requested job detail information (job description, requirements, etc…
  6. Click ‘Next’ to continue
  7. Verify all requisition questions to be asked of Applicants when applying to this position
  8. Click ‘Add’ to include additional questions
  9. Click the red ‘X’ to remove questions from the list
  10. Click ‘Next’ to continue
  11. Review and select the necessary Approvers from the drop-down list based on your hierarchy and approval chain
  12. Enter a note to the Approvers if desired
  13. Click ‘Save Changes’ to complete the process
  14. A confirmation page lets you know the process is complete
  15. Print the requisition details using the link at the bottom if desired.

STEP 2: Approving a Requisition

Completing Step 1 starts the requisition approval process. In many cases, organizations choose to generate an email (Admin > Page Builder > Correspondence Templates > Standard Templates > Requisition Approval Email & Reminder Email) and automatically send it to the first designated Approver. The Approver can review the requisition information in the email and make a decision (Accept/Deny) as necessary and/or can review the requisition information in Cyber Recruiter given the appropriate security permissions.

Option 1: Approve Via Email

  1. Approver receives and reads Requisition Approval Email or Requisition Approval Reminder Email
  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 (as needed)
  4. Approver clicks Submit
  5. Accepted
  6. Is the Approver is final Approver?
  7. No
  8. Requisition Approval Email sent to next Approver
  9. Requisition Approval Notification Email is sent to the Recruiter
  10. Requisition Approval Notification Email is sent to the Hiring Manager
  11. Yes
  12. If Auto Post field = YES then the job posts to Websites
  13. If Auto Post field = NO then Users needs to manually post the job to the Websites as needed
  14. Requisition Approval Notification Email is sent to the Recruiter
  15. Requisition Approval Notification Email is sent to the Hiring Manager
  16. Denied
  17. Requisition Approval Notification Email is sent to the Recruiter
  18. Requisition Approval Notification Email is sent to the Hiring Manager

Option 2: Approve Via Cyber Recruiter

  1. Approver goes to Cyber Recruiter > Home Page
  2. Right Click on the requisition to approve to see requisition information
  3. Requisition File > Main Page
  4. Requisition File > Approval Page
  5. Left Click on the requisition to approve
  6. Approve - Yes
  7. Is the Approver is final Approver?
  8. No
  9. Requisition Approval Email sent to next Approver
  10. Requisition Approval Notification Email is sent to the Recruiter
  11. Requisition Approval Notification Email is sent to the Hiring Manager
  12. Yes
  13. If Auto Post field = YES then the job posts to Websites
  14. If Auto Post field = NO then Users needs to manually post the job to the Websites as needed
  15. Requisition Approval Notification Email is sent to the Recruiter
  16. Requisition Approval Notification Email is sent to the Hiring Manager
  17. Deny - No
  18. Enter passwordRequisition Approval Notification Email is sent to the Recruiter
  19. Requisition Approval Notification Email is sent to the Hiring Manager
  20. Enter User Password
  21. Click ‘Save Changes’ to complete the approval

Option 3: Manual Override Approval (As Admin)

  1. User with the Admin rights goes to Cyber Recruiter > Home Page
  2. Right Click on the requisition to approve and select Approvals Page
  3. Click ‘Edit’ (green E circle) on the Approver who is getting the manual override
  4. Select Yes (Approve) or No (Deny)
  5. These options will obey the action as listed in the above two options accordingly
  6. Enter password
  7. The User with Admin rights password
  8. Click ‘Save Changes’ to complete the approval

STEP 3: Posting the Position

Posting the position is typically setup to automatically post to the organization external website for Applicant to start applying to the position after the last Approver accepts the request. Some time the setup posts the position internally first for Employees to consider first and/or perhaps in both places at the same time. Additionally, the organization might want to post the position to certain job boards. Cyber Recruiter interfaces (should the organization choose to set it up) with Monster, Hot Jobs, CareerBuilder and Dice directly and/or allows the organization to use eQuest to post out the one position to multiple Job Boards as setup. Using current processes to posting to Job Boards is still a viable option and necessary for some Job Boards.

Option 1: Posting the Position to the Website

  1. Go to Requisition File > Main Page
  2. Consider the following Posted Field values:

Posted Field / Posts To / For
NONE / Nowhere / Everyone
Internal Website / Self Service / Employees
Corporate Website / Careers; Self Service / Applicants
Both / All Sites / Everyone
  1. Requisitions post when the Posted field and Status field equal a valid combination set up by Admin
  1. Check this combination (Typical set up is Posted=Both & Status=Open)
  2. If posting requisitions internally first, come here to change the Posted field from Internal Website to Both at the appropriate time that everyone should be able to see the position

Option 2: Posting the Position to Job Boards interfaced with Cyber Recruiter

There two (2) important things to consider about Cyber Recruiter’s interface with Job Boards.

Cyber Recruiter is creating a file that is sent to the Job Board for them to upload and post on their site. Every time you send a file, only the requisitions in that file will be posted on the Job Board for your company. For example if you posted 2 jobs today and tomorrow you want to add 2 more, you need to select all 4 positions to upload to the Job Board as this new file wipes out the current one they have for your organization.

Additionally each Job Board uploads job differently. If you receive an ‘Export Successful’ status on the Cyber Recruiter side that does not mean the job is posted automatically. To find out more information about the lag time between sending the Job Board your file from Cyber Recruiter and them posting the file, please contact your Job Board representative.

  1. Go to Requisition File > Job Board Page (The name of job board will be listed there)
  2. Enter information in the screen which is necessary for the posting
  3. Click ‘Save Changes’ when completed
  4. (This does not post the position rather it gets the requisition ready to post)
  5. Go to Main Menu Bar > Requisition > Job Boards
  6. Select the Job Board needed
  7. There are three options:
  8. Based on the status
  9. Click the radio button next to this option
  10. Highlight which statuses to send
  11. This one is used when you have an open-ended relationship with the job meaning that you can post as many requisitions as you need.
  12. Based on the posting (see Posting the Position - Option 1: Step 2)
  13. Click the radio button next to this option
  14. Highlight which posting status to send
  15. This one is also used when you have an open-ended relationship to post as many jobs as you need.
  16. Select individual requisitions (most popular option)
  17. Click radio button next to this option
  18. Highlight which statuses to send
  19. This option allows you to pick and choose what requisitions should post and is ideal when you can only post so many requisitions at a time.
  20. Click Preview
  21. Preview Page
  22. If Errors are listed at the top of the Page, consider the information that is missing
  23. Return to the Requisition File that contains the errors and to the Job Board page within to correct the information.
  24. Repeat this for each Requisition with errors
  25. Once all errors are taken care, Repeat the steps to post to the Job Board
  26. If there are no errors,
  27. Click Submit

Option 3: Posting the Position to Job Boards NOT interfaced with Cyber Recruiter

If you want to post the position to Job Board not currently interfaced with Cyber Recruiter, this will be handled in the same manner that you upload them now. To keep record of this, you can make a note on the Requisition File > Notes Page to indicate where else you posted the position.

Mining Cyber Recruiter Database

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.

Option 1: 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. Go to Main Menu Bar > Applicant
  2. Select Applicant Search > Resume Text Search
  3. Choose a column to enter keywords
  4. The ‘Required’ column if they MUST be in the resume
  5. All keywords in this column must be found in the Resume to have it returned
  6. The ‘Optional’ column if they’d be NICE to have in the resume
  7. Any keywords in this column will return the resume
  8. When using the two (2) columns together, the ‘Required’ will always take precedence
  9. Choose the appropriate Overall Applicant Status(es) to consider:
  10. Hold CTRL key down to select more than one individual statuses
  11. Hold SHIFT key down to select multiple statuses in a row
  12. Blank means to consider all statuses
  13. Choose a date range from the drop-down list
  14. Enter Advanced Criteria, if necessary
  15. Are you OFCCP Compliant?
  16. If Yes, you the option to select a requisition or to enter a comment is necessary to proceed
  17. If No, continue to the next step
  18. Click Search Button
  19. On Search Results Page:
  20. Click on the Applicant’s Name to view the Application Page of the file, the page that contains the application questions, requisition specific questions
  21. Use the scrolling feature at the top of the file to go to the next Applicant file in the search results list
  22. Click on the Applicant’s Resume to view the usage of the key words, this option highlights the words entered as keywords in different colors
  23. Click on the Experience link to view the Experience Page of the file (Skills, Education, Previous Employment, etc…)
  24. Use the scrolling feature at the top of the file to go to the next Applicant file in the search results list
  25. Click Menu Main Bar > Applicant > Applicant Search > Redo Last Search to get back to the search results

Option 2: 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, Position Desired Search, Referral Source Search
  1. Go to Main Menu Bar > Applicant
  2. Select Applicant Search > Database Search > Degree Search
  3. Choose a Degree from the drop-down list
  4. Choose the appropriate Overall Applicant Status(es) to consider:
  5. Hold CTRL key down to select more than one individual statuses
  6. Hold SHIFT key down to select multiple statuses in a row
  7. Blank means to consider all statuses
  8. Choose a date range from the drop-down list
  9. Choose a ‘Sort By’ order from the drop-down list
  10. Enter Advanced Criteria, if necessary
  11. Are you OFCCP Compliant?
  12. If Yes, you the option to select a requisition or to enter a comment is necessary to proceed
  13. If No, continue to the next step
  14. Click Search Button
  15. On Search Results Page:
  16. Click on the Applicant’s Name to view the Application Page of the file, the page that contains the application questions, requisition specific questions
  17. Use the scrolling feature at the top of the file to go to the next Applicant file in the search results list
  18. Click on the Applicant’s Resume to view the resume
  19. Click on the Experience link to view the Experience Page of the file (Skills, Education, Previous Employment, etc…)
  20. Use the scrolling feature at the top of the file to go to the next Applicant file in the search results list
  21. Click Menu Main Bar > Applicant > Applicant Search > Redo Last Search to get back to the search results
Skills Search
  1. Go to Main Menu Bar > Applicant
  2. Select Applicant Search > Database Search > Skills Search
  3. Choose up to five (5) skills from the drop-down list
  4. Choose a filter level:
  5. ANY Skills – Returns Applicants with any of the skills selected
  6. AND Skills – Returns Applicant with all skills selected
  7. Choose the appropriate Overall Applicant Status(es) to consider:
  8. Hold CTRL key down to select more than one individual statuses
  9. Hold SHIFT key down to select multiple statuses in a row
  10. Blank means to consider all statuses
  11. Choose a date range from the drop-down list
  12. Choose a ‘Sort By’ order from the drop-down list
  13. Enter Advanced Criteria, if necessary
  14. Are you OFCCP Compliant?
  1. If Yes, you the option to select a requisition or to enter a comment is necessary to proceed
  2. If No, continue to the next step
  1. Click Search Button
  2. On Search Results Page:
  1. Click on the Applicant’s Name to view the Application Page of the file, the page that contains the application questions, requisition specific questions
  2. Use the scrolling feature at the top of the file to go to the next Applicant file in the search results list
  3. Click on the Applicant’s Resume to view the resume
  4. Click on the Experience link to view the Experience Page of the file (Skills, Education, Previous Employment, etc…)
  1. Use the scrolling feature at the top of the file to go to the next Applicant file in the search results list
  1. Click Menu Main Bar > Applicant > Applicant Search > Redo Last Search to get back to the search results
Req Requirements Search
  1. Go to Main Menu Bar > Applicant
  2. Select Applicant Search > Database Search > Req Requirements Search
  3. Choose a Requisition from the drop-down list
  4. NOTE: The Requisition File > Requirements Page needs to be setup for this search to work
  5. Choose the appropriate Overall Applicant Status(es) to consider:
  1. Hold CTRL key down to select more than one individual statuses
  2. Hold SHIFT key down to select multiple statuses in a row
  3. Blank means to consider all statuses
  1. Choose a date range from the drop-down list
  2. Choose a ‘Sort By’ order from the drop-down list
  3. Enter Advanced Criteria, if necessary
  4. Are you OFCCP Compliant?
  1. If Yes, you the option to select a requisition or to enter a comment is necessary to proceed
  2. If No, continue to the next step
  1. Click Search Button
  2. On Search Results Page:
  1. Click on the Applicant’s Name to view the Application Page of the file, the page that contains the application questions, requisition specific questions
  1. Use the scrolling feature at the top of the file to go to the next Applicant file in the search results list
  1. Click on the Applicant’s Resume to view the resume
  2. Click on the Experience link to view the Experience Page of the file (Skills, Education, Previous Employment, etc…)
  1. Use the scrolling feature at the top of the file to go to the next Applicant file in the search results list
  1. Click Menu Main Bar > Applicant > Applicant Search > Redo Last Search to get back to the search results

Option 3: 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.