Taleo User Guide: Creating a Requisition

This user guide provides the steps to Create a Requisition using Taleo. It contains six parts: Part Part Part Part Part Part A: B: C: D: E: F: Logging on to the Taleo recruiting module Setting up the requisition form Completing the requisition form Launching the diagnostics tool Attaching the Position Description/other documents Requesting approval of the requisition

Once all steps have been completed, your requisition will be ready to be approved and then advertised by your Staffing Advisor.

Part A: Logging on to the Taleo recruiting module

Step 1: For PC users: Please use Internet Explorer (IE) 7 or 8. For Mac users: Please use Firefox 3.6 for Mac OS X 10.4 and later. Enter the following URL into your browser: https://mq.taleo.net Step 2: You will be presented with a Legal Agreement read the Conditions of Use and select I agree.

Step 3: Enter your OneID (mq followed by your staff number), Password and then click the Log Me In Now! button. If you need your password reset, please contact the Informatics Help Desk on (02) 9850 4357 or email help@mq.edu.au

Step 4: Select the Recruiting module.

Step 5: On the Welcome Page, select the link: Create a Requisition.

Part B: Setting up the requisition form

Step 6: In setting up the requisition form, you have a choice to either: a) Use a pre-existing template to create a requisition (saves time) OR b) Start a requisition from scratch go to Step 8 To use a pre-existing requisition template, click on the selector button at the end of the Template Used field.

Step 7: Choose the required template by clicking on the Select button at the end of the line.

Step 8: Click on the selector button at the end of the Hiring Manager field. Choose the Hiring Manager from the list by clicking on the Select button at the end of the line. Then click the Next button to continue.

Step 9: The Organisation, Location and Job Fields will automatically populate if you have chosen a template. Otherwise if creating from scratch, select the appropriate values by using the selector buttons. Then, once all fields are correct, click on the Create button.

Part C: Completing the requisition form

Step 10: You are now at the Requistion Form 4 sections need to be completed: 1. Logistics 2. Administration 3. Advertisement 4. Pre-screening

Please note the location of the Save button save regularly to avoid losing data. The system automatically will log you out after 60 minutes of inactivity.

Step 11: Logistics Section In the Identification area, complete all fields: a) Type of recruitment action b) Number of Openings c) Further information for recruiting d) Position Number e) Title f) Title (by Manager) 4

Obtain position number from Position Description or from your Staffing Advisor (if a new position)

Step 12: Logistics Section In the Owners area, use the selector buttons to complete the following fields: a) Recruiter b) Hiring Manager c) Recruiter Assistant - (optional) d) Hiring Manager Assistant - (optional)

Your Staffing Advisors name Supervisor of position Local HR Rep/EA/Other Asst. Local HR Rep/EA/Other Asst. Step 13: Now it is time to select Collaborators These are other selection panel members who will require access to candidate applications. Click on the Modify button.

Step 14: Choose one or more collaborators by clicking on the Select button. When finished, click on the Done button.

Step 15: Logistics Section In the Profile area, complete the following fields: a) Employee Status b) Schedule c) Nature of Position d) Details of Nature of Position e) Job Type f) Education Level g) Hours per Fortnight h) Employment Fraction % i) Supervisor Title j) Travel k) Target Start Date l) Target End Date

- (fixed term positions only) - (fixed term positions only) - (optional)

- (optional) - (fixed term positions only)

Step 16: Administration Section In the Budget area, complete the following fields: a) Account Name b) Account Code c) Part of Current Budget d) Other Budget Costs - (optional) e) Justification

Step 17: Administration Section In the Compensation area, complete the following fields: a) Level b) Minimum Salary c) Maximum Salary d) Pay Basis e) Salary Details f) Other Compensation - (optional) 6

Step 18: Administration Section In the Additional Information area, enter any further information about the position that is relevant for your Approver(s) and Staffing Advisor.

Step 19: Advertisement Section In the Sourcing Channels area, tick the channels where you would like to place your advertisement and enter any specific sourcing instructions for your Staffing Advisor.

Step 20: Advertisement Section - In the Internal Description area, enter: a) Target Open Date for advertising b) Closing Date

c) Description Internal - This is where you describe the role and essential/desirable criteria to applicants. Also state the salary package, appointment type, enquiry details and closing date. 7

Description of Role Essential/Desirable Criteria Appointment Type Salary Package Enquiries phone and email Application Closing Date

1. If you wish to paste text directly from a Word Document, click on the Paste from Word button. 2. Then paste the text in the small pop-up box and click on the OK button. 3. Then Edit within this box.

Step 21: Advertisement Section - In the External Description area, click on the Copy From button to copy all the details from the Internal Description into the External Description. Note: If only advertising internally, leave blank and go to Step 23.

Step 22: A pop-up window will appear. Click the Done button and the External Description is now complete.

Step 23: Prescreening Section Here is where you can create specific questions for the applicants to answer where they are required to demonstrate how they meet stated criteria. Click on the Create Question button.

Step 24: Please choose the following: a) b) c) d) Answer Type choice of single answer, multiple answers or text Answer Display for single and multiple choice answers Question enter the question you want to display to applicants Possible Answers - for single and multiple choice answers

Note: Use text answers for questions on essential/desirable criteria.

Step 25: Click on the Save and Close button when finished each question.

Step 26: Prescreening Section Three other actions you can perform: a) To add questions from the library, click on the Add button. b) To reorder questions, click on the Question number and then the Reorder button. c) To make answers required or assets, click on the fields in the Required/Asset Column (for single/multiple choice questions).

Part D: Launching the diagnostics tool

Step 27: You have now completed the requisition form. On the right side of the page, click on the Diagnostic Tools button. This will show you any mandatory fields that are still required to be completed in order to have your requisition approved and posted.

10

Step 28: Once all fields on the requisition form have been entered, click the Save and Close button.

Part E: Attaching the Position Description/other documents

Step 29: Documentation now needs to be attached to the requisition form as follows: 1. Professional roles 2. Academic roles 3. Casual roles - attach Position Description and evaluation - (mandatory) - attach selection criteria/fellowship agreements - (optional) - attach Task Description - (mandatory)

a) Click on the Attachments Tab. b) Click on the Browse button to search your computer for the Position Description or other document that you wish to attach. c) Click on the Add button. The file will appear below.

11

Part F: Requesting approval of the requisition

Step 30: The final steps are to request approval for your requisition. Click on the More Actions Menu and then click Request Approval.

Step 31: A pop-up window will appear. Please complete the following: a) Untick the Suggested Users Box on the left b) Select one or more Approvers from the list (your Faculty HR Manager/local HR staff can advise you of suitable approvers) c) Enter a comment in the Comments field d) Click on the Done button

You will receive an email once the requisition has been approved. Then your Staffing Advisor will advertise the position for you. 12