Recruitment (Initiating the Recruitment Process)
Initiating the Recruitment Process
Recruitment>>Recruitment>>Staff Requests>>Staff requests
How to Open a Staff Request as an HR Administrator
Staff Requests
Having completed the setup of your company's recruitment process and the employees responsible for completing them, requests for new or replacement staff can now be made by either HR personnel or a Manager.
Step 1: Enter a New Staff Request as an HR Admin.
Company: The company(ies) to which the HR employee has access will be displayed in the
dropdown list.
Date Requested: The current date will be automatically displayed. You may change this if necessary (e.g. historical data).
Job Requested: The job required will be selected.
Requested By: The HR employee logon name will be automatically displayed.
# Positions Requested: The number of positions requested for the selected job e.g. you may need 2 Administrative Assistants, 2 Accounts Clerks etc, and the status of the position.
Request Reason: The reason for the request.
Request Type: Either Addition or Replacement. If Replacement is checked, then select the employee to be replaced from the list that will be displayed.
Full-Time/Part-Time: The employees employment schedule.
Fill Date: The date the position should be filled by.
Request Comments: Further comments on the request being made.
Step 2: Staff Request Notification
Once a request for staff is sent by a manager or HR administrator, the employee(s) flagged earlier as Recruitment Staff How to set up Recruitment Staff?, will see a Notification of the Staff Request in his/her HRplus Inbox.
The system will automatically assign a Requisition No to the staff request. Click on the Requisition
No (32) to view the request.
Please ensure that your pop-up blocker is turned on to accept HRplus popups as the information
opens in a new window.
Step 3: View Staff Request
User Self Service>>Manager>>Recruitment>>Staff requests>> Staff Request
How do I Open a Staff Request as a Manager?
Staff Requests
Having completed the setup of your company's recruitment process and the employees responsible for completing them, requests for new or replacement staff can now sent by either a Manager or HR.
The steps are outlined below for this process to be completed by the manager.
Step 1: Enter a New Staff Request
Requested By: The HR employee logon name will be automatically displayed.
Date Requested: The current date will be automatically displayed. You may change this if necessary (e.g. historical data).
Company: The company(ies) to which the Manager has access will be displayed in the drop-down list.
Job Requested: The job required will be selected.
# Positions Requested: The number of positions requested for the selected job e.g. you may need 2 Administrative Assistants, 2 Accounts Clerks etc, and the status of the position.
Request Reason: The reason for the request.
Request Type: Either Addition or Replacement. If Replacement is checked, then select the employee to be replaced from the list that will be displayed.
Full-Time/Part-Time: The employees employment schedule.
Fill Date: The date the position should be filled by.
Request Comments: Further comments on the request being made.
The system will automatically assign a Requisition No to the staff request. Click on the Requisition No (33) to view the request. Please ensure that your pop-up blocker is turned on to accept HRplus
popups as the information opens in a new window.
Step 2: Staff Request Notification is Sent to HR
Once a request for staff is sent by a Manager, the employee(s) flagged earlier as Recruitment Staff How to set up Recruitment Staff? will see a Notification of the Staff Request in his/her HRplus Inbox.
Step 3: The Manager can View/Update/Delete Staff Request
Recruitment>>Recruitment>>Staff requests>>Grant Approval
How to Grant Approval of a Staff Request
Approval of Staff Request
After a staff request is made, the next step is to grant approval. If the workflow is not being used, the requisition must be manually approved by HR.
Step 1: Grant Approval
Staff Request Details
Use Salary Grade: if applicable select if using salary grade.
Salary Grade: Select the salary grade appropriate for the position.
Points/Ranges: If Points is selected then for Starting Salary the salary grade points would be available for selection. If Ranges is selected then enter range in Starting Range.
Starting Range: Enter a range for the employee's salary.
Starting Salary $: Enter the employee's Starting Salary.
Recruitment Costs
Budgeted $: Enter the budget amount for the requisition.
Actual $: Enter the actual amount of money spent on the requisition. This can be recorded later, once the process is completed.
Catered For: Select Yes if anything was catered for during the recruitment process.
Recruitment
Method: Select the method used to recruit staff.
Hire Reason: This defaults to what was entered in the Setup of the staff requests for Request Reason.
Current Stage/Task: This defaults to display a view-only value: Start, indicating that this is the beginning of the recruitment process.
Special Instructions: Enter any special instructions which you may for this recruitment.
Approval
Approved: Select Yes or No to indicate the approval status of the request.
# Positions Recommended: Enter the number of positions required.
Approved by: Defaults to the employee who is logged on but can be changed if necessary - the drop-down displays employees based on the User Role/Job Roles that were previously defined. Step 3: Assign Employee to Tasks
Date Approved: defaults to the current date.
Approver Comments: Enter any comments you may have.
Recruitment>>Recruitment>>Staff requests>>Approved requests
Step 2: View Approved Requests
Recruitment>>Recruitment>>Staff requests>>Approved requests
How to Initiate and Assign Tasks for the Approved Staff Request
Assign Tasks
Once staff requests have been approved, the process to recruit persons to fill the job begins.
Pre-Requisite
Users must have their accounts created before the task due date is set in order to receive task notifications!
Recruitment>>Recruitment>>Staff requests>>Approved requests>>[Select
Requisition]>>[+]>>Start Here>>[Select Task]
Step 1: Initiate Tasks
The Start Here tab is so-named to indicate the beginning of the Recruitment Process. The first step is to assign recruitment tasks to employees.
Step 2: Assign Task
Assigned to: All employees, set up in the Job Template will be displayed. Select Job Roles for Task
Assigned By: All employees, set up as Recruitment Staff will be displayed. Recruitment Staff
Date Due: Enter the Date the Task is due. A notification will be triggered to the Assignee in the HRplus Message Inbox.
Date Started: The Date the Task was started. This is normally entered by the person completing the task, but can also be done by HR.
Date Completed: The Date the Task was completed. This is normally entered by the person completing the task, but can also be done by HR.
Cost $: The cost of carrying out the Task.
% Completed: The percentage completion of the task. This is normally entered by the employee assigned to the task, as the task progresses.
Task comments: Any pertinent comments about the task are entered by the person assigned.
Step 3: Link Task Documents
Documents related to the task can be uploaded and will be available to the assigned employee via the
Employee Self-Service option.
Step 4: View the Assigned Task
The assigned employee’s name will be displayed and the Status of the task will be displayed. As employees update the Task via Home>>Inbox, the Status will change to reflect the current status. Tasks with a Status of 100% are displayed as Completed. Tasks that have been completed cannot be
edited.
Home>>My Message Inbox
OR
Home>>Recruitment>>My Recruitment Task
Step 5: Employee Notification/My Recruitment Tasks
Assigned employees will receive notifications in their HRplus inbox. Or, the assigned employee can open the task by double-clicking on it and update the record as the task progresses by entering
Costs, Dates, Documents, Percentages Completed.
Tasks' Cost
Costs with respect to the recruitment process are tracked via Tasks.
Each task has a cost attached to it and may change as the task changes and/or progresses.
Both the employee assigned to the task as well as HR can enter task costs.
The Actual Costs, for every task in the recruitment process are automatically calculated and displayed at any point in time, and can be compared to the Budgeted Cost (Staff Requests>>Approved Requests [click on the Requisition No.]>>Actual Costs).
Tasks' Status
Step 6: HR to Monitor Tasks' Status
The Status of a Task is tracked via the % Completed field and can either be Completed or Not Completed.
Completed tasks are those tasks with a value of 100 in the % Completed field.
Completed tasks are displayed as Completed (via Staff Requests>>Approved Requests>>expand Staff Request>>Start Here>> and cannot be modified. Tasks that are Not Completed will display the % Completed next to it.
Tasks’ Dates
Date Due, Date Start, Date Completed are self-explanatory.
Current Task
Current Task: once a task is assigned to an employee, the staff requisition list is updated to always display the Current Task (in the recruitment process).
Home>>My Message Inbox
OR
Home>>Recruitment>>My Recruitment Task
How can I see Recruitment Tasks that are Assigned to me?
View Recruitment Tasks
Once a request for staff is made by a manager or HR, and HR assigns the tasks a due date, the employee(s) assigned to the task will see a Notification of the Staff Request in his/her HRplus Inbox.
The system will automatically assign a Requisition No to the staff request. Click on the Requisition No
(34) to view the request.
Please ensure that your pop-up blocker is enabled to accept HRplus popups as the information opens in a new window.
Step 1: View Notification
Step 2: Update Assigned Recruitment Task
Recruitment>>Recruitment>>Staff requests>>Approved requests
How to Review the Progress of a Staff Requisition through all of the stages of the Recruitment Process
Review Staff Requisition
A review of the status of a requisition involves checking the current progress of a job request within the recruitment process. This includes verifying whether the requisition has been approved, whether candidates have been sourced and interviewed, and any remaining steps needed to fill the position. By reviewing the status, HR can ensure that the recruitment process is on track, identify any delays or issues, and take necessary actions to move the requisition forward efficiently.
Review Staff Requisition
Note that the Start Here, Applicants Progress, Selected Applicants and Close Request tabs are
displayed.
Start Here - this is where the process begins.
Applicants Progress – this screen will be updated to display the progress of the applicants as they move along the recruitment process.
Selected Applicants – the applicants selected as candidates for the job are displayed here.
Close Request – once the job has been filled.
How to Track the Recruitment Process
Recruitment>>Recruitment>>Recruitment Process
View the Recruitment Process
HR Administrators can monitor recruitment progress in real-time through this Kanban board, which displays open requests, rejected requests, approved and in-progress requests, and filled positions. By double-clicking a record, they can view and update details as needed.
View Recruitment Process
Home>>Recruitment>>Company Vacancies
How does it work?
Employees can view Job Openings
View Vacancies
View Job Description
View Primary Responsibilities
View Competencies
View Job Qualification
Employees can Apply for Job Vacancy
Upload Resume
Apply for Job
How can I view and apply for a Job Opening?
Internal Applicants
After a requisition is approved, all employees can view the internal vacancy and apply for any position.
View Job Openings
Step 1: Log into the Employee Self-Service and View Company Vacancies
Step 2: View Job Description
Before applying, internal employees can view details of the job (set up in the Personnel module via Personnel>>Setup>>Organisation>>Structure>>Jobs).
Step 3: View Primary Responsibilities
Step 4: View Job Competencies
Step 5: View Job Qualification
Apply for a Job Opening
Step 1: Upload Resume
Applicants can also upload their updated resumes via the Upload Resume button.
Step 2: Download/View Resume
Step 3: Apply for a Job
Once employees have viewed the job details, they are free to apply for the job.
Step 4: View Notification
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