06. User's Guide - HRM - Recruitment

 Request Date from/to Required fields; is used as filter condition for “Retrieve data from Recruitment Requisition Form” in “Recruitment Period Information Input".. This position/ depar

Fast Business Online User’s Guide

Recruitment Table of Content

1 Input Data 2

1.1 Employee Requirement Input 2

1.2 Recruitment Request Form 3

1.3 Recruitment Period Information Input 5

1.4 Applicant Profile Input 7

1.5 Test and Interview Scheduling 13

1.6 Test and Interview Schedule by Applicant 14

1.7 Test Result Input 14

1.8 Interview Result Input 16

1.9 Recruitment Decision 17

2 List Maintenance 19

2.1 Test List 19

2.2 Interview List 20

2.3 Rounds of Examination 20

2.4 Application Form Status List 21

2.5 Recruitment Channels 21

2.6 Recruitment Sources 22

2.7 Examination Form 22

2.8 Test Requisition Form 23

3 Recruitment Reports 24

3.1 Recruitment Requirements 24

3.2 Recruitment Information 24

3.3 Applicant Profiles 25

3.4 Test and Interview Schedules 26

3.5 Test and Interview Result 26

3.6 Recruitment Activity Summary Report 27

3.7 Vacancy Status Report 29

3.8 Recruitment Statistic by Channel/Source 30

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1.1 Employee Requirement Input

This function is used to input the number of employees that each department requires; to be used for “Vacancy Status Report"

 Import data from excel spreadsheet

The system is enabled to import data from excel spreadsheet to save hours of manual effort

The data importing process:

- Enter “Employee Requirement Input”;

- Click the icon to download template file to put data in;

- After keying data in the spreadsheet, to up data to the system, click the icon , select the file, the system will get data from this file to grid view of the voucher

Select type of copy as 1 - Overwrite if you want to update the available timekeeping data If you select 0 - No, the system will insert required timekeeping data to blank only

Notes of inputting data in template file:

- Department Code: must be the assigned departments with the same length in add (edit) screen in list;

- Position Code: must be one existing in the Position List;

- No of Employees: input in number format, 6 characters maximum without decimal numbers;

- Department, Position Description, Note: user-defined information;

- Effective Date: input in date format

The system will give error message in some following cases:

- Data in column containing object codes do not exist in the corresponding lists In this case, the system will indicate the specific invalid cell;

- String data is longer than the available length of field (indefinite error);

- There are at least 2 records with the same department, position and effective date;

-Does not exist one in following information: department, position or effective date

1.2 Recruitment Request Form

This is the first step in the recruitment process, used to input the requirement in “Recruitment Period Information Input” and used for later reports

1.2.1 Entry screen

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 Request Date from/to

Required fields; is used as filter condition for “Retrieve data from Recruitment Requisition Form” in “Recruitment Period Information Input"

1.3 Recruitment Period Information Input

1.3.1 Entry screen

1.3.2 Some special fields

 Position Code/ Department Code

Position code must be one defined in the examination form input

This position/ department code will be used for applicant profile input, in accordance with recruitment requirement by department and position

Only departments in current unit are available to be selected

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- Request Date from: this is a required field;

- Request Form No.: this is a required field; only request forms in the current unit with the “Request Date” after or the same as the “Request Date from” in the filter condition will be displayed When you click “OK” the following screen appears:

If you click “OK”, the system will get positions being checked in “Select” option only to grid Each position of each department in “Recruitment Requisition Form” can be retrieved once

1.4 Applicant Profile Input

1.4.1 Filter Condition

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This position is also used in Recruitment Decision data entry and later reports

 Start Working Date

Manually input; being retrieved to “Recruitment Decision/ Join Date”

auto-“Recruitment Decision” is input

 Address/ Mobile Phone/ Email

Manually input

1.4.3.2 “Personal” information

The personal information input in this function will be auto-updated to “Employee Information” after the “Recruitment Decision” is input

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1.4.3.5 “Working History” information

The working history of the applicant will also be auto-updated to “Employee Information” (Working History\Previous Working History) after the “Recruitment Decision” is input

1.4.3.6 “Foreign Language” information

The foreign language information will also be auto-updated to “Employee Information” after the “Recruitment Decision” is input

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1.4.3.7 “Certificate” information

This information is used for reference only

1.4.3.8 Import data from excel spreadsheet

The system is enabled to import data from excel spreadsheet to save hours of manual effort

The data importing process:

- Enter “Applicant Profile Input”;

- Click the icon to download template file to put data in;

- After keying data in the spreadsheet, to up data to the system, click the icon , select the file, the system will get data from this file to grid view of the voucher Select type of copy as 1 - Overwrite if you want to update the available timekeeping data If you select 0 - No, the system will insert required timekeeping data to blank only

Notes of inputting data in template file:

- Period Code: must be one existing in “Recruitment Period Information Input”;

- Gender: input 1 or 2 (means male or female);

- Application Form Status/ Recruitment Channel/ Recruitment Resource: must be one existing in corresponding lists;

- Position Applied: must be positions in the applied recruitment period;

- Department Applied: must be departments in the recruitment period and position that the applicant applied;

- Desired salary, Mobile phone: input in number format without decimal number;

- Date of Birth, Date Applied and Start Working Date: input in date format The system will give error message in some following cases:

- Data in column containing object codes do not exist in the corresponding lists In this case, the system will indicate the specific invalid cell;

- String data is longer than the available length of field (indefinite error);

- There are at least 2 records with the same applicant ID;

- Does not exist one in following information: period code, applicant ID, full name, date of birth, place of birth, gender, date applied, application form status, position applied, department applied, desired salary, start working date, recruitment channel, recruitment source, mobile phone Other notes:

- You must have the "New" right in “Applicant Profile Input” to import new data from spreadsheet to detail grid;

- You must have the "Edit" right in “Applicant Profile Input” to edit the imported data (over-written)

1.5 Test and Interview Scheduling

This function is used to input the examination rounds of each recruitment period This information will be auto-updated to “Test and Interview Schedule by Applicant”

It is required to determine the “Round Code” and the “Position Code” in this function Besides, there are some optional fields:

- Interviewer;

- Date of Interview;

- Time of Interview;

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- Content;

- Note

The test and interview schedule cannot be edited if there is an examination round with applicant being checked to select in “Test and interview schedule by applicant”

1.6 Test and Interview Schedule by Applicant

The applicants with the applied position and department declared in “Applicant Profile Input” in accordance with the recruitment round in this recruitment period will be retrieved to this function

The selected applicants will be displayed in “Test and Interview Schedules"

1.7 Test Result Input

1.7.1 Entry screen

1.7.2 Format view – Upper area

 Applicant

Only applicants in the current recruitment period

 Recruitment Round/ Content

Recruitment round and content will be selected from examination forms which have been input in recruitment period information

Note:

The examination form will be selected following the defined “Recruitment Period – Required Position – Requesting Department” If there is no information about “recruitment period – required position – requesting department”, the system will select all

 Date of Test/ Score

This information will be displayed in “Test and Interview Result” report

1.7.3 Grid view

 Test Type

Test type can be manually input or retrieved from test requisition After inputting details, if you want to edit the general information of

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 Score/ Result

This information will be displayed in “Test and Interview Result” report

1.7.4 Format view – lower area

1.7.5 Retrieve data from test requisition

“Test Type”, “Test Content” can be got from examination form which has been defined

in recruitment period Click the “ – Retrieve data from test requisition” icon, the system will get test types from test requisition to grid

1.8.1 Entry screen

1.8.2 Some field descriptions

The same as ones in “Test Result Input”

1.9.1 Entry screen

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1.9.2 Some special notes

All applicants in the recruitment period selected in filter condition will be displayed so that you can select to input recruitment decision

Put the cursor at the row of the required applicant, click the icon " - Recruitment Decision" to input the recruitment decision for that applicant

Some field descriptions:

This is a required field, retrieved from Employee Status list and default as

“Employee Working Status” optional parameter

Note:

- Applicant information will be auto-updated to “Employee Information”( except education information)

- “Recruited by”, “Recruitment Source” and “Referred by” information will

be updated to “Working History/ Other”

- “Application Form Status” (in” Applicant Profile Input”) will be updated by the “Default Status of Hired Applicant”

auto “Application Form Status” in this function will also be updated

- After the applicant is recruited, the information in “Test Result Input” and

“Interview Result Input” will be updated to “Educational Background/ Recruitment Test Result”, “Educational Background/ Interview Result” When performing “Recruitment Decision”, if the applicant has already been recruited, the system will give warning message: “This applicant has already been recruited, do you want to redo the recruitment?”

- The default answer is “No”;

- If “Yes”: the ”Applicant Profile Input” screen will be displayed to edit information, except the application form status

2.1 Test List

The types declared in this function is used to classify the tests of recruitment rounds in “Test Requisition Form” and used for “Test Result Input”, “Employee Information/ Educational Background/ Test Result" as well as filter condition for later reports

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2.4 Application Form Status List

There are 3 types of status: 1 – Reviewed, 2 – Accepted and 3 – Rejected

During the recruitment process, the application form of applicant will be updated new status in

“Applicant Profile Input” so that in can be tracked until there is recruitment decision

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The recruitment source of the applicant will also be used for applicant profile report

2.7 Examination Form

2.7.1 Entry screen

2.7.2 Some field descriptions

 Passed/ Failed Status

These fields are retrieved from “Application Form Status”, will be used to update the status in “Applicant Profile Input” after inputting recruitment examination (test and interviews) by recruitment round

2.8 Test Requisition Form

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This information will be used for “Test Result Input” by the “Retrieve Data from Examination Form” function

3.1 Recruitment Requirements

The data for this report are retrieved from “Recruitment Requisition Form”

 Recruiting Date from/to

Filtered by “Request Date from/to” in the “Recruitment Requisition Form”

 Request Date from/to

Filtered by “Request Date” in the “Recruitment Requisition Form”

- The other fields are also filtered by the corresponding information in

“Recruitment Requisition Form";

- The system will check the “view” right of the current user;

- The “view” right will be checked by unit Only requisitions of the departments in the assigned unit can be viewed

3.2 Recruitment Information

The data for this report are retrieved from “Recruitment Information Input”; following the “Date from” in filter condition

 Date from/to

Filtered by the “Date from/to” field in the “Recruitment Period Information Input"

- The other fields are also filtered by the corresponding information in

“Recruitment Period Information Input";

- The system will check the “view” right of the current user;

- The “view” right will be checked by unit Only requisitions of the departments in the assigned unit can be viewed;

- The access right to report will be checked by department

3.3 Applicant Profiles

The data for this report are retrieved from “Applicant Profile Input”; only applicants with the “Date Applied” within the period of “Date Applied from/to” in filter condition are shown

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Filtered by the “Date Applied” in “Applicant Profile Input”

- The other fields are also filtered by the corresponding information in

“Applicant Profile Input";

- The system will check the “view” right of the current user;

- The “view” right will be checked by unit Only applicants in the recruitment period of the departments in the assigned unit can be viewed

3.4 Test and Interview Schedules

The data for this report are retrieved from “Test and Interview Scheduling”; only applicants in recruitment round and recruitment period with the “Date from/to” satisfying the filter condition will be shown

 Date from/to

Filtered by the “Date from/to” defined in “Test and Interview Scheduling"

- The other fields are also filtered by the corresponding information in

“Test and Interview Scheduling";

- The system will check the “view” right of the current user;

- The “view” right will be checked by unit Only recruitment periods of the departments in the assigned unit can be viewed;

- The access right to report will be checked by department

3.5 Test and Interview Result

The data for this report are retrieved from “Test Result Input” and “Interview Result Input” Only applicants, positions and recruitment periods with the “Date of Test” satisfying the filter condition will be shown