Difference between revisions of "Process:Recruitment"

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|Process-name=Recruitment
 
|Process-name=Recruitment
 
|Process-type=Business Process
 
|Process-type=Business Process
|Related Modules=Module:Recruitments,Module:Positions,Module:EmployeeRoles,Module:Candidates,Module:Candidatures
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|Related Modules=Module:Recruitments,Module:Positions,Module:Candidates,Module:Candidatures,Module:Employees,Module:Documents
|Short Description=Process of recruitment with description of all records needed to conduct one.
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|Short Description=The recruitment process with a description of all records needed to carry it out
 
}}
 
}}
 
=={{int:ev-description}}==
 
=={{int:ev-description}}==
To start a recruitment process, firstly, you have to create records in certain modules. Most of this records will be related to each other and sometimes are required to create one another.
 
This modules are:
 
* [[Module:EmployeeRoles|Roles]]
 
* [[Module:Positions|Positions]]
 
* [[Module:Recruitments|Recruitments]]
 
* [[Module:Candidates|Candidates]]
 
* [[Module:Candidatures|Candidatures]]
 
  
Recruitment process finally ends with converting a candidature into employee, whom you can later manage in MintHCM.
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1. First of all, to start a recruitment process, you have to figure out a position you will be recruiting for. A position, once created, not only can be used in multiple recruitments, but also further administration of your company.
  
 
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Job positions in a company have their reflection in MintHCM in [[Module:Positions|Positions]] module. Its records can be generated in to ways: by using Create Position button in the module or by generating it from a role by using Create Position button in role record. In second case, a new position will inherit related records, such as Expected Level of Competency. This can speed up your work.  
==Positions==
 
 
 
Positions are required to create Recruitements and Salary Ranges. They are also needed in [[Process:Onboarding|Onboarding]] and Offboarding processes.  
 
  
 
[[File:MintHCM - Positions - Create New.png|900px|thumb|center|Positions - Create New]]
 
[[File:MintHCM - Positions - Create New.png|900px|thumb|center|Positions - Create New]]
  
There are two ways to create a position.
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There is only one name required in a position record - its Name. You can also provide Supervised Unit, Supervisor, Description. You can also set up a status. Choose from:
 
 
You can do it manually in Positions Module or using Create Position button in a Role record view.
 
 
 
In the first case, you have to provide:
 
 
 
'''Name''' - a name of a position. This field is required.
 
 
 
'''Status''' - can be toggled between Planned, Active and Inactive.
 
  
'''Supervised Unit''' - can be chose from the Organizational Units List
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* Planned - if you want to start a recruitment for a position yet to be created in your company
  
'''Supervisor''' - a position to whom this position  reports to. Can be chosen from the Positions list.
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* Active - for a position that already exists
  
'''Assigned to''' - person to whom this record is assigned to.
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* Inactive - for position that exists, but for example is unstaffed.
  
'''Description''' - a description of the Position.  
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To complete creating a position and to have it fully useful in the system, you may want to create complementary records related to it, such as [[Module:SalaryRanges|Salary Ranges]], [[Module:CareerPaths|Career Paths]], [[Module:TermsOfEmployment|Terms of Employment]] or [[Module:Responsibilities|Responsibilities]]. Those can be added later, but it is recommended to create the records along with the position.  
  
While creating a Position from a Role, name and status fields are filled automatically. However, you have to provide the rest of fields by editing this newly created Position.
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2. Now, as you have a position, you can create a recruitment for it.  
  
There are plenty of relations you can create to a position. One of most important are employees on the particular positions. There are more relations, i.e.: Salary Ranges, Recruitments, Organizational Units and others.
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You can do it in the [[Module:Recruitments|Recruitments]] module or simply from the recruitments subpanel in the Positions module.
 
 
==Role==
 
 
 
A role can be created in Roles module.
 
 
 
[[File:MintHCM - Roles - Create New.png|900px|thumb|center|Positions - Create New]]
 
 
 
While creating new role, you can provide:
 
 
 
'''Name''' - a name of a position. This field is required.
 
 
 
'''Status''' - can be toggled between Planned, Active and Inactive.
 
 
 
'''Assigned to''' - person to whom this record is assigned to.
 
 
 
'''Description''' - a description of the role.
 
 
 
==Recruitment==
 
 
 
A recruitment can be created in Recruitment module.  
 
  
 
[[File:MintHCM - Recruitments - Create New.png|900px|thumb|center|Positions - Create New]]
 
[[File:MintHCM - Recruitments - Create New.png|900px|thumb|center|Positions - Create New]]
  
It is required to create a candidature before. Numerous candidatures can be related to one recruitment.
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While creating a recruitment, relate a position, provide [[Field:start date@Recruitments|start date]] and [[Field:end_date@Recruitments|end date]], salary ranges, optionally a description and [[Field:vacancy@Recruitments|vacancy amount]] determining number of people you want to hire.  
 
 
While creating a recruitment, you can provide:
 
 
 
'''Start Date''' - determine start date of the recruitment. This field is required.
 
 
 
'''End Date''' - determine end date of the recruitment.
 
 
 
'''Status''' - choose a status of the recruitment. It can be: For approval, Planned, Open, Closed.
 
 
 
'''Positions''' - Choose a position form Positions module that the recruitment is to cover. This field is required.
 
 
 
'''Currency''' - determine a currency of a salary.
 
 
 
'''Salary to''' - determine minimum salary for the recruitment. This field is required.
 
 
 
'''Salary from''' -  determine top salary for the recruitment. This field is required.
 
 
 
'''Project Description''' - provide a description of the recruitment.
 
  
'''Vacancy Amount''' - determine a number of vacancies that the recruitment should cover. This field is only available for Recruitment Type "Once" or when it is not set.
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Moreover, you have to set up [[Field:recruitment type@Recruitments|Recruitment Type]]: Once - for a one-time recruitment; Continuous - if it lasts for a longer time. Note: If it is Continuous, you may not want to provide end date.  
  
'''Start Work Date'''  - determine a date that a recruited employee is to start working.
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You can also determine Field:recruitment [[Field:recruitment channels@Recruitments|Recruitment Channel]], where you will publish your job offer.  
  
'''Recruitment Channels''' - by this field you can find a list of channels, such as social media or HR portals, through which the recruitment will take place.  
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Now, it is good moment to publish your job offer in channels of your choice and wait for candidates to apply or search for candidates in any other way.
  
'''Recruitment Type''' - You can choose from Once (one-time recruitment) and Continuous (when recruitment has no end date defined). This field is required.
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3. As CVs are coming and you are preselecting candidates you want to process further, you can create a [[Module:Candidates|Candidates]] records for each of them in MintHCM system.  
  
==Candidates==
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A candidate records is a little bit similar to an [[Module:Employees|employee record]]. It represents each candidate in your recruitment and store personal information about them, as well as, information required in terms of recruitment, such as candidate’s potential and description.  
 
 
New candidates records can be created in Candidates module.
 
  
 
[[File:MintHCM - Candidates - Create New.png|900px|thumb|center|Positions - Create New]]
 
[[File:MintHCM - Candidates - Create New.png|900px|thumb|center|Positions - Create New]]
  
Candidates are required to create candidatures. A candidate can be related to numerous candidatures.  
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A candidate, once created, may be related to many candidatures and therefore recruitements.
  
While creating a candidate, you can provide information in several sections:
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4. As soon as candidate records are ready, it is time to create a candidature in the [[Module:Candidatures|Candidatures module]]. 
  
===Contact Information===
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[[File:MintHCM - Candidatures - Create New.png|900px|thumb|center|Positions - Create New]]
  
In this section you can provide basic information about the candidate you create a profile for.
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A candidature might be regarded as a mixture of a specific candidate and a position, they apply for.  
  
'''First Name''' - provide candidate’s first name.
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It is a main record type you will work on during recruitment process. Here you can gather and store all the information you collected and overlook candidature's history. The information include: financial requirements and employment conditions agreed with the candidate during recruitment process, as well as entry interview outcome and candidate’s grade. Here you can also log all activities related to this candidature, such as [[Module:Emails|mails]], [[Module:Calls|calls]] or [[Module:Meetings|meetings]] with the candidate.  
  
'''Last Name''' - provide the candidate’s last name.
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Do not forget to change its [[Field:status@Candidatures|status]], depending on a recruitment stage this candidature is at.
  
'''Mobile Phone''' - provide a mobile phone number.
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You may also easily create an appraisal of candidate/candidature by clicking [[Action:Candidatures_-_Create_Appraisal|Create Appraisal button]]. If the position’s competencies were determined properly, they will be converted into [[Module:AppraisalItems|appraisal items]] helpful in assessment of a candidate. You may use this function i.e. while doing an interview with the candidate and easily sum up their candidature.
  
'''E-mail''' - provide an e-mail address or a few of them. you can set a primary email address, opt out any of them or mark invalid email address.  
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Note that you can create many candidatures for a candidate. It useful when, for example, candidate was applying for several positions, was finally not taken into consideration for a position they apply for in current recruitment or withdrawn their interest, but you want to include them in other recruitment - for this or other position. To distinguish if it is another recruitment for the candidate, there are two fields in candidature records: Original Recruitment and Current Recruitment.
  
'''Primary Address''' and '''Alternate Address''' - both addresses consist of the same elements:
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You can scroll through all candidatures related to the recruitment and overview their status in Original Candidatures and Current Candidatures subpanels in given recruitment record.
  
* '''Street''' - provide a street name and number.
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5. If you decide on employing a candidate, in the system you can quickly convert a candidature into an employee record by clicking [[Action:Candidatures_-_Convert_to_employee|Convert to employee button]].  This action also creates an user, whom status vary depending your choice in the step below.
  
* '''City''' - provide a city name.
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6. After clicking the button, a popup will appear, where you can provide a login.  
  
* '''State''' - provide a state name.
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[[File:MintHCM - Candidatures - Record View - Convert to Employee.png|900px|thumb|center|Convert to Employee]]
 
 
* '''Postal Code''' - provide a postal code.
 
 
 
* '''Country''' - provide a country.
 
 
 
 
 
'''Copy address from left''' - if selected,  Alternate Address is copied from Primary Address.
 
 
 
'''Birthdate''' - enter the candidate’s birthdate. This fields is required.
 
 
 
===More Information===
 
 
 
In this section you can provide some more information about the candidate:
 
 
 
'''Potential''' - choose from: Not applicable, Contact us in the future, Not contact. TODO
 
 
 
'''Need of relocation''' - select if candidate needs relocation.
 
 
 
'''Description''' - provide candidate description.
 
 
 
===Social Media===
 
 
 
In this section you can provide URLs to candidate’s social media profiles:
 
 
 
LinkedIn, Goldenline, Facebook, Skype.
 
 
 
===Other===
 
 
 
There is only one field in this section:
 
 
 
'''Assigned to''' - an user to whom this record is assigned to.
 
 
 
==Candidatures==
 
 
 
New candidatures can be created in Candidatures module. 
 
 
 
[[File:MintHCM - Candidates - Create New.png|900px|thumb|center|Positions - Create New]]
 
 
 
While creating a candidature, you can provide information in several sections:
 
 
===General information===
 
 
 
In this section you can provide basic information about the candidature.
 
 
 
'''Status''' - choose status of the candidature from the list provided.
 
 
 
'''To Decide''' - check if the candidature is yet to be considered. 
 
 
 
'''Candidate''' - choose a candidate from Candidates modules. This field is required.
 
 
'''Original Recruitment''' - choose from Recruitments module an original recruitment that reveled the candidature.
 
 
'''Current Recruitment''' - choose from Recruitments module the recruitment that the candidature is related to now.
 
 
'''Application Date''' - determine the date of candidate's application
 
 
 
'''Status Information''' - provide detailed information about the candidature status.
 
 
 
'''Entry Interview''' - provide short raport form candidate’s entry interview.
 
 
 
'''Source''' - choose source of candidate’s origin from the list provided.
 
 
 
'''Task Grade''' - grade candidate’s task accomplishment form 1 to 10.
 
 
 
'''Scoring''' - score the candidature form 1 to 10.
 
 
 
===Financial Requirements===
 
 
 
In this section you can specify financial requirements of this candidature.
 
 
 
'''Employment Form''' - choose a form of employment from the list consistent of: Contract of employment, Contract of specific work, Contract of commission, Business.
 
 
 
'''Net Amount Contract''' - determine the amount.
 
 
 
'''Currency''' - choose a currency of a salary.
 
 
 
'''Net Amount''' - determine the amount.
 
  
'''Gross Amount''' - determine the amount.
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* If you provide a login into a popup, new user will be active and an employee will have an access to MintHCM system.
  
'''Notice''' - provide any remarks about financial requirements.
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* If you leave it empty, new user will be inactive and without access to the system (though it may be changed later)
 
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<br>
===Employment Conditions===
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Now, as you have the new employee in the system, you can start [[Process:Onboarding|onboarding process]] and work further on employee record.
 
 
In this section you can specify final employment conditions.
 
 
 
'''Final Employment Form''' - choose a form of employment from the list consistent of: Contract of employment, Contract of specific work, Contract of commission, Business.
 
 
 
'''Salary brutto/netto Contract'''  - TODO
 
 
 
'''Notice''' - provide any remarks about financial requirements.
 
 
 
===Other===
 
 
 
'''Assigned to''' - an user to whom this record is assigned to.
 
 
 
'''Description''' - provide a description of the candidature.
 
 
 
===Convert to Employee===
 
 
 
After the candidature is ready, you can proceed to its record view. Here, after the recruitment process is completed, you can quickly create an employee and user, by clicking '''Convert to employee'''.
 
 
 
After clicking, a popup will appear.
 
 
 
[[File:MintHCM - Candidatures - Record View - Convert to Employee.png|900px|thumb|center|Convert to Employee]]
 
  
In the popup you can provide a login, so that system creates not only the employee, but also the user with the login provided.  
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After you sign a contract with employee, you can store the contract record in [[Module:Contracts|MintHCM Contracts module]].
  
If you leave the login field blank, the user will be created, but username will be empty and its status will be set to inactive.
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7. After the recreation process is finished, you may ensure that all remaining candidatures have right status and  the recruitment is closed properly.
 
{{Process-links}}
 
{{Process-links}}

Latest revision as of 08:24, 7 August 2020

Info
Process Name Recruitment
Process Type ⧼ev-Business Process⧽
Related Processes
Related Modules Recruitments, Positions, Candidates, Candidatures, Employees, Documents
Recruitment

Short Description

The recruitment process with a description of all records needed to carry it out


Description

1. First of all, to start a recruitment process, you have to figure out a position you will be recruiting for. A position, once created, not only can be used in multiple recruitments, but also further administration of your company.

Job positions in a company have their reflection in MintHCM in Positions module. Its records can be generated in to ways: by using Create Position button in the module or by generating it from a role by using Create Position button in role record. In second case, a new position will inherit related records, such as Expected Level of Competency. This can speed up your work.

Positions - Create New

There is only one name required in a position record - its Name. You can also provide Supervised Unit, Supervisor, Description. You can also set up a status. Choose from:

  • Planned - if you want to start a recruitment for a position yet to be created in your company
  • Active - for a position that already exists
  • Inactive - for position that exists, but for example is unstaffed.

To complete creating a position and to have it fully useful in the system, you may want to create complementary records related to it, such as Salary Ranges, Career Paths, Terms of Employment or Responsibilities. Those can be added later, but it is recommended to create the records along with the position.

2. Now, as you have a position, you can create a recruitment for it.

You can do it in the Recruitments module or simply from the recruitments subpanel in the Positions module.

Positions - Create New

While creating a recruitment, relate a position, provide start date and end date, salary ranges, optionally a description and vacancy amount determining number of people you want to hire.

Moreover, you have to set up Recruitment Type: Once - for a one-time recruitment; Continuous - if it lasts for a longer time. Note: If it is Continuous, you may not want to provide end date.

You can also determine Field:recruitment Recruitment Channel, where you will publish your job offer.

Now, it is good moment to publish your job offer in channels of your choice and wait for candidates to apply or search for candidates in any other way.

3. As CVs are coming and you are preselecting candidates you want to process further, you can create a Candidates records for each of them in MintHCM system.

A candidate records is a little bit similar to an employee record. It represents each candidate in your recruitment and store personal information about them, as well as, information required in terms of recruitment, such as candidate’s potential and description.

Positions - Create New

A candidate, once created, may be related to many candidatures and therefore recruitements.

4. As soon as candidate records are ready, it is time to create a candidature in the Candidatures module.

Positions - Create New

A candidature might be regarded as a mixture of a specific candidate and a position, they apply for.

It is a main record type you will work on during recruitment process. Here you can gather and store all the information you collected and overlook candidature's history. The information include: financial requirements and employment conditions agreed with the candidate during recruitment process, as well as entry interview outcome and candidate’s grade. Here you can also log all activities related to this candidature, such as mails, calls or meetings with the candidate.

Do not forget to change its status, depending on a recruitment stage this candidature is at.

You may also easily create an appraisal of candidate/candidature by clicking Create Appraisal button. If the position’s competencies were determined properly, they will be converted into appraisal items helpful in assessment of a candidate. You may use this function i.e. while doing an interview with the candidate and easily sum up their candidature.

Note that you can create many candidatures for a candidate. It useful when, for example, candidate was applying for several positions, was finally not taken into consideration for a position they apply for in current recruitment or withdrawn their interest, but you want to include them in other recruitment - for this or other position. To distinguish if it is another recruitment for the candidate, there are two fields in candidature records: Original Recruitment and Current Recruitment.

You can scroll through all candidatures related to the recruitment and overview their status in Original Candidatures and Current Candidatures subpanels in given recruitment record.

5. If you decide on employing a candidate, in the system you can quickly convert a candidature into an employee record by clicking Convert to employee button. This action also creates an user, whom status vary depending your choice in the step below.

6. After clicking the button, a popup will appear, where you can provide a login.

Convert to Employee
  • If you provide a login into a popup, new user will be active and an employee will have an access to MintHCM system.
  • If you leave it empty, new user will be inactive and without access to the system (though it may be changed later)


Now, as you have the new employee in the system, you can start onboarding process and work further on employee record.

After you sign a contract with employee, you can store the contract record in MintHCM Contracts module.

7. After the recreation process is finished, you may ensure that all remaining candidatures have right status and the recruitment is closed properly.

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