eRecruitment Web Applications for Vacant Positions  {PERWEB}

eRecruitment provides the functionality to advertise vacant positions on the institution’s web site and to allow applicants to view and to apply for those positions on-line.

See Overview of the eRecruitment Process {PMAIN-12}

Home Page / Welcome Page 

• Welcome to eRecruitment
• This line is standard and may not be customized
• A Facility to View and Apply for Vacant Positions at ‘XXXXXXXXXXXXXXX’
• The name of your Institution’ as defined on {GCS-2} is displayed
• An A4000 text block exists for the institution to define a customized introduction about their institution for applicants to view. 
• This is defined using Text Code PERWEB_001 {GOPS-8}
  

Three Blocks are displayed for applicants to view positions, to register and / or apply for positions.

Example:

• Existing Staff Member Button
• Existing Staff members will click on this Button.  The following fields are required:
• Personnel Number
• ID Number
  Or
• Passport Number
• The details entered are validated:
• Against eRecruitment Applicants {PERA-1} to ensure that an account does not already exist.  If found a message will be displayed directing the Applicant to log on as an applicant who has already registered
• Against the Personnel Biographical {PBOP-1} to validate that the applicant is an existing staff member.
• The applicant will then be requested to enter their PIN to continue.  
• Once the applicant successfully logs in, an Applicant Number will be created for the applicant and the applicant’s details will be stored in the eRecruitment Applicants {PERA-1} this includes details entered when registering and the details already stored the Personnel Biographical {PBOP-1} i.e. their Personnel Number, Title, Initials, First Names, Date of Birth, Gender and primary email address
• Example:


• Functionality exists for the applicant to change their PIN Number or email their PIN to the email address store on {PERA-1} for the applicant

• OTHER Button
• Non-staff members registering for the first time, will click on this Button.  The following fields are required:
• Title
• Initials
• First Name
• Surname
• Date of Birth
• ID Number
  Or
• Passport Number and Passport Country of Issue
• Email  address
• Gender
• The details entered are validated against eRecruitment Applicants {PERA-1} to ensure that an account does not already exist.  If found a message will be displayed directing the Applicant to log on as an applicant who has already registered
• Example:

• Applicants will be required to enter their email address and PIN to continue.  Once the applicant successfully logs in, an Applicant Number will be created for the applicant and the applicant’s details as entered above will be stored in eRecruitment Applicants {PERA-1}
• Functionality exists for the applicant to change their PIN Number or email their PIN to the email address store in eRecruitment Applicants {PERA-1} for the applicant

• Log In
• The details entered above to be validated against eRecruitment Applicants {PERA-1}.  An error message will be displayed if not found, alternatively the applicant may continue.

• Hint: For the system administrator to see what an advert will look like, without saving the application, log in with email address "checkquestions@erecruitment.edu", PIN 12345

• Forgot Pin
• When applicants have forgotten their PIN, they will be required to click the button ‘Forgot Pin’ and an email notification will be generated with Routing Request Type {GROU-1} "ERFP" sending the current PIN the Email Address entered. 
• Change Pin
• When applicants want to change their PIN, they will be required to click the button 'Change Pin' and follow the directions to reset their PIN .Applicants will be required to enter an existing pin in order to change a pin.
• Button Return to Home Page will direct you to the previous page.
  

• When 'View Advert' link is clicked, the page will open a new page and display the Advert document link. Once the advert document link is clicked, the site will display the Advert in A4 format. See example below
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  Example
  

  
  

• A note may be displayed to Applicants advising them of the mandatory supporting documentation that is required to be submitted in order for an application to be considered.  This is defined using Text Code PERWEB_002 on {GOPS-8}

• When 'Mail Advert' link is clicked, the below screen below will be displayed and prompt the user to enter a valid email address.
  The field ‘message’ will have a default message that says 'Have a look at this advert' The message will be updatable if the user wishes to update it. Please note the Advert may be send to multiple email addresses by making use of a semi-colon (;) after each email address.
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  Once the 'Send Mail' button is clicked, the page will display a message confirming that the Advert has been emailed as shown below:
  

  
  



• The Advert will be received as an attachment. The Post Description and the Institution will be part of the mail subject, see mail example below
  

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  Once the 'Send Mail' button is clicked, the page will display a message confirming that the Advert has been emailed as shown below:
  

  
  

• This page will enable the applicant to perform the following functions below:
• Continue: When the button is clicked the site will display a new page listing all Vacant Positions linked to the post classification selected.  See page layout below
• Please note: Only active personnel members that have logged in will be able to view and apply for Internal Job Applications.   
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• Complete Application/s not yet submitted: 
• When this button is clicked, the program will display a new page listing all the advert post applications that the applicant has started applying for but has not yet completed and submitted. See page layout below:
  

  
  

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• View Past Positions Applied for: 
• When the button is clicked, the site will display a new page listing all advert post application/s that the applicant has applied for, with the application status. See page layout below

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• View/Upload supporting documents: 
• When this button is clicked, the program will display a new page listing all documents that the applicant has uploaded. The applicant will also be able to upload new supporting documents by clicking button ‘Upload’. See page layout below

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• Delete supporting documents: 
• When this button is clicked, the program will display a new page listing all documents that the applicant has uploaded. The applicant will be able to delete supporting documents by clicking the button ‘Delete’. See page layout below

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•   Edit Application/s submitted but vacancy not yet closed: 
• When this button is clicked a new page will be displayed, listing all job application(s) that the applicant has submitted but the position has not yet closed. The site will allow the applicant to edit their application details. See page layout below:

• 
  

• When applicant click link ‘Edit Submitted Application’ a new page will be displayed containing the details below:

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• Application Form
• When user click button ‘Application Form’ a new page called ‘Application Form’ will be displayed.
• If applicant logged in is an existing staff member within the institution, then the site will do the following:
• Auto populate personnel information details from {PBOP-1} and qualification details from {PBOP-10}
• All Auto populated information fields will be grayed out and the fields cannot be updated.
• Personnel will be required to capture other fields that are not auto populated such as employee history. However they won’t be able to update or add information such as personal information and qualification details

• If applicant log in is not an existing staff member within the institution then the site will do the following:
• Only initials, tittle, first name, surname, gender, date, date of birth and email address will be auto populated taken from the registration details.
• The applicant will be required to capture other details that are not auto populated in the application form

• If existing applicant log in then the site will do the following:
• Auto populate the personnel information, qualification, employee history and referee details that the applicant has already populated.
• The applicant’s details from the Standard Application Form can be used as scoring criteria, see Maintain Score Criteria for Standard Application Form {PERS-2}

• Application Form Layout
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• Additional Information required:
  
  Additional Questions with scores per answer, may be defined for an advert.  When this button is clicked a new page will be displayed listing questions linked to the advert code as defined on {PERC-6} in one continuous application form using the group description as a header record of the question. If no question group is linked to the advert, then no additional information required will be displayed in this page.
  
  A note may be displayed to Applicants advising them of the mandatory supporting documentation that is required to be submitted in order for an application to be considered.  This is defined using Text Code PERWEB_002 on {GOPS-8}.
  
• Buttons in the application form
• Save and complete later: When this button is clicked no validation will be done on mandatory fields and the fields entered will be updated in the Applicant Details {PERA-1}.  In addition, the applicant’s application will be created for the position in Applications per Advert Code{PERS-1} with status I-Application in progress.
• Save and Submit: When this button is clicked the data submitted will be validated to ensure all mandatory fields have been completed, the applicant’s details will be updated the Applicant Details {PERA-1}. If a record already exists in Applications per Advert Code{PERS-1} for the applicant’s application for the position, the status will be changed to ‘R – Application Received’, if no record exists a new record will be created with status ‘R – Application Received’ .
  Applicants do not have to complete the Standard Application Form details for each position they apply for, the details will be populated for them from previous applications.  Neither do Applicants have to resubmit supporting documentation for each position applied for and may delete existing documentation providing it has not been verified.  Referee details may not be deleted if HR has already contacted these Referees previously, however additional supporting documentation may be added as well as additional Referee details.
• Return To Previous Page Button: When this button is clicked then an information message will pop-up saying, ‘are you sure you want to exist without save’ Yes/No button
• Log out button: The current session will be closed
  

• Procedures:
• None