Bullhorn Process - Complete 3q5c1j

e: [email protected] w: http://twassistant.com

The world, your assistant

Candidate Sourcing Process (Bullhorn CRM) Section 1 - Goal:

To increase training efficiency, and ensure consistency and compliance in the sourcing process. Section 2 - Method:

The steps below are to be followed to source candidates into Bullhorn CRM for specific roles. 1. 2. 3. 4. 5. 6. 7. 8.

Identify the vacancy and evaluate the need. Develop the position description. Develop the recruitment plan. Search for candidates. Maintain quality of job candidates by developing a shortlist. Reach out to the candidates. Select hire. Finalize recruitment. APPENDIX 1 – USING BULLHORN

Section 3 - Steps:

These are the sequence of actions to be done on a daily basis. The steps provide opportunities to departments in aligning staff skill sets to initiatives and goals, and also for departmental and individual growth. Proper planning and evaluation of the need will lead to hiring the right person for the role and team. 1. Newly created position – will be received via email from the Interim Manager.  Conduct a quick analysis of the given task. Check for gaps.  Review the role. 2. A well-written description of the position posted.  General information varies for each position being sourced, which includes: - Basic position / Working title - Pay information





 

- Department name Position Specifications - Full- Time or Part- Time - The number of openings Essential functions- describes the duties and responsibilities of a position. Job seekers will have a clear understanding of the role and duties to be performed. Minimum requirements - Duties and responsibilities of the job. - Soft skills Preferred qualifications - Primary qualifications of skills and experience in addition to basic qualifications.

Example: Our client in the Gaming industry has partnered with TW-Technology Resources to find a Senior Software Engineer to lead, own and manage the Software Development Kit (SDK) for the development community located in Toronto. This position is a contractual basis. Key responsibilities/abilities consist of (but are not limited to): - Lead, Own and define the SDK and Plugin strategy - Lead, Own and drive the SDK roap and feature integration. - Lead, Own and drive the overall world class Quality of software solutions with extremely high-speed development of software solutions - Performing other duties as required. Skills: - Bachelors, Master's or Ph.D. Degree in Computer Science, Computer Engineering, Software Engineering, or related field. - 5+ years of experience as a senior software engineer. - Proven Experience with Game Engine - Must know atleast one: CSS, HTML5, RubyonRails, Javascript. Nice to have: - Strong interest in Augmented Reality and Virtual Reality.

- Experience with virtual reality technologies, such as head mounted displays, navigation, redirected walking, and motion tracking.

3. Develop the Recruitment Plan--a carefully structured approach that maps out the strategy for attracting and hiring the best qualified candidates and to ensure applicant pool.  Resume banks are a good source for identifying qualified candidates. It is where jobseekers post their resumes which are then searched by prospective employers. - Examples: Indeed.com and Workopolis.com  Internal candidates from the Database itself. (Bullhorn) 4. Search for Candidates  Extract all candidates from the site by the use of a Boolean method.  Example: “Game Developer” AND css OR html5 OR javascript OR rails 5. Maintain quality of job candidates by developing a shortlist. Review applicants and enter shortlisted candidates in Bullhorn and their resumes. 6. Reach out by emailing candidates if they’re interested in applying and check for their availability for an interview. - Always put notes on every action made in Bullhorn. 7. Once the candidate is interested and has replied, forward to Interim Manager for a phone call interview. - Inform the candidate that they will be forwarded to a recruiter for an initial screening. 8. Possible hires will now be selected and finalized after the interview. Section 4 - Daily Reporting:

1. Document all emailed candidates with their information to an excel sheet. 2. Enter the data they have provided. 3. to the shared Google Drive.

APPENDIX 1 – USING BULLHORN SETTING UP BULLHORN 1. Use Internet Explorer: www.bullhorn.com > . Enter your ID & as provided. IE is the recommended browser due to compatibility issues.

2. The first time you to Bullhorn, you will need to configure Internet Explorer for Bullhorn:  In Bullhorn > Help > search for Configure IE HOME page

HELP !

1.

This is where we can change our IM status: Online Away Offline

“Configuring Internet Explorer for Bullhorn”

Click into the article

2. Click the link “Click here to launch the tool” > Run

3. A small window will popup > Click “Configure IE for Bullhorn”

4. When complete, click Exit. Log out from Bullhorn, close all Internet Explorer tabs. You may now launch IE again and to Bullhorn.

SETTING BULLHORN PREFERENCES 1. Click Desktop > Preferences

2. Reset your – your new needs to contain a minimum of 8 characters including one number.

3. Set your email signature

4. Save when you are finished setting your preferences.

REVIEWING JOB ORDERS 

Check your Bullhorn Inbox; you will often be sent a clickable link to the job by email.



You may also look up a job by typing the job’s ID number into ‘Fast Find’ in the top left corner of Bullhorn.



Click into the job to see the description and other details about this project. Note that the “Published Description” is the only version of the job description that we are able to share with our candidates, because

it will not contain information that we need to keep confidential, such as the customer’s name.

SEARCH FOR CANDIDATES IN BULLHORN 1. From the Main Menu: Candidates> Candidate Search  

   



Enter a Boolean search statement if desired. Examples of Boolean search may be found in Bullhorn> Help > search for Understanding Boolean Logic, or click the following link: https://na12.salesforce.com/articles/Documentation/UnderstandingBoolean-Logic?popup=true Select an appropriate Recruiter (select BTR to see all IT candidates) Select an Appropriate Date Added (select All Activity if the date they were originally created in the system isn’t important) You may usually leave Radius, City, Province and Country blank, unless you need to search for candidates who live in a specific region. Click Add Additional Criteria if you need to search for: o BTR Hotlist Category o Date of Last Note is a good indication of how recently the file was updated Click Search.

2. Managing your search results  





Click Edit if you need to refine your query. Save your query if desired: Save Search As > Saved Search > Specify a name > Save. o You will find all of your saved searches under Candidates> Saved Queries from the main menu. Reviewing the search results: Click the binoculars icon beside each candidate’s name to quickly see their resume and the most recent note on their file. Add suitable candidates to a list (Bullhorn call this a tearsheet): checkmark the box to the left of their name > Select an Action > Add to Tearsheet > Enter a name if creating a new list, or select an existing tearsheet o You may add candidates to a tearsheet one by one, or after selecting multiple candidates. o Find your tearsheets under Candidates > Tearsheets from the main menu.

SOURCING CANDIDATES OUTSIDE OF BULLHORN Recruiters use various methods to search for candidates. Following is a list of search options available outside of Bullhorn: 1. Job boards (Monster, Workopolis, etc.) 2. Source candidates 3. Parsing Resumes 4. Mass Emails 5. LinkedIn 6. Headhunting 7. Web Responses 8. Referrals/Networking 9. Sub Vendors 10. Bullhorn reach

1. Check to see if they are in Bullhorn. Then, update their file or create new if needed.  If new, their resumes from Indeed or Workopolis. Attach them on the resume wizard to automatically populate their info on the page and it will also notify if it has duplicates for you to check.  Click on Candidates tab and a drop down will appear. Choose Resume Wizard then a page will pop up letting you enter information or the resume.



Enter information here. Do not forget to add the BTR Hotlist, email address, phone number and their location.



Duplicate records for candidates must be merged a. Go to candidate record in Bullhorn and “Select Action’ on the top right hand corner b. Click “Merge Records” c. Type in the name of the Candidate and click “Submit”

2. Send an email to the candidate, tied to the job (see details below)

 

Recommended: Use the email template in Bullhorn to track your emails. Do not forget to put on Notes – set Action to Email then add the Job Order Number on the Job Reference field. This is found just below the page. Example:

 

Where you can enter the job number or you may click on the blue arrow to choose. If the candidate responds, the response on to Recruiter for followup.

CANDIDATES  



Once identified, call and pre-screen the candidate. If candidate is available to talk, continue with pre-screening otherwise leave a message and or email. Update edit screen on BH based on your actions When Client calls back, continue with pre-screening and update edit screen on BH.

LEAVING VOICEMAIL

    

See appendix on voicemail scripts and other resources (link to 2 docs) Go to Bullhorn and click ‘Add Note’ Add relevant information in the Note section Select “Left message” or “Less mess and send email” Add job reference number for documentation purposes (it can be found in the job section in Bullhorn)

EMAIL CANDIDATE 1. Create an email message template specific to this job  Click your inbox > New > Message Templates > New Message Template  Include a suitable greeting and the PUBLISHED version of the job description  Name the template with the job ID number & job title







Enter the name(s) of the candidates in the TO field *the first time you do this, you may find that the candidates cannot be found and a new window will pop up. Change the filter on the top of that window from “My People” to “All People”. If you are mailing more than one candidate at a time, protect their privacy by setting Message Type to Mass Mail. The candidates will not be able to see that there are other recipients for this message this way. Scroll to below the contents of the message > set Record an Action to Email





Enter the Job ID number in the Job Reference field > enter on your keyboard *the first time you do this, you may find that a window pops up and doesn’t show you any jobs. Change the filter on the top of that window from “My Jobs” to “My Group’s Jobs”. Send

FOR CANDIDATES WHO RESPOND 1. Notify Recruiter by having him/her cc’d on the response you will make. These templates are to be used: “Hi XXXX, Thank you for the prompt reply. I have copied one of our recruiters to this email and she will reach out to you with further details.

Best Regards, Or: “Hi XXXX, Thank you for the prompt reply. I will along your details to a Recruiter who will reach out with more details. Best Regards,

2. Second option depending on the instructions given to you.  From the message > Select an Action > Add Note. Action Type should be set to Conversation.  Enter the job ID number in the Job Reference field  Email Notify: enter Recruiter’s name  Save.

HOW TO: Look up a Candidate  



Use the ‘Fast Find’ in the top left corner of Bullhorn to look up candidates by name or by email address. Note that when looking up by name, you should exclude and middle names or middle initials – look up by first name last name only. You may also look up by partial first name and last name – e.g. candidate David Martin might be in Bullhorn as Dave Martin; you may wish to look for Dav Martin. If you find results with the same name as your candidate, click into their files and check their resume to determine if this is the same person.

HOW TO: Update a Candidate Resume  

Click into the candidate’s record > click the Files Tab > Attach file > the current resume. Once ed, click the resume > Parse as Existing > Save. The record will now be updated with the current address etc. from the newest resume for this candidate.

HOW TO: See The Candidates You Have ed 

Click Candidates > Candidate List from the main menu

HOW TO: Review another Recruiter’s Message Templates  

From your inbox, click New > Message Templates > My Group’s Message Templates You will now see any you have created as well as all belonging to BTR’s recruiters. Scroll to any suitable template > click it. It will now be inserted into a message. You may review from here, send the message to a candidate, or delete the message if you don’t need to send it out.