Lanteria HR Recruiting

Transcription

1 Lanteria HR Recruiting User's Guide for version Copyright 2015 Lanteria

2 Table of Contents 1 Introduction Recruiting Overview Terminology List Candidate Database Create Applicant Manage Applicant Link Candidate to Vacancy View Candidate History View Candidate Documents Add Candidate Education Add Candidate Work History Vacancies Open Vacancy Add Applicants Plan Interview Stages Vacancy Questions Schedule Interviews Applicants Assessment Record Interview Results Applicants Assessment Interview Ranking Manage Applicant Statuses Applicant Letters Job Offers Close the Vacancy Copyright 2015 Lanteria

3 1 Introduction Lanteria HR is a human resource management system that provides the central storage for all HR information, supports HR processes, as well as competence framework and learning. This User s Guide describes the Recruiting module of Lanteria HR. The target audience is HR specialists or Recruiters who will are recruiting the staff. As a prerequisite to this guide, it is recommended that you get acquainted with the Introduction and Initial Setup guide. 1.1 Recruiting Overview Lanteria HR allows maintaining the candidate database, along with all the contact details and resumes of the candidates. The recruiters can assign the available candidates as applicants when opening a new vacancy. For each vacancy, you can plan the interview stages, schedule interviews and then record the interview results in the Interview form. As the interviews go, change the applicants statuses. For the successful candidates who accepted the job offer, you can create a starter that will be managed further though the OnBoarding. 1.2 Terminology List Term Candidate Applicant Internal Candidate Definition A person who can be relevant for one of the company s vacancies and whose resume, contact details, etc. the company has in the company database. An internal or external candidate who is regarded for specific vacancy. One of the company s employees who can be potentially assigned to one of the vacant positions. External Candidate Starter OnBoarding A candidate from outside the company. A successful candidate who has accepted the job offer and is joining the company. The process of adopting the new people into the company. The OnBoarding page shows all the active starters and allows monitoring the action items related to the OnBoarding (agreeing the start date, contract signing and so on). Copyright 2015 Lanteria Page 3 of 29

4 2 Candidate Database All the people who can be potentially recruited by your company and whose resume and contact details you have can be stored in the Lanteria HR candidate database. To work with the candidate information and create new candidates, go to Recruiting > Candidate Database. Select the view that will be used to display the candidates. The following options are available: By vacancy the candidates will be grouped by vacancies By source the candidates will be grouped by the candidate source. The candidate sources should be previously created in the Candidate Sources list (Recruiting > Settings). By status the candidates will be grouped by statuses. The statuses can be managed in the Applicant Statuses list (Recruiting > Settings). Alphabetically the candidates will be displayed in the alphabetical order. 2.1 Create Applicant To create a new candidate, follow these steps: 1. In the Recruiting section, click Applicant Tracking and then Create Applicant. 2. Fill out the form Copyright 2015 Lanteria Page 4 of 29

5 3. Add applicant s name. 4. Provide the contact details like , phone numbers and address. 5. Use the Candidate Source field to indicate where the candidate information has been obtained from. The candidate sources should be previously created in the Candidate Sources list (Recruiting > Settings). 6. Select Gender, Ethnic Group. 7. Under Suitable for Job Roles, add the roles the candidate can potentially perform. 8. Under Suitable for Location, select the location where the candidate can potentially work. 9. In the Person Attributes, select the personal characteristics of the candidate. When searching for the candidates for specific vacancy, the recruiter will be able to search by these attributes. 10. Specify the last application date 11. Save the applicant form. 2.2 Manage Applicant After the applicant was added to the candidate database, you can link a candidate to the vacancy, view candidate history, add and view candidate documents, education, work history, and create an employee on the basis of the candidate information. These actions are available through the candidate card ribbon. 1. In the Recruiting section, click Candidate Database. 2. Select the view to display the candidates. Copyright 2015 Lanteria Page 5 of 29

6 3. Select candidate whose card you d like to edit. Copyright 2015 Lanteria Page 6 of 29

7 2.2.1 Link Candidate to Vacancy After the candidate was created, you should associate the candidate with the vacancy this candidate with the vacancy he/she suits for. This step is necessary to start the recruiting process. To do this, click the candidate name from the database. In the candidate card, click Link to Vacancy. 1. In the Vacancy field, select the vacancy the candidate applies for. 2. In the Status field, select the status of the candidate application process. 3. Click Link to Vacancy to finish the process View Candidate History On the application history page, you can view the information on candidate application process(es). You can see the list of vacancies the candidate applied for, together with their application dates and statuses. Also, the detailed information on scheduled interviews is available. To view candidate history, click the appropriate button on the candidate card ribbon. Copyright 2015 Lanteria Page 7 of 29

8 2.2.3 View Candidate Documents You can download the external candidate documents using the candidate card. To do this, click Candidate Documents on the candidate card ribbon, and then click Download selected documents as ZIP Add Candidate Education To add information on candidate education, click Candidate Education on the candidate card ribbon. To add a new record on candidate education: 1. Click New item. 2. Specify the name of the school. 3. Specify the education level and orientation. 4. Select the graduation date. Copyright 2015 Lanteria Page 8 of 29

9 5. Select the candidate the education record refers to. 6. Click Save to add a record Add Candidate Work History To add information on candidate working experience, click Candidate Work History on the candidate card ribbon. Copyright 2015 Lanteria Page 9 of 29

10 To add a new record on candidate working experience: 1. Click New item. 2. Specify the candidate previous position. 3. Specify the candidate employer. 4. Specify the start and end date of the working period. 5. Select the candidate the working experience record refers to. 6. Click Save to add a record. Copyright 2015 Lanteria Page 10 of 29

11 3 Vacancies When a new vacancy is opened in your company, you can create and manage it through Lanteria HR. The whole vacancy cycle from opening to finding a suitable applicant and assigning him to the vacant position is supported by the system. 3.1 Open Vacancy To start working with the vacancies open the Vacancies page available in the Recruiting section. To open a vacancy: 1. In the Recruiting section, click Vacancies. 2. To create a new vacancy, click Add Vacancy. Copyright 2015 Lanteria Page 11 of 29

12 3. Provide the vacancy title and code. 4. In the Job Role field, select the job role for which the company has a vacant position. 5. In the Organizational Unit field, specify for which unit a new employee is needed. 6. Indicate the location where the vacancy is open. Note: The location should not be necessarily the same the department belongs to. You can have an employee in one country belonging to the department physically located in another country. 7. In the Number of Vacancies field, indicate how many employees you need to hire for the vacancy being created. 8. Use the Start Date field to define from which date the work on the vacancy is to start. In the Due Date field, specify when the recruiting process is to be finalized. 9. Provide the vacancy description in the Description field. 10. Define the current vacancy status. The following options are available: Requested the vacancy has been requested, but is not open yet Open the vacancy is currently active Closed the candidate has been found and accepted the job offer Copyright 2015 Lanteria Page 12 of 29

13 11. In the Requested By field, select the person who has requested the vacancy. 12. Select the list of mandatory documents that should be provided by the candidate to apply for this vacancy. 13. Select the list of optional documents that can be provided by the candidate. 14. Select the Company Web Site check box to publish the vacancy on the official company web site (this option is available only if you have the on-line application form installed). 15. Select the Intranet check box to make the vacancy visible for the company employees. This can be useful in case you are searching for the applicant among the company employees. The vacancies with the selected Intranet check box are visible through My > Open Vacancies. 16. Select the recruiting managers that will have an access to the vacancy. 17. Specify the values for the interview and assessment ratings weight. These values define how the interview and assessment ratings are important for the applicant total rating calculation. 18. Select the list of vacancy approvers. The vacancy will be in the Requested status until all of the employees listed as the approvers will not approve this vacancy. 19. Select the close date for the vacancy. The vacancy will be closed since the specified date. 20. Save the vacancy. The managers who request the vacancies can track the status from the My Team > My Vacancies. You can also create a new vacancy by copying the earlier created vacancy. In this case you need to select the list of the approvers. To approve vacancies, go to My > My Approval Requests. 3.2 Add Applicants When the vacancy is created, it s time to search for the candidates for the open position. You can search for candidates in both internal and external databases. The company employees comprise the internal database and the candidates the external one. To add the applicants, follow the steps below: 1. Open the details of the vacancy for which the applicants are to be added: click Recruiting > Vacancies, select the vacancy and click Applicants. 2. Next, click Create Applicants to create a new applicant and to assign him/her to the vacancy. You can also add applicants from the Candidate Database. Click Add from Database to add the applicant from the list of existing candidates. Copyright 2015 Lanteria Page 13 of 29

14 3. In case you click Create Applicant, fill out the form. In other case, in the Applicant Type field, select one of the following options: External - to search for an applicant using the candidates database Internal to search for an applicant using the employees database 4. To search by name, type it in the Name field and click Search. 5. Otherwise, search by Skills. Select the attributes that are important for the vacancy and click Search. All the candidates meeting the search requirements will be displayed. Note that the search results depend on how complete is data you add to the Personal Attributes field when creating the applicant. 6. Select the Include check box next to the candidates to be included as applicants and click Add Applicants to add them. Add as many candidates as necessary. 3.3 Plan Interview Stages For each vacancy you can set vacancy specific interview stages. For example, when looking for a sales person, you can have the three interview stages: HR Interview, Interview with Sales Manager and Interview with Senior Management. You can create the interview stages for the vacancy by clicking Add New Stage in the Vacancy Details: 1. Open the vacancies from the Recruiting module, select the vacancy for which stages will be added and click Details. Copyright 2015 Lanteria Page 14 of 29

15 2. Next, click Add New Stage. Copyright 2015 Lanteria Page 15 of 29

16 3. Provide the stage title in the Title field. 4. There are two possible ways to create an Interview form. The first is to use the fields in the form to define the structure of the interview form, that is, the form containing the interview results filled in by the interviewer. Select the check boxes to include the following sections into the form: General Notes the form will include the free text field for the interviewer s general comments on the applicant. Summary Rating the form will contain the Summary Rating field where the interviewer will be able to provide a general assessment of the applicant (poor, average, etc.). Copyright 2015 Lanteria Page 16 of 29

17 Competency Assessment the Competency Assessment section will be added to the form, along with the competencies and competency levels required by the vacancy job role. The interviewer will be able to assess the applicant, and the system will compare the assessment to the job role requirements. Job Requirements Compliance the section listing the job requirements for the vacancy role will be included into the form. The interviewer will be able to select the check box next to each requirement to indicate compliance or non-compliance and provide comments. Person Attributes Compliance the Person Attributes section will be added where the interviewer will mark with check boxes the attributes the applicant has. Interview Outcome the interview outcome (positive or negative) will be provided by the interviewer. 5. The second way is to select the template of the interview form that will be generated for the interviewer(s) and used for the applicants assessment. This can be done in the Interview Form Template field. In this case a form will be generated according to the selected template and assigned to the interviewers. 6. In the Interview Instructions field, provide the instructions you want to be displayed on the top of the interview form. 7. Save the stage. Create as many stages as necessary for the current vacancy. 3.4 Vacancy Questions For each vacancy you can create a list of questions you d like to ask the applicants. You can create the list of questions for the vacancy by clicking Add Question in the Vacancy Details: 1. Open the vacancies from the Recruiting module, select the vacancy for which questions will be added and click Details. 2. Next, click Add Question. Copyright 2015 Lanteria Page 17 of 29

18 3. Answers to the questions are entered manually on the Applicant Tracking page. To add the answers, select the Applicant on the Applicant Tracking page and click View on the Vacancy Question field. 4. You can view or edit the answers following the step 3 above. Copyright 2015 Lanteria Page 18 of 29

19 Please note that the answers to the vacancy questions are not included into the Interview Details form and would not be visible in the Candidate History (Candidate Card). P.S. The best use of this functionality is from the on-line application form, where this list of questions forms the candidate s questionnaire. Answers provided by the candidate on the web site are automatically populated together with other applicant s data to the Applicant s record in the Applicant Tracking. Please note, that the on-line application form is not the standard part of this module. 3.5 Schedule Interviews When the interview stages are in place, the interviews can be scheduled for the applicants. To schedule an interview, follow these steps: 1. In the Recruiting section, click Vacancies, select the vacancy for which interviews are to be scheduled and click Details. 2. Select the interview stage to schedule interview(s) for and click Details next to this stage. 3. All applicants who are assigned to the current vacancy and don t have the interview for this stage scheduled will be listed under Available Applicants. 4. Click Schedule Interview next to the applicant to schedule the interview for the current stage. Copyright 2015 Lanteria Page 19 of 29

20 5. Define the date and time for the interview. 6. In the Interviewer field, select the employee(s) who will be conducting the interview. Note: Interviewer should have Manager s permissions to get an access to the applicant s details 7. Select the status of the interview stage (Scheduled, Completed, or Cancelled). 8. Select the interview type. 9. Click Save. The applicant will be moved to the Scheduled Interviews and you will be able to see the interview details. In a similar way, schedule interviews for all the applicants assigned to the vacancy. In case you assign the interview form template for the stage, the interview form will be generated automatically for every employee selected as an interviewer. The interviewers have an access to the interview form through My Team > My Applicants. Copyright 2015 Lanteria Page 20 of 29

21 All scheduled interviews are available in the Interview Schedule (Recruiting > Interview Schedule). Click the interviews to see and change the interview details. Copyright 2015 Lanteria Page 21 of 29

22 3.6 Applicants Assessment Results of the applicant interview consist of two sections: interview average score and assessment average score. The importance of these parts should be defined for every vacancy through the interview and assessment ratings weight fields Record Interview Results The interview form is generated for the employees selected as applicant interviewers. All generated interview forms are available on the Interview Stage Details page. To open it, click Details for the definite interview stage on the Vacancy Details page (Recruiting > Vacancies > Details). Also, the interviewer has an access to the Interview form through My Team > My Applicants. Copyright 2015 Lanteria Page 22 of 29

23 To start recording interview results, click Interview Form or Details for the appropriate applicant. In the open form, write in the necessary comments and select the interview summary score. Please note that this form is fully customizable. Click Save Result and Complete Review to record the results. After the interview form is completed, it cannot be edited anymore. Copyright 2015 Lanteria Page 23 of 29

24 3.6.2 Applicants Assessment On the Vacancy Details page, Applicants List section, click Assessments to add some additional points that can be used for applicant assessment. Click Add Assessment and specify its title and score. Click Save to add this assessment to the applicant assessments list. You can add as many assessments as you need Interview Ranking To view the interview results on every applicant, go to Recruiting > Vacancies. Select the vacancy and click Ranking. On the Applicant Ranking page, you can see the list of applicants that are assigned to this vacancy and their average interview and assessment scores together with the total score. Also, you can see the list of interviewers and the interview results that were entered during the recruiting process. The applicants are displayed on the basis of the total score results. Copyright 2015 Lanteria Page 24 of 29

25 3.7 Manage Applicant Statuses As the interviews go, change the applicant statuses to track the not selected applicants and those who move forward. The applicant statuses can be viewed and modified in the vacancy details (Recruiting > Vacancies > Applicants). The following statuses are available: Applied the applicant has just applied and hasn t had any interviews yet In Process the interviews for the applicant are in process Offer Accepted - the applicant accepted the job offer Rejected the applicant has been eliminated Pending Offer the applicant is waiting for the job offer Starter the onboarding process was launched. To change the status, select the applicant on the Applicant Tracking page and select the Change Applicant Status in the Take Action field. On the Process Applicants page, select the status in the Set Applicant Status field. Copyright 2015 Lanteria Page 25 of 29

26 You can also select the reason for the status change and generate the applicant letters. The letters will be generated on the basis of the existing templates. The Take Action field can be used for performing following actions: Change Applicant Status use to change the applicant status Generate Applicant Letters select the letter template for the letters generation. The generated letters will be available on the Applicant Letters page. Manage Interviews the Interview Stage Details page will open. On this page, you can schedule/manage interviews for the selected applicant. Mark/Unmark as Shortlisted to add/delete the applicant to the shortlist Generate Job Offers the job offers for the selected applicants will be generated. The generated job offers are available on the Job Offers page (Recruiting > Job Offers). Link to Vacancy select the vacancy and status for the selected applicant to link him/her to the new vacancy. Create Starter the starter will be created. The new starter HR processes will be started automatically (if any). The new starter will appear in the OnBoarding page (HR Administration > OnBoadring). 3.8 Applicant Letters The generated applicant letters are available on the Applicant Letters page (Recruiting > Applicant Letters). Select the letters to be sent and click Send Letters to send them. After the sending, the letters will be marked as sent. By default, the generated but not sent letters are displayed on this page. To view all letters, click View All in the upper part of the page. You can also mark the letters as sent without sending them by clicking the appropriate button. Copyright 2015 Lanteria Page 26 of 29

27 3.9 Job Offers On the Job Offers page (Recruiting > Job Offers), you can see the list of job offers that were generated/uploaded to the system. To generate the job offer, select the applicant, and then select the Generate Job Offer action. The uploaded documents will be in the Pending status. To upload a job offer manually, on the Job Offers page click Add document. Specify the path to the offer to be uploaded and click Upload. In the open window, specify the document attributes and click Save. Copyright 2015 Lanteria Page 27 of 29

28 3.10 Close the Vacancy When the successful candidate has been found and you are ready to close the vacancy, follow these steps: 1. In the Recruiting section, click Vacancies. 2. Select the vacancy to be closed and click Edit. 3. In the Status field, select Closed. Copyright 2015 Lanteria Page 28 of 29

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