## Understanding the eRecruit System

This chapter provides an overview of the eRecruit System and discusses:

- eRecruit tables.

- User Defined Codes for eRecruit.

### The eRecruit System

Traditionally, the process of recruiting new employees has been one of the least efficient human resource processes. The manual steps typically associated with recruitment are time-consuming and inefficient. Organizations can increase efficiency and reduce costs by using their corporate websites to attract candidates for job openings. Automating the recruitment process through the use of technology effectively controls costs and reduces the amount of time needed to fill an open requisition.

The use of the internet for recruiting purposes has increased dramatically. Recent surveys indicate that the majority of the world's largest companies use their corporate websites as a recruiting tool to attract potential employees. Posting jobs on your corporate Website allows you to publicize your staffing needs at no additional cost. Electronic recruitment allows you to collect, store, and retrieve information about potential candidates for job openings, reducing the time-to-hire and effectively removing the most desirable candidates from the job market before your competitors can hire them.

The JD Edwards EnterpriseOne eRecruit system includes these business processes:

- Creating job postings

- Applying online

- Integrating eRecruit applicants into the applicant and requisition systems

The self-service transactions provided in the eRecruit system are targeted to both external applicants and internal applicants (employees). External applicants and employees can use eRecruit to perform these tasks:

- Review information about current job openings in the organization

- Apply for a position within the organization

- Search for a job posting that matches the desired criteria

- Email a job posting to a third party who might be interested in the position

- Review the jobs for which the applicant has submitted applications

The JD Edwards EnterpriseOne eRecruit system shares information with Applicant Information (P08401) and Requisition Information (P08102) programs and receives information from the Competency Information (P05104) program.

### eRecruit Tables

The eRecruit system uses these tables:

Table | Description
Extended Applicant Information (F08403) | Stores applicant information, such as the address number, recruitment number, and percentage of time the applicant is willing to travel for a job.
Applicant Login Information (F08405) | Stores applicant sign on information for all users, such as user ID and the last date on which the applicant signed on to the system.
eRecruit Encryption Key (F08406) | Stores the encryption key for eRecruit external applicant passwords and email addresses.
Job Posting Tab Settings (F08460) | Stores the preference to hide or display job posting fields and the competencies tab in the Manage Job Postings program (P08470)
Standard Phrases (F08461) | Stores details about a standard phrase, such as phrase ID, phrase category, language preference, and the wording of the phrase.
Disable Applicant Activities (F08462) | Stores activities that you can set up to be enabled or disabled for the applicant, or disabled internally, externally, or both.
Posting Element Display Settings (F08463) | Stores the display options for a job posting.
Job Posting Fields by Tabs (F08464) | Stores all of the fields that can be customized and that are associated with a job posting tab in the Manage Job Postings program (P08470).
Job Posting Field Preferences (F08465) | Stores the settings for fields in each tab of the Manage Job Postings program (P08470), such as whether the field is hidden when the user creates a job posting.
eRecruit General Constants (F08466) | Stores general email and Website information, as well as the language that is associated with the Website and email address.
Job Postings (F08470) | Stores basic header information for each job posting, such as the posting number and category, related requisition number, salary range, and dates for the posting.
Job Posting Competencies (F08471) | Stores the competencies that are related to job postings.
Job Posting Text (F08472) | Stores related details for each job posting description, such as the posting ID, language information, and descriptive text about the job posting.
Job Posting Sort Workfile (F08473) | Stores job posting information by language that the applicant uses when searching the postings, such as the category and description of the posting, internal and external posting dates, and location.
Job Basket (F08474) | Stores job posting information for the jobs that an applicant is considering.
Recruitment Information (F08490) | Stores applicant personal information details, such as name, address, phone, asking salary, and hours available to work.
EEO Survey (F08492) | Stores high-level information about the applicants who complete the optional EEO survey, such as recruitment number, minority identification, and gender.
References (F08496) | Stores contact information for the references that the applicant provides.
Recruit Apply Posting (F08498) | Stores details about the applicants who apply for a job posting, such as recruitment number, eRecruit status, and the date of the application submission.

### User Defined Codes for eRecruit

These user defined codes apply specifically to the JD Edwards EnterpriseOne eRecruit system.

Ascending Descending (08R/AD)

You use ascending and descending codes to organize a search of job postings. The system allows you to sort by any combination of job location, job category, and date job posted in ascending or descending order for each criteria.

Ascending and descending codes are hard-coded and should not be changed. You can select from these codes:

- 0: Ascending

- 1: Descending

eRecruit Status (08R/AS)

You use eRecruit status codes to specify the applicant's current status in the application process for a particular job. In the first step, the applicant has not completed the job submission. In the second step, the applicant has submitted information that has not yet been reviewed by the recruiter. In the third step, the recruiter has reviewed the applicant's submission and indicated that the applicant is an actual candidate for the position. Therefore, the applicant's information will be transferred to the Applicant Master table (F08401). In the final step, the Applicant Master table has been updated.

eRecruit status codes are hard-coded and should not be changed. You can select from these codes:

- 0: Entered but not submitted

- 1: Submitted

- 2: Marked for update to table F08401

- 3: Updated to the Applicant Master

Disable Applicant Activities (08R/AA)

You use disable applicant activities codes to specify the information that an applicant can review when browsing job postings. For example, you can disable Paste Cover Letter so that the applicant does not see this form.

Disable applicant activities codes are hard-coded and should not be changed. You can select from these codes:

- 0: Paste Resume

- 1: Paste Cover Letter

- 2: Enter References

- 3: Send Confirmation to Applicant

- 4: Personal Info/EEO

- 5: Job Basket

- 6: EEO Survey

- 7: Apply to Posting

- 8: View Submitted Applications

- 9: Enter Job Specific Qualifications

Element ID (08R/EI)

You use element ID codes to specify the list of elements that the system can display when an applicant reviews job details. For example, you might display the job title, job location, and job category for the applicant. You specify the elements to display in the eRecruit Setup program (P08460).

Element ID codes are hard-coded and should not be changed. You can select from these codes:

- 1: Job Title

- 2: Job Location

- 3: Job Posting ID

- 4: Job Category

- 5: Posting Date

- 6: Position Openings

- 7: Salary Range

- 8: Posting Description

- 9: Job Qualifications

Internal/External/Both (08R/IE)

You assign internal, external, and both codes to an applicant activity to denote whether the activity is used internally, externally, or both. Examples of applicant activities include:

- Paste resume

- Paste cover letter

- Enter references

- EEO survey

You might request references from your external applicants, but not from internal applicants (employees). You can assign an external code to this activity so that employees will not be asked to provide references.

These internal, external, and both codes are hard-coded and should not be changed:

- 0: Internal

- 1: External

- 2: Both

Job Posting Location (08R/JL)

You use job posting location codes to indicate the city or location within a city where the job opportunity exists. Applicants can search for job postings by location.

Except for the asterisk code that indicates all locations, job posting location codes are not hard-coded; you can add, revise, and remove codes to correspond to your business needs.

Letter Component (08R/LC)

You use letter component codes to format the subject and message of the email messages sent when an applicant applies to a job posting. For example, the email typically contains information such as the job posting, posting number, posting description, and applicant name.

These letter component codes are hard-coded and should not be changed:

- 0: Subject:

- 1: Job Posting

- 2: Posting Number

- 3: Posting Description

- 4: Application Date

- 5: Date

- 6: Dear

- 7: Applicant Name

- 8: Custom Text

Mandatory/Hide/Disable (08R/MH)

You assign mandatory, hide, and disable codes to a field in the Manage Job Postings program (P08470) in order to specify display options for the field. These codes are hard-coded and should not be changed:

- Blank: Optional

- 0: Mandatory

- 1: Hide

- 2: Disable

Phrase Category (08R/PH)

You use phrase category codes to group standard phrases according to type. For example, you might create a number of standard phrases that your marketing department frequently uses, and assign them to a MKTG category.

Important! You should not edit phrase category codes in the UDC tables; instead, use the eRecruit Setup program (P08460).

Phrase category codes are not hard-coded, so you can add, revise, and remove codes to correspond to your business needs. Examples of phrase category codes might include:

- 0: Marketing

- 1: Technical

- 2: Performance

Posting Category (08R/PC)

You use posting category codes to group job postings according to type. For example, you might create an EXEC category that contains all of the settings that apply to executive job postings. The asterisk category is hard-coded and applies to all categories. You can add and revise posting categories that correspond to your business needs, but you cannot remove a posting category if you have attached postings to that category.

Important! You should not edit phrase category codes in the UDC tables; instead, use the eRecruit Setup program (P08460).

Examples of posting categories might include:

- 0: Marketing

- 1: Technical

- 2: Performance

Posting Status (08R/PS)

You use posting status codes to indicate the status of a job posting. The system uses the active status in conjunction with the posting dates to determine whether or not a posting should display, either internally or externally. The special handling code 1 specifies that the posting status is active. Special handling code 2 specifies that the posting status is pending.

An applicant who browses job postings sees only active postings. Postings displayed in the job basket as closed are at an inactive status. The inactive status indicates the posting has passed the expiration date or the posting has been marked as inactive.

Job Posting (08R/WS)

The system uses job posting tab codes to identify the tab in the Manage Job Postings program (P08470) that contains the data item. The system uses these values when the user selects a setting for that data item (such as Mandatory, Hide, or Disable).

These job posting tab codes are hard-coded and should not be changed:

- 0: General Info

- 1: Job Title

- 2: Competencies

Resumé Flag (08R/RF)

The system uses resumé flag codes to indicate the type of attachments the applicant can submit to a particular job posting.

These resumé flag codes are hard-coded and should not be changed:

- 0: No resumé or cover letter

- 1: Resumé attached

- 2: Cover letter attached

- 3: Both resumé and cover letter

Sort Fields (08R/SF)

You use sort fields codes to specify the sort parameters for search results when an applicant is browsing jobs. The applicant can sort by these hard-coded sort field codes:

- 0: Job Location

- 1: Job Category

- 2: Posting Date

Travel Percentage (08R/TP)

You use travel percentage codes to specify the percentage of time the applicant is willing to travel for a particular job. Travel percentage codes are not hard-coded, so you can add, revise, and remove codes to correspond to your business needs.