Oracle Recruiting Cloud

Enhanced Duplicate Check

Candidate Merge
19D

Suresh Modi
Oct 2019

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal/Restricted/Highly Restricted 1
Safe Harbor Statement
The following is intended to outline our general product direction. It is intended for
information purposes only, and may not be incorporated into any contract. It is not a
commitment to deliver any material, code, or functionality, and should not be relied upon
in making purchasing decisions. The development, release, timing, and pricing of any
features or functionality described for Oracle’s products may change and remains at the
sole discretion of Oracle Corporation.

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal/Restricted/Highly Restricted 2
Enhanced Dupe Check

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 3

 Dupe Check Highlights

ØAutomated potential duplicates

identification
• Multi identifiers leveraged to identify and Key highlights shown to ease identification
compute match score • Computed match score
• National Identifiers • PII qualifiers
• Name, DoB, Address, Education, Experience
• Person name, Type, Address and Number
ØDuplicate identification via known • Manager, Recruiter, Representative info
identifiers • Referral info
• Name or Email or Phone or Person Number

Ease of use Secured

• Invoke dupe check being in Candidate Search, • Dupe check action secured by privilege
Pools, Job Applications or Prospects

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal/Restricted/Highly Restricted 4
 What are the Pre-Requisites to perform Dupe Check
A recruiting user must have following to perform Dupe Check and Merge

Job Role Duty Role

• Custom copy of Recruiter role delivered in 19D • Configure a Custom Duty Role
Or say “Duplicate Check - Candidate Sensitive Information”
• Existing Custom Recruiter Role • Assign following to above duty role :
• Privilege:
• Perform Candidate Duplicate Check and Merge
• Use REST Service - Candidates List of Values
• Data security policy to “View External Candidate Sensitive Information”

Steps to Create Custom Duty Role

1. Security Console
2. Search Duty Role = “View External Candidate Sensitive Information”
3. Copy Role
4. Copy Top Role -> Role Name = “Duplicate Check - Candidate Sensitive Information”
5. Role Code = ‘XYZ_Duplicate_Check_Candidate_Sensitive_Information”
6. Function Security Policy
7. Add Function Security Policy
1. Perform Candidate Duplicate Check and Merge
2. Use REST Service - Candidates List of Values
8. Remove Privilege
1. View External Candidate Sensitive Information Note : Steps listed are illustrative
9. Data Security Policy (No Changes) refer to Securing HCM document for details
1. View External Candidate Sensitive Information https://docs.oracle.com/en/cloud/saas/global-
10.Submit and Close human-resources/19d/ochus/index.html
Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 5
Where and How to initiate Dupe Check

Action Enabled Action Disabled

while viewing profile or job application of while viewing profile or job application of
• External Candidates • Employees
• Contingent Workers as External Candidates • Contingent Workers
• Ex-Employees
• Ex-Contingent Workers

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 6

Potential Duplicates and Key Highlights
Scans Across
• External Candidates
• Contingent Workers as External
Candidates
• Ex-Employees
• Ex-Contingent Workers

Highlights
• Name
• Location
• Candidate Type
• Phase and State of latest Job Application
• Hiring Manager / Line Manager
• Recruiter
• Person Number

Computed Highlights
• Match Score
• National Identifier Match
• Date of Birth Match

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 7

 Dupe Check Match Criteria and Score

Candidate Identifiers Match Score Candidate Identifiers

National Identifier Highest National Identifier
Type, Country, Value Type, Country, Value

Match Results

• Lists top 10 matches

• Does not display values
• Indicates NID match Yes or No

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 8

Duplicate identification via known identifiers

Searches Across
• Name
• Email
• Phone
• Person Number (ex-employees , ex-
contingent workers and Contingent Workers as
External Candidates)

Scans Across
• External Candidates
• Contingent Workers as External
Candidates
• Ex-Employees
• Ex-Contingent Workers

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 9

Merge

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 10

 Merge Highlights
Merge process artifacts
ØMerge preidentified duplicates
• Pre merge analysis
• Identified by automated dupe check • Post merge report
• Identified by specific identifiers • Error reporting
• BIP template based reports, extendable
• Pre merge and post merge reports
ØMerge all activities of two candidates automatically attached for traceability
• Candidate profile, Job Applications, Candidate Pools, • Merge indicators available for reporting
Talent Community Pools, Interactions and Partner • Merge process status notification on
completion
Services

Ease of use Secured

• Highlights and Pre-merge analysis aiding • Merge action secured by privilege
decisions

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | Confidential – Oracle Internal/Restricted/Highly Restricted 11
 What are the Pre-Requisites to perform Merge
A recruiting user must have following to perform Dupe Check and Merge

Job Role Duty Role

• Custom copy of Recruiter role delivered in 19D • Configure a Custom Duty Role
Or say “Duplicate Check - Candidate Sensitive Information”
• Existing Custom Recruiter Role • Assign following to above duty role :
• Privilege:
• Perform Candidate Duplicate Check and Merge
• Use REST Service - Candidates List of Values
• Data security policy to “View External Candidate Sensitive Information”

Steps to Create Custom Duty Role

1. Security Console
2. Search Duty Role = “View External Candidate Sensitive Information”
3. Copy Role
4. Copy Top Role -> Role Name = “Duplicate Check - Candidate Sensitive Information”
5. Role Code = ‘XYZ_Duplicate_Check_Candidate_Sensitive_Information”
6. Function Security Policy
7. Add Function Security Policy Note : Steps listed are illustrative
1. Perform Candidate Duplicate Check and Merge refer to Securing HCM document for details
2. Use REST Service - Candidates List of Values https://docs.oracle.com/en/cloud/saas/global-
8. Remove Privilege human-resources/19d/ochus/index.html
1. View External Candidate Sensitive Information
9. Data Security Policy (No Changes)
1. View External Candidate Sensitive Information Note : Pre-Requisites are common for Dupe
10.Submit and Close Check and Merge
Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 12
 Merge Results
For illustration : Candidate retained is Alpha, Candidate deleted is Beta

Beta Merges with Alpha Results as Alpha

Deleted Retained
Updated

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 13

 Valid Candidate Combinations for Merge
Merge Allowed
Who Can be Merged with Who is retained post merge
External Candidate External Candidate User choice
Contingent Worker as external candidate Contingent Worker
Ex-Employee Ex-Employee
Ex-Contingent Worker Ex-Contingent Worker

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 14

Job Application and Partner Services status for Merge
Who and what CSP Phase Allowed CSP Phase Not Allowed
External candidate’s Job • Any phase before Offer • Offer Phase and later
Application (1 or more)

Partner Services Allowed Status Not Allowed Status

Background check • Scheduled for Future • In Progress
• Completed
Assessments • Scheduled for Future only (None in • In Progress
past) • Completed (Past
• Completed (Terminal Status) Scheduled) + Scheduled
for Future
WOTC • Scheduled for Future • In Progress
• Completed

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 15

What happens during merge : Candidate - Person attributes
For illustration : Candidate retained is Alpha, Candidate deleted is Beta
Person Attributes What to expect post What happens in background When When Not
/Candidate merge
Name Latest name Alpha name is retained, or updated with Beta name, if Beta name is latest Alpha is current
contingent worker
Address Latest address Alpha address is retained, or updated with Beta address, if Beta address is latest Alpha is current
contingent worker
Email Alpha email is retained None Always
20A onwards - email id’s of Beta are added to Alpha
Phone Alpha phone is retained None Always
20A onwards - Phone numbers of Beta are added to Alpha
Attachments Alpha has all attachments All attachments of Beta are moved to Alpha Always
It is expected for Alpha to have duplicate documents post merge
Preferred Latest language Alpha preferences are retained or updated with Beta preferences, if Beta preference is Always
Language preference latest
Diversity informati Alpha diversity info is Always
on retained
PII – NID and DoB Alpha NID and DoB info is Always
retained
Talent profile Latest talent profile Latest info between Alpha and Beta is retained for Education, Experience, Languages, Always
Licenses and Certifications and Work Pref
20A onwards - Skills
Flex Fields Latest flex fields data 20A onwards - Latest info between Alpha and Beta is retained Always

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 16

 What happens during merge : Candidate activities
For illustration : Candidate retained is Alpha, Candidate deleted is Beta
Person Attributes What to expect post
/ Candidate merge
Interactions Alpha inherits interactions
of Beta
Pool memberships Alpha inherits pool
and interactions memberships and
interactions of Beta
Talent community Alpha inherits
memberships memberships of Beta
Campaigns Alpha will included into
enrollments campaigns where Beta
was earlier
Prospects Alpha appears as a
prospect in all Job
Requisitions where Alpha
was already a prospect
and as a prospect on all
Job Requisitions where
ever Beta was a prospect
What happens in background When When Not
All interactions with candidate Beta independent of Job Applications or other contexts Always
are inherited by Alpha
Post merge interactions related to Beta appears as interactions of Alpha
Content of the interactions with Beta are not modified
All interactions with candidate Beta are inherited by Alpha Always
Post merge interactions related to Beta appears as interactions of Alpha
Content of the interactions with Beta are not modified
Alpha inherits memberships of all pools that Beta is a member of Always
Alpha is included into campaigns wherever Beta existed and Alpha qualifies for campaign Alpha qualifies
criteria for campaign
criteria
Interactions: Always
All interactions with candidate Beta related to a prospect of Job Requisition are inherited
by Alpha
Post merge interactions related to Beta appears as interactions of Alpha
Content of the interactions with Beta are not modified
Referrals + Endorsements:
All Referrals and associated endorsements of candidate Beta related to a prospect of Job
Requisition are inherited by Alpha
Endorsement contents of Beta are not modified
Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 17
What happens during merge : Candidate Job Applications
For illustration : Candidate retained is Alpha, Candidates deleted are Beta and Charlie

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 18

 What happens during merge : Job Application details
For illustration : Candidate retained is Alpha, Candidate deleted is Beta
Job Application and What to expect post merge
Details
Job Applications Alpha inherits job applications of beta:
A. Job applications of Beta are available as job
applications of Alpha
B. History of Job Applications is retained
C. Job applications of Beta post merge can be progressed
further as per CSP in the name of Alpha
D. Offer can be created and processed for further actions
and handover to HR in name of Alpha.
Interactions Alpha inherits job application related interactions of Beta
E-Signatures Alpha inherits e-sig of Beta
What happens in background
A. All job applications where only Alpha has applied: No changes during merge.
B. All job applications where both Alpha and Beta has applied:
a. Job application of Alpha is retained
b. All entities related to Job Application of Alpha is retained
c. Job Applications of Beta are discarded (soft delete)
d. All entities related to Job Application of Beta are discarded (soft deleted)
C. All job applications where only Beta has applied:
a. Job Applications and related details of Beta are moved to Alpha
b. Phase and State is retained during the move
Follows job application, Specific JA related interactions of Beta are merged to Alpha
Contents of Beta related interactions are not modified
Follows job application, contents are not modified

RFI pending Pending action RFI links of Beta is actionable by Alpha post Follows job application
merge
Source tracking Alpha inherits job application source tracking Follows job application

Diversity information Alpha inherits job application diversity information Follows job application

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 19

 What happens during merge : Job Application details
For illustration : Candidate retained is Alpha, Candidate deleted is Beta
Job Application and What to expect post merge What happens in background
Details
Questions and Alpha inherits Follows job application
Responses Responses are not modified
Interview scheduled Alpha inherits Follows job application
Interviewer schedules related to candidate Beta appear as schedules related to
candidate Alpha
Interview feedback Alpha inherits Follows job application
Contents are not modified e.g. reference to name of Beta
Background Checks Alpha inherits Follows job application
Background check status and results that were triggered for Beta are accessible in
context of Alpha and merged job application
Assessments Alpha inherits Follows job application
Assessment status and results that were triggered for Beta are accessible in context
of Alpha and merged job application
WOTC Alpha inherits Follows job application
WOTC status and results that were triggered for Beta are accessible in context of
Alpha and merged job application

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 20

 What happens during merge : Merge Outcome
For illustration : Candidate retained is Alpha, Candidate deleted is Beta
Candidates / What to expect post merge What happens in background When
Reports / Logs
Merge reports Alpha inherits merge Reports are uploaded as attachments to Alpha On successful of
reports 1. Pre-merge merge
2. Post-merge

Candidate Beta Deleted Candidate Beta is soft deleted, record is updated with following: On successful of
1. IRC_CANDIDATES.OBJECT_STATUS = ‘ORA_DELETED’ merge
2. IRC_CANDIDATES.DELETION_QUALIFIER = ‘CAND_MERGE’ indicates candidate was deleted
during merge process.
Candidate Alpha Retained Candidate record is updated with following: On successful of
1. IRC_CANDIDATES.MERGED_FLAG = ‘Y’ Indicates Candidate has merged data merge

Job Application of Alpha inherits Job Job Application record is updated with following: On successful of
Beta Application of Beta 1. IRC_SUBMISSIONS.MERGED_FLAG = ‘Y’ Indicates this is a job application of Beta merged to merge
Alpha
Merge log is created Merged candidate numbers Merge logs are maintained in : On successful of
are maintained. 1. IRC_CAND_MERGE_LOGS merge
Provides audit trail.

Copyright © 2019, Oracle and/or its affiliates. All rights reserved. | 21