Recruitment Selection Process

Transcription

1 Recruitment and Selection Process Bizagi Suite

2 Recruitment and Selection 1 Table of Contents Recruitment and Selection Process... 3 Process Elements... 5 Recruitment Requisition... 5 Job Exist?... 6 Create Job... 7 Requisition Needs Approval?... 9 Approve Request... 9 Requisition Approved?...10 Job Vacancy Advertisement...10 Selection Process New candidates required? Inform About Rejection Onboarding...12 Job Vacancy Advertisement...13 Process Elements Job Vacancy Advertisement Internal or External?...16 Internal Advertisement Publication...16 External Advertisement Publication Wait for Closing Date...18 Receive CVs...18

3 Recruitment and Selection 2 Select Initial Candidates to Evaluate...19 Need changes in the search criteria Selection Process Process Elements Psycho technical Test Scheduling Enter Test Result Interview Scheduling Inform about Interview Scheduling...31 Enter Interview Results Other Interview? Checking References References ok? Select Candidates Candidate Selected? Offer Salary Negotiation Offer Accepted? Medical Examination Medical Examination ok? Inform About Decision Select Process Details Performers... 43

4 Recruitment and Selection 3 Recruitment and Selection Process The successful companies are those that are able to find, attract and keep the best people on the market. Having the best qualified staff results in an increase in productivity, but find those people is not an easy task. The Human Resources Area needs to carry out different activities in order to find a person with the skills, abilities, experience and knowledge to fill a vacancy. This process is usually time-consuming whereby a lot of manual work is required and it is necessary to coordinate many people in the different stages of the process. Bizagi offers a new template Recruitment and Selection Process to assist companies in this process. The Recruitment and Selection Process automates and reduces the timescale in actions such as scheduling and collecting the results of psych technical tests, assigns interviews, updating the list of candidates, etc. Finally provides the possibility of controlling and monitoring the performance of the process, through indicators that can be created using Query Forms and Bizagi s tools like BAM.

5 Recruitment and Selection 4 Objectives The process covers: Requesting a person with certain skills and abilities to fill a vacancy. Advertising the vacancy internal and external. Scheduling psych technical test, interviews, medical exams, etc. Collecting result of test and interviews. Updating the candidate list. Automation Scope Bizagi s Recruitment and Selection Process is designed to fill an open vacancy. The process begins when a Requester opens a recruitment requisition until a person is chosen. Process owner Human Resources Global Forms Name: Global_Form Prototype:

6 Recruitment and Selection 5 Process Elements Recruitment Requisition The process begins when a person in a department needs to fill a vacancy. It is necessary to include the skills, abilities, experience and knowledge needed in the candidate. Also a brief job description is required. Performers Requester Activities On Enter On Exit Type Set Case Creator and date as today Check whether the job description exists. Allocations Case Creator Condition The case must be opened by a person how needs to fill a vacancy.

7 Recruitment and Selection 6 Forms Name: frm_recruitment_requisition : Principal Activity Form Prototype: Form behaviour The form includes a combo, if the job description exists; the information related to it is update. Duration 3 hours Job Exist? The human resources area uses the job description to find the most appropriate person to fill the vacancy because this document provides relevant information about the position. The job description includes the general task, functions, responsibilities, position reports. Also the skills and the knowledge needed, salary range, benefits, etc. Gateways NO: If the job description does not exist, an analyst of human resources department creates it. YES: If the job description exists the process continues to the next gateway.

8 Recruitment and Selection 7 Create Job If the vacancy does not have a job description, an analyst of human resources must create it. The job description includes the general task, functions, responsibilities, skills and knowledge of the position. Also the salary range and benefits are included. A job description is a very important document, it is not only use to the recruitment and selection process, also helps in training and development programs, establish job performance standards and benchmarking your organization s jobs to name a few. Performers Human Resources Analyst Activities On Enter Type Set Job Creator and Date attributes as Current Assign and Today s Allocations Condition Analyst of Human Resources

9 Recruitment and Selection 8 Forms Name: frm_create_job_ : Principal Activity Form Prototype: Forms behaviors All the renders are required Duration 1 day

10 Recruitment and Selection 9 Requisition Needs Approval? If the requester does not have level of authority to request a vacancy his or her boss must approve the requisition. Gateway YES: If the requisition needs approval, the process continues to the Approve Request task. NO: If the requisition does not need approval, the process continues to the Job Vacancy advertisement sub process. Approve Request The Requester s Boss approve the requisition; the task is performed only if the requester does not have the correct authority level. Performers Requester's boss Allocations Condition Requester s Boss It is necessary to evaluate the authority level of the requester and his or her boss.

11 Recruitment and Selection 10 Forms Name: frm_approve_request : Principal Activity Form Prototype: Requisition Approved? The gateway evaluates if the requisition was approved. Gateway NO: If the manager rejects the requisition, the process continues to the task Inform About Rejection task. YES: If the manager approves the requisition, the process continues to the Advertisement sub process. Job Vacancy Advertisement The Human Resources area must arrange and place the advertisements in an appropriate medium. The advertisements can be placed internal or externally, the template gives the flexibility to choose between it.

12 Recruitment and Selection 11 Selection Process The selection process evaluates possible candidates for a vacancy, the sub process includes test and interview scheduling, enter their results and select the person. New candidates required? The gateway validates if new candidates are required Gateways YES: If new candidates are required, the process returns to the Job Vacancy Advertisement sub process. NO: If new candidates are not required the sub process ends. Inform About Rejection If the Requester s Boss rejects the requisition, the person who made it must be informed. Notifications Inform about the rejection Recipients subject body Requester Requisition Rejection Good day The case <CaseNumber> to fill the <Recruitment.Title> vacancy was rejected because <Recruitment.ApprovalComments > Best regards Human Resources Team

13 Recruitment and Selection 12 Onboarding The entry of new employees into a company is usually time-consuming entailing a lot of manual work and it is necessary to coordinate many people in the different stages of the process. For this reason, delays often occur in the starting date or in the allocation of a workstation. The Onboarding sub process assists companies in this process. Onboarding focuses on how to integrate new employees into the organization, prepare them to execute their functions properly and to quickly become productive members of the organization. For more information, visit our Process Central.

14 Recruitment and Selection 13 Job Vacancy Advertisement

15 Recruitment and Selection 14 Process Elements Job Vacancy Advertisement It is necessary to create an appropriate strategy to find the potential candidates. It is possible to choose between an internal or external advertisement. The ad must be created and published in the chosen media. It is important to remember that when the advertising is planned it is necessary to consider the type of position as well as the intended audience and applicant pool. Performers Human Resources Analyst Allocations Condition Human Resources Analyst The person is chosen by load.

16 Recruitment and Selection 15 Forms Name: frm_position_advertisement : Principal Activity Form Prototype: Forms behaviors All the renders are required

17 Recruitment and Selection 16 Internal or External? The gateway validates if the advertisement is internal or external, this decision is made by the human resources area depending on the needs y/o policies of the company. Gateways INTERNAL: If the advertisement is internal, the process continues to the Internal Advertisements task. EXTERNAL: If the advertisement is external, the process continues to the External Advertisements task. Internal Advertisement Publication Publish the internal advertisement publication throughout the company. Notifications Recipients subject body All company Internal Advertisement Publication Good day The following <Recruitment.Title> vacancy is open : <Recruitment.JobAdvertisement. Job Location: <Recruitment.JobAdvertisement. Location> Ideal Candidate: <Recruitment.JobAdvertisement. IdealCandidate> If you are interested in participating in the selection

18 Recruitment and Selection 17 process please send your CV to <Recruitment.JobAdvertisement. ContactDetails> Thank you Humans Resources Team External Advertisement Publication Notify the company that will publish the ad. Notifications s of the ad of the advertisement. Recipients subject body Medium chosen for the publication External Advertisements Publication Good day Our company is looking for candidates in order to fill the <Recruitment.Title> vacancy. It is necessary to publish the following ad: <Recruitment.JobAdvertisement. JobTitle> <Recruitment.JobAdvertisement. Company> seeks a candidate to <Recruitment.JobAdvertisement. Job> to work at <Recruitment.JobAdvertisement. Location> The candidates need <Recruitment.JobAdvertisement. IdealCandidate>. The positions above, offer a <Recruitment.JobAdvertisement. SalaryGuide> salary.

19 Recruitment and Selection 18 To apply, send cover letter and resume to <Recruitment.JobAdvertisement. ContactDetails> before <Recruitment.JobAdvertisement. ClosingDate> Thank you Human Resources Team Wait for Closing Date Wait until the closing date to choose between the curriculums vital received. Receive CVs If the process can continue with the candidates received before the closing date, the event is performed.

20 Recruitment and Selection 19 Forms Name: Principal Form Event Prototype: Select Initial Candidates to Evaluate Choose the people that are going to start the selection process. The candidate s information must to be included, such as name, contact information and the curriculum vital file. Performers Human Resources Analyst

21 Recruitment and Selection 20 Activities On Exit Type Validate the number of candidates that begin the process Allocations Condition Human Resources Analyst The person is chosen by load.

22 Recruitment and Selection 21 Forms Name: Principal Activity Form Prototype: Forms behaviours It is necessary to validate the number of candidates included.

23 Recruitment and Selection 22 Need changes in the search criteria The gateway checks, if there are enough candidates to start the process. Gateways NO: If there are not enough candidates to start the selection process, the process returns to the Position Advertisement activity, where it is possible to change the search criteria. YES: If the process can continue with the candidates received, the process continues to the Selection Process sub process.

24 Recruitment and Selection 23 Selection Process

25 Recruitment and Selection 24 Process Elements Psycho technical Test Scheduling The Human resources analyst schedules the various test needed to select the candidate. The date and the location must be included for each candidate Performers Human Resources Analyst Activities On Exit Type Validate that at least one test are included to each candidate Allocations Condition Human Resources Analyst The task is assigned by load

26 Recruitment and Selection 25 Forms 1. Name: frm_psychotechnical_test_scheduling : Principal Activity Form Prototype: 2. Name: Form_Add_Test : Form to include a test Prototype: Forms behaviors The form includes a link to the complete job description

27 Recruitment and Selection 26 Notifications Inform about the test scheduling Recipients subject body Candidates Test Scheduling Dear Mr/Ms <Candidates.Name> <Candidates.LastName> In order to continue with the selection process for <Candidates.Recruitment.Title> it is necessary for you to undertake following test: <Test.Name>, please reports to <Location> on <ApplicationDate>. Yours sincerely Human Resources Team Enter Test Result The result of each test is included, after all the candidates have completed it. The analyst must decide which of the candidates will continue to the next step depending on the results. Performers Human Resources Analyst Activities On Exit Type Validate to test each candidate has taken the test ant that the results have been entered.

28 Recruitment and Selection 27 Allocations Condition Human Resources Analyst The task is assigned by load Forms 1. Name: frm_entry_test_result : Principal Activity Form Prototype: 2. Name: FrmGridAddRecruitmentAndSelectionT : Form to include the test result. Prototype:

29 Recruitment and Selection 28 Forms behaviors The form includes a link to the complete job description Interview Scheduling The analyst schedules the interview, it is necessary to include the date, location and the person who will conduct the interview. Depending on the result, a candidate may be eliminating after the interview. Activities On Enter On Exit Type 1. Set the render other interview needed in null 2. Count the number of interviews included for each candidate 1. Validate that an interview is included for each candidate selected. 2. Validate the number of candidates selected. Allocations Condition Human Resources Analyst The task is assigned by load

30 Recruitment and Selection 29 Forms 1. Name: frm_scheduling_interview_ : Principal Activity Form Prototype:

31 Recruitment and Selection Name: Edit_candidate_form : Form to edit a candidate in order to include a new interview. Prototype:

32 Recruitment and Selection Name: FrmGridAddInterviews : Form to add an interview Prototype: Forms behaviors The form includes a link to The Complete Job. The candidates grid includes a filter, only the selected candidates are shown. Inform about Interview Scheduling The candidate and the interviewer are informed about date and location of the interview. Notifications Inform about the interview scheduling Recipients subject body Candidates, Interviewer Inform Interview Scheduling Dear Mr/Ms<LastName> In order to continue with the selection process of <Recruitment.Title> the following interview has been scheduled. Interview Table Sincerely, Human Resources Team

33 Recruitment and Selection 32 Enter Interview Results The persons how conducted the interview must include the result, and made comments about it. He or she must indicate if the candidate does not continue to the process. Performers Interviewer Activities On Exit Type 1. Set the render Interview performed to true 2. Validate the entry of the results for each scheduled interview Allocations Interviewer Condition The performer is the person who conduct the interview.

34 Recruitment and Selection 33 Forms Name: frm_entry_interview_results : Principal Activity Form Prototype: 2. Name: Edit_InterviewResults : Form to include the interview results. Prototype: Forms behaviors The form includes a link to The Complete Job

35 Recruitment and Selection 34 Other Interview? The number of the interviews depends on the level of importance of the position. The gateway validates if there is necessary to arrange another interview Gateways YES: If the candidates need another interview the process returns to the Scheduling Interview task. NO: If the candidate does not need another interview the process continues to next task, Verify References. Checking References The references need to be checked in order to get more information about the candidate and verify data provided by him or her. After checking the references, the candidate can be eliminated from the process. Performers Human Resources Analyst Activities On Exit Type 1. Validate the number of candidates selected, it is necessary to include at least the number of vacancies to fill required. 2. Validate that the selected candidates have a good references. Allocations Condition Human Resources Analyst The task is assigned by load

36 Recruitment and Selection 35 Forms Name: frm_cheking_references : Principal Activity Form Prototype: Forms behaviors The form includes a link to The Complete Job The candidates grid includes a filter, only the selected candidates are shown References ok? The gateway validates results of the references. Gateways NO: If the references have any problem or the process needs other candidate, the process continues to the Select Process Details activity. YES: If the candidate or candidates can continue the process, it continues to the next task, select candidates.

37 Recruitment and Selection 36 Select Candidates The person who created the case must select the final candidate. Activities On Exit Type 1. Validate the number of candidates selected. 2. Create a Letter with the salary offer. Allocations Requester Condition The task is performed by the case creator. Forms Name: frm_select_candidates : Principal Activity Form Prototype:

38 Recruitment and Selection 37 Forms behaviors The form includes a link to The Complete Job. The candidates grid includes a filter, only the selected candidates are shown. Notifications Inform about the salary offer Recipients subject body Candidate and Requester Salary Offer Dear Mr/Ms <LastName> <Recruitment.Companyname> is pleased to offer you the position as <Recruitment.Title> at <Recruitment.Area.areaName> area. <JobOffertLetter> Sincerely, Human Resources Team Candidate Selected? The gateway validates if the process can continue with the candidates selected. Gateways NO: If the process needs new candidates the process returns to the Selection Process Details. YES: If new candidates are not needed, the process continues to the Offer Salary Negotiation.

39 Recruitment and Selection 38 Offer Salary Negotiation It is necessary to present a salary offer to the selected candidates, during this task the candidates and the Human Resource analyst must agree in the salary offer. Activities On Exit Type Validate the number of candidates selected Allocations Condition Human Resources Analyst The task is assigned by load Forms Name: frm_offer_salary_negotiation : Principal Activity Form Prototype:

40 Recruitment and Selection 39 Forms behaviors The form includes a link to The Complete Job. The candidates grid includes a filter, only the selected candidates are shown. Offer Accepted? The gateway validates if the candidate accepts or rejects the offer. Gateways NO: If the offer is rejected, the process continues to the Select Process Details task. YES: If the offer is accepted, the process continues to the Medical Examination task Medical Examination The candidate is sent for a physical examination. The examination is to determinate if the candidate is physically fit to perform the job. The result must be included. Performers Doctor

41 Recruitment and Selection 40 Activities On Exit Type Validate that the exam results have been included for each candidate. Allocations Condition Doctor or Human Resources Analyst The task is performed by a Doctor, but the results can be included by the Doctor or the Human Resources Analyst Forms Name: frm_medical_examination : Principal Activity Form Prototype: Forms behaviors The candidates grid includes a filter, only the selected candidates are shown

42 Recruitment and Selection 41 Medical Examination ok? he gateway validates if the process can continue with the candidates selected. Gateways NO: If the candidate is not physically fit to perform the job, the candidate is rejected and the process returns to the Select Process Details task. YES: If the candidates passed the physical examination, the process continues to the next task. Inform About Decision Inform about the final decision Notifications Inform about New employees Recipients subject body Requester New Employees Dear <Recruitment.Requester> The following people were selected for the position of <Recruitment.Title> Candidates Table Sincerely, Human Resources Select Process Details During A Selection Process it is possible to need more candidates, if at any point during the process this happens, this activity is performed. The Human Resources Analyst decides what to do.

43 Recruitment and Selection 42 Allocations Condition Human Resources Analyst The task is assigned by load. Forms Name: frm_selection_process_details : Principal Activity Form Prototype: Forms behaviors The form includes a link to The Complete Job. All the candidates included in the beginning are shown

44 Recruitment and Selection 43 Performers Human Resources Analyst (Role) The persons who belongs Human Resources area, he or she must lead the selection process. Requester (Role) The person who makes the personnel requisition. Doctor (Role) The person who makes the physical exam of the selected candidates. Interviewer (Role) The persons who conduct an interview, in the process several people are interviewed.