The applicant record option is used to enter the basic information about each applicant.
The uniqueness of each applicant record is controlled by a unique key known as APPLICNO - this is a 6 digit number automatically allocated from a human resources control number Last applicant number used.
The applicant number will probably commence from number 000001 but this is not mandatory.
Applicant records can be accessed in Creation, Amendment or Display modes depending on your human resources priority and the priorities held within the human resources system parameters.
Access to applicant records may optionally be controlled using a location and grade security system.
Unless an amendment is required, access to applicant records should always be made in Display mode.
Look up files related to the applicant may be maintained via the applicant records option.
Standard functionality exists that allows you to create and maintain records.
To access applicant records
The Human Resources Password form is displayed.
Enter your human resource password.
The HUMAN RESOURCES menu is displayed.
Select the Recruitment processing option.
The RECRUITMENT PROCESSING menu is displayed.
Select the Applicant records option.
The Applicant records form is displayed.
The Applicant records form is displayed when you select the Applicant records option from the RECRUITMENT PROCESSING menu.
If there are no applicant records or due to your human resources password location and grade settings you have access to no applicant records you will be advised with the message :- No applicant records exist, do you want to create one?. At this point you can either choose OK to start creating an applicant or Cancel to return to the RECRUITMENT PROCESSING menu.If you select OK you will next be asked Which type of applicant record do you want to create?. At this point you can either choose External or Internal. External means a person not currently on your employee records, internal means an existing employee. Creating a applicant record is described further in the section titled File-New.
The applicant record is used to record key data about the person, each applicant may however be linked to as many vacancies as required without the need to repeatedly enter the common data.
If you have access to one or more applicant records you will be shown the first record you have access to in applicant number sequence if the human resources system parameter called Default to first available record is ticked otherwise it will default to applicant number 0, in either case you are given the option to select another record.
If you have access to one or more human resource records you will be shown the first record you have access to in employee sequence number if the human resources system parameter called Default to first available record is ticked otherwise it will default to employee number 0, in either case you are given the option to select another record.
The applicant record consists of 6 TABs as follows:-
| Menu | Icon | Description |
|---|---|---|
| File > New |  |
Allows you to create a new applicant record.
Creation is subject to your human resources password location security and grade access. Proceed to fill in the fields displayed on the applicant tab on the applicant record form. |
| File > Edit |  |
Allows you to edit an applicant record.
When you first enter the applicant records option you will be either informed that No applicant records exist, do you want to create one? or maybe the first available applicant record will be loaded and available for edit. It is more likely that you will have first selected a record to which you now need to edit using this option. Proceed to fill in the fields displayed on the applicant tab on the applicant records form. |
| File > Cancel Edit |  |
Allows you to abandon the edit of an applicant record and to select another record. |
| File > Save |  |
Allows you to save any changes to an applicant record and to select another record. |
| File > Exit |  |
Allows you to exit back to the recruitment processing menu after an earlier Cancel Edit or Save of a applicant record. |
| Edit > Previous applicant |  |
Allows you to automatically load the previous accessible applicant based on applicant number.
This option is not available when you already have the first applicant record currently selected subject to security access. |
| Edit > Select applicant |  |
Allows you to select a applicant record subject to security access.
Whilst the first available applicant record maybe by default shown subject to location security, it is more than likely that another record is required. A applicant record can be selected by several methods as detailed below:- To select a applicant record directly by applicant number.
To select a applicant record by searching on Status, Number, Surname, Job code, Employee group, Date created or Location.
|
| Edit > Next applicant |  |
Allows you to automatically load the next accessible applicant record based on applicant number.
This option is not available when you already have the last applicant record currently selected subject to security access. |
| Edit > Default applicant record | |
Allows you to select the default applicant record as the data source.
This option will only be available if your human resources priority is matching or greater than the Priority to edit default record system parameter. When entering the applicant records option the applicant records data is defaulted to, if the applicant record data is still selected it will be necessary to change to the default applicant record if the default record is to be displayed or amended. To select the default applicant record data source:
|
| Tools > Applicant Reasons | Applicant Reasons Applicant Reasons set up. | |
| Tools > Recruitment sources | Recruitment sources Recruitment sources set up - used with vacancies and applicants. | |
| Tools > Recruitment status | Recruitment status Recruitment status set up - used with vacancies and applicants. | |
| Tools > Nationalities | Nationalities Nationalities set up. | |
| Tools > Ethnic Origins | Ethnic Origins Ethnic Origins set up. | |
| Tools > Employee Groups | Employee Groups Employee Groups set up. | |
| Tools > Job Codes | Job Codes Job Codes set up. | |
| Tools > Locations | Locations Locations set up. | |
| Help > Human Resources Help |  |
Displays help on the current application using the default browser. |
| Help > Contents | |
Displays help contents index using the default browser. |
What do you want to do?
Contact details Tab
The Contact details form is displayed when you select an applicant record.
The Contact details Tab holds most of the fields that form the employee record when an applicant is employed.
The following fields are displayed on the contact Tab, those fields that are self-explanatory have had no description added.
Surname
Title
Forename
Initials
Informal name: Not used for statutory purposes.
Full address: Five address lines at 35 characters lines each. Press RETURN to enter each address line. Translated into upper and lower case once you TAB off the field.
Postcode
Day time telephone
Mobile telephone
Night time telephone
Email address: Used as an alternative contact.
Mail shot matchs: Tick if details may be mailed.
Earliest contact time: Use the 24 hour clock.
Latest contact time: Use the 24 hour clock, validated against the earliest contact time.
What do you want to do?
Application details Tab
The Application details form is displayed when you select the Application details Tab from the applicant records form.
The application details Tab is where you are able to complete the other main details used for data matching purposes.
The following fields are displayed on the Application Tab.
Vacancy number: Enter a specific vacancy number or leave as 0 to indicate a cold application.
Tip : Click on the Drop down
to select from the list of available vacancies using Status, Number, Job code, Employee group or location to base the search on.
Employee Group: Two character employee group code from a look up file. The employee group may be linked to a job code.
Tip : Click on the Drop down
Job Code: Four character job code from a look up file.
Tip : Click on the Drop down
If either the employee group or job code are changed and the employee group-job code combination is no longer valid a warning message is shown as follows
Warning: Job code no longer valid for current employee group.
Location: The three character location code of the employee from a look up file. The location field is optional, it may either not be used at all in which case it is not shown on the screen, used with general system locations or used with human resources specific locations. The location field is used in combination with the human resources security record to restrict access to the applicant record for certain users. For example, an administrator may be allowed access to applications in location HUNgerford but not location TELford.
Tip : Click on the Drop down
Salary expected: Enter any expected salary otherwise leave as 0.00
Reason for application: One character code from a look up file.
Tip : Click on the Drop down
Recruitment source: Three character code from a look up file.
Tip : Click on the Drop down
Status: Applicant status - this will default in from the application status map initial applicant status having first checked the type of application - cold or non cold depending on if a vacancy number has been entered and internal or external depending on the applicant source.
Tip : Click on the Drop down
Keep on file to: Enter the date to which the applicant is prepared for you to keep their data on file, leave blank if data is to be removed once processed on an application.
Internal applicant: This is automatically maintained depending on whether or not you chose an external or internal applicant before starting to create the current applicant record.
What do you want to do?
Achievements Tab
The Achievements form is displayed when you select the Achievements Tab from the applicant records form.
The achievements TAB of the applicant record is where you are able to record the qualifications, training and tests achieved by the applicant. The information entered is data matched against the job code skill requirements when processing the applicants for vacancies. Applicants will be shown on a selection screen taking into account their data match % score and salary requirements with a recommended action. It is however up to the user of the recruitment processing system ultimately to decide how to proceed with an applicant for a vacancy.
The Achievements Tab is used to register Achievement records on applicants including the registering of future training requirements.
Each Achievement consists of three components:
Achievement Type: Pre-defined types of achievement.
Achievement Categories: User defined categories within a type of achievement.
Achievement Qualifications: User defined qualifications within a category of achievement.
What do you want to do?
Setting up an Achievement on an employee
- Within an applicants record, select the Achievements tab.
- Click the required Achievement type.
- Click to select a category on the left - this will now be shown on the right within the Selected Category field.
- Click within the Code column of the grid to the right.
- Enter each of the Achievement fields listed below:
Code: Two character code.
Tip : Click on the Drop down
Qualification: The full Achievement description is shown.
Grade: Choose a grade as defined on the selected category or optionally leave blank.
Achieved: Enter the date of achievement or leave blank if this is a request for training.Tip : Click on the Drop down
Expires: Enter the expiry date if relevant.
Confirmed: Tick the Confirmed field column if evidence of the qualification has been seen.
Training: Tick the training field below if this is a request for training being registered.
Date requested: Enter the date training has been requested.PUSH BUTTONS:
Achievement Categories: Set up achievement categories for the current achievement type.
Achievement Qualifications: Set up achievement qualifications for the current achievement type and category.
Equivalent categories: Set up equivalent categories for the current achievement type and category.
Qualification notes: Record notes for the current achievement.
- Continue to amend or save the applicant record by selecting any other option, the achievement record is automatically saved without the need to save the applicant record.
What do you want to do?
Notes Tab
The Notes form is displayed when you select the Notes Tab from the applicant records form.
The Notes details Tab allows you to record notes about the applicant that are stored as a document archive record.
To view existing notes about an applicant highlight the notes row and either click the View button or double left click.
To edit existing notes, highlight the notes row and either click the Edit button or double left click.
What do you want to do?
Other details Tab
The Other details form is displayed when you select the Other details Tab from the applicant records form.
The other details Tab stores additional information about the applicant that is transferred to the human resources and employee records when the applicant is employed.
Gender: Enter M - Male or F - Female using the drop down if necessary.
Date of birth
National Insurance number: Enter in the format AA######A where A is an alpha letter and # is a digit or format AA######. If the employee records module contains the NI prefix data file the NI number entered will be validated to ensure the first two characters are valid.
Notice period weeks: How many weeks notice the applicant has to give their existing employer.
Passport number: 15 characters.
Nationality: Two character code for a valid nationality as found in the Nationalities file.
Tip : Click on the Drop down
Ethnic origin: Two character code for a valid ethnic origin as found in the Ethnic Origins file.
Tip : Click on the Drop down
Permit date: Expiry date of a work permit.
Work permit months: Number of months duration of a work permit.
Work permit number: 12 characters.
Working time waiver: Tick if the applicant is prepared to sign a waiver under the Working Time Regulations.
What do you want to do?
Audit Tab
The Audit form is displayed when you select the Audit Tab from the applicant records form.
The audit data TAB is system maintained and may be used to check when and by who a applicant record has been created or amended. A more detailed audit of amendments is maintained for each applicant-vacancy combination too.
The following fields are displayed on the Audit Tab. All of these fields are self-explanatory and thus no explanation is supplied.
Date created
Time created
Created by
Creation Terminal
Date amended
Time amended
Amended by
Amendment terminal
What do you want to do?
![[...]](Ellipsis.gif){kind=small}
adjacent to the applicant number field on the left of the screen below the tool bar or click the tool bar 7th left, magnifying glass button.