Recruitment>>Recruitment Setup

• Methods of recruitment (print ad, online,).

How to Setup Recruitment Methods

• Addition (new hire) or Replacement.

How to set up Recruitment Hire Reasons

• Reasons for rejecting job request. 

How to set up Recruitment Reject Reasons

• Employees involved in the recruitment process who assume ownership of staff requisitions.

How to set up Recruitment Staff

• The process of evaluating and rating candidates during the recruitment process to assess their qualifications and suitability for a job. 

How to set up Recruitment Ratings

• Templates are created based on the Job Requested and the Company and include:

How to set up Job Templates 

1. defining Tasks (for the specific job), including the numerical order in which the Tasks should be completed and the number of days in which they should be completed (e.g. completing job requirements, submitting requirements to agency, filtering applications etc.).
2. selecting employees who are responsible for completing each Task. Select Job Roles for Task

• To minimise data entry, Job Templates (including Tasks, User Roles, Job Roles) can be duplicated for the same job or any other job and may be edited if and when required. Duplicate Job Template
• Job Templates for multiple companies can also be created.

How to Set Up Multi-Company Job Templates?

Recruitment>>Onboarding>>Onboarding Staff

• Employees who are responsible for the onboarding of new employees.

Step 1: Set up Onboarding Staff

• Tasks specifically referring to the onboarding (integrating new employees to the organization) of new employees, in the form of a checklist can also be created.
• These tasks are based on Company and Department. As such, the appropriate tasks will be displayed depending on the Company and Department in which the applicant/employee is recruited.

Step 2: Set Up an Onboarding Checklist

• Assets allotted to the employee upon their onboarding.

Step 3: Setup Job Assets link (Optional)

• Identify training courses the employee should be automatically enrolled in upon their onboarding.

Step 4 Onboarding: Setup Job Training link (Optional)

• Link documents/videos that new employees must have.

Step 5: Set up Company Documents

• Generate the Onboarding checklist.

Step 6: How to Generate the Employee Onboarding Checklist

System Configurations>>Workflow

• Define workflow processes or steps.

Step 1: Set up Workflow Processes

• Define the workflow.

Step 2: Set up Recruitment Workflow Definition

• Define the responsibilities within the workflow approval process.

Step 3: Set up Workflow Roles

Step 4: Define Workflow Roles

• Define the movement of transactions from one person to the next.

Step 5: Set up Workflow Stages

Recruitment>>Staff Requests (click New Staff Request)

Self Service>>Manager>>Recruitment>>Staff Requests (click New Staff Request) 

• Requests for new staff are requested by managers and/or opened by HR. 
• A system-generated requisition number is assigned to each request.
• Requests can be either for Replacement or Addition.
• The Job and number of positions required, date to be filled and other details of the job are entered in the request.

• Requests are assigned an owner or owners – the person(s) responsible for the overall staff request.
• The owners are the employees defined via Recruitment Setup>>Recruitment Staff. 

How to Initiate and Assign Tasks for the Approved Staff Request

• A Job Template based on the Job Requested must exist before a staff request can be approved. 
• HR edits the staff request to enter recruitment method, budgeted cost, starting salary, number of positions recommended.
• The system assigns Start to Current Stage/Task. 
• HR approves the staff request and the system automatically links the corresponding Job Template to the request.
• The staff requisition is moved to Approved Requests.

How to Grant Approval of a Staff Request

Recruitment>>Staff Requests>>Approved Requests>>[Select Requisition]>>[+]>>Start Here

• Via the appropriately-named Start Here tab (indicates the beginning of the recruitment process), HR can view and open the Tasks to enter details. These are the tasks to be completed to fill the staff requisition. You may select/deselect tasks to save/remove, add tasks that are specific to the staff requisition.

How to Initiate and Assign Tasks for the Approved Staff Request

• HR assigns tasks to employees and enters task details (cost, comments, date due). 
• The employees to whom Tasks are assigned (Assigned To field) This employee drop-down list will be filtered accordingly to only display the employees in the linked Job roles. The same is done for the employees assigning Tasks (Assigned By field) with the exception that the logon user’s name is displayed but may be changed if necessary.
• Employees, on logon, view the tasks assigned and completes/updates the tasks. The percentage completed and costs are updated as the task progresses. Recruitment>>My Recruitment Tasks

How to see Recruitment Tasks that are Assigned to me as an Employee

• The staff requisition is updated with the current task being displayed at any point in time.
• HR may expand any approved staff requisition to view its details: tasks, status, applicants, if position was filled etc. All details can be viewed here.

Recruitment>>Recruitment Process

• At any point in time, HR views the progress of the staff requisition as it advances through the stages of the recruitment process.
• Each stage displays the activity and/or status.

How can I see an Overview of the Recruitment Process

Recruitment>>Applicants

• Based on the job posting, HR receive job applications and updates its résumé bank by entering/importing external (members of the public) applicant details and their résumés. 

How can I View/Enter External Job Applicant Details?

• Applicants are linked to the Company and Job to which they applied. 
• Applicants may apply for multiple jobs that may or may not be linked to a staff requisition.
• Applicants may be given a user-defined rating.
• Applicants are displayed by Company and Job Applied For.
• HR exports applicant data if desired to Word^®, Excel^®, PDF etc.

• Current employees of the organization, on logon, can view internal vacancies and may choose to apply including uploading their résumés.
• Notifications are sent to the designated employees when an application has been made.

How can I View Internal Job Applicants?

Recruitment>>Staff Requests>>Approved Requests>>[Select Staff Request]>>[+]>>Start Here>>[double-click on a Task]>>Select Applicants

• The end result of specific tasks for a staff requisition may be the selection of applicants from the applicant bank, for example, the following tasks may result in applicants being selected:
  • shortlist applicants with honours degrees
  • select applicants with 2 years’ work experience

Select Applicants

• Based on the job applications, applicants may be selected from the following lists: 
  1. External applicant (members of the public).
  2. Internal applicant (current/ex).
• HR links the selected applicants to the specific task and staff requisition. This is where applicants are actually selected for the staff requisition. 
• Applicants are brought forward from previous tasks to enable filtering and shortlisting of applicants.
• In the last task, the final shortlist of applicants are selected.

• HR, as well as the employee assigned to the task, attaches relevant documents to tasks if necessary.

Link Task Documents

Recruitment>>Letter Template

• HR sets up and generates standard letters to Applicants (interview schedule, job offer, job interest).

Set Up Letter Templates

Recruitment>>Recruitment>>Interviews

• HR enters factors on which applicants are evaluated (Communication, Initiative, Skills) and the related descriptions – essentially building a bank of interview questions. 

How to Add Interview Criteria/Questions?

• HR sets up user-defined stages and respective rating scales of your organization’s interview process.

How to Set Up Interview Stages for a Job?

• For a staff requisition, HR creates the ‘form’ on which applicants will be evaluated by selecting the factors on which the applicants will be evaluated (Communication, Initiative, Skills) and enters the related rating scale (Minimum/Maximum Score/Weight). 

How to Set Up the Panelist Interview Form for each Stage of the Interview Process?

• These are the factors that will be displayed in the Applicant Interview Report for the interviewing panel to complete.

• HR selects employees, based on User Roles and linked Job Roles who will comprise members of the Interview Panel for a specific staff requisition and Interview Stage.

How to Select Panel Members for each Stage of an Interview?

• For a staff requisition, HR sets up applicants’ interview schedules for specific Interview Stages. Dates and Times are entered.

How to Set Up the Interview Schedule?

• Applicants are scheduled for any Interview Stage. However, applicants at the previous interview stage must be approved before proceeding to the next.
• Applicants are selected from the final shortlist of selected applicants.
• For ease of use, the screen displays Panel Members and Applicants side by side, categorised by Interview Stage. A panel member can be added to an Interview Stage at this point if required. 
• HR emails the applicants informing them of their attendance at the Interview (an email button is displayed next to each applicant to do so). HR updates the Status (Present/Absent) of applicants. Absent applicants are so marked and no activity is further recorded.

Send Mail to Applicant

How to Update the Employee Interview Status

• On logon, the panel member views his/her colour-coded Calendar and Interview Schedule (next step).

As a Panel Member, how can I view my Interview Schedule?

Home>>Recruitment>>Calendar 

Home>>Recruitment>>Interviews 

Recruitment>>Recruitment>>Interviews

• Panel Members view their calendar to see dates and applicants on which they have interviews. These dates are colour-coded for easy reference. Panel Members can double-click on an applicant to view venue and time of interview.

Conduct Interview and Rate Applicant

• Panel Members enter a Score and Comments for each applicant based on staff requisition. The system automatically calculates the score (Weight * Applicant Score) and updates the applicant record. Once the Submit button is clicked, the record cannot be edited.

Applicant Interview Report

• HR views the scores submitted.

Calculations

• At any point in time, HR views the progress of the staff request as it advances through the stages of the interview process.

View Interview Process

• Each stage displays the activity and/or status.

Recruitment>>Recruitment>>Interviews>>Applicant Appraisal Report

• For a staff requisition, HR views the scores given by each interviewer and the Total Score calculated by the system for each applicant.

How to Approve an Applicant who was successful in an Interview Stage?

• HR approves applicants for the next interview stage or approves applicants as selected candidates for the staff requisition.

Recruitment>>Staff Requests>>Approved Requests [expand job request]>>Selected Candidates 

Recruitment>>Staff Requests>>Approved Requests [expand job request]>> Applicant Progress

• For a staff requisition, HR views the applicants, scores and tasks to which the applicants are linked. The status of the tasks are also displayed.

Select Applicants for Job

• HR selects the desired candidates (Yes/No).
• HR emails the prospective candidates informing them of their selection (an email button is displayed next to each candidate to do so).
• Based on candidates’ response, HR updates the candidates’ Status (Continue/Not Interested/Rejected).
• If Continue, then HR fills the position (next step).

• For a staff requisition, at any point in time, HR views the progress of candidates as they advance through the Interview Stages. 
• Each stage displays the activity and/or status

Personnel>>Positions>>Vacant Positions>>New Position

• HR creates vacant positions to accommodate the new hires.

AND/OR

• HR creates temporary positions to accommodate those new hires who are to replace an employee. These new hires can be placed in temporary positions until the employee to be replaced vacates the position.

How to Create a New Position

• HR clicks the Fill Position button next to the best candidate.
• HR inserts the candidate into the required vacant position – all data will be uploaded. The employee’s status is Not Yet Active.

Fill Position

• HR sends email to the Candidate as well as the Onboarding Personnel (based on User Roles/Job Roles) - an email button to select the respective Letter Template is provided to do so - with respect to the onboarding procedure.
• Onboarding Personnel assigns the required permissions to the employee re networking, email, HRplus application.
• The employee logs on to HRplus and enters his/her statutory and bank information and other required information.
• HR updates the employee status to Active once the employee starts the job.

How do I Onboard a New Employee?

• View-Only filled positions. How to View Filled Positions

Recruitment>>Staff Requests>>Approved Requests>>click [Job Requisition No link]>>Tasks (button)

Recruitment>>Staff Requests>>Approved Requests>>click [Job Requisition No link]>>Actual Cost (button)

• HR views the tasks and associated applicants for the staff requisition at any time.

Tasks

• HR views the actual cost for the staff requisition at any time.
• The system automatically calculates and displays the Total Cost based on the costs of each task.
• The Actual and Budgeted Costs are displayed.

Costs

Recruitment>>Staff Requests>>Approved Requests [expand job request]>>Close Requisition

Close Requisition

• For the selected staff requisition, HR clicks the Close Requisition button to archive the requisition. 

View Closed Staff Request

Recruitment>>Staff Requests>>

• For the selected staff requisition, HR clicks the Reopen Requisition and re-activates the tasks, applicants etc.
• This may be required if you wish to restart the recruitment process for the same job, or if you wish to restart the interview process or select another candidate etc.

How to Re-Open a Staff Request

• View-Only unapproved requests. How to View Unapproved Staff Requests

• View-Only completed staff requests. View Closed Staff Request

• View-Only archived requests. View the Archived Requests

• HR deletes staff requests if necessary. How to Delete a Staff Request