(Contents)(Previous)(Next)

Process applicants by vacancy

To access Process applicants by vacancy

  1. From the Rev.8 Master Menu, select the Human Resources option and Company you require.

    The Human Resources Password form is displayed.

  2. Enter your human resource password.

    The HUMAN RESOURCES menu is displayed.

  3. Select Recruitment processing option.

    The RECRUITMENT PROCESSING menu is displayed.

  4. Select Process applicants by vacancy option.

    The Process applicants by vacancy form is displayed.


Process applicants by vacancy form

The Process applicants by vacancy form is displayed when you select the Process applicants by vacancy option from the RECRUITMENT PROCESSING menu.

The Process applicants by vacancy program is used to carry out the remaining stages of recruitment covering up to three interview stages as defined by the vacancy job code, offer, offer acceptance and employment of an applicant 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.

What do you want to do?

Vacancy selection

First select the vacancy number to be processed.

A vacancy record can be selected by several methods as detailed below:-

To select a vacancy record directly by vacancy number.

  1. Enter the vacancy number in the Vacancy: field.
  2. Press the TAB button. If the vacancy does not exist you will be advised with the message Unable to find vacancy record.

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.

  1. Click the Ellipsis button [...] adjacent to the Vacancy field.
  2. Click the Status, Number, Job code, Employee group or Location check box to alter the selection method - this will default to Job code.
  3. Enter the search filter unless starting the search from the beginning of the chosen index, the search is not case sensitive.
  4. Click the Search button.
  5. Click the vacancy record selected, use the up/down scroll if required. If there are no vacancies matching your search criteria you will be advised No valid vacancies match the selection criteria, select OK and widen the vacancy search.
  6. Click the OK button.

Applicant display

The applicant records recorded are then scanned and those that have reached interview stage for the vacancy number are shown on the selection screen. If there are no matching applicants a message is shown No applicants match the selection criteria, select OK and widen the applicant search. If there are applicants each applicant listed is shown with the following information:-

Applicant selection summary

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, rejected, on hold and the total number of applicants for the vacancy at or beyond interview stage.

Applicant-Vacancy status entry

For each applicant enter your recommended status - Selected, Rejected or On hold, the prompts will vary depending on if the vacancy is at interview, offer, acceptance or employ stages.

To select an applicant if not already ticked in the Selected column:-

  1. Click the Selected column.

  2. Complete the interview details form.

    3. 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, defaults to the placer of the vacancy.

    Tip : Click on the Drop down DropDown 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 DropDown to select.

    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.

  3. Click Notes: If you wish to add applicant notes at this stage - each application stage may have different notes.

  4. Click OK.

What do you want to do?

To reject an applicant if not already ticked in the Rejected column:-

  1. Click the Rejected column.

    2. 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 DropDown to select.

    You will then be asked Do you wish to reject this applicant from the selected vacancy or from all vacancies? choose either the default of Selected or All vacancies.

  2. Click Notes: If you wish to add applicant notes at this stage - each application stage may have different notes.

  3. Click OK.

What do you want to do?

To place an applicant on hold if not already ticked in the On hold column:-

  1. Click the On hold column.

  2. Complete the reason for putting the applicant on hold status form.

    3. 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 DropDown to select.

  3. Click Notes: If you wish to add applicant notes at this stage - each application stage may have different notes.

  4. Click OK.

What do you want to do?

To offer employment to an applicant if not already ticked in the Selected column:-

  1. Click the Selected column.

    2. If the applicant's salary expected exceeds the job code maximum and a salary excess is allowed for the job code a warning is shown as follows:- Applicant's salary expectation exceeds maximum of ######.## do you wish to continue ?, select Yes to continue with the offer else No to continue with other applicants.

  2. Complete the offer details form.

    3. 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 DropDown to select.

    Offer expiry date: Enter a date the offer expires, this must be on or after the last interview date otherwise you are warned Offer expiry date earlier than last interview date.

    Note: Completing the offer form may send an E-mail message to the vacancy placer.

  3. Click Notes: If you wish to add applicant notes at this stage - each application stage may have different notes.

  4. Click OK.

What do you want to do?

To Accept an offer of employment letter from an applicant if not already ticked in the Selected column:-

  1. Click the Selected column.

  2. Complete the Reason for selecting applicant form.

    3. 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 DropDown to select.

    Note: Completing the accept offer form may send an E-mail message to the vacancy placer.

  3. Click Notes: If you wish to add applicant notes at this stage - each application stage may have different notes.

  4. Click OK.

What do you want to do?

Applicant rejects an offer of employment letter if not already ticked in the Rejected column:-

  1. Click the Rejected column.

    2. 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 DropDown to select.

  2. Click Notes: If you wish to add applicant notes at this stage - each application stage may have different notes.

  3. Click OK.

What do you want to do?

To employ an applicant once the offer is accepted if not already ticked in the Employ column:-

  1. Click the Employ column.

  2. Complete the Reason for employing the applicant form.

    3. 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 DropDown to select.

    Note: Completing the employ form may send an E-mail message to the vacancy placer.

    Starting date: Enter the starting date - this will be copied to the employee record. If the employment starting date is entered before the last interview date you will be warned Start date earlier than last interview date and you will need to enter a new date.

  3. Click Notes: If you wish to add applicant notes at this stage - each application stage may have different notes.

  4. Click OK.

What do you want to do?

PUSH BUTTONS:

The push buttons shown vary according to the vacancy, applicant status.

OK: Prompts you to upgrade the applicant/vacancy match file for the current vacancy and the vacancy status to which you should answer Yes unless you have change your mind and wish to cancel, updates vacancy and applicants, prints any letters as defined within the recruitment status look up file. If on the Employ stage you are prompted for the employee number to be used, finally you are returned to the RECRUITMENT PROCESSING menu.

Cancel: Returns to the RECRUITMENT PROCESSING menu without the applicants or vacancy being updated.

Applicant: Displays the current applicant record.

Vacancy: Displays the current vacancy record.

History: Shows the status and audit history of the applicant record, the applicant-vacancy record for each interview stage and the vacancy 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.

Job code: Displays the vacancy job code record.

Interview: Shows the interview form for completion if the applicant has been selected.

Offer: Shows the offer form for completion if the applicant has been selected.

Reason: Shows the reason for accepting or rejecting an offer of employment letter from the applicant.

Employment: Shows the reason for employment for the applicant.

What do you want to do?

(Contents)(Previous)(Next)(Top of the Page)