Talent Cubes

Latest revision as of 05:25, 28 June 2022

Overview

Talent Cubes can be used in both Recruitment (which relate to Applicants) and in Performance (which relate to Employees).

Recruitment Talent Cubes can be created to allow you to capture Applicant details automatically from your Subscribe-HR Jobs Board (Recruitment Portal) and then group them in specific Talent Cubes. Applicants will be added to a Talent Cube (if their attributes match the definitions of the Talent Cube) when they apply for a particular Job or if they send an Expression of Interest through the Subscribe-HR Jobs Board.

Performance Talent Cubes are used to group Employees based on specific attribute definitions related to performance.

In both cases, Applicants/Employees can also be added to Talent Cubes manually (in which case they will appear under the "Copied from IQ Search" Tab in the Talent Cube.

Talent Cubes are set up/created based around definitions. If there is a match between the Applicant/Employee's attributes and the definition, they are then put into the Talent Cube. There are two standard Recruitment Talent Cubes: "Job Alerts" and "Applicants." If you wish to set up any other Talent Cubes (including an individual definition e.g. Expression of Interest), follow the steps below.

Creating Talent Cubes - Recruitment

This is the starting point for the creation of a Talent Cube.

1. After logging into Subscribe-HR, select the Recruitment Module for Applicants.
2. Select Talent Cubes.
3. Select the Add new record button.
4. Enter the Talent Cube Name you would like to create.
5. Enter a Description if required.
6. Select the Save button.

Talent Cube General Tab

When you select a Talent Cube and then view the General Tab, you will see the name of the Talent Cube and a description (if one was added).

Talent Cube Applicants Tab

When you select a Talent Cube then view the Applicants/Employees Tab, you will see all the Applicants (Recruitment)or Employees (Performance Management) that belong to that specific Talent Cube. Fields viewable in this area are:

1. Search - allows Users to Search based on key words. Note, if the Applicants are under a Key Words search, these "Key Words" will be listed against their records.
2. Name - if you click on the person name you will be taken to this Applicant or Employee Masterfile.
3. Rating - a rating can be recorded against Applicants manually. The rating allows you to select highly rated Applicants for future communication.
4. Last Score - displays the score is obtained from their latest application.
5. Average Score - displays an Average of all scores for all applications.
6. Number of Applications - displays the number of applications the Applicant has had.
7. Number of Talent Cubes - displays the number of Talent Cubes this Applicant appears in.
8. View History - if you click on this link it will take you through to the Applicant path, which contains all contact history for the Applicant, including emails, Talent Cubes, interviews etc.

Talent Cube Copied From IQ Search Tab

If the User/Applicant doesn't match the definition, but you want to assign them to a Talent Cube, you can add them manually. If you add an Applicant to a Talent Cube manually, they will appear under the 'Copied From IQ Search Tab.'

Definitions Tab - Setting the Definition of the Talent Cube

The definition is the way you set the fields of interest to capture Applicants or Employees (or assign them to) Talent Cubes based on their matching attributes. Once the definition is created, any Applicants that match it will automatically be assigned to that Talent Cube.

There are two types of "Definitions" in Talent Cubes - Basic and Advanced. The 'Basic' and 'Advanced' options can be toggled at the bottom of the widget (next to the green 'Save' button).

1. Basic - basic definitions allows Users to perform searches against both System Fields and Document held in the System using specified Keywords, including:

• Select Record Type: this option searches all data stored within tables in the System (e.g. Applicant Skills).
• Select fields: once you've specified which tables you want to search, you can then select which fields within those tables you want to search. You can add as many "Rules" as you like. A Rule is simply a command to search for/query a specific word in a specific field, or a specific parameter related to a specific field.

1. Advanced - advanced definitions allow Users to perform searches against multiple objects in the System, including:

• From the listed Talent Cubes, Select the Talent Cube of interest.
• Select Definition Tab.
• Change the Query name if required. This should already be populated from the Talent Cube name.
• Select the Select Record Type Drop Down this has the below set of options.
• Select the Drop Down value in the Comparison Selector if required.
• Enter any search values into the input field.
• Select Add to have extra definition elements. These can be added with AND/OR logic.
• Note: You can also search here for Canvas answers.

See below Table for an explanation of the Query fields in you can use to query definitions.

Talent Cube Search Box

1. Show/Hide Talent Cube Definition - Displays or Hides the Talent Cube Definition as a set of text statements.
2. Show Search Box - This is a repeat of the Talent Cube definition options but performed against the existing Talent Cube People.

Talent Cube Actions

Once you have results, you can perform operations on the records you select. This is done via the below set of actions.

People Selection

1. All the actions require the selection of Applicants or Employees prior to performing the action (tick the check box next to their name).
2. The Select All check Box is available next to the Name field.

Send Email Action

This action allows you to send general emails to Applicants or Employees either individually or in bulk. This information is stored in the Applicant Contact History or Employee Talent Cube History and Path.

1. Select the Actions Drop Down and then select Send Email.
2. Populate the email template with fields: From Selector, Subject, Message.
3. Select Send to email the people selected.
4. Select Cancel to Abort the email.

Drop into Vacancy Action

Once you have found an applicant(s) of interest, this action will allow you to copy the applicant(s) into Vacancy Manage to proceed with the recruitment process.

1. Select the Actions Drop Down and then select Drop into Vacancy.
2. View a Drop into Vacancy pop-up.
3. Select the Vacancy of interest from the Drop-Down.
4. Select Drop and the Applicants are copied into the Vacancy.
5. Select Cancel to Abort the Action.

Copy/Move to another Talent Cube Action

If you wish to establish a Talent Cube to collect People from an already established Talent Cube you can do so with the below Action.
Example: if you have emailed or phone screened applicants who are interested from an existing Talent Cube, you could Copy or Move these Applicants to a New Talent Cube called Screened.
This information is stored in the Applicant or Employee Talent Cube History and Path.

1. Select the Actions Drop Down and then select Copy/Move to another Talent Cube.
2. View a Copy/Move to another Talent Cube pop-up.
3. Select the Copy or Move option from the Drop Down.
4. Select the Talent Cube of interest.
5. Select Ok.
6. View a pop-up to confirm the People to Action.
7. Select OK.
8. The Applicants or Employee can then be viewed in the other Talent Cube.
9. Select Cancel in either Pop-Up to Abort the Action.

Send Link to an Internal Vacancy

This action allows you to send an email Employees either individually or in bulk with a link to an internal Vacancy.
The vacancy must be have an active Internal Publication. This information is stored in the Employee Talent Cube History and Path.

1. Select the Actions Drop Down and then select Send Email.
2. Check the Correspondence before it gets set out.
3. Select the Vacancy.
4. Select Send to email selected Employees.
5. Select Cancel to Abort the email.

Talent Cubes Job Alerts

Outlined below is how Users are recorded when they create a Job Alert:

• If a User/Applicant submits a Job Alert, they are recorded in the "Job Alerts" Talent Cube. Please see Job Alerts section of the e-Recruitment set-up document which can be obtained from your account manager.
• A User can submit/sign-up to a Job Alert without being an Applicant.
• An Applicant can sign-up for a "Job Alert" and their record will be saved in both the Applicant "Talent Cube" and a "Job Alert" Talent Cube.
  
• Talent Cube history is also stored against the Applicant Record under "Talent Cube History" (the "Path").
• The "Path" in the Applicant Sub-Folder, records the very first contact that the User/Applicant has with the system. For example, if they are not yet an Applicant, and they sign-up for a Job Alert, this will record them in the "Job Alert" Sub-Folder.
• If they then become an Applicant e.g. they apply for an active Vacancy, the very first contact they had with Subscribe-HR (sign-up for Job Alert) will be recorded as the first entry in their "Path."
• The second entry in their "Path" will be the record of their first Vacancy Application.
• The purpose of the path is to track the entire contact history of each User/Applicant so you can see what type of interactions successfully hired Applicants have with the e-Recruitment with your organisation, all of which is recorded in the System so that you can see the path/process in total.

Talent Cube View History to Applicant Path

The View History link will allow you to access any contact History that you have had with the applicant either whilst they are applying for a Vacancy or through Talent Cubes. As mentioned above, there purpose of the "Path" is to track the entire contact history of each User/Applicant so you can see what type of interactions successfully hired Applicants have with the e-Recruitment with your organisation, all of which is recorded in the System so that you can see the path/process in total. This information can include:

• Email correspondence.
• Interviews.
• Talent Cubes they're assigned to.
• Documents.
• Notes.
• IQ search.
• Performance.

Talent Cube Rating and Flagging

Rating and Flagging can be used to Highlight Talent that you may or may not want to deal with in the future. The Flags are flexible in terms of how they are used by you. E.g. Red - No Need for Future Contact (Serial Applicant). Green - Great Prospect.

Creating Talent Cubes - Performance

This is the starting point for the creation of a Talent Cube.

1. After logging into Subscribe-HR, select the Performance Module for Employees.
2. Select Talent Cubes.
3. Select the Add new record button.
4. Enter the Talent Cube Name you would like to create.
5. Enter a Description if required.
6. Select the Save button.

Talent Cube General Tab

When you select a Talent Cube and then view the General Tab, you will see the name of the Talent Cube and a description (if one was added).

Talent Cube Employees Tab

When you select a Talent Cube then view the Employees Tab, you will see all the Employees that belong to that specific Talent Cube. Fields viewable in this area are:

1. Search - allows Users to Search based on key words. Note, if the Applicants are under a Key Words search, these "Key Words" will be listed against their records.
2. Name - if you click on the person name you will be taken to this Employee Masterfile.
3. Department - displays the Employee's Department.
4. Average Rating - displays an Average of all ratings from Performance Reviews.
5. Number of Talent Cubes - displays the number of Talent Cubes the Employee is assigned to.
6. View Path - if you click on this link it will take you through to the Employee Performance path, which contains all contact history for the Performance records related to that Employee.

Talent Cube Copied From IQ Search Tab

If the User/Applicant doesn't match the definition, but you want to assign them to a Talent Cube, you can add them manually. If you add an Employee to a Talent Cube manually, they will appear under the 'Copied From IQ Search Tab.'

Definitions Tab - Setting the Definition of the Talent Cube

There are two types of "Definitions" in Talent Cubes - Basic and Advanced. The 'Basic' and 'Advanced' options can be toggled at the bottom of the widget (next to the green 'Save' button).

1. Basic - basic definitions allows Users to perform searches against both System Fields and Document held in the System using specified Keywords, including:

• Select Record Type: this option searches all data stored within tables in the System (e.g. Applicant Skills).
• Select fields: once you've specified which tables you want to search, you can then select which fields within those tables you want to search. You can add as many "Rules" as you like. A Rule is simply a command to search for/query a specific word in a specific field, or a specific parameter related to a specific field.

1. Advanced - advanced definitions allow Users to perform searches against multiple objects in the System, including:

• From the listed Talent Cubes, Select the Talent Cube of interest.
• Select Definition Tab.
• Change the Query name if required. This should already be populated from the Talent Cube name.
• Select the Select Record Type Drop Down this has the below set of options.
• Select the Drop Down value in the Comparison Selector if required.
• Enter any search values into the input field.
• Select Add to have extra definition elements. These can be added with AND/OR logic.
• Note: You can also search here for Canvas answers.