recruitment and selection process - bizagi · 2016-04-06 · vacancy was rejected because best...

Recruitment and

Selection Process

Bizagi Suite

Copyright © 2014 | Bizagi

Copyright © 2014 | Bizagi Confidential

Recruitment and Selection | 1

Table of Contents

Recruitment and Selection Process............................................................................................... 3

Process Elements ............................................................................................................................. 6

Recruitment Requisition ....................................................................................................... 6

Job Description Exist? ............................................................................................................ 7

Create Job Description.......................................................................................................... 8

Requisition Needs Approval? ............................................................................................10

Approve Request ...................................................................................................................10

Requisition Approved?......................................................................................................... 11

Job Vacancy Advertisement...............................................................................................12

Selection Process ...................................................................................................................12

New candidates required? ................................................................................................12

Inform About Rejection .......................................................................................................13

Onboarding ..............................................................................................................................13

Job Vacancy Advertisement ........................................................................................................... 14

Process Elements ........................................................................................................................... 14

Job Vacancy Advertisement.............................................................................................. 14

Internal or External? ..............................................................................................................16

Internal Advertisement Publication ................................................................................16

External Advertisement Publication ................................................................................ 17

Wait for Closing Date ...........................................................................................................18

Receive CVs ..............................................................................................................................18



Select Initial Candidates to Evaluate ............................................................................. 20

Need changes in the search criteria .............................................................................. 22

Selection Process................................................................................................................................ 23

Process Elements ........................................................................................................................... 23

Psycho technical Test Scheduling................................................................................... 23

Enter Test Result .................................................................................................................... 26

Interview Scheduling ........................................................................................................... 28

Inform about Interview Scheduling ...............................................................................31

Enter Interview Results ........................................................................................................ 32

Other Interview? .................................................................................................................... 34

Checking References ........................................................................................................... 34

References ok? ....................................................................................................................... 36

Select Candidates.................................................................................................................. 36

Candidate Selected? ............................................................................................................ 38

Offer Salary Negotiation .................................................................................................... 39

Offer Accepted?..................................................................................................................... 41

Medical Examination............................................................................................................ 41

Medical Examination ok? ................................................................................................... 42

Inform About Decision........................................................................................................ 43

Select Process Details ..........................................................................................................44

Performers ............................................................................................................................................ 46



Recruitment and Selection Process

Version: 1.0

Author: Bizagi Process Modeler.

Description

The successful companies are those that are able to find, attract and keep the best

people on the market. Having the best qualified staff results in an increase in

productivity, but find those people is not an easy task.

The Human Resources Area needs to carry out different activities in order to find a

person with the skills, abilities, experience and knowledge to fill a vacancy. This

process is usually time-consuming whereby a lot of manual work is required and it

is necessary to coordinate many people in the different stages of the process.

Bizagi offers a new template Recruitment and Selection Process to assist companies

in this process.



The Recruitment and Selection Process automates and reduces the timescale in

actions such as scheduling and collecting the results of psych technical tests, assigns

interviews, updating the list of candidates, etc.

Finally provides the possibility of controlling and monitoring the performance of the

process, through indicators that can be created using Query Forms and Bizagi’s

tools like BAM.

Objectives

The process covers:

Requesting a person with certain skills and abilities to fill a vacancy.

Advertising the vacancy internal and external.

Scheduling psych technical test, interviews, medical exams, etc.

Collecting result of test and interviews.

Updating the candidate list.

Automation Scope

Bizagi´s Recruitment and Selection Process is designed to fill an open vacancy. The

process begins when a Requester opens a recruitment requisition until a person is

chosen.

Process owner

Human Resources



Global Forms

1. Name: Global_Form

Prototype:



Process Elements

Recruitment Requisition

Description

The process begins when a person in a department needs to fill a vacancy. It is

necessary to include the skills, abilities, experience and knowledge needed in the

candidate. Also a brief job description is required.

Performers

Requester

Activities

Description Item

Set Case Creator and date as today On Enter

Check whether the job description exists. On Exit

Allocations

Condition Description

Case Creator The case must be opened by a person

how needs to fill a vacancy.

Forms

1. Name: frm_Recruitment_Requisition

Description: Principal Activity Form

Prototype:



Form behavior

Description

The form includes a combo, if the job description exists; the information related to

it is update.

Duration

3 hours

Job Description Exist?

Description

The human resources area uses the job description to find the most appropriate

person to fill the vacancy because this document provides relevant information

about the position. The job description includes the general task, functions,

responsibilities, position reports. Also the skills and the knowledge needed, salary

range, benefits, etc.



Gateways

No: If the job description does not exist, an analyst of human resources

department creates it.

Yes: If the job description exists the process continues to the next gateway.

Create Job Description

Description

If the vacancy does not have a job description, an analyst of human resources must

create it.

The job description includes the general task, functions, responsibilities, skills and

knowledge of the position. Also the salary range and benefits are included. A job

description is a very important document, it is not only use to the recruitment and

selection process, also helps in training and development programs, establish job

performance standards and benchmarking your organization´s jobs to name a few.

Performers

Human Resources Analyst

Activities

Description Item

Set Job Description Creator and Date

attributes as Current Assign and Today’s.

On Enter

Allocations


Analyst of Human Resources



Forms

1. Name: frm_Create_Job_Description


Prototype:



Forms behaviors

Description

All the renders are required.

Duration

1 day

Requisition Needs Approval?

Description

If the requester does not have level of authority to request a vacancy his or her boss

must approve the requisition.

Gateway

Yes: If the requisition needs approval, the process continues to the Approve

Request task.

No: If the requisition does not need approval, the process continues to the

Job Vacancy advertisement sub process.

Approve Request

Description

The Requester’s Boss approve the requisition, the task is performed only if the

requester does not have the correct authority level.

Performers

Requester's boss



Allocations


Requester´s Boss It is necessary to evaluate the authority

level of the requester and his or her

boss.

Forms

1. Name: frm_Approve_Request


Prototype:

Requisition Approved?

Description

The gateway evaluates if the requisition was approved.

Gateway

No: If the manager rejects the requisition, the process continues to the task

Inform About Rejection task.



Yes: If the manager approves the requisition, the process continues to the

Advertisement sub process.

Job Vacancy Advertisement

Description

The Human Resources area must arrange and place the advertisements in an

appropriate medium. The advertisements can be placed internal or externally, the

template gives the flexibility to choose between it.

Selection Process

The selection process evaluates possible candidates for a vacancy, the sub process

includes test and interview scheduling, enter their results and select the person.

New candidates required?

Description

The gateway validates if new candidates are required

Gateways

Yes: If new candidates are required, the process returns to the Job

Vacancy Advertisement sub process

No: If new candidates are not required the sub process ends.



Inform About Rejection

Description

If the Requester´s Boss rejects the requisition, the person who made it must be

informed.

Notifications

Description Recipients Email subject Email body

Inform about

the rejection

Requester Requisition

Rejection

Good day

The case <CaseNumber> to fill the

<Recruitment.Title> vacancy was

rejected because

<Recruitment.ApprovalComments>

Best regards

Human Resources Team

Onboarding

Description

The entry of new employees into a company is usually time-consuming entailing a

lot of manual work and it is necessary to coordinate many people in the different

stages of the process. For this reason, delays often occur in the starting date or in

the allocation of a workstation. The Onboarding sub process assists companies in

this process. Onboarding focuses on how to integrate new employees into the

organization, prepare them to execute their functions properly and to quickly

become productive members of the organization.

For more information visit our Process Central.




Version: 1.0


Process Elements


Description

It is necessary to create an appropriate strategy to find the potential candidates. It

is possible to choose between an internal or external advertisement. The ad must

be created and published in the chosen media.

It is important to remember that when the advertising is planned it is necessary to

consider the type of position as well as the intended audience and applicant pool.

Performers


Allocations


Human Resources Analyst The person is chosen by load.



Forms

1. Name: frm_Position_Advertisement


Prototype:

Forms behaviors

Description

All the renders are required



Internal or External?

Description

The gateway validates if the advertisement is internal or external, this decision is

made by the human resources area depending on the needs y/o policies of the

company.

Gateways

Internal: If the advertisement is internal, the process continues to the Internal

Advertisements Description task.

External: If the advertisement is external, the process continues to the

External Advertisements Description task.

Internal Advertisement Publication

Description

Publish the internal advertisement publication throughout the company.

Notifications

Description Recipients Email

subject

Email body

All

company

Internal

Advertis

ement

Publicati

on

Good day

The following <Recruitment.Title> vacancy

is open

Description:

<Recruitment.JobAdvertisement.JobDescript

ion

Location:

<Recruitment.JobAdvertisement.Location>



Ideal Candidate:

<Recruitment.JobAdvertisement.IdealCandi

date>

If you are interested in participating in the

selection process please send your CV to

<Recruitment.JobAdvertisement.ContactDet

ails>

Thank you

Humans Resources Team

External Advertisement Publication

Description

Notify the company that will publish the ad.

Notifications

Description Recipients Email

subject

Email body

Description

s of the ad

of the

advertisem

ent.

Medium

chosen for

the

publication

External

Advertise

ments

Publicati

on

Good day

Our company is looking for candidates in

order to fill the <Recruitment.Title> vacancy.

It is necessary to publish the following ad:

<Recruitment.JobAdvertisement.JobTitle>

<Recruitment.JobAdvertisement.CompanyD

escription> seeks a candidate to



<Recruitment.JobAdvertisement.JobDescrip

tion> to work at

<Recruitment.JobAdvertisement.Location>

The candidates needs

<Recruitment.JobAdvertisement.IdealCandi

date>.

The positions above, offer a

<Recruitment.JobAdvertisement.SalaryGuid

e> salary.

To apply, send cover letter and resume to

<Recruitment.JobAdvertisement.ContactDet

ails> before

<Recruitment.JobAdvertisement.ClosingDat

e>

Thank you


Wait for Closing Date

Description

Wait until the closing date to choose between the curriculums vital received.

Receive CVs

Description

If the process can continue with the candidates received before the closing date,

the event is performed.



Forms

1. Name: Principal Form Event

Prototype:



Select Initial Candidates to Evaluate

Description

Choose the people that are going to start the selection process. The candidate’s

information must to be included, such as name, contact information and the

curriculum vital file

Performers


Activities

Description Item

Validate the number of candidates that

begin the process

On Exit

Allocations


Human Resources Analyst The person is chosen by load.

Forms

1. Name: Principal Activity Form

Prototype:



Forms behaviors

Description

It is necessary to validate the number of candidates included.



Need changes in the search criteria

Description

The gateway checks, if there is enough candidates to start the process.

Gateways

No: If there is not enough candidates to start the selection process, the

process returns to the Position Advertisement activity, where it is possible to

change the search criteria

Yes: If the process can continue with the candidates received, the process

continues to the Selection Process sub process.



Selection Process

Version: 1.0


Process Elements

Psycho technical Test Scheduling

Description

The Human resources analyst schedules the various test needed to select the

candidate. The date and the location must be included for each candidate

Performers




Activities

Description Item

Validate that at least one test are

included to each candidate

On Exit

Allocations


Human Resources Analyst The task is assigned by load

Forms

1. Name: frm_Psychotechnical_Test_Scheduling


Prototype:



2. Name: Form_Add_Test

Description: Form to include a test

Prototype:

Forms behaviors

Description

the form includes a link to the complete job description

Notifications


Inform about

the test

scheduling

Candidates Test

Scheduling

Dear

Mr/Ms <Candidates.Name>

<Candidates.LastName>

In order to continue with the

selection process for

<Candidates.Recruitment.Title> it is

necessary for you to undertake

following test: <Test.Name>, please

reports to <Location> on

<ApplicationDate>.

Yours sincerely




Enter Test Result

Description

The result of each test is included, after all the candidates have completed it. The

analyst must decide which of the candidates will continue to the next step

depending on the results.

Performers


Activities

Description Item

Validate to test each candidate has taken

the test ant that the results have been

entered.

On Exit

Allocations



Forms

1. Name: frm_Entry_Test_Result


Prototype:



2. Name: FrmGridAddRecruitmentAndSelectionT

Description: Form to include the test result.

Prototype:

Forms behaviors

Description

The form includes a link to the complete job description



Interview Scheduling

Description

The analyst schedules the interview, it is necessary to include the date, location and

the person who will conduct the interview.

Depending on the result, a candidate may be eliminate after the interview.

Activities

Description Item

Set the render other interview needed in

null

On Enter

Count the number of interviews included

for each candidate

On Enter

Validate that an interview is included for

each candidate selected

On Exit

Validate the number of candidates

selected.

On Exit

Allocations



Forms

1. Name: frm_Scheduling_Interview_


Prototype:



2. Name: Edit_candidate_form

Description: Form to edit a candidate in order to include a new interview.

Prototype:



3. Name: FrmGridAddInterviews

Description: Form to add an interview

Prototype:



Forms behaviors

Description


The Candidates grid includes a filter, only the selected candidates are shown

Inform about Interview Scheduling

Description

The candidate and the interviewer are informed about date and location of the

interview

Notifications


Inform about the

interview

scheduling

Candidates,

Interviewer

Inform Interview

Scheduling

Dear Mr/Ms<LastName>

In order to continue with the

selection process of

<Recruitment.Title> the

following interview has been

scheduled.

Interview Table

Sincerely,




Enter Interview Results

Description

The persons how conducted the interview must include the result, and made

comments about it. He or she must indicate if the candidate does not continue to

the process.

Performers

Interviewer

Activities

Description Item

Set the render Interview performed to

true

On Exit

Validate the entry of the results for each

scheduled interview

On Exit

Allocations


Interviewer The performer is the person who

conduct the interview.

Forms

1. Name: frm_Entry_Interview_Results


Prototype:



2. Name: Edit_InterviewResults

Description: Form to include the interview results.

Prototype:



Forms behaviors

Description


Other Interview?

Description

The number of the interviews depends on the level of importance of the position.

The gateway validates if there is necessary to arrange another interview

Gateways

Yes: If the candidates need another interview the process returns to the

Scheduling Interview task.

No: If the candidate does not need another interview the process continues

to next task, Verify References.

Checking References

Description

The references need to be checked in order to get more information about the

candidate and verify data provided by him or her. After checking the references the

candidate can be eliminated from the process.

Performers


Activities

Description Item


selected, it is necessary to include at

On Exit



least the number of vacancies to fill

required.

Validate that the selected candidates

have a good references.

On Exit

Allocations



Forms

1. Name: frm_Cheking_References


Prototype:



Forms behaviors

Description

The form includes a link to the complete job description.

The candidates grid includes a filter, only the selected candidates are shown

References ok?

Description

The gateway validates results of the references.

Gateways

No: If the references have any problem or the process needs other candidate,

the process continues to the Select Process Details activity.

Yes: If the candidate or candidates can continue the process, it continues to

the next task, select candidates.

Select Candidates

Description

The person who created the case must select the final candidate.

Activities

Description Item


selected.

On Exit

Create a Letter with the salary offer. On Exit

Allocations


Requester The task is performed by the case

creator.



Forms

1. Name: frm_Select_Candidates


Prototype:



Forms behaviors

Description

The form includes a link to the Complete Job Description


Notifications


Inform about

the salary offer

Candidate and

Requester

Salary Offer Dear Mr/Ms <LastName>

<Recruitment.Companyname>

is pleased to offer you the

position as <Recruitment.Title>

at

<Recruitment.Area.areaName>

area.

<JobOffertLetter>

Sincerely,


Candidate Selected?

Description

The gateway validates if the process can continue with the candidates selected.

Gateways

No: If the process needs new candidates the process returns to the Selection

Process Details.

Yes: If new candidates are not needed, the process continues to the Offer

Salary Negotiation.



Offer Salary Negotiation

Description

It is necessary to present a salary offer to the selected candidates, during this task

the candidates and the Human Resource analyst must agree in the salary offer.

Activities

Description Item


selected

On Exit

Allocations



Forms

1. Name: frm_Offer_Salary_Negotiation


Prototype:



Forms behaviors

Description





Offer Accepted?

Description

The gateway validates if the candidate accepts or rejects the offer.

Gateways

No: If the offer is rejected, the process continues to the Select Process Details

task.

Yes: If the offer is accepted, the process continues to the Medical

Examination task

Medical Examination

Description

The candidate is sent for a physical examination. The examination is to determinate

if the candidate is physically fit to perform the job. The result must be included

Performers

Doctor

Activities

Description Item

Validate that the exam results have been

included for each candidate.

On Exit

Allocations


Doctor or Human Resources Analyst The task is performed by a Doctor, but

the results can be included by the

Doctor or the Human Resources Analyst



Forms

1. Name: frm_Medical_Examination


Prototype:

Forms behaviors

Description


Medical Examination ok?

Description

The gateway validates if the process can continue with the candidates selected.



Gateways

No: If the candidate is not physically fit to perform the job, the candidate is

rejected and the process returns to the Select Process Details task.

Yes: If the candidates passed the physical examination, the process continues

to the next task

Inform About Decision

Description

Inform about the final decision

Notifications


Inform about

New employees

Requester New Employees

Dear

<Recruitment.Requester>

The following people

were selected for the

position of

<Recruitment.Title>

Candidates Table

Sincerely,

Human Resources



Select Process Details

Description

During A Selection Process it is possible to need more candidates, if at any point

during the process this happens, this activity is performed. The Human Resources

Analyst decides what to do.

Allocations


Human Resources Analyst The task is assigned by load.

Forms

1. Name: frm_Selection_Process_Details


Prototype:



Forms behaviors

Description


All the candidates included in the beginning are shown.



Performers Human Resources Analyst (Role)

The persons who belongs Human Resources area, he or she must lead the selection

process.

Requester (Role)

The person who makes the personnel requisition.

Doctor (Role)

The person who makes the physical exam of the selected candidates.

Interviewer (Role)

The persons who conduct an interview, in the process several people are

interviewed.

recruitment and selection process - bizagi · 2016-04-06 · vacancy was rejected because best...

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