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Infomart. Agenda. Business processes for using InfoMart Taleo system processes Pre-Employment Process Go-Live Transition Job Aids and Help. Requisition Process Changes. Background check, drug screening, and MVR report packages have been tied to job codes.

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Infomart

Infomart


Agenda

Agenda

  • Business processes for using InfoMart

  • Taleo system processes

  • Pre-Employment Process

  • Go-Live Transition

  • Job Aids and Help


Requisition process changes

Requisition Process Changes

Background check, drug screening, and MVR report packages have been tied to job codes.

A package recommendation is available on the requisition based on job code.

Recruiter should review the recommendation with the Hiring Manager, and then select the correct package before posting.

No changes for Hiring Managers


Requisition process changes1

Requisition Process Changes


Requisition process changes2

Requisition Process Changes

6 packages A-F

4 MVR choices for each DIV


Requisition process changes3

Requisition Process Changes

Screen capture here


Requisition process changes4

Requisition Process Changes

Screen capture here


Requisition process changes5

Requisition Process Changes

Screen capture here


Requisition process changes6

Requisition Process Changes

Screen capture here


Package selection business process

Package Selection Business Process

  • The package selected by the recruiter should never be a lower level package than the default from PS. As such, if the default package includes an MVR, an MVR should be run. The package may be bumped up to add an MVR if an exception applies.

  • If the recruiter feels the package is higher than necessary, the divisional compliance person should be contacted for approval:

    • CCI: [email protected]

    • CEI: [email protected]

    • CMG: [email protected]

    • CAI: [email protected]


Package selection business process1

Package Selection Business Process

  • In cases where there are exceptions to job codes that typically require driving (e.g. no driving for that job code in a particular market), the MVR would still be ordered based on the default for the job code.

  • If there are results requiring escalated review, the division compliance contact would uncover the exception during the review process and can make the call about whether to accept the person or not. This ensures no MVR checks are missed, though it may mean an MVR is run when it really isn’t necessary.


Bump up the package

Bump Up the Package?

  • Will a person in this position have a company car? I

    • If yes, MVR required with NONDOT1 criteria

  • Will a person in this position drive at least one day a week as part of his/her job?

    • If yes, in a company car, MVR required with NONDOT1 criteria

    • If no, MVR required with NONDOT2 criteria

  • If no, no MVR is required (note if the default package includes an MVR, the MVR should be run)


Internal candidates

Internal Candidates

  • We do not use the integrated Infomart system for internal applicants.

  • If a credit check or MVR is needed prior to making an offer, then you order the checks a-la-cart directly on Infomart’s website.

  • If the person passes the checks, then review the pre-offer checklist and proceed to offer.

  • If the person fails the checks, we change the applicant’s status to “No Longer Under Consideration.”


External candidates

External Candidates

  • External candidates can be processed using the integrated Infomart system

  • New pre-offer checklist in Taleo before moving to the Offer step.


Pre offer checklist

Pre-Offer Checklist

  • Department

  • Hiring Manager

  • Hiring Manager Assistant

  • Primary Location

  • Business location

  • Internal MVR and/or credit check complete, if applicable

  • Employment Screening enabled

  • Background check package

  • MVR criteria

  • Background check billing code

  • Job is posted to 2nd pass

  • Appropriate dispositioning of remaining candidates complete

Must check at least one item


Pre offer checklist1

Pre-Offer Checklist


Offer process

Offer Process

Recruiter

Extend e-Offer

Job Seeker


Offer process1

Offer Process

Recruiter

Candidate Accepts Offer

Email to Recruiter and Recruiting Coordinator

Job Seeker


Pre employment process

Pre-EmploymentProcess

  • Change Step/Status

  • “Candidate Invitation”

  • (was Invite to Complete Pre-Employment Details)

Recruiting Coordinator

Job Seeker


Offer process for internals

Offer Process for Internals

For Internals, Taleo auto progresses the candidate to a new status of:

N/A

  • No Second Pass

  • Note: Credit or MVR check completed before offer made

Job Seeker


Second pass

Second Pass

  • New fields required by Infomart in Second Pass

Job Seeker


Second pass1

Second Pass

  • Suffix field is now required

  • Ability to add two pairs of previously used names (First and Last)

  • New field to specify a commercial driver’s license

  • Need an education start date

  • Graduation date is required

  • Adding salary frequency

  • Removing Certifications


Second pass2

Second Pass

  • Screen shots go here


Second pass3

Second Pass

  • Screen shots go here


Second pass4

Second Pass

  • Taleo sends the request to InfoMart

  • Candidate status changes to: Request to Vendor


Invite to schedule drug screen

Invite to Schedule Drug Screen

  • InfoMart invites the applicant to schedule drug screen

Job Seeker


Gains

Gains

Gains

  • No more manual ordering of checks for externals

  • New statues provide more information

  • New notifications keep you informed

  • New reports show who has not completed 2nd pass


Losses

Losses

  • Can’t see what checks are complete or outstanding

  • InfoMart responds when all checks are complete

  • TA can’t review or update 2nd Pass Info

  • When candidate submits, it goes straight to InfoMart


Integration errors

Integration Errors

Recruiting Coordinator


Integration errors1

Integration Errors


Integration errors2

Integration Errors


Successful integration

Successful Integration

  • Request Acknowledged

Recruiting Coordinator


Successful integration1

Successful Integration


Results

Results

  • Level 1 - Pre-Empoyment Cleared

  • Review Level 2

  • Review Level 3

Recruiting Coordinator


Level 2 review summary

Level 2 Review - Summary


Level 2 review details

Level 2 Review - Details


Level 3 review summary

Level 3 Review - Summary


Level 3 review details

Level 3 Review - Details


Webasap

WebASAP


Webasap1

WebASAP


Webasap2

WebASAP


Level 1 pre employment cleared

Level 1 – Pre-Employment Cleared

Move to Applicant to Hire / Ready for Hire & Start Transitions for Onboarding

Recruiting Coordinator

Job Seeker


Onboarding

Onboarding

Applicant receives welcome email and hiring manager sends first day logistics email

Hiring Manager

Job Seeker


Candidate withdraws

Candidate Withdraws

Recruiting Coordinator

Job Seeker


Level 2 or 3

Level 2 or 3

Recruiter

Compliance

Email sent to Recruiter, Rec Coord, TA Manager, & Compliance Officer

TA Manager

Recruiting Coordinator


Level 2 resolution

Level 2 Resolution

TA Manager

Recruiting Coordinator


Level 2 resolution1

Level 2 Resolution

Level 2 Drug or Criminal Record

Compliance


Level 2 or 3 resolution

Level 2 or 3 Resolution

Level 1 - Pre-Employment Cleared

Hire/Ready for Hire

TA Manager


Level 4 process

Level 4 Process

Compliance

  • Level 4 Status

TA Manager


Level 4 process1

Level 4 Process

  • Respond in 7 days

Job Seeker


Level 4 process2

Level 4 Process

  • No Longer Under Consideration

Recruiting Coordinator

Job Seeker


Level 4 process3

Level 4 Process

  • Send manual email to InfoMart

  • Change status to Hire/Ready for Hire

Recruiting Coordinator


Go live considerations

Go Live Considerations

Gains

  • Report that lists all requisitions and their status

  • Existing requisitions with offers follow existing process

  • ATG requisitions with offers will use First Advantage

  • Edit Existing Requisitions with no offers

  • New Requisitions follow new process


Existing requisitions with no offer

Existing Requisitions with No Offer

  • Update the requisition by doing the following:

    • Unpost the req

    • Put req on hold

    • Add TA Manager in Position Details section

    • Turn off FA checkboxes in Services section

    • Turn on IM checkbox in Services section

    • Set InfoMart package and billing code in Service section

    • Set travel field in Position Details if not already set

    • Set the Posting Instructions field in Position Details

    • Reactivate the req

    • Repost the req


Go live considerations1

Go Live Considerations

Gains

  • First Advantage only for Existing Reqs with Offers

  • Requisitions with multiple openings – close and reopen


Pre employment candidate status

Pre-Employment Candidate Status


Pre employment candidate status1

Pre-Employment Candidate Status


Candidates currently in 2 nd pass

Candidates Currently in 2nd Pass

  • Candidates who are following the existing process (e.g, an offer was made prior to go-live) and complete 2nd pass after go-live will be auto-progressed into the Request to Vendor status, although the InfoMart integration will not send the background request to InfoMart since the requisition was not set up with the InfoMart employment screening checkbox turned on.

  • The recruiter/coordinator will still need to request the check via First Advantage or InfoMart as is done today. The candidate should be moved to Request in Progress status when the order has been submitted.


Infomart

FAQs

Gains

  • Q1. How will the process differ for Manheim Canadian positions?

  • Q2. What if the candidate is technically an internal candidate but does not have network access and therefore has to apply as an external, or is returning to the Cox family of business after being gone only 30 days or less, and no background check is required?

  • Q3. What if a candidate has a legitimate reason for not being able to take the drug test within 48 hours of the background check order being submitted to InfoMart?

  • Q4, How do I see the full details of the background check in InfoMart’s system?

  • Q5. What does the status “Partner didn’t respond with set time” mean?

  • Q6. How do I re-start a background request once an error has been resolved?


Job aids coxitm com

Job Aids – Coxitm.com

  • Simulations for Online Help

  • Business Process Flowchart

  • Integration Error Messages

  • Screening Packages

  • Copy of Webinar PowerPoint

  • Recorded Webinar


Questions

Questions???


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