Offer

Purpose

This job aid explains how Workday allows you to manage the entire recruitment cycle for a job requisition.

When to Use

Key components of recruiting are:

• Job Requisition Process: A job requisition is a prerequisite to the recruitment process. Jobs must be posted and available for candidates to submit Job Applications (refer to the Job Aids for Create/Edit Job Requisitions and Create/Edit/Close Evergreen Requisitions for further details).
• Recruit to Hire Process: Applicants submit a job application. The Recruiter reviews and screens applicants and works with the hiring team to schedule interviews. Workday provides the Candidate Pipeline.
• Offer: The Recruiter leads this process. Candidates who accept the written offer will begin the Pre-Hire process (which includes the Background Check process managed by the Recruiting Team).

Recruiting Sub-Processes

• Screen: Recruiters will screen candidates and determine next steps.
• Interviews: Managers can determine if they want TA or the department to schedule the interview.
• Reference Check: Hiring Managers will request references. Note: This is an integration within Workday called SkillSurvey.
• Offer: Includes the hire date, proposed base pay, and can include one-time payments for relocation or retention, as well as allowance plans. The Offer Letter will be generated in Workday and sent to the candidate for acknowledgment. 
• Ready for Hire: The Coordinator moves the candidates to "Ready for Hire" which completes the overall Job Application process. A staffing event will automatically initiate new hires. The Recruiter will determine if the hiring transaction is a change job or add job for internal candidates. Candidates will be asked to provide personal information (SSN, Date of Birth, and Gender) in Workday. 

Considerations

• Internal applicants can use the Find Jobs report in Workday to submit applications. They can also manage Job Alerts, refer a Candidate, view the status, or withdraw a submitted application.
• Workday Applications for Recruiting processes include:
  • Career Application: Available on the Workday Landing Page for all employees. Includes shortcuts to the internal job board and other tasks, such as referrals and job alerts.
  • Recruiting Dashboard: List of available reports, tasks, shortcuts, and other items for Hiring Managers and Recruiters.    
  • Recruiting Hub: Allows Recruiters to have quicker access to Job Requisitions and Tasks. This is displayed in a navigation toolbar on the left-hand side of Workday. 
• Workday creates Candidate Profiles for both Internal and External candidates.
•   Fields marked by a red asterisk (*) are required.
• When available in the field, select the Prompt button to choose from the options listed.

Steps

Managing Candidates from the Recruiting Hub & Reviewing an Applicant

Applicant Security Roles: Recruiter/TA team roles

1. Navigate to the Recruiting Hub on the left-hand side of the Workday Landing Page. 

2. In the My Inbox Tasks section, click on the hyperlink number in the Review category.  

3. Select the Review button under the Awaiting Me section for the applicant that you would like to move forward. 

4. On the candidate profile, review any necessary data, including the job application, hiring manager, and job requisition. Select the Move Forward button and then select the appropriate action you would like to take. A task will route to the appropriate user's My Tasks.  

• Note: Under the candidate's name and Actions button, the Questionnaire Results section allows you to view the candidate's responses to the initial application questionnaires or any other questionnaires included in the Recruiting Sub-Processes.  

• Note: The Duplicates section allows you to review any potential duplicates for the candidate and allows you to Merge or Remove duplicate records.  

• Note: You can also decline the candidate by selecting the Decline button.  

  Screen an Applicant  

1. From the Recruiting Dashboard, click on the hyperlink number in the Screen category.  

2. Select the Screen button under the Awaiting Me section for the applicant that you would like to move forward.  
3. The candidate profile will then populate on your screen.  

4. Review the information. Select the Move Forward button and make a selection from the list.  

• Note: You can also decline the candidate by selecting the Decline button. 

Scheduling Interview 

1. Return to the My Task Inbox or the Awaiting Your Action to navigate to the To Do item.  

2. There should only be a Submit option. Scheduling interviews for Hiring Managers will occur outside of Workday.  

3. Select the candidate and move to Interview Scheduled. This will trigger a To Do step for the Hiring Manager to make an interview decision.  

4. Not until the interview is scheduled outside of Workday, can the TA Submit this step.  

Remaining Process Steps 

After the action is performed, there are remaining process steps for the hiring manager to complete. The remaining process steps are listed below:  

• Manager Reviews Applicant 

• Interview 

• Reference Check 

• Interview Decision 

Job Requisition Workspace 

1. From the Recruiting Hub sidebar on the left-hand side of the Workday Landing Page, select the Job Requisitions icon.  The icon opens the Job Requisition Workspace, which includes an overview of active candidates and stages.  

2. Under the Show All tab, select a Job Requisition hyperlink.  

3. Choose the Job Requisition that corresponds with the position you are hiring for.  

4. From the Job Requisition, select  Details from the header.  

5. The new tab displays the Job Requisition Overview.  

• The Candidates by Active Stage graphic shows each process stage and number of candidates within that stage.  

• The Candidates by Source graphic shows the number of candidates within each source, such as LinkedIn, Job Alert Email, and Career Fair/Professional Event.  

Extending Offer 

The following steps are taken following an interview decision from the hiring manager. The next steps involve extending an offer to an applicant. 

1. From the Job Requisition Detailed View, select the Candidates Tab button to see statuses. You will be routed to the Candidate Grid.      

2. The tabs at the top of the chart allow you to select and see an Overview, Contact Information, Questions (from Screening), Experience, and Eligibility for each candidate.  

3. Select a Candidate to review and/or take action on.  

4. The buttons on the lower screen allow you to take actions such as Move Forward, Decline, and Send Message.  

5. The Related Action icon lists Bundle Resumes, Add to Pool, Share, Invite to Apply, Move to Linked Evergreen Req., Move to Another Job Req., Copy to Another Job Req.  Select Move Forward

6. Select Offer 

Initiate Offer 

7. The Initiate Offer page includes sections for Compensation and One-Time Payments. Enter information as required, including Hire Date, Hire Reason, Location, etc.  

• Note: Select Next to progress through the sections.  

8. From the Summary page, select Submit.