Recruitment Module Manual A manual designed to help individuals use the Recruitment Module
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Introduction
This manual seeks to outline the functionality and how to use the Recruitment module of
the Cirrus product. The Recruitment module can be used as a part of Cirrus or as a
stand-alone module.
Most of the functionality described within this manual is used by the HR or Recruitment
administrator. Certain links will also be made available to a Manager or Employee.
Setup
The setup area includes links and forms that need to be completed before the
recruitment process can begin
Recruitment Module Setup
Vacancy template
When creating recruitment requests, there are many similar fields for each vacancy. To
alleviate the workload for recruiters, the ability to create templates for vacancies has
been provided so that recruitment requests do not have to be created from scratch on
every occasion. To create and update vacancy templates within the system, click on the
Vacancy templates link on the Setup tab within the Recruitment Module.
Service providers
Vacancy Templates
Recruitment Configuration
Questionnaires
Email Configuration Word Merge Templates
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The only mandatory fields are Template ID, Status and Vacancy Name therefore only
complete the relevant fields to create the template ie do not select a position, location
and org unit if the template will be used for a number of similar positions in the company
with different values for these fields e.g. Salesperson template could be generic but the
actual position and location would be added when generating a recruitment request.
Template ID: this is a unique identifier for the template
Status: if published is flagged, the template will be available
Vacancy Name: a generic name for easy searching
Position: select the position from the pick list displayed
Location: select the location from the pick list provided
Organisation Unit: select the org unit from the pick list provided
Advertisement Defaults
Start date: enter the start date for advertising
End date: enter the end date for advertising
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Advert title: enter an appropriate title
Body of advertisement: enter advertising text
Web: RecruitmentWebAdvertisement list value
Print: RecruitmentPrintAdvertisement list value
Other: enter any additional required text
Remuneration and Benefits
Employment type: EmploymentWorkType list value
Fixed Contract End date: enter a date if contract type is Fixed Contract
Payment type: PayFrequency list value
Contract type: Emp_Contract_Type list value
Standard Hours (Shift Work Roster) WorkGroup list value
Time: RecruitmentRosterTime list value
Meal/Rest Breaks: RecruitmentRosterMealsBreaks list value
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Remuneration Details: enter informational text
Proposed Remuneration: enter proposed remuneration value
Salary Currency: System>Currency list value
Salary Cost Code: enter a relevant cost code
Transportation: RecruitmentVacancyTransportation list value
Company Vehicle: RecruitmentCompanyVehicle list value
Bonus Percentage: enter a bonus percentage if applicable
Additional Comments: enter any additional required text
Applicant Screening Setup
Assessment select the appropriate options
Questionnaires select the appropriate options
Phone Screening select the appropriate options
Interview Questionnaire select the appropriate questionnaire
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Service Providers
The ability to maintain various service providers’ information for the purposes of
recruitment is provided by CIRRUS. To update and maintain provider information, click
on the Service provider link on the Setup Tab within the Recruitment Module.
Service providers include Recruitment Agencies, Job boards, Advertising Agencies etc.
A multi-tab form will be presented for you to enter as much detail as you chose for any
given provider.
In the case of an Internet Recruitment Site such as SEEK, you will need to complete the
Integration/Posting tab in detail including your credentials to enable access to their site.
Contact Tab
Agency ID: this is a unique identifier for the provider record
Agency Name: enter the name of the provider
Type of Service Provided: RecruitmentServiceType list value
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Government ID: enter ACN/ABN
Preferred Supplier: select whether this agency is a preferred supplier of the
organisation
Contact Details: enter the contact details for this provider
Attachments: attach any templates for this provider
Detail Tab
Job Types: JobType list value
Comments: enter any additonal comments
Start Date: select the date from which this proiver may be used
End Date: select a date to indicate when to stop using this provider
Active: determined by the system based on the start and dates relevant to the
current date
Integration/Posting Tab
CIRRUS supports an integration with SEEK as the default web job site.
The SEEK integration relies on you having a Fastlane account with SEEK.
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Therefore the submission details entered on this form are those which you would use to
access the SEEK website and post job vacancies.
Submission Advertiser ID
Use Standout
Import applications from internet recruitment site
Advertiser ID
Submission User Name
Submission Password
Advertising Requests Tab
Any existing advertising service requests for this provider will be listed with an Edit link
to a further 3 tabs of information which were populated at the time the recruitment
request was generated.
This information can also be accessed via the Service/Advertising Requests link on the
Recruitment Requests tab.
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Questionnaire
CIRRUS provides the ability to Setup and manage questionnaires used during the
recruitment process. Questionnaires are used for Applicant Screening, Reference
Screening and Phone Interviews.
There may be different questionnaires for different vacancies. To maintain recruitment
questionnaires to be used in the application process, click on the Questionnaires link on
the Setup Tab within the Recruitment module.
Questionnaire ID: this is a unique identifier for the questionnaire record
Questionnaire Name: enter an appropriate name
Type: RecruitmentQuestionnaireType list value
Description: enter informational text
Assessment Pass Points: enter a numeric value
Enabled: enabled flag determines usability
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Questionnaire Opening
Start date: select a start date if applicable
End date: select an end date if applicable
Status: ensure the status is set to active
Form Layout
Subject List: enter any required information
Header: enter any required information
Footer: enter any required information
Once you have created a questionnaire record, you can add the questions through the
Edit Questions link:
You can see how the questionnaire will appear to applicants by clicking on the View
Questionnaire link.
To view the applicant responses to questionnaires, click on the Responses link.
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Recruitment Configuration
Once you have set up your vacancy templates, service providers and Questionnaires
you will be able to complete the Recruitment Configuration Tab located on the Setup
Tab of the Recruitment module.
Application Setup
The default text displayed in the Privacy Statement, Pre-screening Acknowledgement
and the Declaration Statement areas is basic HTML and can be modified to display your
company name and relevant details as required.
Select the default Standard General Questionnaire that would apply to all applicants.
Select the default Workflow Processes to be used for both Internal & External applicants
from the list provided.
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Vacancy request Setup
Select the default Workflow Process to be used for internal recruitment requests.
Set the default flag to determine whether a new positon is to be created once a request
has been approved.
Set the default flag to determine whether all approved requests are displayed on the
internal Career opportunities site.
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Report Configuration
The report Configuration gives you the option of pre-filtering the applicant records that
will be included on the various reports based on the existing vacancy and applicant
status values.
We recommend not making any selections until you are familiar with all the recruitment
reports and how you want to apply the above filters for more efficient results.
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Word Merge Templates
CIRRUS offers you the ability to upload any standard word merge templates that are
currently used in your recruitment process.
The list is pre-populated with the most common items. Use the Browse button to locate
and upload your existing word merge templates.
EC supplies a ‘standard offer letter’ template containing the available fields from the
various tables needed to be merged into your offer letter. They are visible if you hover
over each of the ‘Click to edit’ values.
We recommend you use our template as the basis and change the text to suit your
organisation, adding your logo etc to avoid merge issues ocurring.
Email Configuration
Within various sections of the recruitment process, applicants may need to be notified
via email of certain events. To update the content of the emails that are sent at these
various stages, click on the Email configuration link on the Setup tab within the
Recruitment module.
You may want to change the body of your message but it is recommended you do not
modify the merged fields in any way which are indicated by the [] brackets.
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Create a recruitment request
Human Resource users are given the ability to create and maintain requests for
recruitment functions within the organisation. Users access this tabbed wizard by
clicking on the Create a Recruitment request link on the Recruitment requests Tab in the
recruitment module.
Start Tab
Vacancy Name enter a meaningful name for later searching
Vacancy Template select a defined vacancy template to pre-populate fields
Existing Position select the position from the list
Position Details Tab
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If you had selected an existing position on the Start tab, the available details will be
displayed on this form and they can be changed or updated here. If you did not select
an existing position, you will need to complete as many of the data fields as possible.
In additon for a new position you will need to complete the following:
Position start date select the date for this position to be created
Reason Vacancy exists RecruitmentVacancyReason list value
Is the new position budgeted budget flag
Position Budget if budget flag is Yes, enter the budget value
Position Description attach a position description
Head Count enter the head count value for this position
Replacement for Enter the person’s name that is being replaced
Remuneration and Benefits
If you had selected an existing position on the Start tab, the available details will be displayed on this form and they can be changed or updated here. If you did not select an existing position, you will need to complete as many of the data fields as possible. In additon for a new position you will need to complete the following: Employment type EmploymentWorkType list value
Payment type PayFrequency list value
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Contract type Emp_Contract_Type list value
Standard hours RecruitmentRosterStandardHours table
Time RecruitmentRosterTime table
Meal/Rest breaks RecruitmentRosterMealsBreaks list value
Remuneration details enter informational text
Proposed remuneration enter numerical value
Salary currency select from the Currency table
Salary Cost code enter the salary cost code
Transportation RecruitmentVacancyTransportation list table
Company vehicle RecruitmentCompanyVehicle list value
Additional comments enter any additional comments
Advertisement Defaults
Start Date select the date to start advertising
End date select the date to stop advertising
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Advert title enter the Advertising title text
Body of Advertisement enter the text required to be displayed in any advertisement
Web flag any defined web service providers to be used for this request
Print flag any defined print service providers to be used for this request
Other enter any other notes, instructions that might apply to this request
Applicant Screening Setup
Assessments: Flag any of the listed assessments that are required for this request
Questionnaires: Select the appropriate questionnaires to be used for this request
Phone Screening: Flag whether phone screening will be used and if so, select the
phone screening questionnaire
Interview Questionnaire: attach the appropriate interview questionnaire for this
request
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Recruitment Requests
Once the recruitment request has been approved, a Service/Advertising request will
need to be generated for each of the chosen advertising providers required for this
approved recruitment request.
Within CIRRUS, the default expectation is that any vacancy will be advertised through
SEEK as the default external provider.
SEEK export
Please refer to the separate SEEK Jobsite Manual for full instructions.
The Recruitment Requests report displays all the requests with their current status. Once
a recruitment request has been approved the vacancy status will be displayed as
approved. To start the recruitment process, you must first change the status to ‘Open’
through the Edit function.
The Position Details and Remuneration Details will be pre-populated with the data
entered through the Recruitment Request but may also be updated here.
There are also 2 flags which can be set to Post Vacancy Internally and also Post Vacancy
Externally depending on the requirements.
The 2 additional tabs contain the advertising details to be used and the applicant
screening processes to be used for this particular recruitment request.
Once in Edit mode you will be able to complete the advertising requirements as the next
step if a vacancy template was not used when the recruitment request was generated,
including nominating the date this vacancy will be made available on the internal job
board and/or the external provider.
If additional service providers are to be recorded, then separate Service/Advertising
requests will need to be generated.
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Applicants
Applicant Dashboard
This report displays a list of all current applicants and includes the assessment status
and a number of indicators to easily determine where they are in the recruitment
process.
The various assessment status indicators include:
New Applicant
Reviewed
Screening
Short List
Reference
Interview
Offer
Successful Applicant
Talent Pool
Declined Offer
Unsuccessful
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Alert List
Withdrawn
Add External Applicant
This link displays a list of all currently defined vacancies where the recruitment request
status = Open and the Job Advertisement Start date is less than today.
Click on the View Job icon to see the details and be able to access the Add External
Applicant link to manually enter the details for an applicant to apply for the selected
position.
The Add External Applicant is a 6 page wizard enabling the user to enter all the relevant
information for a given applicant, including the uploading of resumes, references, and
educational qualifications etc as soft copies.
Application Bulk Assessment
This report is useful to view and/or change the status on any number of Applicants at
the same time.
Interviews
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This report will enable the Hiring Manager and the HR User to view ALL Applicants by
Vacancy who have been assigned an Interview Schedule
Please note only 1 phone screen record is allowed per applicant, but any number of
interview records can be held.
Interview Calendar
View Scheduled Interviews in a Calendar View
Click on the entry to display the details of the interview.
Interview Calendar by Recruitment Advisor
View scheduled Interviews grouped by Recruitment Advisor
References
This report will enable the Hiring Manager and the HR User to view ALL Applicants by
Vacancy who have been assigned Reference Details
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Pre-Offer Checklist
This report will enable the HR User to view and Edit the Recruitment Checklist for ALL
Applicants by Vacancy. This report is displayed with stop lights indicating whether
information is held in various areas and the ability to click on a stop light and open the
relevant forms to update the information.
There is also an Edit Offer link available which will open an Applicant Offer form with two
tabs and is based on the selection of an Offer Template. The first tab contains
information relating to the vacancy and allows entry of additional information relating to
the offer. The 2nd tab contains more information related to this vacancy. After creating
the offer record, you will also need to update the Assessment Status to Offer.
Post-Offer Checklist
This report will enable the HR User to view and Edit the Post Offer Recruitment Checklist
for ALL Offered Applicants by Vacancy. A Details/Edit link will display the Post Offer
Recruitment Checklist.
Use the Take On Applicant icon to convert the applicant to an employee within the
system. All information previously entered will be transferred.
The New Employee Tabbed form will be displayed to enable the addition of any
additional information.
Offers
This report shows all offers that have been made to applicants and the status of those
offers with a link to enable updating of the status, a link to the original application and a
link to view any offers made to the applicant.
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If you have defined a Letter of Offer template type in the Word Merge section of the
Recruitment Setup, it will appear in the Word Merge list to be used with any selected
applicant or group of applicants.
Once you have completed the merged template, you can use the Send function for
delivery of the offer to the applicant.
New Starters
This report shows all new Starter Requests for successful applicants and the status of
those requests
All Applicant Report
This report displays all applicants that have been recorded within the system and
includes an edit link to the tabbed application form as well as having the last activity
date and status being displayed.
Duplicate Referrals
Resume Search
This report gives you the ability to search the applicant or employee database resume
records for key words.
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Management
The Management section of the Recruitment module includes a number of reports to
give you an overview of vacancies and applicants to better manage the recruitment
process.
They include:
Active Positions – including the occupancy status and the ability to create a recruitment
request
Internal Career Opportunities – a listing of all vacancies that have been flagged to be
displayed internally
Internal Referrals – a listing of any internal referrals
Unsuccessful Applicants – a listing of all applicants with a status of ‘Unsuccessful’ with
the ability to Edit the record.
Talent Pool – a listing of all applicants with a status of ‘Talent Pool’ with the ability to Edit
the record.
Applicant Documents – a listing of all documents held in the system relating to each
applicant with a link to open the item to view.
Applicant Vacancy Transfer – a listing of applicants with a link to transfer their
application to a different vacancy or be added to a new vacancy.