The Pre-interview matching program is used to carry out the initial selection of applicants for a specified vacancy. This option is only used after the look up tables used by the recruitment system have been set up with the assistance of an Autoline consultant and one or more vacancy and applicant records have been loaded.
To access Pre-interview matching
The Human Resources Password form is displayed.
Enter your human resource password.
The HUMAN RESOURCES menu is displayed.
Select Recruitment processing option.
The RECRUITMENT PROCESSING menu is displayed.
Select Pre-interview matching option.
The Pre-interview matching form is displayed.
The Pre-interview matching form is displayed when you select the Pre-interview matching option from the RECRUITMENT PROCESSING menu.
What do you want to do?
First select the vacancy number to be matched for.
A vacancy record can be selected by several methods as detailed below:-
To select a vacancy record directly by vacancy number.
To select a vacancy record by searching on Status, Number, Job code, Employee group or Location. Location is only available when location security is present.
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adjacent to the Vacancy field.The applicant records recorded are then scanned and to begin with only those applicants that applied for the vacancy number are shown on the selection screen. The applicants are shown using the following sort sequence:-
This means the Selected applicants appear before the on Hold applicants and the on Hold applicants appear before the rejected applicants. Within each of these status the applicants will appear in skill match % order with the highest match % first followed by salary expectation order with the lowest salaries first and finally in applicant order with the lowest and thus earliest applicant first.
Each applicant listed is shown with the following information:-
Skill match%: The % score of skills attached to the applicant when compared with the skill requirements attached to the job code.
Applicant: Six digit Applicant number.
Name: Applicant name.
Internal: Ticked if internal otherwise blank for external.
Expected salary: Expected salary from the application, applicants with a matching skill% are also sorted by their expected salary.
Selected: Tick to select the applicant.
On hold: Tick to put the applicant on hold - neither accepted or rejected.
Rejected: Tick to reject the applicant.
Linked: Ticked if the applicant has already been selected or rejected or put on hold for the current vacancy. The linked records can not have their status further adjusted by the match program.
The applicants at this stage fall into four categories, each colour is shown at the bottom left of the screen.
Green: Skills meet requirements - the applicant skills when matched against the job requirement skills have reached the minimum % defined on the job code record having taken into account the weighting attached to each skill.
Red: Mandatory skills missing - one or more mandatory skills defined on the job code skills list is missing on the applicant.
Yellow: Skills below the minimum level - the applicant skills when matched against the job requirement skills have not reached the minimum % defined on the job code record having taken into account the weighting attached to each skill.
Cyan: Excessive salary expectations - The applicant's salary expected exceeds the maximum salary recorded on the job code field and the job code allows for a salary excess. This does not prevent the applicant being selected for an interview but when being selected for an offer you are reminded of the salary excess. If the job code does not allow a salary excess the applicant will not be shown on the selection screen.
As the applicant selection is changed a summary of applicants at various recommended or user chosen states is summarized at the top right of the screen. This shows the number of applicants selected, on hold, rejected and the total number of applicants.
Following the initial applicant selection it is possible to choose a wider range of applicants by ticking selection boxes shown at the top of the screen. Each tick box shows how many extra applicants are available for the selection criteria. The options available are as follows:-
Applied for other vacancies: The applicant already has a connection to another vacancy. If this category is selected you may also choose up to what stage the applicant may be to include in the selection process of the current vacancy, for example, you might want to exclude applicants who have already been made an offer but are prepared to process an applicant at interview stage for another vacancy.
Other locations: Include applicants for other locations.
Other employee groups/job codes: Include applicants for other employee groups or job codes.
Cold call applicants: Include applicants who have not specified a particular vacancy.
No location: Include applicants who have not specified a location.
No employee group/job code: Include applicants who have not specified an employee group or job code.
Based on the matching skills % and salary the system will default in a recommended status for each applicant. You should at this stage complete the applicant grid selecting either Selected, On hold or Rejected for each of the applicants.
To select an applicant if not already ticked in the Selected column:-
Click the Selected column.
If the applicant is already linked to another vacancy you will be asked Applicant already linked to vacancy:####### status: ############################## are you sure you want to continue? select Yes to continue with the selection otherwise No to continue with another applicant.
Complete the interview details form.
Date: Date of interview.
Time: Time of interview.
Location: Location of interview - defaults to the vacancy location.
Interview contact: Eight character user id of the interviewer from a user look up file of a user with the recruitment option ticked.
Tip : Click on the Drop down
to select.
Reason: One character reason code defaulted in from the default reasons file, the code must be present in the application reasons file.
Tip : Click on the Drop down
Note: Completing the interview form may send an E-mail message to the interviewer and vacancy placer and also complete a diary entry. The interview length is defined within the job code look up file.
Click OK.
To place an applicant on hold if not already ticked in the On hold column:-
Click the On hold column.
Complete the reason for putting the applicant on hold status form.
Reason: One character reason code defaulted in from the default reasons file, the code must be present in the application reasons file.
Tip : Click on the Drop down
Click OK.
To reject an applicant if not already ticked in the Rejected column:-
Click the Rejected column.
Reason: One character reason code defaulted in from the default reasons file, the code must be present in the application reasons file.
Tip : Click on the Drop down
You will then be asked Do you wish to reject this applicant from the selected vacancy or all vacancies? choose either the default of Selected or All vacancies.
Click OK.
PUSH BUTTONS:
Applicant: Displays the current applicant record.
Vacancy: Displays the current vacancy record.
Job code: Displays the vacancy job code record.
Skills: Displays the vacancy job code expected skills and the applicant skills in a matching table with confirmation text that the applicant meets a skill requirement, is missing a skill or has additional skills.
Interview: Shows the interview form for completion if the applicant has been selected.
Cancel: Returns to the RECRUITMENT PROCESSING menu without the applicants or vacancy being updated.
OK: Prompts you to upgrade the vacancy status to which you should answer Yes, updates vacancy and applicants, prints any letters as defined within the recruitment status look up file and returns you to the RECRUITMENT PROCESSING menu.
What do you want to do?
