Vacancy Records

The vacancy record option is used to enter the basic information about a vacancy.

The uniqueness of each vacancy record is controlled by a unique key known as VACANCY, this is a 6 digit number automatically allocated from a human resources control number Last vacancy number used.

The vacancy number will probably commence from number 000001 but this is not mandatory.

Vacancy 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 vacancy records may optionally be controlled using a location and grade security system.

Unless an amendment is required, access to vacancy records should always be made in Display mode.

Look up files related to the vacancy may be maintained via the vacancy records option.

Standard functionality exists that allows you to create and maintain records.

To access vacancy records

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

The Vacancy records form is displayed.

Vacancy records Form

The Vacancy records form is displayed when you select the Vacancy records option from the RECRUITMENT PROCESSING menu.

If there are no vacancy records or due to your human resources password location and grade settings you have access to no vacancy records you will be advised with the message :- No vacancy records exist, do you want to create one?. At this point you can either choose OK to start creating a vacancy or Cancel to return to the RECRUITMENT PROCESSING menu. Creating a vacancy record is described further in the section titled File-New.

If you have access to one or more vacancy records you will be shown the first record you have access to in vacancy number sequence if the human resources system parameter called Default to first available record is ticked otherwise it will default to vacancy number 0, in either case you are given the option to select another record.

The vacancy record consists of 2 TABs as follows:-

Vacancy
Audit

Menu	Icon	Description
File > New		Allows you to create a new vacancy record. Creation is subject to your human resources password location security and grade access. Proceed to fill in the fields displayed on the vacancy tab on the vacancy record form.
File > Edit		Allows you to edit a vacancy record. When you first enter the vacancy records option you will be either informed that No vacancy records exist, do you want to create one? or the first available vacancy record maybe 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 vacancy tab on the vacancy records form.
File > Cancel Edit		Allows you to abandon the edit of a vacancy record and to select another record.
File > Save		Allows you to save any changes to a vacancy 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 vacancy record.
Edit > Previous vacancy		Allows you to automatically load the previous accessible vacancy based on vacancy number. This option is not available when you already have the first vacancy record currently selected subject to security access.
Edit > Select vacancy		Allows you to select a vacancy record subject to security access. Whilst the first available vacancy record maybe by default shown subject to location security, it is more than likely that another record is required. A vacancy record can be selected by several methods as detailed below:- To select a vacancy record directly by vacancy number. Enter the vacancy number in the Vacancy number: field. Press the TAB button. To select a vacancy record by searching on Status, Number, Job code, Employee group, Requisition number or Location. Location is only available when location security is present. Click the Ellipsis button adjacent to the Vacancy number field on the left of the screen below the tool bar or click the tool bar 7th left, magnifying glass button. Click the Status, Number, Job code, Employee group, Requisition number or Location check box to alter the selection method - this will default to Job code. Enter the search filter unless starting the search from the beginning of the chosen index. Click the Search button. Click the vacancy record selected, use the up/down scroll if required. Click the OK button.
Edit > Next vacancy		Allows you to automatically load the next accessible vacancy record based on vacancy number. This option is not available when you already have the last vacancy record currently selected subject to security access.
Edit > Default vacancy record		Allows you to select the default vacancy 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 vacancy records option the vacancy records data is defaulted to, if the vacancy record data is still selected it will be necessary to change to the default vacancy record if the default record is to be displayed or amended. To select the default vacancy record data source: If any vacancy record is currently being edited, first either save the data by clicking the tool bar 4th left disk sign button or select from the menu bar File followed by Save or Control S or Cancel the Edit by selecting from the menu bar File followed by Cancel Edit. Select from the menu bar Edit followed by Default vacancy record. Continue by displaying or editing.
Tools > Vacancy Reasons		Vacancy Reasons Vacancy 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. Controls recruitment sequence, data purging, letter production, document archive and E-mailing.
Tools > Job Codes		Job Codes Job Codes set up - used with vacancies and data matching with applicants.
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?

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Menu bar and Toolbar

Vacancy Tab

The vacancy form is displayed when you select a vacancy record.

The vacancy Tab is used within the Vacancy details section to register the vacancy on the human resources recruitment system, the Application details section shows you the latest system maintained data status about the vacancy.

The following fields are displayed on the vacancy Tab, most of these fields are self-explanatory:

Vacancy details

Company: The payroll company number.

Tip : Click on the Drop down to select from the list of available payroll companies.

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 to select.

Job Code: Four character job code from a look up file.

Tip : Click on the Drop down to select.

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 vacancy record for certain users. For example, an administrator may be allowed access to vacancies in location HUNgerford but not location TELford.

Tip : Click on the Drop down to select.

Department: Department the employee works at.

Tip : Click on the Drop down to select from the cost centres for the entered payroll company.

Status: Vacancy status - this will default in from the application status map initial vacancy status.

Tip : Click on the Drop down to select from the recruitment status look up file.

Reason exists: Two character reason for the vacancy.

Tip : Click on the Drop down to select from the vacancy reasons look up file.

Placed by: The eight character user id of the employee who placed the vacancy. This person will be mailed progress on the vacancy. The user must have their user id first within the user codes file with the Recruitment column ticked before being usable on a vacancy record.

Requisition number: The four digit requisition number possibly supplied from another system.

Reason not filled: Two character reason code for not filling the vacancy.

Tip : Click on the Drop down to select from the vacancy reasons look up file.

PUSH BUTTONS:

Notes: This button is used to create a note record about the vacancy that is held in the document archive module.

Applicant status

The applicant details part of the vacancy TAB shows the system maintained data about the vacancy.

Number of applicants: How many applicants have been recorded stating their application is for this vacancy - cold applications are therefore not included.

Applicant: The applicant number that was employed for the vacancy.

Offer date: The date an offer was made to an applicant.

Offer expiry date: The date an offer made to an applicant expires.

Offer declined: Ticked if the applicant rejected the offer.

Date filled: Date the applicant accepted the offer.

Filled by: Eight character user id from the employee record of an internal applicant who filled the vacancy.

Recruitment source: Three character code for a valid recruitment source as found in the Recruitment source codes file.

What do you want to do?

Audit Tab

The Audit form is displayed when you select the Audit Tab from the vacancy records form.

The audit data TAB is system maintained and may be used to check when and by who a vacancy record has been created or amended. A more detailed audit of amendments is maintained for each vacancy-applicant 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

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